Catalogues

Catalogues are used in conjunction with the purchase ordering and sales invoicing systems to speed up the entry of orders and sales invoices. Each item has its own record, identified by a unique catalogue code.

From the Records menu, you can access the Catalogues area where you can:

• Find and view catalogue entries
• Add new catalogue entries
• Edit catalogue entries
• Delete catalogue entries
• Delete catalogue entries by supplier
• Import catalogue entries

To find and view catalogue entries

1. From the Records menu, choose Catalogues.
   The Catalogues window is displayed, with the available records listed.
   
2. To find the catalogue item you want, either:
   • Scroll through the list.
   • In the Quick search box, enter all or part of the catalogue Code or Description, and click Find.
     If you enter at least two characters, Arbor Finance will auto-search after a second or two.
   • For a more precise search including Supplier, Price, Unit, VAT code or Sort key, click Advanced.
     
     Enter the search criteria you want to use and click  Search.
     (In a multiple search you can remove individual criteria by clicking 'X', and reset the search by clicking Clear.)
     
     
3. Click on the entry you want, to select it.
   Information for this record is displayed in the right panes, under Definition.

Note that entries marked with Type Supplier are used in Purchase Orders and Type School are used in Sales Invoices.

Add new catalogue entries

1. From the Records menu, choose Catalogues. The Catalogues window is displayed, with the entries listed. To add a new entry, click Add.
   In the right-hand area under Definition, the fields to complete are shown in green type.
   
2. Enter the catalogue entry information in the Definition fields:
   • The Catalogue code is mandatory. Enter a code for this account. 
   • Enter the Type, choose a school for invoice items and supplier for Purchase Order items
   • Type in a Description of the item.
   • Enter the Price per unit.
   • Enter the Unit.
   • Enter the VAT code.
   • Enter the Sort Key.
3. Click Save (or Cancel).

To edit catalogue entries

1. From the Records menu, choose Catalogues. The Catalogues window is displayed, with the entries listed. To edit an entry, select it from the Catalogue entries list in the left panel and click Edit.
   The editable fields are shown in green type.
2. Make any changes you require to the Definition fields for this entry.
3. Click Save (or Cancel).

To delete catalogue entries

1. From the Records menu, choose Catalogues. The Catalogues window is displayed, with the entries listed.
2. To delete an entry, select it from the Catalogue entries list in the left panel and click Delete and then Yes to confirm.

To delete catalogue entries by supplier

1. From the Records menu, choose Catalogues. The Catalogues window is displayed, with the entries listed.
2. To delete all the catalogue entries associated with a particular supplier, click Delete by Supplier.
3. The Delete by Supplier pop-up appears. Select the Supplier from the drop-down and click Delete All.

To import catalogue entries

This feature allows you to import a catalogue into your Arbor Finance system. It is useful if you are using a supplier regularly and saves you from having to look up the pricing of an item. Below are the instructions on how to import a Catalogue.

1. From the Records menu choose Catalogues. The Catalogues window is displayed, with the entries listed.
2. Click the import button on the right-hand side of the screen. 
3. You will then be presented with the screen below.
   
   
4. Fill in the Supplier, you can search in the usual way.
5. Browse to the Catalogue file (unzipped) to load it.
6. Tick of the first row contains column headers if required.
7. Click Process file
   
   
   
8. On the next screen you will get a sample catalogue item. If this contains headers then go back and tick the box saying the file contains headers.
9. Click Continue Processing.
   
   
10. When this has been completed you will see the summary screen.
11. If you want to see all the catalogue details click View details, if it is a large catalogue this may take some time.
12. Click Import Catalogue to continue.
    
    
13. Once the Import is complete, click OK to finish.
14. You will now see your new entries in the Catalogue list on the left.