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Setting up Item Cross Reference for Customers and Vendors

ArcherPoint How-To Blog: Setting up Item Cross Reference for Customers and Vendors

Do you know how to set up Item Cross References for Customers and Vendors in Microsoft Dynamics NAV2013?

Using Item Cross Reference allows you to quickly identify the items that were ordered by a customer or that you are purchasing from a vendor on the basis of item numbers other than your own. This can also apply to situations where a part can be ordered from multiple vendors and you want the purchase order to reflect the vendor’s own part number instead of your own.

To set up an Item Cross Reference for Customers or Vendors, perform the following steps:

Login to Microsoft Dynamics NAV 2013, open database and company. From the Home menu on the left click Items. Double click the item you want, to open the Item Card window.

Select Items and double click on the item of interest

Figure 1 – Select Items and double click on the item of interest

View of the Item Card

Figure 2 – View of the Item Card

From the Item page, click Cross References in the ribbon on the Home tab

Detail of Item Card showing location of Cross References

Figure 3 – Detail of Item Card showing location of Cross References

This will open the item Cross Reference Entries page.

View of the Cross Reference List page. Cross Reference Type can be set to Customer or Vendor.

Figure 4 – View of the Cross Reference List page. Cross Reference Type can be set to Customer or Vendor

Enter Cross-Reference Type – Customer or Vendor

Cross-Reference Type No - Enter the Customer No. the item is sold to or the Vendor No. that the item is specifically purchased from.

Cross-Reference No. - This can be the same number as the item number or if that Customer or Vendor has a different reference #, that number can be used. (Max 20 characters)

Unit of Measure – This is the Unit of Measure that the customer buys of the item or for purchase from the vendor.

Once you have populated the Item Cross Reference Entries with the information listed above, click OK to close the window.

Depending upon the type of item cross reference, the program can use the cross-reference number to automatically retrieve the item number used by your company.

Using Item Cross Reference on Purchase Quotes or Purchase Orders

On the Purchase Quote or Purchase Order Lines, select the Cross-Reference No. that is Vendor specific. Once the Cross-Reference No. is selected, the Item No., Description, Location Code, Unit of Measure and Cross-Reference Type fields are populated automatically.

Selecting the Cross-Reference No. automatically populates the remaining fields for that vendor

Figure 5 – Selecting the Cross-Reference No. automatically populates the remaining fields for that vendor

To see a list of items, use the drop down in the Item No. field. 

Item No. field provides a list of items

Figure 6 – Item No. field provides a list of items

To see the Items that are specifically for that vendor, use the drop down in the Cross-Reference No. field to see the Items in the Cross Reference List for the Vendor.

Cross-Reference No. field provides a list of vendor specific items

Figure 7 – Cross-Reference No. field provides a list of vendor specific items

If you do not see the Cross-Reference No. field, right click the mouse to show a list of options.  Select the option to Choose Columns.

Right click to view specific columns that are not currently shown...

Figure 8 – Right click to view specific columns that are not currently shown...

The Customize Lines window will appear, as shown below. Select the “Cross-Reference No.” from the Available Columns on the left side, once you have the field you want highlighted select the Add button.

…Highlight and add columns you want to view

Figure 9 – …Highlight and add columns you want to view

The field will be added to the right side under Show Columns in this order.

Columns are added to the view

Figure 10 – Columns are added to the view

You can then Move Up the field so that it’s placed before the Freeze Pane, as shown below.

Columns can be moved up or down above or below the Freeze Pane

Figure 11 – Columns can be moved up or down above or below the Freeze Pane

Using Item Cross Reference on Sales Quotes and Sales Orders

On the Sales Quote or Order Lines, select the Cross-Reference No. that is customer specific.  Once the Cross-Reference No. is selected the Item No., Description, Location Code, Unit of Measure and Cross-Reference Type fields are populated automatically.   

Selecting the Cross-Reference No. automatically populates the remaining fields for that customer

Figure 12 – Selecting the Cross-Reference No. automatically populates the remaining fields for that customer

To see a list of items, use the drop down in the Item No. field. 

Item No. field provides a list of items

Figure 13 – Item No. field provides a list of items

To see the Items that are specifically for that customer, use the drop down in the Cross-Reference No. field to see the Items in the Cross Reference List for the Customer.

Cross-Reference No. field provides a list of customer specific items

Figure14 – Cross-Reference No. field provides a list of customer specific items

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Comments

Comment: 

Would this be a good way for our company to use different sizes of raw materials, that would allow us to use a common component in our BOM's.

 

Ex:  We purchase sheet steel under the following items currently: 

1. S0.25X48X96

2. S0.25X60X96

3. S0.25X60X120

 

All of our BOM's use just a base unit of S0.25 to relieve inventory of raw materials.

At the end of each month, we manually adjust the positive balance of each individually purchased item down to zero and adjust the base unit up by the corresponding amount of square footage.

 

If you have a better way than using cross references please advise as I am looking for something that can be automated and not require manual manipulation.

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