--- title: "Vendor Contract Price Verification" slug: "vendor-contract-price-verification" description: "Set contract prices on vendor item records individually or via import to auto-verify invoice pricing in R365." updated: 2026-11-02T18:31:56Z published: 2026-11-02T18:31:56Z canonical: "docs.restaurant365.com/vendor-contract-price-verification" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Vendor Contract Price Verification Sometimes a vendor may invoice a product at a different price than the contracted price. In these cases, the system can warn that a contract violation has occurred. Once a contract price is set for a vendor item, the system automatically validates it when users enter invoices and highlights violations during a check run. --- ## Setup Set vendor contract prices on vendor item records [individually](/doc/docs/vendor-contract-price-verification#set-a-contract-price-on-a-vendor-item-record) or by [mass import](/doc/docs/vendor-contract-price-verification#mass-import-contract-prices). ### Set a Contract Price on a Vendor Item Record Follow these steps to set contract prices on individual vendor items: *Click steps to expand for additional information and images.* ****1)** Navigate to the [Vendor items](/doc/docs/classic-vendor-item-page) page.** 1. Open the **Inventory** app 2. Expand the **Items** category 3. Select **Vendor items** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1E8UCISJ.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) ****2)** Double-click the row of the desired item to open the vendor item record.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-72T80E9G.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) ****3)** Fill in the contract fields.** 1. **Contract Price -** The agreed upon price of the item, based on the Purchase [U of M](/doc/docs/unit-of-measure) on this record 2. **Split Contract Price -** The agreed upon split price of the item, based on the [Split U of M](/doc/docs/split-unit-of-measure) on this record 3. **Contract Expiration -** The expiration date of the contract > Price Validation will only occur on Invoices that have an Invoice Date within the contract period 4. **Acceptable Variance % -** A percentage that is an acceptable variance that you don't consider a contract violation ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GZVYN3QI.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) ****4)** Save the record.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-N6N3ZUAZ.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) ### Mass Import Contract Prices Follow these steps to update contract prices on many vendor items at once: *Click steps to expand for additional information and images.* ****1)** Navigate to the [Vendor items](/doc/docs/classic-vendor-item-page) page.** 1. Open the **Inventory** app 2. Expand the **Items** category 3. Select **Vendor items** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1E8UCISJ.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) ****2)** Click the ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-AUFHRLBA.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) Excel icon in the upper right-hand corner above the list. This exports a CSV file that Excel can open.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-A6QYK01T.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) ****3)** In the exported file, enter the Vendor Contract Price, Contract Expiration, Split Contract Price, and Acceptable Variance Percentage, and then **save** the file.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b1f79422-3fc0-42dd-9f30-43f1c7312ab9.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) ****4)** Navigate to the R365 [**Import**](/doc/docs/import-tool) page.** 1. Open the **Admin** app. 2. Click **Import** in the Import category. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TYVJSF7Q.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) ****5)** In the Import window, enter 'Vendor Item' in the **Options** field and 'Update Existing' in the **Type** field.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-P22NCA3I.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) ****6)** Click **Upload File** and select the updated file.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EO61E25E.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) Learn more about the R365 [Import Tool](/doc/docs/import-tool). --- ## Contract Violation on AP Invoice When entering an [AP invoice](/doc/docs/ap-invoice-form-details), the system verifies vendor item contract prices. It identifies a contract violation if both of these are true: the 'Each Amount' on the invoice row is different from the Contract Price on the vendor item by more than the Acceptable Variance %, and the date on the invoice is less than the Contract Expiration date on the vendor item. If a contract violation is identified, the invoice displays alerts in-line on the Line items tab as well as on the Alerts tab. Hovering over an alert displays the acceptable price range and a link to the vendor item record. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RM5YZ48P.png?sv=2026-02-06&spr=https&st=2026-11-11T05%3A05%3A50Z&se=2026-11-11T06%3A05%3A50Z&sr=c&sp=r&sig=Z21pdr7%2FemMzVd%2FJzgDNEOcMO9mViQTD7QbKaV%2BEkcc%3D) --- ## Contract Violation on Check Run The Check Run screen highlights invoices with contract violations to alert users who may not wish to pay invoices that violate the contract. Hovering over the invoice on the Check Run also displays a tool tip that lists the items that violate the contract.