Create and manage catalogues of your supplier favourites

Catalogues in iCompleat allow users to quickly select from pre-coded supplier favourites when they're creating orders.

Administrators can create and manage catalogues in the Catalogues area in Configuration. They can important catalogue items from Excel or enter them manually, complete with default codes and even pre-set item quantities.

In this guide, we show you how to create catalogue, both using an imported list and manually, and how to edit and delete catalogues.

The catalogue Excel template

The Excel template lets you import items and coding into catalogues in bulk. It's available to download from the Catalogues area in iCompleat.

The template is unique to your company's coding, so it will include columns for the analysis fields your company uses which can be applied at line level.

Download the catalogue template

There are two methods of downloading the catalogue template:

Method 1: When creating a new catalogue

1. Begin creating a new catalogue.
2. After saving the Name, Supplier, and Description, click Import.
3. From the pop-up, click the link to download the Excel template.

Method 2. From an existing catalogue

1. Open a catalogue from the list.
2. Click Import.
3. From the pop-up, click the link to download the Excel template.

Fill in the catalogue template

Enter catalogue line details as they would appear on an order line, complete with any default codes you'd like to apply against each item. All items details, default codes and quantities are still editable by order creators within individual orders.

The Quantity field lets you predetermine the number of items added to an order when an order creator selects the item.

You may leave fields blank where default codes aren't necessary.

When you're finished, save the template to your PC.

Template Example

Create a catalogue

Follow these steps to create a catalogue. We've included steps for both manually adding items and importing them.

1. Click Configuration.
2. Click Catalogues.
3. Click CREATE A NEW CATALOGUE.
4. Enter the Name for the catalogue.
   Order creators will see this in this list of catalogues associated against a supplier when they are creating an order.
5. Choose the Supplier the catalogue is for from the drop-down list.
   The catalogue will only be available for order creators to see and access when they are creating an order for this supplier.
6. Enter a Description for the catalogue.
   This lets you add extra information to help order creators when they are selecting a catalogue. They will see the description next to the catalogue name in the catalogues list.
7. Click Save.
8. To manually add catalogue items, click ADD NEW.
   To import catalogue items, skip to step 13.
   
9. Enter the item's line details, including any default codes that should apply to the item at line-level, and a pre-set quantity if applicable.
10. Click Save.
11. Your first catalogue item is added.
12. Add the rest of your catalogue items using steps 8 to 10, and click Save.
    Your finished catalogue should look similar to this:
    
13. (For importing items) To import catalogue items from an Excel spreadsheet, click Import.
    
14. (Optional) If you need to download the Excel template, click the link in the pop-up.
    Then, populate it with your catalogue item information and coding.
15. Drag the Excel template populated with your catalogue item information into the upload area, or click Select File and locate it on your PC.

16. The contents of your spreadsheet are uploaded as catalogue items, complete with any default codes you assigned to them.

    

17. Click Save.
18. That's it! Your catalogue is ready for order creators to use.

Edit an existing catalogue

Keeping catalogues up to date is easy, with the ability to edit catalogue basic details, delete catalogue items, and add new items either manually or via an import.

Below, we show you both methods for editing a catalogue.

Edit catalogue basic details

Administrators can easily edit basic catalogue details such as the Name, Description, and Supplier.

To do this, open a catalogue from the list, and amend any fields necessary. If you need to change the supplier, click the X next to the current supplier, and select a new one.

Remember to click Save in the bottom-right to apply your changes.

Method 1: Manually edit catalogue items

You can edit catalogue items manually even if they were originally added via an import.

It's a good idea to keep the original Excel template up-to-date with any manual changes you make in iCompleat so that any future imports from the same spreadsheet don't override any updates made manually. See Export a catalogue for guidance.

Follow these steps to manually edit a catalogue.

1. In Catalogues, click the catalogue you want to edit from the list.
2. Click the catalogue item you want to edit.
3. Edit any fields necessary by selecting new codes from the drop-downs.
   To delete any codes applied, click the X beside the code underneath the field.
   Re-enter the Item Code or Description if required.
   Use the up/down arrows or type a new value into the Quantity or Unit Cost field if necessary.
4. Click Save to apply your changes, or click Close to exit the pop-up without saving your changes.

Method 2: Import items to an existing catalogue

You can import new items to an existing catalogue, with the option to either add additional items to the existing catalogue, or clear existing items and replace them with the imported list.

Here's how.

1. In Catalogues, click the catalogue you want to edit from the list.
2. Click Import.
3. Drag the Excel file containing thew new item details into the upload area from your PC, or click SELECT FILE to locate it.
   (Optional) If you'd like to delete and replace the current items in the catalogue with your new import, select the Clear existing items checkbox.
4. Click Save.
5. Your catalogue is updated, and you're returned to the Catalogues area.

Ordering using catalogues

Users can access and use catalogues to create orders direct from the iCompleat ordering screen.

Any pre-defined codes and item quantities are applied instantly at line-level when catalogue items are added to an order, saving your purchasing team valuable time.

Here's how:

1. Begin creating a new order, selecting the supplier with a catalogue saved.
2. Click the arrow to the right of ADD LINE, and click Add Catalogue Line(s).
3. Select a catalogue from the drop-down.
4. Select the boxes next to any catalogue items you'd like to add to the order.
   Item quantities can be amended in the ordering screen in a later step.
   
5. Click Add.
6. Amend any quantities or codes as required, and continue placing the order as normal.

Export a catalogue

You can export any catalogue from iCompleat to Excel instantly, giving you an up-to-date record of catalogue details. This is useful if you prefer to make edits to catalogues outside of the system, with the option to save and re-import your changes using the Import function.

To export a catalogue from iCompleat, follow these steps.

1. Click Configuration.
2. Click Catalogues.
3. Click the catalogue you want to export.
4. Click the arrow to the right of the IMPORT button, and click EXPORT.
5. The file downloads to the default downloads location on your PC.

Delete a catalogue

Follow these steps to permanently delete a catalogue from iCompleat.

Deleted catalogues are completely removed from iCompleat and can't be retrieved at a later date.

1. In the Catalogues list, select the catalogue you want to delete.
2. In the bottom-right, go to Actions, and click Delete.
3. To confirm your decision to delete the catalogue, click OK.
4. The catalogue is deleted, and has been removed from the list.
   Order creators will no longer see it in the list of catalogues presented to them during ordering.