Work with Catalog Items

You can offer certain items to your customers for their convenience, which you do not want to manage in your system until you start selling them. When you want to start managing such items in your system, you can convert them to normal item cards in two ways.

  • From a catalog item card, create a new item card based on a template.
  • From a sales order line of type Item with an empty No field, select a catalog item. An item card is then automatically created for the catalog item.
Note

You cannot select a catalog item from the Sales Invoice page.

You can select a catalog item from the Sales Quote page, but the catalog item will not be converted to a normal item when you use the Make Order function.

A catalog item typically has the item number of the vendor who supplies it. To enable conversion of a catalog item card to a normal item card, you must first set up how vendor item numbering is converted to your own item numbering.

Important

Catalog items are not to be mistaken with non-inventory items, which are regular items that are given the type Non-Inventory to keep them out of availability and costing calculations, for example, because they are only used internally and have a low cost. For more information, see About Item Types.

To create a catalog item

Catalog item cards have much less information than normal item cards because you only use them to offer on quotes and in other ways. For that reason, they must be converted to normal item cards before you can post sales transactions for them.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Catalog Items, and then choose the related link.
  2. Choose the New action.
  3. Fill in the fields as necessary. Hover over a field to read a short description.

To set up how catalog item numbers are converted to your own numbering

To enable conversion of a catalog item card to a normal item card, you must first set up how the vendor's item numbering is converted to your own item number format.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Catalog Item Setup, and then choose the related link.
  2. Fill in the fields as necessary.

To convert a catalog item to a normal item

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Catalog Items, and then choose the related link.
  2. Open the card for a catalog item that you want to convert to a normal item.
  3. On the Catalog Item Card page, choose the Create Item action.

A new item card prefilled with information from the catalog item and a relevant item template is created. You can then fill or edit fields on the new item card as necessary. For more information, see Register New Items.

To sell a catalog item, and convert it to a normal item

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Sales Orders, and then choose the related link.

  2. Choose the New action. Fill in the fields on the General FastTab as for any sales order. For more information, see Sell Products.

  3. On a new sales line, in the Type field, select Item, but leave the No. field empty.

  4. Choose the Line action, and then choose the Select Catalog Items action.

    The catalog item is converted to a normal item. A new item card prefilled with information from the catalog item and a relevant item template is created.

  5. On the Catalog Items page, select the catalog item that you want to sell, and then choose the OK button.

  6. When the sales order is complete, choose the Post action.

You can then fill or edit fields on the new item card as necessary. For more information, see Register New Items.

Note

An Item cross reference record is automatically created for the vendor of the item between the vendor's item number and your new item number. For more information, see Use Item Cross References.

See Also

Register New Items
Create Special Orders|
Inventory
Working with Business Central