Product Catalogs
Location:
You can create the product catalogs used in requisitions in the Product Catalogs function. You can control and enhance a company's requisition process as well as decrease errors in requisition creation with product catalogs that are maintained by the application's administrator or the person responsible for requisitions because the products in the product catalog contain the predefined product and price data relevant to the requisition process.
Product catalogs are comprised of three different categories: Product Catalog, product group and product. The minimum requirement of the Create Requisition function is that at least one product catalog and one product group have been created in the application. Various important data can be transferred to the requisition order row from the product data, including the name of the product, product code, price, and tax rate. Consequently, using products will also speed up requisition creation.
Product catalogs can be created and maintained by organizational level. You can create several product catalogs per organizational level. Product catalogs may be, for example, supplier-specific. Product catalogs and product groups are created manually but products can also be imported from an ASCII or XML transfer file.
A product group or a product can be transferred to another level in the product catalog by dragging the group or product to the desired level. Product groups can also be used for reporting, to find information from the archive. All product catalog maintenance activities will be recorded in the modification log.
All product groups and products that are active and available in the Product Catalogs function are displayed on the Product Catalog tab. Products displayed on the Incomplete Products tab are waiting for data completion before they can be selected for requisitions.
Functions
Browse Product Catalog
To open product catalog browsing, click the browse button 
next to the Product Catalog field. If no product catalogs have been created for the selected organizational level, the browse button is shown in gray.
Search
You can search for a product group or a product with the search function located near the tabs. The search targets the names of the product group and product as well as the product's keywords. It is also possible to use partial search.
Enter a search term in the Search field and perform the search by clicking on the 
icon. In the search results, the data that matches the search criteria (product group or product) is displayed in bold. Furthermore, the tree structure can be expanded to clearly display the location of the information in the hierarchy of the product catalog, if necessary. The search results exclude groups and products that do not match the specified search criteria. To display all groups and products again, clear the Search field and perform the search without search criteria.
Delete All
You can delete all incomplete products shown on the Incomplete Products tab of the selected product catalog simultaneously by clicking the Delete All button.
Import Product Catalogs
Start product import from an ASCII or XML file by clicking the Import Product Catalogs button. Before the file can be read, the interface that will be used to import products into the application should be defined separately. For additional information on importing products and defining the interface, see Import Product Catalogs.
Product Catalog Tab
Functions
New Product Catalog
To add a new product catalog, click the 
icon. A name and a tooltip is defined for the product catalog.
New Product Group
To create a product group, click the New Group button in the product catalog data. You can also create sub-groups for the created product groups by activating a higher-level group and clicking the New Group button in the product group data. A sub-group can also be created for an existing sub-group, so there can be several sub-groups on top of each other on several levels.
In addition to the name and tooltip, default values such as the ledger account number, posting dimensions, UNSPSC code and default processers are defined for the product group. For a detailed description of product group data, see Product Group Data below.
A product group can be transferred from one level to another. This is done by activating the product group by clicking, and holding the mouse button down and dragging the group to the desired level. Releasing the mouse button completes the transfer.
To delete a product group, click the Delete button in the product group data. Deleting a product group deletes all sub-groups and products of the selected group.
New Product
To create a product, click the New Product button in the product group data. Product data, such as the name, product code, description, price, tax rate, product image and keywords used for product search, are defined for the product. For a detailed description of product data, see Product Data below.
A product can be transferred from one product group to another. The transfer is done in the same way as the transfer of a product group. To delete a product, click the Delete button in the product data.
Incomplete Products Tab
Such new products imported via product import that have no identified product group are shown on the Incomplete Products tab. A product cannot be displayed in a product catalog without a product group. It is also not possible to select an incomplete product for requisitions before the product data has been completed and the product added to a product group.
Functions
Product Data Completion
You can enter all the same data for an incomplete product that is available when adding a new product. Additionally, you must define the product group where the product will be added upon saving in the Product Group field for the incomplete product. To save the incomplete product, click the Save button whereupon the product will be transferred to the selected product group on the Product Catalogs tab.
Delete
To delete the selected incomplete product, click the Delete button.
Product Catalog Data
Name: The free-form name of the product catalog is required information.
Tooltip: The product catalog tooltip is shown in, for example, the product catalog browsing as well as the product and product group browsing of the requisition order row. The field is 50 characters long.
The Product Group Data
Name: The product group name is mandatory. You can enter the name in any language that is enabled in the application.
UNSPSC code: The code enables you to give a unique ID to the product groups according to the international standard. The field is 10 characters long.
The application does not check the uniqueness of the UNSPSC code but it is recommended to enter a unique code. In product import, the UNSPSC code is used to identify the product group of a new product.
Tooltip: You can enter a tooltip for the product group in any language that is enabled in the application. The tooltip is shown in the product and product group browsing of the requisition order row. The field is 50 characters long.
Posting Settings: You can enter the following product group-specific default posting-settings in the fields: ledger account, posting dimensions and tax code. The default posting-settings will be imported to the requisition's order row primarily from the product group data. If all the default posting-settings have not been set for a product group, the missing values are searched for secondarily from the data of the person selected for the requisition and thirdly from the organization units' data and then from higher organization units' data.
Default Processors: The default requisition processors are primarily imported from the product group data, if this section has been selected in requisition processing steps.
Product Data
Name: The name of the product or service to be ordered. The name of the product is required information.
Product Code: The product code or abbreviation of the product or service to be ordered. The product code is required information.
The application does not check the uniqueness of the product code upon saving the product. It is recommended to enter a unique product code because existing products are identified and updated based on the product code during product import.
Unit: Quantity unit, for example pcs.
Price and currency: The product's tax-free unit price which cannot be negative. The home currency of the organizational level is used as the default currency.
Tax %: The product's tax rate. The allowed values are 0–100.
Default Supplier: The product's default supplier is an information element. The default supplier will be shown on the requisition order row as well as in the product and product group browsing of the order row.
Description: A free-form overview of the product which will be shown in the product and product group browsing of the requisition order row.
Image: Product image which will be shown in the product and product group browsing of the requisition order row.
Web Address: For example, an address that opens the website of the product's manufacturer or supplier which will be shown in the product and product group browsing of the requisition order row.
Keywords: Keywords are used for the search functions on the Product Catalogs page as well as for the requisition product and product group browsing. You can search for products with keywords. Enter keywords separated by a semicolon.