# Prepare suppliers, items and reviewed CSV imports

Check destinations and exact units before the catalogue is used for new work.

Source: https://help.smartfact.ai/manuals/purchasing/catalogue

Review edition: 25 October 2026

Roles: author, reviewer

Supplier catalogue changes are prepared in a draft release. They become operational only after freeze, proof and reviewer activation. Keep a supplier's commercial identity and an item's exact quantity contract as carefully controlled as the price.

## Prepare suppliers

In **Suppliers**, open the draft and add or edit the supplier. Check its code, name, state, ordering address, account number, primary contact and notes. Review email destinations and the **Attach the approved CSV as well as the PDF when emailing this supplier** checkbox as actual business choices.

A changed destination deserves explicit review. A supplier name alone is not enough to verify that a message will go to the intended person. Read the before-and-after catalogue comparison before activation.

## Prepare supplier items

In **Supplier items**, select the supplier and the target type. A source-item link uses an exact real source item. A catalogue source and key can identify supplied external data, while a local item has no implied stock-source identity.

Check code, description, order unit and scale, conversion numerator and denominator, pack quantity, minimum quantity, rank and current state. Use exact decimal text. A conversion that cannot represent the target exactly is refused; do not introduce a hidden rounding assumption.

Prices and currency, when supplied, affect value-dependent rules and approved snapshots. Unknown price is a valid uncertainty to investigate, not a number to replace with zero. Check consistency across the quantities the rule will evaluate.

## Preview an import before applying it

Use the draft's CSV import page and the supported profile. Inspect new, changed, unchanged and refused rows, field errors and the proposed scope. Fix refused rows in the original data and preview again. A preview belongs to the exact current draft and file; changed bytes or content need a new preview.

Apply the reviewed preview only when it is eligible. Import changes the draft, not the active catalogue, approved orders or physical stock. Review the complete file, not just the rows visible on the current page.

## Hand over the complete release

Inspect the catalogue comparison for removals, state changes, conversions and destinations, then continue with [rules and releases](/manuals/purchasing/rules-and-releases). A new live catalogue may affect open unapproved work and recalculated requests. Existing approved order snapshots and retained documents remain evidence of what was approved at that time.

Keep supplier corrections and order corrections separate. Changing the current pack definition must not reinterpret an earlier delivery confirmation.