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Procurement catalogs: a plain-language guide

A procurement catalog is a list of items a team can use when requesting a purchase. The examples below explain common approaches, not Tail Sourcing features or plan inclusions.

A catalog brings item descriptions, supplier details and prices together so a requester can select from a defined list. A growing company without a procurement department may use one for recurring purchases.

Catalog models differ in who maintains the items and who can see them. These four examples are general procurement concepts; availability depends on the system and supplier.

Hosted catalog

General example

A catalog the buying organization creates and maintains in its procurement system.

Best for: Recurring items with a stable description and price list.

How it works
  • The buying organization maintains the item list
  • Item codes help organize purchases by category
  • Requesters select from a defined list
  • The buyer is responsible for keeping details current

Supplier Global Catalog

General example

A catalog a supplier maintains and makes available to buyers.

Best for: Recurring purchases from a supplier with a changing assortment.

How it works
  • The supplier maintains product information
  • Items may be available to multiple buyers
  • Requesters can refer to existing product details
  • Purchase approval remains a separate decision

Supplier/Client Catalog

General example

A supplier-maintained catalog with a price list agreed for a specific customer.

Best for: Categories with an agreed customer-specific price list.

How it works
  • The list can reflect agreed prices
  • The supplier maintains the customer-specific list
  • Visibility may be limited to the customer
  • The buyer checks that the list reflects current terms
Side by side

Which catalog for which category

Catalog typeMaintained byVisible toPricesContext
Hosted catalogBuyerBuying organizationDefined by buyerInternal list
Supplier Global CatalogSupplierBuyers with accessSupplier listShared list
Supplier/Client CatalogSupplierSpecific customerAgreed price listCustomer-specific list

These examples explain catalog models, not plan availability. Compare plans module by module.

A catalog needs clear ownership

Decide who updates the list, who can use it and how changes are reviewed. Keep those responsibilities clear even when the supplier maintains the item data.

Catalog purchases still belong to a wider process: request, approval, purchase order and invoice.

Catalogs in the Purchases workspacePurchase order softwareBudget to payment

Frequently asked

A punchout catalog lets a buyer select items on a supplier's website and return a cart to a procurement system. Approval and order creation depend on the buying process and the systems involved.

A hosted catalog is maintained inside a procurement system. A punchout catalog is maintained on the supplier's website. The choice depends on the assortment, maintenance responsibilities and system compatibility.

A catalog whose item information and prices are maintained by the supplier. It may be shared with multiple buyers or tailored to a specific customer.

No. These are general catalog models, not a list of Tail Sourcing features or plan inclusions. Check the product pages for the available functionality.

A catalog identifies items and prices; it does not replace the buying organization’s approval policy. The team decides which checks a purchase needs.

Not necessarily. An organization may use different catalog models for different categories, depending on maintenance needs and system compatibility.
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