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.