CREATE A NEW INTERNAL CATALOG (ADMINS ONLY)

Transcription

1 CREATE A NEW INTERNAL CATALOG (ADMINS ONLY) This section outlines how to create a new Internal Catalog where Shoppers can search across a pre-loaded, pre-approved list of items within the smartoci application. Catalogs can be assigned to the Content View at the time of creation. smartoci Catalog Manager supports catalogs formatted with.ls (Excel) and.csv files. The existing functionality in the column declarations in the load file remain intact, including: Required Fields: When uploading an Internal Catalog file, certain s are mandatory. These Required Fields include: o #ItemNumber o DESCRIPTION or MATNR o VENDORMAT o PRICE o CURRENCY o UOM o MATGROUP Dynamic Part Number Format: This is the format that needs to be used when adding List Type custom s to a catalog. These s allow the Shopper to select defined options from a drop down menu. Sequencing Fields: Custom Fields are able to be reordered in the system. Sequencing Fields allow s to be displayed in a preferred order to Shoppers. This requires a certain syntax when declaring these Custom Fields in the catalog file. Data Type Declaration: smartoci supports four different types of Custom Fields Fixed, List, Input, and Flag. When creating a Custom Field, one of these must be identified or declared. See the Custom Field Types section for more information.

2 1. If you don t already have it, download the Catalog Template from the smartoci section of the knowledge base at 2. Fill out and save the template with the catalog information. For more detail of how to enter data correctly, click the Instructions tab. From this tab you will be able to see if a column is required (peach/light orange), optional (bold orange) or standard OCI s (blue). Attribute Name Required/ Description of the Item Number #ItemNumber Required A sequential number indicating the item in the load file; used for reporting to identify the row number for any errors in the file. Vendor product number Description Product group VENDORMAT DESCRIPTION MATGROUP Required Required Required The vendor product part number of the product The description of the item to be ordered The product category/material group code stored in the client SAP/SRM system (i.e., UNSPSC code) Unit of measure UNIT Required Unit of measure of the item. Please use standard ISO codes. If UOM are maintained differently in your SAP and SRM system, please notify smartoci support. smartoci Type - Length CHAR - 40 CHAR Example Value "AB211-21" "15.4 INCH LAPTOP" " " CHAR - 3 "EA"

3 Unique Supplier ID Price unit Tiered Pricing Lead time Manufacturer's code Manufacturer's product number Description Material Price PRICE Required Price of the item in the catalog. There can be a maximum of 11 digits to the left of the decimal point, and 3 digits to the right. If the product has tiered pricing, please leave this blank and enter the pricing in the TIERED_PRICING. Currency Required Must be the ISO code for the CURRENCY currency. VENDOR PRICEUNIT TIERED_PRICING LEADTIME MANUFACTCODE MANUFACTMAT LONGTET If the product is purchased through a multi-supplier catalog, this contains the business partner number in the SRM system. Please leave this empty and define the Supplier ID during the catalog upload process in smartoci if the load file contains only items from one supplier The number entered here will divide the price entered in ' PRICE' to create a price in the SRM Shopping Cart that is 'per unit.' For example, if the item purchased is a 3 pack and you desire 'per unit' or 'EA' pricing, you would enter 3 in this. Pricing configuration based on quantity or volume. If tiered pricing is entered, please do no enter any value in the PRICE. Note, the closing semi-colon is required. Number of days from today until the product will be available. If not specified, no assumptions will be made about the lead time. The manufacturer's code in the buyer system The manufacturer's product part number This is the long description of the item. There is no restriction of characters here. This allows for a much more robust description of the item, where the ' DESCRIPTION' is more associated with the 'title' of the product. This will also help enable the shoppers to find your product more easily. CHAR - 15 "49.95" CHAR - 5 CHAR - 9 CHAR CHAR - 5 "1" CHAR - 40 CHAR - No restriction "USD" [1-50]; [51+]; "S011245"

4 Image IMAGE The image for an item. During the upload process into the smartoci marketplace, you have two options of uploading images: 1.) Enter a URL reference for the product image 2.) Upload the image files separately during the catalog upload process (in this process, the image must be named the Vendor Product Number of the Manufacturer Part Number in order for the image to be correctly associated with the catalog line item Service flag Contract number Item of a contract Quotation Number Quotation item Quote Quantity Attachment link Purpose of the attachment Attachment title Customerspecific Customerspecific SERVICE CONTRACT CONTRACT_ITEM ET_QUOTE_ID ET_QUOTE_ITEM QUOTE_QUANTITY NEW_ITEM_ATTAC HMENT ATTACHMENT- PURPOSE NEW_ITEM_ATTAC HMENT-TITLE CUST_FIELD1 CUST_FIELD2 A Boolean flag which indicates if the line refers to a service or to goods. If the line is a service item category, please enter '1' The SAP or SRM contract number with the vendor. The number of an item within a SAP contract with the vendor. A reference to an external quotation ID. Example: A supplier provides a sales quote based on a RFQ. This is a reference to this quotation. A reference to an external quotation ID line item number. Example: A supplier provides a sales quote based on a RFQ. This is a reference to this quotation. This is the quantity of the item quoted by the supplier in the sales quotation. This will be mapped to the Quantity in the SRM shopping cart upon checkout. The contains a URL to an attachment. The SRM system connects to the URL. N/A CHAR - 1 "1" CHAR - 5 CHAR - 35 CHAR Purpose of the attachment CHAR Title of the attachment (if this is empty the file name from the URL above is used) Customer-specific, which may Customer-specific, which may CHAR "T110 Spec Sheet"

5 Customerspecific Customerspecific Customerspecific External Category External Category ID Schema Name System Name CUST_FIELD3 CUST_FIELD4 CUST_FIELD5 ET_CATEGORY ET_CATEGORY_I D ET_SCHEMA_TY PE SLD_SYS_NAME Sustainability (Green) GREEN_ITEM Customer-specific, which may Customer-specific, which may Customer-specific, which may Unique key for an external category from the ET_SCHEMA_TYPE, dependent on the version of the schema Unique key for an external category from the ET_SCHEMA_TYPE, independent of the version of the schema Name of a schema via which it was imported in the SRM Server Name of a system in the System Landscape Directory (SLD) CHAR - 20 CHAR - 50 Flag to indicate if item is green certified. Enter an '' if the item is green. CHAR - 1 Flag to indicate if item is EnergyStar certified. Enter an '' if it is. Item Energy Star ENERGY_STAR Flag to indicate if an item has free Free Shipping FREE_SHIP shipping. Enter an '' if it does. Flag to indicate if item is on Item Clearance CLEARANCE clearance. Enter an '' if it is. Flag to indicate if item is on sale. Item on sale ON_SALE Enter an '' if it is. Flag to indicate if an item is a preferred item, from the vendor's Preferred Item PREFERRED catalog. Enter an '' if it is. Refurbished Flag to indicate if an item is a Item REFURB refurbished item. Enter an '' if it is. Item Contract CONTRACT Flags item for contract Flag to indicate if item is classified ROHS as ROHS (Restriction of Hazardous Classification ROHS Substance). Enter an '' if it is. Bundle ID BUNDLE_NO Bundle Quantity BUNDLE_QUANTIT Y Enter a numeric value in this to indicate if the catalog item is part of a bundle. If the items are assigned to the same bundle number, they will be logically grouped as a bundle CHAR - 20 Enter the quantity of the item contained in the bundle. For example, a Laptop Bundle will contain 1 Laptop, 2 Adapters, and 1 Laptop Bag CHAR - 15 "73432" "1"

6 Manufacturer Name Brand Name Minimum Order Qty In Stock INSTOCK Flag to indicate if item is in stock. Enter an '' if the item is in stock. CHAR - 1 Quantity on Hand QTY_ONHAND Quantity in inventory CHAR - 15 MANUFACTURER_ NAME Name of manufacturer CHAR - 80 BRAND_NAME Name of brand CHAR - 80 MIN_ORDER_QTY Minimum order quantity for item CHAR - 15 "35" "ACME MANUFACTUR ER" "FLAG" RAM RAM of RAM CHAR - 25 "4 GB" Item Order Interval ORDER_INTERVAL Signifies item order interval. Item quantity being added to cart must be a multiple of this value. Model Number MODELNO Model number for item CHAR - 50 "MF " UPC Code UPC UPC code for item CHAR Case UPC Code CASE_UPC Case UPC code for item CHAR List Price LIST_PRICE Manufacturer list price for the item CHAR - 15 "21.99" Color COLOR The color of the item CHAR - 50 "Green" Size SIZE The size of the item CHAR - 50 "Large" Gender GENDER If the item is targeted for a specific gender CHAR - 25 "Ladies" If an electronic device, the amount CPU CPU If applicable, the device CPU type CHAR - 25 "Intel Core2Duo" HDD HDD If applicable, the hard disk or storage capacity CHAR - 25 "300 GB" Screen Size SCREEN_SZ The screen size of the device/item CHAR - 25 "15.4" Screen Resolution SCREEN_REZ The screen resolution of the item CHAR - 25 "1024x768" Item Comments COMMENTS Any comments on the item CHAR "Free shipping on orders of 5 or more" Configurable Item Flag CONFIG Policy Item Flag POLICY Item Suppression Flag SUPPRESS Product Deletion Flag DELETE Flag to indicate if the item is configurable. Enter an '' against any item that is a configurable item. CHAR - 1 Flag to indicate if the item is configurable. Enter an '' against any item that is a configurable item. CHAR - 1 Flag to indicate if the item is suppress. Enter an '' against any item that is a suppressed. CHAR - 1 Flag to indicate if the item is deleted from the catalog. Enter a '' if the item is deleted from the catalog. CHAR - 1 TIP! Any mandatory Custom Fields listed in the template that have to do with Configurable items, like size or color selections, will result in having a Configurable Item button available to Shoppers. "5"

7 3. Save the completed catalog template file to your computer. 4. Log in to smartoci. 5. Near the top the Administrator Homepage, hover over the Content Manager tab and select Catalog Management. 6. Click the Create button near the top right of the Catalog Management screen. 7. Select the Catalog option from the drop down. A Create Catalog window will appear. 8. Enter the Catalog Name. This is a required. 9. Click the Browse button next to Catalog File area and follow the prompts to select and open the saved catalog template. 10. To upload.zip (zipped) Image File, click the Browse button and follow the prompts to select and open an image to associate with the new catalog. 11. Type in the Supplier Company (vendor) name in the text. 12. Do not check the External Catalog (Punchout Catalog) check box. See the Create a Punchout Catalog section if you are creating a Punchout Catalog. 13. Check the Direct Item Update box if you would like to make changes at the item level when a new version of the catalog is created in the Working column.

8 14. Click the carrot to expand the areas you would like to update for the catalog being created. All of the s in these areas are not considered mandatory for catalog creation, and can be updated at a later time. See the Edit a Catalog section for more information. 15. After expanding the Additional Fields area, fill out the Catalog ID only if your organization has ERP Catalog ID requirements. 16. Type in the Contract Number for the catalog if your organization needs to use this to track contract compliance. 17. Input the Contract Line Item, if your organization needs to use this to track contract compliance. Coming soon steps 18 through Select the Catalog Start Date using the calendar function. You have the ability to specify exactly what date and time Shoppers will be able to access the catalog (as long as it has been approved). The catalog can remain in the Approved column and will automatically be moved to the Live column on the date specified. The Administrator can override this Start Date at any time by manually publishing (dragging) the catalog into the Live column. 19. If there is a Catalog End Date, select it from the calendar and the catalog will make the catalog unavailable to Shoppers. Leaving End Date blank means that there will be no end date for this catalog to be available for Shoppers, as long as it is Live. 20. Update the Time Zone using the drop down menu to your Time Zone. This affects the Start and End Date time for the system to automatically move the catalogs back and forth.

9 21. When entering an Internal Catalog, skip the External Catalog Definitions area. 22. After expanding the Content Views area, select all the relevant Content Views to be associated with this catalog by checking the box next to the Name. 23. After expanding the Approvers area, select the people that have approval rights for this catalog before it can be published Live to Shoppers. Only one of the selected Approvers needs to Approve the catalog before it can be moved to the Live column by an Administrator. 24. Click the Create button at the very bottom right of the page to create the new catalog in the system. No changes will be saved until the Create button is clicked. TIP! Be careful the Reset button clears all the data entered on the Create Catalog page.