Using Catalog Integrations and Getting Real-Time Stock and Pricing from Vendor Catalog

Find garments in a supplier catalog, choose their colors and sizes, and add them to quotes, sales orders or purchase orders. A connected supplier account also lets YoPrint retrieve that supplier's stock and your account's costs.

This walkthrough uses a SanMar Gildan 5000 shirt. The same catalog picker also offers S&S Activewear when that catalog is enabled.

Before you start

Catalog visibility and a supplier connection are separate settings. Enabling a catalog makes its products searchable. Connecting your account allows YoPrint to request your supplier's pricing and stock, when your plan includes those features.

Use Configure SanMar Integration or Configure S&S Activewear Integration to connect your account.

To show a catalog in product search:

1. Open General settings.

   

2. Select the Catalog tab.

   

3. Turn on the supplier's catalog. This example uses Enable SanMar Catalog.

   

The switch saves automatically. A catalog that is turned off is hidden from product search.

Find a catalog product

Start in a quote or sales-order draft with a job already added. A job groups the products and services for the work, such as the volunteer shirts in this example.

1. Click + Product in the job.

   

2. Open All Products.

   

3. Select the supplier's catalog, such as SanMar.

   

4. Enter the style number or product name in Search. This example uses 5000.

   

5. Select the matching product. The supplier's name appears at the right of each result.

   

6. Open Select a color.

   

7. Select the color you need. This example uses Black.

   

YoPrint loads the sizes and requests the available pricing and stock. The controls become available when loading finishes.

Choose the product cost

The supplier cost is the starting point for your Pricing Group's markup or margin. It is not the final price your customer pays.

1. Click Check Vendor Pricing.

   

2. Select the pricing option you want. A choice in a size row applies to that size; a choice in the column heading applies to all sizes. This example selects Negotiated.

   

3. Click Apply.

   

The Selected column in the product form shows your chosen cost. Available pricing options depend on the supplier and product. An unavailable price cannot be selected.

Set sizes and quantities

1. Select the checkbox beside each size you need.

   

2. Enter the Quantity for each selected size. This example uses 12 medium shirts.

   

Only selected sizes are added. Lowest uses the lowest available supplier price for that row. Cost lets you enter a custom cost. On Hand shows your shop's stock; supplier warehouse stock is in Check Vendor Stock.

Check the supplier's stock

1. Click Check Vendor Stock.

   

The Real-time inventory table shows sizes in rows and supplier warehouses in columns. A zero means that warehouse reported no stock for that size. The timestamp shows when YoPrint last fetched the data; availability can change.

2. Click Close to return to the product form.

   

Add the product to the job

1. Click Add and Close.

   

The product appears in the job with its supplier, color, size and quantity. Adding it to a job does not place an order with the supplier.

Add and Keep Open saves the items while leaving the product form open for another selection. Cancel closes the form without adding the current selection.

Review prices for items already on a job

In a quote or sales-order draft:

1. Click Check Vendor Stock/Pricing above the jobs.

   

2. Select the cost option you want for a product. The column heading applies that option across the listed products.

   

3. Click Apply.

   

4. Review the resulting Unit Price on the job. This is the selling price on the quote or order.

   

Supplier stock is listed below each product in the pricing view. Warehouse labels may be codes. Cancel closes the view without applying changes.

Open supplier pricing from a saved quote or sales order

1. Select the Job tab.

   

2. Click Check Vendor Stock/Pricing above the jobs.

   

The view has the same cost options and Apply control described in Review prices for items already on a job. You can use those controls to change costs without opening an order-edit draft.

3. If you only wanted to inspect the prices or stock, click Cancel.

   

Add a catalog item to a purchase order

Start in a new purchase order with its vendor, dates and addresses filled in. This example uses an S&S Activewear product.

1. Click + Item.

   

2. Enter the style number or product name in the new row's search box.

   

3. Select the result from the supplier you need. This example selects Gildan 5000 from S&S Activewear.

   

4. Open the color picker beside the product.

   

5. Select a color, such as Black.

   

6. Open the size picker.

   

7. Select the size you need, such as M.

   

8. Click the blue checkmark to confirm the product selection.

   

9. Enter the quantity in Qty.

   

The item is now in the purchase-order form. Each row represents one color and size. + Item adds another row.

Choose purchase-order pricing and check stock

With a catalog item added to the purchase-order form:

1. Click Check Vendor.

   

2. Hover over the indicator in the Stock column to see quantities by supplier warehouse.

   

3. Click SELECT under the price you want for the item. Your Price is the price returned for your connected supplier account. The column-heading SELECT applies that option to all listed items.

   

4. Click Apply.

   

The chosen cost appears in Unit Price on the purchase-order form. Cancel leaves the form's prices unchanged.

5. Click Create to save the purchase order.

   

Check stock and prices on a saved purchase order

1. Select Receiving on the purchase order.

   

2. Click Check Vendor Stock/Pricing.

   

This view shows prices and the Stock indicator, with the same warehouse tooltip. It has no price-selection controls. Price changes belong in the purchase-order edit form.

3. Click Done to close the view.