Importing Supplier Catalogues

If you have upgraded from a previous version of PS Financials the process of removing an existing catalogue, downloading, and creating the import file and stock code remain the same. The only part of the process that has changed is the way the catalogue is imported. If you are familiar with the previous process, please see the Importing the Supplier Catalogue section when you are ready to import.

Suppliers may provide a digital copy of their catalogue. The catalogue can then be imported into IRIS Financials for use in IRIS Purchasing. Importing a supplier catalogue makes it easier to select items when requisitions and purchase orders are created by automatically populating the applicable field with the catalogue data.

Existing imported supplier catalogues previously used in IRIS Purchasing should still be accessible. Only new supplier catalogues need to be imported.

The new catalogue is imported using the IRIS Financials import function with a Catalogue Import DTT file (Catalogue Import.dtt) together with the CSV file provided by the supplier.

Multiple catalogues from the same supplier can be stored in IRIS Financials, however it is good practice to remove any old catalogues (ensuring that any purchasing documents using the old catalogue have been fully processed before removing the catalogue) from the system.

Importing supplier catalogues consists of the following:

Removing Unwanted Supplier Catalogues

Creating the Import File

Creating the Stock Type Code

Importing the Supplier Catalogue

Removing Unwanted Supplier Catalogues

Before importing a new catalogue, any old catalogues for the supplier should be removed (providing all purchasing documents using the old catalogue data have been fully processed).

  1. In IRIS Purchasing, select the Settings icon on the toolbar.

  2. From the Maintenance panel, select the Search icon in the Remove Catalogue section.

  3. Select the catalogue to be deleted, which is then displayed in the Remove Catalogue section.

  4. Select Start to remove the catalogue. The confirm message is displayed. Select Yes to confirm you want to remove the catalogue (this does not affect any existing orders in progress).

  5. A success message is displayed to confirm the catalogue has been removed.

Creating the Import File

The supplier provides you with a digital copy of their catalogue. If the file provided by the supplier is not in CSV format, you need to convert the file to CSV format for import.

Open the supplier catalogue CSV file using Microsoft Excel (or another similar spreadsheet software) and carry out the following process to ensure the file can by imported correctly.

The file must contain seven columns. The first four columns contain the information from the supplier catalogue. A further three columns must be manually added after the first four columns and completed as per the instructions in the following table.

The columns must be in the order displayed in the following graphic. If required, re-arrange the columns in the spreadsheet software you are using to create the file.

Column Heading

DESCRIPTION

STOCK ITEM CODE

Includes the item code provided in the supplier’s import file. This can be selected from Stock in IRIS Purchasing.

STOCK ITEM TITLE

Includes the item title provided in the supplier’s import file. This automatically populates Description in IRIS Purchasing based on the Stock Item Code selected.

UNIT OF MEASURE

Includes the unit of measure provided in the supplier’s import file. This applies to the amount entered in QTY in IRIS Purchasing.

PRICE

Includes the unit price provided in the supplier’s import file. This automatically populates Price in IRIS Purchasing based on the quantity entered in QTY.

LEDGER

You need to manually add the applicable ledger to the items in the catalogue. In a majority of cases, this is PURCHASE. Copy and paste the code of the ledger into this column.

For establishment/organisation that have separate purchase ledgers for each of their locations, you need to create and import a supplier catalogue for each location – with the ledger column populated with each location’s ledger code.

ACCOUNT

This should be the supplier account code as per the Purchase ledger in IRIS Financials. This can be copied and pasted into the applicable column.

STOCK TYPE CODE

A stock type code must be created before importing the file. This code is used to match the catalogue with the correct supplier. This is done via the Distribution module. For more information, please see the following section.

The previous graphic shows a section of a completed import file.

When all the fields have been completed and are in the required order, save the file in a CSV format. The file is then ready to be imported.

Creating the Stock Type Code

A stock type code needs to be created in PS Financials so that the catalogue can be matched to the correct supplier. The Distribution module is used to complete this process.

  1. Select Start > All Programs > PS Financials > Distribution.

     


    If the Distribution module is not displayed in the menu, it may have been installed somewhere else. For more information, please contact the person within your establishment/organisation who administers your system, i.e. has a CUSTADMIN login.

  2. The PSF Distribution Logon dialog is displayed. Enter your system login details, then select OK.

  3. In the Distribution module select Masters, then select Stock from the menu.

  4. The Stock Maintenance dialog is displayed. Select the STOCK folder, then select Stock Type....

  5. The Stock Type dialog is displayed. Enter the code for the catalogue (this must be the same as the code entered in the Stock Type Code column on the import CSV file) in Code (do not enter any special characters).

  6. Enter a title for the catalogue in Title,e.g. ESPO Summer 2018. It is good practice to add the date/year of the catalogue to help identify it from future catalogues.

  7. If required, enter a description to help further identify the catalogue in Description, then select OK.

  8. The Default Stock Items dialog is displayed. Do not select any of the options, then select OK to return to the Stock Type dialog.

  9. Repeat this process for any additional supplier catalogues you want to add, then when you have finished, select X to close the Stock Type dialog.

Importing the Supplier Catalogue

  1. Log into IRIS Financials.

  2. Select Modules, then select Data Transformation Tool from the menu.

  3. The PSF Data Transformation wizard Step 2 is displayed. Select File, then select Open....

  4. The Open dialog is displayed. Select the file that contains the saved Catalogue Import DTT file (Catalogue Import.dtt), then select All Files (*.*) from the drop-down list adjacent to the File name, select the Catalogue Import.dtt file, then select Open.

  5. Next, on the the PSF Data Transformation wizard select Browse... adjacent to Filename to select the catalogue csv file to be imported.

  6. The Open dialog is displayed. Find and select the Catalogue CSV file that contains the data to be imported, then select Open.

  7. The data in the file is displayed in the Preview panel. Select Column names in first row, to remove the spreadsheet column headings in the Preview panel. If all the data in the preview is in the correct columns, select Next.
    The Preview panel displays the first 20 rows of data, but if you need to view more rows, update Preview rows with the number of rows you want to view, e.g. 30.

  8. The PSF Data Transformation wizardStep 3 is displayed. Select Next to proceed to Step 4 where you can import the data.
    The blank columns are populated automatically.

  9. The PSF Data Transformation wizard Step 4 is displayed. It shows a summary of the data being imported. Select Post to run the import.

  10. The Summary window is displayed, confirming if the items that have been imported were imported successfully or failed. If the data imported successfully, select Close. If the data or part of the data posted incorrectly then the failed data needs to be checked and imported again.