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Catalog Upload - Common Fields

This topic provides the details for the common fields included in full or delta catalog common fields uploads. A sample csv template is included in addition to detail on multi-lingual fields.

Overview

Catalog uploads of common fields files may be full or delta.

Full Common Fields Catalog Upload replaces all the product records in the system for a supplier. Product records already in the system for that supplier prior to the Full Common Fields Upload are disabled. 

A supplier's disabled products in the system will be enabled when they are included in a Full Common Fields Catalog Upload

A delta upload allows supplier import of common fields for new products or products needing updates for fields in the common fields import, as detailed in this topic.

The Importer accepts ZIP files as well as single CSV Files. In the event that more than one CSV file is contained in the ZIP, the first file will be used to generate the metadata. Rest of the files will than be read in as if they were part of the same file. All CSV files in ZIP must contain the exact same header rows.

See Topics: 
Catalog Templates
Catalog Files - Detailed Description

Self-Service Catalog Management Overview
Common Fields Mapped to Product Details Page
BuyerQuest Catalog Upload and Document Statuses

Common Fields Upload Template

CommonFieldsSample9.5.csv

Common Fields Support for Catalog-Based Pricing

The Common Fields Catalog file supports multiple prices for the same SKU. Different prices may be associated with different catalogs.  

When a SKU has more than one price and is thus included in more than one catalog, the common fields file will include a separate line for each price, as described below. 

Users are shown the pricing for the catalog mapped to their Content Group. When a User has access to multiple catalogs, the lowest price is displayed. 

The following use cases illustrate scenarios for catalog-based pricing. 

Use Case SKU Price Catalog Result
1 SKU, 1 catalog 123 1.00  US SKU "123" will be uploaded to catalog "US". If the product was tied to different catalogsit will be removed from those catalogs and will be associated to the catalog "US"
1 SKU, Multiple catalogs 123 1.00 EU|NA SKU "123" will be uploaded to catalog "EU" and "NA". If the product was tied to different catalogsit will be removed from those catalogs and will be associated to the catalog "EU" and "NA"
1 SKU, No catalog 123 1.00 NULL If no value is specified for 'catalogs', SKU "123" will be uploaded to the lowest Catalog ID. If the product was tied to different catalogsit will be removed from those catalogs and will be associated to the the lowest Catalog ID.
 
1 SKU, 2 prices, Multiple catalogs 
requires multiple rows in the Common Fields file, one for each unique price/catalog combination 
123 1.50 US SKU "123" will be uploaded to catalog  US with the price of $1.00"EU" and "NA". If the product was tied to different catalogsit will be removed from those other catalogs.
  123 2.00 HI|AK SKU "123" will be uploaded to catalog "HI" and "AK" with the price of 2.00.
  123 3.00 NY SKU "123" will be uploaded to catalog "NY" with the price of 3.00.

Delta Uploads 

For delta uploads, all fields except SKU are optional, allowing uploads of files of partial data -- consisting only of data fields needing o be updated.  

For delta uploads of partial data, the recommended best practice for a delta partial upload is to include only the columns that need to be updated. 

If a required column exists in the partial upload and is empty, the upload will fail.

If an optional column exists in the partial upload and is empty, the value is replaced by the default value for the field. 

If the catalog column is not included or is NULL, the price should be updated for all active catalogs for the SKU. 

SKUs are handled as described below for the common fields delta file import: 

  • If a SKU does not exist in the system, the SKU is created only if all the columns and values are present as required for a record in a full import. 
  • If a SKU does exist in the system, the product will be updated with the values for the SKU for each of the fields included. If a field is not included, the value should remain as is. Validations for data included are the same as for a full upload.
  • If validation fails for any field value, the entire row is skipped with a message.

For details on catalog validations, see the Documentation Topic: Catalog Upload Status and Validation Reports

Catalogs Field and Delta Uploads

For delta uploads of Common Fields, the table below describes the results for a few key scenarios. 

Use Case SKU catalog Result
1 SKU, 1 catalog 123  US SKU "123" will be uploaded to catalog "US". If the product was tied to different catalogsit will be removed from those catalogs and will be associated to the catalog "US"
1 SKU, Multiple catalogs 123 EU|NA SKU "123" will be uploaded to catalog "EU" and "NA". If the product was tied to different catalogsit will be removed from those catalogs and will be associated to the catalog "EU" and "NA"
1 SKU, No catalog 123 NULL If no value is specified for 'catalogs', SKU "123" will be uploaded to the lowest Catalog ID. If the product was tied to different catalogsit will be removed from those catalogs and will be associated to the the lowest Catalog ID.
 

Common Fields Details

Column Name Description Required Max Length Sample Value
sku This is the Supplier's Part Number

Use the part number that your customer would search for.

The same SKU may be associated with different price/catalog combinations. The SKU may be repeated for each combination. 
Yes 40 ABC123
name This is the Name of the product to be listed in the catalog 

The name should be descriptive, but short. Include descriptors after the name separated by commas. The name will be truncated to 256 characters on import if it is longer than 256 characters. 
Yes 256 Ball Point Pens, Black, Box of 12
short_description This is the Short Description of the product. If the short description is longer than 256 characters, it will be truncated to that length on import.

 
Yes 255 Smooth feeling of a gel pen with a quick drying, super bold ink.
long_description This is the Long Description of the product

Use HTML to format bold, italic, bullets, colors, etc. 
Yes No limit Retractable ballpoint pens each feature a bold-point tip, ensuring powerful lines and rich color that is sure to make your handwriting stand out. You'll never again have to worry about wishy-washy lines or weak ink that fades off the page.
image The Product image (a picture, photo or schematic)

Specific filename for an image of the product or HTTPS URL. Ideally in the form of SKU.jpg. 
No N/A ABC123.jpg
manufacturer This is the Manufacturer of the product. ( if this is the same as the supplier, then simply enter supplier's name) Yes No Limit Acme
mfg_part_num This is the Manufacturer's Part Number (if this is the same as the supplier, then simply enter the part number again) Yes 40 XYZ789
unspsc This is the products valid United Nations Standard Products and Services Code as an 8 or 10-digit value Yes 10 11223344
uom This is the Unit of Measured associated with the product.
Not case sensitive.

 
Yes 4 EA
currency This is the Currency that is used Yes 3 USD
lead_time This is the Lead Time in number of business days No
 
255 5
list_price This is the Supplier's list (pre-contact) price

It must be 0 or higher. It is recommended to exclude leading dollar signs. Decimal points should be used instead of commas.

Multiple list_price values may be included, each associated with a different catalog.
Yes 2 Decimal Places 1.99
contract_price This is the Customer's contract price

It must be 0 or higher. It is recommended to exclude leading dollar signs. Decimal points should be used instead of commas.

Multiple contract_price values may be included, each associated with a different catalog.
Yes 2 Decimal Places 1.54
quantity_increments This is the fixed quantity increment that the Product should be purchased in No 4 Decimal Places 2
minimum_quantity This is the minimum quantity that must be purchased at one time for this Product No 4 Decimal Places 5
max_quantity This is the maximum quantity that must be purchased at one time for this Product No 4 Decimal Places 12
name_<store view> This is the Name of the product to be listed in the catalog followed by the storeview code which represents the language code.

<store view> should be in the format <language code>_<region code>.

 
No 40 Big stylo bleu
short_description_<store view> This is the Short Description of the product followed by the storeview code which represents the language code.

<store view> should be in the format <language code>_<region code>
No 255 Ceci est une excellente plume
long_description_<store view> This is the long Description of the product followed by the storeview code which represents the language code.

<store view> should be in the format <language code>_<region code>
No No limit Ceci est un grand stylo bleu

service_type

 

 

This field helps us to distinguish between a product and a service No N/A 0 or 1 ,'0' (Product) and '1' (Service) 

Defaulted to 0 if no value present 
is_qty_decimal Indicates whether quantities are allowed to be decimal No N/A 0 (No) or 1 (Yes)

Defaulted to 0 if no value present
in_stock indicates whether the product is in stock, out of stock, available by quote only, or back ordered No   0 (No), 1 (Yes),  2 (Available by Quote Only) or 3 (Back Ordered) 
catalogs a two-letter catalog code for each catalog allows suppliers to specify the catalog(s) the product is associated with and to upload multiple catalogs.

All the catalogs a product is associated with must be listed. 

Each unique price/catalog combination requires a separate line in the file. 

If no value is specified for this field, the product will be associated with the default catalog, which is the lowest catalog ID. 
No N/A US
SA|ZZ|NA
linked_sku SKUs of the items that are being linked to the product (the parent item). Multiple SKU values should be delimited by the vertical bar (pipe). 
 
Validation of linked SKUs occurs after the common fields file is approved. The validation process for linked_sku confirms that the SKU of the linked item exists in the system for that supplier. 

SKU values not existing in the system or for non-simple items are skipped. 

New products being created which will also be associated as linked products should be added to the top of the file so they are created before they are linked. 
No N/A ABC123
display_start_date date that product status is Enabled and product is displayed No   01/01/2020
display_end_date date product status is Disabled and product is not displayed No   03/31/2020
status product status is
0 (disabled) 
null or 1 (enabled) 

 
No   1

Notes:

Non-keyboard characters should be avoided, such as: ®, ™, ½, “curly quotes”, etc. If a non-keyboard character is needed, the html character encoding should be used, such as  &reg; for a registration mark.

Linked product associations created by the import will show the association as created by Supplier in the Manage Products Grid. 

Common Fields Validation and Change Reports 

The table below provides details on the validation and change reports generated based on file status. 

Generation of reports applies to both Full and Delta uploads. 

File Status Reason (If Status is Failed) Validation Report Created Change Report Created Notes
Failed A file of the same type is being processed by the System      
Failed File failed validation Y    
Failed File was not approved Y Y  
Failed File failed to be updated due to system issues Y    
Processed Successfully   Y Y (file will be empty) File is processed successfully, but is a duplicate of a previously loaded catalog, hence no changes are made.
Processed Successfully   Y Y This is the main "success" use case.

Multi-lingual Common Fields

Multi-lingual product information is enabled by a Common Fields upload. There are three values that are modified for additional languages in the Common Fields file:

  • name
  • short_description
  • long_description

These language-specific columns are added at the end of the common fields file. There is no limit to the number of language specific columns that can be added.

Example - French Store View

name_<store view code> = name_fr_FR 

Short description  = short_description_fr_Fr

Long description = long_description_fr_FR

Note: An Administrator is able to change these multilingual columns directly from the Admin Control Panel at CATALOGS > Manage Products