Update Self-service Catalog Information

Explanation

An employee self-service catalog is used to define the products and services that should be available for the employee to procure from the self-service procurement portal.

When creating a catalog you can automatically add products from a supplier through an update catalog job based on the update settings for the supplier. Use this activity to start or schedule the the update job. When starting or scheduling the job you can choose to start it either for a full catalog revision (all suppliers) or for a specific supplier. To keep the catalog up to date, you can choose to either just add new products for the supplier based on the setting, refresh the information for the existing lines in the catalog or do a full update, which means both adding new lines and refresh the information on the existing lines.

Note that some information, as descriptions and prices, are stored in the self-service catalog for performance reasons and therefore needs to be kept up to date through this job.

Prerequisites

You must have a self-service catalog revision in status Planned or Published with update settings defined for at least one supplier in the Update Settings tab.

System Effects

If you have selected the Add option for the job:

• Products will be added according to the settings for respective supplier in the Update Settings tab
.
• If the setting is All Parts, all active supplier for purchase part records will be added to the catalog for all sites specified in the Valid Sites tab. Note that parts set up only for rental will not be considered.
• If the setting is Primary Supplier, all active supplier for purchase part records where the supplier is set as primary will be added to the catalog for all sites specified in the Valid Sites tab. Note that parts set up only for rental will not be considered.
•  If the setting is All Agreements, parts from all active supplier agreements directly connected to the supplier where the Include in Self-service Catalog option switched on will be added to the catalog. With active agreements we mean agreements in status Active or Negotiate if the agreement is active while negotiating. The agreement must also have a valid period and the part lines must be in status Active. Note that the supplier for purchase part connection connection also needs to be active and not set up for rentals only. Agreements connected to parent supplier in a supplier hierarchy is not considered.
•  If the setting is Selected Agreements, parts from the active selected agreements defined in the update settings will be added to the catalog. With active agreements we mean agreements in status Active or Negotiate if the agreement is active while negotiating. The agreement must also have a valid period and the part lines must be in status Active. Note that the supplier for purchase part connection connection also needs to be active and not set up for rentals only.
• If you leave the Supplier field empty, the job will consider all suppliers defined in the update settings.

If you have selected the Update Existing option for the job:

• The information on all lines for the specified supplier will be updated according to the latest updated information. If you leave the Supplier field empty, the job will consider all suppliers included in the catalog. The reason for storing the information in the catalogs is to get good performance when using the search and filter capabilities in the self-service portal.
• Note that if you delete or inactivate supplier for purchase parts, agreements or agreement lines, we are normally instantly removing the related catalog lines, but in some instances the lines will not be removed in the catalog until you run the Update Existing job. These instances are
  • When an agreement have expired in time (not manually closed or cancelled).
  • When a supplier per part has been changed to be only valid for rental.

If you have selected the Full Update option for the job, both new lines will be added and existing lines updated when the job is run.