BuyerQuest Catalog Workflows
Catalog Upload Status
The status and file type for a catalog file upload is shown on the Catalogs Grid available from the Main Menu > BuyerQuest Network > Approve Catalogs.
Catalog Status Grid Display for Buyers and Administrators
Catalog Status, Validation Reports and Change Reports are accessible from Catalogs > Approve Catalogs on the Home Page for approvers at the buying organization.
Approve Catalogs shows the catalogs needing approval by the user.
Global Catalogs is available when system permissions allow. This option offers visibility into the status of all catalogs in the system. Global Catalog access provides the means for administrators to view and troubleshoot catalog status and upload issues.
The columns in the grid can be sorted and filtered to find key information on the status of specific catalogs.
- View and filter by upload Type - Common Fields, Additional Attributes, Custom Options, or Tiered Pricing.
- View and filter by Status to locate successful uploads or those with status types that may need further investigation, such as those that Failed.
- Status Details list further detail providing further basis for the current state.
- The user account submitting the Catalog Upload is listed in the Submitted column.
- The ACTIONS list provides access to further detail in the options, depending on status and can include View Details, Download File, Download Validation Report, and Download Change File.
Note: Email notifications are sent only for the common fields file uploads.
Catalog Status Display for Suppliers
Suppliers access the Catalogs area on the Home Page menu to view and review status of recent catalog uploads and to access validation and change reports.
The Catalog Grid offers the same information on the status of the catalog as for the buyer. Permissions govern the specific ACTIONS allowed to be taken for a given catalog and supplier user.
- A Supplier user may also Download or Upload Catalogs from the Catalogs page.
Review the Validation Report
After a supplier uploads any catalog (especially the common fields file), the supplier must review the validation report for warnings and errors, even if the Catalog does not show Failed status.
Validation Report - Explanations and Examples
Please Note: Processing of records for Common Fields uploads has eliminated all skipped records entirely.
Revisions to the common catalog upload process have resulted in validations consisting only of:
- Errors resulting in Failure
- Warnings resulting in specific actions
|Upload Type and Condition||Condition||Import State||Message|
|Full||File Completely empty. No Header or records (rows)||Failed||Missing header row.
Full import file is missing the following fields: <list of missing fields>
|Full||Required column is missing||Failed||Full import file is missing the following fields: <list of missing fields>|
|Delta||File Completely empty. No Header or records||Failed||Missing header row.
Delta import file is either missing the SKU field, or contains no fields to update.
|Delta||SKU column is missing||Failed||Delta Import file is either missing the SKU field, or contains no fields to update.|
|Delta||File contains only SKU column||Failed||Delta Import file is either missing the SKU field, or contains no fields to update.|
|Any||Invalid common catalog header value||Failed||Invalid header column|
Line Level Validations
|Duplicate SKUs||Fail||Duplicate SKU found|
|SKU is empty||Fail||Required field SKU should not be NULL||Required field SKU should not be NULL and should not be less than 41 characters long|
|SKU is not a simple product (Bundle or Replacement)||Fail||SKU exists as non-simple product|
|All required fields for a new SKU are not provided||Fail||One or more required columns are missing|
|Invalid "uom"||Fail||UOM does not exist in system|
|Invalid "currency"||Fail||Currency value does not exist in system|
|Invalid UNSPSC (configured Allow Products with Unmapped UNSPSC =Yes) or not 8 or 10 digits long||Warning||UNSPSC does not exist in the system. Product will be placed in the Default Category||Use Default Category|
|Invalid UNSPSC (configured Allow Products with Unmapped UNSPSC =No) or not 8 or 10 digits long||Fail||UNSPSC does not exist in system|
|List Price is a non-positive number||Fail||Required field list_price should be positive|
|Contract Price is a non-positive number||Fail||Required field contract_price should be positive|
|Invalid "catalog" value (Invalid does not mean empty)||Fail||Catalog value does not exist in the system|
|Invalid min_quantity (Minimum Qty should be a positive number)||Fail||Min_quantity should be a positive number|
|Invalid max_quantity (Maximum Qty should be a positive number)||Fail||Max_quantity should be a positive number|
|Invalid quantity_increments (Qty should be a positive number)||Fail||Quantity_increments should be a positive number|
|Invalid "In Stock" (In Stock should be 0,1,2)||Fail||In_stock value should be 0,1, or 2|
|Invalid name||Fail||Required field name should not be NULL and should be less than 256 char long|
|Invalid short_description||Fail||Required field short_description should not be NULL and should be less than 256 char long|
|Invalid long_description||Fail||Required field long_description should not be NULL|
|Invalid manufacturer||Fail||Required field manufacturer should not be NULL|
|Invalid mfg_part_num||Fail||Required field mfg_part_num should not be NULL and should be less than 41 char long|
|Invalid lead_time||Fail||Lead_time should be less than 4 char long|
|Invalid "qty_increments"||Fail||Qty_increments should be positive integer|
|min_quantity is a decimal when “is_qty_decimal = NO”||Warning||Invalid minimum_quantity: System will Round it UP to x||Value rounded up to the nearest integer|
|max_quantity is a decimal when “is_qty_decimal = NO”||Warning||Invalid max_quantity: System will Round it DOWN to x||Value rounded down to the nearest integer|
|max_quantity is less than min_quantity||Warning||Max_quantity should be greater than minimum_quantity|
|list_price is less than contract_price||Warning||List_price should be greater than contract_price: System will assign list_price to contract_price||List Price is set to Contract Price|
|Invalid "service_type"||Warning||Service_type should be 0 or 1(Product or Service). System will default it to 0 (product)||Set to Product|
|Invalid "is_qty_decimal"||Warning||Is_qty_decimal should be 0,1 (No, Yes). System will default it to 0 (No)||Set to 0|
|quantity_increments is a decimal when “is_qty_decimal = NO”||Warning||quantity_increments should not be a decimal value: System will round it UP to x||Value rounded down to the nearest integer|
|Number field contains commas||Warning||<Field> contains comma(s): System will remove all Comma(s)||Remove commas from number fields|
|Invalid Catalog name||Fail||Catalog(s) does not exist in the system|
|display_start_date is after display_end_date||Fail||Start Date should be before End Date||Adjust display_start_date to occur before display_end_date|