Product: Dynamics 365 For Finance and Operations
Article Link: https://help.truecommerce.com/en/articles/16735722-dynamics-365-for-finance-and-operations-configuring-an-inventory-catalog
The Catalog in Dynamics 365 For Finance and Operations is an outbound transaction that communicates your inventory levels and product availability to your Trading Partners. When a Trading Partner requires up-to-date inventory data, a catalog — typically sent as an Inventory Inquiry/Advice (846) — is generated from your system and transmitted automatically.
Setting up a Catalog requires two separate configurations: a Catalog Query, which defines which items are included in the catalog, and a Customer Cross Reference, which connects that query to a specific Trading Partner and controls how the catalog is processed and sent.
Setting Up a Catalog Query
A Catalog Query defines which items from your system are pulled into the outbound catalog. To begin, open the Catalog Queries screen within the EDI module.
Navigate: EDI → Accounts Receivable → (Setup) → Catalog Queries
Enter: a name for the query
Select: a Query Type from the available options (see below)
Query Types
The following standard query types are available when setting up a Catalog Query:
Query Type | Description |
All ERP Items | Pulls all items from your ERP system into the catalog. |
Items with ERP External Item Code | Pulls items that have external item codes with external item descriptions. The Item-Customer Group from the customer card's Sales Order Defaults is used to match a group selection in the external item description. |
Override Query Types
Override queries provide more advanced or customer-specific filtering options. These include:
Override Query Type | Description |
TCCatalogAXExtBatchItems | Allows for additional batch filter criteria beyond the standard query types. |
Items with AR EDI Item Cross Reference Override | Pulls items using an Accounts Receivable (AR) EDI Item Cross Reference override. |
Items with AR EDI Item Cross Reference with Customer Level Override | Pulls items using a customer-level override applied to the cross reference. |
Items with Any EDI Item Cross Reference (Any Override) | Pulls items matching any EDI item cross reference override on file. |
Items with Customer Trade Agreements | Pulls items based on customer trade agreements. The Item Group from the customer card's Sales Order Defaults is used to match a group selection within the trade agreement. |
Filters & Preview
After selecting a query type, you can define filters to refine which items are included or excluded from the catalog:
Include — Adds matching items to the catalog.
Exclude — Removes matching items from the catalog.
Items are pulled based on available inventory records. If an item is warehouse-enabled, the quantity on hand is sourced from the Quantity On Hand form.
Before saving, use the Preview option to verify the query is returning the expected items.
Select: Preview at the top of the screen
Review: Items returned to confirm the results meet your requirements
Select: Save
Close: the Catalog Queries window
Setting Up the Customer Cross Reference
Once your Catalog Query is configured, you'll need to link it to a Trading Partner through the Customer Cross Reference. This is where catalog types, workflows, maps, pricing options, and retention settings are defined.
Navigate: EDI → Accounts Receivable → Customer Cross Reference
Select: Outbound
Expand: Catalog Types
Select: New
Enter: a name for the catalog type, then click off the field to make the remaining configuration options available
Item Selection Query
Select: the Catalog Query created in the previous step as the Item Selection Query. This connects the query to this catalog type so the system knows which items to pull when a catalog is generated.
Workflows & Maps
Workflows control how the catalog is processed before and after generation. Set the following:
Select: Pre-Workflow — OutboundCATWF1
Select: Post-Workflow — OutboundCATWF2
Next, select the appropriate map for your Trading Partner:
Partner-Specific Map — Use when the Trading Partner requires a custom-formatted catalog output.
Generic Map — Use when no partner-specific formatting is required, such as when using Transaction Manager Online (TMO).
Inventory Quantity Settings
Configure the following fields to control how inventory quantities are reported in the catalog:
Field | Description |
Minimum Quantity On Hand | The minimum stock level an item must have to be included in the catalog. |
Minimum Mapping Quantity | The minimum quantity value to be mapped to the outbound catalog file. |
Inventory Reserve Percentage | A percentage of on-hand inventory to reserve and withhold from the quantity reported to the Trading Partner. |
Set Quantity | Sets a fixed quantity value to report. Set to 1 to indicate items are in stock without reporting exact quantities. |
Pricing Options
Select how pricing is determined and included in the catalog. Choose the option that best matches your Trading Partner's requirements:
Pricing Option | Description |
Do Not Calculate Prices | Excludes pricing from the catalog entirely. Use this option to improve processing time when pricing is not required by the Trading Partner. |
Discounted ERP Price | Uses the Trade Agreement price from your ERP system. |
ERP Base Sales Price | Uses the base sales price defined in your ERP system. |
Cross-Reference | Uses the TrueCommerce item cross-reference price. |
Sales Line Price | Uses the price set directly on the sales line. |
Sales Line Price with Groups | Uses the sales line price when group price line discounts are applied. Recommended when catalog pricing involves group discount structures. |
Catalog Retention Hours
Enter: the number of hours you want the catalog view and edit details to remain accessible within Catalog Maintenance. Once this period expires, the catalog details will no longer be available for review or editing.
Catalog Retention Hours is only configurable at the Customer Cross Reference level and cannot be set at the system or company level.
Additional Resources
rev 08/28/26