Admin User Guide Catalog Module

Accessing the catalog module

Within an instance of sourceit a customer can create as many customer catalogs as required.

To access, go to the Accounts option in the Admin Menu bar then select Customers.

Once Customers has been selected the following screen will appear.

The administrator can either search for the customer they wish to view by selecting Search. Create a new customer by selecting Create a new customer.

Creating a new customer

An Active Customer in the catalog module is a company that can allow users (shoppers/buyers/originators) to place orders for either inventory or on-demand items.

To create a new Active Customer, simply select Create a new customer from the option in Admin view.

Once Create a new customer is selected, the Administrator will enter the Customer page which is broken into two sections, Customer Details and Application Settings.

Customer Details

Parent Customer

Used most commonly with our Agency clients, this option allows you to share a Master Catalog across multiple Active Customers in your database.

Any Active Customer that selects a Parent Customer will be able to access the Parent Customers Product Categories and Products.

Application Settings

The settings selected on this page will override the system settings established at Admin Level and will apply to the Active Customer only.

For instance, the Administrator can override the instance business settings for Currency and Tax Type here.

i.e. the instance currency has been set as $AUD, however the active customer wants to work in $USD, here the administrator can set the active customer’s currency to $USD.

Once this page has been completed select the Catalog tab and you will be taken to the Application Settings page for the Catalog module.

General

Refer the screen shot below, in the General area the administrator must select which business rule are to be applied to the Active Customer.

Remember these rules will be automatically applied to all buyers within the catalog module.

Users

Users (sometimes referred to as buyers, shoppers, or originators) are the individuals who are placing the orders in the catalog.

Here you can select the Default Product Categories that Users can access in the catalog.

Note: This can also be managed at the individual User level if required.

Payment Options

In this area an administrator can set up business rules for the customer.

The Administrator must confirm which of the following payment options will be applied to the customer.

Be mindful to ensure you select the correct payment option as this could impact delivery timeframes.

Sourceit comes out-of-the-box set up to integrate with Stripe for credit card payments. If you wish to integrate with an alternate payment gateway this can be implemented, additional fees will apply to set this up.

Management Fees

Various rules and management fees can be applied to each order.

Administrators can apply different rules and management fees for each active customer using the catalog module within a sourceit instance.

Invoice Contacts

There are a number of options in the invoicing area of the catalog module.

An administrator can specify who the invoice contacts are, this will mean that invoices will be sent those nominated contacts, it is important to ensure that administrators have the correct options selected.

Invoice delivery options allow the setting of who should receive the invoices via email. The sending of invoices via email is part of the automated workflow of sourceit.

Note: A Billing Contact may not have access to the catalog module, only receiving invoices once generated. For instance, an active customer may want all invoices to be sent to a central email for processing, i.e. accounts@sourceithq.com.

In order to apply this, a Billing contact must be created while logged in as the active customer.

All rules created in this section will apply to all users accessing the catalog.

Invoice delivery options allow the setting of who should receive the invoices via email. The sending of invoices via email is part of the automated workflow of sourceit.

For each option you select the users associated with that option shall receive an email.

Invoice reference settings control how the system enforces references for invoices with the option for references being enforced at a Purchase Order and/or a Cost Centre level.

Products

Administrators are responsible for the management of all Products within the catalog module.

To access Products for the Catalog module simply select the Products option in the Admin menu bar then .

When this option is selected a list of all products across all active customers will be displayed to the Administrator, (refer screenshot below).

If the Administrator wants to view details relating to the product select the View option on the right-hand side.

The Administrator can apply workflow filters to the search if desired:

Products can be viewed at the Active Customer level by taking the following steps. From the Admin Menu bar select Accounts, then Customers.

From the Customers view select Products.

This will take the Administrator to a view of all products associated with the Active Customer, (refer screenshot below).

From this view the Administrator can select products from various workflows to view by using the Filter option.

Creating new products

Administrators and approved shoppers can create new products for customers.

To create a new product select the Create new product option and the following pop out screen will appear.

Product Details

Once selected the Administrator will be required to create a new product, the example below is an inventory product, other products will display differently.

Specifications

The next section to work on are the product specifications or metadata, this is the data that will display to the shopper in when they view the product in the catalog.

While there is no limit to the number of characters you can enter here we recommend that you keep the data as brief and descriptive as possible.

Details

In this section you will be confirming which supplier will be providing the service and the production method.

The selection of suppliers that you can select from will be based on the suppliers who can provide the service, the default supplier will be identified (as above) but you can select any other supplier.

When an order is created, the order (either a pick slip for inventory or purchase order for on-demand products) will automatically be sent to this supplier.

The catalog module will not allow a buyer to order a quantity exceeding the maximum order volume noted here.

Pricing

If pricing is to be displayed to the buyer there are two options available:

Fixed Pricing

The catalog module allows for items to be owned by the supplier or the buyer.

If you select the first option it will note that the buyer/customer owns the products and now pricing will be provided to the supplier on the pick slip.

In the screenshot above a 0% amount has been entered into the management fee, this will override the 25% management fee with a 0% fee.

Note that minimum stock level option has been selected, once the stock on hand reaches this level an automated email will be sent to the Account Service contact associated with this active customer.

Price Range

As can be seen in the screenshot below the only difference from Fixed Pricing is that you can alter the UOM price based on the quantity ordered.

In the example below if the buyer orders 1 box of 100, the cost will be (1 x $23.00 product) + (1 x $1.00 freight) = $24.00.

If they were to order 3 boxes of 100, the cost would be (3 x $18.00 product) + (3 x $1.00 freight) = $57.00.

The UOM pricing will automatically change based on the total quantity ordered and min/max order rules will continue to apply.

On Demand and On Demand Plus Products

Creating on demand products follows the same steps as noted above, the only difference is that there is a requirement to upload a PDF file for on-demand items, this is the file that is sent to the supplier when the order is placed.

Using the Product Upload tool

The Product Uploader enables the bulk upload of Inventory, On Demand and On DemandPlus products.

To commence the process access Product Imports from the Admin Menu bar:

The following screen will appear, here you can select a customer to search for previous uploads or commence the process of uploading a new file.

By using the Filters you can select a customer, the following details will appear:

When the upload file is selected, you the following option will appear:

You can download a copy of the template which will help ensure the correct data is input into the spreadsheet for upload.

When ready to upload a file, you must choose the Select Customer option and the following will appear, start typing the name of the customer you want the file associated with and then select Search, the correct customer or a selection of customers will appear, choose

the correct customer to associate the file with.

The template provides all the fields that must be inserted in order to upload the file correctly.

Allow a few minutes for file the upload, this will be governed by the number of line items in the file, there are no limits to line items.

Once you select Save the following screen will appear.

If an Error occurs it will display what the error reason is, enabling you to update as required.

If you are uploading multiple line items and an error occurs, the uploader will simply continue with all other items on your spreadsheet and the items with errors will not upload.

Once the uploader has completed, all items will be available to view in the catalog.

If you upload a new file with the same items, the new data uploaded will overwrite existing data, for instance if pricing is updated, only the pricing will change.

Product Uploader Template Headers

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