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Catalog Upload - Common Fields
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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.
See Documentation Topics:
Catalog Files - Detailed Description
Self-Service Catalog Management Overview
Common Fields Mapped to Product Details Page
BuyerQuest Catalog Upload and Document Statuses
Overview
Catalog uploads of common fields files may be full or delta.
A 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.
Common Fields Upload Template
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 catalogs, it 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 catalogs, it 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 catalogs, it 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 catalogs, it 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 catalogs, it 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 catalogs, it 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 catalogs, it 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 | Yes | 40 | ABC123 |
name | This is the Name of the product to be listed in the catalog | 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 | 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) | 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. | 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 | Yes | 2 Decimal Places | 1.99 |
contract_price | This is the Customer's contract price | 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. | 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. | 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. | 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) |
is_qty_decimal | Indicates whether quantities are allowed to be decimal | No | N/A | 0 (No) or 1 (Yes) |
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 | catalog code for each catalog allows suppliers to specify the catalog(s) the product is associated with and to upload multiple catalogs. | No | 255 | US |
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). | 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 | No |
| 1 |
visibility | specifies the visibility of the product | No | N/A | catalog |
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 ® 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