The Off-Catalog Queue is where items sold before they existed in inventory get turned into real products and ordered in. Find it under Inventory, Off-Catalog Queue. The sidebar shows a count of items waiting.

Each item in the top section is waiting to become a product. Click Resolve and choose one:

  • Create new product: opens the full Add Product form, prefilled with the description, price, and cost. Fill in SKU, brand, category, and anything else, then save. The new product links back to the invoice and the item clears from the queue.
  • Match existing: if the item is really a product you already carry, search for it and select it.
  • Dismiss: for something that is not a part you will ever order, such as a fee, a shipping charge, a customer-supplied part, or a mistake. Dismiss requires manager permission.

**Choosing between Create new product and Dismiss**

This is the choice that matters most, because Dismiss ends the chain. A dismissed item never reaches the sourcing list and can never be put on a purchase order, so if it is a part you still have to buy, Dismiss is the wrong button.

If you do not stock the item and never will, but you do have to order it for this customer, use Create new product and leave the "One-off item, not stocked" box ticked. It is already ticked for you. The item is set up properly so it can go on a purchase order with its part number, but it stays out of your product searches and your Products list, so ordering one-offs never clutters your catalog. See Ordering a Part You Do Not Stock.

Save Dismiss for things that are genuinely not orderable parts.

Once resolved, any item not already in stock moves to the Resolved section for items awaiting sourcing, grouped by vendor. Click Create Purchase Order for a vendor and the platform drafts one purchase order covering every awaiting-sourcing item from that vendor, so you never make separate orders to the same supplier. The draft opens so you can add anything else, then submit and receive it as normal.

When the purchase order is received (or you matched the item to a product already in stock), the original salesperson is notified that the item is ready for pickup. Open the invoice and click Post at Pickup to finalize the sale and remove the item from stock. An invoice cannot be posted until every off-catalog item on it is resolved.

If you use Team Hub, resolving an item is assigned as a task to your inventory manager, and a ready-for-pickup task goes to the salesperson when the item comes in. Both close automatically as you work through them. To choose who gets these resolve tasks, open an employee record (Employees, edit) and turn on Inventory Manager. Any employee can be designated; it is not a role. If no one is set, the task goes to a store manager or owner.