Request Refresh of Catalogue {FPMEMM-3}

The functionality allows institutions to manage multiple catalogues without having to manage different catalogue formats and methods of retrieving catalogues from suppliers.

The option allows buyers to request approved catalogues published by the supplier on mymarket.com and then download the latest catalogues. Downloading a catalogue, updates the item unit price information of stock and general items mapped to the catalogue item and supplier.

The MyMarket Supplier Catalogue Approval Tool if used can ensure that only approved catalogues are available on the web services to the institution, any not approved catalogues are are not available until approved.

Multiple catalogue prices files may exists per supplier, as a supplier can make available both contracted and generic price files to an institution. The supplier products to map and pricing rules of items available to request or purchased is left entirely up to the institution.

The process to download / refresh supplier catalogues consist of 3 steps.

Step 1- Request Catalogue list.

This step generates a request to retrieve the catalogue lists for the creditors (suppliers) indicated by the buyer. The request starts a background process that connects to the MyMarket catalogue web service and retrieves the catalogue list names. If the request was successful the catalogues list table is populated with Catalogue Name and Catalogue Load ID. On receipts of the catalogue list names an e-mail is generated informing the buyer requesting the catalogue list names of the outcome of the request.

Example:

On receipt of the approved catalogue list names an e-mail is generated informing the buyer requesting the catalogue of the outcome of the request.

Step 2- Request Catalogue Price File.
Step 2 generates a request to retrieve the price file for a catalogue list. The request starts a background process that connects to the MyMarket catalogue web service and retrieves the price file for the requested catalogues.
On receipt of the catalogue price file an e-mail is generated informing the buyer requesting the catalogue price file of the outcome of the request.

If the request was successful for each item in the price file, if the item in the price file is matched to either a stock or general item, the items unit price information is updated as per catalogue price file. {FPMM-3b2,FPMM-23b3}.

A item matches where the following items on the item definition and price file match.

Creditor
Part Number
Part Number Extension
Unit of Measure

If the item in the price file cannot be matched to a stock/general item, the Catalogues Items table is populated with the unmatched items.

On receipts of the catalogue price file an e-mail is generated informing the buyer requesting the catalogue price file of the outcome of the request.

On receipts of the catalogue price file e-mail is generated informing the buyer requesting the catalogue list names of the outcome of the request.

Step 3- Allocate Items.
All items on a catalogue price file not matched with a stock or general item are written to the catalogue items table. Should items exist on the price file that is not associated with a stock / general item, the external item can be allocated to a general or stock item. Should the item not exist as a general/ stock item the item must first be defined (FPMM-3, 23} and then be allocated to the external item by completing the part number and part number extension. If the institution does not wish to use the item on the price file the item can delete from the unallocated item screen.

Fields in this option:

Block 1: Suppliers

On entry of the application, the application queries all creditors associated with the My Market B2B vendor. A creditor is associated with MyMarket if a external code type "MMC - MyMarket Creditor Conversion" record. exists in the option "Conversion Rules" {FPMEMM-1} for the creditor.

Field	Type & Length	Description
Supplier	N9	Displays the creditor number where a MyMarket Creditors Conversion record (MMC) exists for the creditor in the option "Conversion Rules" {FPMEMM-1}. Creditors are defined in the option {FPMM-2}.
Name	A40	Displays the creditor name as defined for the creditor.
Supplier TPID	A64	Displays the supplier TPID as defined in {FPMEMM-1} for the creditor on the MyMarket Creditors Conversion record (MMC) Supplier TPID is the identifier used by MyMarket to identify suppliers and must be obtained from MyMarket to enable the download of catalogues or catalogue price lists..
Last Requested	DD-MON-YYYY HHMM	Displays the date and time the last Catalogue List retrieval requests was created for the supplier. The field is cleared once catalogue list names has been retrieved.
Select	Tick Box	The user indicates the suppliers for which Catalogue Lists must be retrieved. Catalogue List retrieval requests are only created on pressing the retrieve catalogue button.

Retreive Catalogue	Button	On pressing the button a request is generated to retrieve Catalogue Lists for the supplier indicated. On retrieving the Catalogue List request the Catalogue List table is populated as follows: Supplier Name per price file Supplier TPID Catalogue List Name Catalogue Load ID

Example:

Block 2: Catalogue List
To display the Catalogue Lists for a supplier the user must move up or down with the cursor to the required supplier in suppliers block (first block) and navigate to catalogue list block (second block).
On next block from the suppliers block the Catalogue Lists retrieved for the supplier from MyMarket are displayed in this block.

To retrieve and download Catalogue Price Files the user must select the catalogue to downlaod through the retrieve tick box and press the Retrieve Catalogues button.

Once a price files has been retrieved form MyMarket and successfully downloaded into the ITS system the fields loaded and last loaded date are updated.

When a catalogue price file is loaded stock or general items matched with items in the price file are updated. The following fields are updated

Cost Price
Part Number Extension
Item Short Description
Item Long Description
Lot Size
Minimum Order Quantity
Lead Time

If an item on the price file cannot be matched with a stock or general item, the item is written to the catalogue item table.

Field	Type & Length	Description
Catalogue Name	A64	Displays the Catalogue List name of the lists returned from MyMarket in respect of catalogue lists requested for the creditors from MyMarket in the supplier block of the option. Pop up Menu - available on catalogue name.. Allocate Items - Selecting this option drills down to the Catalogue Item screen. .
Load ID	N9	Displays the Catalogue Load ID for the catalogue lists as returned by MyMarket.
Last Loaded	DD-MON-YYYY HHMM	Displays the date and time the last Catalogue Price File was loaded.
Last Requested	DD-MON-YYYY HHMM	Displays the date and time the last Catalogue List retrieval requests was created for the supplier. The field is cleared once catalogue price file has been retrieved.
Loaded	A1	When a catalogue price file is loaded stock and general items associated with items in the price file are updated or if an item on the price file cannot be associated with a stock or general item, the item is written to the catalogue item table.
Select	Tick Box	To retrieve and download Catalogue Price Files the user must indicate the Catalogue to retreive..

Retreive Catalogues	Button	On pressing the button a request is generated to retrieve Catalogue Price File for the catalogue lists indicated.

Example:

Catalogue Items

The application is accessed from the Allocate Items drill down on the catalogue name field in the Catalogue List block. The application allows the user to allocate items on catalogues not yet allocated to stock or general items or to delete unwanted ietms.

On entering the application the application queries and displays all items on the catalogue price file not yet allocated to a stock and / or general item or deleted.

Fields in this option:

Block 1: Price Catalogue Names

The Price Catalogue Names block displays the supplier code, supplier name, catalogue name and catalogue ID of the catalogue form which the user drilled down.

Example:

Block 4: Catalogue Items

To link a general and / or stock item to a unallocated catalogue item the user can either enter the item numbers or select an item from the list of values on the general and stock fields. On commit the item creditor definition ({FPMM-3b2}/{FPMM23b3}) of the items will be update and the item removed from the unallocated item list. The following fields on the item creditor definition will be updated.

Part Number
Part Number Extension
Detail Description
Item Short Description
Cost Price
Lead Time
Minimum Order Quantity
Annual Demand
Lot Size

Field

Type
&
Length

Description

A80

Displays the item short description as per catalogues price file.

Pop up Menu - available on catalogue name..

Show Details - Selecting the option envokes a pop-up screen displaying the detail as per price file received from MyMarket. 'OK' closes the pop up and returns to the items screen.

Example:

Unmatched Reason

A40

Displays the reason the item was not matched to a general or stock item.

If part number was not found for the creditor the program displays "No Item Found In The System"
If the part number is found for the creditor but the part number extension and unit of measure does not match the program displays "Item(s) Found With Same Part Number'"

Reject

Tick box

Unwanted catalogue items can be flagged for deletion. On commit all items flagged as rejected is deleted from the catalogue items table.

General Item

Enter a general item number or select a number from the list of values. The program will validate that a general creditor item definition record ({FPMM-3b2} exists for the creditor, where the part number is null and the unit of measure of the item per catalogue matches the unit of measure of the item.

Pop up Menu - available on General Item..

Desciption - Displays the item description of the item number entered.
LOV Item Number - Selecting the list of values displays all general item numbers where a general creditor item definition record ({FPMM-3b2} exists for the creditor, where the part number is null and the unit of measure of the item per catalogue matches the unit of measure of the item.
Maintain General Items - Selecting the option drill down to the Maintain General Items application. {FPMM-3}.

Stock Item

Enter a stock item number or select a number from the list of values. The program will validate that a stock creditor item definition record ({FPMM-23b3} exists for the creditor and item, where the part number is null and the unit of measure of the item per catalogue matches the unit of measure of the item.

Pop up Menu - available on Stock Item.

Description - Displays the item description of the item number entered.
LOV Item Number - Selecting the list of values displays all stock item numbers where a stock creditor item definition record ({FPMM-23b3} exists for the creditor, where the part number is null and the unit of measure of the item per catalogue matches the unit of measure of the item.
Maintain Stock Items - Selecting the option drill down to the Maintain Stock Items application. {FPMM-23}.

Example:

Processing Rules
	No special processing rules

History Of Changes

Date	System Version	By Whom	Job	Description
28-Jun-2008	v01.0.0.0	Magda van der Westhuizen	t149068	New manual format.
15-Apr-2009	v01.0.0.1	Marchand Hildebrand	t152121	Proof Read System Owner