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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.
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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.
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- Catalogue lines can also be added at time of Purchase (through the Catalogue Lookup) and through Maintaining Cost Sheets in quoting.
THROUGH MAINTAIN CATALOGUES
Part No
Enter a 20 character user defined part number.
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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.
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This additional information is for reporting and searching purposes.
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
Once you have entered an Item you can add to a Catalogue through the Catalogue Tab.
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S - Takes you to additional detail that you can append to the Catalogue line.
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.
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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
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).