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Managing Product Authorizations

Distributor steps for controlling which products a chain can buy (authorization lists) and overriding UPC or chain product numbers for EDI with Product Authorizations in Encompass. Includes video. v22.06+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.06

Steps

What is a Product Authorization:
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  • Product Authorizations are a way to control which products can be purchased at the chain level, which is common when chains have an 'authorization list' of products that are allowed to be sold into their stores. These also affect how these products are communicated to the chain through EDI.
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  • Product Authorizations also allow for overriding certain product values for that specific chain. For example: Overriding the normal product UPC when they chain needs this product to have a different UPC.

How to set up a Product Authorization:
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  1. Using Universal Search, navigate to the 'Product Authorizations' table
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  2. Click the 'Add Product Authorizations' button
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  3. Select a Chain
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  4. Select a Product
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  5. Configure the Authorized field to determine if the Chain should purchase this Product
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  6. Select a Start Date
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  7. Fill in other information as needed
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  8. Click Add Record

Fields And Definitions

Require Product Authorizations:
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  • If Requires Product Authorization = False (default), All products are authorized based on other product controls.
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  • If Requires Product Authorization = True, The only products that can be purchased by customers in the chain are product that have been authorized through product authorizations.
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  • This field is set on the Chain
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Product Authorization:
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  • A way to limit or enable sales of a product based on the associated chain.
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Chain Product Num:
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  • The product number the chain associates with this product
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Authorized:
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  • When set to True, the Chain can buy this Product.
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  • When set to False, the Chain cannot buy this Product.
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Retail Units Per Case:
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  • Retail Units define how the Retailer sells the product to the Consumer.
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  • These values are used to convert the Wholesale Units into quantities that match the Retailer’s Software.
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Unit of Measure:
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  • Unit of Measure determines how this product is sold.
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  • These values are used to convert the unit of measure to match the Retailer’s Software.
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Unit of Measure Code:
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  • How the Unit of Measure will be sent through EDI.
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UPC Override:
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  • A UPC that will override the UPC set on the Product record for this Chain.
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  • This field is very useful for seasonal product management.
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Start/End Date:
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  • Start and End Date dictate how long a Product Authorization will last.

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