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Catalogs & Pricing

The catalog system controls which materials are available for sale through the Trading module and at what prices. Every sales order pulls its pricing from the currently active catalog, ensuring consistent and centralized price management across your organization.

Important: One Active Catalog

Only one catalog can be active at any given time. When you activate a new catalog, the previously active catalog is automatically deactivated. All new sales orders will use the prices from the currently active catalog.

Setting Up a Catalog

Follow these steps to create and configure a new catalog:

Step 1: Create a New Catalog

  1. Navigate to Execute > Trading > Catalogs.
  2. Click the Add button to create a new catalog.
  3. Enter a descriptive Catalog Name (for example, "Q1 2026 Price List" or "Standard Catalog").
  4. Add any relevant notes about the catalog, such as the effective date range or the reason for the price revision.
  5. Click Save to create the catalog in draft status.

Step 2: Add Materials to the Catalog

  1. Open the newly created catalog.
  2. Click Add Item to add a material to the catalog.
  3. Select the Material from the dropdown. Materials must already exist in the Material Master.
  4. Enter the Cost Price (your internal cost for the material).
  5. Enter the Selling Price (the customer-facing price).
  6. Click Save to add the item.
  7. Repeat for all materials you want to include in the catalog.

Catalog Item Fields

Field Description Required
Material The material from the Material Master to include in the catalog. Yes
Cost Price The internal cost of the material. Used for margin calculations and profitability analysis. Not visible to customers. Yes
Selling Price The price charged to customers. This value is auto-populated into sales orders when the catalog is active. Yes
Unit of Measure Inherited from the Material Master. Indicates the unit in which the material is sold (e.g., KG, MT, Nos, Bags). Auto

Step 3: Activate the Catalog

  1. Review all items in the catalog to ensure prices are correct.
  2. Click the Activate button on the catalog.
  3. Confirm the activation. If another catalog is currently active, it will be deactivated automatically.
  4. The catalog status changes to Active, and all new sales orders will use its prices.
Existing Orders Unaffected

Activating a new catalog does not retroactively change prices on existing sales orders. Only new orders created after activation will use the updated prices. Orders already in draft status will retain the prices that were applied when the materials were added.

Managing Catalog Items

Adding New Materials

To expand the range of materials available for sale, add new items to the active catalog at any time.

  1. Open the active catalog.
  2. Click Add Item.
  3. Select the material, enter cost price and selling price.
  4. Save the item. It is immediately available for selection in new sales orders.

Updating Prices

To change the price of an existing catalog item:

  1. Open the active catalog.
  2. Find the material whose price needs to change.
  3. Click the Edit icon on that item row.
  4. Update the Cost Price and/or Selling Price as needed.
  5. Click Save. The new price applies to all future sales orders.

Removing Items

To discontinue a material from sale:

  1. Open the active catalog.
  2. Find the material to remove.
  3. Click the Delete icon on that item row.
  4. Confirm the removal. The material will no longer appear in sales order material selection.
Removing Items from Active Catalog

Removing a material from the catalog does not affect existing sales orders that include that material. However, no new sales orders can include the removed material until it is added back to an active catalog.

Catalog Lifecycle

Status Description Can Edit Items?
Draft The catalog has been created but is not yet active. Items can be freely added, modified, or removed. Yes
Active The catalog is live and being used for sales order pricing. Items can still be managed (added, updated, removed). Yes
Inactive The catalog was previously active but has been superseded by a newer catalog. Retained for historical reference. No

Best Practices

  • Review prices regularly — Market conditions change. Schedule periodic reviews to ensure your selling prices maintain healthy margins above cost prices.
  • Use descriptive catalog names — Include the effective period or version in the name (e.g., "Price List v3 - Jan 2026") so you can easily track pricing history.
  • Prepare new catalogs in draft — Build and verify a new catalog in draft status before activating it. This avoids errors in live pricing.
  • Remove discontinued items promptly — If a material is no longer available for sale, remove it from the catalog to prevent customers from ordering unavailable items.
  • Track margins — Compare cost prices against selling prices to monitor profitability. Use the Finance Reports for margin analysis.