IBM. Integration Framework Guide. IBM Emptoris Sourcing SaaS

Transcription

1 IBM Emptoris Sourcing IBM Integration Framework Guide SaaS

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3 IBM Emptoris Sourcing IBM Integration Framework Guide SaaS

4 ii IBM Emptoris Sourcing: Integration Framework Guide

5 Copyright Note: Before using this information and the product it supports, read the information in Notices on page 67. Copyright IBM Corporation 2013, All rights reserved. Copyright Emptoris 1999, All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GS ADP Schedule Contract with IBM Corp. Copyright IBM Corp. 2013, 2016 iii

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7 Contents Copyright iii Chapter 1. About this Guide Audience Document Structure Chapter 2. Introduction Location of Templates Copying a Template - Practical Considerations... 3 Template Conventions and Limitations Limitations Converting calculated cells to calculated values.. 5 Chapter 3. Catalog Template Category Property Sheet Item Section in Category Template Attachment Section in Category Template Defining a Property Chapter 4. Currency Template Currency Table Header Section Currency Table Detail Section Chapter 5. Profile Template Structure of the Profile Template Profile Section (Attribute Section) Company Section Chapter 6. RFx Template RFx Basic Information Section in RFx Template.. 21 Exchange Rates Bidding Rules Section RFx Participant Section in RFx Template Section Information in the RFx Template Question Section in RFx Template Item Specification and Bid field Section (Attribute Section) Lot Section in RFx Template Item Section in RFx Template Bid Transformation Section Attachment Section in RFx Template Response Export Section Bid Export Section Defining an Item Specification or Bid field Updating Supplier Invitations Chapter 7. Response Score Template 43 Template Sheets Header Response and Scoring Table Question Responses Chapter 8. Line Item Template RFx Basic/Header Section in Line Item Template.. 49 Lot Section in Line Item Template Item Section in Line Item Template Attachment Section in Line Item Template Chapter 9. Bid Templates Reverse Auction Template RFQ Template Forward Auction Template Downloaded Supplier Bid or Response Templates 56 Available Sheets in a Downloaded Template Currency Section Item Information and Bidding Section Reverse Auction Template for Downloaded Supplier Bid or Response Templates Forward Auction Template for Downloaded Supplier Bid or Response Templates RFI Response Template RFQ Response Template RFP Response Template Chapter 10. Award Template Structure of the Award Template Chapter 11. Importing an Excel Template Notices Copyright IBM Corp. 2013, 2016 v

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9 Chapter 1. About this Guide The IBM Emptoris Sourcing Integration Framework is used for bulk data exchange between Emptoris Sourcing and other applications. The Integration Framework facility can save time, money, and energy for organizations, that would otherwise be spent rekeying existing information. This document provides information on how data can be moved in and out of Emptoris Sourcing. It also provides information on several files that define XML data. Audience The Integration Framework guide is meant for procurement and sales professionals who enter data into Excel spreadsheets. After you enter data, the spreadsheets are imported into Emptoris Sourcing. Prerequisites You must be familiar with MS Excel. Document Structure This document is divided into the following chapters: Table 1. Document Structure Name Chapter 2, Introduction, on page 3 Chapter 3, Catalog Template, on page 7 Chapter 4, Currency Template, on page 13 Chapter 5, Profile Template, on page 15 Chapter 6, RFx Template, on page 21 Chapter 7, Response Score Template, on page 43 Chapter 8, Line Item Template, on page 49 Chapter 9, Bid Templates, on page 53 Chapter 10, Award Template, on page 63 Chapter 11, Importing an Excel Template, on page 65 Description Describes how to copy the appropriate template from the sample_import.xls file. Describes how to enter information in the catalog template. Describes how to enter information in the currency template. Describes how to enter information in the profile template. Describes how to enter information in the RFx template. Describes how to enter information in the Response Score template. Describes how to enter information on the line item template. describes the fields on the automatically generated bidding and response templates. Describes the fields on the Awards template. Describes how to import data from an Excel template. Copyright IBM Corp. 2013,

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11 Chapter 2. Introduction Location of Templates You can use Excel spreadsheets to import data into Emptoris Sourcing. You can import data in.xls or.xlsx format. You can find information about how to v Prepare an Excel spreadsheet for import v Import the Excel spreadsheet into Emptoris Sourcing You can also learn about the different Excel templates that Emptoris Sourcing provides. These templates help you to prepare spreadsheets for import into Emptoris Sourcing. The import templates are defined on separate worksheets in a single Excel.xls/.xlsx file. These files are available at the following location: opt\emptoris\apps\{timestamp}\src_{version_build}\lib\import-templates Where, v {timestamp} is the time stamp, when build is deployed. It is a folder with a numeric name. For example, _032608_343. v {version_build} is the version and build that is being deployed. For example, The sample_import.xls/sample_import.xlsx file is read only. You must copy the template that you need from sample_import.xls/sample_import.xlsx to another file before you enter any data. Preparing an Excel spreadsheet is a relatively straightforward task. Emptoris Sourcing helps you to prepare a spreadsheet by providing several specialized Excel templates in the sample_import.xls/sample_import.xlsx file. Each of these templates is on a separate sheet within this file. There is a template for each one of the following entities: v Catalog v Currency v Profile (template for updating existing supplier organizations) v RFx v Line item As you build your database, you can reuse the spreadsheets that you create by modifying the values where appropriate and then importing the data. Copying a Template - Practical Considerations By copying a template to a new file, and then entering data in it, you can define a catalog, RFx, and so forth, in an Excel file. After you do this, you can then log in to Emptoris Sourcing and import the Excel file. Copyright IBM Corp. 2013,

12 Procedure Although you are free to copy a template in any way you prefer, you must complete the following procedure when you copy a template to a new Excel file: 1. Open the sample_import.xls/sample_import.xlsx file. The following figure displays the catalog template in Excel: 2. Right-click the tab corresponding to the template that you want to copy. Excel displays the Right-click menu. If you want to select the Profile template, right-click the profile tab on the Excel spreadsheet as shown in the following figure: 3. Click Move or Copy. The Move or Copy dialog box is displayed. 4. Click (new book). 5. Select the Create a copy check box and then click OK to close the dialog box. A new workbook with the copied template is displayed. 6. In the Excel UI, click File and then click Save to save the new workbook. CAUTION: There are other ways to copy a template to a new workbook. Please note that by default an Excel workbook contains three sheets. If you copy a template into an existing workbook, you must paste the template on the first sheet of the workbook. Emptoris Sourcing imports only the first sheet in an Excel file. If you are copying several templates, you may want to set the default number of sheets to one. To do this, use the Tools > Options command. Then, on the General tab in the Options dialog box, set the value of the Sheets in new workbook: field to 1. Template Conventions and Limitations You must understand all the Emptoris Sourcing conventions that are used in the templates. You might not be able to specify everything that you want in a CSV import file. You must be aware of these limitations when you use an Excel template to create an import file. Template Conventions Before you enter data in Excel, you must understand the following conventions that are used in all the templates: v Bold Column Headers: Indicates an XML attribute that you must not modify. Modifying an XML attribute results in import failure. Do not modify any column header in Bold type. Asterisk * indicates a required value. Leaving this column empty results in an import failure. v Organization Unique ID: In some files, the value for Organization Unique ID must equal that of the organization to which the data is imported. This can be the organization of the user who imports data. This can also be the organization for which a Corporate Sourcing Manager (Sourcing Manager) or Divisional Sourcing Manager (Sourcing Consultant) imports a file. In all cases, the value that is entered here in all the templates must be a valid organization code that is used in Emptoris Sourcing. The sample_import.xls/sample_import.xlsx file can help you to understand these conventions. Note: Headers in bold, such as RFx Name, are XML attributes. You must not modify them. 4 IBM Emptoris Sourcing: Integration Framework Guide

13 This means that you must assign values in all the columns. (In general, a required column heading in an Excel template corresponds to a required field in the Emptoris Sourcing GUI.) In addition to the general conventions, each template has its own restrictions on the values that you can enter under different column headers. Limitations By using the import file you can save a lot of time, however you cannot specify everything in one file. For example, after importing an RFx, you may need to edit it to provide information that you feel is important. You cannot specify the following types of information in any formatted import files: v Non-URL attachments in RFQs, Items, and Bids v Bundled Bids and Volume Discount Bids v Scenarios and suggested awards In addition, you can import only one RFx via a single Excel import file. Similarly, you can import a bid into only one RFx via a single Excel import file. Note: Calculated cells (formula cells) are not supported in import. Converting calculated cells to calculated values To import an Excel spreadsheet containing calculated cells, you must convert the calculated cells into values. Procedure To convert the calculated cells into values, complete the following steps: 1. Select the entire spreadsheet by pressing Control A on the keyboard. 2. From the Excel menu, click Edit and then click Copy to copy the entire spreadsheet. 3. With the entire worksheet still highlighted, click Edit and then click Paste Special. The Paste Special dialog box is displayed. 4. Select Values and click OK. 5. All the calculated cells (formula cells) will be converted to the calculated values. You can now import the Excel spreadsheet into Emptoris Sourcing. Chapter 2. Introduction 5

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15 Chapter 3. Catalog Template The sample_import.xls/sample_import.xlsx file contains a sheet, which has the catalog template that you can use to import data. You can import the following data: v Category level attributes v Items v Item attachments Category Property Sheet Structure of the Catalog Template The catalog template is divided into the following three sections: v Category Property Sheet v Item Section in Category Template on page 8 v Attachment Section in Category Template on page 9 In the category property section, you can define smart data fields that are used as category properties. The following table lists the fields in the Category Property sheet in the catalog template. Table 2. s in Category Property Sheet *CatalogCode Catalog code permitted value is Emptoris hierarchy. *CategoryCode Category code of the category for which the attribute is defined. *Attribute Type *Attribute Name Scope *Data Type *Required *Description Default Value Selection List This is the type of Smart Data field that is being added. It must always say category since you are adding category properties. Name of the extended attribute. Scope of the category property. Valid scope settings are item, rfx_item, and category. The type of Smart Data field for the category attribute (property). Valid types are Date, Text_single, Text_multi, Integer, Decimal, Currency, YesNo, Selection_single, Selection_ multi and Spacer_row. Flag indicating whether a value for the extended attribute is required. Permitted values are TRUE and FALSE. Description of the extended attribute. Default value of the extended attribute. If the Data Type of a category property is Selection_single or Selection_multi, this field lists the possible values. Each possible value must be separated by a pipe. For example, suppose an extended attribute that is named Color is of the data type Selection_multi. The Selection List field lists all the permitted colors, such as in the following example: Red Green Brown Yellow Copyright IBM Corp. 2013,

16 Table 2. s in Category Property Sheet (continued) Minimum Value Maximum Value Validation Decimal Places Use In Formulas Use in Search Available for List Screens Visibility If the Data Type of the category property is Integer, Decimal or Currency, you can set up a range of acceptable values. If you choose to enter a range, you can enter the minimum acceptable value of the range in this field. The minimum value is assumed to be inclusive. If the Data Type of the category property is Integer, Decimal or Currency, you can set up a range of acceptable values. Enter the maximum acceptable value. The maximum value is assumed inclusive. If the Data Type of the category property is Text_single, you can set up the field to be validated that uses any routine that is available within the application. The standard validation options available are , URL, DUNS Number, US Zip Code, US Phone. Your installation might have more options available that can be used in the import template. Look within the application to see whether there are any other validation options. If the Data Type of the category property is Decimal, enter the number of decimal places you would like the field to support. This setting determines whether the category property must be available for use in bid field formulas when the category is being sourced in an RFx. Valid options are TRUE and FALSE. This category property setting is valid for a category property of every Data Type except Selection_multi. This setting determines whether the category property is included in the item search form, and the section on the form where it is displayed. Valid settings are No, Basic for the basic section of the item search form, and Advanced for the advanced section of the item search form. This setting determines whether the category property is available on item list screens. Valid options are TRUE and FALSE. This is the setting for both buyer-side and supplier-side visibility of the category property. Supplier visibility applies for when the category property is brought over into an RFx (Suppliers do not have access to the category manager). The format of the field is <buyer visibility>/<supplier visibility>. Contract Data Definition (Name) One valid option is write/read, which enables a buyer to set a category property and a supplier to see its value. The other valid option is write/hidden, which enables a buyer to set a category property but prevents a supplier from seeing it. The field is available in an Emptoris Sourcing - Emptoris Contract Management integrated environment. The field is used to link the category attribute to a data definition field in a contract. The value must be the name of the data definition field. Maximum 30 characters are allowed. The field is optional. The value is applicable to the properties of all data types except Spacer_row. Item Section in Category Template In the Item section, you can define items to be imported. 8 IBM Emptoris Sourcing: Integration Framework Guide

17 The following table describes the fields in the Item section on the category template. Table 3. s in Item Section. *ProductName ProductCode *CategoryCode *CatalogCode ProductStatus ProductDescription ProductRevision ProductSpecification ProductSpecification URL ProductDiscontinued Date ProductManufacturer ProductManufacturer PartNumber ProductUNSPSCCode ProductNIGPCode ProductUnitOfMeasure INSERT Add l... Product (item) name. Enter the name of the product as it appears in the Item Master. Product (item) code. Enter the product code. Category code. Enter the code of the category where the product is located Item Master (catalog) code. If you are importing the catalog of a parent or full service customer, the permitted value is emptoris_hierarchy. Accepted values are active and discontinued. Description of the product (item). The maximum length of the field is 255 characters. Iitem revision number. The maximum length of the field is 80 characters. Product (item) specification. URL containing product (item) specification. This field is no longer in use. You can leave it blank. This field is no longer in use. You can leave it blank. This field is no longer in use. You can leave it blank. This field is no longer in use. You can leave it blank. This field is no longer in use. You can leave it blank. If your installation is configured such that the unit of measure is set at the item level (scope = item), then enter the Unit of Measure for the item here. If the item created in a category has category properties with a scope of Item that is associated with it, then enter values in these fields for the items that are being imported Attachment Section in Category Template In the Attachment Section, you can define attachments for items that are being imported by using this Excel file. The following table describes the fields in the Attachment Section on the catalog template. Table 4. s in Attachment Section *Attach To Entity Type *Attach To Entity Name *Attachment Name The type of entity for which you are defining an attachment. You can use this field to specify an attachment for an item that is being added to the catalog through this template. Permitted value is item. The name of the category or item for which you are defining an attachment. Name of the item attachment. Chapter 3. Catalog Template 9

18 Table 4. s in Attachment Section (continued) *Attachment Location Attachment Description URL or path of the item attachment. Description of the item attachment. Defining a Property You can define a category or item property in the category template. Procedure To define a category or item property, complete the following steps: 1. Add a line to the Excel file under the line beginning with Catalog Code in the Category Property section. There is no limit to the number of properties that you can define. The following figure shows how several properties are defined in the catalog sheet in the sample_import.xls/sample_import.xlsx file. 2. To specify a property, enter values in all the required fields related to attribute definition. 3. If you define an item property, insert its name in the Item Section on the line beginning with *ProductName. Make sure that the property name is next to the string INSERT Add'l Product s to RIGHT. 4. Enter the value for the property under the property name in the line where the item is defined. The following figure shows how several user-defined properties are set for items on the catalog sheet in the sample_import.xls/ sample_import.xlsx file. 10 IBM Emptoris Sourcing: Integration Framework Guide

19 Chapter 3. Catalog Template 11

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21 Chapter 4. Currency Template The currency template is used for importing new and updated organization-level currency table information into the application. This template is divided into the following two sections: v Currency Table Detail Section v Currency Table Header Section Currency Table Header Section The currency table header section is for setup and general information about the currency table. The following table lists the fields in the currency table header section. Table 5. s in Currency Table Header Section *Owner Type *Owner Code *Currency Table Name Description *Effective Start Date Effective End Date Owner of the currency table (for example, Organization). Name of the owner (for example, Company XYZ, if the owner type is an organization). Unique name for the currency table. Description of the currency table. Date and time on which the currency table becomes effective. This is an export only field. Do not enter information here when you import a currency table. Currency Table Detail Section The currency table detail section is used for populating the currency table. Enter as many currency sets as needed. If no exchange rate information is given for an existing currency code set (Rate from 1 to 2, Rate from 2 to 1, or both), then the system uses an implied rate of 1. The following table lists the fields that are defined in the currency table detail section. Table 6. s in Currency Table Detail Section *Currency Code 1 *Currency Code 2 Rate 1 To 2 The first currency of a set (for example, USD in the USD - GBP set). The second currency in a set (for example, GBP in the USD-GBP set). How much of Currency Code 2 is required to buy one unit of Currency Code 1 (for example, It takes GBP to buy one unit of USD). Copyright IBM Corp. 2013,

22 Table 6. s in Currency Table Detail Section (continued) Rate 2 To 1 How much of Currency Code 1 is required to buy one unit of Currency Code 2 (for example, It takes USD to buy one unit of GBP). 14 IBM Emptoris Sourcing: Integration Framework Guide

23 Chapter 5. Profile Template You can use the profile template for updating the existing supplier profiles for Emptoris Sourcing You can use the profile template to: v import new supplier profile Intelligence Attributes v update values of user-defined profile Intelligence Attributes for existing supplier profiles This template supports the update of a supplier company. It includes updates to the profile, including entering any organization-level profile information. Structure of the Profile Template The profile template contains all of the standard supplier profile fields. Each installation is able to customize supplier profile fields as appropriate for their business needs. If additional supplier profile fields are added, you need to add these fields to the template next to the column: INSERT Add l Profile s to RIGHT The Profile template is divided into the following sections: v Profile Section (Attribute Section) v Company Section on page 16 Profile Section (Attribute Section) The Profile Section template is used for creating new profile fields at the supplier organization level. The following table lists the fields that are defined in the profile field section. Table 7. s in Profile Section *Attribute Type *Attribute Name Scope *Data Type Sub Data Type *Required *Description Indicates the type of attribute. Permitted options are Profile, Matrix and Business_user. This value must be unique within the Emptoris Sourcing installation. Name of the attribute for the supplier organization profile field. Defines scope of the attribute field. Valid values is All if attribute type is Profile and Buyer or Seller if attribute type is Business_ user. Data type of the profile attribute. The currently supported values are Text_single, Text_multi, Date, Integer, Decimal, Currency, YesNo, Selection_single, Selection_multi, Spacer_row and Table. Used for Table data type. Supported options are Row,, Record, Cell. Flag indicating if a value for the extended attribute is required. Permitted values are TRUE and FALSE. Description of the profile attribute. Copyright IBM Corp. 2013,

24 Table 7. s in Profile Section (continued) Default Value Selection List If you want the field to have a pre-populated answer for the user, enter the values here. This is also where text for the spacer_row data type should be entered. If the profile field data type is Selection_single or Selection_multi, this is where the selection list options should be entered. To specify selection options only, separate the options using pipes ( ), for example, Red Green Brown Yellow. To specify selection options and scores, separate the selection option from its score with a colon (:) and use a pipe ( ) to separate selection option/score combinations. Minimum Value Maximum Value validation Decimal Places Use In Search Available For List Screens Visibility Items Linked to s For example, Red:75 Green:100 Brown:50 Yellow:0 Specify the minimum permitted value for a integer or decimal field. Specify the maximum permitted value for a integer or decimal field. If the field Type is Text_single, you can set up the field to be validated using any routine that is available within the application. The standard validation options available , URL, DUNS Number, US Zip Code, US Phone. Your installation may have additional options available that can be used in the import template. Check within the application to see if there are any other validation options. If the field data type is Decimal, enter the number of decimal places you would like the field to support. Allowed values are 0 to 10. This setting determines if the profile field will be included on the search form, and the section on the form where it will be displayed. Valid settings are No, Basic for the basic section of the search form, and Advanced for the advanced section of the search form. Indicates that the information will be available in list screen of supplier organization if this value is set to True. Valid options are TRUE or FALSE. This field is the setting that determines the visibility and the edit ability of the profile fields. The format of the field is <buyer visibility>/ <supplier visibility> Valid options are write/write, write/read, read/read, read/write and read/hidden. write/hidden, This setting is applicable for Table profile field only. Enter names of table here for which the details are entered. Company Section To successfully update supplier company, you need to complete the fields that are required for supplier in the Company section of the template. All the required fields have an asterisk * next to their names. The following table lists the fields that are defined in the company section. Table 8. s in Company Section *Owner Organization Unique ID The buyer organization. This value must be unique within the Emptoris Sourcing installation. This is a read-only field. 16 IBM Emptoris Sourcing: Integration Framework Guide

25 Table 8. s in Company Section (continued) *Supplier Profile Name ID Supplier Profile Unique ID Parent Profile Name Legal Name Business Type Website Address Primary Phone Number Primary Fax Number Business Description Narrative Description Year Established Number of Employees Primary SIC Primary NAICS DUNS Number Federal Tax ID Allow Maintenance By Supplier Name of the supplier organization that is updated. This value must be unique within the Emptoris Sourcing installation. This is a read-only field. This is the unique identifier for a supplier that is generated by Emptoris Virtual Supply Masterand displayed in Emptoris Sourcing. This is a read-only field. The unique ID of the supplier organization that is being updated. This is a read-only field. Name of the parent organization of a supplier. Leave this blank while you import the template for top-level organization (global parents). This is a read-only field. Legal name of the supplier organization. This is a read-only field. The type of business of the supplier organization. The proper values are: v Manufacturer v Dealer/Distributor This is a read only field. URL of the supplier company. This is a read-only field. address of the supplier company. This is a read-only field. Primary phone number of the supplier company. This is a read-only field. Primary fax number of the supplier company. This is a read-only field. Description of business that the supplier organization deals in. This is a read-only field. Narrative description of the supplier organization. This is a read-only field. The year the supplier organization was established. This is a read-only field. The number of employees in the supplier organization. This is a read-only field. This is the standard industrial classification. This is a read-only field. This is the North American Industry Classification System. This is a read-only field. The supplier's DUNS number. Numbers that are entered in this field are checked to ensure that they are valid DUNS numbers. Storing the DUNS number enables your company to use the DUNS hierarchy for roll-up reporting. This is a read-only field. Federal Tax ID of the supplier organization. This is a read-only field. If your installation enables suppliers to manage their own company profiles, this field controls whether this individual supplier company can manage its own profile or not. Setting this field to TRUE means that the supplier company can manage its own profile. Setting it to FALSE means the supplier company cannot manage its own profile. If your installation does not have supplier profile self-management enabled, then do not enter a value in this field. This is an editable field. Chapter 5. Profile Template 17

26 Table 8. s in Company Section (continued) Available For Invitation To Events Supplier Profile Active Street 1 Street 2 City State Country Postal Code First Name Last Name Display Name Title Phone Alternate Phone Alternate Category Link INSERT Add'l Profile s to RIGHT BVD Number SAP ID Equifax ID VAT Number ERP Number Annual Sales Equifax Rating Indicates whether a supplier organization is available for participation in events. Valid values are TRUE and FALSE. If left blank, the default value is TRUE. This is an editable field. Denotes if the supplier profile is active or not. Allowed values are True and False. This is a read-only field. Address of supplier organization. This is a read-only field. Address of supplier organization. This is a read-only field. City where supplier organization is located. This is a read-only field. State where supplier organization is located. This is a read-only field. Country where supplier organization is located. This is a read-only field. Postal Code where supplier organization is located. This is a read-only field. First name of the contact at the supplier organization. This is a read-only field. Last name of the contact at the supplier organization. This is a read-only field. Display name of the contact at the supplier organization. This is a read-only field. Title of the contact at the supplier organization. This is a read-only field. Phone number of the contact at the supplier organization. This is a read-only field. Alternate phone number of the contact at the supplier organization. This is a read-only field. address of the contact at the supplier organization. This is a read-only field. Alternate address of the contact at the supplier organization. This is a read-only field. You can set up Suggested category links for the supplier company in this field. Valid values for this field are category names. If the supplier is to be associated with multiple categories, the category names must be separated with pipes ( ). For example, Widgets Cogs Sprockets. Each buying organization can also set up Approved category links for the supplier through the application. This is an editable field. If your installation has some additional profile properties that are defined, you can specify them and their values after this column. This is an editable field. The BVD number of the supplier organization. This is a read-only field. The SAP ID of the supplier organization. This is a read-only field. The Equifax ID of the supplier organization. This is a read-only field. The VAT number of the supplier organization. This is a read-only field. The ERP number of the supplier organization. This is a read-only field. Annual Sales of the supplier organization. This is a read-only field. The Equifax Rating of the supplier organization. This is a read-only field. 18 IBM Emptoris Sourcing: Integration Framework Guide

27 Table 8. s in Company Section (continued) Fiscal Year End Tax Exempt Stock Exchange W9 Business Name Stock Symbol W9 Name Ownership Citizenship Ownership Disabled Ownership Ethnicity Ownership Gender Ownership Veteran VSM Id Date Profile Created Date Profile Last Update NDA Signed Last Accessed RFx Date Last Login External ID Additional References The business year end of the supplier organization. This is a read-only field. Denotes whether tax is exempted for supplier organization. This is a read-only field. If supplier organization is listed then the name of the stock exchange where it is listed. This is a read-only field. The W9 business name of the supplier organization. This is a read-only field. The stock symbol of the supplier organization. This is a read-only field. The W9 name of the supplier organization. This is a read-only field. Citizenship of the owner of the supplier organization. This is a read-only field. Denotes if the owner is disabled. This is a read-only field. Ethnicity of the owner. This is a read-only field. Gender of the owner. This is a read-only field. Denotes if the owner is a veteran. This is a read-only field. VSM Master ID of the supplier organization. This is a read-only field. Date on which the supplier organization was created. This is a read-only field. Date on which the supplier organization was updated. This is a read-only field. Date on which the non-disclosure agreement was signed by the supplier organization. This is an editable field. The last RFx that the supplier organization accessed. This is a read-only field. Last date that a user logged into the application from the supplier organization. This is a read-only field. External ID of the supplier organization. This is a read-only field. Additional References of the supplier organization. This is an editable field. Chapter 5. Profile Template 19

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29 Chapter 6. RFx Template You can use the RFx template to import new RFxs into the application and to export existing RFxs from the application. This chapter contains the following sections: v Structure of the RFx Template v Defining an Item Specification or Bid field on page 40 v Updating Supplier Invitations on page 41 Structure of the RFx Template This template supports ALL RFx types. It is divided into the following sections: v RFx Basic Information Section in RFx Template v Exchange Rates on page 23 v RFx Participant Section in RFx Template on page 26 v Section Information in the RFx Template on page 28 v Question Section in RFx Template on page 28 v Item Specification and Bid field Section (Attribute Section) on page 30 v Lot Section in RFx Template on page 32 v Item Section in RFx Template on page 33 v Bid Transformation Section on page 35 v Attachment Section in RFx Template on page 36 v Response Export Section on page 37 v Bid Export Section on page 38 RFx Basic Information Section in RFx Template Describes the fields that are defined for the RFx Basic Information section. Table 9. The following table lists the fields that are defined for the RFx Basic Information section. *Organization Unique ID This is the Unique ID for the organization that the RFx is associated with. *RFx Name This is the name of the RFx. The maximum length of the field is 255 characters. The value for this column header must be unique in each organization. RFx Unique ID *RFx Type RFx Style This is the Unique Identifier for the RFx. It can be left blank and is populated automatically. The maximum length of the field is 255 characters. The type of RFx. Valid types for the standard installation are RFI, RFP, RFQ, Reverse auction, Forward auction, Survey (for buyer survey). The style of auction. Valid options are English, Dutch, and Japanese, and if left blank it defaults to the English style. Copyright IBM Corp. 2013,

30 Table 9. The following table lists the fields that are defined for the RFx Basic Information section. (continued) RFx Description Description of the RFx. The maximum length of the field is 255 characters. Business Unit Main Category Create as Template Template Name Round Name Round Description Open Date Time Close Date Time Reminder Before Opening (d h m) If the organization the RFx is being added to is organized into business units, this field allows the new RFx to be associated with one or more business units. Valid values for this field are business unit names. If there are multiple business units, they must be separated with pipes ( ). For example, East South Central. This is the main category that the RFx is associated with. If you are importing an RFx template, enter TRUE in this field. Otherwise, it can be left blank. If you are creating an RFx from a template, enter the name of the template that you want the RFx to be created from. Name of the round. Description of the round. The date and time that the RFx is scheduled. The valid format for the field is MM/DD/YYYY HH:MM:SS, as in 12/31/ :00:00. Date and time when the RFx is scheduled to close. The value must be in the format MM/DD/YYYY HH:MM:SS, as in 12/31/ :00:00. The time, before an RFx opens, when the reminder notification is sent to users. The valid format for the field is xd yh zm. Reminder Before Closing (d h m) RFx Status Decimal Places Currency Table Primary Currency Supported Currencies For example, 0D 2H 30M, which means 0 days, 2 hours and 30 minutes before RFx opens The time, before an RFx closes, when the reminder notification is sent to users. The valid format for the field is xd yh zm. For example, 0D 2H 30M, which means 0 days, 2 hours and 30 minutes before RFx closes. This is an export-only field. It contains the status of the RFx. No values must be entered in this field when you import a new RFx. This is the number of decimal places that all decimal fields in the RFx must be set to. Valid values are integers between (and including) 0 and 8. Name of the system or organization level currency table that is used to populate exchange rates for the RFx. Default currency code for all bids. The list of acceptable bid currencies. Separate the options using pipes ( ). 22 IBM Emptoris Sourcing: Integration Framework Guide

31 Table 9. The following table lists the fields that are defined for the RFx Basic Information section. (continued) Configure Item Name Use this field to configure an item name if necessary. Typically, you need to configure an item name if two or more items in the RFx have the same name. In this case, each item must have attribute values that differ. These attributes must be used to configure a unique item name for each item in the RFx. Each attribute name must be separated by a pipe ( ). INSERT Add'l RFx s... For example, you have an item that is named Widget. You need some Widgets that are delivered on June 30 in Cleveland, and other Widgets delivered August 30 in Detroit. There are two item attributes - DeliveryDate and Location - that specify this information. These attributes can be used to configure the item name. Their values would be entered as, DeliveryDate Location. After this column, any installation-specific RFx fields are listed. When you export an RFx, any additional RFx smart data fields appear in columns to the right of this column. If you are importing an RFx, you can create columns for any additional RFx header smart data fields to the right of this column by adding a column with the field name in the column header. Then, you can enter values in these fields for the RFx that is being imported. Exchange Rates The Exchange Rates can be used for export only. They are not available for import. The following table lists the fields that are defined in the exchange rates section: Table 10. s in Exchange Rates Section Supported Currency Exchange Rate Currencies that are supported. Exchange rates of the currencies. Bidding Rules Section You can set bidding rules for the event. The following table lists the fields that are defined in the Bidding Rules section, which is further divided into subsections: Table 11. s in Bidding Rules Section: General rules Allow Bundle Bidding Business Volume Discount Allow Item Sets This field is for RFP, RFQ, and Auctions RFx types. Valid values are TRUE or FALSE. True means that Bundle Bidding is Enabled. This field is for RFP, RFQ, and Auctions RFx types. Valid values are TRUE or FALSE. True means that Business Volume Discounts are Enabled. This field is for RFP, RFQ, and Auctions RFx types. Valid values are TRUE or FALSE. True means that Item Set is Enabled. Chapter 6. RFx Template 23

32 Table 11. s in Bidding Rules Section: General rules (continued) Enable Event Notifications This is for all RFx types. When FALSE no notifications are sent for the event. Table 12. s in Bidding Rules Section: Attachment rules Event Items with Bids Section Response Question Response This field is for adding attachment to all event types. If True the supplier can enter attachments at the event level. This field applies to RFQ and RFP event types. If True the supplier can add attachments for items with bids. This field applies to RFP, RFI, and Buyer Survey event types. If True the supplier can add attachments at the section level. This applies to RFP, RFI, and Buyer Survey event types. If True the supplier can add attachments at the question level. Table 13. s in Bidding Rules Section: Rules for RFP or RFQ only Enable Volume Bidding Provide Optimization Feedback % Decrement for Optimization Feedback Allow Supplier Constraint Allow Only One Valid bid This field is for RFP and RFQ only. True means that Volume Bidding is enabled. This field is for RFP and RFQ only. Yes means that Optimization Feedback is enabled. Applies if Provide Optimization Feedback is set to Yes. If value is True, supplier can create capacity constraints. This is applicable to RFQ, RFP, and auctions. If the value is True, supplier can enter only one valid bid for an item. This is applicable for RFP and RFQ. Table 14. s in Bidding Rules Section: Rules for RFQ, RFP, RFI, and Buyer Survey Locked Bid Indicator This field is not for Reverse or Forward Auctions. When this value is TRUE buyers cannot see suppliers bid/responses until the event is closed. When 'one envelope' or 'two envelope', which is only Valid if enabled and the event is an RFP, the system locks bids/responses until authorized to open Table 15. s in Bidding Rules Section: Rules for English Auction only Stagger By Incremental Closing Time Extend Auction if a New Bid is: This field is used to determine whether staggering is enabled, and at what level. The valid options are blank (No Staggering), Item, or Lot. In an auction, if staggering is enabled then the bidding on items / lots closes incrementally. This value (in minutes) specifies the delay between the close of bidding on one item /one lot and the next. Values are entered as whole numbers of minutes. It gives options to buyer to extend an auction if a new bid during the grace period is, Any bid or The leading bid. 24 IBM Emptoris Sourcing: Integration Framework Guide

33 Table 15. s in Bidding Rules Section: Rules for English Auction only (continued) Grace Period Extension Time The amount of time during which Emptoris Sourcing extends an auction s closing time if a bid is received. The grace period is calculated from the close of the Auction. Suppose, for example, a Grace Period of 10 minutes and an Extension Time of 5 minutes are defined for an Auction that closes at 3:00 pm. If a bid is submitted at 2:52 pm, the Auction is extended by 5 minutes. Values are entered as whole numbers of minutes. Time by which an auction is extended if a bid is received within the grace period. Min Bid Change Type Min Bid Change Value Bids Shown To Supplier: Own bid + Bid Information Shown To Supplier Show Feedback at the Following Levels Best Bid Info. Shown Based on Bid Cushion Upper Limit Bid Cushion Lower Limit Bid Cushion Type Allow Proxy Bid Values are entered as whole numbers of minutes. The value specifies the kind of minimum bid change. Accepted values are amount and percent. The minimum percent by which a bid must change from the previous bid. You must set a value in this field only if you enter percent in Min Bid Change Type. The valid values are between 0.00 and for percentage and greater than or equal to 0 for value. This field gives buyer the flexibility in specifying the content to be shown to the supplier. Valid values are: No other bid / All bids / The leading bid / The next lowest bid (For Reverse OR The next highest bid (For Forward Auctions)/ The nextlowest bid and the leading bid (For Reverse Auctions) OR The next highest bid and the leading bid (For Forward Auctions). This field specifies the price and ranking information that is visible to the supplier in an auction. Valid values are: Price and Rank / Rank only / Price only / Best/Not Best only / Price and Best/Not Best / Optimized Quantity Winning Only / Optimized Quantity Winning with Price. This field specifies the level at which the feedback is shown to supplier. Valid values are: Event / Lot / Item This field determines how the Best Bid information is calculated for simple bids. Valid options are: Best Cost Outcome / Single Source At Every Level This field protects the market leading bid by requiring a new leading bid to meet the limit requirement that is specified here. The valid values are between 0.00 and when bid cushion limit is set to percentage and greater than or equal to 0 when bid cushion limit is set to amount. This field protects the market leading bid by requiring a new leading bid to meet the limit requirement that is specified here. The valid values are between 0.00 and when bid cushion limit is set to percentage and greater than or equal to 0 when bid cushion limit is set to amount. Valid values are Percent and Amount. If your installation has proxy bidding available, this setting indicates whether it is turned on for this particular RFx. Valid values are TRUE (on) and FALSE (off). Chapter 6. RFx Template 25

34 Table 15. s in Bidding Rules Section: Rules for English Auction only (continued) Allow Price Tie Allow Bid Transformation Allow Partial Quantity Bid Enable Discount Bidding This field is the same as the Allow Ties in Leading Bids setting in the application. Valid values are TRUE and FALSE. TRUE means that ties are permitted in leading bids. FALSE means that ties are NOT permitted on leading bids. If your installation has transformational bidding available, this setting indicates whether transformational bidding is enabled for the RFx. Valid values are TRUE and FALSE. This field setting indicates for the RFx whether suppliers can create bids with bid quantities that are less than the minimum wanted quantity for the respective line-item. Valid values are TRUE and FALSE. Note: The partial quantity bidding is automatically allowed for auction events where the Bid Information Shown to Supplier setting is either to Optimized Quantity Winning or Optimized Quantity and Price. If value is set to,true then discount bidding is enabled and items can be bid upon using discount values. Table 16. s in Bidding Rules Section:Rules for Dutch and Japanese Auctions only *Interval between Price Change (Minutes) *Price Change Value *Price Change Type Buffer before Bidding Starts (Minutes) Allow Bid Transformation Allow Partial Quantity Bid Show Rank to Supplier It is the time in minutes after which the price changes in a dutch auction. Value must be an integer. It is the value by which the current bid will change after the specified time interval. It is expressed either as a currency amount (e.g., 1 USD) or percentage (2% increase from the last price). Valid values are 'percent' and 'amount'. It is the amount of time suppliers have, after the auction starts, to settle in and prepare for bidding on the first item. No bidding can take place during this time. Value must be an integer. If no value is entered in the field, the default value is 0. If your installation has transformational bidding available, this setting indicates whether transformational bidding is enabled for the RFx. Indicates if suppliers can create bids with bid quantities less than the minimum wanted quantity. Valid values are 'No', 'Rank based on time' and 'Rank based on price'. RFx Participant Section in RFx Template The RFx Participation section table lists the fields that are available in the RFx Participant section on the rfx template. This section is used to invite suppliers/respondents and buyer team members to the sourcing event and has one (or more) entries for each User that is invited to the event. The following table lists the fields that are defined for the RFxs Participant section. 26 IBM Emptoris Sourcing: Integration Framework Guide