1. What Are Electronic Catalogs?
Ariba Seller Solutions
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2. Contents The Benefits of Electronic Catalogs
Demo: Creating a PO from a Catalog
The Catalog Template
Where to Go for Help
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3. The Benefits of Electronic Catalogs
Section 1
The Benefits of Electronic Catalogs
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4. Definition: Electronic Catalog
An electronic catalog is a detailed listing of your offerings:
Part Numbers
Descriptions
Prices
Delivery Times
Units of Measure
Etc.
They serve the same purpose as paper catalogs, except they can be used by automated procurement systems.
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5. Receive Better Purchase Orders (POs)
Customers create POs that contain items directly from your catalogs
Benefits:
No manual re-typing from a paper catalog
No human reinterpretation of your content
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6. Receive more Accurate POs
If your catalogs contain correct data, the POs you receive contain correct data
Catalog
Requisition PO
The same product information appears in each of these documents and all documents that come after in the flow, which increases your business efficiency.
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7. Fewer Non-Catalog (ad-hoc) POs
These are POs with manually typed items
Typical problems: PO
Incorrect pricing
Inaccurate descriptions and wrong part numbers
Cannot be processed automatically by your systems. Require expensive manual processing.
These POs are not received by your back-office systems, so other departments in your company don’t see them.
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8. Correct Pricing
Correct pricing means getting paid quicker and more accurately.
Less time on the phone by your A/R department fixing payment problems:
Mistyped prices: “You owe us $101.00, not $ ”
Old paper catalogs: “You used out-of-date prices.”
The invoice amount comes directly from the PO. The more accurate the data is in the PO, the more accurate the data will be in the invoice.
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9. Less Burden on Customer Support
Your sales or customer support group will spend less time fixing problems.
Wrong price: “The item you ordered costs more than what you listed on the PO.”
Wrong unit-of-measure: “The item you ordered isn’t sold individually. It’s sold by the dozen.”
Wrong item: “The item you ordered has been replaced by a different item.”
These problems lead to decreased customer satisfaction and increase costs to both you and your customer.
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10. More Automation With more automation comes more efficiency.
The more business that stays in the electronic realm, the more efficient you can be:
Catalog
Requisition PO
Ship Notice
Invoice
You’ll be able to feed POs directly to your fulfillment and invoicing systems for increased sales velocity.
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11. Increase Sales – Existing Customers
Use your catalogs as a form of marketing with existing customers:
Customers can search your catalogs for specific products or services.
You can describe your offerings in a way that sets them apart from your competitors.
You can provide product images, which appear next to your items in search results.
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12. Increase Sales – New Customers
Use your catalogs as a form of marketing with potential customers:
Public catalogs can be viewed by all buyers
Contain a sample set of your offerings
Contain list or MSRP prices
New customers can search for them, view them, and download them for use.
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13. Demo: Creating a PO from a Catalog
Section 2
Demo: Creating a PO from a Catalog
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14. Procurement Systems
Your customer uses an enterprise procurement system:
Ariba Procure-to-Pay or Ariba Buyer
SAP Commodity Procurement or Oracle Procurement
Other Legacy Systems
This demo shows how buyers view and use catalogs in Ariba Procure-to-Pay
Ariba Procure-to-Pay is a cloud-based product for buying both direct and indirect goods and services.
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15. 1. Log in
andrewdavis
●●●●●●●●
I first log in. This step is important because it ensures that any confidential products or prices are visible only to approved employees.
In this example, I’m an employee of a buying organization and I need to purchase Apple iPads for my group.
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16. 2. Dashboard To create a requisition, I click Catalog in the menu bar.
After I log in, I see the Ariba Procure-to-Pay dashboard.
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17. 3. Search the Catalog
apple ipad
The catalog contains items from all of my organization’s sellers.
I enter a search term and click the Search button.
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18. 3. Search the Catalog (Continued)
I’ll click the first item for more information.
Ariba Procure-to-Pay displays all items that match the search term.
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19. 4. View Item Details
Here are the details for the item. All information comes directly from your catalog.
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20. 5. Add Items to Requisition
Then, I click the Add to Cart button.
I select two items.
I increase the quantity of this item to 12.
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21. 6. Fill out and Submit Requisition
Here is the completed requisition containing the two items that I chose.
After reviewing the requisition, I click the Submit button.
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22. 7. Approval
The requisition then goes through an internal approval process.
Typically, a supervisor and the finance group must approve:
The approval process assures the seller that the buying organization authorizes the purchase. Each organization configures its own approval rules.
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23. 8. Purchase Order
After the requisition is approved, it is converted to a PO and sent to the supplier through the Ariba Network.
The PO line items come directly from the supplier’s electronic catalog. 23 23

24. 9. Receive PO
The supplier receives the PO through their preferred routing method:
Fax
Online Inbox
cXML
EDI AS2
EDI VAN
Ariba Network
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25. Section 3 The Catalog Template 25 25
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26. Catalog Template Catalog creation is simple--use the catalog template.
It creates a CIF (Catalog Interchange Format) file.
It is available on the page.
Edit it with Microsoft Excel.
Check with your customer to see whether there is a customized catalog template.
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27. Publish it to your customer
Steps
Download the template
Add your items
Upload the template
Publish it to your customer
Publish the catalog so that your customer’s catalog manager can make it available to end users.
Edit the template in Microsoft Excel to replace the sample items with your own items.
The catalog template is available from the page.
Uploading also validates the catalog.
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28. Maintaining Catalogs Reasons for updating: Change prices
Changes in offerings
Fix content errors
Updating catalogs can take several days, because your customer must download it, approve it, and activate it.
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29. Refresh catalogs at regular intervals, such as once per quarter.
Keep in mind your company’s and your customer’s quarterly sales cycle.
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30. Excel Template Limitations
The Excel template has the following limitations:
Maximum Size: 1 MB
Extra Fields: Doesn’t support all available fields.
If any of these limitations are a problem for you, use regular CIF format, which you edit in any text editor.
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31. When NOT to use CIF You have more than about 5,000 items
You update catalogs more than once a month
You have configurable or customizable items
In these cases, PunchOut is recommended
PunchOut catalogs use your live website for product information. Users “punch out” to shop your website and bring item descriptions back to their requisitions.
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32. Section 4
Where to Go for Help
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33. Catalog Help Catalog Documentation on Help@Ariba:
Creating and Managing Catalogs Uploading, publishing, and maintaining catalogs
Ariba Catalog Format Reference Defines the CIF catalog format
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34. Catalog Help Catalog Files on Help@Ariba:
CIF Excel Template The Excel catalog template
Example Catalogs Product and service catalogs
UNSPSC Listing Classification codes
Currency, Country, UOM, and Language codes Other standard codes used by catalogs
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35. Ariba Ready Programs
Help from Ariba Consulting and Inside Account Management
CIF
PunchOut
cXML Integration
Ariba Ready has expertise to help you develop a CIF catalog to get you started quickly.
Later, they can help you develop a PunchOut catalog, which might be a better solution for your offerings.
Finally, they can help you integrate your business systems with your customers.
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36. Ariba Ready Programs, cont’d
Ariba Express Content
Preloads your catalog into Ariba Procure-to-Pay for new buying organizations
Enables customers to window shop from you
Freedom to negotiate pricing with customers
Ariba Express Content drives up exposure, because your catalog is in every new and existing Ariba Procure-to-Pay deployment.
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37. 3rd-Party Solution Providers
These solution providers can help you with:
• PO integration
• Invoice integration
• Ariba PunchOut support
• Website development
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38. Questions about these Programs?
Send an message to:
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39. More Questions? Attend live webinars:
Integrating with Customers through cXML
PunchOut for E-Commerce Managers
Creating Electronic Catalogs (CIF)
Register for these webinars at
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40. Embrace Electronic Catalogs
Finally…
Embrace Electronic Catalogs
Electronic catalogs give you error free orders and increased cost savings
By publishing electronic catalogs, you begin the first step of integration with your customers.
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