Work with Catalogue Items

Catalogue items are items that you don't manage in Business Central until you sell them. When you use the Select Catalogue Item action to add a catalogue item to a line on a sales order or quote, the catalogue item is converted to a regular item.

Note

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

A catalogue item typically has the item number of the supplier who supplies it. Before you can convert a catalogue item to a normal item, you must specify how to convert vendor item numbers to your item numbering. For more information, see Specify how catalogue item numbers are converted to your own numbering.

Important

Catalogue 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.

Create a catalogue item

Catalogue 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 Catalogue 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.

Specify how catalogue item numbers are converted to your own numbering

Before you can convert a catalogue item to a normal item, you must specify how to convert vendor item numbers to your item numbering.

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

Convert a catalogue item to a normal item

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

A new item card pre-filled with information from the catalogue 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 catalogue 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 Catalogue Items action.

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

  5. On the Catalogue Items page, select the catalogue 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 reference is automatically item between the supplier's item number and your new item number. For more information, see Use Item References.

See also

Register New Items
Create Special Orders
Inventory
Work with Business Central