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Catalog Upload Status and Validation Reports

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.

For status flow diagrams of Catalog Uploads, see 
    BuyerQuest Catalog Upload and Document Statuses

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. 

BuyerQuest CatalogStatusGrid2018Apr16.png

 The columns in the grid can be sorted and filtered to find key information on the status of specific catalogs.

  1. View and filter by upload Type  - Common Fields, Additional Attributes, Custom Options, or Tiered Pricing.
  2. View and filter by Status to locate successful uploads  or those with status types that may need further investigation, such as those that Failed. 
  3. Status Details list further detail providing further basis for the current state.  
  4. The user account submitting the Catalog Upload is listed in the Submitted column.
  5. 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. 

BuyerQuest SupplierCatalogGrid2018Apr17.png

 

  1. 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

Header Validations

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

Condition Status Message  Validation Action 
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