Requirements Contracts: Vendor Catalog Management

Import a Catalog

PASSPort allows users provisioned with Vendor Admin or Vendor Procurement L2 access to import Catalogs as necessary. Once the Catalog file is imported, DCAS will review the import to ensure all data matches the agreed terms and details for each item. If DCAS finds any discrepancies or there are any issues with the file, they will reject the submission in the system. This will trigger an automated email alerting the initial importer to review and reupload the catalog. See the Catalog Template Description for a description of each field in the Catalog template.

1. Click Catalogs in the top navigation menu
2. Select Import Catalog from the drop-down.
3. Click the + Add a New Catalog Import button.
4. In the Contract field, select a contract from the drop-down menu.
5. Click the Save button.

6. Click the Download Import Template button.

   Note: If this is not the first time importing a Catalog and there is already a Catalog uploaded for the organization, scroll to the right of the page and click the Download Current Catalog button.

   

7. Add updated or new items to the Catalog template and save the file to a computer. Review the Catalog Template Description section of this guide for more details on required columns.

   

   Tip: Images cannot be uploaded by adding them to the template directly. Instead, create a folder on a computer and save the template within the folder, along with all associated images. Then, zip the folder. If uploading a zip folder with images, that image file name must match exactly what is in the template (Image field) for images to upload successfully.

8. In the Load New Catalog section, click Choose File to search for and select the Catalog file that should be uploaded. If images are being uploaded, be sure to search for the zipped folder containing both images and the template.
9. Click the Upload New Catalog button. A new section named File(s) will appear.
10. In the File(s) section, check if there are any errors appearing: 0 lines(s) in error / 0 line(s).
    Important: Any errors should be corrected before submitting the catalog for approval.

11. Click the Submit for Approval button.

    

    The Catalog has now been submitted to the agency for approval. If the import is rejected, the Catalog will be returned to the import initiator for revision.

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Browse Catalog

PASSPort allows users provisioned with the above roles to easily search for and view their organization's Catalog items after they have been imported. Follow the below steps to search for and review a previously imported Catalog.

1. Click Catalogs in the top navigation menu and select Browse Catalog from the drop-down.
2. Once the search terms are entered, click the Search button.
   Note: Select the Detailed View checkbox next to the Search button to access item details.

3. Once the item is located, click the hyperlink under the Label column to open the item and view the item details.

   

   A pop-up will appear displaying the item's product information. On this page, the item's Description, Characteristics, Prices, and Options will be available for review. If provided, a photo of the item will also display.

   

Edit and Expire Catalog Items

Once an item is added to the Catalog, it will be available for purchase through PASSPort until the item's validity period ends as long as there are units available. If no validity period is assigned to the item, it can be purchased until the contract's designated end date.

While Catalog items cannot be edited within PASSPort after they are imported, if changes need to be made to an item, the details for each item can be adjusted by uploading the new information via the Catalog template.

Additionally, items cannot be removed from PASSPort; however, they can be manually expired if they should no longer be purchased from the Catalog. For example, if an item is no longer available, the item's end date should be updated to reflect the item's latest availability date.

To expire items, the validity period for each item should be adjusted on the Catalog template and reuploaded in PASSPort. This will ensure that agency users are not purchasing items that vendors can no longer provide.

Important: Changes to Catalog items will not be reflected in PASSPort until they are approved by DCAS.

Follow the steps below to edit a previously imported item.

1. Click Catalogs in the top navigation menu.
2. Select Import Catalog from the drop-down.
3. Click the Add a New Catalog Import button.
4. In the Contract field, select a contract from the drop-down menu.
5. Click the Save button.

6. Click the Download Current Catalog button.

   

7. Edit the necessary fields in the current Catalog template and save the file to a computer.

   Note: If an item needs to be expired, enter the updated end date in the To field. To expire immediately, select today's date. Then save the file to a computer.

   Note: These dates cannot start prior to or end after the contract's validity period.

   
8. In the Load New Catalog section, click Choose File to search for and select the Catalog file that should be uploaded.
9. Click the Upload New Catalog button.

10. Click the Submit for Approval button.

    

    As with new Catalog imports, these changes must be reviewed and published by the agency before they will be visible in PASSPort.

How to Indicate Flexible Pricing in an Existing Catalog

On occasion, an agency and a vendor may negotiate a variable price point for a given item, typically based on conditions such as order quantity, total order cost, fluctuations in supply and demand, or levels of customization. Such items can be marked as flexible price items during the catalog import process. These items will then have price fields which can be modified by the agency Requestor during purchase. The vendor will be able to confirm the flexible price was entered correctly upon receipt of the Purchase Order. In the event a flexible price was entered incorrectly by the agency, the vendor will have the ability to reject the Purchase Order.

Note: This process only applies to hosted catalogs, and it is not applicable to PunchOut catalogs.

To indicate an item has flexible pricing, first, follow steps 1-6 in the Import a Catalog section. Then, follow the steps below:

1. Locate the item(s) within the catalog spreadsheet and change the corresponding cell in the Flexible Price column to the value of True.

2. Find that item's corresponding cell in the Description column and enter in the contact information of the individual at the vendor organization who is familiar with the pricing terms of this item. Save the file to the computer.

   Note: This individual will be contacted by an agency Requestor when the price is negotiated, and ultimately agreed upon, by both parties.

   
3. In the Load New Catalog section, click Choose File to search for and select the Catalog file that should be uploaded.
4. Click the Upload New Catalog button.

5. Ensure there are no errors listed in the File(s) section and click the Submit for Approval button.

   

   At the time of request, an agency staff member will reach out to the organization to discuss the terms of the price for the item(s) in question. Flexible price items may be subject to DCAS final approval.