Companies use Catalog processing to order, ship, and invoice items that are not usually part of their inventory. The main user of this functionality work in sales, purchasing, and inventory management.

By using Catalog processing, you can enter a Catalog item on a sales quote, order, or invoice. You can select the item from an existing list of Catalog items that are provided by vendors and entered into the program (a vendor catalog). Immediately after the relevant vendor item is selected on a document line for the first time, the program automatically creates an inventory item with a unique item number. The item is then processed as an ordinary “stocked” inventory item.

Reports help companies decide whether to carry certain Catalog items as stocked items.

To set up the numbering sequence and format for Catalog items, enter “Catalog item setup” in the Search box, and then select the related link. This opens the Catalog Item Setup page

The following two fields specify the format of Catalog item numbers that are created on their associated item cards. The program generates the number when you enter a Catalog item on a document line for the first time

Catalog Item Setup

The No. Format field includes four options for how the program formats Catalog item numbers These include the following: o Vendor Item No.  o Mfr. + Vendor Item No.  o Vendor Item No. + Mfr.  o Entry No.

The No. Format Separator field includes the character that serves as a separator between the elements of a Catalog item number if you have selected a No. Format with multiple elements

Create a CATALOG Item

Enter The Below details

Entry No. à Auto update by the system or User can manually define Entry No.

Manufacturing Code à Select Manufacturing code

Vendor No. à Select Vendor code

Vendor Item No. à Enter the Vendor Item No.

Description à Enter the Catalog item description

Unit of Measure à Enter UOM

Published Cost à Enter the cost E.g 100

Negotiated Cost à Enter Value E.g. 90

Unit Price à Enter Unit Price E.g. 110

Gross weight à 20 KG

Net Weight à 15 KG

Bar Code à BR0012

Item Template Code à ITEM000004

To select Catalog items on a sales line, you must populate the Vendor No. and Vendor Item No. fields in the General FastTab, and the Item Category Code field in the Invoicing FastTab. The item category code is important because it determines the posting groups and the costing methods the program uses when the Catalog item is used in a transaction.

A well-formed Catalog item (to make it easier to identify in the Catalog item selection process) should also include values in the Description and Unit of Measure fields in the General FastTab, and pricing information in the Invoicing FastTab

Create an Item Card from a Catalog Item

The first time that a Catalog item is entered on a sales line, the program automatically uses the information that is included on the Catalog item card to generate an item card.

To generate an item card for a Catalog item before you use it in a transaction, you must use the Create Item function on the Catalog item card

In the Search box, enter “items”, and then select the related link.. Open the item card for item NVT00001. Notice that the Created From Catalog Item field is selected on the General FastTab. This indicates that this item is created from a Catalog item.

Sell Catalog Items

Companies usually sell Catalog items to customers as drop shipments or special orders. Drop shipments are sent directly from the vendor to the customer. Special orders are sent to the company’s warehouse before they are sent to the customer.

Drop shipments are used when a company wants to avoid handling the physical goods in an order, such as stocking and delivering, but wants to fulfill the customer’s request and include the transaction in a calculation of cost of goods sold and profit

When a company makes a shipment to a customer that consists of both regular and Catalog items, or wants to handle all transactions with the customer in the same manner, the company might process the sales order as a special order

Create Purchasing Code

Sell a Catalog Item Using A Special Order

Create & Release order sales order for customer.

1. In the Search box, enter “sales orders”, and then select the related link. 

2. On the Home tab, click New and then press Enter. 

3. On the General FastTab, in the Sell-to Customer No. field, enter “C00001”.

 4. In the Type field, select Item. 

5. On the Lines FastTab, point to Functions, and then click Catalog Items.

  6. Select item NVT00001 and then click OK. 

7. In the Purchasing Code field, select SPEC ORDER

8. In the Quantity field, type “10

9. On the Home tab, click Release.

 10. Minimize the Sales Order page

1. In the Search box, enter “purchase orders”, and then select the related link. 

2. On the Home tab, click New and then click Enter. 

3. On the General FastTab, in the Buy-from Vendor No. field, enter “40000”.

 4. In the Vendor Invoice No. field, enter “11234”.

5. Expand the Shipping FastTab and enter “10000” in the Sell-to Customer No. field. 

6. On the Actions tab, point to Special Order, and then click Get Sales Order.

 7. Select the sales order for three units of item 4100 and then click OK (use the Card function on the Home tab to view the details of each order).

8. On the Home tab, click Post. 

9. Click OK to receive and invoice the purchase order

Post Receipt & Check G/L Effects.

Post Invoice & Check G/L Effects.

To complete the special order and post the sales order, follow these steps

1. Switch to the sales order.

2. On the Home tab, click Post.

3. Click OK to ship and invoice the sales order

Check G/L Effects.

Sell a Catalog Item Using A Drop Shipment

Drop shipments are used when a company wants to avoid handling the physical goods in an order, such as stocking and delivering, but wants to fulfil the customer’s request and include the transaction in a calculation of cost of goods sold and profit

Create & Release order sales order for customer.

1. In the Search box, enter “sales orders”, and then select the related link. 

2. On the Home tab, click New and then press Enter. 

3. On the General FastTab, in the Sell-to Customer No. field, enter “C00001”.

 4. In the Type field, select Item. 

5. On the Lines FastTab, point to Functions, and then click Catalog Items.

  6. Select item NVT00001 and then click OK. 

7. In the Purchasing Code field, select DROP SHIPMENT

8. In the Quantity field, type “20

9. On the Home tab, click Release. 

10. Minimize the Sales Order page

1. In the Search box, enter “purchase orders”, and then select the related link. 

2. On the Home tab, click New and then click Enter. 

3. On the General FastTab, in the Buy-from Vendor No. field, enter “40000”.

 4. In the Vendor Invoice No. field, enter “11234”.

5. Expand the Shipping FastTab and enter “10000” in the Sell-to Customer No. field. 

6. On the Actions tab, point to Drop Shipment, and then click Get Sales Order.

 7. Select the sales order for three units of item 4100 and then click OK (use the Card function on the Home tab to view the details of each order).

8. On the Home tab, click Post. 

9. Click OK to receive.

You cannot invoice this purchase order before the associated sales orders have been invoiced.

Check G/L Effects after Posting Receipt entry.

To complete the Drop Shipment process and post the sales order, follow these steps

1. Switch to the sales order.

2. On the Home tab, click Post. 3. Click OK to ship and invoice the sales order

Check G/L Effects

To complete the Purchase process and post the Purchase Invoice, follow these steps

  1. Switch to the Purchase Order

2. Enter the invoice No. & Post invoice.

Check G/L Effects.