> ## Documentation Index
> Fetch the complete documentation index at: https://docs.assetinfinity.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Catalogue

> The things your organisation has agreed people may ask for, with a picture and a price — browsing, the cart, checking out as a requisition, and keeping the catalogue.

The catalogue is where you pick what you need from the things your organisation has agreed people may ask for — the standard laptop, the safety boot, the cleaning visit — each with a picture and the price procurement agreed. Checking out raises an ordinary [requisition](https://docs.assetinfinity.ai/commercial/purchase-requests.md), approved and sourced like any other.

**Catalogue** opens the **Procurement** group of the navigation. It is offered to anybody who may raise a requisition (**Raise requisitions**), because it is a way of raising one; you do not need to be able to read the requisition register to use it.

> [!NOTE]
>
> If you don't see this in your navigation, your administrator can switch the module on under **Administration → Modules** (it is the **Catalogue** module inside Purchasing), or it may not be included in your plan. Without it, a requisition is written line by line.

## Browsing

The catalogue opens on **Browse**, with the number of **items** in the header.

![The catalogue on Browse, with its shelves on the left and a card for each item carrying its price, how long it usually takes and Add](https://mintcdn.com/assetinfinity/Y65axe_fWUQAFwf5/images/commercial/catalogue-light.png?fit=max\&auto=format\&n=Y65axe_fWUQAFwf5\&q=85\&s=5a7fb2e300b0bdcd5cf8910adaa97459)

| Control | What it does |
| - | - |
| **Search the catalogue** | Matches an item's name, code and summary |
| **Deliver to** | The site you are shopping for. Only items offered at that site are shown. It starts on the first site you can reach, and is remembered on this computer |
| **Shopping for me** | Shop on somebody else's behalf, so the catalogue shows what is offered to *them*. Offered only to people holding **Raise requisitions on behalf of someone else** |
| **Cards** / **Table** | Cards show each item's picture; the table suits comparing prices in columns, and adds **Filter** and **Columns**. Your choice is remembered on this computer |
| **Shelves** | The rail down the side. **Everything**, or one shelf such as IT equipment or safety and PPE, with how many published items each holds |
| **Manage catalogue** | Opens the screen where the catalogue is kept — see [Keeping the catalogue](#keeping-the-catalogue). Shown to people holding **Edit, price, publish and restrict catalogue items** |
| **Cart · *n* items** | Opens your cart |

Each card shows the item's picture, name, summary and price, how long it **Usually** takes to arrive, whether it is **In stores now**, the pack size (**Packs of 10**) and how many are already **in cart**. Where the item carries a limit per person, the card says it before you reach it — for example *1 per person every 36 months — 1 asked for* — and **Add** is not offered once you have asked for all it allows. **Add** puts one pack in the cart.

In the table, the columns are **Picture**, **Item**, **Code**, **Shelf**, **Price**, **Supplier**, **Lead time**, **In stores** and **In cart**.

Clicking an item opens its page: every picture (**Show full size** to enlarge one), the full description, **Price agreed until** a date where one is set, **Supplier**, **Lead time**, **Pack**, **Most per request**, its specifications, and who it is **Offered to** where it is restricted. **Add to cart** adds it there too.

When nothing matches, the catalogue says so. Anything not in it can still be asked for on an ordinary requisition.

## The cart

The cart is kept for you on the server, so it follows you from one computer to another. **Your cart** lists each line with its picture, price per unit and line total. Change a quantity with **Fewer** and **More** (a pack at a time) or by typing it, and take a line off with the bin.

| Part of the cart | What it does |
| - | - |
| **Deliver to** | The site the requisition is for. The cart is checked again whenever it changes |
| A struck-through line | A line the requisition would refuse, with the reason: **No longer in the catalogue**, **Not offered for this person at this site**, **Fewer than the least one request may ask for**, **More than one request may ask for** or **More than the person's allowance**. It is left out when you check out |
| **Total** | One per currency. Items priced in different currencies go on separate requests — check out one currency at a time |
| **Empty the cart** | Takes every line off |
| **Review the request** | Checks out — see below |

### Checking out

**Review the request** opens the [New requisition](https://docs.assetinfinity.ai/commercial/purchase-requests.md#raising-a-requisition) form with the cart's lines in it. The title is the item's name, or *Catalogue request — n items* for more than one, and **Where this came from** reads **Chosen from the catalogue**. A catalogue line's unit and price are the item's, agreed by procurement, so only its quantity can be changed. Add anything the form still needs — **Why it is needed** before it can be submitted, for example — and click **Raise request**.

The cart is emptied once the requisition is raised, and you land on it. If the requisition could not be raised, the cart is left as it was.

From there it is an ordinary requisition: it goes through your approval rules, and [Sourcing](https://docs.assetinfinity.ai/commercial/sourcing.md) answers it from stock, with a spare asset or with an order.

## My requests

**My requests** lists the requisitions you raised and those somebody raised for you, newest first: **Request**, **Title**, **Status**, **For** (**Me**, or *Me — raised by* whoever raised it), **Site**, **Estimate** and **Raised**. It is how the new starter whose laptop it is follows where it has got to, even without access to the requisition register.

## Keeping the catalogue

**Manage the catalogue** is the procurement desk's side. Opening it needs **View the catalogue as its maintainers see it**.

The register lists every item, published or not, with **Picture**, **Item**, **Kind**, **Shelf**, **Price**, **Supplier**, **Offered to** (or **Everybody**), **Published** (**in the catalogue** or **draft**) and **Pictures**. The header counts **items** and **drafts on this page**, and **See the shop** goes back to browsing.

![Manage the catalogue, listing every item with its kind, shelf, price, supplier, who it is offered to and whether it is in the catalogue or a draft](https://mintcdn.com/assetinfinity/Y65axe_fWUQAFwf5/images/commercial/catalogue-manage-light.png?fit=max\&auto=format\&n=Y65axe_fWUQAFwf5\&q=85\&s=3504f41c5e12ac8c536f7ae6f1f7176d)

**New item** (needs **Add items and shelves to the catalogue**) opens the item form. A new item starts as a draft: add its pictures and say who it is for, then publish it — only published items are in the shop.

| Section | Field | What it means |
| - | - | - |
| What it is | **Code** | Your own reference for the item, unique in the catalogue. Required |
| | **Name** | What the card says — "Standard laptop, 14 inch". Required |
| | **Summary** | One line under the picture |
| | **Description** | Everything a person should read before asking for it |
| | **Kind** | A part, a service, an asset or something else. Required |
| | **Shelf** | Where it is filed |
| What it is in the rest of the product | **Stores part** | Only for a part. Lets stores answer the request from stock |
| | **Asset model** / **Asset category** | Only for an asset. What will arrive, and the kind Sourcing offers a spare of before anybody buys one |
| Price and supplier | **Price** | The price agreed with the supplier, per unit. Every requisition line raised from this item carries it |
| | **Unit** | Required |
| | **Pack size** | How many units one press of **Add** puts in the cart. A box of ten gloves is 10 |
| | **Price valid until** | When the agreed price runs out. Shown on the card; it does not stop anybody ordering |
| | **Supplier** | Who the price is agreed with. Becomes the suggested supplier on every requisition line |
| | **Contract** | The agreement the price comes from, where there is one |
| | **Supplier's reference** | |
| | **Lead time (days)** | How long it usually takes to arrive. The card shows it, so people can ask in good time |
| How much a person may ask for | **Least per request** / **Most per request** | The smallest and largest quantity one requisition may ask for |
| | **Most per person** / **Over (months)** | How many one person may have in that period across all their requests — one laptop every 36 months. Counted against the person a request is for, whoever raised it |
| Specifications | **Specifications** | Name and value pairs shown on the item's page — screen size, weight, warranty |
| Availability | **Published** | Only a published item is in the catalogue |

Your administrator can rearrange this form, like any other, in [Form Studio](https://docs.assetinfinity.ai/config/form-studio.md).

Clicking an item opens its panel, where you can **Edit details**, **Publish** it or **Take it out of the catalogue** without losing it, add **Pictures and documents** (the first picture is the one on the card), and change **Who it is for**. Those need **Edit, price, publish and restrict catalogue items**.

### Who an item is for

An item with no restriction is for everybody who may raise a requisition, at every site. **Change** asks **Who is *item* for?** with three lists — **Sites**, **Departments** and **Roles**; leave all three empty for everybody. Names of one kind are alternatives, and kinds together must all match: a department and a site mean that department's people at that site. Adding a restriction can only narrow who sees an item, never widen it.

The same rule is checked when a requisition is raised, so a requisition can never carry a catalogue line the shop would not have offered, and it takes the item's price, unit, kind and supplier whatever was typed.

### Shelves

**Shelves** (needs **Edit, price, publish and restrict catalogue items**) lists the shelves people find things by — **Shelf**, **Code**, **Order**, **Published items** and **On the rail** (**shown** or **switched off**). **New shelf** adds one; a shelf can sit under another. **Items** goes back to the item list.

> **[Requisitions](https://docs.assetinfinity.ai/commercial/purchase-requests.md)**
>
> What checking out raises, and how it is approved.

> **[Sourcing](https://docs.assetinfinity.ai/commercial/sourcing.md)**
>
> How an approved catalogue request is answered from stock, spares or an order.


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