Stock - Product Catalogs

Catalogs handle multiple price lists for both Purchases and Sales.

A catalog is a list of buy or sell prices, with an effective start and end date. The most typical use of a Catalog is as a Suppliers Price List.

In the case a Supplier Catalog, for each Product in the catalog we include the Supplier’s Code, Description and Unit Price.

Another example would be where an Entity or Division of the business has a different list of sell prices, to another division, or the default company price.

It can also be used for Special Bid prices, where a supplier might offer separate pricing for Government or major customer orders.

In conjunction with receiving special bid buy prices from the supplier, you could use a catalog to provide quoted prices for specific orders to a customer.

We provide for a number of different catalog types

There might be multiples of these “default” catalogs, for instance a customer may have an agreed list of prices, included in a customer_default catalog. There might also be a “specials” catalog for the Entity with a short time window.

In the case of multiple prices applicable for a Sales Order line, the system will choose the lowest price available.

In the case of Bid or Quoted prices we also provide additional catalog types ..

If an ordered item is included in one of these specific catalogs, that price will be used for the order.

If an item, is not included in the specific catalog, then normal pricing occurs, as above.

To access Catalogs in BMS - Stock/… More/Catalogs

Either choose an existing catalog, or New Catalog

Notice this catalog is one for a Customer, so for Sell Prices. Each line references a BMS Product and nominates a Sell Price.

Notice this catalog is one from a Supplier, so for Buy Prices. Each line references the BMS Product the price applies to, as well, the Supplier Code, Description and Buy Price for the product.

Catalogs are created with an initial state of Draft. To Activate the catalog - use the catalog’s context menu - Activate Catalog.

A catalog in Draft modes, can be deleted. After it has been Activated it can’t be deleted any more, but can either be Deactivated.

Normally, after a Catalog has gone past it’s Expires After date, such that it’s no longer included in the search for viable catalog prices, then you can Expire an Active contract.

Included in a Suppliers price list, might be a number of items that you don’t keep, or at least hasn’t been added to BMS. Rather than automatically creating a large number of products you might not use, we import the Supplier’s code, description and price, but leave it unreferenced to a BMS product. You can see examples of these on line 4 onwards.

If you want to order this item, you first have to create the product in BMS.

We include a link here - Create ...

Which links to a shortcut, to add the product with the Supplier information pre-filling the new product.

Generally a Catalog would be imported from a spreadsheet supplied by the supplier, or in the case of customers, compiled by the Sales staff. To import a spreadsheet, save it as a CSV file, then press the Import Catalog Sheet.

Choose the file to be imported, then change the Column Mapping of the required fields, to match the saved CSV. Leave the mapping blank if the column is not to be imported.

Items can also be added, edited and deleted manually to the catalog. To Add a new item - the New Catalog Item button.

To Edit an item - double click on the line to go into Edit mode. Press enter after making changes to save them.

To Delete an item - click on the lines to select it, then the Delete Catalog Item button.

For customer_specific and supplier_specific type catalogs, you must nominate the catalog in the header of the Order - however, you will only be given that option if a specific catalog exists for that Customer or Supplier.

If a specific catalog has been nominated, or there are one or more default catalogs applicable for a Customer/Supplier, a column for Catalog will be included for the Order Lines.

When adding a New Line to an Order, the system will look to all the catalogs that include that product that are in effect as at the date of the order. It will choose the best fit in this sequence:

Both the catalog and the unit price is set on the order line.

Catalog is also included in Edit Mode of an Order Line.

Obviously changing the catalog, resets the Unit Price on the Order Line to the value in that catalog.