Table of contents

Scope

ERP

References

Attachments

1. Objective and Scope

1.1 Objective of this Procedure

The purpose of this document is to explains how to update an e-catalogue

1.2 Scope

  • The material groups in scope are all started with ZP.

2. Standard Operating Procedure Description

2.1 E-Catalogue File Extraction

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Main activities

Tips / Best practices

Key points

1

Open SAP MDM Data Manager

 

 

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Main activities

Tips / Best practices

Key points

2

Choose the desired Supplier

 

Filter by single supplier do not chose "All" as in screen above.

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Main activities

Tips / Best practices

Key points

3

Export the desired Supplier data to Excel

 

 

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Main activities

Tips / Best practices

Key points

4

Tick "Qualifiers" in the "Qualifiers" Tab

 

a) this selection is valid if only the selected article must be downloaded (for a spot updated of 1 article for example)

5

In the 'Available Qualifiers' select the ones needed for the analysis and then hit Add. They will then be listed in the 'Qualifiers to export'.

CTRL+Click to select multiple qualifiers

Should be always chosen: Contract Item ID

  • Amount
  • Currency
  • Price Base Quantity
  • Lower Bound

6

Click Ok

 

 

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Main activities

Tips / Best practices

Key points

7

Save your extracted file to Desired location.

 

File name formatted as follow : Supplier + Country Date of extraction

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Main activities

Tips / Best practices

Key points

8

Wait until the end of extraction.

WARNING: avoid using the excel file during extraction to minimize possible data corruption.

 

2.2 Verification of Changes

2.2.1 Verification of New/Obsolete Articles 

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Main activities

Tips / Best practices

Key points

9

Open the file extracted in Chapter 2.1 and the file sent by the vendor.

 

 

10

Add a column:

  • on the MDM file (leave it blank)
  • on the vendor file (leave it blank)

 

 

11

Use Vlookup function to check if the articles on the vendor file are on the catalogue currently in use (MDM file).

Search by the 'Supplier Part number'

Example of vlookup searching data sent by vendor on MDM extraction:

=vlookup(SupplierPartNumberCell;‘[vendorfile]sheet name’!SupplierPartcolumn;1;0)

If the fields on the column added on the MDM file show a Part Number, means the article is still on the proposal sent by the vendor.

If #N/A is shown means the article is obsolete and therefore "Inactive" should be added on the Column "Supplier Item Status".

12

Use Vlookup function to check if there are new articles sent by the vendor not currently on the catalogue (MDM file).

Search by the 'Supplier Part number'

Example of vlookup searching data from the MDM file on the vendor file:

=vlookup(SupplierPartCell;‘[MDMfile]sheet name’!SupplierPartNumbercolumn;2;0)

If the fields on the column added on the vendor file show "Active", means the article is already on the catalogue.

If #N/A is shown means the article is new and therefore needs to be added to the catalogue update.

 

 

2.2.2 Verification of Price Updates

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Main activities

Tips / Best practices

Key points

13

Open the MDM file and the vendor file.

 

 

14

Insert a new column (in orange in above example) next to the Price column.

 

 

15

Using Vlookup function, search on the vendor file what is the new price for each article.

Example of vlookup:

=vlookup(SupplierPartNumberCell;‘[vendorfile]sheet name’!SupplierPartcolumn:PriceColumn;NumberOfThePriceColumn;0)

Amount format must be 1123.23 (with . not ,   and without spaces in the middle).

After vlookup is done, the column in yellow (originally present on the MDM file) can be suppressed.

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Main activities

Tips / Best practices

Key points

16

Repeat Steps 14 and 15 to verify:

  • the Manufacturer Part Number
  • the delivery time
  • the short text
  • the long text

 

 

17

All changes must be saved on the MDM file.

 

 

2.3 Update of Catalogue

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Main activities

Tips / Best practices

Key points

18

In Footprint portal, create a "New User Request".

 

 

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19

Insert the title as "Update vendor name country YYY/MM/DD".

For example: "Upate Agilent FR 2013/11/05"

Mandatory field

20

Select the priority of the request.
The default is Medium and usually is finished within 48hours of request.

Available options are

Mandatory field

21

Status is selected by default (no other possible entry)

 

Mandatory field

22

Add your own information: name and e-mail address

 

Mandatory field

23

Click on the "User Request information" tab.

 

 

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Main activities

Tips / Best practices

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24

Select the Functional Area "Data PU"

 

Mandatory field

25

Select the Functional Impact "Regular"

 

Mandatory field

26

Select your Enterprise "Solvay"

Even though this request is to be updated in Rhodia legacy, as it is being request by Solvay, that must reflected in this field.

Mandatory field

27

Select UR Subtype "NW-UPD DATA/FLOW"

 

Mandatory field

28

Select Region "EU"

 

Mandatory field

29

If desired, insert a due date for this request.

 

Optional field

30

Click in the "Description" tab

 

 

 

 

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Main activities

Tips / Best practices

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31

Insert a short description stating what is requested.

Follow template:
« Good morning/afternoon,
Please find attached an MDM update for catalogue related to vendor name of vendor :
Code Country : (ex : FR)
Total of lines to update: (ex: 7000 articles)
Inactive articles: (ex : 854 articles)
Active articles: (ex : 5931 articles)
Thank you,
Your name »

Mandatory

32

Go to tab "Contact Information"

 

 

 

 

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Main activities

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33

Insert your information

If these have been filled in step 22, no further actions are needed here as the mandatory fields will be shown filled in.

 

34

Go to tab "Attachments"

 

This is not a mandatory tab.

 

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Main activities

Tips / Best practices

Key points

35

To make attachments, click in .

Follow the normal windows browsing to find and upload the desired files.

 

36

Save your request.

 

When it is completed you'll be contacted.

3. References

This procedure refers to the documents listed in the table below:

File name

Document type

Document title

List of SOPS related to PRO 20.1

PRO

xxxx

 

 

 

 

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