Overview
Search for and add items from catalogs directly to purchase orders without needing to first add them to your pricebook. You can also choose to map or add these catalog items to your pricebook at the same time you add them to the purchase orders.
Who uses this feature
Office employees, managers, owners, administrators, and purchasing managers
Applies to all business types
Feature configuration
This feature is currently in Private Preview/Limited Release and available for specific accounts. To update your account, please contact Technical Support for details.
Note: To add or map catalog items to your pricebook from the purchase order screen, you need to have the Template pricebook item set up. Contact Technical Support for details.
Things to know
If you only have the Purchasing module enabled, the Inventory section in the navigation bar is renamed Purchasing.
Add vendor catalogs to vendor settings first before adding catalog items to purchase orders.
When mapping your pricebook and catalog items, ensure the item type is the same. A material item cannot be mapped to an equipment item.
If you change the vendor in the Order Details section of the purchase order, the item added from the first vendor catalog should be removed to avoid errors.
Add a catalog item to a purchase order
Go to the navigation bar and click Inventory or Purchasing.
From the side menu, select Purchase Orders.
On the Purchase Orders screen that opens, click Create New.
From the Vendor dropdown, select a vendor that has been set up with vendor catalogs.
Fill in the Order Details. For more, see Create purchase orders.
In the Item List table, click Select an item > Vendor Catalog.
Click the arrow next to the item of your choice from the available Vendor Catalog options.
On the item Details page that opens, click Add to Purchase Order.
When you're finished, click Save.
Note: If you add a category item to a purchase order without including it in the pricebook, the system notifies you that the item is not in your pricebook. You can add it to the pricebook if necessary by clicking This item is not in your pricebook and then Add to Pricebook. For more, see Add a catalog item to a purchase order and pricebook.
Add a catalog item to a purchase order and pricebook
Add catalog items to your pricebook right from the purchase orders screen. The item is saved in your pricebook and available for future use.
Go to the navigation bar and click Inventory or Purchasing > Purchase Orders.
On the Purchase Orders screen, click Create New.
From the Vendor dropdown, select a vendor that has been set up with vendor catalogs.
Fill in the Order Details.
In the Item List table, click Select an item > Vendor Catalog.
Click the arrow next to the item of your choice.
On the item Details page that opens, click Add to Pricebook and Purchase Order.
On the Add to Pricebook and Purchase Order screen that opens, leave the +Add new Item field blank and click Add.
You'll see a pop-up indicating that the item was successfully added to your pricebook.
Map a catalog item to an existing pricebook item
If the item already exists in your pricebook, map the catalog item to your pricebook item while adding it to your purchase order.
Go to the navigation bar and click Inventory or Purchasing > Purchase Orders.
On the Purchase Orders screen, click Create New.
From the Vendor dropdown, select a vendor that has been set up with vendor catalogs.
Fill in the Order Details.
In the Item List table, click Select an item > Vendor Catalog.
Click the arrow next to the item of your choice. The item Details page opens.
Click Add to Pricebook and Purchase Order. A new screen opens.
In the Your Pricebook column, click + Add new Item.
Select a matching catalog item, and confirm your choice.
Select the fields you want to update or add with provider content.
Note: This provider information is automatically added to your pricebook. It does not overwrite your existing pricebook information.
Click Map to link the category item.
You'll see a pop-up indicating that the item was successfully mapped to your pricebook.