Manage supplier catalogues /visma-net-erp/help/purchases/manage-supplier-catalogues section 2026-02-19T17:09:06+01:00 # Manage supplier catalogues Click the links below to learn more about a topic you are interested in. Use the breadcrumb links in the upper left corner to see your location, navigate backwards or go to the starting point. About supplier catalogues /visma-net-erp/help/purchases/manage-supplier-catalogues/about-supplier-catalogues page In Visma Net, you can create and maintain supplier catalogues or the lists of supplier's stock items you purchase from your suppliers, along with the last prices of items and purchasing information about the items, which is generally used for automated replenishment. 2026-02-19T17:09:06+01:00 # About supplier catalogues In Visma Net, you can create and maintain supplier catalogues or the lists of supplier's stock items you purchase from your suppliers, along with the last prices of items and purchasing information about the items, which is generally used for automated replenishment. In Visma Net, you can create and maintain supplier catalogues or the lists of supplier's stock items you purchase from your suppliers, along with the last prices of items and purchasing information about the items, which is generally used for automated replenishment. By maintaining supplier catalogues, you can more efficiently select suppliers that sell specific types of items. You can also reduce errors on purchase orders by using supplier-specific alternative IDs of items. ## Creating supplier catalogues To create supplier catalogues, you use the [Supplier inventory (PO201000)](/visma-net-erp/help/purchases/purchases-windows/supplier-inventory-po201000/) window. On this window, you can select a supplier and supplier location and create a list of items your company can purchase from this supplier location. For each item, you can specify the following information, some of which may be specific to the supplier location: + The supplier item ID, which is the identifier used by the supplier for the item. This alternative item ID can be assigned to the item. + The unit of measure (UoM) used by the supplier as the sales unit for the item at this location (defined as the item's **purchase unit** in your organisation). + The economic order quantity, which represents the quantity of this item that minimises the costs of ordering from this supplier location. + The Shipment lead time (days) (if any) for the stock item purchased from the supplier. The system uses the additional shipment lead time to schedule the purchases from the supplier and calculate the promised date. The system automatically calculates the promised date by adding the lead time and additional lead time (if any was specified for the item) to the requested date. + The purchasing information, which is used in automated replenishment: + The minimum frequency of orders. + The lot size defined for the item if it is tracked by lot numbers. + The minimum and maximum quantity that window the range in which the order quantity must fall You cannot enter the prices in the **Last supplier price** column. The column is populated and updated automatically by the prices that were last used for the items. For details on setting up automatic price updating, see the following section. Instead of entering all the items for each supplier and location, you can populate the supplier catalogues by creating a list of possible suppliers for each stock item by using the **Supplier details** tab of the [Stock items (IN202500)](/visma-net-erp/help/inventory/inventory-windows/stock-items-in202500/) window and for each non-stock item by using the same-name tab of the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window. Then, when you open the [Supplier inventory (PO201000)](/visma-net-erp/help/purchases/purchases-windows/supplier-inventory-po201000/) window and select a supplier, you can view the stock and non-stock items that the supplier sells and modify this list if needed. ## Catalogue updating from supplier documents You can update the supplier catalogues manually at any time by replacing any changed data, such as alternative item IDs, economic order quantities (EOQs), lot sizes, and minimum and maximum quantities, with the newer and more correct data. However, the last used prices in the catalogues cannot be entered manually; the system updates these prices automatically from prices quoted on supplier documents. You can set up automatic updating of the last used supplier prices in the supplier catalogue based on the entry or release of specific supplier documents. To do this, in the [Purchase orders preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window, in the **Supplier price update** field, select one of the following options: + **On purchase order entry** + **On receipt entry** + **On receipt release** + **On purchase invoice release** + **None** When the event specified by the **Supplier price update** option (purchase order entry, purchase receipt entry, purchase receipt release, or release of an purchase invoice that is linked to a purchase receipt or order) occurs, the item's unit price from the document replaces the last price of the item with the same UoM in the supplier catalogue. If the UoM of the last price is the same as in the document, but the currency differs from the document's currency, the item's unit price in the document currency replaces the last price. If the UoM in the document line differs from the UoM of the last price, the system adds a new line to the supplier catalogue. The system does not keep the history of price changes in the supplier catalogue. If you do not want to maintain information about the last used prices in the supplier catalogues, select **None** as the **Supplier price update** option and the last used prices will not be updated. Note that in this case the last supplier price may be updated on release of a invoice that is not linked to any purchase order document. ## Using the prices from supplier catalogues If you regularly receive suppliers' price lists for all or most of their items, you can maintain supplier prices with much more flexibility by using the [Supplier prices (AP202000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-prices-ap202000/) and the [Supplier price worksheets (AP202010)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-price-worksheets-ap202010/) window. You can import the price lists, and calculate the updated prices by applying specific percentages. Maintaining supplier prices through supplier catalogues can also be useful for items for which the prices do not change often or information about prices is not available in advance. Once the system populates the **Last supplier price** column for items in the supplier catalogues, the system uses these last used prices as the default prices for the corresponding items on new purchase orders as follows: When you create a new purchase order in the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window or receipt in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, if there are no prices listed for the item in the [Supplier prices (AP202000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-prices-ap202000/) window, for each item, the system inserts the last price from the supplier catalogue as the supplier's default price (**Unit cost** in either window). If you are browsing the supplier catalogue in the [Supplier inventory (PO201000)](/visma-net-erp/help/purchases/purchases-windows/supplier-inventory-po201000/) window in order to select a supplier for a specific item, you can view this supplier's current item prices by clicking the **Supplier prices** button on the table toolbar and navigating to the [Supplier prices (AP202000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-prices-ap202000/) window. You can override the default catalogue prices on a purchase order or purchase receipt if the actual purchase prices for stock items are different from those listed in the supplier catalogue. In this case, the new prices that you enter will automatically appear in the supplier catalogue as the last used prices; the particular event triggering this update depends on the option selected in the **Supplier price update** field. The new prices will then appear on a new purchase order when a user creates it. However, if the **Volume pricing** functionality is enabled in your system, and you purchase different volumes with different prices from your suppliers, consider whether you need to maintain price updating in the catalogue, taking into account that you will not know what volume the price listed in the catalogue corresponds to.

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Windows

 About barcode support /visma-net-erp/help/purchases/manage-supplier-catalogues/about-barcode-support page Bar code scanning saves you time when you receive goods to warehouses and increases overall control of operations. 2026-02-19T17:09:06+01:00 # About barcode support Bar code scanning saves you time when you receive goods to warehouses and increases overall control of operations. Visma Net supports integration with bar code scanning solutions in the following ways: ## Bar codes as alternative IDs for items In Visma Net, you can use product bar codes as alternative identifiers for items. Enter bar codes for items in the [Stock items (IN202500)](/visma-net-erp/help/inventory/inventory-windows/stock-items-in202500/) window, the **Cross-references** tab, manually or by scanning them. The scanner's software converts the scanned bar code to an alphanumeric string that is immediately visible in the appropriate field as if it had been typed. You can add any number of different bar code strings to the item record in the database. Bar codes are not necessarily associated with particular suppliers or customers. ## Data entry through barcode scanning Barcode scanning can be used to effectively receive products at a warehouse and enter warehouse location information for them. From the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, you can invoke the **Add receipt line** dialog box, which has been designed for the following scenario: When you scan a product bar code, the system + finds the item record, + brings up the item information with the quantity copied from a matching purchase order, and + automatically adds a new line to the receipt or adds one unit per each scanned item if you scan items with serial numbers. To use the dialog box for bar code scanning, make sure the **Add line automatically** option is selected. Then, once the dialog box elements are filled in, the system creates a new line automatically. If you select the **Add one unit per barcode** check box in the dialog box, each time you scan a bar code, the item quantity for the receipt will be increased by one unit. If you clear the check box and you scan an item bar code, the system searches for a purchase order that matches the supplier and item ID associated with the barcode, and inserts the quantity of the item from the purchase order. If no such order is found, the system inserts one unit. If no item is found in the system after the item bar code has been scanned, you can enter the item ID of the item manually. In this case, this new barcode is automatically associated with the item. To further simplify data entry in warehouses, you can print bar codes for warehouse IDs and warehouse location IDs. You can print bar codes for such identifiers by using customised Visma Net reports. Bar codes of the warehouse and its locations also can be used when you create receipts by using the following scenarios: + If you create receipts at a desk, print bar codes on a sheet of paper, and put it close at hand. When you're creating a receipt line for an item, scan the bar code from the item, warehouse, and location bar codes from the paper. + If you generally create receipts from a cart (equipped with a scanner and a computer) after you place items in appropriate locations, perform the following actions prior to receiving goods: print location IDs as bar codes on special labels, and stick them to appropriate shelves, bins, or other storage structures available in your warehouse. Then, take items one by one from the cart, and read the item bar code and location bar code from the shelf. Appropriate receipt lines will be added automatically. ## Using bar code scanners for stocktaking With Visma Net, you can use bar code scanners to perform stocktaking counts. If product bar codes are used in your system as alternative item IDs, you can use bar code scanners for counting; each scanned bar code will increase the quantity of the item by one unit in the stocktaking document open in the [Stocktaking count (IN305010)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-count-in305010/) if your system is configured for using bar codes and if the scanners are connected as an input device to your computer.