What is a Catalog in Procurement?

In procurement, a catalog refers to a digitized listing of frequently purchased, standardized items, typically C-items (low-cost, non-critical goods such as office supplies, cables, or cleaning materials). Catalogs simplify recurring purchases by enabling buyers to select pre-approved items directly within an e-procurement system - similar to a B2B version of Amazon-style shopping.

Catalog sourcing reduces maverick buying, speeds up procurement cycles, and ensures compliance with negotiated prices and suppliers.

Why Are Catalogs Important in E-Procurement?

Catalogs enable procurement teams to:

• Automate and streamline purchasing for non-strategic items
• Ensure price compliance and reduce off-contract spend
• Improve transparency and control over tail spend
• Simplify the ordering process for internal stakeholders
• Reduce manual data entry and administrative workload

Catalogs are a key driver for operational efficiency and cost savings - especially in decentralized organizations.

Types of Catalogs

Static Catalogs (CIF): Hosted on the buyer's procurement platform, uploaded periodically, less frequently updated
PunchOut Catalogs: Hosted on the supplier's website, dynamically accessed via e-procurement system
Hybrid Catalogs: Combine static content for pricing + dynamic PunchOut for real-time availability or configuration

What is a PunchOut Catalog?

A PunchOut catalog enables buyers to access a supplier's external webshop directly from within their e-procurement system. Users "punch out" to the supplier site, configure products, and return the shopping cart data back to their procurement platform for approval and ordering.

Benefits of PunchOut:

• Real-time pricing and availability
• Custom configurations (e.g. hardware bundles)
• Reduced catalog maintenance for the buyer
• Streamlined user experience

Mercanis supports PunchOut integration with leading suppliers and marketplaces.

What is CIF - Catalog Interchange Format?

CIF is a standardized file format (usually CSV or Excel-based) used to upload static catalogs into procurement systems. It includes product IDs, descriptions, unit prices, images, and categories.

CIF is ideal for:

• Long-term price agreements
• Items with low variability
• Environments where updates occur on a monthly or quarterly basis

Limitations: CIF files require manual or batch uploads and lack real-time availability or configuration features.

What is cXML - Commerce eXtensible Markup Language?

cXML is an XML-based protocol that enables electronic communication between procurement systems and supplier catalogs. It is often used in:

• PunchOut sessions (real-time cart handover)
• CIF catalog exchange (upload/download automation)
• Order and invoice transfer (PO, ASN, invoice via cXML)

Thanks to cXML, catalog data and transactions can flow seamlessly across platforms, reducing manual effort and increasing data accuracy.

Conclusion: Catalog Management as a Procurement Accelerator

Catalogs are a powerful tool for digital procurement teams seeking to reduce friction in the purchasing process. Whether using static CIF files or dynamic PunchOut connections, catalog automation drives consistency, transparency, and cost control - especially in high-volume, low-risk spend categories.