B2B Vendor MyMarket {FPME-1}

General

The Procurement Management Subsystem must be operational before the e-Procurement My Market Interface can be installed.
The Electronic interface between the PM Subsystem and My Market consists of the following:

Catalogue Downloads - Supplier Item Catalogues available on MyMarket.Com can be downloaded into the procurement system,this download can be done as often as required e.g. daily, weekly etc. to ensure that the latest unit price and other information is available on the Procurement System.

Update of Creditor Item Unit Price Information - For each item on the item catalogue mapped to either a stock or general item, on download of a catalogue. the creditor item unit price information, is updated {FPMM-3b2,FPMM-23b3}.

Placing B2B Order - The placing of Orders {FPMO2-1}/ {FPMO2-6} are done on the Procurement Subsystem as normal. If the B2B vendor is used and order creditor is linked to a My Market supplier and placed electronically, the order will be sent electronically to MyMarket.com, as soon as the order has reached the status “Normal”.

Following-Up Resending B2B Orders - Orders placed electronically with a supplier on the B2B exchange can be resend or followed up.

Orders can be re-sent if the order was not delivered to MyMarket .com the first time e.g. as a result of internet failure.

Follow-up action may effected on a placed Order. The response of the electronic request will inform the user of the status of the order on the MyMarket.com side.

The results of the above electronic communication will be confirmed to the user by Email.

Implementation Sequence

The use of the complete General System, Personnel System, Financial Code Structure and Procurement Management Subsystem is a prerequisite to the operation of this subsystem.

A logical sequence of system implementation is set out below, the relevant menu options being indicated in brackets:

{USERS-5}	Maintain Users
{PBOP-1}	Personnel Biographical
{FCSM-1}	Define system operation and create set-up rules
{FPMM-2}	Creditor Definition
{FPMC-9}	Maintain Item Units
{FPMM-23}	Store Item Definitions
{FPMM-3}	General Item Definitions

After completion of the above, the e-Procurement Subsystem can be set up, maintained and operated, as follows:

{FPMEMM-1}	My Market Conversion Rules
{FPMEMM-3}	Request Refresh Catalogues
{FPMM-23}	Store Item Definitions
{FPMM-3}	General Item Definitions

Maintenance and Operational activities on the Procurement Management System are:

{FPMM-23}	Store Item Definitions
{FPMM-3}	General Item Definitions
{FPMO2-1} / {FPMO2-6}	Maintain Order

Maintenance and Operational Activities on the e-Procurement System are:

{FPMEMM-3}	Request Refresh of Catalogue
{FPMEMM-2}	Resend or Follow-up an Order

General Code Structures

Define User Email Address {USERS-5 and PBOP-1}

     Any Electronic response from MyMarket.com is sent to the requesting user via email. The system will use the e-mail address of the user as defined in the above options, failing which it will use the default         email address as set up in the Conversion Rules External Code Type MMD.

    User Email Address Set-up
    The user is defined in option User Access Definition {USERS-5}. When a user is defined as User Type (P)ersonnel, the Personnel Number entered in this option will be used to search for the Users’ Email         Address in Personnel Biographical Detail {PBOP-1}. Any other User Type will use the default e-mail Address as defined in the conversion rules.

    The system will use the following logic in its search for the e-mail address of the user in Personnel Biographical Detail {PBOP-1}

It will select the Personnel Number in the Personnel system based on the personnel number that has been linked to the User Definition under User Access Definition {USERS-5}.
It will select detail only where the Contract Sequence Number is Zero – the personnel member him/herself.
It will then search the Communication Detail of the user for the primary e-mail address of the user. This is done using the three key elements of the Communication detail as defined in {GCS-24} namely:

The System Code Reference Type: “P” for Personnel System
The Relevant Contact Type is “Communication”
The Reference Communication Type Code is “E” for e-mail.

As multiple e-mail addresses may exist, it will select the e-mail address flagged as “Primary”.

    If the above e-mail address is not recorded on the Personnel System, then the system will use the default Email Address as set up in the Conversion Rules.
    Default Email Address Set-up
    This is defined in the Conversion Rules option {FPMEMM-1} using External Code Type MMD.

B2B Parameters

These parameters will be used to communicate between the institution and B2B vendor and are set up on installation.These parameters are crucial for the correct functioning of the MyMarket interface. If any changes are needed or if errors occur, please consult ITS Tertiary Software before affecting these changes.

Code	Function	Description
MM	CA	Catalogue Acknowledgement
MM	CL	Catalogue List
MM	CO	Cancel Order
MM	CP	Creditor Price File
MM	FO	Follow Up
MM	SO	Send Order

Maintain System Operational Definition’s Rule Codes for General Systems {GCS2- 11}

For more detail see also General System Manual. The information below is relevant only to the e-Procurement Subsystem and to B2B Vendor MyMarket

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
PD	GC	Path of the PDF generator	A	/itsdoc/servlet Tis is populated with the install
HH	GC	HTTP Host incl.	A
RD	GC	DAD	A
JC	GC	JDBC Connecting	A
WF	BB	Wallet	A
WP	BB	Wallet Password	A
PX	BB	Proxy	A

Maintain System Operational Definition’s Rule Codes for Finance Systems {FCSM-1b2}

For more detail see also Financial Code Structures Subsystem Manual. The information below is relevant only to the e-Procurement Subsystem and to B2B Vendor MyMarket.com.

Code	Sub System	Description	Alpha, Date or Numeric	Information, valid values and rules
DK	PM	Default Delivery Campus	A	Default Delivery Campus must be a valid campus as defined on the Campus Definition {SPCS-1}. A list of values which displays the campus code and descriptionis is available for the definition code. The procurement system uses the campus to derive the delivery address for a document if not entered by the user. The campus is a mandatory field on all Requests {FPMO1-1} and Orders {FPMO2-1}.
DL	PM	Use Requestor or Default Delivery Campus	A	Valid values are (R)equestor or (D)efault Campus. The procurement system uses the campus to derive the delivery address for a document. When an web requisition is completed and the campus has not been entered on the document. The campus is derived and defaults from the building code entered on the document. If neither the campus nor the building has been entered on the document, the campus defaults from the personal members office allocation. If the personal member has no office allocation and the campus defaults from the campus as defined on system operational definition code 'DK' - Default Delivery Campus . The procurement system uses the campus to derive the delivery address for a document if not entered by the user. The campus is a mandatory field on all Requests {FPMO1-1} and Orders {FPMO2-1}. If this system operational definition is set to (D)efault: the campus defaults from the campus, building ,foor and room as defined on system operational definition code 'DK' - Default Delivery Campus and campus definition. If the system operational definition " Use Requestor or Default Delivery Campus" is set to (R)equestor campus defualts as follows: The campus, building,floor and room defaults from the buyers office allocation. If no The the buyer has no or a invalod office allocation the campus defaults from the campus, building ,foor and room as defined on system operational definition code 'DK' - Default Delivery Campus and campus definition.
DM	PM	Allow B2B Paper Orders	A	Can be use if system operation code PZ is set to (Y)es. Valid values are (Y)es or (N)o. The default is (N)o. For more detail see also Financial Code Structures Subsystem Manual. The information below is relevant only to the e-Procurement Subsystem and to B2B Vendor MyMarket.co If (Y)es, the user is allowed to order Not Defined, General and/or Store Items, else only General {FPMM-3} and Store Items {FPMM-23}. Use in option {FPMO2-1}.
PX	PM	B2B Creditor: Default Catalogue/Ordering/Both	A	Valid values are (C)atalogue/(O)rdering/(B)oth. Default is Both. This system operational code state what can be used in Conversion Rules {FPMEMM-1} External Code for the External Body MMM, External Code Type MMC per Creditor in the Internal Code field. If this system operational code is (C)atalogue/(O)rdering then Conversion Rules External Code must be same per creditor, else if (B)oth, the Conversion Rules External Code can be Catalogue/Ordering/Both per creditor.
PZ	PM	Use My Market B2B Vendor	A	Valid values are (Y)es or (N)o. If the Institution makes use of the My Market Business to Business product, then this definition must be set to (Y)es, otherwise set to (N)o. Use in option {FPMO2-1}

Maintain Item Units {FPMC-9}

       The unit of measure codes used by MyMarket.com may differs from the codes defined within the PM system. To allow data interface the unit of measure used by MyMarket must be linked to a unit of                  measure defined in the PM system.

        On the "Maintain Item Units Codes" block of this option, the PM unit of measure codes are defined. This block is also used to link the PM unit of measure code to the International UOM (Last Column).

        The International UOM block of this option is used to define the International UOM as used by MyMarket.

        ITS Tertiary Software will provide the client with the initial list on install and thereafter it is the client's responsibility to maintain this list. This information can be obtained from the following Web Site:                http://www.unece.org/cefact/rec/add30_f.htm. See the UNUOM (United Nations Unit of Measure) standards for the complete listing.

General Item Definition {FPMM-3}

        General Items are defined in this option.

        In Block 1 the General Item is defined which includes the item description and unit of measure.

        In Block 2 the Item Supplier (Creditor) Code and Unit Price is defined.

        The Catalogue Download will do the following:

If the Item and Creditor combination exists, then the following fields will be updated with the information obtained from the supplier catalogue file.

Page 1 of the General Item Creditor Definition

The Cost Price will be updated. The new Cost Price is determined by taking:

The Supplier Unit Price divided by Supplier Lot Size divided by the Split Factor

Page 2 Supplier Item information

Part number

Part Number Extension

Item Short Description

Item Long Description

Lot Size

Minimum Order Quantity

Split Factor

Store Item Definition {FPMM-23}

    This four block option defines the Stock Item of the Institution.

     In Block 1 the Stock Items are defined which includes the item description and unit of measure.

    In Block 3 the Stock The Item Supplier (Creditor) Code and Unit Price definition are completed.

The Catalogue Download from MyMarket.com will do the following:

If the Item and Creditor combination exists, then the following fields will be updated with the information obtained from the catalogue file.

Page 1 of the Store Item Creditor Definition

The Cost Price will be updated.

Page 2 Supplier Item information

Part number

Part Number Extension

Item Short Description

Item Long Description

Lot Size

Minimum Order Quantity

Split Factor

Supplier Item Active

B2B Vendor MyMarket.com {FPMEMM}

This menu contains the option exclusively created for the electronic interface with the B2B Vendor MyMarket.com.

Conversion Rules {FPMEMM-1}

This option is used to define the conversion rules for data transferred between MyMarket and the Integrator System.

Resend and Follow-Up Orders) {FPEMM-2}

The option is used to re-send an order,or to follow-up on the progress of an order delivered to MyMarket.com

Request Refresh of Catalogue {FPMEMM-3}

This program will download the Buyer MyMarket.com Catalogue to ITS to ensure that the Institution has the latest Seller Unit Price and Item Information.

Match Items to DownlOaded Items {FPMEMM-4}

Maintain Orders {FPMO2-1}

        Oders are created and maintained in this options.

        Should the institution make use of a B2B exchange, and the creditor is a B2B creditor and the field "How Placed" is set to (E)electronically, the program will validate that the item type of all items on the             order are either (G)general or (S)tock items, the item number is not null and for the creditor a record exists in the item definition ({FPMM-3},{FPMM-23} where the fields supplier part number, and part                 number extension and unit of measure is not null. If the validation fails the following message will be displayed on the validation report. on the validation report. "Electronic B2B Order RO5004 has invalid             item(s). Only G/S items with Order Unit, Part Number and Part Number Ext. are valid. Invalid Items are:"

        On change of the Order Status Normal.

The program checks if the System Operation Parameter, Code PZ, for Subsystem PM is set to Yes.
Using the Supplier (Creditor) Code of the Order, the system checks if there is a Conversion Rule set up for that supplier in option {FPMEMM-1}.
It checks that the Order is not Cancelled or Completed.
It validates and will only send the Stock, General and Non-Define Items of the order where all the Financial Item Detail Records of each Item have the following values:

Budget Control is either set to ‘Sufficient’ or ‘Forced’
The record was Approved on both Approval Levels

After the Order has been sent to MyMarket.com, and confirmation received from Mymarket.com that they have received the order, the system will set the flag ‘B2B Send’ to Yes on the Order. Thereafter the system will not allow the user to resend the order.

Cancel Order {FPMO2-4}

If and Order was sent electronically to MyMarket.com, and the order is cancelled thereafter the cancellation options will warn the user that the order was electronically
placed. It is the users responsibility to notify the Supplier of the cancellation

History of Changes

Date	System Version	By Whom	Job	Description
20-Apr-2009	v01.0.0.0	Marchand Hildebrand	t152121	Manual Corrections.