ShipServ Catalogue Viewer User Manual

ShipServ Catalogue Viewer User Manual

v1.2 Dec 2003

Introduction .............................................................................................................................................................................2 Main window ...........................................................................................................................................................................2 Catalogue List window...................................................................................................................................................................2 Search Box window .......................................................................................................................................................................3 Item Details window .......................................................................................................................................................................3 Search Results window .................................................................................................................................................................3 3. Finding and viewing items......................................................................................................................................................3 Browsing the catalogues ...............................................................................................................................................................3 Searching for items ........................................................................................................................................................................3 More search options ......................................................................................................................................................................3 Viewing more details for an item ...................................................................................................................................................3 Find Equivalents.............................................................................................................................................................................4 4. Adding items to the shopping cart : ShipLink ......................................................................................................................4 5. Adding and removing catalogues ..........................................................................................................................................4

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ShipServ Catalogue Viewer User Manual

1. Introduction
The ShipServ Catalogue Viewer provides an intuitive interface for selecting items from electronic Catalogues and preparing purchasing requisitions using ShipServs shopping cart software (ShipLink). Electronic catalogues from multiple vendors can be searched and the results combined electronically. This eliminates errors introduced due to re-keying data, and ensures that vendors product data from the catalogues enters directly into the buyers purchasing system, thus giving benefits to both parties.

2. Main window
When the Catalogue Viewer is started, a window similar to the following is shown :

The Main Window is split into four windows :

Catalogue List window

In this left-hand window we can see a list of all the catalogues currently loaded in the Catalogue Viewer. In the example above there are two catalogues : one from International Coatings and one from Mermaid Ship Supplies, which contains two sub-folders : Navigation and Meteorology. We are currently looking at the contents of the Meteorology folder.

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ShipServ Catalogue Viewer User Manual

Search Box window

This allows us to search for specific items by Description or Part Number. See Section 3 for details on searching. If there are no search details entered in the Search box then all items in the current folder are shown.

Item Details window

This shows the full details for the item currently selected in the Search Results window. If there is a picture available for the item then it will be shown in the right-hand picture window.

Search Results window

This shows a list of all items found by a search; or (if no search details are given) all items in the current folder. The currently-selected item is highlighted in dark blue, and its full details are shown the Item Details window.

3. Finding and viewing items

You can find items either by browsing the Catalogues manually in the left-hand Catalogue List window, or by searching using the Search Box window :

Browsing the catalogues

Click on the + sign to the left of a Catalogue to display its subfolders : you can then click on a subfolder to display a list of all the items in that subfolder in the Search Results window.

Searching for items

You can search for items by typing in the fields in the Search Box window : by Item Description : this can be part of a word , so for example typing rin in the Description search field will find items with Marine and items with Ring in their Description. (Search is not case-sensitive) by Vendors Part number : again this can be a partial number and is not case-sensitive; so searching for ab will find both ABC-123 and abc-234 by Alternative part-numbering system (e.g. ISSA, IMPA ..) : for example, if the catalogue contains ISSA part number information, you can choose to search by ISSA part-numbers using the drop-down menu on the Search by field :

More search options

You can combine (AND) searches by typing in more than one of the search fields : e.g. to find part numbers starting in 49xxxxxx which have barometer in the description you could type 49 in the For Part No field and barom in the Descrip tion field. You can restrict a search to only search in the current folder by ticking the Selected Folder only button. This would be useful if there are a large number of matches for your search and you know which folder your target item is located in.

Viewing more details for an item

Once you have found an item, you can see its details in the central Item details window by selecting the item in the Search Results window. If there is a picture available for that item it will be displayed in the right-hand image window. You can click on the Enlarge Picture button to magnify the picture.

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ShipServ Catalogue Viewer User Manual

If there is more information available for that item there will be a More Details button shown : click on this to open the extra information. If there is no more information available then the More Details button will not be shown.

Find Equivalents
The Find Equivalents button can be used to find items in other catalogues which have the same alternative part-number (e.g. same ISSA or IMPA number). This would be useful to see how many different suppliers can supply a particular item.

4. Adding items to the shopping cart : ShipLink

Once you have located the items for purchase, you can add them to your ShipLink shopping cart by clicking the Add to Requisition button. This will open ShipLink (if it is not already open) , and show you the following dialog :

The upper window shows Requisitions which are currently being edited in ShipLink : in the example above there are two open requisitions (MDN-0014 and AGUS-0013) : you can choose to add the item to either of those, or to create a new Requistion. You can also choose the quantity to be ordered of the item. When you click Add, the items will appear in the selected Requisition inside ShipLink , where you have the option of adding more ordering and delivery information.

5. Adding and removing catalogues

You can manually add and remove catalogues from the list that will appear in the Catalogue Viewer. Select Add/Remove catalogues from the Tools menu : you should see a window similar to the following appear :

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ShipServ Catalogue Viewer User Manual

This window shows the details of each catalogue : where the catalogue database (.rqc file) is stored, any Licence Key that may be required, and where the Pictures and Additional Info (as shown by the More Details button) are located. To add a new catalogue, click Add and locate the new catalogues .rqc file on your PC, then click Save and then Close. To remove a catalogue, select it in the left-hand window and click Remove. Note that this will NOT delete the catalogue files from your PC: it will simply prevent the Catalogue Viewer from displaying that Catalogue in the left-hand Catalogue List window.

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