Catalogue user story

An eCatalogue gives you as a buyer and seller a distinct and direct overview of goods and services. There is much to gain from using eCatalogue. As a seller, you can more effectively display your goods and their quality. As a buyer, you can, for example, more easily compare different goods and services. Let us exemplify with the following use case. 

Catalogue - user story

An SME supplier (NorSupplier AS) from Norway has entered into an agreement with a customer in Finland (FinCustomer OY). The customer uses an ordering solution/system to send orders to all their domestic and foreign suppliers. They need structured product and service descriptions in their ordering solution and have demanded in the contract that they want to receive a list of all the goods they have contracted in the form of a catalogue. FinCustomer OY requires this to streamline their internal purchase processes and ensure that all orders go to the right suppliers (and achieve contract loyalty).

FinCustomer OY has 45 internal buyers who need good quality information about the products and services. They will use the ordering solution to search for the products and services, hence the catalogues need to be of good quality. 

FinCustomer OY needs the information in the catalogue to be able to report VAT, and they also plan to use the environmental qualities determined for each product to report the environmental footprint for the company's consumption.

NorSupplier AS must find an ERP solution that can help them create and send catalogues, both domestically and across borders. They also search for solutions that can help them and find NSG & B’s webpage

They make an agreement with the ERP supplier and start entering information about their various products and services.

Once they have gathered the information, they log into the solution and fill in the information, such as the item number, short and long item description, picture of the product, key words, price and unit codes, and environmental information associated with each product. They then select the standard classification code for each of product and fill in the price, VAT code and rate.

NorSupplier AS can use the information they have stored in the catalogue for their products and services, unlike other domestic and foreign customers. This means they save time, increase the quality of the information, and get their products and services marketed in an efficient way. They also have the opportunity to report VAT and their environmental footprint to the Norwegian authorities based on the information stored. 

After checking that all the information is correct, they then select the companyID for FinCustomer OY.

ERP suppliers create a standard format (Peppol BIS catalogue xml.) based on the product information. They then find the customer in the address register and send them the catalogue. The customer receives the catalogue into their system (catalogue tool) and checks whether product and prices are in accordance with the contract. They then upload the catalogue into the solution and make the catalogue available to all buyers in the organisation so they can start ordering goods and services.

  • Possibility to automatically control deviations between different catalogues received via the catalogue tool. Makes it easy to control products and prices according to contract. 
  • Possibility to check the quality of the product and service descriptions, making it easier for the various internal buyers to find the right product or service. This will reduce costs in the form of less time spent and more correct orders (the right product or service at the right price).
  • Updates will be traceable because the catalogue is sent and stored electronically. It is thus possible to give the purchasing department good data as a basis for new competitions.
  • Environmental requirements and social responsibility pledges in the catalogue will make it easier for FinCustomer OY to follow up on those agreed on the contract. The environmental information can be attached at the line level in the catalogue and displayed in the search function. The buyer thus becomes aware that the products are environmentally friendly and chooses this when placing an order. This can result in the company reducing its environmental footprint and more easily reporting this to the authorities. 
  • Follow-up of producers' social responsibility and country of origin can be used under supplier / producer supply chain management.
  • Product and service information from the supplier included in the catalogue will provide evidence of good quality. This information can form the basis for automating the matching of invoices and reducing the risk of incorrect orders.
  • Possibility to automatically control deviations between different catalogues received via the catalogue tool. Makes it easy to control products and prices according to contract. 
  • Possibility to check the quality of the product and service descriptions, making it easier for the various internal buyers to find the right product or service. This will reduce costs in the form of less time spent and more correct orders (the right product or service at the right price).
  • Updates will be traceable because the catalogue is sent and stored electronically. It is thus possible to give the purchasing department good data as a basis for new competitions.
  • Environmental requirements and social responsibility pledges in the catalogue will make it easier for FinCustomer OY to follow up on those agreed on the contract. The environmental information can be attached at the line level in the catalogue and displayed in the search function. The buyer thus becomes aware that the products are environmentally friendly and chooses this when placing an order. This can result in the company reducing its environmental footprint and more easily reporting this to the authorities. 
  • Follow-up of producers' social responsibility and country of origin can be used under supplier / producer supply chain management.
  • Product and service information from the supplier included in the catalogue will provide evidence of good quality. This information can form the basis for automating the matching of invoices and reducing the risk of incorrect orders.
  • Increase in turnover.
  • Ability to send transactions domestically and across borders in one format and via an open channel (Peppol Network). This will reduce integration costs by replacing one-to-one integrations in closed networks.
  • By using a standard format for the exchange of product information, costs are reduced when it comes to solution development.
  • As the market (customers-buyers and suppliers) becomes more mature, and arrangements have been made to connect buyers and suppliers more easily via one network, the service is easier to sell to the market.

Nordic SME - what to do to get digital

To get digital means you improve all your processes and become competitive in your national, Nordic and European market using a single solution, not sticking to a manual and inefficient way of communicating with your customers and suppliers. Here are some suggestions for how to get digital.

  • Ask your solution provider if they can send and receive transactions using the Peppol BIS catalogue and send and receive transactions through Peppol’s network, both nationally and across borders.
  • If you do not use a solution, you can find a list of solutions that can handle domestic and cross border transactions here
  • As a supplier it is important for you to be able to present your product and services, not only in your own web shop, but also in your customers solution. Look at the solution’s capabilities and ask them to help you to send and receive a catalogue. Also ask if they can help
  • If you have your own web shop, ask the solution provider if they can extract data and convert the data to a Peppol BIS catalogue and send it to your customer.
  • If your solution wants to implement Peppol BIS, you can ask them to contact your Peppol authority:

PEPOL authorities

Sweden: peppol@digg.se 
Finland: rte@valtiokonttori.fi 
Iceland: hjalp@fjs.is
Denmark: peppol@erst.dk 
Norway: peppolmyndighet@dfo.no