The System is designed to help those in the hospitality industry manage their purchasing, stock control and time.

Supplier catalogues can be used to allow quick and efficient price updates from a supplier.
Catalogues are designed to update supplier cost prices only; other information must be configured on the system.

The following document will outline the best practice method for importing edited supplier catalogues.s.
 

Importing a Supplier Catalogue in Any Format

Fig 1 - Supplier Catalogues Link
 

Fig 2 - Import Supplier Catalogue Link

• To import a supplier catalogue follow the path: Log into Enterprise Manager > Expand Supplier Management > click Supplier Catalogues > click the ‘Import Supplier Catalogue’ Link.

Fig 3 - Importing a Supplier Catalogue

• Select the relevant supplier and complete the ‘Catalogue Code’ & ‘Catalogue Name’ fields.
• Select the catalogue format from the drop-down list. If for example ‘.CSV’ is selected, then the corresponding delimiter must be selected as well.

Fig 4 - Importing a CSV Catalogue

• When the link is selected the above is displayed, the information highlighted in maroon is mandatory. For details on the information required in each field see below:
  • Supplier – Select from the drop down box
  • Catalogue Code – unique reference to identify the catalogue, it is advisable to enter the date followed by the supplier name to ensure that this is a unique reference
  • Catalogue Name – unique reference to identify the catalogue, it is advisable to enter the date of when the products updates will be relevant e.g. June 15th
  • Full Catalogue – there is no need to select this link [obsolete field]
  • File – Browse and find the saved CSV or XML file from the desktop location where it was stored
• The table below shows the defaults typically required for most customers.

• Click the ‘Browse’ button to find the catalogue file that is to be imported.
• Once the catalogue is found Click the ‘Next’ button to complete the import process.
• There are 3 sections of the imported catalogue, matched products; new products and deleted products.

Matched Products

• Matched products should make up the bulk of the catalogue as these a products already on the system that have a matching product code between the upload file & the system

Fig 5 - Imported Catalogue Results – Matched Products

• Once imported the catalogue will display the Old cost price i.e. the current price per product on the system, and the new cost price i.e. the price uploaded from the new catalogue file
  • Any increases in price per product will be highlighted with a yellow line and red text in the new cost price column
  • Any decrease in price will be highlighted by green text in the new cost price column
  • No changes in price will display in standard black font
• There is now the option to accept, hold or reject these price changes, either per product line, or by selecting the column header options
  • Accept will change the price on the system immediately including recipes to the new cost price
  • Reject will retain the old cost price column and disregard the newly uploaded price
  • Hold will make no changes and simply hold the catalogue on this page until all lines have been accepted or rejected

New Products

• New Products appear when there is a new product code on the upload file that does not match any existing product code on the system for the specified supplier

Fig 6 - Imported Catalogue Results – New Products

• If any new products appear on the file there is the option to conduct 4 actions associated with these new products:

1. Create – use this option to create a new master product on the system
2. Associate – use this option to associate the reference within the catalogue to an existing product on the system
3. Hold – to hold the product information & make no changes
4. Reject – to ignore the uploaded information

• It is best practice when using a supplier catalogue to reject all products within the new products section to follow best practice procedure when creating a new product as this product could exists against another supplier and simply requires a supplier link to be associated.

Deleted Products

• Any products that do not appear on the imported catalogue will appear in the deleted products section

Fig 7 - Imported Catalogue Results – Deleted Products

• There are options to accept, hold or reject these price changes per product line:
  • Accept will make the product unavailable for ordering.
  • Reject will leave the product on the system.
  • Hold will make no changes and simply hold the catalogue on this page until all lines have been accepted or rejected.
• It is best practice when using a supplier catalogue to reject all products within the deleted products section to follow best practice procedure when archiving products from the system.
• Products may appear in both the new products and deleted products section if there is a duplicate product code as the system is unsure of the action to take, is a new product required or is one of the products to be deleted.

Fig 8 - Completed Supplier Catalogue

• When all lines have been accepted or rejected the changes can be saved and the catalogue is completed and the relevant prices will be updated.

EDI Catalogues

• Supplier catalogues are designed to allow cost price updates to be managed quickly and easily usually because the catalogue is forwarded to the suppliers to update the cost prices and then simply imported back into the system.
• Suppliers with EDI capability can also “push” these catalogues to the system rather than manually completing the price updates.

Fig 9 - EDI Catalogue Example

• Fig 9 above is an example of an EDI catalogue. Note the catalogue type is ‘Electronic’. Manually imported catalogues have the type ‘Manual’.
• These catalogues are accepted or rejected in the same manner as a manual catalogue (see section: Importing a Supplier Catalogue in Any Format).

Also See

• Best Practice: Supplier Catalogues [1] - Exporting The Catalogue
• Best Practice: Supplier Catalogues [2] - Editing The Catalogue
• How to: Update Supplier Product Codes