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Approving and releasing catalogs

If you have activated the option Manual catalog approval during the catalog import, you have to approve the catalog before it can be used. After a successful import of a catalog that needs to be approved, a message will be displayed in the Lobby. Click the link to this message in order to approve the catalog.

Another reason for an approval is the change of a price on the page products (tab prices). You can approve a catalog on this page or on the page Catalog comparison. Product details can be changed by the catalog manager or by the supplier, if he has access to the system.

Note: If in the Supplier catalog the option Approve changes automatically has been activated, changes to products and prices will be accepted without approval.

Approve catalogs

If you execute the approval on the page Catalog comparison, you can view the price structure of a newly imported catalog. You can view one single catalog and e.g. compare prices of different price groups or compare the new catalog with another already existing catalog in the system. So the responsible person can view the differences between the two catalogs and decide whether he accepts the new catalog or not.

1. Click the message in the Lobby or the link Catalog comparison on the page Catalog administration.

   The page Catalog comparison will be displayed. Select the menu item Help to display detailed information about this page.

2. Select the catalog you want to approve from the list New catalog.
3. Select the price group from the list-box next to the catalog. The approval will only be valid for the selected price group. If there are several price groups, you have to select and approve them one by one.
4. If you want to compare the new catalog with an old catalog, select the old catalog and, if necessary, a price group from the list Old catalog. If you want to replace the old catalog, also activate the option Replace old catalog with new catalog after approval.

   The assignments of users, groups and companies as well as the basic contract of the old catalog will be transferred to the new catalog. The purchaser entered as the contact person in the relevant basic contract receives a message that a new catalog has been assigned to the basic contract.

   Note: If this field is not activated, the assignment and creation of the basic contract in the new catalog has to be carried out manually.

5. Select, if necessary, which products you want to view for approval (active, inactive, approved or waiting for approval).
6. If necessary, you can enter tolerance values. The relative deviation of prices for continued products is displayed in different colours: All products with a price above the specified tolerance level are indicated in red (more expensive), products with a price below the specified tolerance level are indicated in green (cheaper), and products that fall within the tolerance values are displayed in grey.
7. In the list of products, click the button:
   • Continued to display products that are available in the new as well as in the old catalog.
   • New to display products that are available in the new, but not in the old catalog.
   • Deleted to display products that are in the old but not in the new catalog.

   The products that result from the comparison will be displayed in the list. For continued products, you can compare the old price with the new price. The column Deviation shows the difference between the old and the new price in percent. Select the menu item Help to see detailed information on the product list.

8. You can approve only one product or the complete catalog with a click on the icon or reject with the icon .
   • One product: click the name of the product in the list and on the page Price history click the necessary icon.
   • All products displayed in the list: click the icon on top of the list next to Approve products.
   • Complete catalog: click the symbol on top of the page at Approve catalog and enter a date, if necessary.
9. Click Save.

See also Comparing catalogs