Catalog Management Tool (CMT) Reference Guide The Catalog Management Tool (CMT) provides data on items listed on the Portal s e-catalog. The CMT offers contracted vendors advanced item submission and catalog management capabilities. Using this tool, you may now submit multiple items for submission to the Instructional Material Review Unit (IMRU), update item information directly within the application, view order status in real-time, and modify pricing electronically (depending on contractual agreements and during a specified time frame). Please Note: As part of an ongoing IMRU process re-design effort, items submitted for review will be received into our Portal using a barcode scanner. This process will replace any manual entry of ISBN numbers, so it is now a requirement that all items submitted to the IMRU for review have a barcode. Items will not be reviewed or received into our system as such if a barcode is absent from a submitted item. How to Upload a New Catalog into the CMT 1 Login to the vportal with your User ID and Password. 2 Go to the CATALOG MGMT. section of the vportal homepage and click Upload New Catalog. 3 If you are a Non-Publisher vendor, click the General Template link to obtain a Catalog Management Template. If you are a Publisher, click the Publisher Template link. All item submission information must be populated in one of these two templates to load successfully into the CMT. (Save a copy of the blank template for your records). 4 Populate the applicable template with your item information. 5 Important: Before submitting your Catalog File into the CMT, you must change the format of the file from Excel to Text: Open your populated Catalog Template and verify that it is in Excel format (.xls). Under file, click Save As. At the bottom of the window, go to the drop down menu labeled Save as Type. Scroll down until you see TXT (TAB Delimited) (*.txt). Select this option and click Save. Note: You may get a message that says The Selected File type does not support workbooks that contain multiple sheets. Ignore this message and click OK. You will then see a message that says your spreadsheet contains features that are not compatible with TAB - Tab Delimited. Click Yes to continue to save in.txt format. 6 Navigate back to the Upload New Catalog page (The following screen will appear): 7 Click the Browse button to locate your Catalog File, ensuring that you select the one in Text format (.txt) and click Open. 1
8 Verify that you have selected the correct file (in.txt format) and click Submit. (The following screen will appear): As the CMT is uploading your information, this page will show you the real-time upload status of your file. You may periodically click the Refresh Status link located at the bottom of the webpage to refresh the screen. Every time you re-open this webpage it will automatically update the information. You may scroll your mouse over the question marks next to the column headings for additional information. If all of your items load successfully into the CMT, they will all be accounted for in the Pending section of the Upload File Status page. Every number >0 in these columns are links that you may click into to see a list of the individual items in each section. (The following shows an item in Pending IMRU Receipt status): You may view detailed item information by clicking the Add l Details clipboard icon. 2
Correcting Erroneous Items & Editing Item Information If you have items in the Error column on the Upload File Status page, you may manually edit the item to correct the erroneous field from your template. Click the numeric link in the Error column to view a listing of all items that did not upload correctly. (The following screen will appear): Scroll your mouse over the yellow error symbol -- to see which field(s) is causing the item to error out. Please Note: Currently, this will only show you the first error the tool identified when reading the template columns from left to right. If you have multiple erroneous fields, you will need to correct them one at a time until the item is no longer in the Error column. We are in the process of enhancing this feature to show all erroneous fields pertaining to an item. (The following screen will appear): Click the Add l Details clipboard icon to view detailed item information. You may navigate through the following tabs: Item, Vendor, Internal, and Notes. (The following shows the Item Details tab): 3
You may edit and/or update item and vendor information directly into the CMT by clicking the button on the lower right corner. This feature allows you to modify and save item information directly into the CMT so that you do not need to resubmit the erroneous item in Template format. In the Notes tab, you may enter comments to display to the reviewers and approvers regarding that particular item. When you have finished editing your item information, click the button on the lower right corner to save your updates. Please note which new items are listed in the Error column and refrain from sending them to the IMRU for review until the item is no longer held up in error. If a required field is left blank, a red message will appear, prompting you to enter the missing information. (Example below): 4
Catalog Management Help and Contact Information There is a Catalog Maintenance Help feature that you can access by clicking the Help button on the upper left hand corner of the screen. (The following Web Page Dialog box will appear): If you need additional assistance using the Catalog Management Tool, please contact DCP Client Services at (718) 935-4444 (purchasingportal@schools.nyc.gov). For IMRU-specific inquiries, please forward them to IMRUinquiries@schools.nyc.gov. 5