quick reference guide mercateo catalogue management for ... · the procurement platform for your...

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Login to the Mercateo Catalogue Management 2

Overview of the Catalogue Update Process 3

Contracts Overview 3

E-mail Options 4

Global Settings 5

Automatic release of catalogue versions to the customer 6

Catalogue Versions Overview 7

Request Catalogue Preview 8

Verify Catalogue Version 9

Release Catalogue to the Customer 10

Reject Catalogue Version 10

Version Releases by Customers 11

Delete Catalogue Version 11

Table of contents

Quick Reference Guide

Mercateo Catalogue Management for Suppliers

Annex 1

Mercateo – Login to the Mercateo Catalogue Management

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Login to the Mercateo Catalogue ManagementThe following link will take you to the Mercateo Catalogue Management: https://www.mercateo.com/extranet.web

Enter your user data (User name and Password) which correspond to your customer login to the Mercateo page.

The Extranet is currently available in the languages German, English and Dutch. You may change the Language at any time, by clicking here:

Mercateo – Overview of the Catalogue Update Process

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1st step:Data Transfer by FTP

Suppliers transfer thecatalogue, images and datasheets.

2nd step:Catalogue Management Supplier

Suppliers may: • view • verify • release • rejecttheire catalogues

3rd step:Catalogue Management Customer

Customers may: • view • verify • put online • rejectthe catalogue released by the supplier

» »

Overview of the Catalogue Update ProcessThe complete Catalogue Update Process consists of the following steps:

The system will automatically send messages to the supplier and customer during the individual proces-sing steps. You may enter the e-mail addresses of your contacts for that purpose.

Contracts Overview

The Contract tab will show you an overview of the connected exclusive catalogues and the status of their contractual relationship. In order to have the cata-logue verified and processed, the Release status must be set to activated.

You may activate it through the Mercateo Catalogue Management.

To see more details, go to Release-status catalogue.

Mercateo – E-mail Options

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E-mail Options

You may enter e-mail addresses to receive informati-on on the status during data updates. Please go to the Contract tab and select E-mail settings.

After having entered your e-mail addresses, confirm your entry by clicking on Save.

You may also enter several e-mail addresses. These must be separated by a comma or semicolon in the entry field.

L When you log in to Mercateo Catalogue Manage-ment for the first time, the e-mail address from your Mercateo customer account will be entered automatically. This will ensure that no informati-on is lost.

This is an overview of the different status options:

Status: ‘New catalogue available’ An e-mail will be sent as soon as the catalogue has been verified and is available in the Mercateo Catalogue Management.

Status: ‘Catalogue rejected’ An e-mail will be sent when the supplier or customer rejects the catalogue.Status: ‘Catalogue accepted’ An e-mail will be sent when the supplier or customer has released the catalogue.Status: ‘Primary check failed’ An e-mail will be sent when the catalogue is technically defective.

Global e-mail configuration:You may store catalogue-specific e-mail addresses. However, if the contacts are identical for all cata-logues, we recommend entering them as a global setting. See the Global Settings section.

Click on The e-mail addresses from the e-mail default settings Transfer to this contract to use the global e-mail setting.

Mercateo – Global Settings

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Global Settings

You may find the global e-mail configuration in the su-perior Settings tab.

This Settings tab is next to the Contract and Catalogue versions tabs.

Follow these instructions to enter global e-mail set-tings:

1. Enter the e-mail addresses.2. Click on Save to confirm.3. Click on E-mail default settings Transfer

preferences to allocate these e-mail addresses to all catalogues, immediately and by a simple click.

Mercateo – Automatic release of catalogue versions to the customer

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Automatic release of catalogue versions to the customer

Catalogue versions might be forwarded automatically to customers where no manual release is required. Ple-ase go to the Contract tab and select E-mail settings. Place a check under Catalogue processing next to re-lease automatically, and click on Save to confirm.

All future catalogue versions will be forwarded auto-matically to the customer from this moment on.

L If you wish to release the catalogue manually again, remove the check and click on Save to con-firm.

L An automatic release will be deactivated for exclu-sive catalogues which are newly connected to the Mercateo Catalogue Management. Activate the “Automatic release“ function in case of need.

Catalogues for which an “Automatic release” is acti-vated, can be found in the overview under the Contract tab.

Mercateo – Catalogue Versions Overview

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Below, you will find some explanations on the different columns:

Catalogue ID (Prefix): Mercateo will allocate a unique number to each catalogue.Version: Updates will be given a serial number. A new version might be generated based on a new catalogue,

new images or even new data sheets.Update type: You will see a list of data (catalogue or media data) which were newly transferred.Preview: Here, you may take a look at the catalogue. The preview link will be active for five days only, but may

be newly requested, at any time, for any version. See the Request Catalogue Preview section.Status catalogue manager: Shows the status of the current version. The customer will only see the new catalogue version if this is

set to released.OK: Each catalogue will be verified during loading. Yes will be displayed, if everything is ok. The verifica-

tion comprises technical and contents features (e.g. correct order of the BMEcat attributes, existence of images) and customer-specific requirements (e.g. the existence of the eClass number). No will be displayed under OK in case of any errors.

Processing status: Shows the last action performed for this version.Version date: Shows the date on which the version was generated.Category: Lists the category under which the catalogue will be displayed in Mercateo. The column will help you

to distinguish between the individual catalogue versions.Customer name: Here, you will find the customer belonging to the catalogue version for exclusive catalogues.Online: Shows you the online / offline status of the relevant catalogue version.

Catalogue Versions Overview

You may find all versions of your catalogues under the Catalogue versions tab. If you, as a supplier, have se-veral catalogues, you may filter by using the Catalogue ID (Prefix).

Mercateo – Request Catalogue Preview

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You may also filter according to the verification status, to get a better overview:

Subsequently, confirm your selection by clicking on Apply filter.

L Use the button, to reset the filter, at any time, to its initial condition.

Request Catalogue Preview

The system automatically creates a new catalogue ver-sion and the associated preview when new catalogue data have been transferred by FTP. The catalogue preview will be active for five days. If the preview has expired, you may re-create it, at any time, for each ver-sion:

1. Click on the relevant version under Catalogue versions.

2. Go to the Version releases tab.3. Under Further actions, select Create preview from

the drop-down menu and click on OK. 4. The catalogue will be provided again. This might

take several minutes.5. You will then find the preview link in the table

containing the Catalogue versions in the Preview column.

Mercateo – Verify Catalogue Version

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Verify Catalogue Version

Delta ReportThe Delta Report will show you the differences bet-ween the currently selected catalogue version and the catalogue version which was online at the date of re-ceipt. To see it, go to Catalogue versions, and use the Version releases tab. In the Delta report line, click on Download to download the ZIP file including the Excel spreadsheet.

We recommend verifying the catalogue for critical errors, errors and quality defects.

• In case of critical errors, it will be impossible to process the entire catalogue, the version will show a no in the OK column. The catalogue may, in its current form, not be released to the customer.

• The relevant item will not be displayed in case of errors.• In case of quality defects, the item will be displayed, but contains “minor flaws ”• If you wish to change the catalogue, reject this catalogue version and transfer the changed catalogue version to the FTP

account, see the Reject Catalogue Version section.

Verification ResultsTest results and an error report will be created for each catalogue version. You may display this information under Catalogue versions / Test results and you may also Download them as a CSV file.

L The download will be available as a CSV file in the Test result column of the table. Please note that no download will be available for some statistic evaluations.

Refine your search result by clicking on Filter / Test category or Evaluation. To do this, click on the relevant selection field and confirm your selection by clicking on Apply filter. You may also select several items.

For an overview of all verifications and a description of such, please see Annex 1.

Mercateo – Release Catalogue to the Customer

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Release Catalogue to the Customer

If a catalogue version is technically ok and if its con-tents are correct, it may be released to the customer:


2. Go to the Version releases tab.3. In the Catalogue version line, click on Approve.4. The catalogue version will then be displayed to

the customer in its catalogue management.

L You may also reject a catalogue version. It will then no longer be possible to release it to the cus-tomer.

Reject Catalogue Version

You may reject catalogue versions that are no longer required or contain any defects:


2. Go to the Version releases tab.3. In the Catalogue version line, click on Reject.

Mercateo – Version Releases by Customers

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Delete Catalogue Version

You may delete catalogue versions that are no longer required.


2. Then, go to the Version releases tab.3. Next to Further actions, select Delete catalogue

version from the drop-down menu and click on OK.

L The relevant catalogue version will now be dele-ted. That might take several minutes.

The following may be deleted:

• The latest catalogue version. The version number will be reset as well.

• All catalogue versions that have not been released to the customer.

Version Releases by Customers

The Online column of the Catalogue versions over-view will show you what catalogue version is available online for the customer.

Critical error - Catalogue with errors, catalogue cannot be processed

Error - Item with errors, item will not be displayed

Quality defects - Item with quality defects, item will be displayed

Hint - General hint

Group Category Test criteria Supplier Test description

Test category: Delta report

Delta report New items This catalogue contains new items compared to

the online version.

Delta report Deleted items Items were removed from this catalogue

compared to the online version.

Delta report Items with higher prices

Delta report Items with lower prices This catalogue contains items with lower prices

compared to the online version.

Delta report Items with changed delivery

periods

This catalogue contains items whose delivery times

are inconsistent with the online version.

Test category: General catalogue

General catalogueTax inconsistent with data in the

system. Please contact Mercateo.

Tax is inconsistent with details in the Mercateo

system for this catalogue.

General catalogueSystem error. Please contact

Mercateo.

General catalogue

Currency inconsistent with data in

the system. Please contact

Mercateo.

Currency inconsistent with details in Mercateo

system for this catalogue.

General catalogue No root category found

General catalogue Missing images

General catalogue Error in the product group system

Catalogue structure cannot or not fully be

displayed.

That might occur, if:

- no product group system was specified

- the allocation of the items to the product groups

was incorrect

- the BMEcat default was not fulfilled

- no or an incorrect root category has been

specified

- the ARTICLE_ORDER is no integer value

General catalogueCatalogue was updated, CSV file

however not

Conditions from one or several separate CSV files

are loaded for this catalogue. CSV files have not

been updated, despite the update of the

catalogue. Conditions might not be up to date.

General catalogue Item is on black list

Test category: Syntax

Syntax Error while reading the BMEcats

Mercateo is unable to process the catalogue.

That might occur, if

- the order of the BMEcat tags is incorrect,

- the BMEcat tags were incorrectly written,

- the mandatory fields (e.g. item name) are

missing,

- the BMEcat is incomplete,

- the BMEcat structure has not been complied

with,

- an incorrect BMEcat version, e. g. BMEcat2005,

has been used,

- the character coding is defective.

Syntax Corrupt contents in CSV file

Conditions from one or several CSV files are

delivered for this catalogue. However, they cannot

be processed.

Syntax Non-processed BMEcat fields Valid BMEcat fields that Mercateo cannot process.




Hint - General hint


Test category: Classification systems

Classification systems Items without eCl@ss

The item does not contain an eCl@ss allocation.


- the ECLASS tag is missing

- the value is missing

- another classification system is used

CAUTION: Contents will not be checked.

Classification systems Items without UNSPSC

The item does not contain a UNSPSC allocation.


- the UNSPSC tag is missing


- another classification system is used


Classification systems Items with [email protected]

Items with [email protected]


Classification systems Items with [email protected]

Items with [email protected]


Classification systemsItems with unknown classification

system

These items contain a classification system

unknown to Mercateo. They will not be processed.

Classification systemsItem has several allocations to

classification systems. Several goods group allocations exists for this item.

Classification systems Items without usable eCl@ss

These items are internally listed without eCl@ss

number and are therefore more difficult to find.


- the item has no eCl@ss number at all

- an eCl@ss version exists in the catalogue that is

not supported by Mercateo

- an eCl@ss version supported by Mercateo exists,

but the number used is incorrect

Test category: Product-order-details

Product-order-details Items without valid order unit

The item will not be displayed in case of missing or

incorrect order unit details.


- the ORDER_UNIT tag is missing


- the contained value is invalid. The value must

comply with the UN/ECE standard.

Product-order-detailsItems with adapted order or

contents units

Order or content unit details were specified for this

item that are not supported by Mercateo.

Mercateo has adjusted the order unit for this item

to the ISO standard.

Product-order-detailsItems with invalid packaging

details

It is possible to specify a contents unit including

packaging quantity in addition to the order unit.

Incorrect packaging information will be ignored or

adjusted.


- the value of the content unit is invalid. The value

must comply with the UN/ECE standard

- the packaging quantity is no numerical value

- negative values or 0 are specified for the

packaging quantity

- if no content unit exists but a packaging quantity

has been specified

- the same unit is used for order and content unit

and if a packaging quantity above 1 exists at the

same time

Product-order-detailsItems with invalid order quantity

details

The article contains invalid information to the least

order amount or a wrong combination with the

volume discount rate. Inappropriate order

indications of quantity are ignored or adapted.


- a value is not a integer value

- a value is smaller or immediately zero

- the volume discount rate is put, but no least

order amount is given

- the relation of both values is inappropriate

- the least order amount does not fit to the lowest

scale boundery




Hint - General hint


Test category: Statistics

Statistics Number of all items in catalogueNumber of items in BMEcat. Contains online items

as well as items which are not available online.

StatisticsNumber of all items in catalogue

that are available online.

Number of all items without error that are

available online.


with quality defects

Number of all items that are available online but

for which a warning exists.


with errors

Number of all items with an error message. These

items are not available online.

StatisticsNumber of all items with customs

number

Number of all items that receive a customs

number.

StatisticsCreditor number found in

catalogue A creditor number was stored for this catalogue.

Statistics Warehouse query activated A warehouse query has been activated for this

catalogue.

Test category: Product prices

Product prices Items without valid price

No or an invalid price has been stored for this

item. That applies to individual scale prices as well.

Items will not be displayed.


- no or incomplete ARTICLE-PRICE tags have been

specified

- no value, no numerical or a negative value has

been specified as price

- no price has been stored for the item, while a CSV

file (price file) has been stored

- no or an incorrect LOWER-BOUND tag has been

specified

- there are several scale boundaries

- prices do not decrease for increasing scales

Product prices Items with invalid price quantity

This item has an invalid price quantity

(PRICE_QUANTITY). Items will not be displayed.


- no value, a negative value or 0 have been

specified

- no numerical value exists

- no integer exists

Product prices

Currency inconsistent with details

in Mercateo system for this

catalogue.

No or an invalid currency has been stored for this

item. Items will not be displayed.


- no or incomplete PRICE-CURRENCY-tags ave

been specified

- no value have been specified

- the specified value do not correspond with ISO

4217:1995

Product prices Items without valid currency

No or an invalid tax has been stored for this item.

Items will not be displayed.


- no or incomplete TAX tags have been specified

- no value, a negative value or 0 have been

specified

- a tax rate not supported by Mercateo has been

specified

Product prices Items without valid tax

Mercateo has adjusted the tax rate for this item.


- an obsolete tax rate was used in the catalogue

- a value exceeding 1 has been specified

Product pricesItems with prices having more

than 2 decimal places

A price with more than 2 decimal places has been

stored for this item. These decimal places will be

cut off. Other shop systems might possibly not be

able to handle that.

If a price quantity (PRICE_QUANTITY) is used,

several decimal places are permissible and might

be processed.




Hint - General hint


Test category: Product details

Product details Item number missing Item will not be processed and not be displayed.

Product details Items with identical item number Several Items with identical item number. Item will

not be processed and not be displayed.

Product detailsItem name (short description)

missing Item will not be processed and not be displayed.

Product detailsItem name (short description) too

short

If the item name contains less than 2 (alpha-

numeric) characters, the item will not be

processed and not be displayed.

Product detailsLong description contains

prohibited contents

Long description contains contents that are

inadmissible according to Mercateo's requirements

to the catalogue. These items will not be

displayed.

Forbidden contents might be:

- external links

- tables

- JavaScript

Product detailsItem in layout catalogue has no

images

Product details Items with EAN number

An EAN number exists for these items. Mercateo

needs EAN, manufacturer number and name of

manufacturer for a unique identification of the

item and their allocation to duplicates.


Product details Items with manufacturer details

Manufacturer details exist for this item. Mercateo



items and their allocation to duplicates.


Product details Items with delivery period details A delivery period has been specified for this item.

Product details Items with keywords Search terms have been stored for these items.

Product details Items with images At least one image has been stored for this item.

Product details Items with data sheets At least one data sheet has been stored for this

item.

Product details Items with safety data sheets A safety data sheet has been stored for this item.

Product detailsItems with hazardous substance

indicator

An identification according to GHS or according to

the Ordinance on Hazardous Substances has been

stored for these items.


Product details Items with eco-label

One eco-label has been stored for this item.


Product details Items with energy label

An energy label has been stored for this item.


Product details Items with test seal

A test seal has been stored for this item.


Product details Item with quality seal A quality seal has been stored for this item.


Product detailsItem name (short description) too

long

If the item name contains more than 180 signs,

other signs are cut off.

Product details Items without valid EAN number

In case of incorrect information in the EAN tag, any

contents delivered will be ignored. Mercateo



items and their allocation to duplicates.


- the EAN tag is missing

- the EAN tag is empty

- the entered value does not correspond to the

EAN/GTIN standard

- the same EAN has been assigned several times


Product detailsItems without valid manufacturer

details

No unique identification of items and their

allocation to duplicates is possible in case of

missing or incorrect details.


- no manufacturer details exist

- the name of the manufacturer is missing

- the manufacturer number is missing

- several manufacturer numbers exist for the same

manufacturer

- the manufacturer number is identical to the EAN


Product detailsItem number contains special

characters

The item will be displayed but might not be

processed by other systems.

Product detailsItems with identical item name

(short description) Several items have the same item name.

Product details Item description incomplete No long description and properties exist for this

item.

Product details

Items with unknown

manufacturer information. Please

contact Mercateo!

Manufacturer details exist for this item. These

may, however, not be uniquely identified and

mapped to the manufacturer details used by

Mercateo. Items might not be allocated to

duplicates.

Product detailsItems without valid delivery

period details

Mercateo will set a standard delivery period if

delivery period details are incorrect or missing.


- the DELIVERY_TIME tag is missing


- the delivery period specified is not an integer

Product details Items without images No image for this item.

Product detailsItems without large product

images

For this catalogue no big product pictures could be

generated or these do not exist.

Product details Item number too long

Item number and catalogue ID specified by

Mercateo combined have more than 35

characters. The item is displayed, might not

however be processed by other systems.

Product detailsItem name contains HTML

formatting

HTML formats in item name will be displayed

unformatted.

Product detailsLong description contains

undesired contents

The long description contains contents that

adversely effect the product display on Mercateo's

site.

Undesired contents might be:

- HTML formatting

- information on returns (might result in confusion,

as such are displayed on a separate page)

- information on data sheets (might result in

confusion, as such are displayed on a separate site)

Product detailsItems with inadmissible keyword

information


- the search terms specified are too long (max.

1,000 characters)

- too many search terms were specified for one

item

- the same search term was stored several times

Product detailsItems with errors in image

allocation

One or several images cannot be displayed for this

item.


- the image specified in the catalogue was not

transferred as a file

- the format of the transferred file is inconsistent

with the format specified in the catalogue

- the image is too small

- the image exists in a format not supported by

Mercate

- the image type (MIME_PURPOSE) is not set to

normal

- the image name does not correspond to

Mercateo's defaults (small letters are mandatory,

no special characters, spaces or umlauts)

- the image name in the catalogue is inconsistent

with the name of the transferred file

- non-supported formats are used (supported

formats: GIF, JPG, JPEG, PNG, BMP)

Product detailsItems with errors in allocation of

data sheets

One or several data sheets might not be displayed

for this item.


- the PDF specified in the catalogue has not been

transferred as a file

- the image type is not set to data_sheet or

safety_data_sheet

- the name of the data sheet is inconsistent with

the name of the transferred file

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