Audience: Supplier / Dealer

Read time: 20+ min

Contents: Full article detailing all Supplier / Dealer capability in Buildxact

This article is quite comprehensive and has been broken up into several sections for navigation. Click any of the links below to jump to that section of the text.


Overview

Buildxact has expanded upon the Catalog capability within the platform to allow publishing and management of product catalog and pricing data by suppliers and dealers. This capability allows suppliers or dealers to publish both ‘Public’ and ‘Managed’ catalog data to the Buildxact platform. Public catalogs are accessible to all Buildxact subscribers (e.g. ranging catalogs, RRP, etc), whilst Managed catalogs would be able to be targeted to specific Buildxact subscribers (e.g. regional pricelists, account specific pricelists). This document provides an overview of this intended design and how it applies to various scenarios and use cases.


Guiding Principles

The following principles guide the design of this capability:

  • Generic capability for all Suppliers and Dealers: we intend to provide generic capability that many suppliers or dealers can choose to leverage to integrate with the Buildxact platform. This means that the Buildxact Platform will defer from including any supplier or dealer-specific structures or nomenclature. Whilst suppliers and dealers may refer to ‘Contract’, ‘Tiered’, and ‘Regional’ pricing, as examples, the nuances of these are different across Suppliers / Dealers. As such, we will refrain from using these terms.

  • Manual use cases prioritised first: Managing catalogs through the platform represents an opportunity to quickly accelerate onboarding suppliers and dealers. Having established and validated the manual use cases, each of the use cases provided within the platform will be underpinned by full API support to allow Suppliers and Dealers to manage catalogs at scale.


Catalog Structure

Catalog Items can include the following attributes:

Attribute

Description

Supplier Code

The item code the supplier applies to an item

Description

The name of the item

Unit Cost

The cost EXCLUDING TAX of the item

UOM

How the item is measured/purchased.

This is the main UOM

Category

The main grouping of an item

SubCategory

The secondary grouping of an item

Cost Item Type

What type of item is this?

This can be Material, Labour, MatLab, Equipment, Subcontractor

If you leave this blank, we default to Material

UOM Min Order Qty

What is the minimum quantity (based on the main UOM) of this item which can be ordered

UOM Order Increment

In what increment (based on the main UOM) can this item be ordered

Alternative UOM 1

How else can this item be measured beyond the main UOM

Alt UOM 1 Conversion

How many of the main UOM fit in UOM Alt 1

Alternative UOM 2

How else can this item be measured beyond the main UOM

Alt UOM 2 Conversion

How many of the main UOM fit in UOM Alt 2

Manufacturer Code

Item code as set by manufacturer

Manufacturer Description

Item name as set by manufacturer

Manufacturer Range

Item grouping/category as set by manufacturer

Manufacturer RRP

Recommended retail price as set by the manufacturer (based on main UOM)

Image Url

URL for the image of the item

Datasheet Url

URL for the brochure/datasheet for this item

Instructions Url

URL for installation instructions for the item

Item Details Url

URL for additional item details

More information on loading a catalog can be found here:


Catalog Scope

The Catalog Scope attribute provides the suppliers and dealers with control over who can access the catalog. Suppliers and dealers will be able to set a catalog to Public, Managed or Hidden.

Public Catalogs

Any Buildxact user (including subscribers and trials) will be able to initiate a connection with the supplier or dealer and subscribe to Public catalogs. Public catalogs are designed to provide non-sensitive catalog data to the Buildxact ecosystem and are an opportunity for a suppliers or dealer to generate awareness and goodwill with their customers on the Buildxact platform (e.g. Ranging catalogs, Sample recipes, etc).

Managed Catalogs

Only those Buildxact users that have been explicitly granted access to a Managed catalog can subscribe to and utilise this data. Suppliers and dealers will nominate which Buildxact users can access each Managed catalog. Managed catalogs are designed to allow suppliers and dealers to provide catalog data to known customers (e.g. Account specific pricing, promotional pricing, etc).

Hidden Catalogs

Buildxact users cannot subscribe to or utilise hidden catalogs.


Catalog Lifecycle

A catalog progresses through the following lifecycle, this will affect the visibility of the catalog.

  1. Draft: Initial status of a new catalog

  2. Published: Published catalogs are made available as per the Catalog Scoping rules

  3. Expired: Expired catalogs are no longer valid, but are made available for historical and linking purposes

  4. Archived: catalogs are archived once they are no longer required


Supplier and Dealer Onboarding

As a first step, a supplier or dealer will be required to complete an integration request form detailing some basic information including branding and support details. For example:

  • Suppliers or dealer name / brand

  • Suppliers or dealer / branding statement

  • Contact details

This information will allow Buildxact to present the suppliers or dealer within the integrations panel for Buildxact users to discover and request connection with.


Catalog Loading

A supplier or dealer will commence setting up their supplier or dealer account by loading catalog data. As a builder does, the supplier or dealer will create a new catalog within the Buildxact platform and use the import capability to upload catalog items in bulk.

More information on loading a catalog can be found here:

Once uploaded, the supplier or dealer can review the catalog details and edit catalog items from within the platform.

Item Catalogs

Buildxact currently includes item catalogs, which represent items a Builder can order / use within an estimate. The display, import, and update of these items will be enhanced to ensure the best possible experience for the user. The recent introduction of the supplier or dealer code is an example of the extension to the existing item data model.

Recipe Catalogs

Buildxact will also introduce the ability to manage recipes within catalogs. This provides an opportunity for suppliers or dealers to author and make available recipes based on their item catalogs, and to share and make recipe catalogs available to their customers. The introduction of recipe catalogs will also see the introduction of recipe uploads.


Connection Requests

Through Buildxact, builders will be able to request a connection with a supplier or dealer which will give access to the supplier or dealers catalogs for use within the system. The supplier or dealer maintains full control over who has permission to access their catalogs.

Connection Requests

Buildxact users, having discovered an integration for a supplier or dealer, will be able to request a connection.

The connection request will include details of the requesting Buildxact user (Requestor name, Business name, address, contact details, email address, etc), along with an identifying reference that is meaningful and specific to the supplier or dealer (e.g. Account #, Reference #, etc).

Submitting the connection request will send the request to the supplier or dealer and add the Buildxact user as a client within the supplier or dealers Buildxact instance. The supplier or dealer is then able to view the details of the client, their connection requests, and any catalogs available to them.

Managing Connection Requests

Once a connection request has been submitted, the supplier or dealer will receive an p notification in-app and an email (sent to the main email on the account) to advise of the pending request. Suppliers and dealers will be able to view a list of connection requests requiring action, view their details, and choose whether to approve or decline the request. Once actioned, the Buildxact user will receive a notification to advise that the connection is now ready to use. The supplier or dealer can also view the connection status of a client at any time within Buildxact, and will have the opportunity to revoke the connection if necessary.


Catalog Access

All scenarios involving who can access a certain catalog are fulfilled by using the “Catalog Scope” attribute. Any Buildxact user will be able to initiate a connection with the supplier or dealer and subscribe to Public Catalogs, however the supplier or dealer must explicitly grant access to a Managed Catalog.

Assigning access to Managed Catalogs

Buildxact will introduce the ability for suppliers and dealers to manage access to their Managed Catalogs. Access will be able to be managed on a per client or per catalog basis. By navigating to a client inside Buildxact, the supplier or dealer can see their details, including an identifying reference provided by the client (eg. Account number) and is granted visibility of which catalogs that client can access. From here, the supplier or dealer can add additional catalogs or revoke access if necessary.

In the majority of cases, we expect suppliers and dealers to manage access to their catalogs in bulk. This can be done through the catalogs Access Control List. The supplier or dealer will be able to select a catalog and upload a list of identifying references (e.g. Account Numbers) that should be given access to that catalog. The system will then match the references to any Buildxact users who have an existing connection with the supplier or dealer and grant them access to the catalog.

Additionally, there may be Buildxact users on the uploaded list who have not yet requested to connect with supplier or dealer. When a user submits a connection request that contains a reference number from the Access Control List, they will be given access to the catalog.

Subscribing to Published Catalogs

Once the supplier or dealer accepts the connection request, any relevant published catalogs will be visible to the Buildxact user. All Public Catalogs will be automatically visible to the connected Buildxact user, however the supplier or dealer will need to grant the user access to any Managed Catalogs. If access has been granted to a Managed Catalog, the Buildxact user will see that catalog in their list of available catalogs and can subscribe.

The Buildxact user chooses to ‘Subscribe’ to a published catalog, which then includes this catalog for use within their tenant. We may decide to automatically subscribe users to published catalogs in order to make this process more seamless, and allow Buildxact users to ‘unsubscribe’ if required.


Notifications

The connection between supplier or dealer and Buildxact users will require a method for notifying the relevant users of changes and items requiring action. This will be accomplished through the combination of notifications inside the application, as well as by email.

New Connection Requests

When a supplier or dealer receives a connection request from a Buildxact user, it is important to assist them with actioning the request as quickly as possible. To do this, Buildxact will provide a notification when there is a new connection request awaiting approval. In the first instance, these notifications will be provided by email, and the supplier or dealer will also see a notification badge inside Buildxact. The Buildxact user will receive a notification by email and a badge on their Integrations menu when their connection request has progressed.

New Published Catalogs

When a Supplier or dealer publishes a new catalog, Buildxact users connected to that supplier or dealer should be notified. Inside Buildxact, the user will be presented with a badge on their Integrations menu to show there is something new. This is a standard method used throughout Buildxact to draw the user's attention to items to be actioned.


Typical Use Cases

The following are typical use cases which are covered by the designed functionality.

Publishing a regional price list

  1. Supplier or dealer loads catalog for Victorian region

  2. Sets catalog scope to Managed

  3. Assigns access to all customers in Victoria by uploading file of all Victorian account numbers

  4. Supplier or dealer publishes catalog

  5. Builders with a matching account number in their connection request record are notified of the availability of a new catalog

Publishing account specific pricing

  1. Supplier or dealer loads catalog for a specific customer. Only contract price items are loaded.

  2. Sets catalog scope to Managed

  3. Assigns access to specific customer account number

  4. Supplier or dealer publishes catalog

  5. Builder with the matching account number in their connection request record is notified of new catalog

Tiered pricing with different discount levels

  1. Supplier or dealer loads separate catalogs with pricing for each discount tier

  2. Sets catalog scope to Managed

  3. Assigns access to customers within specific tiers by uploading a file of all account numbers within that tier

  4. Supplier or dealer publishes catalog

  5. Builders with a matching account number in their connection request record are notified of the availability of new catalog

Supplier or dealer provides a list price catalog for ranging purposes

  1. Supplier or dealer loads list price catalog

  2. Sets catalog scope to Public

  3. Supplier or dealer publishes catalog

  4. Builders request a connection with the supplier or dealer

  5. Upon connecting to the supplier or dealer, builders will be able to see the list price catalog

  6. Builder subscribes to catalog

  7. Builders who are subscribed to the list price catalog can use its items in their estimates/jobs


Further Support

For any other questions please reach out to us at [email protected] or speak with your assigned representative.

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