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Catalogues

With simple system, you can make your product range available flexibly as an electronic catalogue. You can assign one or more catalogues to a customer. It is also possible to make a single catalogue available to multiple customers at the same time.

Table of contents

 

 Important: Before you can upload a catalogue, your mandatory DAC7 data must be fully completed. If the DAC7 information is incomplete, the ability to upload a catalogue is blocked. My Company: DAC7 Information 


Basic terms

The following terms are used in connection with catalogue provisioning:

  • Catalogue file
    A file generated in XML format according to the BMEcat standard
  • Catalogue file name
    The name of the file you have prepared for upload to the platform
  • Catalogue
    The catalogue that is created on the platform after the file has been uploaded
  • Catalogue name
    The name of the catalogue within the platform. It is required for unique identification and customer assignment and can be defined independently of the file name.
  • Partner catalogue
    A catalogue that you have assigned to a connected partner customer. Only this partner customer can see the content from this catalogue. 
  • Public catalogue
    A catalogue that you have defined as public. In principle, all purchasing companies can access this catalogue and order from it.

 

Supported formats and requirements

Catalogues can be provided in two ways.

  • BMEcat catalogue
    Supported versions:
    BMEcat 1.2
    BMEcat 2005
  • OCI Punch Out
    Supported version: OCI 4.0

OCI is a chargeable jump to and back from your eShop via the Open Catalog Interface and must be activated in advance.


Technical framework conditions

  • maximum file size for catalogues: 1 GB
  • Provision as a CSV file is not possible

If your system cannot generate a BMEcat catalogue, you can create a BMEcat catalogue from an Excel file using a free converter. You can find the corresponding instructions in a separate help article.



Uploading catalogues

The upload can be done in two ways.

  • Manual upload via the vendor portal
    You upload the catalogue file directly in the "Catalogues" section of your vendor account.
  • Automatic upload via FTP
    Alternatively, catalogues can be transferred automatically to an FTP server provided by simple system.

You can find your individual FTP access data in the vendor account under:
Catalogues → Automatic upload 



Naming and identifying catalogues

Certain naming rules apply so that catalogues can be processed correctly and price lists assigned where applicable.

First-time upload via the portal

When uploading a catalogue file (.xml or .zip) for the first time:

  • you assign a catalogue name on the platform
  • the file name of the catalogue file initially plays no role
  • the newly created catalogue appears under "Unassigned catalogues"

In order for the catalogue to be used, it must then be assigned to one or more customers.

First-time upload via FTP

When a catalogue is uploaded via FTP for the first time:

  • the catalogue name automatically matches the file name
  • the file extension is removed

The catalogue name can only be renamed later via the portal.



Updating existing catalogues

If you update a catalogue, your customers are not automatically notified about it. 

Update via the portal

When updating a catalogue via the portal, the following applies:

  • the existing file is completely replaced
  • the new file name is displayed in the portal
  • the catalogue name remains unchanged

The name of the uploaded file plays no role in the update.

Update via FTP

The following applies when updating via the FTP server:

  • the new file replaces the existing file
  • the file name must be exactly identical

If the file name differs:

  • no update is performed
  • instead, an additional new catalogue is created, which is not assigned to any customer.



Important notes on processing

The following basic rules apply when providing catalogues.

  • Only complete catalogues can be processed
  • The newly uploaded catalogue always replaces the previous one
  • Updating individual items is not possible

Special features of ZIP files

If you provide catalogues as a ZIP file:

  •  for FTP updates, the name of the ZIP file is decisive 
  •  not the name of the XML file it contains 
  •  a ZIP file may contain a maximum of one catalogue file 
  •  it must not contain any folder structures 



Pricing logic

Prices can either be included directly in the catalogue or provided via a separate price list. The platform uses the following logic.

No price list available

  • Prices are taken from the catalogue

Price list available

  • Prices are used from the price list

Price list contains fewer items

  • Items in catalogue and price list → price from the price list
  • remaining items → price from the catalogue

Multiple price sources

If several catalogues or price lists are assigned to a customer:

  • the best-price logic applies
  • the lowest price from the dominant source is displayed

Use of the price web service

If the price web service is used:

  • Prices are retrieved exclusively via this service in real time
  • Conflicts between multiple price sources do not occur

Public and closed catalogue at the same time

If a public catalogue exists in the open marketplace and, at the same time, a closed catalogue exists in the partner marketplace:

  • the closed catalogue takes precedence
  • assigned price lists also take precedence

This means:

  • Customers always see the prices from the closed area
  • even if these are higher than in the open marketplace



Activation of catalogues

Catalogues are automatically processed after upload.

The following applies:

  • the upload is initially placed in a queue
  • after successful processing, the catalogue is activated
  • the prerequisite is that the catalogue is assigned to a customer

In the portal, you can see at any time:

  • the current processing status
  • when the catalogue went live



Customer assignment

If you reassign a catalogue, your customers are not automatically notified about it. 

In order for a catalogue to be used by a customer, it must be assigned to that customer.

On first-time upload:

  • a customer assignment is mandatory

On an update:

  • existing customer assignments are retained

For more information, see the article Help with customer assignment.

Catalogue overview
The catalogue area has five tabs: Unassigned, Partner catalogues, Public catalogues, OCI catalogues and Deactivated catalogues. If you click Unassign this catalogue, no customer can order from it any more, including those it is assigned to currently. 



Deactivated catalogues

In the catalogue area, the tab Deactivated catalogues is always visible. A catalogue is deactivated automatically when it has not been assigned to any customer for more than 30 days. Customers can no longer order from it.

To use it again, open its menu, click Reactivate and confirm with Reactivate catalogue?. In the menu you can also Rename, Download catalogue import report, Download catalogue and Delete the catalogue.


FAQ

Which catalogue formats are supported?
BMEcat 1.2, BMEcat 2005, and OCI Punch Out version 4.0.

Can I upload a catalogue as a CSV file?
No, CSV files are not supported. You can create a catalogue from an Excel file using our catalogue generator . 

Can I update individual items?
No. Only complete catalogues can be processed.

What happens if I use a different file name for the FTP update?
Then no update is performed. Instead, an additional new catalogue is created.

What do I need to consider with ZIP files?
A ZIP file may only contain one catalogue file and no folder structure.

When does a catalogue become active?
After it has been processed and assigned to a customer.



Video guide




Need help?

Do you have technical questions or problems uploading catalogues? Our technical support team will be happy to help.

Email: support@simplesystem.com
Phone: +49 (0) 89 / 998 2987 00

Phone support hours
Monday–Thursday: 8:00 AM–4:00 PM
Friday: 8:00 AM–3:00 PM