COBBLESTONE SOFTWARE

Contract Insight — User Guide

Product Service Catalog

03. Admin User Manual › Catalog Manager › Product Service Catalog

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

Product and service codes classify what a vendor supplies. The codes themselves are a lookup list kept at Administration → Master Reference Data → Product / Service Codes, where each entry has a Product Service Code (for example, Construction or Software), a Product Service Description (for example, Commercial Property or Computer Software), and an Is Active flag. Codes are assigned to a vendor on the vendor record's Subtables tab, in the Vendor Product Service Codes subtable. Those same vendors appear as the Supplier on items in Procurement → Catalogs, connecting what a vendor is approved to sell with what employees can shop and add to a purchase order.

2. Key Elements

• Product / Service Codes list (Administration → Master Reference Data): Product Service Code, Product Service Description, and Is Active, with New, Manage, preview (eye), and Export.
• Vendor Product Service Codes subtable on each vendor/customer record (Subtables tab), where a vendor's codes are added with Add.
• Procurement → Catalogs (Purchasing catalogs): each catalog's Type, Items, Shoppers, availability Window, Active status, and Created by, with Add catalog.
• A catalog's Items tab lists each item with its Supplier, Unit price, Unit, Tax rate, GL code, Budget code, and Window; Settings sets catalog-only values per item.
• A catalog's Who can shop it tab lists the employees allowed to purchase from it.

3. Viewing the Product / Service Code List

1. From the Contract Insight homepage, click the Administration (sliders) icon at the bottom of the left navigation bar.
2. Type product in the Search administration box and click Product / Service Codes (under Lookup Tables).
3. Master Reference Data opens on the Product / Service Codes tab. Click New to add a code, Manage to edit one, or Export to download the list.

4. Assigning Codes to a Vendor

1. Open the vendor (left navigation → Directory → Vendors / Customers → Manage on the vendor's row).
2. Click the Subtables tab and scroll to Vendor Product Service Codes (or pick it from the Sections list on the right).
3. Click Add. In Add new Vendor Product Service Code, choose a Product Service Code; Vendor ID, Date Entered, Entered By, and Updated By fill in automatically.
4. Click Save, or Cancel to discard.

5. Opening Procurement Catalogs

1. In the left navigation bar, click the Procurement (cart) icon and choose Catalogs.
2. The Purchasing catalogs list shows each catalog's Type, Items, Shoppers, Window, Active status, and Created by. Tick Show inactive catalogs to include inactive ones.
3. Click Manage on a catalog to open it, or Add catalog to create one.

6. Reviewing a Catalog's Items and Shoppers

1. On the catalog's Items tab, review each item and its Supplier (the vendor). To add an item, search for it, choose it from - choose an item -, and click Add.
2. Click Settings on an item to set its Tax code, Tax rate, Available from/until dates, GL code, Budget code, and Budget remaining for this catalog only, then click Save settings (or Cancel).
3. Click the Who can shop it tab to see which employees can purchase from the catalog. Choose an employee and click Grant access to add one.

7. Quick Reference Summary