Implementing Price Matrices in Buymanager

Price matrices in Buymanager allow you to quickly estimate the cost of component families by integrating your supplier's pricing tables directly into the system. Think of it as having a ready-made quote for a range of similar parts. Buymanager treats each price matrix as a quotation, meaning you can use multiple matrices in your cost calculations.

What it is: A way to store and use supplier price lists for component families within Buymanager.
Situation: You need to estimate costs for similar components (e.g., resistors, capacitors) without requesting individual quotes every time.

Why do you need it?

Fast Price Estimation: Get quick price estimates for component families, reducing the need for individual Request for Quotes (RFQs).
Integrated Costing: Seamlessly incorporate supplier price tables into your existing costing workflows.
Standardized Pricing: Ensure consistent pricing for similar components across different projects.

Prerequisites and Audience

Audience: All Buymanager users who work with component pricing, especially buyers and cost estimators.
Administrative Rights: No special administrative rights are required for general use, but creating and managing family structures (Step 1) might require specific permissions.
Module Access: Access to the "Parts," "Prices," and "RFQs" units within Buymanager.

How It Works: Step-by-Step Guide

This process involves three main steps: setting up the component family, preparing your price data, and importing it into Buymanager.

Step 1: Create a Matrix Part Subfamily (First-Time Setup)

This step is crucial for organizing your components and ensuring accurate price searches.

Navigate to Parts Unit:
- Go to the Parts unit in Buymanager
Access Families:
- Click on the Home tab, then select Families.
Create a New Subfamily:
- Click Create.
- Description: Enter a clear name for your subfamily (e.g., "Resistance Matrix").
- General Info > Hierarchy: Link this new subfamily to its parent family. Click on the parent family ERP code or description to search and add it.
Important: Define Normalized Description for Price Search: To ensure your price matrix is searchable and effective in costing, you must define an extended normalized description for the subfamily. This description should include key attributes like case and tolerance.
- On the subfamily's "General Information" tab, go to the Normalization section.
- Add a normalized data group.
- Use the pencil symbol to modify the group.
- Ensure the normalized description includes details like "Prefix + Size + Tolerance" (e.g., "RESM 0201 1%"). The Normalized Description prefix (e.g., "RESM") will be used for future price searches.

Step 2: Prepare Your Matrix Excel File Before Upload

Before importing, your Excel file needs to be structured correctly.

Create an Excel file with a column named "Description" that combines key attributes.
Example: For a Resistance Matrix, this column might contain entries like "RESM 0201 1%" (Prefix of Resistance Matrix Family + Size + Tolerance). You can also include Ohmic range (optional) and Package reel.

Step 3: Import the Price Matrix

Now, let's get your price data into Buymanager.

Start the Upload Process:
- In the Parts-Prices Unit, click on Upload a bill of material with Prices.
Select "A new part number":
- Choose this option for your price matrix.
Add Part Description and Proceed:
- Enter a descriptive name for your part (e.g., "Supplier X Resistor Matrix").
- Click Next.
- WARNING: Do NOT add a customer at this stage.
Select Your Excel File:
- Choose the prepared Excel file from your computer.
Select/Create BOM Matrix Template:
- You need a template with at least these columns mapped:
  - Description
  - Manufacturer
  - Manufacturer Reference (MPN)
  - Price
- Tip: If you are importing non-generic part numbers (e.g., "0201_1%"), use the importation model "Item code (existing in Buymanager database)" to upload your codes from Excel.
Select Tab and Column Line:
- Specify the Excel sheet tab and the row where your data starts.
Match Key Information Fields:
- Map the four required fields (Description, Manufacturer, MPN, Price) to the corresponding headers in your Excel file.
Resolve Manufacturers:
- If prompted, click "Select Proposal" to resolve any manufacturer discrepancies.
Create Parts and Sources:
- Follow the prompts to create the necessary parts and their sources.
Generate the BOM:
- Complete the process to generate the Bill of Materials.
On the "Price" Tab (Step 3):
- Display "Price Unit": Right-click on the table, select "columns," and ensure "Price Unit" is displayed.
- Assign Values: Select all columns and assign the following:
  - Price Units: "PCE" (or the appropriate unit for your components).
  - Currency: Your currency (e.g., "Euros").
  - Supplier: The name of your supplier.
Add "Quoted Qty 1":
- Right-click, select "Key in a value: quoted Qty 1," and enter "1". This is important for treating the matrix as a quotation.
Save Prices:
- Save your prices with an easily identifiable name (e.g., "Supplier X Resistor Matrix Q4 2025").
Verify Your Quotation:
- Click on 'RFQ' to verify that your price matrix has been successfully imported as a quotation.

Additional Management Steps

Step 4: Using a Price Matrix in Costing

Once imported, your price matrix is ready to be used in any costing.

Search by Normalized Description:
- In your costing module, use the price search function.
- Search using the Normalized Description you defined in Step 1 (e.g., "RESM 0201 1%").
Select Appropriate Component:
- From the search results, select the component that matches your needs. Buymanager will pull the price from your matrix.

Step 5: Canceling an Obsolete Price Matrix

When a price matrix is no longer valid or up-to-date, you should mark it as obsolete.

Go to "RFQs" Unit:
- Click on the RFQs unit.
Search and Open Quotation:
- Search for the name of the price matrix you wish to cancel and open its quotation.
Change Status to "Obsolete":
- Change the Status field to "Obsolete."
- Save the changes.

Goal: The more detailed information your price matrix contains (supplier, manufacturer, MPN, normalized description attributes), the more accurate and efficient your component procurement strategy will be.

By following these steps, you can effectively implement and manage price matrices in Buymanager, streamlining your costing process for component families and ensuring you always have up-to-date pricing information at your fingertips.

Process