© 2014 Ariba, Inc. All rights reserved. What Are Electronic Catalogs? Ariba Seller Solutions

© 2014 Ariba, Inc. All rights reserved.

What AreElectronic Catalogs?

Ariba Seller Solutions

What Are Electronic Catalogs?

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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



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Section 1

The Benefits of Electronic Catalogs



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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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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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Receive more Accurate POs

• If your catalogs contain correct data, the POs you receive contain correct data


Catalog PORequisition

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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Fewer Non-Catalog (ad-hoc) POs

• These are POs withmanually typed items

• Typical problems:


¨ 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 don’t see them.


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Correct Pricing

• Correct pricing means gettingpaid quicker and moreaccurately.

• Less time on the phone by yourA/R department fixing payment problems:

¨ Mistyped prices: “You owe us $101.00, not $100.10.”¨ Old paper catalogs: “You used out-of-date prices.”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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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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More Automation

• With more automation comes more efficiency.• The more business that stays in the electronic

realm, the more efficient you can be:


Catalog Ship Notice InvoicePORequisition

You’ll be able to feed POs directly to your fulfillment and invoicing systems for increased sales velocity.


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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 waythat sets them apart from your competitors.


You can provide product images, which appear next to your items in search results.


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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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Section 2

Demo: Creating a PO from a Catalog



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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.

1. Log in

© 2014 Ariba, Inc. All rights reserved. © 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, I’m an employee of a buying organization and I need to purchase Apple iPads for my group.

andrewdavis

●●●●●●●●


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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.

3. Search the Catalog


apple ipad

I enter a search term and click the Search button.

The catalog contains items from all of my organization’s sellers.


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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.

4. View Item Details


Here are the details for the item. All information comes directly from your catalog.

5. Add Items to Requisition



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



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:


The approval process assures the seller that the buying organization authorizes the purchase. Each organization configures its own approval rules.

8. Purchase Order

The PO line items come directly from the supplier’s 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:


Ariba Network

Email

Fax

Online Inbox

EDI AS2

EDI VAN

cXML


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Section 3

The Catalog Template



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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.


Check with your customer to see whether there is a customized catalog template.


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Steps

1. Download the template

2. Add your items

3. Upload the template

4. Publish it to your customer


The catalog template is available from the Help@Ariba page.

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.

Uploading also validates the catalog.


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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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Refresh Catalogs

• 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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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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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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Section 4

Where to Go for Help



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Catalog Help

• Catalog Documentation on Help@Ariba:

¨ Creating and Managing CatalogsUploading, publishing, and maintaining catalogs

¨ Ariba Catalog Format ReferenceDefines the CIF catalog format



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Catalog Help

• Catalog Files on Help@Ariba:

¨ CIF Excel TemplateThe Excel catalog template

¨ Example CatalogsProduct and service catalogs

¨ UNSPSC ListingClassification codes

¨ Currency, Country, UOM, and Language codesOther standard codes used by catalogs



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Ariba Ready Programs


• Help from Ariba Consulting andInside Account Management

CIF PunchOut cXML IntegrationLater, 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.


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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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3rd-Party Solution Providers


These solution providers can help you with:• PO integration• Invoice integration• Ariba PunchOut support• Website development

http://www.activebrand.com/


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Questions about these Programs?

• Send an email message to:

[email protected]



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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


http://www.ariba.com/resources/live-demo


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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.

Documents

© 2014 Ariba, Inc. All rights reserved. What Are Electronic Catalogs? Ariba Seller Solutions