Vendor product update: Trek 2022 model year bike rollover

Trek will be changing multiple part numbers for their 2022 model year bikes. The upcoming April 2021 version of Ascend (scheduled for release 28 April, 2021) includes a feature to enter retired part numbers and automatically update all affected purchase and special orders with the replacement part numbers.

See the B2B article for additional details on this change.

For new part numbers added prior to April, Ascend retailers must manually update any affected purchase orders and special orders.

Sherpa tip: Associating special orders to existing vendor orders requires the February 2021 version of Ascend (released 18 February, 2021).

Product replacements

Sherpa tip: Not all backorders will be replaced. Do not remove 2021 products until all outstanding orders are received.

  1. Update vendor Trek Bicycle Corporation to add the new products to your system.
  2. Log into Trek’s B2B site to determine changed products and affected pending purchase orders.
    Sherpa tip: New models will roll out often – check this report weekly. Part numbers will not be replaced on all order items - pay close attention to your B2B report before replacing items.
  3. For each affected product, manually edit the in-store and vendor products with a meaningful description so employees do not use them going forward.
    Sherpa tip: Add RETIRED to the beginning of the product description for easy identification.
    a. In Database Explorer > Orders, use the Vendor Order Number search parameter. Double-click the affected order.


    b. From the File menu, select Print Special Order Receipts > All.
    Sherpa tip: Printing special order receipts makes it easy to locate any affected customer sales which require an update.


    c. Make note of the order number on each receipt.
    d. Remove all order items with affected part numbers.
    Sherpa tip: Click the PartNo column to sort order items together. Click the first affected order item, hold the Shift key (on the keyboard), then click the last affected order item to select the entire list.
    To prevent accidentally adding erroneous order items and/or received inventory, do not use the order search field or Rec’d checkboxes.


    e. Add the appropriate quantity of order items using the new part number.
    Sherpa tip: If an order item is associated with a customer special order, add it as a separate order item.
    If a large quantity of order items must be readded, they can be imported via spreadsheet.
    f. On the toolbar, click the Save button.
  4. For each affected order, remove and replace order items with the retired part number.
  5. When all orders are updated, remove and replace any special orders for customers.
    Sherpa tip: If the transaction is a work order, be sure to make all changes in the Work Order Details screen. Be sure to contact the customer to confirm they still wish to purchase the 2022 model.
    a. From the Ascend Desktop, click the Finish Sale tile and scan the special order receipt printed from the vendor order.


    b. Remove all sale items with affected part numbers.
    Sherpa tip: Click the SKU column to sort sale items together. Click the first affected sale item, hold the Shift key (on the keyboard), then click the last affected sale item to select the entire list.
    To prevent accidentally adding erroneous sale items, do not use the search field.


    c. Add the appropriate quantity of sale items using the new part number.
    Sherpa tip: For multiple quantities of bikes, add each as a separate sale item.
    d. On the Special Order dialog box, select the appropriate vendor order from the Associate to Purchase Order dropdown. Enter any additional notes in the Comments field, then click the Save button.


    e. On the toolbar, click the Save button.

Price updates

Sherpa tip: Keep in mind that 2021 products on backorder may be replaced with 2022 products – when sale and/or order items are replaced, new pricing is automatically applied when the 2022 product is re-added.

  1. Update vendor Trek Bicycle Corporation with new costs and MSRPs for the 2021 products.
  2. Download and run the Trek 2021 Bike Price Change – Orders query from the Retailer Portal > Vendor/Supplier Product Files on www.ascendrms.com.
  3. For each affected order, remove and replace order items with the affected products.
    a. Double-click the line item to open the vendor order.
    b. From the File menu, select Print Special Order Receipts > All.
    Sherpa tip: Printing special order receipts makes it easy to locate any affected customer sales which require an update.


    c. Make note of the order number on each receipt.
    d. Remove all order items with affected product(s).
    Sherpa tip: Click the PartNo column to sort order items together. Click the first affected order item, hold the Shift key (on the keyboard), then click the last affected order item to select the entire list.
    To prevent accidentally adding erroneous order items and/or received inventory, do not use the order search field or Rec’d checkboxes.


    e. Re-add the appropriate quantity of order items.
    Sherpa tip: If an order item is associated with a customer special order, add it as a separate order item.
    If a large quantity of order items must be readded, they can be imported via spreadsheet.
    f. On the toolbar, click the Save button.
  4. Download and run the Trek 2021 Bike Price Change – Layaways query from the Retailer Portal > Vendor/Supplier Product Files on www.ascendrms.com.
  5. When all orders are updated, remove and replace any special orders for customers.
    Sherpa tip: If the transaction is a work order, be sure to make all changes in the Work Order Details screen. Be sure to contact the customer to let them know the new pricing.
    a. Double-click the line item to open the transaction.
    b. Remove all sale items with affected products.
    Sherpa tip: Click the SKU column to sort sale items together. Click the first affected sale item, hold the Shift key (on the keyboard), then click the last affected sale item to select the entire list.
    To prevent accidentally adding erroneous sale items, do not use the search field.


    c. Add the appropriate quantity of sale items.
    Sherpa tip: For multiple quantities of bikes, add each as a separate sale item.
    d. On the Special Order dialog box, select the appropriate vendor order from the Associate to Purchase Order dropdown. Enter any additional notes in the Comments field, then click the Save button.


    e. On the toolbar, click the Save button.

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