FnB Live P2P&I Best Practice: Supplier Catalogues Part 3: Importing a Catalogue

Overview

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.

This article outlines the best practice method for importing edited Supplier Catalogues in FnB Live.
 

Importing a Supplier Catalogue in any Format
 

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

Fig.1 - Supplier Catalogues Link

• Select Import Supplier Catalogue 

 
Fig.2 - Import Supplier Catalogue Link

The fields highlighted in red are mandatory. For details on the information required in each field see below:
 

• Supplier – Select from the drop-down box
• Catalogue Code – A 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 – A 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

• Select the relevant Supplier and complete the Catalogue Code and Catalogue Name fields
• Select the Catalogue format from the drop-down list

Fig.3 – Catalogue Details

• If .CSV is selected, also select the corresponding Catalogue Delimiter

 
Fig.4 – Delimiter Selection

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

• Select the Browse link in the File field to find the Catalogue File that is to be imported
• Select Next to complete the import process

The Imported Catalogue is split into three sections: Matched Products, New Products and Deleted Products. These sections are detailed below. 


Matched Products

Matched Products should make up the bulk of the catalogue, as these are products already on the system that have a matching Product Code between the upload file and the system.

The catalogue will display the ‘Old Cost Price’ - the current price per product on the system - and the ‘New Cost Price’, 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 to apply to all products. 
 

• Select Accept to change the price on the system immediately, including recipes to the new cost price 
• Select Reject to retain the old cost price column and disregard the newly uploaded price 
• Select Hold to make no changes and hold the catalogue on this page until all lines have been accepted or rejected 

Fig.5 - Imported Catalogue Results – Matched Products

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.

If any new products appear on the file, there are four choices for these products: 
 

• Create – Use this option to create a new Master Product on the system
• Associate – Use this option to associate the reference within the catalogue to an existing Product on the system
• Hold – To hold the product information and make no changes
• Reject – To ignore the uploaded information

It is best practice when using a Supplier Catalogue to reject all products within the new products section. When creating a new Product, check if this Product exists against another Supplier and simply requires a Supplier Link to be associated with it.
 

 
Fig.6 - Imported Catalogue Results – New Products

Deleted Products

Any products that do not appear on the Imported Catalogue will appear in the Deleted Products section.

There are options to Accept, Reject or Hold the 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 hold the catalogue in 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 and to follow P2P&I - Archiving Products at Site Level 

Please Note: Products may appear in both the ‘New Products’ and ‘Deleted Products’ section if there is a duplicate Product Code.
 

 
Fig.7 - Imported Catalogue Results – Deleted Products

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

 
Fig.8 - Completed Supplier Catalogue

EDI Catalogues

Supplier Catalogues are designed to allow cost price updates to be managed quickly and easily. The catalogue is forwarded to the Suppliers to update the cost prices and then 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 displays an example of an EDI catalogue. The catalogue type is ‘Electronic’ whilst 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).

Please Note: The next time an EDI catalogue for the same Supplier is imported, it will overwrite the existing one on the system regardless of whether it has been completed by a user.
 

 
Fig.9 - EDI Catalogue Example

 
Also See
 

• Best Practice: Supplier Catalogues [1] - Exporting The Catalogue
• Best Practice: Supplier Catalogues [2] - Editing The Catalogue