loading spreadsheet data in iproc

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What Are The Guidelines For Loading Agreement Lines - Spreadsheet Data - In The Buyer Work Center? [ID Modified 24-DEC-2010Type HOWTO Status PUBLISHED

In this Document Goal Solution Opening the Spreadsheet Text Template File Spreadsheet Tips Optional Catalog Information Optional Header Information Data Types Adding, Updating, and Expiring Items Identifying Lines for Update Required and Validated Information Determining Shopping Category and Purchasing Category Assignment Example 3: Loading Items Example 4: Updating Items Price Breaks Example 5: Price Break Example 6: Expiring Items Case Sensitivity Blanking Out a Descriptor Reclassifying an Item Under Another Category Loading the File to a GBPA Loading the File to a BPA or Quotation Error Tolerance Run Time Job Status Format errors Validation errors Descriptors Pricing

Applies to:Oracle Purchasing - Version: 12.0.1 to 12.1.3 - Release: 12 to 12.1 Information in this document applies to any platform.

GoalWhat are the guidelines for uploading Global Blanket Agreement Lines in the Agreements section of the Buyer Work

SolutionOracle iProcurement Readme

https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=HOWTO&i... 5/9/2011

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Using a Spreadsheet to Load Catalog DataNote: Some of the tables in this document print better in landscape format.

This document covers the following topics:

Introduction to the Catalog Structure Using a Spreadsheet to Load the Catalog Data Getting Started Encoding Section Language Section Catalog Section Header Section Data Types Data Section Reviewing and Saving Your Spreadsheet File Loading Your Spreadsheet File Resolving Errors Handling Special Characters Loading Images Translating Catalogs

This document explains how to create and load your catalog items into the Oracle iProcurement catalog using the spreadshee

You can use any combination of spreadsheet text files and XML files to maintain your catalog items. You are not restricted to or the other. For example, if you load your initial catalog data using XML, you can update the items using a spreadsheet text f This document is also available in the appendix in the Oracle iProcurement Implementation Guide.

Introduction to the Catalog StructureAt a high level, there are two areas that define the catalog--The catalog data and the catalog schema.

Catalog data consists of the items and services available for purchase. The associated prices for these items and services are part of the catalog data. Catalog items loaded using the spreadsheet loader are always loaded to a purchasing document suc Quotation. The purchasing document being loaded to is selected in the user interface just before you load the file.

Catalog schema is comprised of a combination of categories, category descriptors (sometimes known as category attributes o used to describe items in a specific category, and base descriptors (sometimes known as base attributes) used to describe an the catalog.


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There are three types of categories in the catalog. Together, these categories define the catalog's hierarchy:

Purchasing Item categories. Every item in the catalog must belong to a Purchasing Item category. Purchasing Item recognized by different Oracle Applications such as Oracle Purchasing, Oracle Inventory, Oracle Daily Business Intellig iProcurement. The association of Purchasing Item categories with catalog items enables a range of functionality in Ora Shopping categories, also known as genus categories, are used to group similar items for presentation to the iProcurem Shopping Categories generally have names that are more end-user friendly than Purchasing Item categories, and are d prominently in many iProcurement pages to help requesters find what they are shopping for. Shopping categories items in the catalog, but they are highly recommended for items that are intended for iProcurement requesters. Shoppi found at the lowest level of the category hierarchy; therefore a shopping category can never be a parent category to a c Browsing categories, also known as navigation categories (or master or intermediate level categories), are used iProcurement category hierarchy. The category hierarchy helps requesters browse for catalog items. These types of ca either a parent or child to another category, but cannot contain any items.

Furthermore, there are two types of descriptors in the catalog:

Category descriptors apply only to items within a specific shopping category. Ink Color is an example of a category des shopping category Ball Point Pens. Category descriptors can vary from one item category to another, and they are alw Base descriptors apply to all items or services in the catalog. Price is an example of a base descriptor. Some base des Price and Unit of Measure, are required; others, such as Manufacturer, are optional.

The combination of categories and descriptor make up your catalog schema.

Typically, catalog schema is loaded using a separate, XML file (see the Readme_XML_Schema.htm document); however, the instances in which you may need to create both the schema and the item and price data in one file. There are two profile optio used to dictate whether you can include schema in your catalog spreadsheet file:

POR: Auto Load Shopping Categories. Setting this profile option to Yes ensures that if the loader encounters a categor section of the text file that does not exist in the catalog, it creates the category. Setting this profile option to No the item belonging to this category (unless you use the Apply e-Commerce Gateway Mapping option on the when uploading, and category mapping already exists in Oracle e-Commerce Gateway). The default for this profile opt spreadsheet loading, if this profile option is set to Yes, the loader creates both a name and key for your category; the k the name.)

If you choose Yes for this profile option, you must map the new category to a Purchasing Category in Oracle Applicat create requisitions for items in that category. See the online Help in the iProcurement Catalog Administration for mapping.

Note:

If mapping is successful after using the Apply Category Mapping option, the POR: Auto Load Shopping Ca profile option is ignored.

POR: Auto Load Category Descriptors: Setting this profile option to Yes ensures that descriptors referenced in the text in the catalog are created as category descriptors. Setting this profile option to No causes the loader to reject the item t non-existent descriptors. The default for this profile option is No.

For more information on Oracle iProcurement profile options, see the Oracle iProcurement Implementation Guide profile options (user profiles), please refer to the Oracle Applications User's Guide or the Oracle Applications System


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Using a Spreadsheet to Load the Catalog DataCatalog content loaded into the catalog is divided into the following sections: 1. Encoding (optional): Used to define the character set that is used in the file. 2. Language (required): Used to identify the language in which the catalog data is loaded. 3. Catalog (required): Used to identify the catalog. 4. Header (required): Used to identify the document to which you plan to upload line level data. 5. Data (required): Includes line item and price information.

Opening the Spreadsheet Text Template FileAfter you extract the spreadsheet text file template from the Zip file, follow these steps to open it: 1. To open the text template, start your spreadsheet software (for example, Microsoft Excel). 2. From your spreadsheet software, open the text template.

If you cannot find the template file in the Open dialog box, make sure that you are pointing to the correct directory, an in the dialog box to All files. 3. Most spreadsheet software applications will ask you for the data type of the file. Select Delimited. You will then be for your data. Choose Tab. Do not change the tab appearance in the file.

Spreadsheet TipsUse the following spreadsheet tips:

On your spreadsheet template, leave the fields directly below the Language Section, #ENCODING, Catalog Section, H Data Section blank. These sections are headers, not fields into which data must be entered. Also leave a blank row be sections, to avoid format errors. The maximum sizes mentioned later may be limited by your spreadsheet application. For example, Long Description bytes, but your spreadsheet application may not allow this many characters in a column. If the maximum number of cha by your spreadsheet application, open the .txt file in a text editor after you have completed your edits in the spreadshee text editor to add more characters. Based on the default column formats, your spreadsheet program may have automatically applied some conversions to example, in some spreadsheet programs, leading or trailing zeros may be stripped. You should not change the format the data. (For example, in Microsoft Excel, when you select a column and choose Cells ... from the Format menu, the C General.) Instead, always check your finished file in a text editor. Fix any problems in the text editor, if needed. (Alterna using Microsoft Excel, you can enter a single quotation mark (') in the spreadsheet field before the data to enforce a nu format. Then save the file.)


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Getting Started

You can download resources from the iProcurement Administration Tool to assist you in the spreadsheet loading process. Fo download resources: 1. Use the iProcurement Catalog Administration responsibility to access the iProcurement Administration home page. 2. From Agreements Summary view, select the Upload sub-tab 3. Click Upload. 4. Click Download Resources. 5. Choose the type of file you plan to upload (e.g., Tab-delimited)

6. Specify a category if you plan to upload items for a single category only. This field is optional. When you specify a cate populates additional information into the template and data files that are specific to the category, such as the names of descriptors. 7. Click Download, and save the Zip file onto your computer.


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ThecompressedZipfilecontains:

A readme file for the specific type of file you plan to upload (such as this file, for spreadsheet uploads). A pre-populated template for the file type you specified (such as a spreadsheet template with column headings). A text data file containing the names of all categories currently existing in the Catalog A text data file containing the names of all units of measure (UOMs) currently defined in Oracle Applications. A text data file containing the names of all line types currently existing. A text data file containing the names of all job codes currently existing.

The text data files are included to help you review your organization's existing catalog structure. They are provided for your not required for the spreadsheet loader to function. You may use the pre-populated template as a starting point, or you can cr file from scratch.

Encoding Section

If you are loading any special characters (such as ) in your spreadsheet file, and you are not using a UTF-8 editor, you must character or multibyte encoding value, as shown in either of the following examples, to inform the spreadsheet loader of the e

#ENCODING Cp1252

Or:

#ENCODING Unicode

Other language characters, such as Chinese, may require a different encoding value. Specify the encoding using the Internet Authority (IANA) registered character set names. A list of registered character sets is available from IANA at the following URL http://www.iana.org/assignments/character-sets.

The encoding must support the format in which the file is saved. For example, if you specify Cp1252, the spreadsheet or text must also support Cp1252 characters. The bulk loader uses the encoding to "read" the contents of the file. If this encoding do characters in the file nor matches the encoding in which the file was saved, the system may misinterpret your file's content. If you do not specify encoding in your spreadsheet file, iProcurement uses the Java default, and the first line of the Language Section. You may omit the encoding if you are not using special characters in the file.


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When you download the spreadsheet template file, an encoding defaults. This default encoding comes from the profile option CLIENT ENCODING. For example, if this profile option is set to WE8MSWIN1252, the encoding in the spreadsheet is Cp1252 (WE8MSWIN1252 is the technical name for the Cp1252 encoding. When you set the profile option, you select from a list of va

If the FND: NATIVE CLIENT ENCODING profile option is not set, the encoding in the downloaded template defaults based on Oracle iProcurement you are using (also called the session language). For example, in an American English session languag Cp1252. Generally, you should download the template in the same language in which you will bulk load it, so that the Encodin spreadsheet column names match the bulk load language. If, however, you need to bulk load the template in a different langu downloaded it, first make sure the column headings in your bulk load file match the template headings in that language. Then encoding is correct as described in the table in the next section and, if not, update it.

Note:

If the default encoding does not match the session language, you need to either change the encoding or chang column headings. (The encoding defaults from the FND: NATIVE CLIENT ENCODING profile option, if column headings are always displayed in the session language.) The FND: NATIVE CLIENT ENCODING profile option and the Client Character Encoding field on the page are the same. Changing one changes the other, at the user level.

For a list of the valid encodings by language, see the table in the next section.

Language SectionThe spreadsheet files that you submit must conform to the Langcode(-Subcode) standard.

The Langcode must be a two-letter language code as defined by ISO 639, Codes for the representation of the names of langu Subcode must be a country code from ISO 3166, Codes for the representation of names of countries. (See the list of languag codes in the table below.) For example, the following illustrates setting the language to English and the country to the United States:

Language Section EN-US


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The language you specify must be installed in the Oracle iProcurement database. For more information on providing translatio content, see: Translating Catalogs. The Oracle iProcurement catalog supports the following language code and territory code combinations, if the corresponding installed: Encoding Cp1252 Cp1256 Cp1252 Cp1252 Cp1251 Cp1252 Cp1252 Cp1250 Cp1250 Cp1252 Cp1252 Cp1256 Cp1252 Cp1252 Cp1252 Cp1253 Cp1255 Cp1250 Cp1252 Cp1252 MS932 MS949 Cp1252 Cp921 Cp1252 Cp1250 Cp1252 Cp1250 Cp1251 MS936 Cp1250 Cp1250 Language American English Arabic Brazilian Portuguese British English Bulgarian Canadian French Catalan Croatian Czech Danish Dutch Egyptian Finnish French German Greek Hebrew Hungarian Icelandic Italian Japanese Korean Latin American Spanish Lithuanian Norwegian Polish Portuguese Romanian Russian Simplified Chinese Slovak Slovenian Language Code EN AR PT EN BG FR CA HR CZ DA NL EG FI FR DE EL IW HU IS IT JA KO ES LT NO PL PT RO RU ZH SK SL Territory US AE BR GB BG CA CT YU CZ DK NL EG FI FR DE GR IL HU IS IT JP KR MX LT NO PL PT RO SU CN SI SI


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Cp1252 Cp1252 MS874 MS950 Cp1254

Spanish Swedish Thai Traditional Chinese Turkish

ES SV TH ZH TR

ES SE TH TW TR

Catalog SectionThis section is required, but its fields are optional.

Optional Catalog InformationThe following table describes the required catalog section fields: Field Name Title Date Source Default Required? Value Optional Optional Optional

Description

(No default) Name used to identify your file, for your own identification purposes. There is currently performed on this value. The limit is 255 bytes. (No default) Date of this file, for your own identification purposes. (No default) Source information for this file, for your own identification purposes.

Example 1: Sample #ENCODING, Language, and Catalog SectionsThe following table shows a sample #ENCODING, Language and Catalog sections in the spreadsheet template: #ENCODING Language Section Catalog Section Cp1252 EN-US Title Acme Catalog Source www.acmecatalog.com

Header Section

This section is required, but its fields are optional and are used for your own identification purposes only. The spreadsheet loa validate or store any of the information contained in the header section.

When you specify a Purchasing Document in the user interface during the upload process, the loader obtains the proper conte document you have selected.


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Optional Header InformationThe following table describes the optional header section fields: Field Name Document Type Required? Default Value Description Optional (No default) (No default) (No default) Supplier Supplier Site Currency Effective From Effective To Requesting Org Purchasing Org Purchasing Site Enabled Optional Optional Optional Optional Optional Optional Optional Optional Optional (No default) (No default) (No default) (No default) (No default) (No default) (No default) (No default) (No default) You are not required to provide any values in this section.

Document Number Optional Operating Unit Optional

Information about the document this file will be loaded to, for your own iden

Example 2: Sample Header SectionsThe following table shows a sample header section in the spreadsheet template: #ENCODING Cp1252

Language Section* EN-US

Catalog Section

Title

Date

Source

Acme Catalog


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Header Section

Document Type Document Number GBPA 10299

Operating Unit

Supplier Supplier Site Currency HQ USD

Vision Operations Acme

Data SectionThe data section of your spreadsheet file is used to create and maintain items and their respective prices.

Data Types

Each descriptor comes with a data type. When you specify the item and price information in your file, be sure to use the corre descriptors. For example, Lead Time is a Number data type. If you enter the text four instead of the number 4 for Lead Time, you an error.

The data types are listed below. Data Type Text Translatable Text Number Values for this descriptor must be text or numbers only. The values cannot be translated; they always display the same in all languages. Values for this descriptor (text or numbers) can be translated; the catalog allows you to display different values for this descriptor in different languages. See: Translating Catalogs. Values for this descriptor must be a number only. The values can contain decimals (such as .86). Some descriptors, like price and lead time, cannot have a negative value.

Adding, Updating, and Expiring ItemsCatalog items may be maintained using the action commands: ADD, SYNC. The action command ADD always adds a new line to your catalog. SYNC adds an item if it is new and updates it if it already

To expire an item, use the SYNC action and provide an Expiration Date for the item. An item expires at the end of its expiratio has an expiration date of 2006-12-12, it will no longer appears in search results on 2006-12-13.

Item Uniqueness


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The spreadsheet loader determines whether an item is new or already existing based on item information provided in the file. determined to already exist in the purchasing document to which you are loading, SYNC updates the item. Otherwise, SYNC document as a new line.

Note:

Item uniqueness criteria apply only to lines within the Purchasing Document you are uploading to. Identic may exist in other Purchasing Documents, but they are not considered.

Depending on what information is provided about an item, the spreadsheet loader determines item uniqueness using one of th in order of precedence: Precedence 1 User Provides Internal Item Number Descriptors used to determine Item Uniqueness

Internal Item Number Revision Supplier Part Number Supplier Part Auxiliary ID Supplier Part Number Supplier Part Auxiliary ID

2

Supplier Part Number Null Internal Item Number

3

Job Code Null Internal Item Number Null Supplier Part Number

Job Code

4

Description Null Internal Item Number Null Supplier Part Number Null Job Code

Description Purchasing Category

5

Line Number Null Internal Item Number Null Supplier Part Number Null Job Code Null Description

Line Number


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Identifying Lines for UpdateThe SYNC action updates an item if it already exists.

When the loader looks for existing items in the catalog, it uses Item Uniqueness rules in order of precedence as listed above. lowest precedence number that can be applied is used. For example, if both Internal Item Number and Description are provide for a particular catalog item, the first uniqueness rule is used to identify existing catalog item. Using this uniqueness rule, an it considered the same as the one being uploaded if their values for Internal Item Number, Revision, Supplier Part Number and Auxiliary ID are the same. Descriptors that are not used as part of the uniqueness criteria can be used to update catalog items Description is provided but not used in determining item uniqueness, if an existing item is found in the catalog, the description with the description provided in the file.

If the spreadsheet loader, using one of the five uniqueness rules above, identifies more than one catalog item that may be elig looks to see if a Line Number has been provided. If a Line Number is provided, the loader updates that line. If a Line Number loader updates the line with the greatest Line Number among the matching lines.

Some descriptor values cannot be updated using the loader. For example, because Internal Item Number, and Supplier Part N used as part of the uniqueness criteria whenever they are provided (by way of being first on the list of uniqueness rules prece descriptors cannot be updated using the loader. Additionally:

When a descriptor is used as part of the uniqueness criteria, it cannot be updated. Purchasing Category of Oracle Inventory items cannot be changed on Purchasing Documents through the spreadshee be changed from Oracle Inventory. Job Code and Purchasing Category relationships are pre-configured and therefore cannot be changed on Purchasing D the spreadsheet loader. They should be configured properly prior to using the spreadsheet loader.

Further Notes

If you specify the same item, with the same criteria as described in this section, more than once in the same file, the identical entry and rejects the previous ones. For example, you specify a supplier of Acme, a supplier part number of 123456, auxiliary ID of Green, and a description of Green industrial tool box. Later in the same file, you specify this same data, except is Green and gold industrial tool box. This item is loaded with a description of Green and gold industrial tool box.

iProcurement users may add some catalog items to their favorites lists. When you update a descriptor to these items using th reflected in the user's favorite lists. For example, if a user adds the item Mechanical Pencil $1.99 to his favorite list, and later price to $2.49. The next time the user views his favorites list, he will see the price increase to $2.49.

Expired lines are not considered for updates. Once expired, a catalog item cannot be updated or unexpired via the loader. Fo should be cautious when mass expiring catalog items using the loader. Expired lines may be updated using the Professional B Center. For more information on the Buyer's Work Center, see the Oracle Purchasing User Guide.


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Required and Validated InformationThe following table describes the default base descriptors you will see in the template. User defined base descriptors will template. If you specified a category during the download, additional fields may appear representing the category descriptors chose.

Note:

The maximum byte lengths given below are not necessarily the same as character lengths. For example, 70 Japanese characters are typically longer than 700 bytes, and a special symbol (though it is a single character), be more than one byte. Therefore, the actual, byte limits are given below. How these translate to character lim depends on the language and characters you are using and how the database administrator has configured database character set.

Description and Validation

Field Name Action

Key --

Required? Required

Default (No default)

Indicates whether the information in the should be added or updated in the catalog. V options are ADD, and SYNC.

Line Number

--

Optional

(No default)

The line number of an item cannot be update using the spreadsheet loader. However, this can be used to identify an existing item for update using the SYNC action.

Line Type

--

Optional

Goods

The spreadsheet loader uses Line Type to determine the value and purchase basis of th item being uploaded.

Category

PURCHASING_CATEGORY

Conditional

As configured in Oracle Purchasing

A Purchasing Category is required of all items, and should be provided here. When a Purchasing Category is not provided, iProcurement attempts to derive a default val See section Determining Shopping Category Purchasing Category Assignment

Shopping Category

SHOPPING_CATEGORY

Optional

(No default)

A shopping category is not required in order f an item to be loaded. However, having a shopping category enables more features as category browsing and Content Security) t used on the item.1 Job code is required for line types with a purchase basis of Temporary Labor.

Job Code Internal Item Number Item Revision

JOB_CODE INTERNAL_ITEM_NUM

Conditional Optional

(No default) (No default)

To reference an item from Oracle Inventory, provide the Inventory item's item number in th field.

ITEM_REVISION

Optional

Revision from Oracle

Item revision of an Inventory item cannot be updated using the spreadsheet loader. Howe


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Inventory Supplier Item Supplier Part Auxiliary ID SUPPLIER_ PART_NUM SUPPLIER_ PART_AUXID Optional Optional (No default) (No default)

this field can be used to identify an for update using the SYNC action. Supplier item number.

Alternative part number or identifier for For example, you could use this field to show an item with the same Supplier and Supplier number can be purchased in two measure (UOMs). Requesters would see the (with the same Supplier Item number) twice, with different UOMs in the Supplier ID field. Short description of the item or service.

Description

DESCRIPTION

Required when adding the item

(No default)

If short description is not provided but a long description is provided, iProcurement uses th truncated long description of up to 240 the item's description. (No default)

UNSPSC Code UNSPSC

Optional

The United Nations Standard Product and Service Code is an open, nonproprietary syst of codes and standardized descriptions for classifying goods and services. To view a list the UNSPSC codes, go to http://www.eccma. (This information does not appear on the requisition, nor is it validated against existing UNSPSC codes.)

Price

PRICE

Required when adding some types of items

(No default)

Must be a number greater than or equal to such as 10, 1.99, or 2,000. Must not use any special formatting, such as currency symbols The bulk loader uses the language code in th file to interpret the decimal separator in the number. If the decimal separator is the specified language, then the bulk loader rejects the price line. See: Translating

Price is used for line types with a value basis Quantity. Amount AMOUNT Required when adding some types of items Required when adding the item Optional (No default)

For line types with a value basis of Fixed Pric Rate, provide the Amount using this field.

Unit

UOM

(No default)

Must be a valid unit of measure code Oracle Applications.

Manufacturer

MANUFACT URER

(No default)

Name of the manufacturer of each item or service. Typically, you would complete this fie only if you are not the manufacturer of the list item or service. (This information does not appear on the requisition.)

Manufacturer Item

MANUFACT URER_PART_ NUM

Optional

(No default)

Manufacturer-assigned part number of each or service. Typically, you would complete this field only if you are not the manufacturer of th


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listed item or service. (This information does appear on the requisition.) Alias ALIAS Optional (No default)

Alternate description or identifier for service that people can enter when performin search. For example, an alias for pop. To enter more than one alias, separate alias with a comma--for example: (This information does not appear on the requisition.) Amount of time, expressed in days, between order date and the shipment date. Use any number greater than or equal to 0, such as 7 1.5. Seven is invalid. (This information does appear on the requisition.)

Lead Time

LEAD_TIME

Optional

(No default)

Image

PICTURE

Optional

(No default)

File name of the image that is associated item; for example: bluepen.gif. The image mu reside on the local server, in the image direct specified in POR: Hosted Images Alternatively, you can enter a URL at which th image can be viewed. If so, enter the full URL example: http://www.us.oracle.com/logo.gif. ( information does not appear on the requisitio See: Loading Images.

Thumbnail Image

THUMBNAIL_ IMAGE

Optional

(No default)

File name of a smaller, thumbnail image for item, for displaying on the Search Results Summary, Search Results, and Items pages; for example: bluepen.gif. The image must reside on the local server, in the image directory specified in POR: Hosted Ima Directory. Alternatively, you can enter a URL which the image can be viewed. If full URL; for example: http://www.us.oracle.com/logo.gif. information does not appear on the requisitio See: Loading Images.

Attachment URL

ATTACHMENT_ URL

Optional

(No default)

URL at which an attachment for each item or service can be viewed. Include the full URL; f example: http://www.us.oracle.com/attachment.gif. On Item Details page, this URL displays in an Additional Information field. (This information does not appear on the requisition.)

Supplier URL

SUPPLIER_URL

Optional

(No default)

URL for the supplier's Web site. Include URL; for example: http://www.us.oracle.com. the Item Details page, this URL displays in a Additional Information field. (This information does not appear on the requisition.)

Manufacturer URL

MANUFACT URER_URL

Optional

(No default)

URL for the manufacturer's Web site. full URL; for example: http://www.us.oracle.co On the Item Details page, this URL displays an Additional Information field. (This informat does not appear on the requisition.) Detailed description of your item or

Long

LONG_

Optional

(No default)


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Description Availability Comments

DESCRIPTION AVAILABILITY COMMENTS Optional Optional Optional (No default) (No default) (No default)

information does not appear on the requisitio Status of item availability from supplier. Any additional comments about the item.

Expiration Date EXPIRATION_DATE

Use to specify when an item will be no longer available in the catalog. An expiration date of 2006-12-12 indicates that an item will no appear in search results on 2006

1 - If the category exists in the catalog already, you can enter either the name or key here. Category names are language

Determining Shopping Category and Purchasing Category Assignment

A valid Purchasing Category is required for all line items in the catalog. A valid Shopping Category is optional. If you provide p information in an upload file, Oracle iProcurement may be able to derive Purchasing or Shopping category information, in the Shopping Category Not Provided Purchasing Category Not Provided Behavior

If a default Purchasing Category h in Oracle Purchasing, the default Category is used. Otherwise, an e displayed, and the item is not pro

The spreadsheet loader will deriv Category using the Purchasing to Category Mapping. It is acceptab Category is not found from mappi Category is optional. Not Provided Valid Purchasing Category

The provided Purchasing Catego

The spreadsheet loader will deriv Category using the Purchasing to Category Mapping. It is acceptab Category is not found from mappi Category is optional.

Not Provided Valid Shopping Category

Invalid Purchasing Category Not Provided

An error message is displayed, an processed.

The spreadsheet loader will deriv Category using the Shopping to P Category Mapping. If no valid ma default Purchasing Category is us Purchasing Category displayed, and the item is not

Valid Shopping Category Valid Shopping Category

Valid Purchasing Category Invalid Purchasing Category

The user provided values are use



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Invalid Shopping Category

Not Provided

If POR: Auto Load Shopping Cate new Shopping Category will be cr Otherwise, and error message item is not processed.

If a default Purchasing Category h in Oracle Purchasing, the default Category is used. Otherwise, an e displayed, and the item is not pro Invalid Shopping Category Valid Purchasing Category

If POR: Auto Load Shopping Cate new Shopping Category will be cr Otherwise, and error message item is not processed.

The user provided value for Purch used. Invalid Shopping Category Invalid Purchasing Category

If POR: Auto Load Shopping Cate new Shopping Category will be cr


Oracle e-Commerce Gateway Mappings can be used to provide additional category derivation logic during upload. The Oracle Gateway provides advanced mapping functionality, but also requires additional configuration before the spreadsheet loader c reason, you should reserve the use of Oracle e-Commerce Gateway for situations that require it.

When Oracle e-Commerce Gateway Mapping is turned on during the upload process, iProcurement treats any Shopping Cate as Supplier Categories. For example, if you provide a Shopping Category but not a Purchasing Category, and turn on the e Mapping option during the upload of a particular catalog item, the item's Shopping Category is used in the following way:

The Shopping Category is considered as the item's Supplier Category. Using the e-Commerce Gateway, iProcurement Supplier-to-Internal Category Mapping. If an Internal Category is found, it is temporarily considered as the item's Purchasing Category. Using Purchasing Mapping definitions, iProcurement looks for a Shopping Category value. If a Shopping Category is found, using Shopping-to-Purchasing Category Mapping definitions, iProcurement looks for a Category. Since you did not provide a Purchasing Category, the mapped Purchasing Category is used as the item's Purchasing C

Depending on your category mapping configuration, the spreadsheet loader may add the item to your catalog using a combin values for Shopping and Purchasing categories. If your mapping configuration is incomplete, the spreadsheet loader generates an error.

Example 3: Loading ItemsIn this spreadsheet example, two items are added to the catalog.

Note:

This example does not show all of the columns you would see in an actual template. It does show all require columns, plus any other columns specific to the example.


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#ENCODING Cp1252 Language Section* EN-US Catalog Section Title Date Source Acme Catalog Header Section Document Type Document Number Operating Unit Fields Supplier Supplier Site

These

Optional

Are

For

Data Section

Action

Category

Shopping Category

Description

Long Description

ADD

CLOTHING.SHIRTS Shirts

Green T-Shirt

100% cotton, heavy weight. 100% cotton, heavy weight.

ADD

CLOTHING.SHIRTS Shirts

Red T-Shirt


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The descriptor Size is a category descriptor specific to the Shopping Category Shirts.

Example 4: Updating ItemsIn this spreadsheet example, two items are updated in the catalog.

Note:


If the following items exist in a GBPA: Internal Item Supplier Part Line Number Revision Number 1 2 3 4 5 3255156 3255156 3255157 20112 20112 1 1 1 1 1 TS-01 TS-01 TS-01 PT-01 PT-01 Supplier Part Auxiliary ID Green Red Black Red Black Category Price Expiration Date Description 2099-1231 2099-1231 2099-1231 2099-1231 2099-1231 Green T Red T Black T Red Exercise

CLOTHING.SHIRTS 10 CLOTHING.SHIRTS 10 CLOTHING.SHIRTS 10 CLOTHING.PANTS 10 CLOTHING.PANTS 10

Black Exercis

A file containing the information below updates the price, description, and expiration date of lines 1 and 4 of the GBPA.

Note:



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#ENCODING Cp1252

Language Section*

EN-US

Catalog Section

Title

Date

Source

Acme Catalog

Header Section

Document Type These

Document Number Optional

Operating Unit Fields

Supplier Are

Supplier Site For

Currency Your

Data Section

Action

Internal Item Number 3255156

Supplier Part Number TS-01

Description

Price

Expiration Date 2006-12

SYNC

SALE! Green T-shirt 5.00

SYNC

PT-01

SALE! Red Exercise 5.00 Pants

2006-12

Item uniqueness rules are used to determine which Catalog items are updated, resulting in the following list of GBPA items: Internal Item Supplier Part Line Number Revision Number 1 3255156 1 TS-01 Supplier Part Auxiliary ID Green Category Price Expiration Date Description 2006-1231 SALE

CLOTHING.SHIRTS 5


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2 3 4 5

3255156 3255157 20112 20112

1 1 1 1

TS-01 TS-01 PT-01 PT-01

Red Black Red Black

CLOTHING.SHIRTS 10 CLOTHING.SHIRTS 10 CLOTHING.PANTS 5 CLOTHING.PANTS 10

2099-1231 2099-1231 2006-1231 2099-1231

Red T Black T SALE

Black Exercis

Price BreaksPrice breaks for items may be loaded using the spreadsheet loader. When a line item contains price breaks, and there are errors with one or more of the price breaks but no other errors with the loaded but the price breaks result in errors.

Price Breaks loaded to GBPAs and BPAs using the spreadsheet loader are always treated as new price breaks (ADDs). Price Quotations always replace existing Price Breaks. iProcurement retrieves the latest price break for an item when duplicates ex The following table describes the Price Break fieldnames you will see in the template: Description and Validation Ship-To Location Quantity -Optional (No default) (No default) (No default) (No default) (No default) (No default) -Optional Effective From Effective To -Optional -Optional Break Price -Optional Discount -Optional

Field Name Ship-To Org

Key --

Required? Optional

Default (No default)

Example 5: Price Break


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In this spreadsheet example, a price break is added to an existing catalog item.

Note:


#ENCODING Cp1252

Language Section* EN-US

Catalog Section

Title Acme Catalog

Date

Source

Header Section

Document Type Document Number Operating Unit These Optional Fields

Supplier Are

Supplier Site Currency For Your

Data Section

Action SYNC

Line Number 1

Quantity 5

Effective From Effective To

Break Price

SYNC

2

5

Example 6: Expiring Items

This example expires the two on-sale items in our catalog. Based on our previous examples, we have the following items in o Internal Item Supplier Part Line Number Revision Number 1 3255156 1 TS-01 Supplier Part Auxiliary ID Green Category Price Expiration Date Description 2006-1231 SALE

CLOTHING.SHIRTS 5


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2 3 4 5

3255156 3255157 20112 20112

1 1 1 1

TS-01 TS-01 PT-01 PT-01

Red Black Red Black

CLOTHING.SHIRTS 10 CLOTHING.SHIRTS 10 CLOTHING.PANTS 5 CLOTHING.PANTS 10

2099-1231 2099-1231 2006-1231 2099-1231

Red T Black T SALE

Black Exercis

A file containing the information below expires lines 1 and 4:

Note:


#ENCODING Cp1252

Language Section*

EN-US

Catalog Section Title

Date

Source

Acme Catalog

Header Section

Document

Document Number

Operating Unit

Supplier

Supplier

Currency


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Type These Optional Fields Are

Site For Your

Data Section

Action

Category

Description

Expiration Date

SYNC

CLOTHING.SHIRTS SALE! Green Tshirt CLOTHING.PANTS SALE! Red Exercise Pants

SYNC

Case SensitivitySome values are case sensitive and will be considered as updated if their case has changed. All values are case sensitive values:

Category, such as Ball Point Pens Descriptor, such as Ink Color or Lead Time Unit of Measure, such as EA Supplier Site

For example, you can specify the category as Ball Point Pens or Ball point pens, and they would be treated as the same. You added to the category Ball Point Pens. But the supplier item number AB457Z would be treated as a different item number than system would add ab457z to the catalog if AB457Z already exists.

Blanking Out a Descriptor

If you want to delete the value for a particular descriptor for an item, use the text #DEL, as shown in the following example. Yo values for descriptors that must be populated (such as category), and you cannot delete descriptors which are being used in d uniqueness.

Example 7: Deleting InformationThe following table shows a sample spreadsheet template that uses #DEL to delete a value that describes an item: #ENCODING Cp1252


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Language Section*

EN-US

Catalog Section

Title

Date

Source

Acme Catalog

Header Section

Document Type These

Document Number Optional

Operating Unit Fields

Supplier Are

Supplier Site For

Currency Your

Data Section

Action

Category

Description

Long Description #DEL

UNSPSC Code 00112233

SYNC

CLOTHING.SHIRTS Black T-shirt

In this example, item "Black T-shirt" no longer has a value for Long Description in the catalog. The Long Description descripto but for your item, no value exists for Long Description.

Reclassifying an Item Under Another CategoryIf you want to move items formerly under one category, such as Ball Point Pens, to another category, such as Felt Pens, list Felt Pens using the SYNC action.

Note:

When you move an item from one category to another, you lose its category descriptors. For example, you orig add an item under the category Felt Pens, using Tip Width and Ink Color as category descriptors. You then m the item to Ball Point Pens. The item will no longer display the Tip Width and Ink Color you specified, even if Color exists in the new category. Category descriptors are specific to each category.


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Reviewing and Saving Your Spreadsheet FileSee the tables in the previous sections that describe the information in the template to be sure that the information in your validate successfully. Save your file as a tab-delimited text with any filename. (If you did not provide a Title for your file, the bulk loader stores system.) The bulk loader has no file size limitations; however, larger files may take some time to load.

Loading Your Spreadsheet FileOnce you have created and reviewed your spreadsheet file, load it to Oracle iProcurement.

Loading the File to a GBPAFollow these steps to load the file to a GBPA:

1. Use the Purchasing responsibility to access the Professional Buyer's Work Center home page. Alternatively, if the GBP been enabled for catalog administrator authoring, use the iProcurement Catalog Administration responsibility to access Administration home page. 2. From Agreements Summary view, select an agreement to Update. 3. Navigate to the Lines sub-tab.


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4. Select Add Lines via Upload, click Go. 5. For File Type, select Tab-delimited text. 6. Enter the File Name and path, or click Browse to navigate to your spreadsheet file. 7. Specify your desired values for approval, mapping, and error tolerance options. 8. Click Submit to send your file.

As soon as the load is started, the screen displays a confirmation message and job number. To check the status of yo Agreement Summary page.

Loading the File to a BPA or QuotationFollow these steps to load the file to a BPA or Quotation: 1. Use the iProcurement Catalog Administration responsibility to access the iProcurement Administration home page. 2. From Agreements Summary view, select the Upload sub-tab 3. Click Upload.


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4. For Document Type, select BPA or Quotation. 5. Enter the document number you want to upload to. 6. For File Type, select Tab-delimited text. 7. Enter the File Name and path, or click Browse to navigate to your spreadsheet file. 8. Specify your desired values for mapping, and error tolerance options. 9. Click Submit to send your file. As soon as the load is started, the screen displays a confirmation message and job number. To check the status of Upload Summary page.

Error Tolerance

The loader can automatically stop the loading process when the number of line errors exceeds a certain number. This may be loading large files and a simple editing error has caused all the line items in your file to error out. Instead of waiting for the ent loading, you can instruct the loader to stop after a certain tolerance threshold.

Run Time

Large files may take some time to load. You do not need to remain logged in while your job completes. If you need, click the R button on your browser to update the status.


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Job StatusTo check the status of your job, return to Agreement Summary (for GBPA) or Upload History page (for BPA and Quotations). statuses are possible:

Pending (waiting to be processed) Running (processing the file) Completed Error (did not load the file at all because of a format or encoding error, or loaded part of the file but rejected

Resolving Errors

The View Errors page alerts you to errors in your spreadsheet file. Oracle iProcurement looks for errors in your file in two pha and validation errors.

Format errors

Format errors occur when the spreadsheet file fails validation. Some examples of format errors include special characters in covered by the character set specified in the #ENCODING declaration, or extra rows or columns in your spreadsheet. If a form encountered, the load process stops, and an Error status is returned. The View Errors page provides additional information about why your file failed upload. Fix the file and resubmit it for

Validation errors

Once format errors, if any, are resolved, Oracle iProcurement checks for validation errors. Validation errors occur when entered in your spreadsheet file does not match corresponding information already held within Oracle iProcurement or Oracle example, if you enter values for Unit or Currency that Oracle Applications does not recognize, a validation error will occur. The price for which the validation errors occurred will be rejected. The View Errors page provides information about lines that have been rejected. Fix the file and resubmit it for processing.

Further Notes When a file is uploaded with multiple lines, it is possible for some but not all of the uploaded lines to contain validation errors. loader handles partial validation errors in one of two ways.

For GBPA uploads, lines that do not contain errors are processed and can become available for downstream processing (suc approval by buyers) in Oracle Applications. You must discard errors from the View Errors page before resubmitting additional

For BPA and Quotation uploads, if there is at least 1 error in the uploaded file, the entire file is rejected. An uploaded file must errors before any of its lines are processed into Oracle Applications.


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Handling Special Characters

If you want to include special characters (such as trademark symbols) in your text file, follow the steps below. You only need if the special characters are not supported by the encoding in which the file was saved. For example, a file created in saving files with umlaut characters, and you do not have to follow these instructions for inserting umlaut characters. Follow the the encoding in which your file is saved does not support the special character. Trademark or copyright symbols are examples These steps are just one method for copying special characters into the bulk load file. You may have other methods. To insert special characters in your spreadsheet text file: 1. Open your text file in your spreadsheet application. 2. Access the Character Map utility in Windows.

Depending on your computer's configuration, you may be able to find this utility in the Start menu: choose Program, th then System Tools. 3. Select the proper encoding for the contents of the file. For example, if the contents of the file are in German, encoding (Cp1252). See Encoding Section. You may find the encoding in a Subset drop-down menu or in an advanced view area of the Character Map window.

4. In the Characters to Copy field, double-click the special character from the characters display in the Character Map win You may need to select a font such as Times New Roman from the Font menu in the Character Map window. 5. Copy and paste the text or character from the Characters to Copy field to your file. (You can use the Copy button window and the Paste command in the spreadsheet application.)

6. Make sure the proper encoding is entered in the #ENCODING field in the spreadsheet text file, as usual, according to t contents of the file. See Encoding Section. 7. Save and upload your spreadsheet .txt file.

An alternative to using the Character Map utility is to use the "Alt" number key sequence for the special character. (Hold down entering the number sequence. You must use the number keypad on your keyboard to enter the numbers.) For example:

Alt + 0153--Trademark TM Alt + 0174--Registered trademark Alt + 0169--Copyright Alt + 0196--A umlaut

These numbers are the decimal equivalents of a letter. For example, 065 is the decimal equivalent of A.

Note:

Do not use HTML code or character sequences, or Java scripts, in the bulk load file. For security reasons, Or Applications Framework (the technology upon which Oracle iProcurement is built) ignores these. Buy Now displays as Buy Now in the catalog. The sequence (instead of the symbol) displays as in the catalog.


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Loading ImagesYou can specify or load two kinds of images for items:

Images that display on the Item Details page when requesters view the details of an item. (Use the Image field in the b Smaller, thumbnail versions of the images that display on the Search Results Summary, Search Results, (Use the Thumbnail Image in the bulk load file.)

For a complete overview of image management, including recommendations on thumbnail image sizes, see the Image Manag the Oracle iProcurement Implementation Guide. There are two ways to associate items with images in your bulk load file:

Copy the images to the local server and indicate the image file names in the spreadsheet file. Reference the URLs of the images in the spreadsheet file.

To copy the images to the local server: 1. For the POR: Hosted Images Directory profile option, enter the directory path you use to store image files.

This path usually corresponds to the OA_MEDIA directory. Contact your database administrator or installation team fo of your OA_MEDIA directory.

Behind the scenes, the catalog uses the Application Framework Agent and POR: Hosted Images Directory image. For example, if Application Framework Agent is set to http://abc.com:8888 and POR: Hosted Images Directory to /OA_MEDIA/US/, then the catalog locates the image abc.gif at http://abc.com:8888/OA_MEDIA/US/abc.gif. (If you such as http://abc.com:8888/abc.gif, in the bulk load file, then the catalog goes directly to that URL. The catalog cons based on the profile options described here only when a catalog image name, with no URL, is specified in the bulk loa 2. Ask your database administrator to transfer the pictures to the directory you specified above. 3. Use the appropriate columns in your spreadsheet file to specify the image file name, such as bluepen.gif.

To specify an image for the Item Details page, use the Image column. To specify a thumbnail image for the search re comparison pages, use the Thumbnail Image field.

Note: The file name for the image is case sensitive. For example, if the image file name is bluepen.gif, but you BluePen.gif in the Image field, the image will not display.


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4. Load your spreadsheet file. To specify the URL of the image that resides on the Internet: 1. Obtain the full path of the image (for example, http://www.oracle.com/toplogo2.gif). 2. Insert this full path into the appropriate columns in your spreadsheet file.

To specify an image for the Item Details page, use the Image column. To specify a thumbnail image for the search re comparison pages, use the Thumbnail Image field. 3. Load your spreadsheet file.

If you specify both a server image (in the Image field) and an Image URL for an item, Oracle iProcurement displays the server

Note:

Instead of creating separate detail and thumbnail images, you could use the same image file name or URL for the Image and Thumbnail Image fields. Then set either the POR: Thumbnail Width or POR: Thumbnail Heig profile option to resize the image for thumbnails. For instructions, see the Image Management section of the iProcurement Implementation Guide.

Translating Catalogs

You can load your catalog items in any or all of the languages that Oracle iProcurement supports. The language you specify i installed in the Oracle iProcurement database.

When you add an item to the catalog, it is added only in the language specified at the beginning of your spreadsheet file and t language of your purchasing document. To provide your catalog items in another language, translate the spreadsheet file and specifying the supported language and the action command SYNC. When you expire an item, the item and its translations are expired together.

Descriptors

When an item is created in another language, only the translatable descriptors (those with a Translatable Text data type) need the spreadsheet file (along with minimally required values). All of the non-translatable descriptors, such as Manufacturer Item automatically inherited from the original language in which the item was created. If you change the value of a non loading the translated file, the change will appear in all languages installed in the Oracle iProcurement database. Only transla can vary by language. For example, if you change the Manufacturer Item number in one language, it is changed in all languag change the item's Description, it is changed only in the language specified in the file. Load your catalog items in one language at a time. For example, load your catalog items in English, using the EN translate and load that catalog file in French using the FR-FR language code.


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Note:

When you use descriptor names as column headings in your spreadsheet file, the descriptor names mus exactly those given in the system for that language. To ensure that the column headings are valid you are translating to, log on to Oracle iProcurement in that language and download the spreadsheet temp The file will include column headings in that language. Either copy your translated item information to this overwrite the column headings in your existing file with the translated column headings (whichever is easie

Alternatively, the column headings in your spreadsheet may also reference descriptor keys (which are not specific). For instance, a column heading of LONG_DESCRIPTION will reference the long description des all languages because LONG_DESCRIPTION is a descriptor key.

PricingPricing does not need to be included in the translated file. When an item is translated to another language, its pricing is over to that language.

As with all non-translatable descriptors, if you change the pricing information in one language, it is changed in all languages. bulk load an item that costs 2 USD, specifying EN-US (English) in the file. Later, you change EN-US to FR-FR (French) and c from 2 USD to 4 USD. The price is changed in all languages. Price list currencies are independent of language.

The system uses the language code specified in your file to determine the decimal separator in a number. For example, if you English (EN-US) in the file, the system interprets periods as decimal separators. If you specify German (DE-DE) in the file, the commas as decimal separators. The following table shows some examples: Language in Bulk Load File EN-US DE-DE EN-US DE-DE EN-US Price in Bulk Load File 2,000 2,000 10000.00 10000.00 1.2,5 Displayed Price when ICX: Numeric characters is Displayed Price when 10,000.00 10.000,00 2,000.00 2.00 10,000.00 1,000,000.00 This price is rejected by the bulk loader, because EN-US does not expect a comma as a decimal separator. 12.50 This price is rejected by the bulk loader, because DE-DE does not expect a period as a decimal separator. 2.000,00 2,00 10.000,00 1.000.000,00

This price is rejected by the bulk l EN-US does not expect a comma separator. 12,50

DE-DE DE-DE

1.2,5 1,2.5

This price is rejected by the bulk l DE-DE does not expect a period a separator.


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EN-US DE-DE

1,29 1,29

129.00 1.29

129,00 1,29

Note:

Decimal separators are influenced by the profile option ICX: Numeric characters in Oracle Applications. If this p option is set to use periods as decimal separators, then the decimal separator that requesters see is a perio regardless of their language. The bulk loader uses the language code in the file to determine where separator is placed. The profile option determines how the price displays to requesters. (If the profile Numeric characters is not set, Oracle iProcurement uses the nls_numeric_parameters database setting to determine how to display the price.)

Readme File - Using a Spreadsheet to Load Catalog Data Copyright 2006 Oracle Corporation. All rights reserved.

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The information contained in this document is subject to change without notice. If you find any problems in the documentation to us in writing. Oracle Corporation does not warrant that this document is error free. Except as may be expressly permitted in agreement for these Programs, no part of these Programs may be reproduced or transmitted in any form or by any means, ele mechanical, for any purpose, without the express written permission of Oracle Corporation.

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Restricted Rights Notice Programs delivered subject to the DOD FAR Supplement are "commercial computer software" and and disclosure of the Programs, including documentation, shall be subject to the licensing restrictions set forth in the applicab agreement. Otherwise, Programs delivered subject to the Federal Acquisition Regulations are "restricted computer duplication, and disclosure of the Programs shall be subject to the restrictions in FAR 52.227-19, Commercial Computer Softw Rights (June, 1987). Oracle Corporation, 500 Oracle Parkway, Redwood City, CA 94065.

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