Catalog Upload
Expand and collapse the following frequently asked questions for more information.
How do I upload a new catalog?How do I upload a new catalog?
You can upload catalogs via the Catalog Upload page, which is accessed within the Catalog Management Landing in the Primary Navigation Panel (left side). First, you must populate the required fields in the General Information and Catalog Upload Information sections. Once all required fields have been populated click the Upload button. If any errors are encountered, then the catalog file is not uploaded and all errors are displayed. Please fix any errors found in the catalog file or the picture zip file and select the Upload button again. If no errors are encountered, then the catalog file is uploaded successfully, and an email is sent to the Catalog Administrator and the Vendor Contact indicated in the General Information section.
Who is the Catalog Administrator?Who is the Catalog Administrator?
The Catalog Administrator is the person responsible for reviewing your catalog file and uploading the file so that it can be viewed from VSS and CGI Advantage Financial. The Catalog Administrator Name and Catalog Administrator Email fields are automatically populated for you. Do not change this information, unless you have been instructed to do so. You may want to write down the Catalog Administrator’s name and email for future reference if you have any questions.
The Vendor Contact Information fields (Vendor Contact Name, Vendor Contact Email, and Vendor Contact Phone) are required fields that are inferred from the Vendor User Information page (if populated). The values in these fields can be changed, if needed. (Note: The changed values are NOT transferred to the Vendor User Information page.) The Vendor Contact Information is used in an automated email notification when the catalog is uploaded successfully.
How should the Catalog File be formatted?How should the Catalog File be formatted?
The Catalog File must be in a specific format before it can be uploaded successfully. Please ensure that your catalog file is a Microsoft Excel file or Ariba’s Catalog Interchange Format (CIF) file. You must also select the file type in the Catalog File Type field in the Catalog Upload Information section. Please contact your Catalog Administrator for a template to use for Microsoft Excel files.
When will the Catalog File be displayed in VSS?When will the Catalog File be displayed in VSS?
After you have successfully uploaded a catalog file, the file is sent to the Catalog Administrator. The Catalog Administrator must review the catalog file before the catalog file is displayed on the Catalog Search page in VSS. The length of time to perform the review varies. Please contact the Catalog Administrator listed in the General Information section, if you have any questions.
Once the Catalog Administrator has reviewed the catalog file that you uploaded and has loaded the final catalog file to VSS, you can view the catalog on the Catalog Search page, which is accessed via the Catalog Management Business Process on the Primary Navigation Panel (left side menu).
What type of picture files are supported?What type of picture files are supported?
The Picture File Name field is an optional field that allows you to select a zip file that contains full-size images in JPG, JPEG, and GIF formats and thumbnail images in PNG and BMP formats. If the CIF or Excel file references a Picture File Name and/or a Thumbnail File Name, then the specified file(s) must exist in the picture zip file.