How to Use the Catalogue

The DPO Catalogue is particularly useful for companies that frequently purchase the same items. Instead of entering the same item information repeatedly, you can predefine catalogue entries and make them available for selection when creating a Purchase Order.

Create catalogue categories

To get started, go to Settings and open the Catalogue tab. Here, you can add individual items or organize your catalogue using categories. To create a category, enter a name and description and activate its visibility. You can also create sub-categories by entering the name of an existing parent category in the corresponding field. DPO will recognize the entry and suggest matching categories in the dropdown list.

Add catalogue items

Once your categories are ready, you can start adding items. Enter the item name, select the appropriate category and add an item description. You can also define pricing information and assign an Expenditure Type. If you do not want users to see the price while creating a Purchase Order, you can hide it during the creation process. Please note that the price will become visible again once the Purchase Order has been created and is displayed in the View section.

Assign Account Codes

Catalogue items can also be assigned to a predefined list of Account Codes. If the required account codes have not yet been created, go to Settings > Chart of Accounts and set them up first. This allows the relevant accounting information to be connected directly to the predefined catalogue item.

Lock catalogue information

DPO allows you to lock the information saved for an individual catalogue item. When this option is enabled, users cannot change the predefined data while creating a Purchase Order. You can also lock the complete Catalogue using the checkbox at the top of the Catalogue settings. In this case, users cannot create new items during Purchase Order creation and must select from the existing catalogue entries.

Import larger item lists

If your Catalogue contains a large number of items, entering them manually may be time-consuming. DPO provides an import spreadsheet under the Import tab in Settings. Download the template, copy the required item information into the spreadsheet and send the completed file to support@digitalpurchaseorder.com. The DPO team will then take care of the import.

Use catalogue items in a Purchase Order

Once the Catalogue has been set up, creating a Purchase Order becomes much quicker. Select the relevant Department and Supplier, open the Items section and click Add New Items. Start typing the item name and DPO will immediately suggest matching catalogue items and categories. Once you select an entry, the predefined fields are populated automatically. You then only need to complete the remaining information, such as the quantity.

Reuse predefined item information

The Catalogue allows you to store frequently used Purchase Order items in one predefined structure. By combining categories, pricing information, Account Codes and locking options, recurring purchases can be created using consistent item information without entering the same details again each time.

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Questions?

support@digitalpurchaseorder.com