Assumptions:
User has the relevant permissions to approve catalogues
Where to find this:
Head Office > Purchasing > Catalogues
Step by step guide:
Click on Purchasing, then select Catalogues. You will land on the Catalogues page where you'll see 2 areas:
1. Catalogues Awaiting Approval
2. Last Approved Catalogues
To view a catalogue in the Catalogues Awaiting Approval area click on the Suppliers name
The next page shows you the following details:
Activation Date: this is an option to choose the date you want the changes to take affect from
New Items: This shows new products that have been added to the catalogue
Delisted Items: This shows items that are no longer available
You can search for an item by typing the item name in the Search field
You can choose how many items are displayed by selecting a number from the Show Entries box
Note you have the option to Decline any changes, to any area on this page either by placing a tick in the Decline box on each item line or by placing a tick in the Select All Items box (right of the New Items area). The supplier will get a notification advising them of the decision.
Exisiting Items
The items already in the system are shown here. There is a filter to refine the items that are displayed. The filter contains the following options:
Show items with changes (default option)
Show items with price changes
Show items with price increases
Show items with pack size changes
Show all items
You can search for an item by typing the item name in the Search field
Allergen Information
Changes to allergen information are shown here.
You can search for an item by typing the item name in the Search field
You have the option to Decline any changes, either by placing a tick in the Decline box on each line or by placing a tick in the Select All Allergen Updates box
Once you are happy to process the catalogue click on the Review Changes button in the bottom right corner of the page. A pop up box containing a summary of the changes will appear, if you click OK, the catalogue will be processed and you will be taken back to the approval page where you will see a status of catalogue processing. This will take around 10 minutes to complete. If you click on Cancel you will be taken back to the catalogue details page.
If you would like to Decline the whole catalogue, click on the Decline button at the bottom left of the page. A pop up box will appear, you will need to add a note as to why you are declining, then click on Confirm (the supplier will get a notification advising them of this). Click on the Cancel button if you do not wish to decline the catalogue.