Deutsche Telekom AG

Supplier manual

ZIT422

Deutsche Telekom AG Supplier Manual Catalog Management

Page 1 of 34 Date: July 13, 2009

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Deutsche Telekom AG

Supplier manual

ZIT422

Document information Document name

File name

Supplier Manual Catalog Management

LIEFERANTENHANDBUCH_V4D.DOC

Version

Date created

0.4

July 13, 2009

Created by

Status

Andreas Weiland; ZIT422

Final

Contact

Telephone / Fax

E-mail

Andreas Weiland

+49 (0) 6761/88-3850

[email protected]

Brief details: Supplier Manual: Electronic Catalogs Referenced documents:

Change history Version

Date

Author

Comments

0.1

Nov.11, 2008

Andreas Weiland

Initial draft

0.2

Jan. 31, 2009

Andreas Weiland

Second draft

0.3

Jul. 2, 2009

Andreas Weiland

Third draft

0.4

Jul. 13, 2009

Roselinde Mühlberg

Catalog manager added, “Part 1” deleted, final status

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Content 1.

Purpose of the document .................................................................................................................................. 6 1.1 Definition of terms....................................................................................................... 6 2. Catalog management process.......................................................................................................................... 8 2.1 General conditions....................................................................................................... 8 2.2 Overview of the catalog process.................................................................................. 8 3. Qualitative requirements/data quality ........................................................................................................... 11 3.1 Which catalog fields are used for searching? ............................................................ 11 4. Technical requirements ................................................................................................................................... 12 4.1 Catalog formats.......................................................................................................... 12 4.2 MS EXCEL template................................................................................................. 12 4.2.1.

Catalog data: “basic article data” .................................................................................. 12

4.2.1.1.

Basic article data: “Product ID” ............................................................................. 12

4.2.1.2.

Basic article data: “Short description” .................................................................. 13

4.2.1.3.

Basic article data: “Detailed description”.............................................................. 13

4.2.1.4.

Basic article data: “Keyword” ................................................................................ 14

4.2.1.5.

Basic article data: “Order quantity unit” ............................................................... 14

4.2.2.

Catalog data: “Packaging and order units” ................................................................... 14

4.2.2.1.

Packaging and order units: “Price‐quantity” ......................................................... 14

4.2.2.2.

Packaging and order units: “minimum order quantity”........................................ 14

4.2.2.3.

Packaging and order units: “Quantity scale”......................................................... 15

4.2.2.4.

Packaging and order units: “Delivery time in days” .............................................. 15

4.2.2.5.

Packaging and order units: “Manufacturer’s name”............................................. 15

4.2.2.6.

Packaging and order units: “Manufacturer’s article number” .............................. 15

4.2.3.

Catalog data: “Article references”................................................................................. 15

4.2.3.1.

Article references: “Component”.......................................................................... 15

4.2.3.2.

Article references: “Similar article”....................................................................... 16

4.2.4.

Catalog data: “Commodities“........................................................................................ 16

4.2.4.1.

Article references: “UNSPSC commodity code” .................................................... 16

4.2.4.2.

Article references: “Supplier’s own commodity”.................................................. 16

4.2.5.

Catalog data: “Prices”.................................................................................................... 16

4.2.6.

Catalog data: “Price‐quantity scale”.............................................................................. 16

4.2.6.1.

Price‐quantity scale: “Amount”................................................................................. 17

4.2.6.2.

Price‐quantity scale: “Currency” ............................................................................... 17

4.2.6.3.

Price‐quantity scale: “Price scale” ............................................................................. 17

4.2.6.4.

Price‐quantity scale: “Tax” ........................................................................................ 17 Page 3 of 34

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4.2.6.5.

Price‐quantity scale “Start date” ............................................................................... 17

4.2.6.6.

Price‐quantity scale “End date”................................................................................. 18

4.2.7.

Catalog data: “Identification of hazardous substances” ............................................... 18

4.2.7.1. 4.2.8.

Identification of hazardous substances: “SPECIAL_TREATMENT_CLASS ”................ 18 Catalog data: “Multimedia information” ...................................................................... 18

4.2.8.1.

Multimedia information “Image name”.................................................................... 18

4.2.8.2.

Multimedia information “1st PDF”............................................................................. 19

4.2.8.3.

Multimedia information “1st PDF description”.......................................................... 19

4.2.8.4.

Multimedia information “2nd PDF”............................................................................ 19

4.2.8.5.

Multimedia information “2nd PDF description”......................................................... 19

4.2.8.6.

Multimedia information “Other Mime types” .......................................................... 19

4.2.8.7.

Multimedia information “Other Mime type description”......................................... 20

4.2.8.8.

Multimedia information “URL Mime” ....................................................................... 20

4.2.8.9.

Multimedia information “URL description” .............................................................. 20

4.2.8.10.

Multimedia information “URL2 Mime” ..................................................................... 20

4.2.8.11.

Multimedia information “URL2 description” ............................................................ 20

4.2.9.

Catalog data: “Deutsche Telekom contract information”............................................. 21

4.2.9.1.

Multimedia information “SAP_MATNO”................................................................... 21

4.2.9.2.

Multimedia information “CONTRACT” ...................................................................... 21

4.2.9.3.

Multimedia information “CONTRACT_ITEM”............................................................ 21

4.2.10.

Catalog data: “Price change=X”..................................................................................... 21

4.2.11.

Check table “Commodity system”................................................................................. 21

4.2.12.

Check table “Permitted quantity units” ........................................................................ 22

4.2.13.

Check table “SmartForms” ............................................................................................ 22

4.2.14.

Check table “UNSPSC codes”......................................................................................... 22

4.3

BMEcat 1.2................................................................................................................... 23

4.3.1.

Requirements for field entries (syntax):........................................................................ 23

Coding:........................................................................................................................................... 23 4.3.2.

...................................................................................................................... 23

4.3.2.1.

.................................................................................................................... 23

4.3.2.2.

................................................................................................................ 23

4.3.3.

....................................................................................................... 24

4.3.3.1. 4.3.3.2.

............................................................................................................ 24 “Info” type ............................................................................................................. 24 Page 4 of 34

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5.

6. 7. 8. 9.

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4.3.3.3.

“SAP_MATNO” type .................................................................................................. 24

4.3.3.4.

“CONTRACT” type...................................................................................................... 24

4.3.3.5.

“CONTRACT_ITEM” type ........................................................................................... 24

4.3.3.6.

................................................................................ 24

4.3.3.7.

 (classification system) ........................................................... 25

4.3.3.8.

..................................................................................... 25

4.3.3.9.

.......................................................................................................... 25

4.3.3.10.

....................................................................................... 26

4.3.3.11.

......................................................................................................................... 26

4.3.3.12.

 (additional multimedia data) ............................................................ 27

4.3.4.

 (Commodity system) .................................................... 28

4.3.5.

Requirements for the content (semantics): .................................................................. 29

Data quality......................................................................................................................................................... 30 5.1 BMEcat...................................................................................................................... 30 5.2 EXCEL catalog template ........................................................................................... 30 5.3 Example of a perfectly prepared catalog article ........................................................ 30 Transfer of the catalog data ............................................................................................................................ 31 “Roundtrip” and “Punchout”........................................................................................................................... 32 Contact................................................................................................................................................................ 33 Annexes .............................................................................................................................................................. 34 9.1 EXCEL catalog template ........................................................................................... 34 9.2 Manual-Role-Supplier ............................................................................................... 34

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1. Purpose of the document The procurement processes of Deutsche Telekom are substantially supported by automated electronic processes. A large part of these procurement processes is backed by the use of electronic catalogs. This document describes the requirements for electronic catalog data. 1.1

Definition of terms

A uniform terminology is the basis for a common understanding of this document. This is why a brief list of the relevant terms, definitions and abbreviations is provided here. SAP products: SAP R/3

Standard business software from SAP AG for the computerized mapping and integration of all corporate divisions.

SRM

Supplier Relationship Management SRM covers the entire procurement cycle, from strategic sourcing to operational procurement and to the incorporation of suppliers and also comprises the management of consolidated content and master data. The EBP system is one of the components which are part of the SRM.

(SAP) EBP

Enterprise Buyer Professional (SAP-) EBP is a separate SAP system and covers the complete procurement process for direct and indirect materials and services via an Internet solution.

ITS

Internet Transaction Server

Reconciliation of company-specific and SAP-specific terms: eBEST

eProcurement system of Deutsche Telekom AG (eBEST = electronic “BESTell” [German for ordering] system)

eBEST 3.0

eProcurement system based on SAP technology (SAP EBP)

Order

Order is used in the meaning of the R/3 term "order"

Shopping cart Synonym for "shopping basket" in the catalog ERP system

Enterprise Resource Planning System (SAP R/3 in this case)

Company-specific terms and abbreviations: MLK Multi-supplier catalog connected to the EBP (Heiler software in this case) UNSPSC

United Nations Standard Products and Services Code Worldwide standard for the classification of products and services

Technical terms OCI

Open Catalog Interface Backend system used by the SAP SRM EBP system.

DMZ

Demilitarized zone

Note on gender differentiation: Page 6 of 34 Date: July 13, 2009

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For reasons of simplicity, no gender differentiation is made in the manual; where the masculine pronoun is used for a role this is to indicate both male and female.

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2. Catalog management process 2.1

General conditions

The exchange of electronic data is based on firmly agreed principles which are described in this document. In order to support the automated processing of data, all those involved must comply with the specifications set forth in this document. 2.2

Overview of the catalog process

The catalog process of Deutsche Telekom is subject to 5 basic principles: ƒ ƒ ƒ ƒ ƒ

The catalog decision is made by Sourcing at an early stage of the procurement process, i.e., prior to the supplier selection processes. The catalog manager controls from this moment onwards the catalog process from the initiative through to checking The supplier creates, validates and imports the catalog The buyers (PO-line employees) release the catalog A process of continuous cost/benefit monitoring is in place

On the next pages you can find the catalog process of Deutsche Telekom with the relevant responsibilities of all those involved in the process shown in the form of a flow chart.

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Katalogprozess der Deutschen Telekom Bedarfsträger

Sourcing

PO-line

Lieferant

Katalogmanager

Content Management

Category Management bedarfsgesteuert

Input vom KPI-gesteuerte Prozess

Demand Management

Initiative

Bedarfsanforderung BANF

Lieferantenhandbuch erstellen

bedarfsgesteuert

Bezugsquellenfindung durchführen

Katalogrelevante Artikel identifizieren

Katalogrelevante Artikel identifizieren

Katalogart bestimmen

Katalogart bestimmen

Entscheidung über Sortiment treffen

Entscheidung über Sortiment treffen

Bezugsquellenfindung durchführen

Bezugsquellenfindung durchführen

oberhalb des Clip-Levels

unterhalb des Clip-Levels

Kernsortiment verabschieden

Lieferantenauswahl/ Marktpreisermittlung

Lieferantenauswahl/ Marktpreisermittlung

Einkaufsverhandlungen führen

Einkaufsverhandlungen führen

Verhandlung

Kernsortiment verabschieden

Technische Rahmenbedingungen verhandeln

Beispiel Katalogdatei erstellen

Beispiel Katalogdatei auf Struktur prüfen

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Katalogprozess der Deutschen Telekom Bedarfsträger

Sourcing

PO-line

Lieferant

Katalogmanager

Content Management

Content Management System vorbereiten

Katalogdaten erstellen/aufbauen (Kataloge, PunchOut Kataloge) BME-Cat; Excel-File

Spezialkataloge/ Formulare („Smart Form“) erstellen

Zusatzinformationen zu Artikeln bereitstellen

Katalogdaten validieren

Katalogdaten importieren Technische Prüfung durchführen

Katalog kaufmännisch prüfen

Datenveredelung durchführen

Katalogsystem (Abnahme) vorbereiten

Katalogsichten definieren

Katalog in das Katalogsystem (Anbnahme) importieren

Abnahmestest durchführen

Katalogsichten im Abnahmesystem bilden

Vorgaben aus Abnahmesystem in Produktivsystem übertragen Katalog in das Katalogsystem (Produktiv) importieren

Katalogsichten im Produktivsystem bilden

Katalogprozess der Deutschen Telekom Bedarfsträger

Sourcing

PO-line

Lieferant

Katalogmanager

Content Management

Katalogakzeptanz erfragen

Katalogperformancebericht erstellen

Maßnahmen ableiten

Maßnahmen umsetzen

Maßnahmen umsetzen

Maßnahmen umsetzen

Input an das Category Management für den KPIgesteuerten Prozess

Maßnahmen umsetzen

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3. Qualitative requirements/data quality “The requester will only request what he finds in the catalog!” This principle should provide motivation for the preparation of catalog data. 3.1

Which catalog fields are used for searching?

The content of the fields which are used for searching must be composed with special care. Make sure in particular that the product is described accurately within the first characters of the short description. The following fields will be taken into account in a catalog search: ƒ ƒ ƒ ƒ ƒ ƒ

Product ID Short Description KEYWORDS Manufacturer name Manufacturer article number SAP_MATNO

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4. Technical requirements 4.1

Catalog formats

Catalog data can be delivered in principle in 2 different file formats: •

MS EXCEL: on the basis of the template described in this document and provided by Deutsche Telekom

•

BMEcat 1.2: in the form of an XML-file designed by the German Association Materials Management, Purchasing and Logistics (Bundesverband für Einkauf Materialwirtschaft und Logistik (BME)) with some requirements defined in more detail by Deutsche Telekom.

4.2

MS EXCEL template

In the EXCEL template attached to this document as an annex the catalog data can be entered and checked for technical errors using a check macro. The execution of the check macro is very important because technical errors can already be detected here and must be corrected before the data is sent to Deutsche Telekom. Deutsche Telekom will not be able to process defective catalog data, in particular if it has already been classified as defective by the macro! 4.2.1.

Catalog data: “basic article data”

This is the area where basic data of an article is entered. 4.2.1.1. Basic article data: “Product ID”

Field length 32

Status

(In)valid values/check table

Mandato Invalid characters: ry :?'+

Particular characteristics No differentiation between upper case and lower case!

The product ID is the unique article number for the material or service that can be cataloged. It is not permitted to use identical values (duplicates) in a catalog.

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4.2.1.2. Basic article data: “Short description”

Field length 100

Status

(In)valid values/check table

Mandato Invalid characters: ry Colon : Plus + Question mark ? Inverted comma ' Line breaks CR

Particular characteristics No differentiation between upper case and lower case!

The text should describe the article as accurately as possible within the first 40 characters. Using the same texts in the short description field for different articles makes it more difficult to find an article, because the user is initially only shown the short descriptions in the hit list of his search. Each individual word of the short description is taken into account in the search algorithm and should not be used again in the keywords. Abbreviations and line breaks should not be used in the texts as a rule!!! 4.2.1.3. Basic article data: “Detailed description”

Field length 2000

Status

(In)valid values/check table

Mandatory

Invalid characters: Line breaks CR Any and all text formatting outside HTML

Particular characteristics

A detailed description must be provided here which describes the article and its features precisely and distinguishes it from other similar products. Text formatting (line breaks, bold, color, …) can only be introduced through HTML tags. This is the right place for entering notes regarding accessories, spare parts or other important information. For products offered in larger bundles (e.g., package, box, ...) the content must be defined accurately here. Example: Package contains 12 items No hard line breaks (CR) may be used. The HTML tag
can be used as CR.

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4.2.1.4. Basic article data: “Keyword”

Field length 2000

Status

(In)valid values/check table

Particular characteristics

Optional

Invalid characters: Colon : Plus + Question mark ? Comma , Inverted comma ' Line breaks CR

The semicolon (;) is to be used as separator between the keywords.

Keywords (synonyms) support the search for the article. Please enter colloquial terms for the article here. Please keep in mind, however, that too many keywords will increase the number of hits in the search and that users will generally not look at more than 25 hits more closely. Only individual words, separated by commas, but no sentences may be entered here! 4.2.1.5. Basic article data: “Order quantity unit”

Field length 3

Status

(In)valid values/check table

Particular characteristics

Mandatory

Check table: “Permitted quantity units” Only the predefined units (column UOM in the check table) from the table "Permitted Quantity Units" may be used. IMPORTANT: This measuring unit is used for the order and the invoice. 4.2.2.

Catalog data: “Packaging and order units”

Details regarding packaging and order units of an article are provided here. 4.2.2.1. Packaging and order units: “Price-quantity”

Field Status (In)valid values/check table Particular characteristics length 6 Mandatory Default setting=1 (no details) The specified price refers to the quantity stated here (default setting=1) Example: Price for 10 pieces 4.2.2.2. Packaging and order units: “minimum order quantity”

Field Status (In)valid values/check table Particular characteristics length 10 Optional Default setting=1 (no details) The article can only be ordered in the quantity (number of pieces) stated here or higher.

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4.2.2.3. Packaging and order units: “Quantity scale”

Field Status (In)valid values/check table Particular characteristics length 6 Optional Default setting=1 (no details) The article can only be ordered in the quantity (number of pieces) stated here or higher. This value determines the quantity scale applicable for the article. The quantity for the quantity scale refers to the order quantity unit specified (see 4.2.1.5). Example: value = 10: the quantities in which the article can be ordered are: 10, 20, 30, … 4.2.2.4. Packaging and order units: “Delivery time in days”

Field Status (In)valid values/check table Particular characteristics length 6 Mandatory Default setting=1 (no details) This field defines the delivery time for the article in working days (default=1). IMPORTANT: The delivery time specified here must be the same as the contractually agreed delivery time 4.2.2.5. Packaging and order units: “Manufacturer’s name”

Field Status (In)valid values/check table Particular characteristics length 50 Optional The name of the manufacturer of the product can be entered here. If manufacturer and supplier are the same, the name of the supplier should be entered here. 4.2.2.6. Packaging and order units: “Manufacturer’s article number”

Field Status (In)valid values/check table Particular characteristics length 50 Optional The article number of the manufacturer can be entered here. If no information is available here, the supplier article number should be used.

4.2.3.

Catalog data: “Article references”

Article references are references to other articles in the catalog. These references are shown in the catalog software as hyperlinks and support the user in his search for components, accessories, spare parts or similar articles. 4.2.3.1. Article references: “Component”

Field Status (In)valid values/check table Particular characteristics length 100 Optional Please enter the article numbers of the components here. The article numbers (product-IDs) must be available in the catalog. This field is also used to refer to accessories or spare parts stored in the catalog as separate articles with their own product-IDs. Page 15 of 34 Date: July 13, 2009

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Example: torch with batteries. A reference can be made here to the product-ID of the batteries in the catalog. 4.2.3.2. Article references: “Similar article”

Field Status (In)valid values/check table Particular characteristics length 100 Optional Please enter the product-IDs of similar articles in the catalog here. 4.2.4.

Catalog data: “Commodities“

4.2.4.1. Article references: “UNSPSC commodity code”

Field length 8

Status

(In)valid values/check table

Particular characteristics

Mandato Check table: “UNSPSC_V8” ry The code of the corresponding commodity from the check table “UNSPSC_V8” must be entered here. If you are not sure which code to use here, consult your contact at the Deutsche Telekom Procurement department to agree on the value. 4.2.4.2. Article references: “Supplier’s own commodity”

Field length 8

Status

(In)valid values/check table

Particular characteristics

Optional Check table: “Commodity The separator to be used between system” several codes is the comma “;” The article is mapped to the company’s own commodity key here. Note: Please first create a hierarchical commodity structure in the “Commodity system” worksheet. Enter one or several commodity code(s) of your own commodity system (separated by commas) to which the article should be mapped here. Navigating in the catalog will be much easier if the catalog data is structured in this way. 4.2.5.

Catalog data: “Prices”

These fields are used in order to define all the details on prices and price conditions. 4.2.6.

Catalog data: “Price-quantity scale”

If price-quantity scales are being used, this area can be duplicated with the function “add price-quantity scale”. An additional column set is created on the right hand side of the table where the price-quantity details can be entered. This area can be added several times as required.

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4.2.6.1.

Field length 12

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Price-quantity scale: “Amount”

Status

(In)valid values/check table

Mandatory

Particular characteristics 2 decimal places decimal separator ","

The net price is entered here with 2 decimal places. 4.2.6.2.

Field length 12

Price-quantity scale: “Currency”

Status

(In)valid values/check table

Particular characteristics

EUR for euro USD for U.S. dollar GBP for pound sterling The currency unit of the specified price is entered in this field. Please only use the correct ISO standard codes here (3 characters). The usual codes are: EUR for euro, USD for U.S. dollar, GBP for pound sterling. 4.2.6.3.

Mandatory

Price-quantity scale: “Price scale”

Field Status (In)valid values/check table Particular characteristics length 10 Mandatory This field accepts the details regarding the minimum order quantity (default=1) for the specified price scale. 4.2.6.4.

Price-quantity scale: “Tax”

Field Status (In)valid values/check table Particular characteristics length 4 Mandatory The value-added tax rate must be entered here. This information is to be provided in the following format: e.g.: 0.19 for 19%. 4.2.6.5.

Price-quantity scale “Start date”

Field Status (In)valid values/check table Particular characteristics length 8 Optional Format: DD.MM.YYYY Prices can have a period of validity. The first day of the validity period for a price can be entered here. Note: A future date entered here means that the article will only become visible in the catalog and will only be usable from the specified date.

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4.2.6.6.

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Price-quantity scale “End date”

Field Status (In)valid values/check table Particular characteristics length 8 Optional Format: DD.MM.YYYY Prices can have a period of validity. The last day of the validity period for a price can be entered here. Note: After expiry of the date entered here the article will no longer be shown in the catalog. Please make sure that new, valid prices are defined before the validity period expires! 4.2.7.

Catalog data: “Identification of hazardous substances”

Hazardous substances must be identified! 4.2.7.1.

Field length 20

Identification of hazardous substances: “SPECIAL_TREATMENT_CLASS ”

Status

(In)valid values/check table

Particular characteristics

Optional/ Format: “Identifier=Value” Mandatory Example: GGVS=1201 For hazardous substances it is mandatory to enter the relevant details regarding their special treatment here. The corresponding hazardous materials data sheets must be provided as PDF files. If several details are to be entered here, these can be separated by semicolon “;”. The details must be provided in the format: “Identifier=Value” Identification is absolutely mandatory; non-compliance could have legal consequences! 4.2.8.

Catalog data: “Multimedia information”

“A picture says more than a thousand words” Multimedia information can enhance a catalog item significantly. It provides the user with additional information regarding the properties of the product. Note: File names of the MIME_INFORMATION must be free from any blanks, umlauts (ä,ö,ü) and path details! The multimedia data must be provided separately. It is not allowed to use path structures for zip archives! 4.2.8.1.

Field length 30

Multimedia information “Image name”

Status

(In)valid values/check table

Particular characteristics

Mandato No blanks, umlauts (ä,ö,ü) Only file names without paths ry and no path details JPG file (400 pixels * 400 pixels) Only the relevant file name of the image may be entered, without the path details. The use of the product-ID (article number) as the name of the image has proved to be of value. The image must be provided as a JPG file (400 pixels * 400 pixels) and may be no smaller than 100 * 100 pixels. Page 18 of 34 Date: July 13, 2009

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4.2.8.2.

Field length 30

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Multimedia information “1st PDF”

Status

(In)valid values/check table

Particular characteristics

Optional No blanks, umlauts (ä,ö,ü) PDF files only and no path details Reference can be made here to a PDF file, e.g., for a more detailed specification of the product. Only the relevant file name of the PDF file may be entered, without any path details. The PDF-file must be provided separately. 4.2.8.3.

Multimedia information “1st PDF description”

Field Status (In)valid values/check table Particular characteristics length 250 Optional This description text is shown in the catalog system as HTML link. By clicking on this description text, the file entered under “1st PDF” is displayed. 4.2.8.4.

Field length 250

Multimedia information “2nd PDF”

Status

(In)valid values/check table

Particular characteristics

Optional No blanks, umlauts (ä,ö,ü) PDF files only and no path details Reference can be made here to a second PDF file, e.g., for storing safety data sheets or other product information. Only the relevant file name of the PDF file may be entered, without any path details. The PDF-file must be provided separately. 4.2.8.5.

Multimedia information “2nd PDF description”

Field Status (In)valid values/check table Particular characteristics length 250 Optional This description text is shown in the catalog system as HTML link. By clicking on this description text, the file entered under “2nd PDF” is displayed. 4.2.8.6.

Field length 250

Multimedia information “Other Mime types”

Status

(In)valid values/check table

Particular characteristics

Optional No blanks, umlauts (ä,ö,ü) PDF files only and no path details Reference can be made here to another information medium, e.g., a construction video, an exploded view, etc. of the product. Only the relevant file name may be entered, without the path details. The user’s PC system must be able to process the file type specified here! Common file types are: DOC, PDF, XLS, JPG, PPT.

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4.2.8.7.

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Multimedia information “Other Mime type description”

Field Status (In)valid values/check table Particular characteristics length 250 Optional This description text is shown in the catalog system as HTML link. By clicking on this description text, the file entered under “Other Mime type” is displayed. 4.2.8.8.

Field length 250

Multimedia information “URL Mime”

Status

(In)valid values/check table

Particular characteristics

Optional No blanks, umlauts (ä,ö,ü) PDF files only and no path details This field can be used to enter an URL (Internet or intranet address) where the user can find additional information on the product. IMPORTANT: Not all catalog users have access to the Internet!

4.2.8.9.

Multimedia information “URL description”

Field Status (In)valid values/check table Particular characteristics length 250 Optional This description text is shown in the catalog system as HTML link. By clicking on this description text, the Internet/intranet page entered under “URL Mime” is displayed. 4.2.8.10.

Field length 250

Multimedia information “URL2 Mime”

Status

(In)valid values/check table

Particular characteristics

Optional No blanks, umlauts (ä,ö,ü) PDF files only and no path details This field can be used to enter a second URL (Internet or intranet address) where the user can find additional information on the product. IMPORTANT: Not all catalog users have access to the Internet! 4.2.8.11.

Multimedia information “URL2 description”

Field Status (In)valid values/check table Particular characteristics length 250 Optional This description text is shown in the catalog system as HTML link. By clicking on this description text, the Internet/intranet page entered under “URL2 Mime” is displayed.

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4.2.9.

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Catalog data: “Deutsche Telekom contract information”

All details in a catalog are based on a procurement contract negotiated between suppliers and the Deutsche Telekom Procurement department. The following fields must be used to enter details regarding the procurement contract. 4.2.9.1.

Multimedia information “SAP_MATNO”

Field Status (In)valid values/check table Particular characteristics length 50 Optional If SAP material numbers were negotiated in the contract on which the purchase is based, these must be entered here. 4.2.9.2.

Multimedia information “CONTRACT”

Field Status (In)valid values/check table length 50 Optional This field is for entering the contract number. Example: 70004711 4.2.9.3.

Particular characteristics

Multimedia information “CONTRACT_ITEM”

Field Status (In)valid values/check table Particular characteristics length 50 Optional The item number of the article within the contract must be entered here. IMPORTANT: For shopping cart items, item number 6000 must always be entered here in agreement with the Procurement department! 4.2.10. Catalog data: “Price change=X”

Field Status (In)valid values/check table Particular characteristics length 50 Optional X An identifier may be stored here by agreement with the Procurement department, which allows defined persons to make changes to prices in the context of the procurement process. IMPORTANT: Only enter information here if your Deutsche Telekom procurement contract partner requests you to do so! 4.2.11. Check table “Commodity system”

A hierarchical structure of the catalog data is an important factor to ensure that a catalog is clear and well arranged and that users can easily find the articles they are looking for. Use this worksheet to determine the structure of your catalog. The relevant commodity codes are the combination of the individual hierarchical codes. The codes defined here will then have to be mapped to the individual articles in the “catalog data” worksheet.

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4.2.12. Check table “Permitted quantity units”

Only the codes stored here may be used as “order quantity unit”. 4.2.13. Check table “SmartForms”

Some articles in the catalog (for example business cards) must be configured. This worksheet allows you to enter details in order to define an input form. IMPORTANT: It is mandatory to agree the format of these details with the catalog manager! 4.2.14. Check table “UNSPSC codes”

The codes stored here have been defined by DeutscheTelekom. Only these codes may be entered for the catalog data in the column “Reference feature group ID”.

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4.3

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BMEcat 1.2

The BMEcat format was developed with the aim of standardizing the exchange of product catalogs between suppliers and procurement organizations and simplifying it in this way. A certain degree of freedom is, however, provided by the BME-cat format. Some input data is mandatory in order to ensure that the data can be processed without doubt by the downstream systems, but other input fields are defined as optional. More information is provided below on how to fill the mandatory and optional fields in relation to the existing system landscape at Deutsche Telekom. -> LINKL to BME 4.3.1.

Requirements for field entries (syntax):

Coding:

The following coding should be applied: • encoding="Window Latin-1 (Cp1252)” • encoding="ISO-8859-1” • encoding=“UTF-8” 4.3.2.



The CATALOG_ID includes the creditor number which can be found in the negotiated procurement contract. In case of doubt your Procurement contact will be able to provide you with this number. Syntax: creditor number For example: de

999999 1.0 Supplier_999999 2003-11-25 12:21:32 EUR

4.3.2.1.



The following fixed values are assigned to the tags BUYER_ID and BUYER_NAME: For example:

DTAG zz_test

4.3.2.2.



Only the type “buyer_specific” may be used! Syntax: type="buyer_specific">creditor number For example: Page 23 of 34 Date: July 13, 2009

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999999 Company_999999 Company_999999 DE

4.3.3. 4.3.3.1.



The tag “BUYER_AID” always consists of a type and the associated value. New types may be agreed in consultation with the catalog manager. The types currently agreed are as follows: 4.3.3.2.

“Info” type

By using the tag I you can identify your products as “info articles” and thus disable the possibility of an order. 4.3.3.3.

“SAP_MATNO” type

If SAP material numbers were negotiated in the contract on which the purchase is based, these must be entered here with the TAG: 0000000000999999999. The SAP material number must be entered with 18 digits. Missing digits must be filled with leading “0”. 4.3.3.4.

“CONTRACT” type

This TAG contains the procurement contract number: 0099999999 The contract number is to be entered with 10 digits. Missing digits must be filled with leading “0”. 4.3.3.5.

“CONTRACT_ITEM” type

This is used to enter the item number of the relevant article in the contract: 10. IMPORTANT: For shopping cart items, item number 6000 must always be entered here in agreement with the Procurement department! For example: . I 000000000040154711 10 0079000559

4.3.3.6.



In case of hazardous substances the tag