Introduction:
IndiCater clients have two options for new/updated supplier catalogues, either to approve them or set them to be auto-approved. This guide takes you through the approval process.
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.
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
There are two options to approve the catalogue:
Approve Without Review, click this button to see a brief overview of the changes (example below). Click on OK to approve or Cancel to return back to the dashboard.
Click on the 'Review Changes' button in the bottom right corner of the page. You will now see how any changes affect your business before you sign it off. The four boxes at the top of the page indicate the Net Spend Change, Average Recipe Cost Change, Recipes with Delisted or Declined Items and Recipes with Allergen Impact.
Whilst lower down the page you'll see:
Price changes: each item shows its old and new price, the percentage increase, how many of your recipes use it, the effect on GP% (or cost per portion where no selling price is set), and the projected extra annual spend based on your recent purchases.
Delisted items: this will show the affected recipes and who has stock.
Allergen updates: dishes affected and changes that affect PPDS-labelled recipes are called out, along with any stock you hold that may need double-checking.
To approve the changes, click on the 'Confirm and approve catalogue' button in the top right hand corner. To go back to the previous page click on the 'Back to change selection' button.
You have the option to Decline any changes, either by placing a tick in the 'Decline' box on each item line, by placing a tick in the 'Select All' box, then clicking on the 'Review Changes' button. On the next page you can add notes for the supplier as to why you are declining the item. Then click on the 'Confirm & approve catalogue' button. Alternatively you can click on the 'Decline Catalogue' button at the bottom left of the page to decline the whole catalogue. 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.