---
title: "Map a Vendor Item to a New R365 Item"
sidebarTitle: "R365: map to new item"
description: "Create a new R365 purchased item from within the Vendor Item Assign dialog — measure type, reporting unit, item categories and GL accounts — and map the vendor item to it."
icon: "plus"
---

> **For AI agents:** the complete documentation index is at [llms.txt](/llms.txt). Append `.md` to any page URL for its markdown version.

Nothing in the item list matches the vendor item, so you create the purchased item and map to it in one pass. R365 lets you do this **without leaving the invoice**: typing a name that doesn't exist prompts you to create it.

<Info>
  **Source:** `Vendor Mapping to New Item.mp4` (2:24), recorded 2026-07-29. Timestamps below point back to the recording.
</Info>

## The worked example

| | |
|---|---|
| **Invoice** | `5560`, Burgardt Liquor (MC) — V127 |
| **Location** | 102 — Larcher's Market |
| **Missing vendor items** | 5, including `HAPPY CAMPER CAB SAUV - ML` |
| **Turns out to be** | a 750 mL bottle of cabernet sauvignon, 12 on the invoice at `$87.96` |
| **New item created** | `WINE Happy Camper Cab Sauv` |

<Note>
  Wine is the standard case for this path. **Individual wines are set up as their own items** rather than pooled into a generic "red wine" item, so a new label almost always means a new item.
</Note>

## Steps

<Steps>
  <Step title="Open Assign and confirm nothing matches">
    The invoice has five missing items. Click **Assign** on `HAPPY CAMPER CAB SAUV - ML`. *(0:09)*

    <Frame caption="Five unmatched vendor items on invoice 5560. This vendor sends descriptions rather than item codes, so the Vendor Item Number is the product name.">
      <img src="/images/accounting/r365-vendor-item-mapping/new-01-five-missing-items.png" alt="R365 AP invoice 5560 Missing Items tab with five vendor items and the Vendor Item Assign dialog open" />
    </Frame>

    Search the **Item** field — `Cab` returns cabbage and a handful of other cabernets, but no Happy Camper. *(0:27)*

    <Frame caption="Searching 'Cab' — several existing wines, none of them this one">
      <img src="/images/accounting/r365-vendor-item-mapping/new-02-no-matching-item.png" alt="R365 Item dropdown showing PROD Cabbage, WINE Franzia Cab Sauv, WINE Silver Oak Cabernet and others, none matching Happy Camper" />
    </Frame>

    <Tip>
      Search the distinctive word, not the varietal. `Happy Camper` is a one-search answer; `Cab` returns everything including produce.
    </Tip>
  </Step>

  <Step title="Type the new item name and choose Item">
    Type the name you want the new item to carry — **`WINE Happy Camper Cab Sauv`** — and R365 asks what you want to create. *(0:39)*

    <Frame caption="The Item or Vendor Item prompt">
      <img src="/images/accounting/r365-vendor-item-mapping/new-03-item-or-vendor-item-prompt.png" alt="R365 dialog: Do you want to add this Item or Vendor Item? with Vendor Item, Item and Cancel buttons" />
    </Frame>

    Choose **Item**.

    <Warning>
      **Item, not Vendor Item.** *Item* creates the purchased item you're missing. *Vendor Item* would only create another vendor alias — which is what you already have, and which is why the line is unmatched in the first place.
    </Warning>

    <Note>
      Follow the naming convention: a **category prefix** in caps, then the product — `WINE Happy Camper Cab Sauv`. The prefix is what makes the item list searchable, and it's the difference between this item being found next time and being created a second time.
    </Note>
  </Step>

  <Step title="Fill in the General tab">
    The **Purchased Item** form opens with the name carried across, **Type** set to `Purchased`, and **Active** ticked. *(0:48)*

    <Frame caption="The new Purchased Item form. Name and Type are pre-filled; Measure Type and Reporting U of M are required.">
      <img src="/images/accounting/r365-vendor-item-mapping/new-04-purchased-item-general.png" alt="R365 Purchased Item Add/Edit form General tab for WINE Happy Camper Cab Sauv" />
    </Frame>

    Set **Measure Type** to **`Volume`** — it's a liquid. (Measure type drives which units are even offered as the reporting unit.)

    Leave **Number**, **Description** and the **Actual as Theoretical / Commissary / Available in AR Invoice / Catering / Key Item** checkboxes alone unless you have a reason.
  </Step>

  <Step title="Get the size off the attached invoice">
    Burgardt Liquor has no online portal, so the size comes from the scanned invoice: click **Open attachment viewer** on the AP invoice. *(0:53)*

    The line reads `12 | HAPPY CAMPER CAB SAUV | 750ML | 7.33 | 87.96` — twelve 750 mL bottles at $7.33, totalling $87.96, matching the dialog.

    <Frame caption="The attached Burgardt Liquor invoice. The SIZE column is the authority on the unit of measure.">
      <img src="/images/accounting/r365-vendor-item-mapping/new-05-invoice-attachment-750ml.png" alt="Scanned Burgardt Liquor invoice 5560 showing HAPPY CAMPER CAB SAUV at 750ML, 12 qty, $87.96" />
    </Frame>

    <Tip>
      Read the whole invoice while it's open. This one carries handwritten annotations — a check number, a `PAID` stamp, and a `retail` note against one line — that change how those lines should be treated.
    </Tip>
  </Step>

  <Step title="Set the Reporting U of M">
    Search the size — `750 mL` — which offers **`Bottle (750 mL)`** and **`Case - 12/Bottle (750 mL)`**. *(1:11)*

    Choose **`Bottle (750 mL)`**.

    <Frame caption="Bottle versus case. The reporting unit is the unit you want to count and cost in — the bottle.">
      <img src="/images/accounting/r365-vendor-item-mapping/new-06-reporting-uom-options.png" alt="R365 Reporting U of M dropdown showing Bottle (750 mL) and Case - 12/Bottle (750 mL)" />
    </Frame>

    <Note>
      The invoice being for twelve bottles does **not** make the reporting unit a case. Quantity lives on the invoice line; the reporting unit is the item's own base unit. Bottles are what gets counted behind the bar, so bottles it is.
    </Note>
  </Step>

  <Step title="Set the item categories on the Inventory Cost tab">
    Move to the **Inventory Cost** tab. **Cost Update Method** defaults to `Last Received` — leave it. *(1:21)*

    - **Item Category 1** → `LBW` (liquor, beer and wine)
    - **Item Category 2** → `Wine`
    - **Item Category 3** → leave blank

    <Frame caption="Item Category 2. Category 1 (LBW) is the broad group; Category 2 narrows it to Wine.">
      <img src="/images/accounting/r365-vendor-item-mapping/new-07-inventory-cost-categories.png" alt="R365 Inventory Cost tab with Item Category 1 set to LBW and the Category 2 dropdown showing Glassware, Tableware and Smallwares, and Wine" />
    </Frame>

    **Inventory U of M** carries across from the reporting unit as `Bottle (750 mL)`. Leave **Count U of M 2** and **3** blank.
  </Step>

  <Step title="Check the GL accounts, then set the Waste Account">
    Setting the categories **auto-fills the GL accounts** — that's what the categories are for. Confirm them rather than typing them:

    | Account | Value |
    |---|---|
    | **Cost Account** | `5120 - Wine Costs` |
    | **Inventory Account** | `1400 - Inventory` |
    | **Waste Account** | *not auto-filled* |
    | **Donations Account** | leave blank |

    Set **Waste Account** to the **same account as the Cost Account** — `5120 - Wine Costs`. *(1:36)*

    <Frame caption="Cost and Inventory accounts auto-filled from the categories; Waste Account set to match the Cost Account">
      <img src="/images/accounting/r365-vendor-item-mapping/new-08-waste-account.png" alt="R365 Inventory Cost tab showing Cost Account 5120 Wine Costs, Inventory Account 1400 Inventory, and Waste Account being set" />
    </Frame>

    <Warning>
      If the cost and inventory accounts **don't** auto-fill, stop — it usually means an item category is wrong or missing. Fix the category rather than hand-typing the accounts, or the next item set up in that category will have the same problem.
    </Warning>

    Save the item.
  </Step>

  <Step title="Verify the unit that comes back to the invoice">
    Saving returns you to **Vendor Item Assign** with **Item** set to the new `WINE Happy Camper Cab Sauv` and **Purchasing U of M** pre-filled as **`Bottle (750 mL)`**, carried from the item's reporting unit. *(1:50)*

    <Frame caption="Purchasing U of M carried back from the new item — check it against the invoice before accepting it">
      <img src="/images/accounting/r365-vendor-item-mapping/new-09-uom-carried-back.png" alt="R365 Vendor Item Assign with Item set to WINE Happy Camper Cab Sauv and Purchasing U of M Bottle (750 mL)" />
    </Frame>

    <Warning>
      **Confirm the carried-across unit matches the invoice — don't assume it.** Here the invoice says 750 mL and the field says `Bottle (750 mL)`, so it's right. It won't be right when the vendor bills by the case and you set the item up by the bottle.
    </Warning>

    Leave **Split U of M** blank — a 750 mL bottle is the smallest unit this product comes in, so there's nothing to split it into.
  </Step>

  <Step title="Click OK, then work through the rest">
    **Quantity** (`12`) and **Total Amount** (`87.96`) come from the invoice — leave them. Click **OK**.

    `HAPPY CAMPER CAB SAUV - ML` drops off the tab, leaving the other four. *(2:10)*

    <Frame caption="Missing Items down from five to four">
      <img src="/images/accounting/r365-vendor-item-mapping/new-10-missing-items-reduced.png" alt="R365 Missing Items tab now listing four vendor items after the first was mapped" />
    </Frame>

    Repeat for each remaining item, choosing the existing-item or new-item path per item. When the tab is empty, **Approve** the invoice.
  </Step>
</Steps>

## New purchased item — field summary

Reusable checklist for the next one:

<AccordionGroup>
  <Accordion title="General tab">
    | Field | Setting |
    |---|---|
    | **Name** | `CATEGORY Product Name` — caps prefix, e.g. `WINE Happy Camper Cab Sauv` |
    | **Type** | `Purchased` (pre-filled) |
    | **Measure Type** | `Volume` for liquids; otherwise weight or each |
    | **Reporting U of M** | The unit you count in — the bottle, not the case |
    | **Active** | Ticked (default) |
    | Number, Description, checkboxes | Leave alone |
  </Accordion>
  <Accordion title="Inventory Cost tab">
    | Field | Setting |
    |---|---|
    | **Cost Update Method** | `Last Received` (default) |
    | **Item Category 1** | Broad group — `LBW` for liquor, beer and wine |
    | **Item Category 2** | Narrower — `Wine` |
    | **Item Category 3** | Usually blank |
    | **Inventory U of M** | Carries from the reporting unit |
    | **Count U of M 2 / 3** | Blank |
    | **Cost Account** | Auto-fills from the categories — confirm |
    | **Inventory Account** | Auto-fills from the categories — confirm |
    | **Waste Account** | Set to match the Cost Account |
    | **Donations Account** | Blank |
  </Accordion>
  <Accordion title="Tabs not used when creating from an invoice">
    **U Of M Equivalence**, **Transactions**, **Vendor Items**, **Location Settings** and **Location Costing** are not touched in this flow. The vendor item link that would appear under **Vendor Items** is created for you when you click **OK** back on the Vendor Item Assign dialog.
  </Accordion>
</AccordionGroup>

## Related

- [Clear Missing Items on an R365 AP invoice](/internal/how-to/accounting/r365-vendor-item-mapping) — how to choose between the two paths
- [Map a vendor item to an existing item](/internal/how-to/accounting/r365-vendor-item-mapping-existing) — try this first
- [Inventory and COGS](/internal/sops/accounting/general/inventory-and-cogs) — what the cost and inventory accounts feed