In Prima, there are two types of codes:

  • Catalog item codes – supplied by vendor in the catalog files
  • Stock Codes – work as the master codes 

In order to purchase an item, a stock code needs to exist in the database to allow the transfer of stock to and from customers and suppliers.

Upon implementation, stock codes are created against the preferred vendor catalog however, over time as new codes are added there may be codes in the catalog that do not have a stock code and in order to purchase these items you will need to create the stock code for the catalog item.

You can do this:

  1. Direct from the catalog item by selecting Create Product
  2. In the sales order against the line
  3. From the requirement 


As a rule, stock codes tend to be created using the code from the preferred vendor however these codes can be changed or created against the code for a different catalog item. When creating the code, Prima will link this new stock code to any direct equivalents using the PG Number against the catalog item. Vendors determine which codes are direct equivalents and once the code has been created, you will be able to see the direct equivalent from different vendor in the Supplier tab of the stock code.

Vendor's may sell these items in different pack sizes. In Prima, regardless of the pack size, if items are direct equivalents, they will be linked in accordance to the information provided by the vendor that states that the products are directly related. Therefore, Prima offers the capability to have multiple pack sizes against each product, this also allows dealers to split pack sizes down themselves for items that they store stock of. 

In certain situations, as supplier may discontinue the catalog item and therefore the item will no longer be visible in the supplier tab of the stock code. If there are no vendor against a stock code, this stock code should be discontinued.


Prima will not remove any pack sizes from the Product Unit/ Pricing tab even if the vendor no longer sells this pack size, as dealers can add their own pack size to split packs etc. You will be able to sell split packs, however will not be able to purchase item in the split pack size (if a vendor does not exist for this pack size). 


If a vendor does change a pack size and you wish to remove the old pack size from the ‘Product Unit/ Pricing’ tab, then delete the unit from the 'product unit and pricing' tab from within the stock code.


You can also add additional suppliers in the Supplier tab of the stock code for vendors who do not provide a catalog.

In some cases, the preferred vendor for which the stock code was created against, may discontinue the catalog item and therefore the stock code reads different to the vendor code in the Supplier tab and therefore you may wish to update the stock code accordingly.

The quickest way to update the stock products is to use the Catalog Grid Manager and update directly from the catalog.  At the very least update from your preferred vendor.  To do this:

  1. Go to Publications > Publication Grid Manager >Select the vendor catalog from the list within the Catalogue Name field
  2. Click Search
  3. Within the Change tab > select the option Update Linked Prod Code, Desc, Image, Pack Size
  4. Click Apply

The link stock products to the catalog items will be updated unless the product has been marked as 'protected'.

How is the pricing for stock products calculated?

There are 4 pricing methods for stock codes (used to calculate cost):

  1. Preferred vendor last price – this will use the latest price of the preferred vendor, in order for the Product Unit/ Pricing tab to update and the pricing to pull through correctly, all products with this pricing method must have a preferred vendor set. This can be manually marked in the Supplier tab or done en masse using the Stock Product Supplier Grid Manager. If you do have this updated, you will need tore-import the terms for the preferred vendor either electronically or manually.
  2. Manual – this price will pull directly from the price set in the Product Unit/ Pricing
  3. Cheapest Supplier – this will pull the price from the vendor that has the lowest price and is included in the cheapest calculation. Only vendor included in the cheapest calculation
  4. Fluctuating on Actual – if there is stock held then this will pull in the average of the costs for this item.

It is essential that you carry out Prima Housekeeping to ensure you products are kept up data in your database.