The System Catalog allows the service providing organization to organize the following types of items:
Type of Item | Description |
RFx Item | The blank specification forms used when creating a new request for RFx. |
Rate Card Item | A completed specification (originating either from an RFx Item or a Job) with accompanying cost an sale pricing tables. Placing an order for a Rate Card Item will create a Project with appropriate specification and suppliers’ pricing. |
Stock Item | A ‘finished goods’ type of item that has a warehouse location and stock levels. Placing an order for a Stock Item will create a Stock Order. |
Template Item | Otherwise known as ‘Web To Print’ these are pre-defined artwork templates that allow the user to generate final press-ready artwork by supplying only simple content. |
All items held within the Catalog can be organised into folders and sub-folders and controls are available to apply privileged-access conditions to individual items.
The ‘Catalog Manager’ Role
The Catalog Manager is the individual within the service provider organization who is responsible for the organization and presentation of the catalog items.
Usually this would be a colleague of the Manager/Buyer or would be the Super User orKey Operator.
Creating Folders
To create a new folder:
1. Go to either the Project New RFx view or the Inventory Catalog view.
2. Click the New Folder button at the top of the page.
3. Select a Location for the folder by clicking the Change button and selecting an appropriate folder and then clicking the Set button.
 | Note: You can leave the folder to be created in its default location if you don’t know where it should go just yet. You can move it at a later date. |
4. Type the Product Code of the folder. This is not mandatory and you can leave this blank.
5. Type the Name of the new folder.
6. Click Save.
RFx Items
The system provides a range of standard specification forms (known as Job Types) but allows you to arrange these forms into a catalog ofAdhoc Items.
This allows the Catalog Manager to restrict access to unwanted specifications forms or to create additional ‘instances’ of specification forms (e.g. the ‘Single Sheet’ specification form may be presented in the Catalog as a ‘Poster’ Adhoc item as well as a ‘Flyer’ Adhoc item – both use the same specification form but may be easier for users to identify).
Rate Card Items
A Repeat Item is, at its simplest, a completed specification form with cost and sale pricing tables and are ideal for those ‘commodity’ specifications, i.e. specification that are frequently ordered and with little variation.
...
Each Customer may have different prices for the same item (including the specification options) and simple tools exist for the Catalog Manager to quickly set a Customer’s prices given a chosen set of supplier prices plus the customer’s standard markup.
Creating an RFx Item
1. Go to My RFx New RFx
2. Navigate through the Catalog folders to find the location where you want to place your new Adhoc Item.
3. Click the New Item button at the top of the page.
4. Select the Specification Form Type from the Specification pull-down menu.
5. Check the Location is set to the correct folder (if it isn’t click the Change button and select the required folder then click the Setbutton).
6. Set the Product Code (this is optional).
7. Set the Name of the item.
8. Click the Create Adhoc Item button in the bottom right.
Creating a Rate Card Item (from scratch)
1. Go to My RFx New RFx
2. Navigate through the Catalog folders to find the location where you want to place your new Repeat Item.
3. Click the New Item button at the top of the page.
4. Select the Specification Form Type from the Specification pull-down menu.
5. Check the Location is set to the correct folder (if it isn’t click the Change button and select the required folder then click the Setbutton).
6. Set the Product Code (this is optional).
7. Set the Name of the item.
8. Select an image for the Small Icon if you have one you would like to use.
| Note: Items to be published to the Customer Catalog normally have images 100 pixels wide by 100 pixels high although any sized image may be used. Also, you do not need to upload an image if you do not have one available at this time. You can come back to this item at any time and apply an image. |
9. Click the Save button in the bottom right. This has now created the Repeat Item and will now present some additional tabs allowing you to specify the repeat item’s details.
10. Click the Specification Tab and fill in the specification form with appropriate details.
11. Click the Save button.
12. Click the Cost Prices Tab.
13. Select a Supplier from the Add a supplier pull-down menu.
14. Select the supplier’s Activity from the pull-down menu next to the supplier selection menu.
| Note: The activities available for each supplier are defined by the supplier’s capabilities. If you cannot see the activity you require then the capability must first be added to that supplier. |
15. Click the Add button to add this supplier/activity. The pricing table will be created with an initial default quantity of ‘1’.
16. On the Quantities line, click the Add button as many times as you need to create each of the quantities in your pricing table.
| Note: You can remove unwanted quantity columns by clicking the red x next to the quantity column you wish to remove. |
17. Enter the quantity in each of the quantity fields.
18. On the Base line, enter the supplier’s price for each quantity.
19. Click the Save button.
20. Click the Sale Prices Tab.
21. In the Tools section, select the Customer you wish to add prices for and click the add button.
| Note: You can skip this step if you wish to present ‘cost’ prices to your customer or you wish to rely on the standard % markup defined for the customer. |
22. Fill in the Prices and click the Save button.