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Items, units, groups and vendor items

Create vendor-item mappings

Assign selected purchase items to one or more vendors. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.

Audience: Purchasing staffPermission: purchase_items or purchase_vendor_items capabilityModule v1.7.9
Jump to steps
Where to goAdmin Area → Purchase → Vendor Items → New Vendor Items
Before you start
  • Use an account with purchase_items or purchase_vendor_items capability and confirm the intended record or setting before making a change.
  • Follow the exact route above. If the screen or action is absent, check module activation, ownership and permissions rather than using another person’s account.
  • Use controlled test data for configuration, integration, email, AI, payment, portal or automation changes before production-wide use.

What you’ll accomplish

Assign selected purchase items to one or more vendors. The instructions reflect the supplied module’s registered menus, controller actions, views, settings and code-backed validation flow.

Follow these steps

  1. Go to Admin Area → Purchase → Vendor Items → New Vendor Items.
  2. Select the New, Add, Create or Start action exposed on that screen.
  3. Complete the required fields described below and review any linked record, currency, tax, approval or recipient selection.
  4. Save or submit the form once; correct any validation message rather than bypassing it.
  5. Go to the resulting record and verify its number, status, totals, files, activity and downstream links.

Fields and options to review

Vendor identityCompany/name, code, tax/VAT, phone, website, category/group, address and status as exposed by the vendor form.
Contacts and accessVendor contacts, vendor administrators, portal status, language and welcome/notification settings where applicable.
Item masterCommodity/item code, description, group/subgroup, unit, purchase price, tax and purchase eligibility.
Vendor-item mappingVendor, group and selected item list, shared visibility and vendor-specific values where exposed.
Files/importAttachments, spreadsheet import rows, validation errors and generated barcode/code.

Rules the system enforces

  • Vendor actions are capability-gated; portal functions also depend on the vendor-portal setting and contact authentication.
  • Item and vendor-item operations use separate capability groups.
  • Spreadsheet imports can create an error file for rejected rows; review it before retrying.

How to confirm it worked

  • The supported create vendor-item mappings flow completes without bypassing permission or validation checks.
  • The resulting record, setting, status, file, delivery event or external response is visible from the relevant workspace.
  • Unexpected validation, provider or linked-record errors are investigated before retrying.

Security, privacy and operational checks

  • Apply least privilege to purchasing, vendor, invoice, payment, return, contract and report permissions.
  • Verify vendor identity, bank/payment details, tax, currency, totals and approvals before creating financial commitments.
  • Treat public links, signatures, portal files, attachments and exported reports as controlled business records.
  • Test settings and automated jobs with controlled records before production-wide use.
Load subgroups for a selected groupFilter vendor-item mappingsCreate a purchase itemOpen the vendor portalCreate a purchase requestBrowse all Purchase Management guidesExpenses FinanceInvoices PaymentsContracts Documents