Catalog Master File

(Catalog.exe) This application allows the user to create, modify or delete the catalogs from which requisitioners will order.  

Creating a Catalog

When the user has decided to create a new catalog, key in CTRL+N or choose File then New from the applications menu, or click the New icon  Type in, the catalog number of the catalog you want to create, then tab to the next field, Description. Type in the description of the catalog. If it is to be a Pre-Approved catalog check the box. Pre-Approved catalogs will bypass the normal approval process and will automatically be approved. The user may set a specified PO Type from the PO Type Master File by checking the Fixed PO Type box which will then display a field where the PO Type may be entered or selected using the lookup. If you want to alter the description or activity of the catalog once it has been created, you may do so by typing it in or using the lookup function to find it in the Catalog Number field and editing. Type in or make any changes, then save the catalog. You cannot change the number of a catalog once it has been created. You must delete the catalog and create a new one.  

Deleting a Catalog

In order to delete a catalog, type it in or use the lookup function to find it in the Catalog Number field. Then key in CTRL+D, choose File then Delete from the application menu or the Delete icon. You will be asked if you are sure you want to delete the catalog. Answer yes to do so. Remember, there is no way to restore a catalog once it has been deleted. If you are unsure, make the catalog inactive by removing the check in the Active box instead of deleting the catalog.

Adding Items to a Catalog

Once a catalog has been created, the user will want to add items to your catalog. The items will be entered from lists in the Inventory Master File which will need to be created before the catalogs can be completed. In the Catalog Number field, select the catalog to which you'll be adding items.
Next, use the drop down box in the Location field to choose the first location from which to select items. The user will be able to add items from a number of locations to the same catalog. Once the user has finished adding all the material codes from the first location, simply go to the location field and select another.
Type the Material Code in that field, or use the Material Code field or the Description field to lookup the correct item. The following information will appear concerning the Material Code: Type (generally stock or non stock), Unit Issue, Vendor Catalog Number and Mfg Catalog Number, Sub Account and Cost. If the user attempts to add an item that is already in the catalog or if you attempt to add an invalid material code, the system will alert you. There is a free form field (Sortfield) that may be added by setting the System Option, Catalog Show Sortfield, in the Requisitions module.
To make this item a part of the catalog, hit the enter key when your cursor is in the material code or description field, or key in CTRL+S, click on the Save icon or choose File then Save from the application menu. The item will appear in the table below. You will be able to view the table sort by clicking on heading of the table (Material Code, Vendor Catalog Number, Etc)

On the Toolbar, there is an icon entitled Save to New (a circular arrow with an exclamation point contained with it), which will allow the user to add items to a catalog and save them without having to click New each time. After entering the new item, click on this icon instead of the Save icon and the cursor will appear in the Material Code field without having to click on the New icon to enter another item. 

Deleting Items from a Catalog

In order to delete an item from a Catalog, type the Material Code in that field or use the lookup function in the material code or description field.  Then key in CTRL+D, click on the Delete icon or choose File then Delete from the application menu. The user will be asked if you are sure you want to delete the item. Answer yes to delete the item.

If the user wishes to export the grid to an Export Format in either the Header or Detail tab, click on File in the Application menu, then select Export Grid and choose the Export Format.