Before you upload a Catalog File please read the “How to Configure the System for Advantage Catalog Creation” section and verify all settings on the Application Parameters (APPCTRL) table are set appropriately for your site’s business needs. Please contact a system administrator if you are concerned about any of the parameter settings. Please refer to the “Application Parameters (APPCTRL)” section in this user guide for more information on the table.
With the Master Agreement in Draft, the buyer should select the Load Catalog link on the Commodity section for the appropriate Catalog Line Type. This link transitions the buyer to the Upload Catalog File page. Note: This link is only active if the Master Agreement’s Phase is Draft. The Buyer should specify the prepared Vendor’s Catalog file in the Catalog File field. If the Vendor provided a picture with the catalog item, then the picture file should be chosen in the Picture File field. A Load Type must be chosen when loading Catalogs. The Load Type defines the type of catalog load the user will perform. Valid options for this field are:
Full - Choose this option if you want to replace all existing catalog items or if you are doing an initial full load of new catalog items. If performing a Full Load where there are preexisting records on the Catalog Maintenance table for the Commodity Line, then any items not included will be considered as deleted.
Incremental - Choose this option if you want to update only catalog records that have changed since the last load. The same Excel Catalog file format is required; however, during the incremental load only those items that are new or have been changed will be loaded to the Catalog Maintenance table. Several different files may be loaded to the same MA line if the Load Type is Incremental. If you are loading only picture files, the Load Type should be Incremental.
You can click on the Back link to return to the Commodity Line of the Master Agreement, and all data on the Upload Catalog File page will be removed.
If you are ready to initiate the Catalog Load process, then click on the Upload link on the Upload Catalog File page. After clicking the link, some initial real-time validations are triggered (for example, file meets the correct format, it is an .xlsx file, and so forth). If errors are found, then error messages are displayed on the page. Once the errors have been fixed click on the Upload link again. If successful, then the Catalog Load Batch job will be initiated. This process is discussed in detail in the ”Catalog Load Batch Job” section.
At this point, the buyer must wait for the Catalog Load Batch job to complete before the Master Agreement can be validated and submitted to Final. Once the batch job completes, the system will initiate an email to the user who loaded the catalog from the Master Agreement. The email alerts the user that the job has completed as well as its status. If the catalog loaded successfully, then the Catalog File will show up as an attachment for the MA Commodity Line and the catalog records are updated on the Catalog Maintenance (CATM) table. If pictures were loaded successfully then the zip file will show up as an attachment for the MA Commodity Line, and the pictures are added to the Picture Attachment (PICATT) table. If the Catalog or pictures were not loaded successfully, then the Catalog Error Log link will be active on the Commodity section. You can click on the link to view all errors associated with the latest run of the Catalog Load Batch job. Please refer to the ”Catalog Error Log Page” section for more information.
When the catalog has been successfully attached to the document, the Master Agreement must then be validated and submitted to final. Prior to finalization of the Master Agreement document, the loaded catalog may be changed or reloaded as required.