To create a new supplies catalogue

The procedure to create a new supplies catalogue is as follows:

1. Navigate to Quick Menu > Purchasing > Configuration > Supplier Catalogues. The Supplier Catalogue window is displayed.
2. Click on Add Catalogue 1. All fields are activated ready for data entry.
3. Specify the supplier record to which the catalogue relates, entering the first few characters of their business name into the dynamic Supplier name search field provided, before selecting the corresponding entry from the filtered Supplier Search Results list. Alternatively, to conduct a more detailed search: (a) Use the spy-glass icon () to launch the Supplier Search window - The Supplier Search window is displayed; (b) Enter sufficient details into the supplier fields provided and click on Search - The Select Supplier window is displayed, returning all possible matches; (c) Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria - The name of the supplier is displayed in the corresponding Supplier name field along with their unique Supplier code identifier.
4. Enter a Catalogue name into the field provided 2 1.
5. Use the Description field to add contextual information relevant to the supplies catalogue; the expansion arrow () can be employed to increase the size of the text entry field.
6. Using the Catalogue type drop-down field, select the desired parameter value to define the scope and purpose of the supplies catalogue 3.
7. Using the Catalogue status drop-down field, select the Active status for the new supplies catalogue 4.
8. Using the Price book drop-down field, select the supply option applicable to this catalogue i.e. Materials or Hire.
9. Enter the Supplier's catalogue reference number into the field provided i.e. their own internal identifier for the specific catalogue.
10. Enter the Supplier's catalogue date using the corresponding calendar icon (), or type in the date directly (format DD/MM/YY or DD/MM/YYYY) i.e. the publication's date of issue.
11. Use the Comments field to add supplementary text in relation to the supplies catalogue.
12. Choose an Effective from date for this supplies catalogue i.e. the date on which it came into effect 5.
13. Choose an Effective to date if the supplies catalogue is to be reviewed on a specific date or to capture a change of circumstances; a blank field means it will never expire.
14. Click on Save. A unique system-generated reference number is assigned to the new catalogue and the entry is displayed in the hierarchical list, underneath the Supplier name heading 6.

Tip

1 To aid in identification purposes, it is good practice to devise and uphold a consistent naming convention for all supplies catalogues.

Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the Add Catalogue button is inactive.

2 System validation rules ensure that the name entered for each supplies catalogue is unique for the effective period.

3 These custom values can be populated by the end user via the system parameter entitled Supplier Catalogue Type.

4 Where a current supplies catalogue is to be temporarily suspended or withdrawn completely, the alternative status progression values of Inactive or Closed are also available for selection.

5 The Effective from date defaults to the current system date and cannot be left blank.

6 Steered entirely by the end user, a reference number convention must be predefined for the Supplier Catalogue Reference entity.

See related topics...

Supplies catalogue maintenance overview