Item / Price / Cost Maintenance¶
The VAST master catalog is not shared with OverDrive, so for this first store items, prices, and vendor costs are maintained manually in both systems. The existing VAST request process through the retail systems team does not change — submitters don't need to know OverDrive exists at all. Two separate item sets stay in parallel for this one store; the long-term resolution is a central item database feeding both OverDrive and VAST as part of a future larger migration.
When this applies¶
A new item, price change, or vendor-cost change is submitted to the retail systems team through the existing VAST request form.
The process¶
- Before requests start flowing. Give the retail systems team two cross-reference guides: a Sales Class to Category mapping, and a Markup % cross reference. (IT)
- The submitter — procurement or supply chain — files the same item/price/cost request with the retail systems team as they always have, with no process change and no need to know OverDrive exists. Price and cost are typically submitted together, and cost is supplied by a separate team. (Procurement)
- Apply the change in VAST as usual, as requested by the submitter. (Retail Systems)
- New items. Add only Reladyne, Interstate Batteries, and Valvoline requests in OverDrive — plus any product this store specifically asks for. (Retail Systems)
- Cost changes. Raise the request to the OverDrive project team to agree the approach before anything is changed in OverDrive. The expectation is a manual update in OverDrive for a few products, and an upload for a larger group of products. (Retail Systems)
- List price or matrix changes. Raise the request to the OverDrive project team to agree the approach for updating. (Retail Systems)
Go-live & cutover notes¶
- Vendor codes are carried from the SATS instance, not the Plaza instance. This one is settled.