Summary:
This FAQ article provides a clear and practical guide to the VMF (Vendor Mandatory Field) Configuration Enhancements, explaining how vendor‑required fields are created, managed, and displayed during quote and order processing. It is designed to help internal staff understand configuration capabilities, required permissions, and key setup steps—especially for discount programs (GDE)—to ensure accurate data capture, proper EDI transmission, and smoother order processing.
Table of Contents:
What are VMF Configuration Enhancements?
Who can create or modify VMF configurations?
Do existing VMF configurations need any action?
How do I create a VMF configuration for a discount program?
What are the main tabs within a VMF Configuration?
How do I create a new VMF field?
Where do VMF fields appear for associates during quote creation?
What happens if a required VMF field is not configured or mapped correctly?
What are VMF Configuration Enhancements?
Answer: VMF (Vendor Mandatory Field) Configuration Enhancements expand how vendor‑required information is set up and managed. In addition to configuring fields by vendor code or vendor part number (VPN), you can now also create VMF configurations for Discount Programs (GDE). These enhancements support better data capture, EDI communication, and order processing.
Who can create or modify VMF configurations?
Answer: Only users with specific permissions can create or modify VMF configurations:
Required roles:
Partner Planning – Basic+, Advanced, Executive
Vendor Associate – Advanced, Executive
All other users have read‑only access. If access is needed, associates should contact Partner Planning or their CBM.
Do existing VMF configurations need any action?
Answer: Yes. All existing VMF configurations have been migrated into the VMF Configurator, and it is the user’s responsibility to review and validate that configurations are correct.
Additionally, if a vendor uses EDI (or Ingram Micro uses EDI to communicate with the vendor), all new VMF fields must be mapped correctly to support EDI transmissions. The B2B Team can assist if needed.
How do I create a VMF configuration for a discount program?
Answer: To create a VMF configuration for a discount program:
From the X4A home screen, select Vendors > VMF Configurator
Go to the TS Configurations tab
Click Create Configuration and search for the discount program
Use the Add As section to set fields at the header level or line level
Save the configuration
Any configuration created for a discount program, vendor code, or VPN will display on the Vendor Required Information (VRI) screen.
What are the main tabs within a VMF Configuration?
Answer: Each VMF Configuration contains three tabs:
TS Configurations – Used to create and manage program, vendor, or VPN configurations
Fields – Displays all mapped fields and allows creation of new VMF fields
Bid VMF Mapping – Shows vendor or program‑specific mappings based on GDE alias names
Different fields may appear depending on the vendor or discount program selected.
How do I create a new VMF field?
Answer: To create a new VMF field:
Go to the Fields tab or use Create New VMF Field
Enter the required field information
Choose whether the field applies to the header or line level
Toggle the field to mandatory if it must be completed on the VRI screen
Save the field
Tip:
Header‑level fields are more visible (ideal for comments)
Line‑level fields are typically used for items like serial numbers
The system automatically identifies capture code field types
Where do VMF fields appear for associates during quote creation?
Answer: Once VMF fields are configured, they appear on the Vendor Required Information (VRI) screen during quote creation:
The VRI screen shows in X4A and X4C
Fields are prepopulated if data already exists in the VMF Engine
In CRM, associates can enter VMF data using the Vendor Mandatory Fields screen
These fields apply to both Quotes and Orders, including Stock and Direct Ship.
What happens if a required VMF field is not configured or mapped correctly?
Answer: If required VMF fields are missing or not properly mapped:
Orders may fail validation
EDI transmissions may not process correctly
Additional rework and delays may occur
This is why reviewing configurations and ensuring correct EDI mapping is critical.