IBM Sterling Data Synchronization Manager. User Guide. DocumentationDate:12October2012

Transcription

1 IBM Sterling Data Synchronization Manager User Guide DocumentationDate:12October2012

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3 IBM Sterling Data Synchronization Manager User Guide DocumentationDate:12October2012

4 Note Before using this information and the product it supports, read the information in Notices on page 57. This edition applies to the 15 January 2011 version ofibm Sterling Data Synchronization Manager and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright IBM Corporation 2000, US Government Users Restricted Rights Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

5 Contents Chapter 1. Overview of IBM Sterling Data Synchronization Manager About Sterling Data Synchronization Manager... 1 Requirements for Using Sterling Data Synchronization Manager Chapter 2. Getting Started (First Time Users) Initial Login to Sterling Data Synchronization Manager (First-Time Users) Changing Your Password Updating Supplier Information Updating Contact Information Updating Your Preferences Downloading Documents Sterling Data Synchronization Manager Portal Home Page Chapter 3. Using IBM Sterling Data Synchronization Manager Upfront Call Areas of Discussion Preparing for Your Upfront Call Data Collection Hierarchical Levels Submit a Toolkit Sterling Data Synchronization Manager File Management Validation Process Reasonability Checks About Registration Registering Data About Publication File Submitted Online Publication Submit a Toolkit for Publication Only Complete the Toolkit Publication Tab About Reporting Tools Generating a Toolkit Publication Report Chapter 4. Administrative Maintenance 45 Changing Your Password Update Supplier Information Updating Your Contact Information Updating Your Preferences File Management Clean Up Changing User Name Chapter 5. Service Level Offering Policy Notices Copyright IBM Corp. 2000, 2012 iii

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7 Chapter 1. Overview of IBM Sterling Data Synchronization Manager About Sterling Data Synchronization Manager Sterling Data Synchronization Manager enables you to validate, register, and publish current item data to the Global Registry. The Global Registry is a data pool that serves as a worldwide source for companies to store product data, ensuring that your Trading Partners have access to accurate, up-to-date, industry-compliant data. Thereafter, each time you add items or modify item data, you use Sterling Data Synchronization Manager to keep the data compliant with GS1 GDSN standards through registration, and synchronized with your Trading Partners through notifications. Sterling Data Synchronization Manager is a complete and easy data synchronization solution that offers the following features: v Data validation of your properly formatted data. v v v v Error handling view errors and steps to rectify found by our Data Compliance Engine. Secure communications that enable you to send item registrations to the Global Registry and notify Trading Partners of items of interest that you have registered. Alternate connections AS2 or FTP. The ability to monitor your registration and notification processes and receive Trading Partner confirmations through automated status updates and reports available on the Sterling Data Synchronization Manager website. The Global Registry is a data pool that serves as the worldwide source for companies to store product data, ensuring that business partners have access to accurate, up-to-date, industry-compliant business information. Sterling Data Synchronization Manager makes it easier for you to complete the following tasks: v Upload your item data in the proper format. v Validate, register, and publish your trade item information. v Monitor your registration and notification processes. v Receive business partner confirmations from your Trading Partners. After you upload your item data to Sterling Data Synchronization Manager, you can take the following actions: v v v View errors found by the Data Compliance Engine. You will be notified by once the validation process is complete. Send item registrations to the Global Registry. Review responses from Trading Partners. Copyright IBM Corp. 2000,

8 Thereafter, each time you add items or modify item data, you use Sterling Data Synchronization Manager to keep the data compliant with GS1 GDSN standards through registration, and synchronized with your business partners through notifications. Hosted or Hosted EX Solution With Sterling Data Synchronization Manager, you can choose to submit your data in an Excel-formatted Toolkit file (Hosted solution) or in pipe-delimited flat files (Hosted EX solution). Hosted EX is for customers who, for various business reasons, choose to submit data in a pipe-delimited flat file format instead of submitting an Excel-format Toolkit file. The accepted format for the flat files is documented in the DSM file specification for 1SYNC.xls that you can download from the document library on the Sterling Data Synchronization Manager website. Requirements for Using Sterling Data Synchronization Manager To use either the Hosted or Hosted EX Solutions of Sterling Data Synchronization Manager you must meet certain knowledge and system requirements, and have selected 1SYNC as your GDSN Data Pool. Knowledge Requirements To interact with Sterling Data Synchronization Manager, you should have knowledge in the following areas: v v v v v Data synchronization concepts, including item attribute information and item link hierarchy concepts, Global Location Number (GLN), and GTIN information. GS1 GDSN concepts, such as accepted GTIN hierarchy levels, and types of messages exchanged. GS1 GDSN required attributes for item data registration with the Global Registry, and required formats for item attribute values. Knowledge of Microsoft Excel if you plan to use the Hosted Toolkit. For Hosted EX clients, programming knowledge is necessary to create the extracts. The initial call with your dedicated Sterling Data Synchronization Manager Business Analyst will review basic data sync concepts. System Requirements To access Sterling Data Synchronization Manager, you must use a computer that meets the following requirements: v Microsoft Internet Explorer 6.0 or later v Subscription with an Internet Service Provider (ISP) v Microsoft Excel 2003 or later - if you plan to use the Toolkit template provided. Sterling Data Synchronization Manager Requirements The following prerequisites must be met before you can access Sterling Data Synchronization Manager: v You must have a contract with IBM for the Sterling Data Synchronization Manager service. The contract must be signed and approved. 2 IBM Sterling Data Synchronization Manager: User Guide

9 v v v You must have received a Welcome , containing your Sterling Data Synchronization Manager Supplier Login credentials. You must subscribe to 1SYNC. You must have a valid Global Location Number (GLN) for Sterling Data Synchronization Manager to validate your data. 1SYNC Membership An active 1SYNC membership must be maintained to process trade item information with 1SYNC and complete data synchronization tasks that might be outside the scope of Sterling Data Synchronization Manager. Chapter 1. Overview of IBM Sterling Data Synchronization Manager 3

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11 Chapter 2. Getting Started (First Time Users) Initial Login to Sterling Data Synchronization Manager (First-Time Users) Before you begin When you log on to Sterling Data Synchronization Manager for the first time, a Setup Wizard simplifies the process of entering and modifying contact and company information and downloading Sterling Data Synchronization Manager documentation. Procedure To log on and start the Setup Wizard, follow these steps: 1. Using your Internet browser, go to The Sterling Data Synchronization Manager login page opens. 2. Type your Sterling Data Synchronization Manager user ID (your address) provided to you in the Welcome and the temporary password provided in a separate titled IBM Sterling Data Synchronization Manager, and click Login. Note: The user name and temporary password are case-sensitive. After you have logged into the Sterling Data Synchronization Manager Hosted site, you can save the page as a favorite if you would like to bypass having to enter your information each time. The Setup Wizard displays. Copyright IBM Corp. 2000,

12 3. Click GO. The Setup Wizard will guide you through the five steps: v Changing Your Password v Updating Supplier Information v Updating Contact Information v Updating Your Preferences v Downloading Documents Note: For maintenance purposes, you can access the first four steps of the Setup Wizard using the Administration tab. You can also find additional documentation by going to the Document Library in the Quick Links area of the Sterling Data Synchronization Manager home page. Only one login user name is permitted; however, simultaneous logins are allowed. Changing Your Password About this task The Change Password screen is displayed after you log on to Sterling Data Synchronization Manager and start the Setup wizard. 6 IBM Sterling Data Synchronization Manager: User Guide

13 Procedure 1. In the Old Password field, enter the temporary password received from Sterling Data Synchronization Manager Hosted Support For security purposes, this was sent in a separate after the Welcome In the New Password field, enter a new password. Note: Passwords are case sensitive. 3. In the Confirm Password field, enter your new password again to confirm. Note: To change your password later, select Administration > Change Password. 4. Click NEXT. Updating Supplier Information About this task The Update Supplier Info screen is displayed after you have logged on to Sterling Data Synchronization Manager and completed step 1 of the Setup Wizard. Procedure 1. Check the information displayed on the Update Supplier Info page. This information was entered based on the information that was supplied in the contract. 2. If there are no changes to this information, click NEXT. Note: The Zip Code field should only contain 5 digits. To update your supplier information later, select Administration > Update Supplier Info. Chapter 2. Getting Started (First Time Users) 7

14 Updating Contact Information About this task The Update Contact Info screen is displayed after you have logged on to Sterling Data Synchronization Manager and have completed steps 1 and 2 of the Setup Wizard. Procedure 1. Check the information displayed on the Update Contact Info page. This information was entered based on the information that was supplied in the contract. 2. If there are no changes to this information, click NEXT. Note: To update your contact information later, select Administration > Update Contact Info. Updating Your Preferences About this task The Update Preferences screen is displayed after you have logged on to Sterling Data Synchronization Manager and completed steps 1, 2, and 3 of the Setup Wizard. The Update Preferences screen displays two options for your review: v DCE Error Reports v Publication Report Preferences 8 IBM Sterling Data Synchronization Manager: User Guide

15 The Data Compliance Engine (DCE) Report preferences section of the screen is as follows: Procedure 1. Select the method for receiving the DCE report. Web Only The results will be posted to the File Management section of the Sterling Data Synchronization Manager home page. and Web An response with the results will be sent, including a notification Chapter 2. Getting Started (First Time Users) 9

16 that the results have posted to the File Management section of the Sterling Data Synchronization Manager home page. 2. In the Additional Recipients field, enter the address for any additional recipients for the report. Separate all addresses with a semicolon (;). 3. Select the Delivery Method for the Publication Report. Web Only The report will only be available on the Sterling Data Synchronization Manager website. AS2/FTP and Web The report will be sent using your AS2 or FTP connection, and be available on the Sterling Data Synchronization Manager website. This option is available only to Hosted EX clients. and Web An response with the report will be sent and the report will also be available on the Sterling Data Synchronization Manager website. 4. In the Additional Recipients field, enter the address for any additional recipients of the report. Separate all addresses with a semicolon (;). 5. Select the Report Format. Excel The report will be in Microsoft Excel spreadsheet file format. Delimited Text File The report will be a text file with data separated (delimited) by vertical bars( ).This option is available only to Hosted EX clients. You can view a sample of each type of report. 6. Select the Report Type. Full Refresh All responses for published items will be included in the report. Incremental Only responses received since the last report will be included in the report. Note: To update preferences later, select Administration > Update Preferences. 7. Click NEXT. Downloading Documents About this task The Download Documents screen is displayed after you have completed the first four steps of the Setup Wizard. 10 IBM Sterling Data Synchronization Manager: User Guide

17 Procedure Depending on your solution, do one of the following: v For Hosted Solutions, download the Toolkit. v For Hosted EX Solutions, download the Flat File Specification. Results When your setup is complete, you will see the following confirmation screen. Chapter 2. Getting Started (First Time Users) 11

18 Sterling Data Synchronization Manager Portal Home Page Now that you have completed your initial setup, you can begin working within the Sterling Data Synchronization Manager Portal. From the home page you can access all of the tools required for successful data synchronization. Below is an overview of the home page. News and Updates This area is located at the top of the page. News and Updates displays the latest advisories related to the Sterling Data Synchronization Manager website. Older advisories are archived in the Document Library. Quick Links Quick Links contains links for the most commonly used features of the Sterling Data Synchronization Manager site. Some of these options are also located in the tabs at the top of the page. Quick Stats Quick Stats summarizes your progress in registering your item data in the 1SYNC data pool and synchronizing your data with your Trading Partners. The link to the contact information for your dedicated Sterling Data Synchronization Manager Business Analyst is also located in the Quick Stats area. If your dedicated Business Analyst is out of office, you can use the Hosted Support and telephone number listed in the Quick Stats area. 12 IBM Sterling Data Synchronization Manager: User Guide

19 File Management File Management enables you to view the data files that you have submitted for processing. You can view your file name and the timestamp that indicates when the file initially arrived at Sterling Data Synchronization Manager. There is also a status for each file, along with an action field, so you will know at a glance if you still have work to do with your data file. Your dedicated Sterling Data Synchronization Manager Business Analyst will explain the Home page during your Upfront Call. For more detailed information, refer to the additional topics provided later in this document. Chapter 2. Getting Started (First Time Users) 13

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21 Chapter 3. Using IBM Sterling Data Synchronization Manager Upfront Call As part of your Sterling Data Synchronization Manager contract we will schedule an Upfront Call with the primary contact for your company. For this project, this call will be set up by your Sterling Data Synchronization Manager dedicated Business Analyst. An containing call time options will be sent to the address that was provided in your data synchronization contract with Sterling Data Synchronization Manager, and we will attempt to fit the call into your schedule as best as possible. While the invitation to the Upfront Call will only be sent to the primary contact that we have on file, you are more than welcome to forward the invitation to other members of your team. Should your team be in multiple locations we will set up a call bridge so that everyone involved will be able to participate. If you plan to have different divisions working on this project, a primary contact has to be assigned for all of the divisions as the person who will work with your dedicated Sterling Data Synchronization Manager Business Analyst. Areas of Discussion We will discuss several areas during the Upfront Call: v v v Sterling Data Synchronization Manager Hosted Home Page Overview: Each section of the Home page will be reviewed in detail. How to access tools that will be required for Data Synchronization: Blank Toolkit or Flat File Specs 1 SYNC IM Participation Dictionary containing attribute definitions GDSN Package Measurement Rules Overview of the Toolkit: Instructions High level instructions on working with the Toolkit or Flat File Specs. Your dedicated Business Analyst will work with you on more detailed instructions. Global Attributes that can appear multiple times for a hierarchal level of an item. Target Market Attributes that could be different depending on the target market, or country, that your data is slated for. Data Recipient Attributes that can be specific to a retailer. Link Where hierarchies are created for your item. Publication Copyright IBM Corp. 2000,

22 Used to specify which item hierarchies will be published to a particular Trading Partner. Hardlines Data specific to a particular industry. Valid Values Attribute Code Lists Lowes Attributes specific to suppliers that are working with Lowe's stores. AVP v v Attribute Value Pairs or Fast Track attributes that will be Trading Partner specific. Your dedicated Business Analyst can direct you in using these, depending on the Trading Partner you are targeting. Color coding of attributes as defined by the 1SYNC data pool. Please note that retailers have specifications of their own for attributes. Red Mandatory Yellow Conditional Green Optional Product Hierarchies: How your Consumer Unit is packaged to ship to your Trading Partners Preparing for Your Upfront Call For clients using the Sterling Data Synchronization Manager Hosted solution, your company contact will be asked to come to the call prepared with some of the basic, but required, data that you will supply to your Trading Partners. Your company contact must have a working knowledge of Microsoft Excel. If the data, such as weights, dimensions, descriptions, and ordering information for your item hierarchy, is not available we will ask if you would like to reschedule the call for a time when this required information is available. During this call, which typically runs for approximately one hour, your company contact will receive a detailed view of the Sterling Data Synchronization Manager Hosted Home page. Your dedicated Business Analyst will take your company contact through entering the hierarchal data of an item into the Sterling Data Synchronization Manager Toolkit and covering the attributes required for the Trading Partner that your company is targeting. If you have chosen the Sterling Data Synchronization Manager Hosted EX solution, your Sterling Data Synchronization Manager dedicated Business Analyst will cover the Flat File Specifications that will be used and the attributes required for your IT group to create your extract files. By the end of the call, the data you supplied will be uploaded to the Sterling Data Synchronization Manager site, which will place the data onto the Sterling Data Synchronization Manager secure server for processing. Your dedicated Business Analyst will take your company contact through the process of viewing where your data is in the process, based on the information shown on the Sterling Data 16 IBM Sterling Data Synchronization Manager: User Guide

23 Data Collection Synchronization Manager site. Your company contact will be able to view what a Data Compliance Error report looks like and where the steps to rectify errors, if any, are located. All of the available reports will be covered during the call, so that the end result will be success in getting your data to your Trading Partners. It is important to understand what information is going to be required for data synchronization and to determine where that data is within your company. Setting up a data collection process is very beneficial to being successful in your Data Synchronization Initiative. Here are some of the departments with which you might have to associate: v Shipping Weights/Dimensions Hierarchical Levels v Sales Order Quantity Minimum(s)/Multiple(s) Ordering/Dispatching Information v Marketing Signage Information & P.O.S. Descriptions Consumer Declaration Manufacturer & Brand Owner information Item Start Availability Date v Information Technology (IT) Data stored in your backend systems Hierarchical Levels When you set up a collection process you have to understand what an item hierarchy is. The data for all levels of that hierarchy are required to successfully register trade item information into the GDSN and to synchronize data with your Trading Partners. The following units of measurement are examples of a four tier hierarchy for an item: EA PK CA PL Each Inner-Pack/Pack Case Pallet Chapter 3. Using IBM Sterling Data Synchronization Manager 17

24 Not all items will necessarily have a hierarchy associated with them. Large items, such as a refrigerator or washing machine, are not typically packed more than one to a pallet. If the consumer unit is shipped to a Trading Partner in a box or carton containing more than one of the consumer unit items, there will be a hierarchy to report. This is an example of what your hierarchy would look like in the toolkit: The header rows in the Toolkit are color coded so that it is easily determined where data is required, conditional, or optional, according to the GDSN. The color codes are explained below: Although some fields are in green, indicating that they are optional with the GDSN, some Trading Partners might require those fields to be populated for the item data to be accepted. Your dedicated Business Analyst will work with you to determine the attribute fields you will have to supply for the Trading Partner that you are targeting. When you have gathered and entered all of the item data, you can submit the data file or Toolkit for validation. For more information, see Submit a Toolkit on page IBM Sterling Data Synchronization Manager: User Guide

25 Submit a Toolkit Before you begin After you have completed the initial data collection, save the toolkit to your computer or network drive. The next step will be to submit the Toolkit to Sterling Data Synchronization Manager for validation. Procedure To submit the Toolkit, follow these steps: 1. Select Submit Toolkit in the Quick Links area of the home page. Note: The Submit Toolkit link is also available by clicking on the Manage Item tab on the blue tool bar located at the top of the home page. The Toolkit Checklist screen displays. 2. Read the Toolkit Checklist, make sure you have completed all the items, and click GO. The Submit Toolkit screen displays. Chapter 3. Using IBM Sterling Data Synchronization Manager 19

26 3. Click Browse to locate the Toolkit in the appropriate folder on your local hard drive. Note: Specialty characters are not allowed in the file name or path of the saved file. 4. Double-click the filename for the Toolkit. The folder path should appear in the Toolkit File space provided. 5. Click Submit Toolkit. The Toolkit Complete dialog box confirms that your Toolkit was successfully submitted. 20 IBM Sterling Data Synchronization Manager: User Guide

27 6. Click GO to Return to the Sterling Data Synchronization Manager Home page Results Note: Hosted EX clients must submit the flat files using an AS2 or FTP connection. After you have submitted the toolkit or Flat Files (Hosted EX), you will receive an confirmation that the file has been submitted successfully for processing. The example is shown below: When you submit the completed Toolkit or Flat File, it is sent to Sterling Data Synchronization Manager for data validation; it is not sent to your Data Pool or Trading Partners at this time. Your dedicated Business Analyst will also receive an notification that a Toolkit or Flat File has been submitted for validation. After you have successfully submitted the toolkit, the File Management Section of the Home page will reflect the file that you just submitted. Chapter 3. Using IBM Sterling Data Synchronization Manager 21

28 Sterling Data Synchronization Manager File Management Under File Management section there are four categories: Validation Process File Name The name of the file as submitted Date Received The date and time stamp when the file was originally received by Sterling Data Synchronization Manager for processing. Status The current status of the file. The status of the file will change as the file moves through each step of the process. Note: The Data Received Timestamp will not change; it will stay with the original time stamp. Action(s) Any action required from you. This status will change as the file moves through the process. You should have received an confirmation confirming that Sterling Data Synchronization Manager has successfully received the submitted file, and the file should be listed in the File Management Section of the Sterling Data Synchronization Manager Home page. The File Management Section will show you the current status of a file as it moves through the Data Sync process. For more information about File Management, see Sterling Data Synchronization Manager File Management. The file that you submitted will go through an internal Validation process. Note that the data submitted has not left Sterling Data Synchronization Manager at this stage of the process. When the file goes through the Validation process, Sterling Data Synchronization Manager monitors to confirm several factors. One of those 22 IBM Sterling Data Synchronization Manager: User Guide

29 factors is that that you have supplied all Mandatory attributes. If you use the toolkit to submit data, Mandatory Attributes are highlighted in red. Reasonability Checks Another part of the validation process is reasonability checks. Reasonability checks are done on data being supplied in attributes such as Gross Weight. Sterling Data Synchronization Manager checks to validate that the Gross Weight you entered is reasonable, based on the information that was supplied at other levels of the product hierarchy. For example, if you declare the Weight of the Base Unit (Consumer Level) to be 1 pound and the quantity (number of base units contained in the Case) of the Case Unit to be 10, then reasonability would dictate that the Gross Weight of the Case must be at least 10 pounds, it can be more than 10 pounds but it cannot be less. About Registration The validation process confirms that if you supply a Conditional Attribute, you must also supply a corresponding attribute. If you use the toolkit to submit data, Conditional Attributes are highlighted in Yellow. For example, if you enter a value for Net Content, then you must supply a Net Content UOM as well. After the validation process is complete, the results of the validation are posted to the Sterling Data Synchronization Manager website. If the validation process detects issues, a Data Compliance Engine (DCE) Report is generated and that report is posted to the site for your review. You have the option to receive your DCE report in an also. Update your preferences from the Administration tab. The DCE Report outlines errors that were detected during the validation process. The report will advise you what errors were encountered, provide a description of the error, outline steps to rectify the error, and display which GTIN(s) generated this error. If you have any questions about how to correct an error, contact your dedicated Business Analyst. The contact information for your Business Analyst is located on the Sterling Data Synchronization Manager website, under the Quick Stat section. For more information, see Sterling Data Synchronization Manager Portal Home Page on page 12. After you have addressed the errors, submit the file for processing again. To review these steps, see Submit a Toolkit on page 19. After it completes the validation process successfully and no errors have occurred, the file is ready to move on to the next phase of Data Synchronization: Registration. Registration is the process where your collected data is registered and stored with the 1SYNC Data Pool. After your file has successfully passed validations, the next step in the Data Synchronization process is to register your data. To get new or updated Trade Item Information posted into the 1SYNC Data Pool and to make those items available for publication to your Trading Partners, registering data is a mandatory step Registering Data Procedure To register your data, follow these steps: Chapter 3. Using IBM Sterling Data Synchronization Manager 23

30 1. From the File Management section of the home page, under the Actions column, select Register Data next to the name of the validated Toolkit. A Microsoft Internet Explorer dialog box appears. 2. Click OK to confirm that you wish to continue with the registration. Results After you have selected OK to continue with the registration process, Sterling Data Synchronization Manager will notify your dedicated Business Analyst of your request to register your data. Selecting OK also updates the status on the File Management Section to Registering Data. Your item data is now registered with the 1SYNC Data Pool. During the registration process, the trade item information is linked. This is an important step of the Data Sync process because it registers the product hierarchy in the Data Pool and allows the products being published to contain all of the appropriate information for that product. 24 IBM Sterling Data Synchronization Manager: User Guide

31 After the registration process is completed, the status is updated accordingly. Sterling Data Synchronization Manager sends an notification advising that the status of the file has changed. About Publication You will receive one of the following three status messages to designate the registration status: Data Registered Registration has completed successfully. Error Registering Data Errors were encountered when attempting to register the file. Contact your Business Analyst. No New Data To Load No new data or no updates were found on this file. View the ISE report to confirm that the file does not contain any new data or updates. If the ISE report does indicate updates or new information, contact your dedicated Business Analyst. Receiving a status message of Data Registered will open up the file for the next step of the process: Publication. Note: The ISE Report under the Action(s) column in the File Management section is always displayed. The Date Received column shown under the File Management section will always reflect the original time the file was submitted; this will not change when you select Register Data or Publish Data. Publication is the transaction that sends the item hierarchy data to the targeted Retailer(s)/Trading Partner(s). After you have completed the registration of the item data with the 1SYNC data pool, you must publish it for Retailer(s)/Trading Partner(s) to see it. The Publication process is the Catalogue Item Notification (CIN) transaction that Chapter 3. Using IBM Sterling Data Synchronization Manager 25

32 creates a data bundle. Sterling Data Synchronization Manager pushes the data bundle to the Trading Partner's worklist, enabling the item data to be pulled into the Trading Partner's system. Publication Options Sterling Data Synchronization Manager offers three options for publishing your trade item information. v File Submitted v Submit a Toolkit for Publication Only on page 30 v Online Publication File Submitted When you initially submit your file for validation, you can move the same cleanly validated file all the way through the validation > registration > publication process as each process successfully completes. Note: Using this option requires that the Publication tab be completed prior to the first submission of the Toolkit. When you receive confirmation that your file has been successfully registered, click Publish Data to publish your validated and registered file. Online Publication About this task Using the online publication option, you can choose registered item GTINs from a list, along with Publication and Transaction Type. 26 IBM Sterling Data Synchronization Manager: User Guide

33 Procedure 1. Under Quick Links, click Publish Items. The Publish Items screen is displayed. 2. Click GO next to Submit an Online Publication Request. The Publication Request: Target Retailer and Publication Type screen is displayed and provides available options for publishing item data. Chapter 3. Using IBM Sterling Data Synchronization Manager 27

34 3. Select a Retailer for publication from Target Retailer list. Because data is sent only to the selected retailer, you might have to repeat this process if an item is stocked by multiple Trading Partners. 4. Select one of the following Transaction Types: v v Select Add to send item data to Trading Partners for items that are not actively published to them. You can also select Add to resend item hierarchy data to a Trading Partner from which you had previously deleted for publication. Select Republish to resend existing registered data to the retailer for an actively published item, usually at the request of the Trading Partner. v Select Delete to notify the Retailer that the item is not being synchronized at this time. This is used when an item is discontinued or when quantity corrections are required within a hierarchy. 5. Select one of the following Publication Types: v Select New for a new item that is being introduced to a Trading Partner. v Select Initial Load for an existing item in the Trading Partner's database. 6. Click Select GTINS to Publish. The Publication Request: Select GTINs window is displayed. 28 IBM Sterling Data Synchronization Manager: User Guide

35 The items displayed in the list depends on the selections you made in previous steps and whether the GTIN has been previously published to a specific Trading Partner. Filtering options are available to narrow the list. For the Item Level field, the default is Highest Level GTINs only (recommended). 7. You can use the following options to filter your list: v GTIN v Item Number v Brand Name v GPC Code v Item level If you choose not to filter your list, you will see all high-level GTINs available for publication to a specific Retailer (Trading Partner). It is recommended that you keep the filter set to Highest Level GTINs Only because the publication will cascade down through the hierarchy, pulling all lower-level data along with it. If you select All GTINs, you will see all levels of your hierarchies. This is not recommended because it is not necessary to publish all levels of the hierarchy separately. A Trading Partner might ask that you publish the lowest level if the item is available for Special Order at that level. 8. Select the items you want to publish by checking the boxes in the Item # column next to each item. The following options are also available at the bottom of the screen: v v v Click SELECT ALL to choose all GTINs. You might have multiple pages to view to find all of the items that you want to publish. Click CLEAR ALL to clear your selections. After you have selected all of the GTIN hierarchies that you wish to publish, click PUBLISH. Chapter 3. Using IBM Sterling Data Synchronization Manager 29

36 9. Confirm the information that you have selected during the process, such as the Target Retailer, Transaction Type, Publication Type, and GTINs. Verify that the items are ready to publish, then click PUBLISH. Sterling Data Synchronization Manager sends a confirmation containing the information displayed in the next screen to the company contact that you listed for the account. The dedicated Business Analyst also receives the to process the request. After the process completes, the Hosted site is updated with the transaction results. 10. Click GO next to either Submit Another Publication Request or Back to Home Page. Submit a Toolkit for Publication Only About this task Another option for publishing your item data is to Submit a Toolkit for Publication Only. 30 IBM Sterling Data Synchronization Manager: User Guide

37 Procedure Under Quick Links, choose Publish Items. Results The following Publish Items window is displayed. If you choose this option, you must complete the Publication tab of a Toolkit. For more information, see Complete the Toolkit Publication Tab. Complete the Toolkit Publication Tab Before you begin The Toolkit can either be a blank, generated file or one that you had previously saved to your machine. The preference is to use a blank Toolkit. When a file is submitted for Publication only, the following apply: Chapter 3. Using IBM Sterling Data Synchronization Manager 31

38 v Sterling Data Synchronization Manager does not run a validation on the data. v This transaction does not send updates that might be in the Toolkit but have not gone through the validation and registration process. v This process only looks at the Instruction and Publication tabs of the Toolkit. You must complete the Instructions tab and the first four columns on the Publication tab. Procedure To fill out the Toolkit Publication tab, follow these steps: 1. Fill in the Global Trade Item Number (GTIN), Target Market, Data Recipient, and Publication Type columns. Note: If you are not sure of your Trading Partner's GLN, refer to the Retailer GLNs.pdf in the Document Library. Contact your dedicated Business Analyst if your Trading Partner is not shown on this document. 2. If you do not plan to publish the data until a future date, contact your dedicated Business Analyst. 3. Fill in the Transaction Type column only when necessary. Contact your dedicated Business Analyst for instructions of when it is necessary to use this column. 4. After the Toolkit Publication tab is complete, upload the file. 32 IBM Sterling Data Synchronization Manager: User Guide

39 5. Browse to the location where you saved your Toolkit file. 6. Click Submit Toolkit to upload the file. If your upload was successful, the Publication Toolkit Upload Complete screen is displayed.. About Reporting Tools 7. Sterling Data Synchronization Manager will send an to the company contact and the dedicated Business Analyst, in order that they can begin to process the file. 8. After the process is completed, the Hosted site will be updated with the transaction results. 9. Click GO to return to the home page. Sterling Data Synchronization Manager offers reporting tools that help in the day-to-day management of your Data Synchronization initiative. Generating a Toolkit This functionality retrieves all of the Trade Item information that you successfully registered into one Toolkit (Microsoft Excel file). This file is your copy of all the data in the 1SYNC Data Pool. You can generate a Generated Toolkit at any time and download it to your local desktop or network drive. Chapter 3. Using IBM Sterling Data Synchronization Manager 33

40 Procedure To generate a toolkit, follow these steps: 1. From the Quick Link section, click Generate Toolkit to display the Filter Items for Generate Toolkit screen. 34 IBM Sterling Data Synchronization Manager: User Guide

41 2. To limit the amount of item data that is displayed in a generated toolkit, use one or several of the filtering options listed in the Filter Items for Generate Toolkit screen. Note: To run an unrestricted report, click Next. This option retrieves all item data that was registered successfully. The following filtering options are available: Catalogue Item State Depending on the status of your items there might only be one option available. Registered Pulls back all active items. Use this option to exclude any items that have a Discontinued Date. Discontinued Pulls back all items that currently have a Discontinued Date supplied. Use this option to exclude any active items that do not currently have a Discontinued Date. Brand Owner This option pulls data from what was supplied on the Global tab for the Brand Owner GLN attribute. Target Market This option pulls data from what was supplied on the Target Market tab for the Target Market attribute. Example: You could use the Target Market filter if you had products that were targeted for sale in the United States (US) and in Mexico (MX), and you only wanted to retrieve those products that were targeted for Mexico. Data Recipient This option pulls data from what was supplied on the Data Recipient tab for the Data Recipient attribute. Example: You could use the Data Recipient filter to make your selection if you had products that were targeted specifically for a Trading Partner. If no Data Recipient was supplied, the only option would be DEFAULT. Brand Name This option pulls data from what was supplied on the Global tab for the Brand Name attribute. Example: You could use this option to filter your search if you had products with different Brand Names and you wanted to only view items that fell under a particular Brand Name. GPC Code This option pulls data from what was supplied on the Global tab for the Global Item Classification Code attribute. Example: You could use the GPC code filtering option if you used different GPC codes for your products and you wanted to only view items that fell under one particular code. Chapter 3. Using IBM Sterling Data Synchronization Manager 35

42 Alt. Classification Code This option pulls data from what was supplied on the Target Market tab for the Alternate Item Classification Code attribute. Example: You could use the Alt. Classification Code filtering option if you used different classification codes for your products, and you wanted to only view items that fell under one particular code. 3. After you have selected from the filtering options, or have chosen not to select from the filtering options, click Next to display the Download Toolkit screen. Due to the limitation of available space, the online view contains only a subset of the information that appears on the report once you download it into Microsoft Excel. 4. In the Download Toolkit section, click the link to download the Generated Toolkit. 36 IBM Sterling Data Synchronization Manager: User Guide

43 5. Select Open to open the Generated Toolkit spreadsheet or select Save to save the Toolkit file to a designated location, according to your business requirements. Use the generated toolkit to update items you have previously registered. Publication Report This functionality pulls back all of the Trade Item information that you have successfully published to your Trading Partners. You can generate a Publication Report at any time and save it to your local desktop or network drive. As noted previously, you can also establish preferences for you and your team to automatically receive publication reports as they are updated. Generate a Publication Report Procedure To generate a Publication Report, follow these steps: 1. From the Quick Link section, click Publication Report to display the Publication Status Report Parameters screen. Chapter 3. Using IBM Sterling Data Synchronization Manager 37

44 2. To limit the amount of item data that is displayed in a Publication Report, use one or several of the filtering options listed in the Publication Status Report Parameters screen. Note: To run an unrestricted report, click Next. This option retrieves all published item data. The following filtering options are available: GTIN Global Trade Item Number. The GTIN is the globally unique GS1 identification number used to identify trade items (products and services) that are sold, delivered, warehoused, and invoiced. EAN-UCC Code European Article Numbering-Uniform Code Council system. An internationally accepted method of identifying products, serializing shipping containers, and clearly communicating other important business transaction data such as purchase orders, expiration, dates, or lot numbers in a standard machine readable (bar code) format. GTIN Name (full or partial) The name of the trade item as it appears on the package, plus any key identifying words to help 1SYNC Item Management users to easily distinguish trade items. Item Number This option pulls data that was supplied on the Global tab for the Item Number field. If multiple Item Numbers are listed, select only one at a time. Brand Name This option pulls data that was supplied on the Global tab for the Brand Name attribute. Example: You could use this filtering option if you had products with different Brand Names and you wanted to view only items that fell under a particular Brand Name. 38 IBM Sterling Data Synchronization Manager: User Guide

45 If multiple Brand Names are listed, select only one at a time. Retailer This option allows you to generate a report for one Trading Partner. If multiple Trading Partners are listed, select only one at a time. Authorization This option allows you to generate a report based on the current status of a publication. If multiple Authorization Statuses are listed, select only one at a time. The following options are available: v No Response v Synchronized v Accepted v Review v Rejected For more information about these status options, see Confirmation Status on page 42. Published Before This option allows you to generate a report using a date parameter. Enter the date in one of the following formats: MM/DD/YYYY YYYY-MM-DD Anything that was published before the supplied date will be pulled back on the Publication Report, and data that was published after the supplied date will not appear on the report. Published On or After This option allows you to generate a report using a data parameter. Enter the date in one of the following formats: MM/DD/YYYY YYYY-MM-DD Anything that was published on or after the supplied date will be pulled back on the Publication Report, and data that was published before the supplied date will not appear on the report. 3. After you have made your filtering selections, or have chosen not to select any of the filtering options, click Next to view the report. Chapter 3. Using IBM Sterling Data Synchronization Manager 39

46 Due to the limitation of available space, the online view contains only a subset of the information that appears on the report after you download it into Excel. 4. To download the report to an Excel spreadsheet, click Download into Excel Format. 5. Select Open to open the Publication Report spreadsheet, or Save to save the report to a designated location, according to your business requirements. The following information is currently on a Publication Report, regardless of any filtering options you might have selected. Publication Status This field represents the most current response received from your Trading Partners. Item Number This field represents the data that was supplied on the Global tab in the Item Number field 40 IBM Sterling Data Synchronization Manager: User Guide

47 GTIN This field represents the GTIN that was supplied during publication. Target Market Code This field represents the Country Code that was selected. This field ties into the information that was supplied on the Target Market tab. Target Market Name This field represents the Country Name that was selected. This field ties into the information that was supplied on the Target Market tab. Product Type This field ties into the GTIN selected during publication and the corresponding information that was supplied on the Global tab for the Product Type attribute. Pack Quantity This field ties into the GTIN selected during publication and the corresponding information that was supplied on the Global tab for the Total Quantity of Next Lower Level Trade Item attribute. Brand Name This field ties into the GTIN selected during the publication and the corresponding information that was supplied on the Global tab for the Brand Name attribute. Net Content This field ties into the GTIN selected during the publication and the corresponding information that was supplied on the Global tab for the Net Content attribute. Net Content UOM This field ties into the GTIN selected during the publication and the corresponding information that was supplied on the Global tab for the Net Content UOM attribute. GTIN Name This field ties into the GTIN selected during the publication and the corresponding information that was supplied on the Global tab for the GTIN Name attribute. Retailer GLN This field ties into the GTIN selected during the publication and the corresponding information that was supplied on the Publication tab for the Data Recipient attribute. Retailer Name This field ties into the GTIN selected during the publication and the corresponding information that was supplied on the Publication tab for the Data Recipient attribute. Publish Date This field ties into the GTIN selected during the publication and represents the date of the original publication. Please note that this date will not change. Chapter 3. Using IBM Sterling Data Synchronization Manager 41

48 Response Date This field ties into the GTIN selected during the publication and represents the date that the Trading Partner took an action on the publication. This field will update should the status of the publication change. This field reflects the last or most current date a Trading Partner sends a response. Response Detail This field ties into the GTIN selected during the publication and represents the response detail that Trading Partners send back with their status response. Not all retailers send back response details; however, if details are supplied they help to resolve issues. Publication Type This field ties into the GTIN selected during the publication and represents the information that was supplied on the Publication tab for the Publication Type attribute. The following options are available: v New v Initial Load Transaction Type This field ties into the GTIN selected during the publication. The following options are available: v Add v Republish v Delete Confirmation Status: It is important to note that a Trading Partner is not required to send back a response to a publication. A Trading Partner could send back one of the following responses: No Response The Trading Partner, or data recipient, has not yet taken an action on the item data sent. It is possible that at the time of publication the Trading Partner had not yet set up a subscription to receive your trade item information. Synchronized The Trading Partners, or data recipients, have received and successfully incorporated the item data into their systems. No further action is necessary. Accepted The Trading Partners, or data recipients, have received the item data and are determining whether to incorporate the information into their systems. Review The Trading Partner, or data recipient, is reviewing the data but has not determined whether to reject or synchronize. Items are also put in review when information the source has is different from what is on the recipient's system. Updates might have to be made on either the source side or the recipient side. 42 IBM Sterling Data Synchronization Manager: User Guide

49 Rejected The Trading Partners, or data recipients, have no intentions of incorporating the item data into their systems. If you have any questions or concerns regarding this response you should contact your Business Analyst. Note: Some Trading Partners will not send back a Synchronized message. Instead, they will stop at Accepted. Please contact your business Analyst for further clarification. Chapter 3. Using IBM Sterling Data Synchronization Manager 43

50 44 IBM Sterling Data Synchronization Manager: User Guide

51 Chapter 4. Administrative Maintenance Changing Your Password During the initial sign-on to the Sterling Data Synchronization Manager site you were prompted to change the temporary password that you received at the time of original setup. Procedure To change your password at any time, follow these steps: 1. From the toolbar, select Administration > Change Password. The Change Password screen is displayed. 2. Enter the following information next to the appropriate prompts. Old Password Copyright IBM Corp. 2000,

52 Passwords are case sensitive. If you require help with this information, contact your dedicated Business Analyst. New Password Passwords are case sensitive. Confirm Password Enter this information exactly as you entered it at the previous (New Password) prompt. Remember: Passwords are case sensitive. 3. Click Next to display the User Password Changed screen. Update Supplier Information 4. Click GO next to Proceed to Account Status to view your Account Status, or click GO next to Return to Administration to return to the home page. Supplier information is address data. The information that populates the Supplier Information was pulled from the contract. If you make changes to this information, notify your dedicated Business Analyst or your Sales Representative to ensure that your updates are also recorded at the corporate level. 46 IBM Sterling Data Synchronization Manager: User Guide

53 Procedure To update your Supplier information, follow these steps: 1. From the toolbar, select Administration > Update Supplier Info. The Update Supplier Info screen is displayed. 2. Enter the necessary updates next to the appropriate prompts. Note that the Zip Code information can only be five digits. Note: A red asterisk (*) next to a field indicates that the field is required. 3. Click Next to display the Update Supplier Info Successful screen. 4. Click GO next to Proceed to Account Status to view your Account Status, or click GO next to Return to Administration to return to the home page. Updating Your Contact Information Contact Information is the primary contact information for your organization. The original information that was populated in this section was pulled from the contract, supplied by the sale representative, or updated the first time you logged on to the site. If you make changes to this information, notify your dedicated Business Analyst to ensure that your updates are also recorded at the corporate Chapter 4. Administrative Maintenance 47

54 level. To update your Contact information, complete the following steps: Procedure 1. From the toolbar, select Administration > Update Contact Info. The Update Contact Info screen is displayed. 2. Enter the necessary updates next to the appropriate prompts. Any updates to the telephone number should be entered without parentheses around the area code. Note: A red asterisk (*) next to a field indicates that the field is required. 3. Click Next to display the Preferences Updated Successfully screen. 48 IBM Sterling Data Synchronization Manager: User Guide

55 Updating Your Preferences 4. Click GO next to Proceed to Account Status to view your Account Status, or click GO next to Return to Administration to return to the home page. When you initially signed on to the Sterling Data Synchronization Manager site you were prompted to set up preferences for delivery of the DCE/Validation Report and the Publication Report. You can update these preferences at any time. Procedure To update your preferences, follow these steps: 1. From the toolbar, click Administration > Update Preferences. 2. Under DCE Report Preferences, choose your preferred method of receiving a Data Compliance Engine (DCE) report. Chapter 4. Administrative Maintenance 49

56 The following DCE Report Preferences are available: v Select Web Only for the DCE report to be available for viewing only by logging onto the Sterling Data Synchronization Manager site under the File Management section of the Home Page. This is the default. v Select and Web to receive an response with the results, including a notification that the results have been posted to the File Management section of the Sterling Data Synchronization Manager home page. v Enter the address next to Additional Recipients for any additional recipients that you want to receive the DCE report. Separate all addresses with a semicolon (;). If you leave this field blank, the report is only sent to the primary contact listed under Contact Info. 3. If you are finished, click Next at the bottom section of the screen. Otherwise, continue with the next step. 4. Under Publication Report Preferences, choose your preferred delivery format and type of Retailer Publication report. 50 IBM Sterling Data Synchronization Manager: User Guide

57 The following Publication Report Preferences are available: v Select Web Only so the Publication report will be available for viewing only by logging onto the Sterling Data Synchronization Manager site under the File Management section of the home page. This is the system default. v Select AS2/FTP for SDSM Ex to receive a Publication Report through an AS2 or FTP connection in a pipe delimited format. This option is only available to those clients who use the Sterling Data Synchronization Manager EX service (Flat Files). For more information on this option, click Download a specification document. v Select and Web so the contact listed under Contact Info, and any recipients entered next to Additional Recipients, will receive an response with the report, including a notification that the report has been posted to the File Management section of the Sterling Data Synchronization Manager home page. The format of the report when selecting this option is Microsoft Excel. v Enter the address next to Additional Recipients for any additional recipients that you want to receive the Publication report. Separate all addresses with a semicolon (;). If you leave this field blank, the report will only be sent to the primary contact listed under Contact Info. v The Report Format option determines if the report format will be a Microsoft Excel or Delimited Text File. Note: Delimited Text File is only available to those clients who are using the Sterling Data Synchronization Manager Ex solution. v The Report Type option determines if a Full Refresh (all responses for published items) or Incremental (only responses received since the last report) report is generated. 5. After you have completed your updates, click Next at the bottom of the screen to display the Preferences Updated Successfully screen. Chapter 4. Administrative Maintenance 51

58 File Management Clean Up 6. Click GO next to either Proceed to Account Status or Return to Administration. The File Management Section displays the current status of submitted files and the next action to take to move the files through the process. You can manage the files that are displayed on this page by selecting the check boxes located next to each file, or you can click Select All, located at the bottom of the page. After you have determined which files you would like to remove from view, click Remove. After you select Remove, you cannot return the files to the File Management Display Section. Selecting Remove does not permanently remove the file(s) from the system; it only removes the file from the displayed list. Before selecting Remove, you can change your selection(s) by clicking the check box next to the file(s) that you do not want removed. You can also click Clear at the bottom of the page to deselect all of the checked files. 52 IBM Sterling Data Synchronization Manager: User Guide