Loading Spreadsheet Data in Iproc

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What Are The Guidelines For Loading Agreement Lines - Spreadsheet Data - In The Buyer Work Center? [ID
Modified 24-DEC-2010 Type HOWTO Status PUBLISHED
In this Document
Goal
Solution
Opening the Spreadsheet Text Template File
Spreadsheet Tips
Optional Catalog Information
Optional Header Information
Data Types
Adding, Updating, and Expiring Items
Identifying Lines for Update
Required and Validated Information
Determining Shopping Category and Purchasing Category Assignment
Example 3: Loading Items
Example 4: Updating Items
Price Breaks
Example 5: Price Break
Example 6: Expiring Items
Case Sensitivity
Blanking Out a Descriptor
Reclassifying an Item Under Another Category
Loading the File to a GBPA
Loading the File to a BPA or Quotation
Error Tolerance
Run Time
Job Status
Format errors
Validation errors
Descriptors
Pricing
Applies to:
Oracle Purchasing - Version: 12.0.1 to 12.1.3 - Release: 12 to 12.1

Information in this document applies to any platform.
Goal
What are the guidelines for uploading Global Blanket Agreement Lines in the Agreements section of the Buyer Work
Solution
Oracle iProcurement Readme
https://support.oracle.com/CSP/main/article?cmd=show&type=NOT&doctype=HOWTO&i... 5/9/2011
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Using a Spreadsheet to Load Catalog Data
Note:
Some of the tables in this document print better in landscape format.
This document covers the following topics:
 Introduction to the Catalog Structure

 Using a Spreadsheet to Load the Catalog Data
 Getting Started
 Encoding Section
 Language Section
 Catalog Section
 Header Section
 Data Types
 Data Section
 Reviewing and Saving Your Spreadsheet File
 Loading Your Spreadsheet File
 Resolving Errors
 Handling Special Characters
 Loading Images
 Translating Catalogs
This document explains how to create and load your catalog items into the Oracle iProcurement catalog using the spreadshee
You can use any combination of spreadsheet text files and XML files to maintain your catalog items. You are not restricted to
or the other. For example, if you load your initial catalog data using XML, you can update the items using a spreadsheet text f
This document is also available in the appendix in the Oracle iProcurement Implementation Guide.

Introduction to the Catalog Structure
At a high level, there are two areas that define the catalog--The catalog data and the catalog schema.
Catalog data consists of the items and services available for purchase. The associated prices for these items and services are
part of the catalog data. Catalog items loaded using the spreadsheet loader are always loaded to a purchasing document suc
Quotation. The purchasing document being loaded to is selected in the user interface just before you load the file.
Catalog schema is comprised of a combination of categories, category descriptors (sometimes known as category attributes o
used to describe items in a specific category, and base descriptors (sometimes known as base attributes) used to describe an
the catalog.
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There are three types of categories in the catalog. Together, these categories define the catalog's hierarchy:
 Purchasing Item categories. Every item in the catalog must belong to a Purchasing Item category. Purchasing Item
recognized by different Oracle Applications such as Oracle Purchasing, Oracle Inventory, Oracle Daily Business Intellig
iProcurement. The association of Purchasing Item categories with catalog items enables a range of functionality in Ora
 Shopping categories, also known as genus categories, are used to group similar items for presentation to the iProcurem
Shopping Categories generally have names that are more end-user friendly than Purchasing Item categories, and are d
prominently in many iProcurement pages to help requesters find what they are shopping for. Shopping categories
items in the catalog, but they are highly recommended for items that are intended for iProcurement requesters. Shoppi
found at the lowest level of the category hierarchy; therefore a shopping category can never be a parent category to a c
 Browsing categories, also known as navigation categories (or master or intermediate level categories), are used
iProcurement category hierarchy. The category hierarchy helps requesters browse for catalog items. These types of ca
either a parent or child to another category, but cannot contain any items.
Furthermore, there are two types of descriptors in the catalog:
 Category descriptors apply only to items within a specific shopping category. Ink Color is an example of a category des
shopping category Ball Point Pens. Category descriptors can vary from one item category to another, and they are alw
 Base descriptors apply to all items or services in the catalog. Price is an example of a base descriptor. Some base des
Price and Unit of Measure, are required; others, such as Manufacturer, are optional.
The combination of categories and descriptor make up your catalog schema.
Typically, catalog schema is loaded using a separate, XML file (see the Readme_XML_Schema.htm document); however, the
instances in which you may need to create both the schema and the item and price data in one file. There are two profile optio
used to dictate whether you can include schema in your catalog spreadsheet file:
 POR: Auto Load Shopping Categories. Setting this profile option to Yes ensures that if the loader encounters a categor
section of the text file that does not exist in the catalog, it creates the category. Setting this profile option to No
the item belonging to this category (unless you use the Apply e-Commerce Gateway Mapping option on the
when uploading, and category mapping already exists in Oracle e-Commerce Gateway). The default for this profile opt
spreadsheet loading, if this profile option is set to Yes, the loader creates both a name and key for your category; the k
the name.)
If you choose Yes for this profile option, you must map the new category to a Purchasing Category in Oracle Applicat
create requisitions for items in that category. See the online Help in the iProcurement Catalog Administration for
mapping.
Note:
If mapping is successful after using the Apply Category Mapping option, the POR: Auto Load Shopping Ca
profile option is ignored.
 POR: Auto Load Category Descriptors: Setting this profile option to Yes ensures that descriptors referenced in the text
in the catalog are created as category descriptors. Setting this profile option to No causes the loader to reject the item t
non-existent descriptors. The default for this profile option is No.
For more information on Oracle iProcurement profile options, see the Oracle iProcurement Implementation Guide
profile options (user profiles), please refer to the Oracle Applications User's Guide or the Oracle Applications System
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Using a Spreadsheet to Load the Catalog Data
Catalog content loaded into the catalog is divided into the following sections:
1. Encoding (optional): Used to define the character set that is used in the file.
2. Language (required): Used to identify the language in which the catalog data is loaded.
3. Catalog (required): Used to identify the catalog.
4. Header (required): Used to identify the document to which you plan to upload line level data.
5. Data (required): Includes line item and price information.
Opening the Spreadsheet Text Template File
After you extract the spreadsheet text file template from the Zip file, follow these steps to open it:
1. To open the text template, start your spreadsheet software (for example, Microsoft Excel).
2. From your spreadsheet software, open the text template.
If you cannot find the template file in the Open dialog box, make sure that you are pointing to the correct directory, an
in the dialog box to All files.
3. Most spreadsheet software applications will ask you for the data type of the file. Select Delimited. You will then be
for your data. Choose Tab. Do not change the tab appearance in the file.
Spreadsheet Tips
Use the following spreadsheet tips:
 On your spreadsheet template, leave the fields directly below the Language Section, #ENCODING, Catalog Section, H
Data Section blank. These sections are headers, not fields into which data must be entered. Also leave a blank row be
sections, to avoid format errors.
 The maximum sizes mentioned later may be limited by your spreadsheet application. For example, Long Description
bytes, but your spreadsheet application may not allow this many characters in a column. If the maximum number of cha
by your spreadsheet application, open the .txt file in a text editor after you have completed your edits in the spreadshee
text editor to add more characters.
 Based on the default column formats, your spreadsheet program may have automatically applied some conversions to
example, in some spreadsheet programs, leading or trailing zeros may be stripped. You should not change the format
the data. (For example, in Microsoft Excel, when you select a column and choose Cells ... from the Format menu, the C
General.) Instead, always check your finished file in a text editor. Fix any problems in the text editor, if needed. (Alterna
using Microsoft Excel, you can enter a single quotation mark (') in the spreadsheet field before the data to enforce a nu
format. Then save the file.)
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Getting Started
You can download resources from the iProcurement Administration Tool to assist you in the spreadsheet loading process. Fo
download resources:
1. Use the iProcurement Catalog Administration responsibility to access the iProcurement Administration home page.
2. From Agreements Summary view, select the Upload sub-tab
3. Click Upload.
4. Click Download Resources.
5. Choose the type of file you plan to upload (e.g., Tab-delimited)
6. Specify a category if you plan to upload items for a single category only. This field is optional. When you specify a cate
populates additional information into the template and data files that are specific to the category, such as the names of
descriptors.
7. Click Download, and save the Zip file onto your computer.
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The compressed Zip file contains:
 A readme file for the specific type of file you plan to upload (such as this file, for spreadsheet uploads).
 A pre-populated template for the file type you specified (such as a spreadsheet template with column headings).
 A text data file containing the names of all categories currently existing in the Catalog
 A text data file containing the names of all units of measure (UOMs) currently defined in Oracle Applications.
 A text data file containing the names of all line types currently existing.
 A text data file containing the names of all job codes currently existing.
The text data files are included to help you review your organization's existing catalog structure. They are provided for your
not required for the spreadsheet loader to function. You may use the pre-populated template as a starting point, or you can cr
file from scratch.

Encoding Section
If you are loading any special characters (such as ) in your spreadsheet file, and you are not using a UTF-8 editor, you must
character or multibyte encoding value, as shown in either of the following examples, to inform the spreadsheet loader of the e
#ENCODING Cp1252
Or:
#ENCODING Unicode
Other language characters, such as Chinese, may require a different encoding value. Specify the encoding using the Internet
Authority (IANA) registered character set names. A list of registered character sets is available from IANA at the following URL
http://www.iana.org/assignments/character-sets.
The encoding must support the format in which the file is saved. For example, if you specify Cp1252, the spreadsheet or text
must also support Cp1252 characters. The bulk loader uses the encoding to "read" the contents of the file. If this encoding do
characters in the file nor matches the encoding in which the file was saved, the system may misinterpret your file's content.
If you do not specify encoding in your spreadsheet file, iProcurement uses the Java default, and the first line of the
Language Section. You may omit the encoding if you are not using special characters in the file.
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When you download the spreadsheet template file, an encoding defaults. This default encoding comes from the profile option
CLIENT ENCODING. For example, if this profile option is set to WE8MSWIN1252, the encoding in the spreadsheet is Cp1252
(WE8MSWIN1252 is the technical name for the Cp1252 encoding. When you set the profile option, you select from a list of va
If the FND: NATIVE CLIENT ENCODING profile option is not set, the encoding in the downloaded template defaults based on
Oracle iProcurement you are using (also called the session language). For example, in an American English session languag
Cp1252. Generally, you should download the template in the same language in which you will bulk load it, so that the Encodin
spreadsheet column names match the bulk load language. If, however, you need to bulk load the template in a different langu
downloaded it, first make sure the column headings in your bulk load file match the template headings in that language. Then
encoding is correct as described in the table in the next section and, if not, update it.
Note:
If the default encoding does not match the session language, you need to either change the encoding or chang
column headings. (The encoding defaults from the FND: NATIVE CLIENT ENCODING profile option, if
column headings are always displayed in the session language.)
The FND: NATIVE CLIENT ENCODING profile option and the Client Character Encoding field on the
page are the same. Changing one changes the other, at the user level.
For a list of the valid encodings by language, see the table in the next section.

Language Section
The spreadsheet files that you submit must conform to the Langcode(-Subcode) standard.
The Langcode must be a two-letter language code as defined by ISO 639, Codes for the representation of the names of langu
Subcode must be a country code from ISO 3166, Codes for the representation of names of countries. (See the list of languag
codes in the table below.)
For example, the following illustrates setting the language to English and the country to the United States:
Language Section EN-US
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The language you specify must be installed in the Oracle iProcurement database. For more information on providing translatio
content, see: Translating Catalogs.
The Oracle iProcurement catalog supports the following language code and territory code combinations, if the corresponding
installed:
Encoding Language Language Code Territory

Cp1252 American English EN US
Cp1256 Arabic AR AE
Cp1252 Brazilian Portuguese PT BR
Cp1252 British English EN GB
Cp1251 Bulgarian BG BG
Cp1252 Canadian French FR CA
Cp1252 Catalan CA CT
Cp1250 Croatian HR YU
Cp1250 Czech CZ CZ
Cp1252 Danish DA DK
Cp1252 Dutch NL NL
Cp1256 Egyptian EG EG
Cp1252 Finnish FI FI
Cp1252 French FR FR
Cp1252 German DE DE
Cp1253 Greek EL GR
Cp1255 Hebrew IW IL
Cp1250 Hungarian HU HU
Cp1252 Icelandic IS IS
Cp1252 Italian IT IT
MS932 Japanese JA JP
MS949 Korean KO KR
Cp1252 Latin American Spanish ES MX
Cp921 Lithuanian LT LT
Cp1252 Norwegian NO NO
Cp1250 Polish PL PL
Cp1252 Portuguese PT PT
Cp1250 Romanian RO RO
Cp1251 Russian RU SU
MS936 Simplified Chinese ZH CN
Cp1250 Slovak SK SI
Cp1250 Slovenian SL SI
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Cp1252 Spanish ES ES
Cp1252 Swedish SV SE
MS874 Thai TH TH
MS950 Traditional Chinese ZH TW
Cp1254 Turkish TR TR

Catalog Section
This section is required, but its fields are optional.
Optional Catalog Information
The following table describes the required catalog section fields:
Field Default
Name Required? Value Description

Title Optional (No default) Name used to identify your file, for your own identification purposes. There is currently
performed on this value. The limit is 255 bytes.
Date Optional (No default) Date of this file, for your own identification purposes.
Source Optional (No default) Source information for this file, for your own identification purposes.
Example 1: Sample #ENCODING, Language, and Catalog Sections
The following table shows a sample #ENCODING, Language and Catalog sections in the spreadsheet template:
#ENCODING Cp1252
Language Section EN-US
Catalog Section Title Source
Acme Catalog www.acmecatalog.com

Header Section
This section is required, but its fields are optional and are used for your own identification purposes only. The spreadsheet loa
validate or store any of the information contained in the header section.
When you specify a Purchasing Document in the user interface during the upload process, the loader obtains the proper conte
document you have selected.
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Optional Header Information
The following table describes the optional header section fields:
Field Name Required? Default Value Description

Document Type Optional (No default)
Document Number Optional (No default)

Operating Unit Optional (No default)

Supplier Optional (No default)

Supplier Site Optional (No default)
Currency Optional (No default)
Effective From Optional (No default)

Effective To Optional (No default)
Information about the document this file will be loaded to, for your own iden
Requesting Org Optional (No default)
You are not required to provide any values in this section.
Purchasing Org Optional (No default)
Purchasing Site Optional (No default)
Enabled Optional (No default)
Example 2: Sample Header Sections
The following table shows a sample header section in the spreadsheet template:

#ENCODING Cp1252

Language Section* EN-US

Catalog Section Title Date Source
Acme Catalog
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Header Section Document Type Document Number Operating Unit Supplier Supplier Site Currency
GBPA 10299 Vision Operations Acme HQ USD
Data Section
The data section of your spreadsheet file is used to create and maintain items and their respective prices.
Data Types
Each descriptor comes with a data type. When you specify the item and price information in your file, be sure to use the corre
descriptors. For example, Lead Time is a Number data type. If you enter the text four instead of the number 4 for Lead Time,
you an error.
The data types are listed below.
Data Type

Text Values for this descriptor must be text or numbers only. The values cannot be translated; they
always display the same in all languages.
Translatable Values for this descriptor (text or numbers) can be translated; the catalog allows you to display
Text different values for this descriptor in different languages. See: Translating Catalogs.
Number Values for this descriptor must be a number only. The values can contain decimals (such as .86).
Some descriptors, like price and lead time, cannot have a negative value.
Adding, Updating, and Expiring Items
Catalog items may be maintained using the action commands: ADD, SYNC.
The action command ADD always adds a new line to your catalog. SYNC adds an item if it is new and updates it if it already
To expire an item, use the SYNC action and provide an Expiration Date for the item. An item expires at the end of its expiratio
has an expiration date of 2006-12-12, it will no longer appears in search results on 2006-12-13.
Item Uniqueness
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The spreadsheet loader determines whether an item is new or already existing based on item information provided in the file.
determined to already exist in the purchasing document to which you are loading, SYNC updates the item. Otherwise, SYNC
document as a new line.
Note:
Item uniqueness criteria apply only to lines within the Purchasing Document you are uploading to. Identic
may exist in other Purchasing Documents, but they are not considered.
Depending on what information is provided about an item, the spreadsheet loader determines item uniqueness using one of th
in order of precedence:
Precedence User Provides Descriptors used to determine Item Uniqueness

1 Internal Item Number  Internal Item Number
 Revision
 Supplier Part Number
 Supplier Part Auxiliary ID
2 Supplier Part Number  Supplier Part Number
 Supplier Part Auxiliary ID

Null Internal Item Number

3 Job Code  Job Code
Null Supplier Part Number

4 Description  Description
Null Internal Item Number  Purchasing Category
Null Job Code

5 Line Number  Line Number
Null Job Code
Null Description
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Identifying Lines for Update
The SYNC action updates an item if it already exists.
When the loader looks for existing items in the catalog, it uses Item Uniqueness rules in order of precedence as listed above.
lowest precedence number that can be applied is used. For example, if both Internal Item Number and Description are provide
for a particular catalog item, the first uniqueness rule is used to identify existing catalog item. Using this uniqueness rule, an it
considered the same as the one being uploaded if their values for Internal Item Number, Revision, Supplier Part Number and
Auxiliary ID are the same. Descriptors that are not used as part of the uniqueness criteria can be used to update catalog items
Description is provided but not used in determining item uniqueness, if an existing item is found in the catalog, the
description with the description provided in the file.
If the spreadsheet loader, using one of the five uniqueness rules above, identifies more than one catalog item that may be elig
looks to see if a Line Number has been provided. If a Line Number is provided, the loader updates that line. If a Line Number
loader updates the line with the greatest Line Number among the matching lines.
Some descriptor values cannot be updated using the loader. For example, because Internal Item Number, and Supplier Part N
used as part of the uniqueness criteria whenever they are provided (by way of being first on the list of uniqueness rules prece
descriptors cannot be updated using the loader. Additionally:
 When a descriptor is used as part of the uniqueness criteria, it cannot be updated.

 Purchasing Category of Oracle Inventory items cannot be changed on Purchasing Documents through the spreadshee
be changed from Oracle Inventory.
 Job Code and Purchasing Category relationships are pre-configured and therefore cannot be changed on Purchasing D
the spreadsheet loader. They should be configured properly prior to using the spreadsheet loader.
Further Notes
If you specify the same item, with the same criteria as described in this section, more than once in the same file, the
identical entry and rejects the previous ones. For example, you specify a supplier of Acme, a supplier part number of 123456,
auxiliary ID of Green, and a description of Green industrial tool box. Later in the same file, you specify this same data, except
is Green and gold industrial tool box. This item is loaded with a description of Green and gold industrial tool box.
iProcurement users may add some catalog items to their favorites lists. When you update a descriptor to these items using th
reflected in the user's favorite lists. For example, if a user adds the item Mechanical Pencil $1.99 to his favorite list, and later
price to $2.49. The next time the user views his favorites list, he will see the price increase to $2.49.
Expired lines are not considered for updates. Once expired, a catalog item cannot be updated or unexpired via the loader. Fo
should be cautious when mass expiring catalog items using the loader. Expired lines may be updated using the Professional B
Center. For more information on the Buyer's Work Center, see the Oracle Purchasing User Guide.
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Required and Validated Information
The following table describes the default base descriptors you will see in the template. User defined base descriptors will
template. If you specified a category during the download, additional fields may appear representing the category descriptors
chose.
Note:
The maximum byte lengths given below are not necessarily the same as character lengths. For example, 70
Japanese characters are typically longer than 700 bytes, and a special symbol (though it is a single character),
be more than one byte. Therefore, the actual, byte limits are given below. How these translate to character lim
depends on the language and characters you are using and how the database administrator has configured
database character set.
Description
Field Name Key Required? Default and Validation

Action -- Required (No default) Indicates whether the information in the
should be added or updated in the catalog. V
options are ADD, and SYNC.
Line Number -- Optional (No default) The line number of an item cannot be update
using the spreadsheet loader. However, this
can be used to identify an existing item for
update using the SYNC action.
Line Type -- Optional Goods The spreadsheet loader uses Line Type to
determine the value and purchase basis of th
item being uploaded.
Category PURCHASING_CATEGORY Conditional As A Purchasing Category is required of all
configured items, and should be provided here. When a
in Oracle Purchasing Category is not provided,
Purchasing iProcurement attempts to derive a default val
See section Determining Shopping Category
Purchasing Category Assignment
Shopping SHOPPING_CATEGORY Optional (No default) A shopping category is not required in order f
Category an item to be loaded. However, having a
shopping category enables more features
as category browsing and Content Security) t
used on the item.1
Job Code JOB_CODE Conditional (No default) Job code is required for line types with a
purchase basis of Temporary Labor.
Internal Item INTERNAL_ITEM_NUM Optional (No default) To reference an item from Oracle Inventory,
Number provide the Inventory item's item number in th
field.
Item Revision ITEM_REVISION Optional Revision Item revision of an Inventory item cannot be
from Oracle updated using the spreadsheet loader. Howe
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Inventory this field can be used to identify an

for update using the SYNC action.
Supplier Item SUPPLIER_ Optional (No default) Supplier item number.
PART_NUM
Supplier Part SUPPLIER_ Optional (No default) Alternative part number or identifier for
Auxiliary ID PART_AUXID For example, you could use this field to show
an item with the same Supplier and Supplier
number can be purchased in two
measure (UOMs). Requesters would see the
(with the same Supplier Item number) twice,
with different UOMs in the Supplier
ID field.
Description DESCRIPTION Required (No default) Short description of the item or service.
when
adding the If short description is not provided but a long
item description is provided, iProcurement uses th
truncated long description of up to 240
the item's description.
UNSPSC Code UNSPSC Optional (No default) The United Nations Standard Product and
Service Code is an open, nonproprietary syst
of codes and standardized descriptions for
classifying goods and services. To view a list
the UNSPSC codes, go to http://www.eccma.
(This information does not appear on the
requisition, nor is it validated against existing
UNSPSC codes.)
Price PRICE Required (No default) Must be a number greater than or equal to
when such as 10, 1.99, or 2,000. Must not use any
adding special formatting, such as currency symbols
some types The bulk loader uses the language code in th
of items file to interpret the decimal separator in the
number. If the decimal separator is
the specified language, then the bulk loader
rejects the price line. See: Translating
Price is used for line types with a value basis

Quantity.
Amount AMOUNT Required (No default) For line types with a value basis of Fixed Pric
when Rate, provide the Amount using this field.
adding
some types
of items
Unit UOM Required (No default) Must be a valid unit of measure code
when Oracle Applications.
adding the
item
Manufacturer MANUFACT Optional (No default) Name of the manufacturer of each item or
URER service. Typically, you would complete this fie
only if you are not the manufacturer of the list
item or service. (This information does not
appear on the requisition.)
Manufacturer MANUFACT Optional (No default) Manufacturer-assigned part number of each
Item URER_PART_ or service. Typically, you would complete this
NUM field only if you are not the manufacturer of th
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listed item or service. (This information does

Alias ALIAS Optional (No default) Alternate description or identifier for
service that people can enter when performin
search. For example, an alias for
pop. To enter more than one alias, separate
alias with a comma--for example:
(This information does not appear on the
requisition.)
Lead Time LEAD_TIME Optional (No default) Amount of time, expressed in days, between
order date and the shipment date. Use any
number greater than or equal to 0, such as 7
1.5. Seven is invalid. (This information does
Image PICTURE Optional (No default) File name of the image that is associated
item; for example: bluepen.gif. The image mu
reside on the local server, in the image direct
specified in POR: Hosted Images
Alternatively, you can enter a URL at which th
image can be viewed. If so, enter the full URL
example: http://www.us.oracle.com/logo.gif. (
information does not appear on the requisitio
See: Loading Images.
Thumbnail THUMBNAIL_ Optional (No default) File name of a smaller, thumbnail image for
Image IMAGE item, for displaying on the Search Results
Summary, Search Results, and
Items pages; for example: bluepen.gif. The
image must reside on the local server, in the
image directory specified in POR: Hosted Ima
Directory. Alternatively, you can enter a URL
which the image can be viewed. If
full URL; for example:
http://www.us.oracle.com/logo.gif.
information does not appear on the requisitio
See: Loading Images.
Attachment ATTACHMENT_ Optional (No default) URL at which an attachment for each item or
URL URL service can be viewed. Include the full URL; f
example:
http://www.us.oracle.com/attachment.gif. On
Item Details page, this URL displays in an
Additional Information field. (This information
does not appear on the requisition.)
Supplier URL SUPPLIER_URL Optional (No default) URL for the supplier's Web site. Include
URL; for example: http://www.us.oracle.com.
the Item Details page, this URL displays in a
Additional Information field. (This information
Manufacturer MANUFACT Optional (No default) URL for the manufacturer's Web site.
URL URER_URL full URL; for example: http://www.us.oracle.co
On the Item Details page, this URL displays
an Additional Information field. (This informat
Long LONG_ Optional (No default) Detailed description of your item or
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Description DESCRIPTION information does not appear on the requisitio

Availability AVAILABILITY Optional (No default) Status of item availability from supplier.
Comments COMMENTS Optional (No default) Any additional comments about the item.
Expiration Date EXPIRATION_DATE Optional (No default) Use to specify when an item will be no longer
available in the catalog. An expiration date of
2006-12-12 indicates that an item will no
appear in search results on 2006
1 - If the category exists in the catalog already, you can enter either the name or key here. Category names are language
Determining Shopping Category and Purchasing Category Assignment
A valid Purchasing Category is required for all line items in the catalog. A valid Shopping Category is optional. If you provide p
information in an upload file, Oracle iProcurement may be able to derive Purchasing or Shopping category information, in the
Shopping Category Purchasing Category Behavior

Not Provided Not Provided If a default Purchasing Category h
in Oracle Purchasing, the default
Category is used. Otherwise, an e
displayed, and the item is not pro
The spreadsheet loader will deriv

Category using the Purchasing to
Category Mapping. It is acceptab
Category is not found from mappi
Category is optional.
Not Provided Valid Purchasing Category The provided Purchasing Catego
The spreadsheet loader will deriv

Category using the Purchasing to
Category Mapping. It is acceptab
Category is not found from mappi
Category is optional.
Not Provided Invalid Purchasing Category An error message is displayed, an
processed.

Valid Shopping Category Not Provided The spreadsheet loader will deriv
Category using the Shopping to P
Category Mapping. If no valid ma
default Purchasing Category is us
Purchasing Category
displayed, and the item is not
Valid Shopping Category Valid Purchasing Category The user provided values are use

Valid Shopping Category Invalid Purchasing Category An error message is displayed, an
processed.

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Invalid Shopping Category Not Provided If POR: Auto Load Shopping Cate
new Shopping Category will be cr
Otherwise, and error message
item is not processed.
If a default Purchasing Category h

in Oracle Purchasing, the default
Category is used. Otherwise, an e
displayed, and the item is not pro
Invalid Shopping Category Valid Purchasing Category If POR: Auto Load Shopping Cate
Otherwise, and error message
item is not processed.
The user provided value for Purch

used.
Invalid Shopping Category Invalid Purchasing Category If POR: Auto Load Shopping Cate

An error message is displayed, an
processed.
Oracle e-Commerce Gateway Mappings can be used to provide additional category derivation logic during upload. The Oracle
Gateway provides advanced mapping functionality, but also requires additional configuration before the spreadsheet loader c
reason, you should reserve the use of Oracle e-Commerce Gateway for situations that require it.
When Oracle e-Commerce Gateway Mapping is turned on during the upload process, iProcurement treats any Shopping Cate
as Supplier Categories. For example, if you provide a Shopping Category but not a Purchasing Category, and turn on the e
Mapping option during the upload of a particular catalog item, the item's Shopping Category is used in the following way:
 The Shopping Category is considered as the item's Supplier Category. Using the e-Commerce Gateway, iProcurement
Supplier-to-Internal Category Mapping.
 If an Internal Category is found, it is temporarily considered as the item's Purchasing Category. Using Purchasing
Mapping definitions, iProcurement looks for a Shopping Category value.
 If a Shopping Category is found, using Shopping-to-Purchasing Category Mapping definitions, iProcurement looks for a
Category.
 Since you did not provide a Purchasing Category, the mapped Purchasing Category is used as the item's Purchasing C
Depending on your category mapping configuration, the spreadsheet loader may add the item to your catalog using a combin
values for Shopping and Purchasing categories.
If your mapping configuration is incomplete, the spreadsheet loader generates an error.
Example 3: Loading Items
In this spreadsheet example, two items are added to the catalog.
Note:
This example does not show all of the columns you would see in an actual template. It does show all require
columns, plus any other columns specific to the example.
Page 19 of 36

#ENCODING Cp1252



Acme Catalog

Header Section Document Type Document Number Operating Supplier Supplier Site
Unit
These Optional Fields Are For

Data Section Action Category Shopping Description Long Description
Category
ADD CLOTHING.SHIRTS Shirts Green T-Shirt 100% cotton,

heavy weight.
ADD CLOTHING.SHIRTS Shirts Red T-Shirt 100% cotton,

heavy weight.

Page 20 of 36
The descriptor Size is a category descriptor specific to the Shopping Category Shirts.
Example 4: Updating Items
In this spreadsheet example, two items are updated in the catalog.
Note:
If the following items exist in a GBPA:
Internal Item Supplier Part Supplier Part Category Price Expiration

Line Number Revision Number Auxiliary ID Date Description

1 3255156 1 TS-01 Green CLOTHING.SHIRTS 10 2099-12- Green T
31
2 3255156 1 TS-01 Red CLOTHING.SHIRTS 10 2099-12- Red T
31
3 3255157 1 TS-01 Black CLOTHING.SHIRTS 10 2099-12- Black T
31
4 20112 1 PT-01 Red CLOTHING.PANTS 10 2099-12- Red Exercise
31
5 20112 1 PT-01 Black CLOTHING.PANTS 10 2099-12- Black Exercis
31
A file containing the information below updates the price, description, and expiration date of lines 1 and 4 of the GBPA.
Note:
Page 21 of 36

#ENCODING Cp1252

Language EN-US
Section*

Acme
Catalog

Header Section Document Document Operating Unit Supplier Supplier Currency

Type Number Site
These Optional Fields Are For Your

Data Section Action Internal Item Supplier Part Description Price Expiration
Number Number Date
SYNC 3255156 TS-01 SALE! Green T-shirt 5.00 2006-12
SYNC PT-01 SALE! Red Exercise 5.00 2006-12

Pants

Item uniqueness rules are used to determine which Catalog items are updated, resulting in the following list of GBPA items:


1 3255156 1 TS-01 Green CLOTHING.SHIRTS 5 2006-12- SALE
31
Page 22 of 36

31
31
4 20112 1 PT-01 Red CLOTHING.PANTS 5 2006-12- SALE
31
31
Price Breaks
Price breaks for items may be loaded using the spreadsheet loader.
When a line item contains price breaks, and there are errors with one or more of the price breaks but no other errors with the
loaded but the price breaks result in errors.
Price Breaks loaded to GBPAs and BPAs using the spreadsheet loader are always treated as new price breaks (ADDs). Price
Quotations always replace existing Price Breaks. iProcurement retrieves the latest price break for an item when duplicates ex
The following table describes the Price Break fieldnames you will see in the template:
Description
Field Name Key Required? Default and Validation

Ship-To Org -- Optional (No
default)

Ship-To -- Optional (No
Location default)

Quantity -- Optional (No
default)

Effective -- Optional (No
From default)

Effective To -- Optional (No
default)

Break Price -- Optional (No
default)

Discount -- Optional (No
default)

Example 5: Price Break
Page 23 of 36
In this spreadsheet example, a price break is added to an existing catalog item.
Note:
#ENCODING Cp1252

Acme Catalog
Header Section Document Type Document Number Operating Unit Supplier Supplier Site Currency
Data Section Action Line Number Quantity Effective From Effective To Break Price
SYNC 1 5

SYNC 2 5

Example 6: Expiring Items
This example expires the two on-sale items in our catalog. Based on our previous examples, we have the following items in o


1 3255156 1 TS-01 Green CLOTHING.SHIRTS 5 2006-12- SALE
31
Page 24 of 36

31
31
4 20112 1 PT-01 Red CLOTHING.PANTS 5 2006-12- SALE
31
31
A file containing the information below expires lines 1 and 4:
Note:

#ENCODING Cp1252

Language EN-US
Section*

Acme
Catalog

Header Section Document Document Number Operating Unit Supplier Supplier Currency
Page 25 of 36
Type Site

Data Section Action Category Description Expiration Date

SYNC CLOTHING.SHIRTS SALE! Green T- <Replace with
shirt Today's Date>

SYNC CLOTHING.PANTS SALE! Red <Replace with
Exercise Pants Today's Date>

Case Sensitivity
Some values are case sensitive and will be considered as updated if their case has changed. All values are case sensitive
values:
 Category, such as Ball Point Pens

 Descriptor, such as Ink Color or Lead Time
 Unit of Measure, such as EA
 Supplier Site
For example, you can specify the category as Ball Point Pens or Ball point pens, and they would be treated as the same. You
added to the category Ball Point Pens. But the supplier item number AB457Z would be treated as a different item number than
system would add ab457z to the catalog if AB457Z already exists.
Blanking Out a Descriptor
If you want to delete the value for a particular descriptor for an item, use the text #DEL, as shown in the following example. Yo
values for descriptors that must be populated (such as category), and you cannot delete descriptors which are being used in d
uniqueness.
Example 7: Deleting Information
The following table shows a sample spreadsheet template that uses #DEL to delete a value that describes an item:

#ENCODING Cp1252

Page 26 of 36
Language EN-US
Section*

Acme Catalog

Header Section Document Document Number Operating Supplier Supplier Site Currency
Type Unit

Data Section Action Category Description Long UNSPSC

Description Code

SYNC CLOTHING.SHIRTS Black T-shirt #DEL 00112233
In this example, item "Black T-shirt" no longer has a value for Long Description in the catalog. The Long Description descripto
but for your item, no value exists for Long Description.
Reclassifying an Item Under Another Category
If you want to move items formerly under one category, such as Ball Point Pens, to another category, such as Felt Pens, list
Felt Pens using the SYNC action.
Note:
When you move an item from one category to another, you lose its category descriptors. For example, you orig
add an item under the category Felt Pens, using Tip Width and Ink Color as category descriptors. You then m
the item to Ball Point Pens. The item will no longer display the Tip Width and Ink Color you specified, even if
Color exists in the new category. Category descriptors are specific to each category.
Page 27 of 36
Reviewing and Saving Your Spreadsheet File

See the tables in the previous sections that describe the information in the template to be sure that the information in your
validate successfully.
Save your file as a tab-delimited text with any filename. (If you did not provide a Title for your file, the bulk loader stores
system.)
The bulk loader has no file size limitations; however, larger files may take some time to load.

Loading Your Spreadsheet File
Once you have created and reviewed your spreadsheet file, load it to Oracle iProcurement.
Loading the File to a GBPA
Follow these steps to load the file to a GBPA:
1. Use the Purchasing responsibility to access the Professional Buyer's Work Center home page. Alternatively, if the GBP
been enabled for catalog administrator authoring, use the iProcurement Catalog Administration responsibility to access
Administration home page.
2. From Agreements Summary view, select an agreement to Update.
3. Navigate to the Lines sub-tab.
Page 28 of 36
4. Select Add Lines via Upload, click Go.
5. For File Type, select Tab-delimited text.
6. Enter the File Name and path, or click Browse to navigate to your spreadsheet file.
7. Specify your desired values for approval, mapping, and error tolerance options.
8. Click Submit to send your file.
As soon as the load is started, the screen displays a confirmation message and job number. To check the status of yo
Agreement Summary page.
Loading the File to a BPA or Quotation
Follow these steps to load the file to a BPA or Quotation:
1. Use the iProcurement Catalog Administration responsibility to access the iProcurement Administration home page.
2. From Agreements Summary view, select the Upload sub-tab
3. Click Upload.
Page 29 of 36
4. For Document Type, select BPA or Quotation.
5. Enter the document number you want to upload to.
6. For File Type, select Tab-delimited text.
7. Enter the File Name and path, or click Browse to navigate to your spreadsheet file.
8. Specify your desired values for mapping, and error tolerance options.
9. Click Submit to send your file.
As soon as the load is started, the screen displays a confirmation message and job number. To check the status of
Upload Summary page.
Error Tolerance
The loader can automatically stop the loading process when the number of line errors exceeds a certain number. This may be
loading large files and a simple editing error has caused all the line items in your file to error out. Instead of waiting for the ent
loading, you can instruct the loader to stop after a certain tolerance threshold.
Run Time
Large files may take some time to load. You do not need to remain logged in while your job completes. If you need, click the R
button on your browser to update the status.
Page 30 of 36
Job Status
To check the status of your job, return to Agreement Summary (for GBPA) or Upload History page (for BPA and Quotations).
statuses are possible:
 Pending (waiting to be processed)

 Running (processing the file)
 Completed
 Error (did not load the file at all because of a format or encoding error, or loaded part of the file but rejected
Resolving Errors
The View Errors page alerts you to errors in your spreadsheet file. Oracle iProcurement looks for errors in your file in two pha
and validation errors.
Format errors
Format errors occur when the spreadsheet file fails validation. Some examples of format errors include special characters in
covered by the character set specified in the #ENCODING declaration, or extra rows or columns in your spreadsheet. If a form
encountered, the load process stops, and an Error status is returned.
The View Errors page provides additional information about why your file failed upload. Fix the file and resubmit it for
Validation errors
Once format errors, if any, are resolved, Oracle iProcurement checks for validation errors. Validation errors occur when
entered in your spreadsheet file does not match corresponding information already held within Oracle iProcurement or Oracle
example, if you enter values for Unit or Currency that Oracle Applications does not recognize, a validation error will occur. The
price for which the validation errors occurred will be rejected.
The View Errors page provides information about lines that have been rejected. Fix the file and resubmit it for processing.
Further Notes
When a file is uploaded with multiple lines, it is possible for some but not all of the uploaded lines to contain validation errors.
loader handles partial validation errors in one of two ways.
For GBPA uploads, lines that do not contain errors are processed and can become available for downstream processing (suc
approval by buyers) in Oracle Applications. You must discard errors from the View Errors page before resubmitting additional
For BPA and Quotation uploads, if there is at least 1 error in the uploaded file, the entire file is rejected. An uploaded file must
errors before any of its lines are processed into Oracle Applications.
Page 31 of 36
Handling Special Characters

If you want to include special characters (such as trademark symbols) in your text file, follow the steps below. You only need
if the special characters are not supported by the encoding in which the file was saved. For example, a file created in
saving files with umlaut characters, and you do not have to follow these instructions for inserting umlaut characters. Follow the
the encoding in which your file is saved does not support the special character. Trademark or copyright symbols are examples
These steps are just one method for copying special characters into the bulk load file. You may have other methods.
To insert special characters in your spreadsheet text file:
1. Open your text file in your spreadsheet application.
2. Access the Character Map utility in Windows.
Depending on your computer's configuration, you may be able to find this utility in the Start menu: choose Program, th
then System Tools.
3. Select the proper encoding for the contents of the file. For example, if the contents of the file are in German,
encoding (Cp1252). See Encoding Section.
You may find the encoding in a Subset drop-down menu or in an advanced view area of the Character Map window.
4. In the Characters to Copy field, double-click the special character from the characters display in the Character Map win
You may need to select a font such as Times New Roman from the Font menu in the Character Map window.
5. Copy and paste the text or character from the Characters to Copy field to your file. (You can use the Copy button
window and the Paste command in the spreadsheet application.)
6. Make sure the proper encoding is entered in the #ENCODING field in the spreadsheet text file, as usual, according to t
contents of the file. See Encoding Section.
7. Save and upload your spreadsheet .txt file.
An alternative to using the Character Map utility is to use the "Alt" number key sequence for the special character. (Hold down
entering the number sequence. You must use the number keypad on your keyboard to enter the numbers.) For example:
 Alt + 0153--Trademark TM
 Alt + 0174--Registered trademark
 Alt + 0169--Copyright
 Alt + 0196--A umlaut
These numbers are the decimal equivalents of a letter. For example, 065 is the decimal equivalent of A.
Note:
Do not use HTML code or character sequences, or Java scripts, in the bulk load file. For security reasons, Or
Applications Framework (the technology upon which Oracle iProcurement is built) ignores these.
<B>Buy Now</B> displays as <B>Buy Now</B> in the catalog. The sequence © (instead of the
symbol) displays as © in the catalog.
Page 32 of 36

Loading Images
You can specify or load two kinds of images for items:
 Images that display on the Item Details page when requesters view the details of an item. (Use the Image field in the b
 Smaller, thumbnail versions of the images that display on the Search Results Summary, Search Results,
(Use the Thumbnail Image in the bulk load file.)
For a complete overview of image management, including recommendations on thumbnail image sizes, see the Image Manag
the Oracle iProcurement Implementation Guide.
There are two ways to associate items with images in your bulk load file:
 Copy the images to the local server and indicate the image file names in the spreadsheet file.
 Reference the URLs of the images in the spreadsheet file.
To copy the images to the local server:
1. For the POR: Hosted Images Directory profile option, enter the directory path you use to store image files.
This path usually corresponds to the OA_MEDIA directory. Contact your database administrator or installation team fo
of your OA_MEDIA directory.
Behind the scenes, the catalog uses the Application Framework Agent and POR: Hosted Images Directory
image. For example, if Application Framework Agent is set to http://abc.com:8888 and POR: Hosted Images Directory
to /OA_MEDIA/US/, then the catalog locates the image abc.gif at http://abc.com:8888/OA_MEDIA/US/abc.gif. (If you
such as http://abc.com:8888/abc.gif, in the bulk load file, then the catalog goes directly to that URL. The catalog cons
based on the profile options described here only when a catalog image name, with no URL, is specified in the bulk loa
2. Ask your database administrator to transfer the pictures to the directory you specified above.
3. Use the appropriate columns in your spreadsheet file to specify the image file name, such as bluepen.gif.
To specify an image for the Item Details page, use the Image column. To specify a thumbnail image for the search re
comparison pages, use the Thumbnail Image field.
Note:
The file name for the image is case sensitive. For example, if the image file name is bluepen.gif, but you
BluePen.gif in the Image field, the image will not display.
Page 33 of 36
4. Load your spreadsheet file.
To specify the URL of the image that resides on the Internet:
1. Obtain the full path of the image (for example, http://www.oracle.com/toplogo2.gif).
2. Insert this full path into the appropriate columns in your spreadsheet file.
To specify an image for the Item Details page, use the Image column. To specify a thumbnail image for the search re
comparison pages, use the Thumbnail Image field.
3. Load your spreadsheet file.
If you specify both a server image (in the Image field) and an Image URL for an item, Oracle iProcurement displays the server
Note:
Instead of creating separate detail and thumbnail images, you could use the same image file name or URL for
the Image and Thumbnail Image fields. Then set either the POR: Thumbnail Width or POR: Thumbnail Heig
profile option to resize the image for thumbnails. For instructions, see the Image Management section of the
iProcurement Implementation Guide.

Translating Catalogs
You can load your catalog items in any or all of the languages that Oracle iProcurement supports. The language you specify i
installed in the Oracle iProcurement database.
When you add an item to the catalog, it is added only in the language specified at the beginning of your spreadsheet file and t
language of your purchasing document. To provide your catalog items in another language, translate the spreadsheet file and
specifying the supported language and the action command SYNC.
When you expire an item, the item and its translations are expired together.
Descriptors
When an item is created in another language, only the translatable descriptors (those with a Translatable Text data type) need
the spreadsheet file (along with minimally required values). All of the non-translatable descriptors, such as Manufacturer Item
automatically inherited from the original language in which the item was created. If you change the value of a non
loading the translated file, the change will appear in all languages installed in the Oracle iProcurement database. Only transla
can vary by language. For example, if you change the Manufacturer Item number in one language, it is changed in all languag
change the item's Description, it is changed only in the language specified in the file.
Load your catalog items in one language at a time. For example, load your catalog items in English, using the EN
translate and load that catalog file in French using the FR-FR language code.
Page 34 of 36
Note:
When you use descriptor names as column headings in your spreadsheet file, the descriptor names mus
exactly those given in the system for that language. To ensure that the column headings are valid
you are translating to, log on to Oracle iProcurement in that language and download the spreadsheet temp
The file will include column headings in that language. Either copy your translated item information to this
overwrite the column headings in your existing file with the translated column headings (whichever is easie
Alternatively, the column headings in your spreadsheet may also reference descriptor keys (which are not
specific). For instance, a column heading of LONG_DESCRIPTION will reference the long description des
all languages because LONG_DESCRIPTION is a descriptor key.
Pricing
Pricing does not need to be included in the translated file. When an item is translated to another language, its pricing is
over to that language.
As with all non-translatable descriptors, if you change the pricing information in one language, it is changed in all languages.
bulk load an item that costs 2 USD, specifying EN-US (English) in the file. Later, you change EN-US to FR-FR (French) and c
from 2 USD to 4 USD. The price is changed in all languages.
Price list currencies are independent of language.
The system uses the language code specified in your file to determine the decimal separator in a number. For example, if you
English (EN-US) in the file, the system interprets periods as decimal separators. If you specify German (DE-DE) in the file, the
commas as decimal separators. The following table shows some examples:
Language in Price in Bulk Displayed Price when ICX: Numeric characters is Displayed Price when
Bulk Load File Load File 10,000.00 10.000,00

EN-US 2,000 2,000.00 2.000,00
DE-DE 2,000 2.00 2,00
EN-US 10000.00 10,000.00 10.000,00
DE-DE 10000.00 1,000,000.00 1.000.000,00
EN-US 1.2,5 This price is rejected by the bulk loader, because This price is rejected by the bulk l
EN-US does not expect a comma as a decimal EN-US does not expect a comma
separator. separator.
DE-DE 1.2,5 12.50 12,50
DE-DE 1,2.5 This price is rejected by the bulk loader, because This price is rejected by the bulk l
DE-DE does not expect a period as a decimal DE-DE does not expect a period a
separator. separator.
Page 35 of 36
EN-US 1,29 129.00 129,00

DE-DE 1,29 1.29 1,29
Note:
Decimal separators are influenced by the profile option ICX: Numeric characters in Oracle Applications. If this p
option is set to use periods as decimal separators, then the decimal separator that requesters see is a perio
regardless of their language. The bulk loader uses the language code in the file to determine where
separator is placed. The profile option determines how the price displays to requesters. (If the profile
Numeric characters is not set, Oracle iProcurement uses the nls_numeric_parameters database setting to
determine how to display the price.)
Readme File - Using a Spreadsheet to Load Catalog Data
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Keywords
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Modified 24-DEC-2010 Type HOWTO Status PUBLISHED

Oracle Purchasing - Version: 12.0.1 to 12.1.3 - Release: 12 to 12.1

Oracle iProcurement Readme

Using a Spreadsheet to Load Catalog Data

Some of the tables in this document print better in landscape format.

This document covers the following topics:

 Introduction to the Catalog Structure

Furthermore, there are two types of descriptors in the catalog:

The combination of categories and descriptor make up your catalog schema.

3. Catalog (required): Used to identify the catalog.

5. Data (required): Includes line item and price information.

Opening the Spreadsheet Text Template File

2. From your spreadsheet software, open the text template.

Use the following spreadsheet tips:

2. From Agreements Summary view, select the Upload sub-tab

4. Click Download Resources.

5. Choose the type of file you plan to upload (e.g., Tab-delimited)

Language Section EN-US

Encoding Language Language Code Territory

Optional Catalog Information

The following table describes the required catalog section fields:

Example 1: Sample #ENCODING, Language, and Catalog Sections

Optional Header Information

The following table describes the optional header section fields:

Field Name Required? Default Value Description

Document Number Optional (No default)

Currency Optional (No default)

Effective From Optional (No default)

Purchasing Site Optional (No default)

Enabled Optional (No default)

Example 2: Sample Header Sections

Language Section* EN-US

Catalog Section Title Date Source

The data types are listed below.

Adding, Updating, and Expiring Items

Precedence User Provides Descriptors used to determine Item Uniqueness

Null Internal Item Number

Identifying Lines for Update

The SYNC action updates an item if it already exists.

 When a descriptor is used as part of the uniqueness criteria, it cannot be updated.

Required and Validated Information

Inventory this field can be used to identify an

Price is used for line types with a value basis

listed item or service. (This information does

Long LONG_ Optional (No default) Detailed description of your item or

Description DESCRIPTION information does not appear on the requisitio

Determining Shopping Category and Purchasing Category Assignment

Shopping Category Purchasing Category Behavior

The spreadsheet loader will deriv

The spreadsheet loader will deriv

If a default Purchasing Category h

The user provided value for Purch

If your mapping configuration is incomplete, the spreadsheet loader generates an error.

Example 3: Loading Items

In this spreadsheet example, two items are added to the catalog.

These Optional Fields Are For

ADD CLOTHING.SHIRTS Shirts Green T-Shirt 100% cotton,

ADD CLOTHING.SHIRTS Shirts Red T-Shirt 100% cotton,

Example 4: Updating Items

In this spreadsheet example, two items are updated in the catalog.

If the following items exist in a GBPA:

Internal Item Supplier Part Supplier Part Category Price Expiration