Catalog Synchronization (Punch-Out)

Introduction

In the context of electronic procurement, the integration of external catalogs plays a crucial role in efficiency and user-friendliness. So-called “catalog synchronization” – also known as “punch-out” – refers to a method that allows buyers to access real-time data from a supplier catalog directly from within the ERP or eProcurement system. Control remains within the internal system, while content is managed externally.

Definition

“Punch-out” is a standard procedure where users temporarily leave the eProcurement system during the ordering process to access a web-hosted catalog. After selecting the desired products, item data including prices and specifications are automatically transferred back into the internal system – without media discontinuity. Communication typically relies on standardized protocols such as cXML or OCI.

Relevance in eProcurement

For companies, punch-out offers an efficient way to leverage up-to-date product information and custom pricing directly from suppliers without the need to maintain internal catalogs. At the same time, approval workflows, budget checks, and order processing remain fully embedded within the internal system. Suppliers also benefit from this approach, as they can update catalog content and assortments flexibly.

Typical use cases include indirect procurement, especially with large catalog vendors (e.g. office supplies, IT components, spare parts).

Conclusion

Catalog synchronization using punch-out is a proven way to simplify procurement processes while ensuring high data quality and up-to-date catalog content. In modern eProcurement environments, it serves as a key interface between ERP systems and suppliers.