1. Objective and Scope

1.1 Objective of this procedure

The purpose of this document is to define the procedure of creation and maintenance Catalogs in MDM and ME. It will define the specifics for taxes, the rules and Data Operations team and requester responsibility.

1.2 Scope

This Operational Procedure (OP) applies to Catalogs in MDM and ME, in SAP ERPs WP1 for LAM and NAM regions. And should be followed by Data controllers performing catalog creations/ updates. 

2. Reference Documents

Not applicable

3. Definitions

3.1 Abbreviation and Description

3.2 Catalog Agreement

A catalog is a longer-term agreement between a purchasing organization and a vendor regarding the supply of materials and/or the performance of services within a certain period according to predefined terms and conditions. 

Structure of a catalog:

• Document header: containing information relating to the entire agreement. For example, the vendor information and header conditions are in the document header;

• Items: containing the information specific to the relevant material or service;

• Texts.

E-catalog is a structured collection of data about products. E-catalogs are created mainly for materials (specific services can be included), non-critical, usually low prices. They are available in sites similar to e-commerce sites (eg. Amazon) and the access are restricted to authorized users. There is no Purchase requisition, the Purchase Order is automatically created and only a financial approval is required. 

The process usually involves three systems: SAP, SRM7 and catalog provider (ME, MDM…), the information that links all these system is vendor’s DUNS code.  

4. Roles and responsibilities

5. General Operational Procedure

For a new catalog creation, the requester must send a form through Freshdesk Tool to Data Operations Team (D&A NAM/LAM queue). This request must come from an Authorized Person, or approved by such.  The Data team will check if all the mandatory fields are filled and check if there is already a contract for the same vendor to avoid duplication. All information needs to be provided by requester, Data team will not analyze the information after the approval to avoid compliance issues.

Authorized users LAM: List

5.1 Preliminary checks before catalog maintenance

• Check if an E-catalog isn’t already created for the Vendor with the same POrg and Company code as requested on the ticket or form (section 5.2).

• If adding an item, check if it isn’t already created in MDM or ME.

• Check if DUNS code is filled in in SAP, ME and in SRM7.

• Check if POrg of material’s DSF is equal to catalog’s POrg, spreadsheet MMD LAM.

• Check if IVA + NCM + DSF generic line isn’t already created in SAP catalog.

• If it’s a material E-catalog, check if material usage, material origin, material category and NCM are filled in item additional data.

5.2 Searching for an existing e-catalog 

5.2.1 Searching in SAP: using vendor code 

Use transaction ME2L:

01 – Vendor: Insert the vendor number to search if there is a contract created.

02 - Scope of list: Use Z_ALV_BEST. It is a template to show the information required;

03 – Choose: Select the option to search.

04 – Contract: Check the box to search a contract.

05 – Execute: Click in the button or F8 to run.

The result presents the E-catalog numbers for the vendor. 

Note! Regular contracts will appear as well., Remember that catalogs are the one starting in 47*.

5.2.2 Searching for a e-catalog in MDM

06 – Enter ‘Supplier’ section and search for vendor’s name. 

5.2.3 Searching for a e-catalog in Mercado Eletronico (ME)

07 – Select ‘Todos Contratos’

08 – Search for vendor in ‘Fornecedor’ field

5.3 Check and add DUNS # in SRM7 system

Enter XK03 transaction in order to verify the correct Vendor DUNS code:

09 - Add vendor #;

 10 - Click in additional data

DUNS # is located in “DUNS direct code” field:

Now, access the SRM7 system to check if DUNS is also registered there:

11 - Click in “SRM Administration” on the upper part of the screen; 

12 -  Click in “SRM Administration” on the side bar;

13 - Insert the name of the supplier between stars, to filter the Vendor account

14 - Click the “Apply” button

Check if “DUNS Number” field is filled.

If it is empty, check steps below to add a DUNS number:

15 - Select the line;

16 - Click on “Edit”;

The “Edit supplier” window will show up:

17- Insert the vendor DUNS code in “DUNS Number” field:

 “Save”

5.4 Catalog Management in SAP

The transactions mentioned below are used to create and modify the contracts in SAP. 

5.4.1 Creation of new E-Catalog

The transaction to be used is ME31K in SAP – Local system (WP1_400)

Fields to be filled in this transaction:

18 – Vendor: Fill the vendor number to create a new contract to;

19 – Agreement Type: Fill with the agreement type code:

• ZWK - Central val.contract;

• ZWL – Used only for Company Code 6343, Techpolymers

20 – Agreement Date: Date of contract creation. It is automatically filled by the system when the contract is created;

21 – Purchase Organization: Fill with Purchase Organization informed by requester. The purchasing group need be related with material group informed by requester;

22 – Purchasing Group: Fill with buyer’s Purchasing Group.  

23 – Company Code: Fill with company code informed by requester.

24 – Validity end;

25 – Payment Terms;

26 – Target Value: This is not a mandatory field, but if specified in the form must be filled in SAP. This field is the maximum amount this can create as PO;

27 – Incoterms: Fill with the Incoterms of the contract;

28 – Your Reference/ Our Reference/ Salesperson and Telephone: Fill with a dot. 

29 – Item Category: Fill with Item Category: use D for Service and W for material.

30 – Acct Ass Cat: Must be filled with U for the service and kept empty for material;

31 – Short Text: For services filled with IVA + Description of material group and for materials needs to be filled with IVA + NCM + Description of material group;

32 – Mat GRP: Should be filled with material group.

5.4.1.1 Creating a new catalog for Service lines

If you choose Item category = D and account assignment = U, after step 32, the window below will appear: 

33 – Tax code: Fill with tax code for Service (same informed in the short text).

The following window will appear: 

34 – Short Text: Fill with the same information in the line of the contract;

35 – Unit of Measure: Fill with TOT.

5.4.1.2 Creating a new catalog for Material lines

If you choose Item category = W and leave account assignment = blank, after step 32, the window below will appear: 

36 –Tax Code: Fill with the tax code of the material.

And then: 

37 – Material Usage: Must be filled with 2 – Consumption or 1 – Industrial

38 – Material Origin: Must be filled with 0 - National;

39 – Material Category: Must be filled with 0 - Material;

40 – NCM Code: A classification of goods that is issued by the Brazilian government and used to determine the IPI tax rate. The field is filled with the NCM Code.

5.4.2 Inserting a new line in the E-Catalog

The transaction used is ME32K to edit a line in contracts or agreements:

Agreement: Fill with agreement number.

After, follow steps 29 to 32 (section 5.4.1)

For service lines: section 5.4.1.1

For material lines: section 5.4.1.2

5.5 Management in MDM

5.5.1 Exporting a catalog from MDM.

First, we need to start the module below from MDM in your computer:

41– Select the MDM Data Manager

42– Select the “…” in MDM

43– MDM Server: Insert the link [mp3sapr3.ibm.be.solvay.com];

44– Click on the refresh button;

45– Repository: Select the ECATDATA_M

46– Language: Insert your language.

47– User: Insert the user from your region.

48– Password: Insert your password.

Select the catalog

• LA-BR-FIPART - SAP CC ZBR1

• LA-BR-TECHPOLYMERS - SAP CC 6343

Select the Supplier

49– Click on file > Select ‘Export to’ > Excel

Tab ‘Fields’: 

50 – Fields to Export: Select the fields and remove from selection – UNSPSC; Catalog Item GUID; Images; Documents; Hyperlinks; Special Search Term; Images (source); Documents (source); Hyperlinks (source); Price Updated; Item Status Change; Item Type; Product Group; Hierarchy; Price; Standardized Manufacturer Part Number; Order Unit; Minimum Quantity UoM; PDF; Image; Item Status; MSS Hierarchy; MSS Hierarchy Price; Sort Field.

51– Qualifiers: Check this box;

52– Split Images/PDFs into multiple directories by data group: Check this box.

Tab ‘Qualifiers’

53 – Available Qualifiers: Select the fields – Contract Item ID; Amount; Currency; Per; Lower bound + Add: Click after select the field above.

54 - OK!

Choose a folder and save the file.

5.5.1.1 Enabling Microsoft Excel to receive the extraction  

If the extraction doesn’t work, we need to check a box in Microsoft Excel. Below the step by step to check this box.

Open Excel:

55– File: Click on File;

56– Go to Options;

57– Select the Trust Center;

58– Click Trust Center Settings;

59– Select the Macro Settings;

60– Trust access to the VBA project object model. Check the box.

5.5.2 Import file to creation/update a catalog in MDM.

To update a line of a catalog or insert a new item is used the same template. For two options we upload this template in MDM Import.

First we need to fill the template as image below:

61 – Region: Insert the region of the contract.

62 – Supplier Catalog Name: Insert the name of the catalog.

63 – Supplier: Insert the supplier name with the number (10 digits for the vendor number. If is lower than 10, complete with 0 in the left.)

64 – Supplier Part Number: Insert the Part Number for the material/services. This field represents the code of the line, cannot have same Part Number for 2 materials/services in the catalog.

65 – Supplier Item Status: Insert if the item is active or inactive.

66 – External Manufacturer: Insert if have another manufacturer.

67– Manufacturer Part Number: Insert if have a part number for manufacturer.

68– Service Item: Insert FALSE if the item isn’t a service and X if is a service.

69– Freight Included: Must be TRUE, item always have freight. 

70– Delivery days: Insert the lead time of material. (Mandatory field)

71– Minimum Quantity: Must be 1.

72– Conditioning: Must be 1

73– Unit: Insert the unit of measure for the material/service.

74– Contract Price: Insert the contract number for catalog.

75– Amount: Insert the amount for material/service. (If is material must be net price, for service the gross amount. The price should be in US pattern (with a dot to segregate the cents).

76 – Contract Item ID: Insert the contract line of SAP with same NCM – Material group for material and IVA – material group for services.

77 – Lower bound: Must be 1.

78 – Per: Must be 1 if is service and 1000 if is material.

79 – Currency: Insert the currency of item in catalog.

80 – Short description: Insert the short description of material/service in upper case.

81– Material: Insert the material number from SAP, if had.

82– Long Description: Insert the long description of material/service in upper case.

83– Comments: Insert the comments for the material/service.

84– Validity Date: Insert the start date (US Format).

85– Expiration Date: Insert the expiration date (US Format)

86– Category: Insert the category name of material group and the number. (use comma to segment the name and number).

After creation, save the file as TXT and encoding UTF-8.

If you are creating a new catalog, after filling in the template you need insert some information in the table on MDM Data Manager. In the header of MDM Data Manager: 

87 - Select the contract Price;

88 - Right click on the Record and add to insert a new line.

89– Contract: Insert the contract number for catalog.

Go to Supplier Table

90 - Right click on the Record and add to insert a new line.

91– Supplier Name: Insert the supplier name.

92– Supplier ID: Insert the supplier number (with zeros in the left if don’t have 10 digits). 

93– Supplier Duns Code: Insert the DUNS of the vendor (for more information about DUNS, go to OP for Vendor Maintenance).

After, go to MDM Import:

94– Repository: Insert the link [mp3sapr3.ibm.be.solvay.com].

95– Language: Insert your language.

96– User: Insert the user from your region.

97– Password: Insert your password.

98– Type: Must be Delimited Text.

99– Remote System: Must be MDM.

100– File Name: Click on the “…” and select your TXT file.

101– Delimiter: Must be \t.

After click ‘finish’.

Then, on header of the MDM Import: 

102– File: Click on the Open File.

103– Map txt DJO: Select the Map txt DJO and Click on OK.

The MDM Import will open the file with template.

104 – Text Table. Select the Text_Table 

105 - Go to the Map Field/Values Tab.

106 - Field Mapping:  This box will show if the field mappings from the txt file are = 27.

Now you need to check the fields one by one if they are mapped or not.

107 - Status: 

• Conv:  Show if was mapped or not.

If you see the image above, it means the field is mapped with a value that does not need a previous link in MDM (such as price)

• Mapped: If the field is blanked, you need to click on the Automap.

The image above show the field mapped with a value previous set up in MDM (such as catalog name, contract, etc.).

After checking all fields, go to Match Records Tab.

108 - Default Import Action: This box show a summary of the actions in the mapping.

For modification on existing items: fill with Replace.

For new items insertion: For new items must be filled with Creation.

If no action is needed, fill with Skip.

Go to Import Status Tab:

109– Action Items: If show Ready to Import in this field you can import the file.

110– Exclamation: Click in the Exclamation Button to upload the file.

After this you can close the MDM Import, but do not save the session to unconfigure the mapping fields.

Via Freshdesk request, send requester an extraction after the update/creation.

5.5.3 Saving name search

Every time we add a new vendor in the catalog, we need to reset the name search to make it available to end users. The procedure is as follows:

In search parameters select the catalog you have added the vendor:

111 - In the top menu go to “Search > Save as Named Search > More”

Find the catalog name in the list as image below

Select the Catalog and click OK

A Pop-up will show to confirm the change

Press “Yes”

5.6 Management in Mercado Eletrônico (ME)

Mercado Eletronico is a tool used by Brazil’s purchasing team to buy the products listed on a limited catalog that connects to SAP and SRM7. The management of that catalog is performed by Curitiba Data team, upon a request from local customer via Freshdesk portal. 

5.6.1 Creating a catalog in ME

Two spreadsheets are used to create a new catalog in ME, one labeled 297144_ContratoWF and one labeled 297144_FornecedorList.  ALL INFORMATION MUST BE ADDED AS TEXT.

Remember: previous to Mercado Eletronico’s creation, we need to create a generic line on SAP. Check section 5.4 for more information. 

• Spreadsheet ‘297144_ContratoWF’ 

This sheet is the template for the actual catalog creation; it contains information on the catalog’s header and items to be inserted;

Tab Mantis -

112 – Ligação Cabeçalho: This column informs how many catalogs are to be created in ME. Fill in with 1 if only one catalog is being created, subsequent lines must be filled with 2, 3, 4.

113 – Alteração: On creation, always “N”

114 – Categoria: Fill in with the category of ME corresponding to the buyer in SAP

115 – Contratocliente: Fill in with the contract number in SAP

116 – Fornecedorcliente: Fill in with DUNS

117 – Moeda: Fill in the currency which catalog is negotiated. BRL, USD, etc.

118 – Resumo: Unless otherwise specified by the buyer, fill in as ‘Oferta Privada - Name of vendor’

119 – Status: Fill in with 1

120 – Tag : Fill in with RHD_SC-D&A

121 – Validade_Fim: Fill in with the Validity End of catalog mentioned on the form

122 – Validade_Inicio: Fill in with the Validity Start of catalog mentioned on the form

123 – Atrib_Observação: Fill in with the ticket number creation request was made from

Tab Itens -

124 – Ligação Cabeçalho : This column informs how many catalogs are to be created in ME.

Fill in with 1 if only one catalog is being created, subsequent lines must be filled with 2, 3, 4.

125 – Ligação de Itens: Fill in with 1 if only one item is being inserted, subsequent lines must be filled with 2, 3, 4.

126 – Alteração: Always “N”

127 – Codigo: This is the code of which material will be in ME, minimum characters is 20

Fill in as ME_+ Vendor Name + _Material part number

Note: If material doesn’t have a part number use S1, S2, S3 respectively for service items and 0001, 0002, 0003 for material items.

128 – Codigo_Produto: This is the part number code of the material mentioned on the form

If material doesn’t have a part number use S1, S2, S3 respectively for service items and 0001, 0002, 0003 for material items.

129 – Codigo_Grupo_Produto: Fill in with DSF number mentioned on the form;

130 – Complemento: Fill in with the long description of material mentioned on the form

131 – Descrição: Fill in with the short description of material mentioned on the form

132 – Grupo_Produto: Fill in with description 2 for the material group in SAP.

133 – Numeroitem: This column informs the sequence of material line

Fill in with 1 for the first material added, subsequent lines will be 2, 3, 4 and etc.

134 – Prazoentrega: Fill in with the lead time of material mentioned on the form

135 – Preco: Fill in with Net Price, without multiplying by 1000 and thousand separator

136 – Atrib_numeroitem: Fill in with the item line corresponding to SAP

137 – Atrib_itemservico: Fill in with “S” if line corresponds to a service, fill in with “N” if it is material

138 – Unidade: Fill in with the UOM mentioned on the form

Tab ListaBorgs -

139 – Borg_Centro: 01 for SP; 02 for PR catalogs.

• Spreadsheet 297144_FornecedorList 

This sheet is the template for the vendor creation on ME tool; it contains information regarding the vendor maintained in SAP;

Tab Mantis -

140 – Ligação Cabeçalho : This column informs how many vendors are to be created in ME. Fill in with 1 if only one vendor is being created, subsequent lines must be filled with 2, 3, 4.

141 – Fornecedorcliente: Fill in with the DUNS code of vendor

142 – Nome: Fill in with vendor’s name

143 – Razão: Fill in with vendor’s name

144 – Endereco: Fill in with vendor’s street name and number

145 – Cidade: Fill in with vendor’s city

146 – Estado: Fill in with vendor’s state

147 – Pais: Fill in with vendor’s country

148 – Cep: Fill in with vendor’s postal code

149 – Bairro: Fill in with vendor’s District

150 – Telefone: Fill in with vendor’s telephone number

151 – Email: Fill in with vendor’s email

152 – CNPJ: Fill in with vendor’s tax number

153 – Internacional: Fill in 0 for national vendor’s and 1 for international vendors

154 – Bloqueado: Leave blank

Go to section 5.6.3 for instructions on uploading the templates on ME. 

5.6.2 Updating an existing e-catalog in ME

Any updates of DSF, Purchasing Group, NCM, IVA, Validity Date should be altered in ME and SAP. If DSF and NCM is already available in SAP catalog, use this item line to link the new information. 

On the ME tool contracts have a different general # then SAP. You will need this # for any updates in the tool. Follow instructions below to get the #: 

Log in to ME: 

155 – Website: www.me.com.br

156 – Login: RHD_SC-D&A

157 – Enter password

158 - On main page, go to ‘Meus Contratos’

159 – In ‘Meus Contratos’: Insert the SAP catalog number in ‘Cod. Contrato’ and press “Enter”

160 – Click on the line “Título”

161 – Copy the number informed in “Contrato”

162 – Select the ‘More options’ icon;

163 – Select ‘Workflow’;

164 – Select ‘Importação / Exportação Cargas’;

165 – Select “Exportação”

166 – Insert the “Contrato” number 

167 – Add on the “Observações” box the catalog number in ME.

168 – Click in “Novo processamento”

169 – Download the file by pressing and update information on spreadsheet according to what was requested on the ticket.

170 – Insert the ticket number in “ATRIB_Observação”

Make the necessary changes on the respective fields and save the updated spreadsheet as ‘2971744_ContratoWF’

Go to section 5.6.3 for instructions on uploading the templates on ME. 

5.6.3 Uploading a new e-catalog or an update in ME

171 – Select the ‘More options’ icon;

172 – Select ‘Workflow’;

173 – Select ‘Importação / Exportação Cargas’;

174 – Tipo de processamento: Select “Importação”

175 – Arquivo: Select the saved file: If vendor is not created in ME, first file to be uploaded is 2971744_FornecedorList, secondly, spreadsheet file 297144_ContratoWF; 

176 – Observações: Add the ticket number which the request came from;

177 - Select “Novo processamento”

Now, check if the catalog is available for purchasing: 

178 – Back to the homepage by clicking the upper logo; 

179 –Select “Nova Requisição”

180 – Select “CENTRO” of catalog, it can be PR or SP

181 – Click in “Salvar”

182 – Select “FORNECEDORES” and insert the name of vendor

183 - Check the box 

184 - Select ‘More Options’

Verify if items were updated correctly.

5.6.7 Inserting Image into an item 

185 - With the ADM User (RHD_SC-D&A), go to ‘More Options’

186 - On the “Painel de controle” > Select “Produtos” 

187 - Select “Meus produtos”

188 -Search for the product;

189 - Select the product;

190 - Upload your file;

• Images must be in JPG format.

• In order for all images to be put in the same way, you have to open an image editor file (such as Paint), resize the blank image to size 698x562 and with that done, paste the image of the product on top of that template.

5.7 Deleting items

5.7.1 Deleting items in SAP

5.7.1.1 Deactivating the entire e-catalog

ME32K transaction, insert the catalog #: 

191 – Enter the catalog header; 

192 – Purchasing Group: update to “YYY”

193 – Validity End: Date should be in the past

5.7.1.2 Deleting an only line 

ME32K transaction, insert the catalog #: 

194 – Line: Select the Line;

195 – Delete: Click in delete button;

196 - ‘Yes’ to confirm.

5.7.2 Deleting in MDM

5.7.2.1 Deactivating an entire e-catalog

197 – Select Contract Price

198 – Insert e-catalog to be deleted

199 – Right click and choose delete

OK to confirm. 

5.7.2.2 Deleting an only line 

To remove an item from the catalog you need to search for the item you and open the menu with the right button from the mouse

200 - Select delete;

201 - Click “OK” to confirm.

5.7.3 Deleting in ME

5.7.3.1 Deactivating an entire e-catalog

In ME tool, go to ‘Workflow’ > ‘Importação/ exportação de cargas’: 

202 – Select Exportação

203 – Insert the “Contrato” number you will deactivate

204 – Add on the “Observações” box the catalog number in ME.

205 – Click in “Novo processamento”

206 – Download the file by pressing  

Tab Mantis

207 – Status: Insert “3” (deleted)

208 – Insert the ticket number in “ATRIB_Observação”

Save the file as ‘2971744_ContratoWF’

Back to the ME tool, go to ‘Workflow’ > ‘Importação/ exportação de cargas’: 

209 – Tipo de processamento: Select “Importação”;

210 – Arquivo: Select the saved file 2971744_ContratoWF;

211 – Observações: Add the ticket number which the request came from;

212 – Select ‘Novo processamento’

5.7.3.2 Deleting an only line

In ME tool, go to ‘Workflow’ > ‘Importação/ exportação de cargas’: 

213 – Select Exportação

214 – Insert the “Contrato” number you will delete the line from.

215 – Add on the “Observações” box the catalog number in ME.

216 – Click on “Novo processamento”

217 – Download the file by pressing  

Tab Itens

Locate the line item you need to delete and identify its “NumeroItem”

Tab Remocao Itens

Ligacao Cabecalho: Always “1”

218 – Numero Item: Insert the number identified in tab “Itens”

Tab Mantis

Insert the ticket number in “ATRIB_Observação”

Save the file as “2971744_ContratoWF”

Back to the ME tool, go to ‘Workflow’ > ‘Importação/ exportação de cargas’: 

219 – Tipo de processamento: Select “Importação”

220 – Arquivo: Select the saved file 2971744_ContratoWF

212 – Observações: Add the ticket number which the request came from

222 – Click on “Novo processamento”

Appendix 

End of the document.