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© 2014 Ariba, Inc. All rights reserved. What Are Electronic Catalogs? Ariba Seller Solutions
What Are Electronic Catalogs? Contents 1.The Benefits of Electronic Catalogs 2.Demo: Creating a PO from a Catalog 3.The Catalog Template 4.Where to Go for Help © 2014 Ariba, Inc. All rights reserved. 2
What Are Electronic Catalogs? Section 1 The Benefits of Electronic Catalogs © 2014 Ariba, Inc. All rights reserved. 3
What Are Electronic Catalogs? Definition: Electronic Catalog An electronic catalog is a detailed listing of your offerings: Part Numbers Descriptions Prices Delivery Times Units of Measure Etc. © 2014 Ariba, Inc. All rights reserved. 4 They serve the same purpose as paper catalogs, except they can be used by automated procurement systems.
What Are Electronic Catalogs? 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 © 2014 Ariba, Inc. All rights reserved. 5
What Are Electronic Catalogs? Receive more Accurate POs If your catalogs contain correct data, the POs you receive contain correct data © 2014 Ariba, Inc. All rights reserved. 6 CatalogPORequisition The same product information appears in each of these documents and all documents that come after in the flow, which increases your business efficiency.
What Are Electronic Catalogs? Fewer Non-Catalog (ad-hoc) POs These are POs with manually typed items Typical problems: © 2014 Ariba, Inc. All rights reserved. 7 Incorrect pricing Inaccurate descriptions and wrong part numbers Cannot be processed automatically by your systems. Require expensive manual processing. PO These POs are not received by your back- office systems, so other departments in your company dont see them.
What Are Electronic Catalogs? 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 $100.10. Old paper catalogs: You used out-of-date prices. © 2014 Ariba, Inc. All rights reserved. 8 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.
What Are Electronic Catalogs? 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 isnt sold individually. Its sold by the dozen. Wrong item: The item you ordered has been replaced by a different item. © 2014 Ariba, Inc. All rights reserved. 9 These problems lead to decreased customer satisfaction and increase costs to both you and your customer.
What Are Electronic Catalogs? More Automation With more automation comes more efficiency. The more business that stays in the electronic realm, the more efficient you can be: © 2014 Ariba, Inc. All rights reserved. 10 Catalog Ship Notice Invoice PORequisition Youll be able to feed POs directly to your fulfillment and invoicing systems for increased sales velocity.
What Are Electronic Catalogs? 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. © 2014 Ariba, Inc. All rights reserved. 11 You can provide product images, which appear next to your items in search results.
What Are Electronic Catalogs? 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. © 2014 Ariba, Inc. All rights reserved. 12
What Are Electronic Catalogs? Section 2 Demo: Creating a PO from a Catalog © 2014 Ariba, Inc. All rights reserved. 13
What Are Electronic Catalogs? 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 © 2014 Ariba, Inc. All rights reserved. 14 Ariba Procure-to-Pay is a cloud-based product for buying both direct and indirect goods and services.
1. Log in © 2014 Ariba, Inc. All rights reserved. 15 © 2014 Ariba, Inc. All rights reserved. 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, Im an employee of a buying organization and I need to purchase Apple iPads for my group. andrewdavis
What Are Electronic Catalogs? 2. Dashboard © 2014 Ariba, Inc. All rights reserved. 16 To create a requisition, I click Catalog in the menu bar. After I log in, I see the Ariba Procure-to-Pay dashboard.
3. Search the Catalog © 2014 Ariba, Inc. All rights reserved. 17 apple ipad I enter a search term and click the Search button. The catalog contains items from all of my organizations sellers.
What Are Electronic Catalogs? 3. Search the Catalog (Continued) © 2014 Ariba, Inc. All rights reserved. 18 Ill click the first item for more information. Ariba Procure-to-Pay displays all items that match the search term.
4. View Item Details © 2014 Ariba, Inc. All rights reserved. 19 Here are the details for the item. All information comes directly from your catalog.
5. Add Items to Requisition © 2014 Ariba, Inc. All rights reserved. 20 © 2014 Ariba, Inc. All rights reserved. I increase the quantity of this item to 12. Then, I click the Add to Cart button. I select two items.
6. Fill out and Submit Requisition © 2014 Ariba, Inc. All rights reserved. 21 © 2014 Ariba, Inc. All rights reserved. Here is the completed requisition containing the two items that I chose. After reviewing the requisition, I click the Submit button.
7. Approval The requisition then goes through an internal approval process. Typically, a supervisor and the finance group must approve: © 2014 Ariba, Inc. All rights reserved. 22 The approval process assures the seller that the buying organization authorizes the purchase. Each organization configures its own approval rules.
8. Purchase Order 23 The PO line items come directly from the suppliers electronic catalog. After the requisition is approved, it is converted to a PO and sent to the supplier through the Ariba Network.
9. Receive PO The supplier receives the PO through their preferred routing method: © 2014 Ariba, Inc. All rights reserved. 24 Ariba Network Email Fax Online Inbox EDI AS2 EDI VAN cXML
What Are Electronic Catalogs? Section 3 The Catalog Template © 2014 Ariba, Inc. All rights reserved. 25
What Are Electronic Catalogs? Catalog Template Catalog creation is simple--use the catalog template. It creates a CIF (Catalog Interchange Format) file. It is available on the Help@Ariba page. Edit it with Microsoft Excel. © 2014 Ariba, Inc. All rights reserved. 26 Check with your customer to see whether there is a customized catalog template.
What Are Electronic Catalogs? Steps 1.Download the template 2.Add your items 3.Upload the template 4.Publish it to your customer © 2014 Ariba, Inc. All rights reserved. 27 The catalog template is available from the Help@Ariba page. Publish the catalog so that your customers catalog manager can make it available to end users. Edit the template in Microsoft Excel to replace the sample items with your own items. Uploading also validates the catalog.
What Are Electronic Catalogs? Maintaining Catalogs Reasons for updating: Change prices Changes in offerings Fix content errors © 2014 Ariba, Inc. All rights reserved. 28 Updating catalogs can take several days, because your customer must download it, approve it, and activate it.
What Are Electronic Catalogs? Refresh Catalogs Refresh catalogs at regular intervals, such as once per quarter. Keep in mind your companys and your customers quarterly sales cycle. © 2014 Ariba, Inc. All rights reserved. 29
What Are Electronic Catalogs? Excel Template Limitations The Excel template has the following limitations: Maximum Size: 1 MB Extra Fields: Doesnt support all available fields. © 2014 Ariba, Inc. All rights reserved. 30 If any of these limitations are a problem for you, use regular CIF format, which you edit in any text editor.
What Are Electronic Catalogs? 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 © 2014 Ariba, Inc. All rights reserved. 31 PunchOut catalogs use your live website for product information. Users punch out to shop your website and bring item descriptions back to their requisitions.
What Are Electronic Catalogs? Section 4 Where to Go for Help © 2014 Ariba, Inc. All rights reserved. 32
What Are Electronic Catalogs? 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 © 2014 Ariba, Inc. All rights reserved. 33
What Are Electronic Catalogs? 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 © 2014 Ariba, Inc. All rights reserved. 34
What Are Electronic Catalogs? Ariba Ready Programs © 2014 Ariba, Inc. All rights reserved. 35 Help from Ariba Consulting and Inside Account Management CIFPunchOutcXML Integration Later, they can help you develop a PunchOut catalog, which might be a better solution for your offerings. Ariba Ready has expertise to help you develop a CIF catalog to get you started quickly. Finally, they can help you integrate your business systems with your customers.
What Are Electronic Catalogs? Ariba Ready Programs, contd 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 © 2014 Ariba, Inc. All rights reserved. 36 Ariba Express Content drives up exposure, because your catalog is in every new and existing Ariba Procure-to-Pay deployment.
What Are Electronic Catalogs? 3 rd -Party Solution Providers © 2014 Ariba, Inc. All rights reserved. 37 These solution providers can help you with: PO integration Invoice integration Ariba PunchOut support Website development These solution providers can help you with: PO integration Invoice integration Ariba PunchOut support Website development
What Are Electronic Catalogs? Questions about these Programs? Send an email message to: email@example.com © 2014 Ariba, Inc. All rights reserved. 38
What Are Electronic Catalogs? More Questions? Attend live webinars: Integrating with Customers through cXML PunchOut for E-Commerce Managers Creating Electronic Catalogs (CIF) Register for these webinars at www.ariba.com/resources/live-demo www.ariba.com/resources/live-demo © 2014 Ariba, Inc. All rights reserved. 39
What Are Electronic Catalogs? Finally… Embrace Electronic Catalogs Electronic catalogs give you error free orders and increased cost savings © 2014 Ariba, Inc. All rights reserved. 40 By publishing electronic catalogs, you begin the first step of integration with your customers.
© 2014 Ariba, Inc. All rights reserved. What Is PunchOut? Ariba Seller Solutions.
© 2014 Ariba, Inc. All rights reserved. What Is cXML Business Integration? Ariba Seller Solutions.
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