Supplier Content Options Guide

Supplier ContentOptions

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Printed: September 2011Software Version: 1.0.0

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IContentsSupplier Content Options

© 2011 ProcServe

Table of Contents

Foreword

0

Part 1 Introduction to Supplier Content Options 2

Part 2 Introduction to Hosted Catalogue Content 4

....................................................................................................................................52.1 About Hosted Catalogue Content

.......................................................................................................................................................... 6Selecting Hosted Content as a Content Delivery Method

....................................................................................................................................72.2 Implementing Hosted Catalogue Content

.......................................................................................................................................................... 8Hosted Content Requirements for Suppliers

....................................................................................................................................92.3 Providing Hosted Catalogue Content

.......................................................................................................................................................... 11Example Hosted Content

.......................................................................................................................................................... 13Restricting Hosted Content

....................................................................................................................................142.4 Is Hosted Catalogue Content for Me?

....................................................................................................................................152.5 Technical Guidance for Hosted Catalogue Content

Part 3 Introduction to SmartForms 17

....................................................................................................................................183.1 About SmartForms

.......................................................................................................................................................... 19Selecting SmartForms as a Content Delivery Method

....................................................................................................................................203.2 Implementing SmartForms

.......................................................................................................................................................... 21Updating SmartForms

.......................................................................................................................................................... 22SmartForm Requirements for Suppliers

....................................................................................................................................233.3 Providing SmartForm Content

.......................................................................................................................................................... 24SmartForms for Configurable Content

.......................................................................................................................................................... 27SmartForms for Branch Netw orks of Suppliers

.......................................................................................................................................................... 29Example SmartForm Content

.......................................................................................................................................................... 30Restricting SmartForm Content

....................................................................................................................................313.4 Are SmartForms for Me?

....................................................................................................................................323.5 Technical Guidance for SmartForms

Part 4 Introduction to PunchOut 34

....................................................................................................................................354.1 About PunchOut

.......................................................................................................................................................... 36Selecting PunchOut as a Content Delivery Method

....................................................................................................................................374.2 Implementing PunchOut

.......................................................................................................................................................... 38PunchOut Requirements for Suppliers

....................................................................................................................................404.3 Providing PunchOut Content

.......................................................................................................................................................... 41Level 1 PunchOut - Standard Procurement PunchOut

.......................................................................................................................................................... 42Level 2 PunchOut - Indexed Procurement PunchOut

.......................................................................................................................................................... 44Example PunchOut Content

.......................................................................................................................................................... 47Restricting PunchOut Content

....................................................................................................................................484.4 Is PunchOut for Me?

....................................................................................................................................494.5 Technical Guidance for PunchOut

1 Introduction to Supplier ContentOptions

Introduction to Supplier Content Options2

© 2011 ProcServe

1 Introduction to Supplier Content Options

Becoming part of a marketplace is the first step to trading online with your customers - providing content ishow you "open shop" for them. At ProcServe we have a number of content solutions which mean youronline "shop" is open 24 hours a day to your customers. We can host your content for you with a hostedcatalogue, PunchOut to your existing eCommerce website, or if you don't have an eCommerce or PunchOutcompatible website we can get you up and running with our Value Added Services.

Users of eMarketplaces want to locate goods and service with relative ease. These users are yourcustomers. Our solutions let your customers find all their purchasing requirements in one location so theydon't need to browse through various paper catalogues and search through different websites to find whattheir looking for. And because our solutions are hosted online your content can be updated as and whenyou need to, so you don't need to worry about out of date flyers or customers ordering from last year'scatalogue. Even price fluctuations in the market which could affect your business can be accommodatedbecause you can upload your price files as frequently as you need to.

We recognise that just because you've won a contract with your customer doesn't mean you want to resteasy on your laurels. Our content solutions let you promote your products with a balance of sales andmarketing of your goods and services. We encourage suppliers on the ProcServe Trading Network toprovide as much detail as possible about the goods / services they sell.

Images. Descriptions. Videos. Manuals. Excerpts. Environmental credentials. Suggested items. Themore information you give your customers about your goods / services the richer and more robust theirshopping experience will be. And that's got to be good for business.

2 Introduction to HostedCatalogue Content

Introduction to Hosted Catalogue Content4

© 2011 ProcServe

2 Introduction to Hosted Catalogue Content

You can create online catalogues complete with images and descriptions. Our ProcServe CatalogueBuilder, a Microsoft Excel based product, let's you create your catalogue in a program you already know.The ProcServe Catalogue Builder enables you to test, validate, and correct catalogue data before generatingyour catalogue file. The ProcServe Catalogue Builder generates your catalogue in BMECat XML format - awidely used global online cataloguestandard.


© 2011 ProcServe

About Hosted Catalogue Content

2.1 About Hosted Catalogue Content

ProcServe hosts content for suppliers on an eMarketplace. The eMarketplace is where buyers shop for thegoods and services they require. You can create online catalogues, complete with images anddescriptions, which are hosted on the eMarketplace ProcServe's Catalogue Builder, a Microsoft Excelbased product, lets you create your catalogue in an easy to use program. All you need to do is completethe information about your lines items such as the price, description, and other searchable information. Once you have completed your information, the ProcServe Catalogue Builder lets you test, validate, andcorrect your data before generating your catalogue file. The ProcServe Catalogue Builder generates yourcatalogue in BMECat XML format - a widely used global online catalogue standard.

Advantages

Because catalogues are hosted in the eMarketplace, content is displayed in the same format for allsuppliers creating a level playing field. You can provide a higher quality catalogue by increasing searchcriteria, using images and manufacturer information. As a Value Added Service, you can also integrateyour catalogue with your stock control systems, providing buyers real-time stock availability.

Benefits

ProcServe's hosted catalogue solution provide suppliers with a number of benefits, including:

no need to purchase and install specialist software or convert catalogue data into special dataformatsall you need to use the ProcServe Catalogue Builder is a PC with Microsoft Excel and internetaccessBMECat XML format is an international standard for online catalogues uses the UNSPSC (United Nations Standard Product and Services Code), a global multi sectorstandard for classifying products and servicesUNSPSC is used in over 80 countries and has no regional variation, meaning your content can beaccessed globally

If you currently provide catalogues for your customers or have an ERP or other similar back office system,you can probably generate your own BMECat file.

With the click of just a few buttons you can load your own self-generated BMECat file to the ProcServeTrading Network saving you time and hassle. Catalogue maintenance takes a fraction of the time since youonly need to export existing data from your own system.


© 2011 ProcServe

About Hosted Catalogue Content

2.1.1 Selecting Hosted Content as a Content Delivery Method

The following table lists example categories of commonly procured goods and services, and their optimalcontent provision method. It is possible that more than one PunchOut solution is implemented for aparticular supplier, depending on the goods/services being sold. A travel agency, for example, may selltravel books on their own website but direct the buyer to a travel service provider for selected types of travelsuch as rail or air.

Category Content Challenges Suitable Delivery Methods

Books and Periodicals Large number of itemsRegular updates, new editions

PunchOut to supplier website

Chemicals and Reagents Large number of items Hosted CataloguePunchOut to supplier website orvertical commodity portal1

Cleaning and Janitorial Large number of itemsPossible mandatory/optional items

Hosted Catalogue PunchOut to supplier website

Computers, IT Equipmentand AssociatedPeripherals

Highly configurable itemsMandatory/optional items

SmartForms hosted by ProcServePunchOut to supplier hosted website

Furniture Highly configurable itemsMandatory/optional items

SmartForms hosted by ProcServePunchOut to supplier website orvertical commodity portal1

IT Consumables Possible mandatory/optional items Hosted Catalogue PunchOut to supplier website orvertical commodity portal1

IT Hardware Highly configurable itemsPossible mandatory/optional items


Lab Equipment andSupplies

Often requires standardizationMandatory/optional items


Maintenance, Repairs, andOperations

Often requires standardizationPossible mandatory/optional items


Mobile Phones andTelephony

Highly configurable itemsService wraps and variable options

PunchOut to supplier websiteSmartForms hosted by ProcServe

Printed materials(business cards,stationery, etc.)

Highly configurable itemsVariable attributes

PunchOut to supplier websiteIdeal for online forms

Services (Agency Staff, etc.) Variable attributesMandatory/optional items

SmartForms hosted by ProcServePunchOut to supplier hosted websiteIdeal for online forms

Stationery (paper, pencils,etc.)

Mandatory/optional items Hosted CataloguePunchOut to supplier website orvertical commodity portal1

Travel Dynamic pricingMandatory/optional items

PunchOut to supplier website(PunchOut can be to travel serviceprovider)

_____________________________1 Vertical commodity portals are gateways, or portals, to information relating to a particular industry. See page 4for more details


© 2011 ProcServe

Implementing Hosted Catalogue Content

2.2 Implementing Hosted Catalogue Content

To create a hosted catalogue, ProcServe provides suppliers with a Catalogue Builder. You can download acopy of the ProcServe Catalogue Builder from our website (http://www.procserve.com/documents/procservecataloguebuilder). Also on our website you'll find a series of Quick Guides which provide guidanceon how keep your content up to date.

A full set of instructions are provided in the ProcServe Catalogue Builder on how to create your catalogueand how to get the most out the Catalogue Management System for displaying your content.

http://www.procserve.com/documents/procservecataloguebuilder)



© 2011 ProcServe

Implementing Hosted Catalogue Content

2.2.1 Hosted Content Requirements for Suppliers

There are no special requirements for suppliers to create a hosted catalogue. All you need is theProcServe Catalogue Builder. Once you have provided the required information about the goods or servicesyou provide, the Catalogue Builder will covert your spreadsheet into the BMECat file. The BMECat file is anXML file and is an industry standard file for providing content.

If you are able to generate your own BMECat file from you back office systems you can do so without theneed to create your content using the ProcServe Catalogue Builder. A template of the information requiredfor the BMECat file is available on our website (http://www.procserve.com/documents/BME-Documentation)

Business Considerations

As you update item information such as price changes, adding new products lines and deletingdiscontinued items, etc., you will need to keep your catalogue up to date. If you have regular price changesyou should ensure that your colleagues have the appropriate knowledge and access to update items in theProcServe Catalogue Management System.


© 2011 ProcServe

Providing Hosted Catalogue Content

2.3 Providing Hosted Catalogue Content

As mentioned earlier, to create a hosted catalogue, ProcServe provides suppliers with a Catalogue Builder.You can download a copy of the ProcServe Catalogue Builder from our website (http://www.procserve.com/documents/procservecataloguebuilder). Also on our website you'll find a series of Quick Guides whichprovide guidance on how keep your content up to date.

A full set of instructions, tips, and additional guidance on how to created your hosted content is provided inthe ProcServe Catalogue Builder.

The Quick Guides that are available on our website provide guidance on how to maintain your content onceit's been uploaded on to the ProcServe Catalogue Management System, how to upload images, and otheruseful guidance about your hosted content.

Uploading a Catalogue

When a catalogue is uploaded for the first time, the initial upload must be done by a buying organisation. This is so the buying organisation can create the internal access permissions and approvals for updatesaccordingly. For example, not everyone with a buying organisation may be allowed to purchase ITequipment -- this commodity may be restricted to only IT managers. To restrict internal access to thiscatalogue the buying organisation must enable certain permissions for the catalogue, which only the buyingorganisation in question can do.

Once the catalogue has been uploaded by the buying organisation, the supplier is able to make updates asand when they are required. Before any updates are released into the system they must first be approvedby the buying organisation. The individual responsible for approving the updates will be assigned as part ofthe catalogue work flow that the buying organisation creates when the catalogue is first uploaded.

What to Include in Your Catalogue

You can provide a lot of information about the goods / services you sell in your hosted catalogue. As wellas the standard price and descriptions you can also provide:

images (.jpg or .jpeg are accepted)drawing and documents (.doc, .pdf, .txt. and .xls files are accepted)videos, such as training or demonstration videos, can also be uploaded (.avi and .mpg videos are




© 2011 ProcServe


accepted)mandatory and optional items can be linked to other line itemsprice effective and price expiry dates can be entered to ensure your customers aren't using buy out ofdate pricesmanufacturer details such as manufacturer name, part number, and model number can also be used

A full set of instructions, including examples of the types of information you can provide about your goods /services, is available in the ProcServe Catalogue Builder.


© 2011 ProcServe


2.3.1 Example Hosted Content

Below are a series of screenshots from the ProcServe marketplace giving examples of search results,showing what hosted content looks like on the ProcServe Trading Network.

In this first screenshot, the buyer is searching for toner.

We can see below a partial list of the search results. The search results show the "short item information"-- summary information about the line items in the search results. Buyers can refine their searches usingthe Advanced search or Feature search options, or they can use the filters underneath the following boxedto refine the search results which have been returned: Item Number, Short Description, Supplier,Manufacturer, Price, and Lead Time.


© 2011 ProcServe


If a buyer wants to look at an item in more detail the simply click on that item to display the "long iteminformation", as in the screenshot below where the buyer is comparing two different items in the searchresults. Buyers can compare up to five different items. Differences in the items are highlighted, as in thescreenshot below.


© 2011 ProcServe


2.3.2 Restricting Hosted Content

Access to hosted content on the ProcServe Trading Network is controlled through buyer-supplierrelationships.

Below is a screenshot of the Header Data tab in the ProcServe Catalogue Builder. The Header Data iswhere high level information about the supplier's catalogue is entered. For each field guidance is availableby hovering your mouse over the red square; doing so will trigger a pop-up box with guidance. The HeaderData tab is normally completed by the buying organisation for which catalogue is being created.

Above: The Header Data tab in the ProcServe Catalogue Builder

Private versus Public Catalogues

There are two types of catalogues that can be loaded: private and public catalogues.

Private catalogues belong to a single buying organisation. These are typical closed contracts, where abuying organisation has let a contract which is used only by that buying organisation. To make a catalogueprivate, thereby restricting visibility of that content to only that buying organisation, the system name of thebuying organisation in question is entered in the "Buyer Name" field.

Making a catalogue private ensures that the items in this catalogue will not appear in the search results forany other buying organisation.

Public catalogues are those which can be visible to any buying organisation on the ProcServe TradingNetwork. These are typically used for catalogues which belong to a framework agreement or pan-Government / pan-Public Sector contract. To make a catalogue public, the word "Public" is entered in the"Buyer Name" field.

A variation of private catalogues, called multi-buyer catalogues, allows only specific buying organisationsview a catalogue. This is typically used for contracts which have been let by one buying organisation onbehalf of a group of buying organisations. The lead buying organisation will upload the initial catalogue andprovide access to the catalogue to the participating buying organisations.


© 2011 ProcServe

Is Hosted Catalogue Content for Me?

2.4 Is Hosted Catalogue Content for Me?

Hosted catalogues are the most common way of providing content on an eMarketplace or ERP (EnterpriseResource Planning) system such as a Purchase -to-Pay system like Oracle or SAP.

When deciding on your content options you should always talk to your customer about their expectations. Some customers will expect all their content to be provided as hosted content while others may be willingto accept content via PunchOut (see the following chapters for more information about PunchOut).

If you are providing hosted content you should think about the information you will need to provide as well aswhat additional information you can provide to make sure you are giving your customers the best possibleshopping experience.

To think about... Yes No

Do I have images for all of my items?

Do I have long and short descriptions for my items?

Do I have additional information I can make available such as drawing, training

videos, technical specifications, manufacturer information, etc.?


© 2011 ProcServe

Technical Guidance for Hosted Catalogue Content

2.5 Technical Guidance for Hosted Catalogue Content

Complete guidance on how to create a hosted catalogue is available in the ProcServe Catalogue Builder,which is available to download from our website (http://www.procserve.com/documents/procservecataloguebuilder). You can also view a number of Quick Guides about maintaining your contenton the same webpage.

If you are able to create your own XML BMECat file from your back office systems, you may be interestedin our sample BMECat file (http://www.procserve.com/documents/BME-Documentation). Additional XMLdocumentation is available at http://www.cxml.org/. ProcServe cannot provide detailed technical assistanceon how to configure or create BMECat files from your back office systems. If you have any queries abouthow to generate a BMECat file from your back office systems, please contact your service provider.

Contact Details

If assistance with providing Hosted Content is needed, please contact the ProcServe Service Desk at 0845604 2328 or by email at [email protected].

Alternatively, contact us at [email protected] to find out what Value Added Services are available forproviding Hosted Content..



http://www.procserve.com/documents/BME-Documentation)

http://www.cxml.org/

3 Introduction to SmartForms

Introduction to SmartForms17

© 2011 ProcServe

3 Introduction to SmartForms

SmartForms are a variant on static catalogues. SmartForms are created using ProcServe CatalogueBuilder functionality and the content created by SmartForms is hosted in the ProcServe environment.

SmartForms enable suppliers to display configurable items on the marketplace. Buyers are able to selectappropriate options from defined lists for each item. SmartForms can be used to create stationery itemssuch as business cards and letterhead stationery as well as items that come with service wraps andbundles of goods or services such as mobile phones and computers.

If a supplier has a network of branches, SmartForms can also be used to select the appropriate branch fororder placement.


© 2011 ProcServe

About SmartForms

3.1 About SmartForms

SmartForms enable suppliers to display configurable items on the marketplace. They allow the buyer tobrowse and shop for items which are not suited to static line item catalogues and are best used for itemssuch as business cards and letterhead stationery as well as items that come with service wraps andbundles of goods or services such as mobile phones and computers. If a supplier has a network ofbranches, SmartForms can also be used to select the appropriate branch for order placement. Anycommodity, whether a good or service, which has options can be cataloguable so long as the end price hasbeen agreed. If the end price is dependant on variables then SmartForms are an ideal solution.

SmartForms work by the supplier creating defined lists of options for each line item. The final configuredgood / service is then created as a line item in a shopping basket which is then sent to the supplier forfulfillment.

Advantages

If suppliers have configurable items, SmartForms allow the supplier to display their contentdynamically. This means they don't have to create endless individual line items for a particular line itemlisting the various options. Because SmartForms are highly configurable, the content displayed tobuyers can be limited to only previously agreed-upon options or used to distinguish between optionswhich have been contracted and options which are off-contract and available at list price.

Benefits

enables buyers to access goods or services which require configuration before being added to theshopping basketeliminates the need for the supplier to create an extended catalogue of line items with various optionscan display only previously agreed-upon contract goods / services and pricesremoves buyer error associated with pricing and item configuration by restricting the options availableto the buyerbecause SmartForms are based on ProcServe Catalogue Builder functionality, the content is hostedwithin the ProcServe environment

SmartForms are ideal for items with variable options, or configurable items, and are an alternative toPunchOut. Before deciding to implement SmartForms, the supplier and buyer organization should agreethe best method for providing content -- SmartForms or PunchOut. The method used will be influenced bythe goods/services being purchased and the agreed solution will be implemented in conjunction with theService Provider to ensure the optimal solution.


© 2011 ProcServe

About SmartForms

3.1.1 Selecting SmartForms as a Content Delivery Method











Furniture Highly configurable itemsMandatory/optional items

















Services (Agency Staff, etc.) Variable attributesMandatory/optional items








© 2011 ProcServe

Implementing SmartForms

3.2 Implementing SmartForms

SmartForms are created using the ProcServe Catalogue Builder or an xls style sheet and are essentially acatalogue where line items have a form with various options associated to them. Using the ProcServeCatalogue Builder suppliers can create a SmartForm for just one line item in the catalogue of manythousands of lines, or if needed, they can create a SmartForm for each line item.

Typically either the buying organisation or ProcServe would create the initial SmartForm for the supplier. Once created the supplier can then maintain the SmartForm as needed by updating prices, itemdescriptions, etc.

Regardless of whether the ProcServe Catalogue Builder or an xls style sheet is used to create theSmartForms, they are maintained and updated by uploading updated via the Catalogue Managementsystem.


© 2011 ProcServe


3.2.1 Updating SmartForms

Because SmartForms are created using the ProcServe Catalogue Builder, they are updated in the samemanner. Updates to prices, descriptions, adding or removing line items are all done using the ProcServeCatalogue Builder. Once the supplier's updates have been completed they are uploaded into the CatalogueManagement System for approval by the buying organisation.

Please the section "Hosted Catalogue Content - Maintaining Content" for details on updating content withthe Catalogue Management System.


© 2011 ProcServe


3.2.2 SmartForm Requirements for Suppliers

Suppliers are required to either use the ProcServe Catalogue Builder to create SmartForms or be familiarwith xls style sheets. In either case, the buying organisation or ProcServe would typically create the initialSmartForm.

The control options for SmartForms are maintained in the Long Item Description. The screenshot belowshows a sample text for a SmartForm using an xls style sheet. The first set of text creates a series of textboxes specifying the font, field length, justification, and colour of text to be used.

Once the SmartForms itself has been created the supplier will only need to update the prices / descriptionsfor the items included in the SmartForm.


© 2011 ProcServe

Providing SmartForm Content

3.3 Providing SmartForm Content

SmartForms can be used for a variety of goods and services. The example below shows the variousSmartForm options that are available: free text input, drop-down lists, radio buttons, and check boxes. Thesupported data types include text, integers, decimals, and multi-line text (for longer free text boxes).

You can include data validations and field dependent variables to show error messages on screen (A). The supported validations are include: mandatory fields, maximum text length, proper numeric formats,minimum and maximum value for numeric ranges, and selection values as part of allowed list values

Explanations can be provided with each input element (B). Static text can be used for explanationareas in the form.

You can include "labels" for each section to provide some information about the good / service (C).

The form can be divided into sections and each section can have an optional a section header (D).

For each section the column layout can be selected from two- or one-column layout (E).

For single line text input controls the width of the input element can be controlled and for multi-line textinput also the height can be controlled (F).

Validation of the SmartForm data occurs on-screen.

For different types of SmartForms the validation can include an update or calculation button


© 2011 ProcServe


3.3.1 SmartForms for Configurable Content

SmartForms are ideal for configurable content. With SmartForms the supplier can define the optionsavailable to the buyer and, based upon contractually agreed content and options, limit the options availableto the buyer.

The example below shows some options a stationary supplier could make available for business cards. Asthe information is entered into the form, the sample business card will be created and updated on-screen.

The sample business card is displayed in the marketplace place. Logos can be uploaded and options suchas two-sided business cards allow the user to enter alternative contact details. In this example, the "Printprivate contact on the back..." option is selected and drop-down field is displayed allowing the buyer toenter the appropriate details.


© 2011 ProcServe


Until all the mandatory details are completed the buyer will not be able to add the item to the shoppingbasket.

Because SmartForms are created using the ProcServe Catalogue Builder, content made available withSmartForms appears in the marketplace alongside hosted catalogues. This means content is displayed ina consistent format. The screenshot below shows an item in the marketplace (1) with SmartForm options(2) for input details and additional item information displayed (3).


© 2011 ProcServe


SmartForms can also be used to calculate the final price of a good / service based upon certain pricingparameters. In the example below, the buyer selects the appropriate height / width requirements from thedrop-down list and then inputs the required length. Based upon agreed pricing, the SmartForm calculatesthe final price for the item. The SmartForm displays all the relevant and agreed specifications for the itemsuch as thickness, and the buyer can select how many of the items to add to the shopping basket.


© 2011 ProcServe


3.3.2 SmartForms for Branch Networks of Suppliers

From time-to-time a buyer may want to order from a supplier with a network of branches. Normally eachbranch of the supplier will need to register individually to ensure the order is routed accordingly (supplierconfiguration and registration will vary from supplier to supplier).

In the example below, the buyer wants to buy a bag of sand from Travis Perkins. Travis Perkins has anation-wide network of branches but one central catalogue. In the marketplace the buyer enters "sand" oruses the UNSPSC tree to find suppliers of sand.

When the buyer has found the appropriate line item it is added to the shopping basket.


© 2011 ProcServe


From a drop down list the buyer then selects the line item with additional mandatory fields, in this case theselection of the supplier branch from the drop down list. Once the appropriate branch has been selectedthe buyer clicks "save" to save the selected branch.

The item is then saved to the shopping basket with the branch details and the buyer can either continueshopping or select "Check Out" to place the order. When the purchase order is sent to the supplier it willbe routed to the appropriate branch.


© 2011 ProcServe


3.3.3 Example SmartForm Content

We've already seen several examples of SmartForms in the "Providing SmartForm Content" section butusing the example of a mobile (screenshot below) we can easily think of different options that can beincluded in a SmartForm:

number of minutes / texts per monthamount of data downloads / data capacity per monthinsuranceoptions such as headsets and phone pockets / pouchesalternative phone covers and the colour of the phone itselflength of contractwhether its a new mobile phone number or the user wants to port an existing mobile phonenumber

SmartForms can easily be used for any item which has options such as:

multi-functional devicesfleet / vehicle hire / vehicle leasingprint managementstationery / letterhead / business cardsoffice furniture / desks / chairsfacilities management / catering professional services / agency stafftraining courseshealth and safety

Any commodity, whether a good or service, which has options can be cataloguable so long as the end pricehas been agreed. If the end price is dependant on variables then SmartForms are an ideal solution.


© 2011 ProcServe


3.3.4 Restricting SmartForm Content

Because SmartForms are created using the same basic functionality in the ProcServe Catalogue Builder,their content is restricted in the same way.

Using the Header Data tab in the ProcServe Catalogue Builder, the buyer and supplier organisation detailsare entered. It is the Header Data which creates the buyer/supplier relationship for the catalogue. Oncethe catalogue has been uploaded into the Catalogue Management system by the buying organisation, thebuying organisation will then set the appropriate internal permissions deciding which users are able toaccess the catalogue.


© 2011 ProcServe

Are SmartForms for Me?

3.4 Are SmartForms for Me?

Suppliers want to control the way their customers view their goods/services because presentation is criticalto their sales process. Similarly, buying organizations want to make content easily accessible andsearchable to ensure high contract compliance. The two parties, therefore, must mutually agree the bestcontent delivery method for the goods/services being purchased.

The following should help you to determine if SmartForms are a suitable content delivery method for yourorganization:


Do you supply goods/services which:

are configurable?

have many associated items? (mandatory or optional)

have dynamic pricing?

variable attributes (business cards, stationery, etc.)

Are these goods / services provided with contracted optional items?

Are these goods / services provided with contracted mandatory items?

Will you be providing a catalogue of goods / services which can be provided in a

static catalogue along with items which are configurable, have variable attributes,

etc.?

eProcurement is not meant to replace the normal commercial discussions you have with your customers,but rather seeks to automate the 'paper trail' associated with traditional procurement methods. It isimportant that you have an active, open dialogue with your customers to ensure you have a Content DeliveryMethod which accommodates both your needs.


© 2011 ProcServe

Technical Guidance for SmartForms

3.5 Technical Guidance for SmartForms

SmartForms are created using the ProcServe Catalogue Builder or an xls style sheet.

Typically either the buying organisation or ProcServe would create the initial SmartForm for the supplier. Once created the supplier can then maintain the SmartForm as needed by updating prices, itemdescriptions, etc.

ProcServe cannot provide detailed technical assistance on how to configure your specific website orspecific guidance on what upgrades / technical requirements you will need, but we can offer some generalguidance.

Contact Details

If assistance with SmartForms is needed, please contact the ProcServe Service Desk at 0845 604 2328 orby email at [email protected].

Alternatively, contact us at [email protected] to find out what Value Added Services are available forproviding SmartForm content..

4 Introduction to PunchOut

Introduction to PunchOut34

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4 Introduction to PunchOut

PunchOut enables users of procurement applications to access supplier content for goods or services thatare hosted on the supplier’s own website. A link is created between the ProcServe Trading Network andthe supplier's website to enable the buyer to shop on the supplier's website -- this is called a PunchOutlink.

This document provides an overview of PunchOut and how it works. It aims to educate readers aboutPunchOut and to help readers understand the benefits of PunchOut and what is required to make a websitePunchOut capable. It does not describe how to use specific procurement applications or eCommercenetwork hubs, or give technical details of how suppliers can modify their own websites to be PunchOutcapable.


© 2011 ProcServe

About PunchOut

4.1 About PunchOut

PunchOut websites are live, interactive catalogues run through a supplier's own website. If a supplier'swebsite can support shopping baskets for the sale of goods/services, it can be modified to supportPunchOut. This allows buyers to search for goods or services in the supplier's own shopping environment.The shopping basket is then returned to the buyer’s purchase-to-pay or finance system for approval.

PunchOut eliminates the need for suppliers to send catalogues to buying organizations or Service Providersto load and maintain. Instead, suppliers send short index files (a simple, hosted catalogue) that list theirgoods/services which are referenced on marketplace solutions like the ProcServe Trading Network.

PunchOut works by sending messages back and forth between the buyer's network and suppliers website,and between applications, often through a Service Provider such as the ProcServe Trading Network. PunchOut messages are sent using cXML. cXML is an international standard for sending messagesbetween applications and networks, particularly those that operate over the internet.

cXML allows buying organizations, suppliers, and Service Providers to communicate using a single,standard language. cXML is designed specifically for business-to-business (B2B) eCommerce.

Advantages

PunchOut suppliers can link their existing website to the marketplace and catalogue system. There areno restrictions on how suppliers display their content as PunchOut is linked directly to the suppliers'own website. Because the website is managed by the suppliers' systems, they can update prices andgoods/services from within their own environment directly to their PunchOut site.

Because PunchOut sites are highly configurable, the content displayed to buyers can i) be limited toonly previously agreed-upon contract goods/services and prices, ii) be extended to include a limitedselection of non-contracted line items, iii) or include the full price list of goods/services available fromthe supplier.

Benefits

enables buyers to access goods or services that are best placed on a website, such as configurableitems like furniture and IT equipmenteliminates the need for the supplier to load detailed catalogues into the marketplacesupplier websites can display only previously agreed-upon contract products and pricesremoves buyer error associated with pricing and item configurationuses cXML, the most widely used B2B protocol leverages XML, the most robust language for describing information

Before deciding to implement PunchOut, the supplier and buyer organization should agree the best methodfor providing content -- PunchOut or a static catalogue. The method used will be influenced by the goods/services being purchased and the agreed solution will be implemented in conjunction with the ServiceProvider to ensure the optimal solution.


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About PunchOut

4.1.1 Selecting PunchOut as a Content Delivery Method











Furniture Highly configurable itemsMandatory/ optional items

















Services (Agency Staff, etc.) Variable attributesMandatoryoptional items








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Implementing PunchOut

4.2 Implementing PunchOut

There are a number of methods buyers and suppliers can choose to provide content. The method used isinfluenced by the goods/services being purchased, and should be decided by mutual agreement betweenthe buyer and supplier. If PunchOut is the agreed solution it will be implemented in conjunction with theService Provider to ensure the optimal solution.

There are three different types of PunchOut. The goods/services being purchased and the procurementapplications involved will determine which combination of PunchOut types can be used, should PunchOutbe the selected Content Delivery Method.

Procurement PunchOut

Procurement PunchOut is the most common type of PunchOut in B2B eCommerce. ProcurementPunchOut gives suppliers an alternative to providing static catalogues which are hosted by their buyingorganization or their solution provider, such as the ProcServe Trading Network. Procurement PunchOutsites are live, interactive catalogues running on the supplier's own website and are often simply referredto as PunchOut sites.

Procurement solutions, such as the ProcServe Trading Network, display an icon to activate thePunchOut link to the supplier's PunchOut site. When buyers click this icon, their web browser will opena webpage showing the supplier’s PunchOut site. Buyers can browse goods/services, specifyconfigurations and options, and select delivery methods. Items are added to the buyer's shoppingbasket and when the buyer is done shopping, they click a button that returns the order information tothe ProcServe Trading Network. The fully configured products and their prices are displayed asrequisitions waiting to be approved. The approved items are then sent to the supplier as a PurchaseOrder.

PunchOut Chaining

PunchOut chaining is Procurement PunchOut that involves more than one PunchOut link. cXML PathRouting enables this functionality. cXML Path Routing allows the order and other subsequentmessages to return to the marketplaces and suppliers involved. All parties involved are notified aboutthe final order.

A common example of PunchOut chaining is a buyer PunchingOut from their procurement applicationto a marketplace solution, and from the marketplace solution PunchingOut to a supplier's website.

Provider PunchOut

Provider PunchOut enables applications or networks to punch out to an application that suppliesservices to the originating application, such as credit card validation, user authentication, or self-registration.

As well as connecting to a supplier's own PunchOut site, PunchOut allows a buyer to connect to 'verticalportals'. Vertical portals, sometimes called vortals, are gateways or portals to information related to aparticular industry such as health care, insurance, automobiles, or food manufacturing.


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4.2.1 PunchOut Requirements for Suppliers

The term supplier in the context of PunchOut can cover more than the traditional definition of the word.PunchOut is a flexible solution capable of transmitting data about virtually any kind of good or service fromany kind of supplier, distributor, or manufacturer.

Goods and services that can be provided by PunchOut include:

Travel services - direct from the travel carrier or travel agencyComputers direct from a manufacturer or resellerPharmaceuticals from a wholesalerOffice supplies from a distributorContract services from a temp agency

The supplier may already have a website capable of hosting content and creating shopping baskets - an'eCommerce' or 'transactive' website. If so, the supplier needs to consider both its business practices andtechnical resources when deciding to implement PunchOut.

Business Issues

Suppliers should consider the following:

Does the supplier sell goods/services on its website? If yes, does the supplier offer customer-specific content and pricing on this website?Does the supplier’s goods/services fall into one of the categories described in Selecting PunchOut asa Content Delivery Method? (e.g., books, computers, services, etc.)Does the supplier’s goods/services have "content challenges" such as those described in SelectingPunchOut as a Content Delivery Method? (e.g., configurable items, regular updates, etc.)

If the answer to any of the above questions is yes, PunchOut might be appropriate for the supplier’sorganization.

Buyer-side Issues which may affect your PunchOut implementation

Suppliers should also consider the following issues as they may affect your ability to implement PunchOut:

Buyers need to have a consistent line item identifier so they can perform accurate spend analysis ona like-for-like basis. For example, a buyer may purchase photocopy paper from more than onesupplier. The buyer will need to be able to group purchases of photocopy paper together so they canreview how their spend for budget, financial, or other internal reporting requirements. Toaccommodate this, the UNSPSC code is used on the ProcServe Trading Network to provide acommon identifier for all goods and services that are purchased. When you return your cXML PunchOutOrderMessage you will need to include the UNSPSC code for all line items in yourcustomer's shopping basket.ProcServe uses the DUNS number as the unique organisation identifier for both suppliers and buyers. If you use another identifier for your customers, you may need to create a mapping table so that youcan display the correct prices for your customers. In the case of schools using the OPEN and xchangewales eTrading for Schools marketplaces,ProcServe also provides the individual school LEA number as an additional identifier. The LEAnumber is 7 digits long, comprised of the Local Authority (the first 3 digits) and individual schoolnumber (the last 4 digits). If you have regional or Local Authority specific pricing, you may need tocreate a mapping table to link the individual Local Authority to this pricing table.


© 2011 ProcServe


Technical Issues

Suppliers must meet the following technical requirements:

Reliable internet connection - the web server and Internet connection must be reliableCompetent website administrators - the PunchOut website and supporting applications may requireperiodic maintenance as the supplier’s goods/services change, so the supplier needs personnel tokeep the PunchOut infrastructure up to dateSupport for basic transactions - PunchOut websites do not need to support all cXML functionality, butthey must support the following:

Profile Transaction PunchOutSetupRequest PunchOutSetupResponse PunchOutOrderMessage

Suppliers should also be aware that if they provide an index file (either by an Excel spreadsheet or BMECatfile) that the index file may need to be refreshed to reflect any updates to the PunchOut site.


The length of time it takes to implement PunchOut depends greatly on the existing capabilities of thesupplier's infrastructure and knowledge of cXML / XML. It typically takes up to 4 weeks to make an existingeCommerce website that is able to support shopping baskets PunchOut capable. Making a non-eCommerce website PunchOut capable can take up 8 weeks. In addition to this, approximately two weeksshould be allowed for Service Provider testing to ensure the required PunchOut messages are correctlytransmitted between all parties.


© 2011 ProcServe

Providing PunchOut Content

4.3 Providing PunchOut Content

There are two "levels" of providing content by PunchOut.

Level 1 is the traditional method whereby a buyer clicks on an icon or goes to a drop-down list to activatethe PunchOut link to a supplier's PunchOut site. However, items on the suppliers PunchOut site are notsearchable from within the eProcurement solution because they are external to the search engine.

Level 2 PunchOut was created to eliminate the disadvantages of non-searchable items hosted on asupplier's PunchOut site. It allows the buyers and suppliers to have best of both worlds: a combination ofsearchable items with the advantages of PunchOut content. Level 2 PunchOut allows buyers to use asingle search engine for approved content from many suppliers while at the same time having access to thelatest price and availability information, regardless of where the content is hosted.

This means suppliers don't have to decide between providing a hosted (internal) catalogue or PunchOut site(external catalogue). Now they can provide a simple hosted catalogue (an Index file) that links to theirPunchOut site where further and more detailed information can be provided.


© 2011 ProcServe


4.3.1 Level 1 PunchOut - Standard Procurement PunchOut

Level 1 PunchOut is standard Procurement PunchOut.

When the buyer is shopping in their procurement or marketplace solution, they click on an icon whichrepresents the supplier's catalogue and activates a link to the supplier's PunchOut site. In some solutions,the buyer will click on a drop-down list of suppliers from a list of "external catalogues" to activate thePunchOut link.

These PunchOut catalogues/links are referred to "external catalogues" because they are hosted outside ofthe buyer's eProcurement solution. Because they are hosted outside of the buyer's eProcurement solutiontheir content cannot be searched from within the buyer's eProcurement solution. This means that contenthosted on a supplier's website will not appear in the search engine for the eProcurement solution. Thesupplier is reliant on the buyer knowing how to access their PunchOut site.

See "Example PunchOut Content" for an example of Level 1 PunchOut


© 2011 ProcServe


4.3.2 Level 2 PunchOut - Indexed Procurement PunchOut

If a buyer is to find items from a supplier's PunchOut site in eProcurement solution's search engine, thesupplier must provide an index file. This is called Level 2 PunchOut, or Indexed Procurement PunchOut. Itcreates a link from within the eProcurement solution's search engine to the supplier's PunchOut site.

The Index file can be provided as an Excel spreadsheet such as the ProcServe Catalogue Builder or as aBMECat file, if the supplier is able to generate a BMECat file from their back office system. The Index filecan be as simple as a single line with keywords describing the goods/services the supplier offers so thesekeywords can be found in the search engine along with a link to the supplier's PunchOut site homepage, orit can be as detailed as the entire catalogue of goods/services offered by the supplier with links to theindividual line items on the suppliers PunchOut site so that each individual item offered by the supplier willbe found in search engine.

Level 2 PunchOut allows suppliers to set up PunchOut at "store”, "aisle" or "shelf" level. This means that ifa buyer searches for a supplier's goods/services in the eProcurement search engine, clicking on that itemwill take the buyer to the homepage on the PunchOut site (store), the "department" for that item (aisle), ordirectly to that item (shelf).

Store Aisle Shelf

useful if selling one categoryof good/service with limiteditems

example, contracted to sellonly photocopy paper ofvarious sizes

useful if selling manycategories of goods/services

example, contracted to sellan entire range of officesupplies

useful if selling one categoryof good/service with manyitems

example, contracted to sell arange of paper supplies only

useful if the supplier wants totake the buyer to thehomepage to start shopping

useful if the supplier wants toshow the full range of itemsavailable for the commodity

useful if the supplier wants totake the buyer directly to thespecific item

Providing an Index File

To provide an Index file, the supplier needs to ensure the following fields are completed in the ProcServeCatalogue Builder:

PUNCHOUTLEVEL: This is the ArticleExtension field which indicates the PunchOut level performed whenclicking on the item in marketplace and PunchingOut to the supplier’s store. Supported values are "store",“aisle”, “shelf”.

ITEMID: Specifies the Item ID used for the XML element <SupplierPartID> of the <SelectedItem> area inthe PunchoutSetupRequest XML sent to the supplier’s store. This field is only relevant when PunchOut isnon-store level.


© 2011 ProcServe


ITEMAUXID: Specifies the item auxiliary id used for the XML element <SupplierPartAxuiliaryID> of the<SelectedItem> area in the PunchoutSetupRequest XML sent to the supplier’s shop. This field is onlyrelevant when PunchOut is non-store level.

Please see "Technical Guidance for PunchOut" for details of where you can find technical cXMLdocumentation.


© 2011 ProcServe


4.3.3 Example PunchOut Content

Because PunchOut content is hosted outside of the ProcServe Trading Network on the supplier's ownwebsite, PunchOut content is selected via the "External Catalogues" list (see Level 1 PunchOut, Chapter13) . From the marketplace the buyer clicks on the External Catalogues list to view the list of PunchOutsites available to the buyer's organisation. When the buyer selects the required supplier the PunchOutsession is initiated.

Once the buyer selects the required supplier from the drop-down list the PunchOut session is initiated

When the PunchOut session is initiated the buyer views content in the supplier's environment. Thesupplier's website will have it's own search functionality allowing the buyer to browse for goods / services asrequired. Depending on the capability of the supplier's website, the buyer may be able to store favouritesand shopping lists. As part of the PunchOut session ProcServe passes certain details about the buyer andthe buying organisation to the supplier ensuring that the correct range of goods / services are displayed atthe correct price.

As the buyer browses the supplier's website, goods / services can be added to the shopping basket.


© 2011 ProcServe


In the supplier's website the buyer can browse for goods / services and add them to the shopping basket

When the buyer has finished shopping on the supplier's website the goods / services in the shoppingbasket can be reviewed. Items can be edited, such as increasing or decreasing the quantity, or removedfrom the shopping basket. The buyer can also choose to continue shopping and add more items to theshopping basket.

Items in the shopping basket can be reviewed


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Once buyer has finished shopping, clicking on "Check Out" (or equivalent) will return the buyer and theirshopping basket to the ProcServe environment. The items will be added to the buyer's shopping basket. The buyer can choose to continue shopping from other suppliers in the marketplace, including otherPunchOut suppliers, adding more items to the shopping basket or submit the shopping basket for approvalby click on "Send Order". Prior to sending the order for approval the buyer can also delete items from theshopping basket, including items that were added from a PunchOut site.

The buyer can review the shopping basket to edit or delete items, or continue shopping and add new items


© 2011 ProcServe


4.3.4 Restricting PunchOut Content

Because PunchOut content is hosted on the supplier's website, it is the supplier's responsibility to ensurethat the pricing, descriptions, and items displayed are correct. Hosted content is controlled by the buyer,not so with PunchOut content.

Ideally your PunchOut configuration will allow you to restrict the content viewed by your customers toindividual organisations. This allows for contracts with different pricing, and different goods / services, to bevisible to only those organisations which should see them. Additionally you may need to restrict access tothis content to a limited number of users.

As part of the PunchOutSetupRequest message, ProcServe will identify the organisation that the buyer iscoming from. We use the DUNS number as our organisational identifier for both supplier and buyerorganisation. We will also tell you name of the marketplace to which the buyer organisation belongs.

<Header><From>

<Credential domain="Name"><Identity>OpenMarketplace</Identity>

</Credential></From><To>

<Credential domain="DUNS"><Identity>739945439</Identity>

</Credential></To><Sender>

<Credential domain="DUNS"><Identity>237031612</Identity> <SharedSecret>OKLetsGo</SharedSecret>

</Credential><UserAgent>Heiler Software AG, Business Catalog 5.5.00.00</UserAgent>

</Sender></Header>

If you need individual user details we can provide those as part of the operation details of thePunchOutSetupRequest message.

With the details we provide, you will need to refer these details to a lookup table to ensure you direct yourcustomer to the correct content.


© 2011 ProcServe

Is PunchOut for Me?

4.4 Is PunchOut for Me?

Suppliers want to control the way their customers view their goods/services because presentation is criticalto their sales process. Similarly, buying organizations want to make content easily accessible andsearchable to ensure high contract compliance. The two parties, therefore, must mutually agree the bestcontent delivery method for the goods/services being purchased.

The following should help you to determine if PunchOut is a suitable content delivery method for yourorganization:


Does your company have a website?

If yes, does it support shopping baskets? (i.e., can people buy things on it)

Do you supply goods/services which:

are configurable?

are regularly updated? (new editions, revised pricing, etc.)

have many associated items? (mandatory or optional)

have dynamic pricing?

variable attributes (business cards, stationery, etc.)

Is your Internet Service Provider reliable and your related systems stable?

Is your IT team familiar with cXML/XML?

Reviewing 'Selecting PunchOut as a Content Delivery Method' in the 'About PunchOut' section will also beof assistance.

eProcurement is not meant to replace the normal commercial discussions you have with your customers,but rather seeks to automate the 'paper trail' associated with traditional procurement methods. It isimportant that you have an active, open dialogue with your customers to ensure you have a Content DeliveryMethod which accommodates both your needs.


© 2011 ProcServe

Technical Guidance for PunchOut

4.5 Technical Guidance for PunchOut

The first step to becoming PunchOut enabled is to understand XML. For an explanation of XML along withtechnical guidance on XML/cXML messaging, protocols, and how to transmit XML, as well as technicalrequirements please familiarize yourself with the documents on these webpages:

http://www.procserve.com/documents/cXMLDocumentation/


ProcServe cannot provide detailed technical assistance on how to configure your specific website orspecific guidance on what upgrades / technical requirements you will need, but we can offer some generalguidance.

Contact Details

Please note that ProcServe cannot provide support for your own website or back office systems but we canprovide support to testing PunchOut connectivity with ProcServe. In the first instance please contact theProcServe Service Desk at 0845 604 2328 or by email at [email protected].

If technical assistance is needed, we may be able to support your needs as a chargeable, Value AddedService.

http://www.procserve.com/documents/cXMLDocumentation/


Documents

Supplier Content Options Guide