User Guide on SSP Import

Created by Surya Boddu, Modified on Tue, 2 Apr, 2024 at 2:35 PM by Surya Boddu

Overview

The introduction of the Mapper File Import feature has revolutionized the process of taking accounts live on ONDC. Previously, account creation and catalog setup involved manual steps, but now, with Mapper File Import, the process has become simpler and more efficient. This feature allows for direct import of product catalogs into SSP Account, eliminating the need for manual data entry. It streamlines the account setup process, facilitates mapping of client files with the system catalog, and enables easy updating of inventory and pricing information. Additionally, a "Missing EAN Code Items" report and notification system have been implemented to track and manage unrecognized EAN codes during file imports. This new feature saves time, reduces manual effort, ensures data accuracy, and enhances the overall account creation experience on ONDC.

How were we taking account live on ONDC previously?

Previously, in order to take accounts live on ONDC, we followed a manual process. It began with the account creation step, where we either imported a client's sheet or utilized the master catalog to create a product catalog. Subsequently, we would create a sheet that included the item name and category, which we would then export to the client.

At times, the image section of the product catalog was left empty, which meant we had to request the client to send us a picture of the product to be uploaded. We would then resize the image to fit the catalog. Once the product images were ready, we would export a sheet to fill up the inventory and stock adjustments.

Overall, the process of creating an online account using product catalogs was time-consuming and required a fair amount of manual effort. However, with the introduction of Mapper File Import, the process has become much simpler and efficient. This innovative tool has enabled us to streamline the account creation process by allowing us to directly import the product catalog into SSP Account, thus reducing the need for manual effort and saving time. Furthermore, Mapper File Import has made it easier for us to upload product images and adjust their sizes as needed.

Mapper File Import

This guide will provide a step-by-step explanation of how to efficiently update inventory and pricing information using the Mapper File Import feature in SSP Account. It will cover the process of creating an account, setting up an outlet, importing a client's inventory file, mapping the file with the system catalog, and updating inventory and prices.

Use the below provided link to access one of the SSP accounts for Single Outlet

https://mappertest.test.myenstore.com/admin/

Use the below provided link to access one of the SSP accounts for Multiple Outlet

https://meghanafoods.test.myenstore.com/admin/

When creating an account for the first time, whether it involves a first-time import or catalog setup, please follow these steps:

Step 1: Set-up the account

Step 2: Set-up the Outlet

Step 3: Mapper File Import

Once the account and outlet have been set up, the next step is to map the file imported from the client with the system catalog. To do this, follow these instructions:

Access the dashboard and navigate to the Business module.

Select the specific Outlet that needs to be mapped.

Click on the outlet settings and choose the Edit option to update the inventory.

The client's file should contain the actual Item Names, Barcodes, Stock Levels, and Pricing Information. Typically, this information is provided in an Excel file or sheet.

The system catalog, known as the Master Catalog, includes item EAN codes, stock levels, and price details.

When the client sends the Inventory File, import it using the Mapper File option.

Look for the client mapping key in the master catalog or product catalog, based on the file being imported for the first time into the system.

Only the products present in both the Master Catalog and the Client's File will be added to the main catalog. This applies when creating the product catalog items and outlet items.

The categories, groups, and other properties should align with those in the master catalog.

All items with EAN codes will be categorized as inventory items within the system.

NOTE: If the account has several outlets, the product catalog should be added to each outlet for which the file is being imported if any new items are identified when the file is imported for the first time.

Step 4: Inventory and Price Update

After creating the outlet catalog and product catalog, the primary goal is to update the Inventory or Pricing using the mapping file through the import/export process. Here are the steps to update prices in the outlet catalog:

Open the Outlet catalog, Scroll down to locate the Mapper Information section in the pop-up screen.

Enter all the required details in the Mapper Information section.

Click on the Update button to save the changes.

To update prices specifically, follow these instructions:

In the Mapper Information section, select Bt Mapper Key from the drop-down menu.

Choose EAN as the mapping key for the import file.

Use the Barcode from the client's sheet as the import file key.

Enter the stock information in the Stock tab.

Specify the Maximum Retail Price (MRP) in the MRP tab.

Set the B2C Online and POS Price as the Sales Price or MRP.

If necessary, use the Batch Separator field to define the separator characters (such as ":" (colon), "," (comma), "-" (hyphen), or "@" (at symbol)) for differentiating batches or variations of items in the import file.

Batch Separator:

In the context of Barcode or EAN codes that include symbols like comma (,), underscore (_), hyphen (-), at (@), and period (.), a batch separator is a designated character used to differentiate between different batches or variations of items within the code.

For example, let's consider the Barcode or EAN code:

9898989898:1

9898989898:2

9898989898:3

In this case, the colon (:) is the batch separator that indicates each item's specific batch or variant. The numbers after the colon represent different batches or variations of the product with the same base code.

To facilitate the correct interpretation of batch information during the import/export process, a field called Batch Separator is created in the Mapper file. This field allows you to specify the character to be used as the batch separator. By default, the dropdown menu in the Mapper Details tab provides options including colon (:), comma (,), hyphen (-), underscore (_), at (@), and period (.) for selection as the batch separator. This ensures that the system recognizes and handles the different batches or variants appropriately while updating inventory and pricing based on the imported data.

TIPS: "Select the separator symbol to separate the items in the import file to create batch items"

If a file is imported with the barcodes "9898989898:1", "9898989898:2", and "9898989898:3" for three different items, the system will treat them as separate items and generate three instances of the Chocolate 1 Pc product if these barcodes belong to the company.

For example, the generated items would be:

Chocolate 1 Pc with Barcode "9898989898:1"
Chocolate 1 Pc with Barcode "9898989898:2"
Chocolate 1 Pc with Barcode "9898989898:3"

Each item will have its own unique barcode and will be considered as a distinct product in the system. This allows for accurate inventory tracking and management of individual variations or batches of the Chocolate 1 Pc product.

NOTE: In order to indicate specific things, we need also include the EAN code in the unique item validation process, which is now based on the item name Unit UOM. As they all belong in the same group, they should all be allowed.

The items in stores 1 and 2 will be assigned a batch number, indicating that they have unique stock levels and prices and are sold individually.

Step 5: Import

To import items on the outlet window, follow these steps:

Go to the Items tab.
Click on Actions.
Select Import From.

Ensure that you check the following options:

Outlet Item Status tab
Catalog Prices Update
Catalog Item Status

Upload the Excel file containing the item data and click on Import.

Once imported, the items will appear in the main catalog and will be created if the EAN code in the master catalog matches the client's barcode.

If the import from the Master catalog to the Product Catalog has already been completed and there are more than the Minimum Number of Items in the Product Catalog, the matching items will become active, while the rest will become inactive.

Even if there are no items in the account, the item will be displayed in the main catalog if a number of items are imported and they match the client's Barcode with EAN.

To verify the import, go to the Items tab, click on Outlets, and then click on Refresh. Select the outlet for which the mapping has been done, and you will be able to see the updated inventory.

System Side

To ensure that the system notes the details of EAN codes that are not recognized during file imports, the following features can be implemented:

Create a Missing EAN Code Items report in the Master Catalog with the following column specifications and filters:

Date: Apply AM date filtering as the standard.

Status: Provide a drop-down list with the options Pending and Created for LOVs (List of Values).

Allow user search based on the EAN code.

EAN Code: Display the EAN code from the client file that was not found in the master catalog during the file import.

Number of Accounts: Indicate the number of accounts into which this EAN code was imported, such as Chop Serve in 1001 and Chef Bakers in 1002.

Status: Show the status of the item as either Pending (not yet created in the master catalog) or Created (item produced with this EAN in the master catalog).

Date & Time: Display the timestamp of when this EAN code was first found.

Include a Refresh Icon for items in the report that have been created in the master catalog. Clicking the refresh icon will update the item's status to Created.This allows the user to track and update the status of missing EAN code items.

Implement a notification system to notify the Support Executive, Support Manager, and Role Users about the missing EAN items. Send Notifications six times a day at the specified times:

09:00 am
11:00 am
03:00 pm
05:00 pm
07:00 pm
09:00 pm

The notification message can be customized as follows:

"You have <40> Missed EAN items to be created"

Clicking on the notification will display the Missed EAN code table, providing a detailed view of the missing EAN items.

This setup ensures that unrecognized EAN codes are tracked, reported in the Missing EAN Code Items report, and notifications are sent at regular intervals to the relevant users. It allows for easy monitoring, updating of status, and prompt action to create the missing items in the master catalog.

FAQs

Q: What is the purpose of the Mapper File Import feature?

A: The Mapper File Import feature allows for efficient updating of inventory and pricing information by directly importing the client's product catalog into SSP Account. It simplifies the account creation process and saves time by reducing manual effort.

Q: What information should be included in the client's inventory file?

A: The client's inventory file should include the item names, barcodes, stock levels, and pricing information for the products.

Q: What is the Master Catalog, and how does it relate to the client's file?

A: The Master Catalog is the system catalog that contains item EAN codes, stock levels, and price details. When importing the client's file, only the products present in both the Master Catalog and the client's file will be added to the main catalog.

Q: How can I update inventory and prices using Mapper File Import?

A: To update prices, you need to enter the required details in the Mapper Information section and click on the "Update" button. The process for updating inventory and prices is explained step-by-step in the guide provided.

Q: What is a batch separator, and why is it used?

A: A batch separator is a designated character used to differentiate between different batches or variations of items within the barcode or EAN code. It helps in correctly interpreting batch information during the import/export process. The guide provides examples and instructions on how to specify the batch separator.

Q: How can I import the items from the outlet window?

A: To import items on the outlet window, go to the "Items" tab, click on "Actions," select "Import From," and upload the Excel file containing the item data. Make sure to check the relevant options for updating the outlet item status, catalog prices, and item status.

Q: How can I track missing EAN codes and receive notifications?

A: The system has a "Missing EAN Code Items" report in the Master Catalog, which displays EAN codes not found in the catalog. Additionally, notifications are sent at regular intervals to the Support Executive, Support Manager, and role users, informing them about the number of missed EAN items. Clicking on the notification will display the detailed "Missed EAN code" table.