Fourth’s Purchase to Pay allows for a customer to load catalogues against a supplier that can then be ordered from. This article outlines the process of loading new and replacement catalogues and is aimed at the customer.
Guidance on how to load replacement catalogues for suppliers can be found here: P2P&I - Uploading Catalogues: Suppliers.
- Log in and select Maintain Suppliers from the left-hand side menu under Community
- Against the supplier to load a catalogue, select Catalogues
Fig.1 - Maintain Suppliers > Catalogues
- If the intention is to load a whole new set of prices with different behaviour, select Load New Catalogue
This new catalogue will not be available to view or purchase from for any units until permissions are assigned. An article regarding catalogue permissions is currently being worked on (07/10/2020).
- If the intention is to update the products on an existing catalogue, identify the catalogue and select the Sheet icon (it looks a bit like a piece of paper). If in any doubt hover over the icon until the message Click here to load a new version of this catalogue appears
This will load a new version of an existing catalogue and the new version will inherit any permissions that have already been applied.
Fig.2 - Options to load a new catalogue or update an existing one
On the next screen both options require an effective date to be entered but this is not mandatory and will always revert to the date contained in the file itself. For more information on the content of the file please see P2P&I - Purchase to Pay CSV Specification - Product Catalogues.
- Select Browse and to search for the catalogue file to be uploaded
- If a new catalogue is being loaded a Catalogue Reference must be entered but this will also defer to the value in cell A1 of the file. If a new version of an existing catalogue is loaded the Catalogue Reference will be pre-populated
If the option to Load a new version of an existing catalogue is selected but the code in cell A1 of the catalogue is not recognized the system will automatically create a brand new catalogue. Likewise, if the option to Load new catalogue is selected but the file loaded contains a code already present, the system will automatically make it a new version of the existing catalogue.
- Select Load to process the catalogue file.
Fig.3 - Browsing for and loading a catalogue
A notification will be sent to the email address attached to the user profile of success or failure.
If the catalogue that has been loaded is a new version of an existing catalogue then, depending on the configuration and behaviour set against the catalogue, the new version may be put 'On Hold' and require approval. To this end, the system will run a comparison process between the new file and the current version of that catalogue. These changes can then be reviewed before being approved.
- Select the review icon (looks like a pair of binoculars)
Fig.4 - Selecting the review icon against an 'On Hold' catalogue
The system will display any changes between the newly loaded file and the current version which can be approved or rejected.
Fig.5 - Changes in a catalogue, and options to approve or reject
This approval mechanism can be deleted for individual catalogues by request to Fourth.