Understanding the Item Cost Hierarchy in Sage 100

Where Does the Unit Cost on a Purchase Order Come From?

When creating a Purchase Order in Sage 100, have you ever wondered where the system pulls the unit cost from? Understanding the Item Cost Hierarchy is crucial for ensuring accurate pricing and preventing discrepancies in your financial records.

Sage 100 follows a structured cost selection process based on an item's valuation method. This hierarchy determines how costs are used across the Purchase Order, Sales Order, and Inventory modules.

How Valuation Methods Affect Unit Cost in Purchase Orders

In the Purchase Order module, the valuation method dictates the unit cost used in the following transactions:

  • Automatic Reorder Selection

  • Auto Generate Orders Selection

  • Purchase Order Entry

  • Receipt of Goods Entry

  • Return of Goods Entry

  • Material Requisition Issue Entry

Now, let's break down how the Item Cost Hierarchy determines which cost is used.

Item Cost Hierarchy in the Sage 100 Purchase Order Module

1. Vendor Price Levels (Highest Priority)

If Vendor Price Levels exist for an item, they take precedence. To check or set Vendor Price Levels:

  • Open Accounts Payable

  • Navigate to the Main Menu

  • Open Vendor Maintenance

  • Select or enter a vendor

  • Click More to access the drop-down menu

  • Select Items to open the Vendor Receipt History window

  • Click Pricing to open Vendor Price Level Maintenance

  • Click the Vendor Price List (flashlight icon) to access the Vendor Price List task window.

  • Search to see if there is a price level setting that exists for the specific Vendor that applies to purchases from a specific Product Line and/ or Item Code,

  • Review, edit, or delete applicable entries, including Quantity Breaks

2. If Vendor Price Levels Are Not Used

If no Vendor Price Level is found, the cost defaults based on the valuation method of the item:

Standard and Average Cost Items

For Standard and Average cost items in Purchase Order Entry, Receipt of Goods Entry, Return of Goods Entry (when no purchase order is specified), and Material Requisition Issue Entry, the cost follows this hierarchy:

  • Standard Valuation:

    • Standard Cost (from Inventory Master File) is used

    • If Standard Cost = 0, use Last Cost

    • If Last Cost = 0, use Warehouse Average Cost

    • If Warehouse Average Cost = 0, use Item Average Cost

  • Average Valuation:

    • Warehouse Average Cost (from Inventory Master File) is used

    • If Warehouse Average Cost = 0, use Item Average Cost

    • If Item Average Cost = 0, use Last Cost

    • If Last Cost = 0, use Standard Cost

LIFO, FIFO, Lot, and Serial Cost Items

For LIFO, FIFO, Lot, and Serial cost items, the following hierarchy applies:

  1. Vendor Last Cost is used

  2. If Vendor Last Cost = 0 (or no vendor is assigned), use Item Last Cost

3. Cost Determination in Auto Generate Orders Selection

In the Auto Generate Orders Selection window, the cost used depends on the selected 'Update Unit Cost With' option:

  • Standard Default or Last Unit Cost → Uses Primary Vendor’s Last Cost

  • Standard Unit Cost → Uses Item’s Standard Cost

  • Average Unit Cost → Uses Item’s Average Cost

  • If any of these costs are zero, the system follows the valuation-based cost hierarchy:

Cost Hierarchy in Auto-Generated Orders

  • Standard Valuation: Standard Cost → Last Cost → Warehouse Average Cost → Item Average Cost

    • If the warehouse average cost is zero, the unit cost defaults to the item average cost.

  • Average Valuation: Warehouse Average Cost → Item Average Cost → Last Cost → Standard Cost

    • If the quantity on hand is zero or negative, the hierarchy assigns an estimate based on Item Last Cost.

  • FIFO/LIFO/Lot/Serial: Vendor Last Cost → Item Last Cost → Standard Cost → Warehouse Average Cost → Item Average Cost

    • If the warehouse average cost is zero, the unit cost defaults to the item average cost.

Additional Notes

  • Sales Order Module:

    • The unit cost in the Sales Order module is determined during the Sales Journal update.

    • If using a Markup Percentage or Markup Amount, and the Standard Cost = 0, the cost hierarchydetermines the unit price.

  • Inventory Module:

    • The cost hierarchy applies in Inventory Transaction Entry for all transaction types.

  • Inventory Requirements Planning (IRP) Module:

    • For Purchase Orders generated from IRP, the Vendor’s Price Level is used.

    • If no Vendor Price Level exists, the system uses:

      1. Primary Vendor’s Last Unit Cost (from Item Vendor Maintenance)

      2. If Primary Vendor’s Last Cost = 0, use Item’s Last Total Cost

      3. If Item’s Last Total Cost = 0, use Standard Cost

Conclusion

Understanding the Item Cost Hierarchy in Sage 100 is essential for ensuring accurate purchase order pricing. By following a structured approach, Sage 100 selects the most appropriate cost source, prioritizing Vendor Price Levels first, then defaulting to cost values based on the valuation method.

By mastering this hierarchy, you can ensure that your Purchase Orders, Inventory, and Sales Orders reflect the correct pricing—minimizing errors and improving financial accuracy.

Next Steps

If you have questions  about the Inventory Cost Hierarchy or managing Purchase Orders in Sage 100, Ardent Consulting is at your service. Our team of experts is ready and eager to help you navigate your system challenges and optimize your business' potential. We prioritize your business’ health and are committed to supporting your journey every step of the way.

Doug Clark