FnB Live P2P&I Best Practice: Supplier Catalogues Part 1: Exporting the Catalogue

Overview

Supplier Catalogues can be used to enable quick and efficient price updates from a Supplier.

Catalogues are designed to update Supplier Cost prices only. Any other information must be configured on the system.

The following article outlines the best practice method for using Supplier Catalogues.
 
Before Using a Supplier Catalogue
 

• Search the Master Product list to check if all the products from the Supplier have Supplier Product codes

Fig.1 - Master Product Search Page

The Supplier Catalogue functionality is reliant on each product from the Supplier having the relevant code assigned to it. These codes are used by the system to match an existing product with the information in the catalogue.

If all products for the supplier do not have the relevant codes:
 

• Select Update Products, tick the box titled Missing Product Codes to display all products with missing codes, then enter the relevant Supplier Codes 
• If all products from a Supplier have a relevant Supplier Product code entered, proceed to Exporting the Catalogue

Fig.2 - Update Product List

Exporting a Supplier Catalogue

Supplier Catalogues can be exported in either .CSV or .XML format. 


Exporting a Supplier Catalogue (CSV)

To export a Supplier Catalogue, go to 
 

• Enterprise Manager > Expand Supplier Management > select Supplier Catalogues

 
Fig.3 - Supplier Catalogues Link

• Select Export Supplier Catalogue 

Fig.4 - Export Supplier Catalogue Link

• Select a Supplier
• Select the required Catalogue Format from the drop-down menu
• Select the Catalogue Delimiter 

 
Fig.5 - Exporting a CSV Catalogue

 
The table below shows the defaults typically required for most customers.
 

• Select Next 

If there are missing Product Codes for any products provided by the Supplier, the system will generate the error message displayed in Fig.6. 
 

• Select OK to export the catalogue with only valid codes
• Select Cancel to export a catalogue of all items 

Please Note: The Cost Price of a product cannot be updated via a Supplier Catalogue if there is no valid product code.
 

 
Fig.6 - Prompt If Product Codes Are Missing

If all codes are valid, the message displayed in Fig.7 will display.  

Please Note: If there are any product codes with leading zeros within the catalogue, it is required that the Export is Saved. Opening the file will remove these zeros, and therefore when imported, the Product Codes will not match.

Best practice is to always Save the file to a specific location on a PC.
 

• Select Save, and save either as the default .CSV file or alternatively as a text file (.txt). Either option will help with the management of any leading zeros within a catalogue

As a .txt file, the catalogue can then be edited in Excel or any text editor and imported afterwards.
 

• If editing using Excel, save as a .CSV file before re-importing 

 
Fig.7 - 'Save As' Dialogue Box

Exporting a Supplier Catalogue (XML)

It is possible to export catalogues in XML format. There are advantages to using this format:
 

• There is a high level of compatibility internationally as delimiters are not used
• If opened in Excel, the data is formatted correctly. If leading zeros are in the Product Code, these are retained

• To export a Supplier Catalogue, go to Enterprise Manager > Expand Supplier Management > select Supplier Catalogues 

 
Fig.8 - Supplier Catalogues Link

• Select Export Supplier Catalogue

Fig.9 - Export Supplier Catalogue Link

• Select a Supplier
• Select .XML from the Catalogue format drop-down menu
• Select Next 

Fig.10 - Exporting an XML Catalogue

If there are missing Product Codes for any products provided by the Supplier, the system will generate the error message displayed in Fig.11. 
 

• Select OK to export a catalogue with only valid codes
• Select Cancel to export a catalogue of all items 

Please Note: The cost price of a product cannot be updated via a Supplier Catalogue if there is no valid Product Code.
 

 
Fig.11 - Prompt If Product Codes Are Missing

If all codes are valid, the message seen in Fig.12 will display. There is an option to select Open or Save.

Best practice is to always Save the file to a specific location on a PC.

The catalogue can then be edited in Excel or any text editor and imported afterwards.
 

• If editing using Excel, Save as a .XML file before re-importing 

 
Fig.12 - Save As Dialogue Box

Also See
 

• Best Practice: Supplier Catalogues [2] - Editing The Catalogue
• Best Practice: Supplier Catalogues [3] - Importing The Catalogue