Catalogues are set up to meet the demands of purchasing in Workbench and to provide different pricing structures dependant on the Supplier who can be linked to a Catalogue. The reference to a Stock Item in purchasing is through the catalogue.
- A Catalogue can be generic for all items (stock lines) or each Item can be associated with a number of catalogues.
- You can have a Catalogue per Supplier if you are receiving from the Supplier an electronic file which you can import into the system.
- Many Workbench clients do not want a perpetual inventory system and in this case Items are not used at all. Catalogue lines in this case are maintained through Maintain Catalogues.
- A Catalogue must exist before you can add lines through Maintain Items if you are linking Items to Catalogues.
To set up a Catalogue go to Maintain Catalogues and select the New button.
Catalogue Supplier
Use the F4 Company Lookup for a specific Supplier. If a generic Catalogue use a valid generic supplier.
Default Activity
Select a valid activity which will be used as the default activity when adding Catalogue lines.
Description
A Description for this Catalogue.
Incl. Inactive
Catalogue Date
Enter a date relevant to this Catalogue.
Updateable
Tick if you want to be able to maintain this Catalogue. This is the default.
Active
Defaults to being active. Take off the tick if you want to make the Catalogue inactive.
Default Sell
Default Cost
The ID: is the Catalogue ID in the Table.
The Catalogue lines can be maintained a number of ways.
- Maintain Catalogues
Use this method where you are not importing Catalogue lines nor linking to Items.
- Maintain Items
Use this method where you are using Items. As you maintain Items you link to Catalogue/s and generate the Catalogue lines. The Item detail defaults through.
- Import Lines
There is an import function where you take a Suppliers stock list and import into the Catalogue lines.
- Catalogue lines can also be added at time of Purchase (through the Catalogue Lookup) and through Maintaining Cost Sheets in quoting.
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THROUGH MAINTAIN CATALOGUES
Part No
Enter a 20 character user defined part number.
Description
Enter a relevant description for this part number
Supplier Part No
Enter the Suppliers Part number. This Suppliers Part Number can be printed on the Purchase Order sent to the Supplier. (Speak to Workbench Support to have included)
Activity
Select a valid Activity Code. * ********************What is the default activity code for?? It does not default here**also the Catalogue line through Maintain Items does not require an Activity Code.
Cost
The cost of this Catalogue line. If Default Cost is ticked this cost will default through to the Purchase Order.
Selling
The Selling price of this Catalogue line. If Default Sell is ticked this Selling rate will default through to the cost transaction line to be utilized in Input based selling ion priority order after the Price Code.
Supplier
The Catalogue Supplier will default through as the Supplier for this Catalogue line but this can be changed to another valid supplier. This is great where it is a generic catalogue.
Stock Code
If you are wanting to link this Catalogue line to an Item you can select a valid Item through F4.
Spec
Type in the specification or detail for this Catalogue line
Inactive
If you want this Catalogue line to be inactive tick the box.
S - Takes you to additional detail that you can append to the Catalogue line.
This additional information is for reporting and searching purposes. Bill Type
BILL TYPE
IP - This designates the Process that will generate when this Catalogue is used to create a Sales Order line. This is explained in more depth in the Quotation manual.
Through Maintain Items THROUGH MAINTAIN ITEMS
Once you have entered an Item you can add to a Catalogue through the Catalogue Tab.
Catalogue
Enter the relevant Catalogue
Part No
The Part number defaults from the Item code. There is an assumption that the codes will be the same. This makes stock management easier as your purchase, issue and On Hand numbers are all the same. The Part number can be different if the need arises but it is better to leave the same as the Item number.
Unit
Specify the relevant unit. This is used in Purchase Orders.
Cost
The cost of this Catalogue line. If 'Default Cost' is ticked this cost will default through to the Purchase Order.
Selling
The Selling price of this Catalogue line. If Default Sell is ticked this Selling rate will default through to the cost transaction line to be utilized in Input based selling in priority order after the Price Code.
Supplier
The Catalogue Supplier will default through as the Supplier for this Catalogue line but this can be changed to another valid supplier. This is great where it is a generic catalogue.
Line Description
This will default through from the Item but can be amended.
Spec
Type in the specification or detail for this Catalogue line
Supplier Part No
Enter the Suppliers Part number. This Suppliers Part Number can be printed on the Purchase Order sent to the Supplier. (Speak to Workbench Support to have included)
S - Takes you to additional detail that you can append to the Catalogue line. Through Import Lines
THROUGH IMPORT LINES
The field list gives a summary of the comma delimited .txt file that will be imported or the columns in an excel .csv file. The optional fields are shown.
Validate By: - Catalogue Part/Supplier Part
Create Item: - Stock Item/Non Stock Item/ No Creation.
Do you want to create an item and if you do select whether it is a Stock Item or Non Stock Item.
Field Default FIELD DEFAULT
Import File
Defaults path from system Control file. Search for the file through the file drop down.
Review Existing
This tab allows you to view the file to be import. After Review this Tab becomes Import File.
Update Items
Catalogue lines can be added to the catalogue even though the item doesn't exist yet. Doesn't necessary need an Item Code. Once the line has been saved, the items can be created using the 'Update Items' button, which will open a new screen, where you can either create the new item in Items table, update an existing item with the catalogue line information, or both.
Note that if the Catalogue lines are in a different currency to the local database currency, the system doesn't take into account conversion rates. It will create all items for the lines in the selected catalogue, that do not have a partNo matching an Item.ItemCode. It will then update each Catalogue line ItemCode.
The items created will have Cost Rate and LastCost same as the Cost in the Catalogue line (no currency conversion).