SAASInventory

Contents

Supplier Catalog

Overview

Orders → Purchasing → Suppliers’ Catalog

The Supplier Catalog module in Inventory Pro provides a centralized system for managing supplier-specific item information, pricing, and purchasing parameters. This essential tool bridges the gap between your internal item numbering system and supplier-specific part numbers, ensuring accurate ordering and competitive pricing management.

Supplier Catalog

Key Features

  • Multi-Supplier Management: Link items to multiple suppliers with individual pricing
  • Part Number Mapping: Connect internal item IDs to supplier-specific part numbers
  • Price Level Management: Support for multiple pricing tiers (Base, L1-L5)
  • Lead Time Tracking: Supplier-specific delivery timeframes for planning
  • Term Agreement Integration: Link catalog entries to contract pricing agreements
  • UOM Conversion: Manage different units of measure between suppliers and inventory

Key Benefits

  1. Accurate Ordering: Eliminates part number confusion with supplier-specific mappings
  2. Competitive Pricing: Track multiple supplier prices for cost optimization
  3. Automated Integration: Seamless population of purchase order data
  4. Lead Time Planning: Accurate delivery predictions for inventory planning
  5. Contract Management: Integration with term agreements for contract pricing

Setting Up the Supplier Catalog

Prerequisites

Before configuring the supplier catalog, ensure you have:

  • Item Master List: All inventory items must be created first
  • Supplier List: Vendors must be established in the system
  • UOM Configuration: Units of measure properly configured for conversions

Adding Catalog Entries

  1. Navigate to Orders → Purchasing → Suppliers’ Catalog
  2. Click “Add New Supplier Catalog Entry”
  3. Configure the catalog entry:
    • Supplier: Select the vendor from the dropdown
    • Item ID: Choose the internal inventory item using the lookup
    • Supplier Item: Enter the supplier’s part number for this item
    • Package: Select the packaging type (box, carton, each, etc.)
    • UOM: Choose the unit of measure for purchasing from this supplier
    • Unit Price: Enter the current price per unit
    • Lead Days: Specify typical delivery time in days

Catalog Entry

Price Level Configuration

When vendor price levels are enabled (Admin Option 510):

  1. Base Price: Standard pricing tier for regular orders
  2. L1-L5 Pricing: Volume discount tiers based on quantity breaks
  3. Quantity Breaks: Configure minimum quantities for each pricing level
  4. Effective Dates: Set validity periods for pricing tiers

Managing Supplier Information

Supplier-Specific Settings

For each supplier catalog entry, configure:

Pricing Information:

  • Unit Cost: Current price per purchasing unit
  • Price Levels: Multiple tiers for quantity-based pricing
  • Currency: Support for international supplier currencies
  • Effective Dates: Validity periods for pricing information

Operational Parameters:

  • Lead Time: Expected delivery time in days
  • Minimum Order: Supplier’s minimum order quantities
  • Order Multiples: Required ordering increments
  • Packaging: Standard package sizes and configurations

Contact Information:

  • Sales Contact: Primary supplier contact for orders
  • Technical Contact: Support contact for product questions
  • Emergency Contact: After-hours or urgent order contact

Term Agreement Integration

Link catalog entries to term agreements for contract management:

  1. Contract Selection: Choose applicable term agreement from dropdown
  2. Contract Pricing: Override standard pricing with contract rates
  3. Expiration Tracking: System alerts when contracts approach expiration
  4. Renewal Management: Track contract renewal dates and requirements

Using the Supplier Catalog

Purchase Order Integration

When creating purchase orders, the supplier catalog provides:

Automatic Population:

  • Supplier Part Numbers: Auto-fills when supplier is selected
  • Current Pricing: Applies catalog pricing to order lines
  • Lead Time Calculations: Estimates delivery dates based on catalog data
  • UOM Conversion: Handles purchasing unit conversions automatically

Smart Suggestions:

  • Preferred Suppliers: Highlights primary suppliers for each item
  • Best Pricing: Identifies most competitive pricing options
  • Available Stock: Integration with supplier inventory levels (if supported)

Pricing Management

Multi-Supplier Comparison:

  • View all suppliers for any item in a single interface
  • Compare pricing across suppliers for competitive analysis
  • Track price history and trends over time
  • Identify opportunities for cost savings and supplier negotiations

Price Level Selection:

  • Choose appropriate pricing tier based on order quantities
  • Automatic tier calculation based on quantity breaks
  • Override pricing when special arrangements exist
  • Track actual vs. catalog pricing variance

Advanced Features

Bulk Import and Export

Import Functionality:

  • Bulk Upload: Import large catalogs via CSV/Excel files
  • Data Validation: Automatic validation of item and supplier references
  • Price Updates: Batch update pricing across multiple entries
  • Error Reporting: Detailed feedback on import issues and corrections

Export Capabilities:

  • Catalog Reporting: Export complete catalogs for analysis
  • Price Lists: Generate supplier-specific price lists
  • Comparison Reports: Export multi-supplier comparisons
  • Audit Trails: Export catalog change history for compliance

Best Practices

  1. Regular Updates: Keep catalog entries current with market pricing
  2. Multiple Suppliers: Maintain at least two suppliers per critical item
  3. Complete Data: Ensure all fields are populated for accurate automation
  4. Review Cycles: Establish regular review schedules for pricing validation
  5. Contract Integration: Link all contract items to appropriate term agreements
  6. Lead Time Accuracy: Maintain accurate lead times for planning effectiveness

Troubleshooting

Common Issues

  • Missing Pricing: Verify catalog entries exist for supplier/item combinations
  • Incorrect Part Numbers: Check supplier part number mapping accuracy
  • UOM Conversion Errors: Validate unit of measure configurations
  • Expired Agreements: Review and update expired term agreements
  • Import Failures: Validate import file format and data integrity

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