File Based Item Import Process

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1 File Based Item Import Process File Based Item Import for Non-PIM Cloud Customers Rel 11 O R A C L E W H I T E P A P E R N O V E M B E R

2 Disclaimer The following is intended to outline our general product direction. It is intended for information purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality described for Oracle s products remains at the sole discretion of Oracle. NOTE: This revenue recognition disclaimer is required for any white paper that addresses functionality or products that are not yet generally available. Most white papers will NOT need this disclaimer. To determine whether your paper requires this disclaimer, read the revenue recognition policy. If you have further questions about your content and the disclaimer requirements, To remove both the disclaimer and the page that it appears on, first display hidden characters by clicking on the Paragraph icon on the Home toolbar. Notice that there is a section break displayed as a double-dotted line at the bottom of this page. It is a small, square icon that appears to the left of the Quick Style Gallery. Highlight all the text on this page and press the Delete key. Continue to press Delete until the page disappears and your cursor is on the Table of Contents page. Be sure not to remove the section break, or the formatting of the title page will be incorrect. Delete this note before publishing. [O.FOOTER] ENTER TITLE OF DOCUMENT HERE

3 Table of Contents Disclaimer 1 Table of Contents Disclaimer 1 0 Introduction 1 Item Import Process 1 Download import template from Oracle Enterprise Repository 2 Steps to download the template 2 Enter data in Tabs within the ItemImportTemplate.xslm template file 5 Generate CSV (zip file) 8 Move Data into the Item Management Interface tables 12 Import the Data to Item Management Production Tables 16 Purge Item Interface Tables 19 Security Information 20 Functional Security for uploading data to UCM 20 Data Security to access the UCM Folder 21 FAQs 25 What are the item entities that can be imported using FBDI templates? 25 How can I import items for child orgs? 26 What values should be passed for KFF fields Sales Account, Expense Account? 26 How can I import Buyer associated with the item. 26 Best Practices 26 Do not submit parallel process 26 Conclusion 26 [O.FOOTER] ENTER TITLE OF DOCUMENT HERE

4 Introduction Item Import management offers a set of features that enable users to import items and its data elements such as product structures, packaging hierarchies, catalogs/categories, item relationships, and item associations. Items can be imported into Fusion Applications in following ways: 1. Direct SQL insert into open interface tables 2. ADFdi Spreadsheet Integration 3. Structured CSV Import for Cloud 4. Unstructured CSV/XML import using Import Maps 5. Web Services Oracle Fusion Product Hub (FPH) on-premise customers can leverage all of the above methods to import items. However, customers using the Oracle Fusion Product Hub Cloud Service (FPH-Cloud) do not have access to directly update the database tables and hence cannot use direct SQL insert method. Some customers may still need to import items for use in other products like Oracle Fusion Sales Cloud, Oracle Fusion Purchasing etc., but are not explicitly licensed for Oracle Fusion Product Hub. These customers have an implicit license to use Oracle Fusion Product Model, which provides the basic functionality to create an item for use in their licensed products. Customers with implicit license for Oracle Fusion Product Model can import items using the following methods only: Direct SQL insert into open interface tables (Not available for SaaS Cloud customers) Structured CSV Import Web Services (Fusion Applications Release 8 and above) As with FPH-Cloud, cloud customers with implicit license for Oracle Fusion Product Model, do not have access to database and hence cannot use direct SQL insert method. This white paper details the steps to import items using the Structured CSV method only. Intended audience is any user trying to import items in Oracle Fusion Applications. Item Import Process The import of items data requires data to be uploaded from the customer site, through firewalls to a common location in the Oracle Cloud and moved into the item management interface tables located in the Oracle Cloud environment. Once the data is loaded into the Item Management interface tables, the import process will validate the data, perform the operations (create or update) indicated in the load files and move the data to the production tables. Since direct interface to the application tables is not allowed in the Oracle Cloud environment, the import item process provides the steps to allow the data to be loaded into the interface tables without compromising security. 1 ENTER TITLE OF DOCUMENT HERE

5 The following is an overview of the item import process: 1. Download import template from Oracle Enterprise Repository 2. Enter data in Tabs within the ItemImportTemplate.xslm template file 3. Generate CSV (zip file) 4. Upload to Oracle Universal Content Management 5. Move the data into Item Management interface tables using a scheduled process. 6. Import data to Item Management product tables using a scheduled process. 7. Purge Item Interface table data. ======================================================================================= Oracle Fusion Applications provides various ways to integrate its functional capabilities with other Oracle applications as well as third party and legacy applications. The Oracle Enterprise Repository (OER) for Oracle Fusion Applications is a one-stop shop for discovering the metadata for Oracle Fusion Applications and provides the artifacts used for such integrations and for use in implementations. Download import template from Oracle Enterprise Repository In this step, the XLSM template for item file based data import is downloaded to the User s desktop. The template will be used to generate the CSV spreadsheets that will be used to upload item data to the standard repository in the Oracle Cloud. Each Item Management interface tables are represented as separate worksheets (tabs) in the file. Steps to download the template Use link to navigate to Oracle Enterprise Repository (OER) ENTER TITLE OF DOCUMENT HERE

6 Click on the Use under Tasks in the Menu. Click on the Import file-based data, under Do the Basics. Click on the File Based Data Imports. The region expands and lists all the objects available for import. 3 ENTER TITLE OF DOCUMENT HERE

7 Click on ITEM_IMPORT. 4 ENTER TITLE OF DOCUMENT HERE

8 In the File links section of ITEM_IMPORT, download the XLSM template by clicking the link using the right mouse button and using the Save Link As to save the link to the desktop as the ItemImportTemplate.xlsm. Go to the desktop location where you saved the ItemImportTemplate.xlsm file to and open this link by clicking on the link. The file should open in Microsoft Excel. Enter data in Tabs within the ItemImportTemplate.xslm template file The ItemImportTemplate.xslm template file contains multiple tabs, each a worksheet. The first tab Instructions and CSV Generation contains the instructions for using the template and generating the CSV ZIP file. Ensure you read through this page carefully. The other tabs, also called Control Files correspond to each of the Item Management interface tables. Each work sheet or control file corresponds to an interface table. For example: the tab named: EGP_SYSTEM_ITEMS_INTERFACE corresponds to the interface table used for import of items. Extensible Flexfields are not supported for customers not licensed for Oracle Fusion Product Hub (On premise or Cloud Services). Hence, tables with %EGO% in the table name are not supported for Oracle Fusion Sales Cloud or Oracle Fusion Procurement only customers. 5 ENTER TITLE OF DOCUMENT HERE

9 Instructions Important considerations for the template file (please also read the instructions in the Instructions and CSV Generation Tab): 1. Each interface table is represented as a separate Excel sheet. 2. The interface table tabs contain sample data, that can be used as a guideline to understand how to populate the fieds 3. The first row in each sheet contains column headers that represent the interface table columns. The columns are in the order that the control file expects them to be in the data file. 4. Each column header contains bubble text about the expected data type and, in some cases, instruction text. If you cannot read the complete bubble text, right click in the header cell and select Edit Comment. Now that the bubble text is in edit mode, you can expand the text box containing the bubble text. 5. You must enter data that conforms to what the control file can accept and process for the associated database column. Columns have been formatted, where applicable, to match the expected data type to eliminate data entry errors. 6. Date fields must be entered in YYYY/MM/DD format. 7. Amount columns must not contain a thousand separator and must use a period (.) as the decimal separator. 8. Columns that must be whole numbers have data validation to allow only whole numbers 9. For columns that require internal ID values, refer to the bubble text for additional guidance about finding these values. 10. Do not change the order of the columns in the Excel sheets. Changing the order of the columns will cause the load process to fail. 11. Do not delete columns that are not used. Deleting columns will cause load process to fail. You can hide columns that you do not intend to use; if needed, during the data creation process, but please reset to unhidden before upload. The user enters the data into the tabs in the ItemImportTemplate.xslm template file based on the object type. For example: the users exports or extracts data from their internal systems and determines which items from their internal system will be imported. The user will review the EGP_SYSTEM_ITEMS_INTERFACE tab column headers to determine the required data and formation, and enter the data into the columns in the spread sheet with a row in the spreadsheet corresponding to an item that they want to import. In some cases the data from the internal systems might require modifications to conform to the formats used in the work sheet. Item Management supports the import to the following interface tables: EGP_SYSTEM_ITEMS_INTERFACE. This interface table corresponds to Item operational attributes and Item organization assignments. The operational attributes are listed in the sheet and user has to provide values for these. EGP_ITEM_REVISION_INTERFACE This interface table corresponds to the item revision and other metadata related to item revision information. Revision level metadata information has to be optionally listed. EGP_ITEM_CATEGORIES_INTERFACE This interface table corresponds to the Item catalog category assignments and its detail. 6 ENTER TITLE OF DOCUMENT HERE

10 EGP_ITEM_RELATIONSHIPS_INTF This interface table corresponds to various item relationships associated with the item and its metadata. Various relationships include Related Items, source system cross references, GTIN relationships, trading partner relationships and the details associated with each of them. EGP_TRADING_PARTNER_ITEMS_INTF This interface table corresponds to various trading partner item details. Trading partner items include Competitor item, Manufacturer item, Customer item and their details. Oracle Fusion Sales Cloud and Oracle Fusion Procurement customers NOT licensed for Oracle Fusion Product Hub (On premise or Cloud Services) will be entering the details in these sheets only. Some recommendations and tips to prepare and enter data: Refer to the bubble text on each column header for on the data and data type the column requires. For more information on each interface table, see Oracle Enterprise Repository for Oracle Fusion Applications, select Type=Tables. The ItemImportTemplate.xslm file contains sample data in each of the interface table Tabs, remove the sample data for tabs that are not used. Populate the following mandatory columns of all the interface tables: Item Number, Organization, Item Class, Primary UOM Some important columns in EGP_SYSTEM_ITEMS_INTERFACE table: Source System Code: Item Management has a seeded Source System Code: PIMDH that will be used for imports by default. Source System represent external systems to the Item Management and should be changed only for customers using Oracle Fusion Product Hub (On premise or Cloud Services), if needed. Others should use 'PIMDH' as the only source system. Item Class: Item Management seeds the Item Class called Root Item Class. Unless you are licensed for Oracle Fusion Product Hub (On premise or Cloud Services), this item class should be used to create items and for imports. (See note ) UOM columns, users can populate the UOM codes or the UOM Names. The UOM area created during initial setup of the environment using the Oracle Functional Setup Manager applications. The task to create the UOM is called Manage Units of Measure Organzation Code: Organizations are created during initial setup of the environment. Items are always created in a Master Organizations. The Master Organization is created in the Oracle Functional Setup Manager applications. The task to create item organizations is called Manage Item Organizations" 7 ENTER TITLE OF DOCUMENT HERE

11 Generate CSV (zip file) Once the data is prepared, click the Generate CSV button in the 'Instructions and CSV Generation' tab to generate the CSV file. This will create a zip file with all the CSV files, one CSV file will be generated for each tab in the ItemImportTemplate.xslm file. The system will prompt the user to save the file to the desktop location several times. The first request will save the ItemImportTemplate.xlsm file, the second will ask the folder where the ZIP file will be saved and the next set of Save requests will be for each of the interface tables data in the tabs A dialog will be displayed after all of the interface table tab content is saved. During the CSV ZIP file generation, the user only has to save the spreadsheets that contain data to be imported. Example The user wants to load an item: Open the ItemImportTemplate.xlsm file Click on the EGP_SYSTEM_ITEMS_INTERFACE tab and enter data Edit sample, enter the following values: Transaction Type=CREATE Batch ID =1000 (This is the value used when submitting Item Import) Item Number= (item number you are creating) Organization Code=(Master Item Organization) Description=(Description for the item you are creating) Source System Code= PIMDH Item Class=Root Item Class Primary Unit of Measure=(Unit of Measure for the item) Lifecycle Phase=(Lifecycle Phase Code assigned to Root Item Class) Item Status=(Item Status for the item you are creating) 8 ENTER TITLE OF DOCUMENT HERE

12 The remainder of the columns are Operational Attributes used by other products and values can be enter for each if required. Click on the Instructions and CSV Generation tab Click on the Generate CSV File button Save the CSV file that is generated to desk top location Select the desk top location for the CSV ZIP file that is generated Save the CSV file for the EgpSystemItemsInterface which contains the items that being created. Save the remainder of the CSV files if data is being imported in these files, otherwise you can cancel the saves for the unused interface files Review the ZIP file, you should see one CSV file in the compressed file for each interface table that you are loading data with. Upload CSV file generated UCM. The next step in the process is to upload the CSV zip file to the designated location in the Oracle Cloud, in this case a folder within the Oracle UCM system. UCM is an enterprise content management system that manages web content, documents, imaging management, and digital assets for the Oracle Fusion Applications. UCM will be used as standard location for file based data import files. 9 ENTER TITLE OF DOCUMENT HERE

13 Security Note: The user login used must have the correct functional privileges to support the upload of the CSV zip file to UCM and have access the UCM account scm/item/import. Please review the information in the Appendix of this document. To upload the file: Log into the Fusion application as the user with necessary privileges to upload file to scm/item/import. From the Navigator link in the top left hand corner of user interface, select File Import and Export action link under the Tools region. The File Import and Export UI page will be launched. On the File Import and Export page, click the create icon in the Search Result table header. The Upload File dialog will be launched. 10 ENTER TITLE OF DOCUMENT HERE

14 On the Upload file dialog Click on the Browse button, the File Upload selector dialog will be launched, where you select the ZIP file that you created for the import. Select the Account from the choice list. The Account value represents the UCM account and the specified UCM folder. The Account used for item import is scm/item/import. Click the Save and Close button to initial the uploading of the zip file to UCM. 11 ENTER TITLE OF DOCUMENT HERE

15 In File Import and Export user interface, the uploaded zip file will appear in the Search Results as shown in screenshot. The row in the Search Results table will provide information on the upload request and contains the Process ID for the request The upload may take several minutes or more based on the amount of data being imported and how many CSV files are in the upload. Refresh/Requery so that the search results will show the process ID. Move Data into the Item Management Interface tables Once the file (with data) is uploaded to UCM, use the scheduled process Load Interface File for Import to move this data from the UCM folder to the Item Management interface tables. From the Navigator link, select Scheduled Process action in the Tools Section 12 ENTER TITLE OF DOCUMENT HERE

16 Click on the Scheduled New Process button in the Search Result table header, the Schedule New Process dialog will be launched. In the Schedule New Process dialog select the following: (screenshot) Type=Job Name = Load Interface File for Import ( Use Search action at bottom of choice list) (Note: Search for Schedule Job nam is case-sensitive) 13 ENTER TITLE OF DOCUMENT HERE

17 Click OK button, the Process Details dialog will be launched. In the Process Details dialog, enter the following parameters: (screenshot) Import Process= Item Import Data File= (the name of the zip file uploaded to UCM) Click the Submit button to start the process (upper right hand corner of user interface) when submitted, a dialog is launched with the Process ID for the process for moving the data from UCM to the Item Management interface tables. Note the Process Id. Click on the OK button to close the dialog and click on the Close button in the Process Details to close the dialog. 14 ENTER TITLE OF DOCUMENT HERE

18 Monitor the status of the scheduled process for moving the data from UCM to the Item Management interface tables by entering the Process ID in the Search region in the Scheduled Processes user interface. Note: The parent process is Load Interface File for Import. The child processes are Transfer File, Load File to Interface. You can view the log files to see error (if applicable) Continue to monitor the process status until completed successfully, Status should be Succeeded. 15 ENTER TITLE OF DOCUMENT HERE

19 Import the Data to Item Management Production Tables At this point the data is now loaded into the Item Management interface tables and is ready to be imported into the Item Management production tables. The next process will perform the item import process that will validate the data for import and move the data into the Item Management Production tables. After successful completion of this job the data will be available in the user interface. From the Navigator link, select Scheduled Process action in the Tools Section, the Scheduled Processes user interface will be loaded. Click on the Scheduled New Process button in the Search Result table header, the Schedule New Process dialog will be launched. In the Schedule New Process dialog select the following: (screenshot) Type=Job Name = Item Import ( Use Search action at bottom of choice list) 16 ENTER TITLE OF DOCUMENT HERE

20 Click OK button, the Process Details dialog will be launched Enter the following information in the Process Details dialog: Batch ID= (A unique identifier of the batch used to import the items. Should match the value entered in the uploaded file). Populate any other parameters- based on your needs. Click the Submit button to start the process. After you click the Submit button a dialog is launched with the Process ID for the process for importing the data in the Item Management interface tables, validating it and moving the data to the Item Management production tables. Note the Process Id. Click on the OK button to close the dialog and click on the Close button in the Process Details to close the dialog. 17 ENTER TITLE OF DOCUMENT HERE

21 Multiple processes will be created for all of the steps in importing the item. The child processes are Item Import Preprocessing, Item Import Data Quality (applicable to Oracle Fusion Product Hub customers only), Item Import Child Process, and Item Import. Monitor the scheduled processes. View log file for any errors (if applicable), by selecting the row in the Search Results table and clicking the View Log button. Successfully imported items and related child entities can be queried, modified and validated in Items Workarea 18 ENTER TITLE OF DOCUMENT HERE

22 Purge Item Interface Tables This process is used to purge data from the item interface tables. To manage the growth of the interface table data, an automatic process is used to purge the interface tables that is initiated for data records that are older than 30 days. This process can also be initiated on demand to purge item interface table data from a specific process. The following is the process for purging item interface table data. Click on the Scheduled New Process button in the Search Result table header, the Schedule New Process dialog will be launched. In the Schedule New Process dialog select the following: Type=Job 19 ENTER TITLE OF DOCUMENT HERE

23 Name = Purge Interface Tables (Use Search action at bottom of choice list) Click OK button, the Process Details dialog will be launched Purge Process Intent = File-based data import. Import Process=Item Import Load Request ID= ID number of the process for which data needs to be purged. Populate any other parameters- based on your needs. Click the Submit button to start the process. After you click the Submit button a dialog is launched with the Process ID for the process of purging the data in the item interface tables. Based on the options selected, such data will be extracted and uploaded to UCM from where the data can be downloaded. Note the process ID. The extracted data location will be available in the process log, that can be downloaded using a webservice. For more details about this common process, pls refer here. Security Information The security for this process has two components 1. Functional security for the User to access the task to Upload the data to UCM (Access to the File Import and Export link) 2. Data security for allowing access to the specific folder within UCM for the upload (Access to UCM) Functional Security for uploading data to UCM Functional Duty File Import and Export Management Duty has to be assigned to a user directly or via an associated job role. This will allow the user to invoke the action for uploading CSV zip file to UCM. The availability of this duty and the associated privilege can be verified for the User by logging into the Fusion Applications and clicking 20 ENTER TITLE OF DOCUMENT HERE

24 on the Navigator link. If the File Import and Export action is not visible in the Tools region, then the User does not have this duty to access the action. The Item Management product supports the requirement for this duty role through the Product Data Steward Job Role. If the File Import and Export action is not available to the user, the administrator needs to either assign the duty File Import and Export Management Duty to the user or Job Role associated with the Users. The duty role can be assigned using the Oracle Authorization Policy Manager (APM) or the Job Role can be assigned to the User using Oracle Identity Manager (OIM). Both applications require an administrator login to perform the operations. Data Security to access the UCM Folder The file upload process takes the file from the user desktop, through several firewalls and loads the data in a specified UCM folder. To access the UCM folder, the user must be granted access to the "Upload data for Item Import" role for the scm/item/import folder in UCM, in IDCSS policy stripe. If the user does not have this role, then the upload process will fail for the File Import and Export action. The Administrator must use Oracle Authorization Policy Manager (APM) to grant access to the user, using the steps below: Log into APM using the administrator user id and password. 21 ENTER TITLE OF DOCUMENT HERE

25 Set the search parameters in the top left hand corner to: For=Application Roles In=IDCCS Click the Search icon (arrow) after text box. 22 ENTER TITLE OF DOCUMENT HERE

26 Review the search results to find the duty role called Upload data for Item Import, select this role and click the Open Folder icon(folder) in the search results table header. This role corresponds to the scm/item/import folder in UCM. The right hand panel will redraw to show this role. Click on the External Role Mapping tab. The External Role Mapping contains all Job Roles that have access to the folder represented by the Upload data for Item Import duty. 23 ENTER TITLE OF DOCUMENT HERE

27 'Product Data Steward' Job Role should be visible in this table. Since this Job Role is already mapped to the UCM folder duty, one simple strategy to grant access to the upload and UCM folder would be to assign the Product Data Steward Job Role to the users. This will give the user access to all features supported in the Oracle Product Information Management products. If the External Roles Mapping table is blank this means that no current Job Roles have been mapped to the duty for the UCM folder scm/item/import. The Administrator needs to add the Job Roles in the user interface for the External Role Mapping. To check if the Job Role is mapped to the duty for scm/item/import, Select row corresponding to the job role in the External Role Mapping table, and click the Find Policies button in the top right corner. Choose Default Policy Domain. 24 ENTER TITLE OF DOCUMENT HERE

28 The Authorization Policy tab will be displayed. In this example Product Data Steward Job Role has access to the UCM folder scm/item/import. FAQs What are the item entities that can be imported using FBDI templates?» The following item entities can be imported using FBDI templates (depending on the license). Items 25 ENTER TITLE OF DOCUMENT HERE

29 Item Revisions Item Category Assignments ++ Item Associations* Item Relationships # Item Extensible Flexfields * Item Translatable Extensible Flexfields* Item Revision Extensible Flexfields* Item Revision Translatable Extensible Flexfields* Item Supplier Extensible Flexfields* Item Translatable Supplier Extensible Flexfields* Item Style Variant Attribute Value Sets ++ Trading Partner Items * Extensible Flexfields are not supported in Item Management; the Customer must license Oracle Product Hub to use Extensible Flexfields. ++ Item Category Assignments and Style Variant Attributes are not used by Sales Catalog. # Spoke System Cross References cannot be created via FBDI. Oracle Product Hub license is needed for importing Spoke System Items How can I import items for child orgs? Populate the EGP_SYSTEM_ITEMS_INTERFACE sheet by providing the mandatory columns Transaction type, Batch Id, Item Number, Org code and other relevant attributes. Ensure that the Org code corresponds to child org. What values should be passed for KFF fields Sales Account, Expense Account? Provide the display values of the KFF. Don t provide KFF Code combination ID. Display value will be in the format of xxx.xxx.xxxx.xxxx. The cell can accommodate upto 4000 characters. How can I import Buyer associated with the item. We store the Buyer Assignment id. Even though its called as Buyer, it should be Buyer Assignment id. An assignment is a combination of buyer and a procurement business unit. An inventory organization can be associated with more than one procurement business unit. Best Practices Do not submit parallel process It is highly recommended that Item Import Scheduled Process not be submitted in parallel. Submitting two parallel processes incurs some performance overhead as compared to submitting a single process. Hence it is recommended to wait till the completion of the first process before submitting the second. Other option could be combine data from multiple batches to a single batch and then submit a single process. If there is a need submit parallel Item Import processes, the two batches being submitted should never contain data for the same item or trading partner item as this could lead to data corruption. Conclusion Following the above process will ensure all the data gets imported. 26 ENTER TITLE OF DOCUMENT HERE

30 Oracle Corporation, World Headquarters Worldwide Inquiries 500 Oracle Parkway Phone: Redwood Shores, CA 94065, USA Fax: C O N N E C T W I T H U S blogs.oracle.com/oracle facebook.com/oracle twitter.com/oracle oracle.com Copyright 2016, Oracle and/or its affiliates. All rights reserved. This document is provided for information purposes only, and the contents hereof are subject to change without notice. This document is not warranted to be error-free, nor subject to any other warranties or conditions, whether expressed orally or implied in law, including implied warranties and conditions of merchantability or fitness for a particular purpose. We specifically disclaim any liability with respect to this document, and no contractual obligations are formed either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without our prior written permission. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International, Inc. AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is a registered trademark of The Open Group White Paper Title November 2016 Author: Ravi Nadiga Contributing Authors: Steven Cascio

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