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18 Consolidate Product and Service Master Data: Manage Import Batches

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This chapter contains the following:

Create Item Import Batches

Manage Item Batch Details

FAQs for Import Batch

Item Import Using Import Maps

Creating Import Maps: Worked Example

Create Item Import Batches

Item Batches: Overview

Use item batches to import sets of item data including items, structures and pack hierarchies, trading partner item references, and category assignments from multiple product source systems.

The following options are available for item batches:

  • Import options for item batches let you schedule the batch loads and specify policies for governance, new item requests, and product changes.

  • Data quality options for item batches let you classify, standardize, and match item data to ensure clean, consistent data during batch import.

You can add and modify item data to batches using a spreadsheet interface or industry standard open interface tables.

Item Batches: Explained

Create item batches to import sets of item data including product structure and pack hierarchies from multiple product source systems.

Item Batch Definition

When you create a new item batch definition, you select a target organizationthen specify the product source system and data quality options. You can also modify the import batch option settings.

  • The product sources system determines what data quality options are available and the default settings for batch options. You can modify the batch option settings when you create a new item batch.

  • Data quality options determine matching and standardization rules for an item batch to cleanse product data during batch import.

  • Item batch options let you schedule batch loads, specify product structures and packaging hierarchies, and policies for new item requests and change orders.

Adding Items to an Item Batch

You can add items to the item batch after the definition has been saved.

There are two ways to import items:

  1. Excel spreadsheet: Enter item information in the downloaded template and upload.

  2. Interface tables: Enter item information in the interface tables and import.

Items can be added via Excel by navigating to either of the following pages and selecting Add Items to Batch from the Actions menu:

  • Manage Item Batch page

  • Edit Item page

The following objects are available to import:

  • Items

  • Structures and Packs

  • Trading Partner Item Relationships

  • Category Assignments

  • GTIN Relationships

  • Item Cross-References

  • Related Items

  • Trading Partner Items

Note

If you select Items as the object to be imported, then the item class you specify determines which import formats are available.

An import formats identify the base and user-defined attributes in an item class that are imported into the application using a spreadsheet.

The import format you specify determines which spreadsheet is downloaded and which columns are included.

Item Batch Options: Explained

Use item batch options to set the schedule of the import, define the default structure and pack options and manage the creation of new item requests and change orders for items being imported.

Item batch options are defined and associated with product source system definitions. When you specify a source system in an item batch definition, the import options associated with the source system are included as default settings in the new item batch definition.

You can modify these settings when you create a new item batch or edit an existing definition.

Depending on the type of item being imported, you can specify item batch options in one or more of the following areas.

  • Import and scheduling

  • Structures and packs

  • Change orders

  • New item request

For external batches, data quality options are determined by whether the product source system is PIM or non-PIM. For internal batches, data quality options are determined by the PIM product source system.

Item Batch Data Quality Options: Points to Consider

You can specify data quality options when defining a source system or through an import batch definition by selecting Check data quality. Items being created in the Oracle Fusion Product Hub go through the data quality check automatically, while items that are updated using batches must have the data quality check initiated manually. The cleansing process classifies the item, standardizes the attributes and identifies any matches or duplicates that may exist in the product hub. The matching is based on match rules defined in Oracle Product Data Quality.

Check Data Quality Option

The options that are available when you Check Data Quality are determined by the data source.

  • If the items are being created or updated from a third party source system, then the following options are available.

    • Confirm single matches

    • Confirm unmatched as new item

  • If the items are being created or updated in Oracle Fusion Product Hub, then the following single option is available

    • Confirm unmatched as new item

Confirm Single Matches Option

The behavior of the Confirm single matches data quality option is determined by the data source.

  • If items are being created from a third party source system and are imported manually, the following behavior results:

    • Single matches appear on the Confirm tab.

    • Multiple or no matches appear on the Unconfirmed tab.

    • If Confirm Single Matches is not selected, then all items will appear on the Unconfirmed tab.

  • If items are being created from a third party source system and are imported during data load, the following behavior results:

    • Single matches appear on the Imported tab.

    • Multiple or no matches appear on the Unconfirmed tab.

    • If Confirm Single Matches is not selected, then all items will appear on the Unconfirmed tab.

  • If items are being updated from a third party source system and are imported manually, the following behavior results:

    • If a cross-reference exists, then no data quality check is performed, and the items appear on the Confirm tab.

    • If Confirm Single Matches is not selected, a cross-reference exists, and no data quality check is performed, then the items appear on the Confirm tab.

  • If items are being updated from a third party source system and imported during data load, the following behavior results:

    • If a cross-reference exists, then no data quality check is performed, and the items appear on the Import tab

    • If Confirm Single Matches is not selected, a cross-reference exists, and no data quality check is performed, then the items appear on the Import tab.

Confirm Unmatched As New Item

The behavior of the Confirm single matches data quality option is determined by the data source.

  • If items are being created from a third party source system and imported manually, the following behavior results:

    • Items with no matches appear on the Confirm tab

    • Items with single or multiple matches appear on the Unconfirmed tab

    • If Confirm unmatched as new item is not selected then all items will appear on the Unconfirmed tab.

  • If items are being created from a third party source system and imported during data load, the following behavior results:

    • Items with no matches appear on the Import tab

    • Items with single or multiple matches appear on the Unconfirmed tab

    • If Confirm unmatched as new item is not selected then all items will appear on the Unconfirmed tab.

  • If items are being updated from a third party source system and imported manually, the following behavior results:

    • If a cross-reference exists, then no data quality check is performed and the items appear on the Confirm tab

    • If Confirm unmatched as new item is not selected then and a cross-reference exists, no data quality check is performed and the items appear on the Confirm tab.

  • If items are being updated from a third party source system and imported during data load, the following behavior results:

    • If a cross-reference exists, then no data quality check is performed and the items appear on the Import tab

    • If Confirm unmatched as new item is not selected then, if a cross-reference exists, no data quality check is performed and the items appear on the Import tab.

  • If items are being created or updated from the Fusion Data Hub and imported during data load, the following behavior results:

    • Items with no matches appear on the Import tab

    • Items with single or multiple matches appear on the Unconfirmed tab

    • If Confirm unmatched as new item is not selected then all items will appear on the Unconfirmed tab.

  • If items are being created or updated from the Fusion Data Hub and imported manually, the following behavior results:

    • Items with no matches, single matches, or multiple matches appear on the Unconfirmed tab

Item Batch Import and Scheduling Options: Explained

Item batch import and scheduling options let you set the schedule of the import, specify item cross-references imports, and specify a versioning policy.

Cross-References Only

If you select Cross-References Only, then no source system data is imported. A cross-reference of the source system item is created with a matched, new, or cross-referenced item in the Oracle Fusion Product Hub.

Note

If the source system specified in the item batch definition is Product Information Management Data Hub, then the Cross-References Only option is not available.

If you select Cross-References Only, then item batch options for new item requests and change orders are not available. However, options can be set for structures and packs.

Schedule

Determine when the data specified in the item batch will be imported.

  • On Data Load: Import process is run immediately at the time of data upload

  • Manually (default): Lets you import the data at a later time.

  • Specify Date and Time: Lets you specify the date and time to import the confirmed items or structures in the item batch

Version Policy

Specify how versioning is handled for items under version control that are being imported.

  • Merge Draft: Enables the item to be merged with an existing draft version of the item.

    If the item being imported is locked by another user, then you cannot merge item data that is versioned. If the data that is not versioned, then it will be imported.

  • Bypass Draft: Enables a new item version to be created at data load. Any changes in the draft version are not included in the new version.

    If the item being imported is locked by another user, then you cannot create a new version, and item data that is versioned will not be imported. If the data that is not versioned, then it will be imported.

Item Batch New Item Request Options: Explained

Item batch new item request options let you create new item requests or add to existing new item requests when importing items or structures.

The following are the basic new item request options:

  • One per Item

  • One per Item Class

  • One per Item Batch

For all new item request options, those items associated with rules that require approval for changes will be added to the new item request. If desired, you can specify to add all imported items to the new item request.

If you choose One per Item Class then indicate whether to create a new item request or add to an existing one.

Item Batch Change Order Options: Explained

Item batch change order options let you create change orders or add to existing change orders when importing items or structures.

The change order option lets you control the number of new change orders that the batch import will generate:

  • One per Item

  • One per Item Class

  • One per Item Batch

For all change order options, those items associated with rules that require approval for changes will be added to the change order. If desired, you can specify to add all imported items to the change order.

If you choose One per Item Batch then indicate whether to create a new change order or add to an existing one.

Item Batch Structure and Pack Options: Explained

Item batch structure options let you specify a defined item structure, how structure effectivity is controlled, and which structure components are updated. The item batch pack option lets you specify which pack components are updated.

Structure Effectivity Control

The following controls determine when changes to product structure components become effective:

  • Date: Effectivity on a specified date

  • Model Unit Number: Effectivity based on unit number

  • Serial: Effectivity based on the serial number assigned to each unit of an item

Structure and Pack Update Option

You can select to update only those pack or structure components that have changed, or you can update all of them.

Manage Item Batch Details

Intrabatch Items in Item Batches: Explained

As part of the data quality check process, duplicate items that are being uploaded from the source items are identified. These duplicate items are displayed on the Intrabatch page organized into groups of similar source system items.

Compare the items in each group and take one of the following actions on them:

  • Include: The item will be included in the Oracle Fusion Product Hub.

  • Exclude: Excludes this item from this import and all subsequent imports.

    The next time the same item data is uploaded within a batch, it appears in the Excluded tab for that batch.

  • Cross Reference: Establishes a cross reference between the source system items. This source item appears on the Cross-Referenced tab.

  • Switch: Interchange the source system item top node with a selected child node.

Intrabatch Items and Cross-References in Item Batches: Example

This example shows the relationship between the items being imported that are identified as intrabatch items and how they are cross referenced among themselves and with a new item being created.

Scenario

Three new items from the source system named Item A, Item B, and Item C are uploaded into an item batch. This is the first time items are being uploaded from this source system.

As part of the data quality check process, duplicate items that are being uploaded from the source items are identified. These duplicate items are displayed on the Intrabatch page organized into groups of similar source system items, so Item A, Item B, and Item C are grouped together.

On the Intrabatch page, you can take action to include Item A, cross reference Item B and exclude Item C before submitting the batch.

When the batch is processed, no matches are found. Before the items are imported, the Item Batch Details page will include the following information:

Item A appears on the Confirmed tab because the batch option is set to confirm no matches as New.

Item B appears on the Cross-References tab showing: the cross-reference of Item B to Item A as a result of the intrabatch data quality check

Item C appears on the Excluded tab.

On import, a new item in the Oracle Fusion Product Hub named Item D is created for the Item A source system item and the cross references are established.

The Cross References tab will now show the following: cross references of Item D to Item A and Item D to Item B.:

The intrabatch cross reference of Item B to Item A is recalculated against the new Item D in Oracle Fusion Product Hub.

Unconfirmed Items in Item Batches: Explained

On the Unconfirmed tab, you manage the results of the data quality and item matching checks performed on the items in the batch and take appropriate action.

Data Quality Results

Data quality results for each item are:

  • Classification: Classifies the item and also assigns it to catalog categories.

  • Standardization: Standardizes the attribute values of the item.

  • Matching: Checks for duplicates in Oracle Fusion Product Hub.

Matching Results

There are the three matching result types:

  • Multiple Match: There is more than one match found for the source item in Oracle Fusion Product Hub.

  • Single Match: There is only one match found for the source item in Oracle Fusion Product Hub.

  • No Match: There are no matches found for the source item in Oracle Fusion Product Hub.

Matching Actions

You can review and specify a match action for each unconfirmed item:

  • Confirm: Matches the source item with an existing item in Oracle Fusion Product Hub.

  • Exclude: Excludes this item from this import and all subsequent imports.

    The next time the same item data is uploaded within a batch, the item data appears on the Excluded tab for that batch.

  • Ignore: Temporarily excludes this item from import.

    The next time the same item data is uploaded within a batch, the item data appears on the Excluded tab for that batch.

  • New Item: Confirms that a new item must be created during import for this source item in Oracle Fusion Product Hub.

Managing Unconfirmed Items

You can also perform the following tasks on the Unconfirmed tab.

  • You can modify the item information that appears on the Unconfirmed tab and add more items by selecting Manage in Spreadsheet from the Action menu or by clicking the Manage in Spreadsheet icon to download an item information spreadsheet.

  • If an unconfirmed item is associated with a structure or pack, you can click the icon in the Structure or Packs column to display structure and batch details.

    You can modify structures or packs by clicking Manage in Spreadsheet and selecting the appropriate template to download.

Update and then upload the spreadsheet to incorporate your changes.

Click Check Data quality to perform additional data quality checks after making changes to unconfirmed items.

Confirmed Items in Item Batches: Explained

On the Confirmed tab, you manage items that have been matched and confirmed using matching rules along with new items in the batch.

Confirmed Item Types

Confirmed item types:

  • Cross-Referenced: A cross-reference with an item in the Fusion Product Hub will be created during import

  • Matched: The match selected for the item is confirmed

  • New Item: A new item will be created during import for this item in the Fusion Product Hub

Matching Actions

You can review and specify a new match action for each confirmed item:

  • Unconfirm: Move the item to the Unconfirmed tab for further updates.

    Note

    You can also unconfirm a cross-reference. Once you do this, the item moves to the Unconfirmed tab with no match. When you find a new match for the unconfirmed item, the status for that matched item becomes a single match. Upon import, the existing cross-reference is end-dated and the new cross-reference is created with a start effective date equal to the import date.

  • Confirm: Match with an existing source item in the Fusion Product Hub

  • Exclude: Excludes this item from this import and all subsequent imports.

    The next time the same item data is uploaded within a batch, it appears in the Excluded tab for that batch.

  • Ignore: Temporarily excludes this item from import

    The next time the same item data is uploaded within a batch, it appears in the Excluded tab for that batch.

Confirmed Item Detail

The following detailed information is displayed for a highlighted confirmed item

  • Structures

  • Packs

  • Category Assignments

  • Relationships

Importing Confirmed Items

Select Import to import all items into Fusion Product Hub

Structures and Packs in Item Batches: Explained

Review and compare source system product structures and pack components and those in Oracle Fusion Product Hub.

For product structures, you can add or remove attributes to facilitate comparison.

Component Actions indicate if the structure or pack is being added, modified, or deleted.

Use the drop-down list in the Match Action column to confirm, unconfirm, exclude, or ignore the structure or pack.

Relationships in Item Batches: Explained

On the Relationships tab, review the relationships being imported for each of the items on the Confirmed tab (if applicable).

Depending on the data, confirmed item relationships can be organized in up to four areas:

  • Related items

  • Trading partner items

  • Global Trade Identification Number cross-references

  • Cross-references

Related Items

You can review confirmed relationships based on predefined and user-defined relationship types, such as superseded items, substitutes, and complimentary items. Additional item attributes further qualify the relationship and effectivity dates indicate when these relationships are phased in and out.

Trading Partner Items

You can review the relationship of the confirmed item with the trading partner items.

GTIN Cross-References

GTIN cross-references relate confirmed items using the industry standard, enabling tracking and identification of trading partner items.

Cross-References

Cross references identifies items that have been consolidated from multiple source systems into a single master item.

Category Assignments in Item Batches: Explained

On the Category Assignments tab, you can review the catalog category assignments for each of the items on the Confirmed tab.

The category assignments for items displayed on this tab are derived in one of two ways:

  • Data quality classifies an item and it can also assign it to alternate catalog categories.

  • Category assignments are imported for an item by selecting Item Category Assignment when you add items to the batch.

Imported Items in Item Batches: Explained

The Imported tab displays all items that are imported into the Oracle Fusion Product Hub.

Imported Item Details

Besides the detail displayed on each line of the imported item table, you can access more details on item components as follows:

  • New Item Request: Click on the new item request name to go to the New Item Request summary page.

  • Change Order: Click on the change order name to go to the Change Order summary page.

Item Import Status

Each imported item can have one of the following import statuses:

  • Success: The item and all its related entities were imported successfully

  • Partial: The Item was imported successfully, but some of its entities had errors during import

  • Error: The item itself had errors during import

Highlight an item with an import status of Partial or Error to display details.

Updating Imported Items with Errors

You can modify the items that appear on the Imported tab by selecting Export from the Action menu or clicking the Manage in Spreadsheet icon. Correct the data and click Upload in the spreadsheet to apply your changes.

Excluded Items in Item Batches: Explained

On the Excluded tab, you manage the items that are not imported into the Oracle Fusion Product Hub as the result of the data quality and item matching checks performed on the items in the batch

  • The excluded status is retained for an item in future batch imports and the item will be automatically placed on the Excluded tab

  • Items that are marked as Ignored are not import into Fusion Product Hub for that batch only.

  • You can change the statuses of Excluded and Ignored to Unconfirm or Confirm. These items will then be moved to the Unconfirm or Confirm tabs respectively.

Cross-References in Item Batches: Explained

On the Cross-References tab, you can review source system and intrabatch item cross references.

The cross-references for items displayed on this tab are identified in one of following ways:

  • Item batch import and scheduling options let you specify item cross-references imports

    If you select Cross-References Only, then no source system data is imported. A cross-reference of the source system item is created with a matched, new, or cross-referenced item in the Oracle Fusion Product Hub.

  • Data quality checks for duplicates within the source items being uploaded. These duplicate items are displayed on the Intrabatch page, organized into groups of similar source system items. You can establish cross references between selected items on this page and source system items.

    When the batch is processed, the intrabatch cross-reference is converted to a regular cross reference against the new item in Oracle Fusion Product Hub and appears on the Cross-Reference tab.

    This means that if such an item is included in another item batch, it will be considered an update and placed on the Confirmed tab.

Note

You can also unconfirm a cross-reference. Once you do this, the item moves to the Unconfirmed tab with no match. When you find a new match for the unconfirmed item, the status for that matched item becomes a single match. Upon import, the existing cross-reference is end-dated and the new cross-reference is created with a start effective date equal to the import date.

Reject Item Batches: Explained

You can reject an item batch in one of the following ways

  • Highlight an item batch on the search results table on the Manage Item Batches page and select Reject from the Action menu in the search results table.

  • Access the Edit Item Batch page and then select Reject from the Action menu.

Note

You cannot reject an item batches with a status of Completed.

Reassign Item Batches: Explained

You can reassign an item batch to a different user in one of the following ways:

  • Highlight an item batch on the search results table on the Manage Item Batches page and select Reassign from the Action menu in the search results table.

  • Access the Edit Item Batch page and then select Reassign from the Action menu.

Note

You cannot reassign an item batch with a status of Completed.

Note

You can only add items to item batches that are assigned to you.

Item Batch Completion: Explained

Item batches can be completed by navigating to either of the following pages and selecting Complete from the Actions menu:

  • Manage Item Batch page: Search for and highlight the item batch you want to complete.

  • Edit Item Batch page: Search for and access the item batch for editing.

Note

You cannot reassign or reject an item batch with a status of Completed.

FAQs for Import Batch

Can I add items to a batch if it is not assigned to me?

No, you can only add items to item batches that are assigned to you.

Can I delete a batch if it is not assigned to me?

No, you can only delete item batches that are assigned to you.

You cannot delete an item batch with a status of Active.

How do I perform an impact analysis?

To perform an analysis, simulate the conditions by applying all the rules, including those in Draft status.

Item Import Using Import Maps

Item Import Using Import Maps: Explained

Retailers may be required to upload data without using the ADFdi Excel format and suppliers may send product and catalog data as comma-separated values (CSV) or Extensible Markup Language (XML) files. Suppliers may use standard industry formats, such as BMECat or eClass, or others. Users need to onboard or upload the data provided by suppliers into Oracle Fusion Product Hub.

The following is an overview of the actions that can be performed when importing items using import maps.

Bring in data in XML format directly through an import batch without having to reformat it.

  • Upload item data in XML format directly to an import batch. The data will be processed and placed in interface tables before being imported into Fusion Product Hub.

  • When uploading the XML file, map the elements of the XML file to the Product Hub data columns to facilitate moving the data into interface tables.

  • Preview the data from the XML file after mapping the XML elements to the Product Hub data columns.

  • Save the mapped data columns to be reused later for another data upload.

  • Optionally, link saved maps to suppliers so only relevant maps are used by suppliers.

  • The data map can be inherited from parent's item class.

  • Import Maps can be used to upload data to an item batch of any source system.

  • Data errors encountered during the XML file upload will be identified along with the type of errors and presented to user in a report.

  • XML file upload will also preprocess all the data records so that users can navigate to the batch details and look at the data in the interface tables.

Bring in product data in CSV file format directly through an import batch without having to reformat it.

  • Upload item data in CSV format directly to an import batch. The data will be processed and placed in interface tables before being imported into Fusion Product Hub.

  • When uploading the CSV file, map the metadata (columns) of the CSV file to the Product Hub data columns to facilitate pushing the data into interface tables.

  • Save the mapped data columns to be reused later for another data upload.

  • Optionally, link saved maps to suppliers so only relevant maps are used by suppliers.

  • Import Maps can be used to upload data to an item batch of any source system.

  • Data errors encountered during the CSV file upload are identified along with the type of errors and presented to user along with sample data rows. Using this, rectify the data errors and upload the CSV again.

  • CSV file upload will also preprocess all the data records so that users can navigate to the batch details and look at the data in the interface tables.

Manage Item Batches

  • Create an import map while uploading source file data to item batch from Manage Item Batches page.

  • Additionally, create an import map from Manage Import Maps page

  • Edit and delete import maps from Manage Import Maps page.

Transform source data using complex expressions before importing it through an import batch.

  • Write basic transformation functions like Split and Concatenate for the source data before importing the source data.

  • Write functions independent of the file type used for uploading the data.

  • Write a Split function which will take one source data value as input and the delimiter from which the value is to be split. The Split function will take in the value to be split, delimiter and part number which is to be returned. Split function will split the input value as per the delimiter provided into parts and return the part of the input value pertaining to the provided part number.

  • Write a Concat function which will take multiple source data values as input and concatenate them to a single value.

  • Select a row in Source Data table.

  • Select the Master Data Column in which the evaluated value of the expression will be uploaded.

  • Select the desired function.

  • Build the expression by selecting Source Data columns.

  • Optionally, validate the expression.

Associate Multiple Suppliers with Import Map

Import Items to Multiple Organizations

Creating Import Maps: Worked Example

This example shows how to create a data import map to import data using Comma Separated Values (CSV) or Extensible Markup Language (XML) files.

Create Import Maps

  1. Click Manage Import Maps in the regional task pane.
  2. From the Actions menu, select Create.
  3. On the Create Import Map page, enter a name and description of the import map.
  4. Optionally, associate one or more suppliers with the import map.

    From the Manage Suppliers window, click the Add to add a row.

    In the Supplier Name column, select a supplier.

    Click OK.

  5. Select an item class. The default value is Root Item Class, which can be changed.
  6. Optionally, select a Parent Item Class map if existing mappings need to be inherited.

    Use this field to specify an import map of any of the parent item classes of the item class selected in the Item Class field.

    Any mappings done in the import map selected in the Parent Item Class Map field will get inherited to the import map being created or edited.

    When using an import map, inherited mappings cannot be edited or cleared..

  7. Upload a file from your desktop, a URL, or a network.

    Users can only create, edit, or delete import maps through the Manage Import Maps page. They cannot upload any data while creating or editing import maps.

    While creating an import map from Manage Import Maps page, users can upload the CSV or XML file to the import map, but the data from the CSV or XML files does not get uploaded to interface table. The upload of data to interface tables cannot be accomplished while creating or editing import map from Manage Import Maps page. It can only be performed while creating or by using existing import maps from Manage Item Batches page.

    While uploading the data to item batch, if there are any errors, then none of the data gets uploaded. It is an all or nothing approach.

    If there are errors, the user is shown the Error popup listing the row numbers of the errors grouped by Error Type.

    The Error Types are:

    • Format

    • Data length

    • Expression

  8. In the Data Map region, drag and drop is implemented. Create mappings by dragging rows from the Source Data table to the Master Data table. Additionally, create expressions on Source Data rows for transforming the data before uploading it to item batch.
  9. Preview the data, if needed.
  10. Save.

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