Part 14 - Catalog Management

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 of Adhoc 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).

Repeat 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.

The Catalog Manager is able to create a Repeat Item either from scratch or from an existing project.

Options
The options within a Repeat Item allow the Catalog Manager to specify additional optional variations of the specification which can be presented for selection by the user when the item is ordered.

For example, we may have the following simple Single Sheet specification:

Size: A4
Colors: 4 colors
Printing: Printed both sides

This is known as the Base specification. We can now define some options:

1 Spot Color = 4 colors, 1 special
2 Spot Colors = 4 colors, 2 specials
Front Gloss UV = Gloss UV front

The pricing table will provide additional rows to capture the pricing for each of the options and the customer will see different pricing depending on which options they choose when placing their order.

To continue the example, if the user ordered this item and chose the ‘2 Spot Colors’ and ‘Front Gloss UV’ options then the final specification would be:

Size: A4
Colors: 4 colors, 2 specials
Printing: Printed both sides
Finishing on Front: Gloss UV

...and the price would include the costs for the chosen options at the quantity ordered.

Cost Prices

The cost prices table allows the Catalog Manager to hold the supplier prices for multiple quantities for this specification.

Any number of suppliers can have prices represented here and any number of quantities can be specified.

Sale Prices

The sale prices table allows the Catalog Manager to specify the corresponding sale price for each quantity to any of the Customers.

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

Go to Jobbags→ New RFx
Navigate through the folders to find the location where you want to place your new RFx Item.
Click the New Item (New Custom Form) button at the top of the page.
Select the Specification Form Type from the Specification pull-down menu.
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 Set button).
Set the Product Code (this is optional).
Set the Name of the item.
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.

You can set Display dates for when RFx item should be visible in the catalogue
1. Leave dates blank for no dates restrictions
2. Select from-to dates if you wish the item to be visible only during a given period of time
Select if you want to Publish to all customers or Publish to selected customers
1. When publishing to selected customers, you will be able to add these customers from the drop-down list.
Click the Create Bespoke Item button in the bottom right.

Creating a Rate Card (from scratch)

1. Go to Jobbags → New RFx
2.  Navigate through the folders to find the location where you want to place your new Repeat Item.
3.  Click the New Item (New Custom Form) 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 Set button).
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 Create Repeated Item 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.

Specifications

10. Click the Specification Tab and fill in the specification form with appropriate details.
11. Click the Save button.

Cost Prices

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.

Sales Prices

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.

Creating Template Item ( Web-To-Print)

In the side menu, select the Templates option in the Templates section.
Click the New Pageflex Template option at the top of the page.
Set the Product Code and the Name of the template item.
Click the Details tab.
Select the Repeat Item option in the Pricing section and select the Repeat Item you wish to use for pricing.
Set any markup as required.
Put the Pageflex Template Document's SKU Code in the Document ID field. This tells the Claritum System which Pageflex document to open when the user chooses this item.
Click Save.