MRO Catalog and Guided Buying Starter Kit

If MRO spend is mostly spot buys, you do not have a system. You have firefighting.

This starter kit helps you move repeat purchases into a controlled flow:

• define what belongs in the catalog first
• pick the minimum viable vendor and pricing approach
• define guided buying rules and exceptions
• install simple governance so the catalog stays useful

What you will produce

1. A starter catalog scope list (what goes in first)
2. Vendor price list template and update cadence
3. Guided buying rules and exception triggers
4. A simple approval matrix for non-catalog buys
5. A monthly catalog governance meeting agenda

Step-by-step implementation

Step 1: Start with repeat buys, not everything

Beginner-safe rule:

• start with the top 50 to 200 items by frequency or total dollars

Good starters:

• filters, belts, bearings
• PPE and consumables
• standard fasteners
• common replacement parts
• basic tools and supplies

Avoid starting with rare items that require engineering judgment.

Step 2: Define your catalog item minimum data

Every catalog item should have:

• item name and description
• manufacturer part number (if applicable)
• vendor SKU
• unit of measure
• price
• lead time estimate
• approved alternatives (optional)

Step 3: Decide how pricing will work

Beginner-safe options:

• negotiated fixed price list updated quarterly
• discount off list price with audit rights
• preferred supplier with service level expectations

Pick one option you can enforce.

Step 4: Implement guided buying rules

Rules to install:

• preferred vendor first
• approval required for non-catalog buys above a threshold
• documented reason required for spot buys

Step 5: Install governance

Monthly (30 minutes):

• new items requested
• top spot buys to convert to catalog
• price list updates
• exceptions review and root causes

Templates

A) Starter catalog scope list (copy/paste)

Copyable template (TEXT)
Copy
MRO Catalog Starter Scope

Include first:
- top repeat items by frequency
- safety-critical consumables
- items with large price variance across vendors
- items that frequently require expedited shipping

Exclude initially:
- unique engineered components
- items requiring design approval
- one-time project materials

Owner:
Cadence:

B) Vendor price list template (copy/paste)

Copyable template (TEXT)
Copy
Vendor Price List Template

Vendor:
Effective date:
Contact:

Columns:
- Item name
- Manufacturer part number
- Vendor SKU
- Unit of measure
- Unit price
- Lead time
- Minimum order quantity
- Freight terms
- Notes

C) Guided buying exception request (copy/paste)

Copyable template (TEXT)
Copy
MRO Purchase Exception Request

Requester:
Site:
Item needed:
Why not in catalog:
Vendor requested:
Estimated cost:
Urgency (routine / urgent / emergency):
Approval requested:
Notes:

D) Monthly governance agenda (copy/paste)

Copyable template (TEXT)
Copy
Monthly MRO Catalog Governance (30 minutes)

1) Catalog adoption metrics (percent of spend in catalog)
2) Top spot buys to convert to catalog
3) Price variance hotspots
4) Expedited shipping and rush fee drivers
5) Additions, removals, and vendor updates