Supplier Catalogues

Supplier Catalogue Items can be called up in Sales Orders, Job Orders, and Purchase Orders where the contents of the Catalogue are displayed. The user makes selections (with quantities) of lines from the Catalogue. This selection(s) are then copied to the Order.

This routine allows you to import and maintain those Supplier Catalogues. Additionally you have the option to hold selected Catalogue Items as Ostendo Items. Whenever a Catalogue Item is selected against Sales, Assembly, or Purchase Order Lines and it exists as an Ostendo Item the program will display the Item’s current Ostendo Stock level. The User has the option to use that stock or continue as a Catalogue Item. If the Catalogue Item option is selected then Ostendo will create a ‘Source On Demand’ record to satisfy the Order. This ‘Source On Demand’ record can be converted into a Purchase Order using the Requirements -> Create Required Orders function

It is worth noting how the Importing Function interacts with Ostendo’s Item Master file:

•	If an Ostendo Item Master record contains a Primary Supplier that matches the Catalogue Supplier/Supplier Item Code then the imported record (shown in the ‘Lines’ view - below) will have its ‘Linked Item Code’ field updated to include the Ostendo Item Code

•

In the Ostendo Item’s Pricing screen (Pricing -> Item Pricing -> Buy Prices tab) if a record contains a Buy Price Supplier whose Supplier Item Code and Supplier Unit matches the Catalogue Supplier, Supplier Part Number, and Unit then the imported record (shown in the ‘Lines’ view - below) will be updated to include the Ostendo Item Code that relates to this Item/Unit.

List Tab

This shows a list of Supplier Catalogues currently in the system.

Display fields

Catalogue Number: Display only field showing the system generate Identity Number of the Catalogue

Supplier: Display only field showing the Supplier of this Catalogue

Catalogue Name: Display only field showing the Name given to the Catalogue in the ‘Details’ screen.

Status: Display only field showing the current status of the Catalogue. The options are ‘Active’ or ‘Inactive’

Description: Display only field showing the description of the Catalogue as entered into ‘Details’ screen

Intro Date: Display only field showing the date when the Catalogue was introduced.

Data Display Options

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

•	To sort the data in a selected column simply click on the column heading. Clicking against will sort in descending order.

•	Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom) to enter detailed selection criteria.

Include Inactive Status - If this is checked then the displayed list will include those Lists whose status is ‘Inactive’

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed. To revert back to displaying all records click on the ‘Eraser’ Icon

Buttons

Close: This will close the Supplier Catalogue screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will bring up the ‘Detail’ tab for entry of a new Supplier Catalogue.

Save: Not applicable to the List panel

Cancel: Not applicable to the List panel

Delete: This removes the current Supplier Catalogue from this table

Related: This will bring up a list of functions that are related to the Supplier Catalogue. You may open and maintain information in those screens whilst still remaining in the Supplier Catalogue screen.

Reports: This will bring up a list of Reports that are related to the Supplier Catalogue. You can immediately run the report whilst still remaining in the Supplier Catalogue screen.

Detail Tab

Entry and Display fields

Catalogue Number: This is a system maintained unique Identity for the Catalogue.

Introduction Date: This is the date when this Catalogue was created or maintained. When creating a new Catalogue it is prefilled with the system date. You may amend this date at any time by either over typing the date or clicking on the drop-down calendar and selecting the date.

Status: Select the current status from the drop-down list. The options are ‘Active’ or ‘Inactive’

Name: Enter a brief identifying name for the Catalogue. No validation checks will be made on the entry.

Cost Centre: From the drop-down list select the Cost Centre against which purchases made from the catalogue will be posted. Cost Centres are maintained via General>Cost Centres

Description: Enter a brief description of the Catalogue. A longer description can be entered into the Notes (see below)

Catalogue Supplier: From the drop-down list select the Supplier of this Catalogue

Last Date Catalogue was updated: Display only field showing the date when this Catalogue was last updated

Currency Code: Display only field showing the Currency used by this Supplier

Catalogue Details: If the Catalogue Codes match any Item Codes or if there is a matchingSupplier Buy Price record then you have the option to update various prices as follows:

Update Item Code Standard Sell Price from the Catalogue: ‘Check’ this checkbox if you wish the Import to update the Standard Sell Price of the matching Item in inventory.

Update Item Code Standard Buy Price from the Catalogue: ‘Check’ this checkbox if you wish the Import to update the Standard Buy Price of the matching Item in inventory.

Update Item Code Standard Cost from the Catalogue: ‘Check’ this checkbox if you wish the Import to update the Standard Cost of the matching Item in inventory.

Contents not Purchased: ‘Check’ this checkbox if you are using this Supplier Catalogue as a template for quoting. If the Quote is turned into an Order then the Supplier Catalogue Item will NOT generate a Request to Purchase

(Import / Update / Delete) Catalogue From File: Clicking on this button will bring up a sub-routine where you can match the .csv or .xls file to that required for the import process. The following steps are carried out. You should note that this uses a standard data Importing function that is used throughout Ostendo; therefore not all entry fields are required. When importing Supplier data the following steps are used:

Step 1: Click on the appropriate ‘Radio’ button to select whether the data being imported is in a .csv or a xls. File format then click the ‘Next’ button. Note: The ‘Load Specification’ button is described in Step 5

Step 2: Point to where the source file resides and informs the import routine as to the following conditions in that file:

Start at Row - From which row in the file is the importing to commence

Field Names - tell the program which row in the import file contains headings

Record Separator - unless you have defined otherwise leave this as CRLF

Text Qualifier - unless you have specifically defined otherwise leave this as

Click the ‘Next’ button.

Step 3: You should now match fields in your .csv or .xls file with the fields required in Ostendo. These are:

Catalogue Code - The Supplier’s Item Reference Number

Code Description - Description of the Supplier’s Item

Code Unit - The Unit of Measure for the Item

Tax Group - The Tax Group that relates to this Item

Analysis Group - The Analysis Group that relates to this Item

Category - The Category that relates to this Item

Standard Sell Price - The price that the Supplier suggests you sell the Item

Standard Buy Price - The Standard price that the Supplier is selling the Item

Standard Cost - The nominal Cost (incl. carriage, etc. to Purchase this Item)

Linked Item Code - Your Ostendo Item Code that relates to this Item

LeadTime - The nominal Leadtime for Purchasing this Item

Manufacturer - The Manufacturer of the supplied Item

BrandName - The Brand Name to which the Item is related

ModelName - The Model Code to which the Item is related

Specification Web Link - Web Link to the Manufacturer/Brand/Model Spec.

Alternate Code - An Alternative Item Code that could be substituted

CodeNotes - Extended Notes that are specific to this Item

SalesNotes - Extended Notes that will be copied to Sales Orders

JobNotes - Extended Notes that will be copied to Job Orders

PurchaseNotes - Extended Notes that will be copied to Purchase Orders

UnitWeight - The Unit Weight For this Catalogue Code (used for Order Line Dimensions)

UnitVolume - The Unit Volume For this Catalogue Code (used for Order Line Dimensions)

UnitArea - The Unit Area For this Catalogue Code (used for Order Line Dimensions)

CatalogueBarcode - The Barcode of the Catalogue Code (Refer note below relating to Linked Item Barcodes)

SubCategory - The Sub Category that relates to this Item

AdditionalField_1 - Only used if defined via System Configuration>Additional Fields

AdditionalField_2 - Only used if defined via System Configuration>Additional Fields

AdditionalField_3 - Only used if defined via System Configuration>Additional Fields

AdditionalField_4 - Only used if defined via System Configuration>Additional Fields

AdditionalDateField_1 - Only used if defined via System Configuration>Additional Fields

AdditionalDateField_2 - Only used if defined via System Configuration>Additional Fields

Import Catalogue Lines relating to Linked Item Codes with Barcodes:

When Importing a Catalogue Code from a Supplier that is the same Primary Supplier of the Linked Item Code, Ostendo will update the Item Barcode if that field is specified in the Catalogue.

If the Linked Item codes Primary supplier is different, Ostendo will not import the barcode against the Linked Items Barcode field. However if the Item does NOT have a Primary supplier specified, the barcode will always be updated with that of the Catalogue Code Linked to it.

Click the ‘Next’ button.

Step 4: Define the format of the fields in the Import File. This allows the import routine to convert it from the format in your Import file to the format defined in the Regional Settings of you computer.

Step 5: This screen confirms your settings. Ensure that all the settings are correct.

At this point you will see that the ‘Load Specification’ button has changed to ‘Save Specification’. If you click on this button then you can save the results of Steps 1 through 5 and use this in future rather than go through each step in turn.

Click the ‘Execute’ button to perform the import. You will then be sent to the Lines Panel in Ostendo

Currency Code: Display only field showing the Currency of the Supplier’s Catalogue.

Notes Tab

Notes: You can enter unlimited amount of Notes that are related to this Supplier Catalogue. Whenever you click on this field an icon will appear in the top-right. By clicking on this Icon you can bring up the Frequently Used Text table. Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

Pricing Levels Tab

This area enables you to identify the Item’s Sell Prices based on your Customer’s Pricing Level.

Price Level: From the drop-down list select the Pricing Level. Pricing Levels are user-defined in Pricing>Settings>Price Levels and represent the level of pricing offered to (say) Retail, Trade, Wholesale, etc

Price Calculation Cost Method: Against each Item the user can - for each Price Level - define a sell price based on the Supplier Catalogue supplied prices using the following criteria:

Std Sell Price

Std Sell Price + $ Value

Std Sell Price - $ Value

Std Sell Price + % Value

Std Sell Price - % Value

Std Buy Price + $ Value

Std Buy Price - $ Value

Std Buy Price + % Value

Std Buy Price - % Value

Std Cost + $ Value

Std Cost - $ Value

Std Cost + % Value

Std Cost - % Value

% Value or $ Value: Dependant upon what Price Calculation Cost Method was selected the column title will change between ‘% Value’ and ‘$ Value’. The entry into this field represents that Value.

Buttons

Close: This will close the Supplier Catalogue screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: Not applicable to the Detail panel

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

Delete: Not applicable to the Detail panel

Reports: This will bring up a list of Reports that are related to the Supplier Catalogue. You can immediately run the report whilst still remaining in the Supplier Catalogue screen.

Lines Tab

This screen shows a list of all the Codes in the selected Catalogue. In addition to Importing/updating the Supplier Catalogue you have the option to select specific lines so that the Import routine will also create them as Ostendo Items. Within this screen you also have the option to manually amend or delete lines in addition to adding new lines.

Whenever a Catalogue Item is selected against Sales, Assembly, or Purchase Order Lines the program will determine if it also exists as an Ostendo Item and, if so, will display the current Stock level. The User has the option to use this stock or continue as a Catalogue Item. If the Catalogue Item option is selected then Ostendo will create a ‘Source On Demand’ record to satisfy the Order. This ‘Source On Demand’ record can be converted into a Purchase Order using the Requirements>Create Required Orders function

Entry and Display fields

Selected: ’Check’ this checkbox if you want this Supplier Catalogue Item to also exist as an Ostendo Item. Note: If the line already has a ‘Linked Item Code’ then this field is disabled for this line.

Code: The Catalogue Code as copied from the Supplier Catalogue

Description: The description as copied from the Supplier Catalogue

Unit: The base unit as copied from the Supplier Catalogue

Category: The Category under which this Item is held

Buy Price: The Buy Price (your Purchase Price) as copied from the Supplier Catalogue

Sell Price: The Sell Price (The Supplier’s recommended Sell Price) as copied from the Supplier Catalogue

Standard Cost: The nominal Cost (incl. carriage, etc. to Purchase this Item)

Linked Item Code: Your Ostendo Item Code that relates to this Item

Manufacturer: The Manufacturer of the supplied Item

Brand: The Brand Name to which the Item is related

Model: The Model Code to which the Item is related

Substitute Code: An Alternative Item Code that could be substituted

Web Link: Web Link to the Manufacturer/Brand/Model

Tax Group: The Tax Group as copied from your Import file

Analysis Group: The Analysis Group as copied from your Import file

Notes: Extended Notes that are specific to this Item

Unit Weight: Enter the weight of the Item. No checks are made on this entry. The unit of Weight is defined in File>System Configuration>System Setup

Unit Volume: Enter the volume of the Item. No checks are made on this entry. The unit of Volume is defined in File>System Configuration>System Setup

Unit Area: Enter the Area of the Item. No checks are made on this entry. The unit of Area is defined in File>System Configuration>System Setup

Buttons

Select All Codes: Clicking this button will select all the displayed records. Hint: You can ‘filter’ the records to only show a selected group (For example: A specific Category) and then clicking this button to select only this Category for conversion to Ostendo Item Codes

Deselect All Codes: Clicking this button will de-select all the displayed records. Hint: You can ‘filter’ the records to only show a selected group (For example: A specific Category) and then clicking this button to de-select this Category only.

Convert Selected Codes to Inventory Items: Clicking this button will immediately convert the selected Catalogue Items into Ostendo Item Codes.

Close: This will close the Supplier Catalogue screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will send the cursor to a new line for entry of a new Catalogue Code Line

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the line was actioned or the last time the ‘Save’ Button was pressed will be lost.

Delete: This removes the current highlighted Catalogue Code Line

Reports: This will bring up a list of Reports that are related to the Supplier Catalogue. You can immediately run the report whilst still remaining in the Supplier Catalogue screen.