Documentation/ Master records and catalogues/ The external product catalogue

The external product catalogue

The external catalogue is your own list of items, with the code you use for each one. You upload it once from an Excel file and, when you link a line to your item, the line ends up carrying your code.

Database › External product catalogue

Who it is for

It is for you if you keep your own list of items —in management software or in a spreadsheet— and you want the lines of your delivery notes and invoices to carry your code.

The catalogue lives in Dijit. The codes you put in are the ones from your software, and Dijit neither invents them nor checks them against it: it keeps them, writes them on the lines and carries them into the files you generate.

The menu entry appears when your management software is not connected directly to Dijit. If it is, the items come from your software and the line is linked against its own list, as your software's page explains.

Uploading your list from Excel

1. Go to Database › External product catalogue.
2. Press Import. Import catalogue from Excel opens.
3. If you have no Excel file ready, press Download template and fill it in.
4. Press Choose Excel file and pick your file. Dijit tells you how many rows it found.
5. Say which column of your Excel goes to each field. The code and the name are required; the rest is optional. If either is missing, you get "Choose the code column and the name column."
6. Confirm. When it finishes you see the result: Received, Created, Updated and, if there are any, Skipped rows with the reason for each one.

You can import as often as you like, for instance every time you add new items in your own software.

The Excel columns

Family here is free text, not a dropdown: it has nothing to do with the families in the product master. Write it the same way every time if you mean to group by it.

The rules of the import

• The code is the key. If that code is already in your catalogue it is updated; if not, it is created.
• Nothing is deleted. Anything not in the file stays as it was.
• An empty cell does not erase data that was already saved.
• A repeated code lets the first row through; the others come back under Skipped rows, with the reason.

If the Excel file has no data, Dijit says "The file has no rows." and imports nothing.

Adding an item by hand

On the same screen you can create, edit and delete items one at a time, and download the whole list with Export.

1. Press New Product.
2. Fill in the fields. They are the same as the Excel columns.
3. Save. The confirmation is "Product created successfully".

The search box on the screen finds items by name, SKU or reference, and each column has its own filter and sort as well.

Linking a line to your item

Document › items tab › line › ERP item assignment

1. Open the document and go to its items.
2. On the line, press the ERP item assignment button.
3. In Catalogue item, type part of the code or of the name and pick yours from the list.
4. Save.

What stays on the line is your code, in the ERP reference code field. That field also takes the code typed in by hand, without going through the catalogue.

From that link onwards, the lines of that same item from that same supplier arrive with your code already in place. The lines that were already there without a code stay as they were: those you link one by one.

You doing it the first time is not a reading failure: it works that way in every integration, and there are four concrete reasons why no system can get that match right on its own.

The places your code shows up

• On the document line, inside the ERP item assignment window, in ERP reference code.
• In the Excel export of lines, so you can take it to your spreadsheet or to your software.
• In the files you generate for your software when the link works through files, such as the Factusol one.

The catalogue on sales documents

On some accounts this same catalogue feeds the description and packaging dropdowns on the lines of sales delivery notes: instead of typing the name on every line, you pick it from the list and the description always comes out written the same way. Those dropdowns also take a value that is not on the list, and when the reference has a single packaging, the packaging fills itself in.

Keeping the catalogue up to date

• One code per item. Two entries with the same code cannot live side by side: the second updates the first.
• Upload only what changes. There is no need to send the whole list every time.
• Check the VAT when a rate changes: it is kept here as a written percentage, and it does not update itself.
• Retire what you no longer sell. The Delete button takes several ticked items at once.
• Use the notes for what does not fit in a field: equivalences, reminders for whoever fills the document in.

Common situations

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Last reviewed: 21 October 2026 · The Dijit.app team