8 Product Administration

The following topics are covered in this chapter:

• Global Glossaries

• Spec Glossaries

• Spec Configuration

• Business Category Configuration

• Surveillance

• System Parameters

Global Glossaries

The Global Glossaries define the keywords and order of those keywords in pick-lists available for selection throughout Product.

Simple keyword glossaries are maintained through a list of the single values, plus their translations. The more complex glossaries, that combine multiple fields, such as Nutrients, are maintained as individual records presented in a list view. If translations are provided for a glossary, pick-list options are presented to the user in the user's language. If no translation is present for that language, the options are shown in the portal's base language.

To access Global Glossaries, select Products from the Admin drop-down list. The Admin - Products tab opens. Figure 8-1 shows an example of the expanded Spec Glossaries in the left pane with the Declarations glossary open.

Figure 8-1 Global Glossaries Options

Spec Glossaries

The Spec Glossaries define the keywords and order of those keywords available for selection in pick-lists when working with specification records. A glossary folder is available for each section of a specification. The glossaries are grouped by specification type and are maintained either as a list of single values or a separate record per glossary entry for the more complex entries.

To access Spec Glossaries, select Products from the Admin drop-down list. The Admin - Products tab opens. Figure 8-2 shows an example of the expanded Spec Glossaries in the left pane.

Figure 8-2 Spec Glossaries Options

Spec Configuration

Spec Configuration is used to define the following for each stage of the Product workflow process:

• Which specification fields become mandatory in order to progress to a certain status, that is, data must be entered for these fields.

• The rules that determine when specification fields become locked due to a certain status being reached, that is, the data becomes read-only.

To access Spec Configuration, select Products from the Admin drop-down list. The Admin - Products tab opens.

The following options are available in the left pane for Spec Configuration:

• Mandatory Field Rules

• Specification Locking Rules

• Manage Mandatory Field Rules

• Manage Specification Locking Rules

There are other options, currently only available to Brand Compliance Management Cloud Service/Oracle Administrators, to set the specification types available for the portal and which sections are mandatory or optional within each specification type.

Business Category Configuration

This configuration controls the number of levels that can be maintained within the actual glossary of Business Categories. The glossary is maintained under the Suppliers & Sites Admin option. For more information on that option, see "Business Categories."

To configure the Business Categories used within Product, select the System Control option and then select Business Category Configuration in the left panel. The Business Category Configuration page opens.

Figure 8-3 Business Category Configuration Page

To change the configuration, select the Edit action. The page is changed to edit mode. The labels and the number of rows can be changed. To select a category level to be shown in the Product views, check the box for that level. The maximum number of levels is five.

The Use level in Product Record radio button controls the number of levels of business category used within the Product Record.

Surveillance

The configuration of the Product Surveillance module is administered within its own section in the Admin section of Product. It is only accessible to those users with Product Surveillance Administrator authority profile.

Select Product Surveillance to open the Product Surveillance Admin tab.

Figure 8-4 Admin - Surveillance Options

Test Disciplines

The Test Disciplines within Product Surveillance are the categories of testing carried out on products.

Figure 8-5 Surveillance Test Disciplines

Each individual discipline record contains the configuration of the tests which can be applied, the associated costs, and the mapping for laboratory opinion and score. By default, there are three entries, disciplines can be added or deleted but only by the Oracle Brand Compliance Management Cloud Service administrator.

Figure 8-6 Surveillance Discipline Record

The tests table defines what tests can be used for any classification under the Discipline. The tests available are held in the Tests glossary.

The Costs table determines the incremental percentage to be added to the laboratory supplied charges associated with any sample testing. Charges can be configured on a Country or multi-Country level. The country to be used for the calculation is selected on import. If there is no configuration for the country selected, no costs are calculated and the costs tab is hidden from the test report record. There is a validation check when saving the record to check that the same country does not appear in two or more rows in the table. If the check fails, the record cannot be saved.

The Default and Score Mapping table defines the default for the Test Score and Supplier Action Required fields in the Results Summary when a result is imported into the system. The available values are held in the respective Laboratory Opinion and Test Score glossaries. There is a validation check when saving the record to check that the same value does not appear in two or more rows in the table. If the check fails, the record cannot be saved.

Product Surveillance Classifications

Under each Test Discipline, the Product Surveillance Classifications categorize products that require the same Product Surveillance testing. In core, by default, there is a 3-tier classification hierarchy. Classifications can be assigned to one or more specification types.

The following figure shows an example product surveillance classification hierarchy for Raw Meat under the product surveillance discipline of Microbiological.

Figure 8-7 Product Surveillance Classification Example

Each classification record can be assigned to one of more specification type. By default, the number of Product Surveillance classification levels is set to three. However, this can be configured for individual client needs, as with the Business Categories, within the System Control administration section.

Figure 8-8 Surveillance Classification Configuration Page

To change the configuration, select the Edit action. The page is changed to edit mode. The labels and the number of rows can be changed.

Other Glossaries

The following keyword glossaries are also maintained in the Product Surveillance administration area:

• Tests

• Laboratory Opinion

• Test Score

• Test Result Units

• Test Period

• Sample Type

• Laboratory

System Parameters

Note: Before using Surveillance, ensure that the parameters listed in this section have been set up.

To maintain the parameters used to support Product, select the System Control option and then System Parameters.

Table 8-1 shows the specific system parameters, by subtab on the System Parameters page, used to support Product.

Table 8-1 System Parameters to Support Product

Subtab	Parameter	Description
Products	Notify Supplier on Product Creation	If Yes, generate an email for the supplier when a product is created. Default is Yes.
Products	Notify Retailer on Product Creation	If Yes, generate an email for the retailer when a product is created. Default is Yes.
Products	Retain D&A Answers When Copying a Specification tab within Spec	If set to Yes, the answers to D&A questions are carried across when a new version of a Specification is created. If set to No, the answers are cleared. Default is Yes.
Products	Retain D&A Answers When Creating a New Version of a Spec	If set to Yes, the answers to D&A questions are carried across when a Specification is copied. If set to No, the answers are cleared. Default is Yes.
Products	Pack Copy Format	Data file format used for a Produce specification's pack copy file.
Products	Show Specification Section Attachments table by Default	If set to Yes, attachments are not listed within the Attachments field-set within each section of a Specification, but instead are controlled through the use of the Show Attachments button. Default is No.
Products	Show Codes in Product Record	If set to Yes, the EAN/Barcode and Shipping Case code fields are present in the Product Record. If set to No, they are hidden. Default is No.
Products	Enable Recipe & Formulation Import/Export	If set to Yes, the Import Recipe and Export Recipe buttons appear in the Food Specification's Recipe and Raw Materials section and the Import Formulation and Export Formulation buttons appear in the FNF Specification's Formulation and Raw Materials section. If set to No, the buttons are not shown. Default is No.
Products	Allow Creation of multiple Products (See 1.)	Allows multiple products to be associated to a single Product Record. Default is off (single product per Product Record). This is locked once the first Product Record or Specification is created.
Products	Capture Declarations (See 1.)	Controls whether a reason for not declaring a table appears in the Specification. Default is on (the table appears).
Products	Set Pack Copy Language (See 1.)	Control whether Pack Copy files can be created in alternative languages. Default is off (Pack Copy files are solely created in the system's business language).
Products	System Uses Single Legislation (See 1.)	If set, the system uses a single legislation. Default is off (the required legislation can be selected).
Products	Legislation (See 1.)	If the System Uses Single Legislation parameter is set on, this field must be set to one of the legislations available for the portal.
Products	Product Record Controls Countries Field (See 1.)	Allows the Countries Where Sold to be specified in the Product Record and automatically cascaded to the associated Specifications. Default is off (the Countries Where Sold field is hidden in the Product Record and is editable in the Specification).
Products	Show Lead Business Category in Product Record (See 1.)	If set on, the system will show a Lead Business category field in the Product Record and Specification, and relabel the Business Category field to Other Business Category in both records. This approach is also taken in the Site record.
Products	Are Nutrient Targets Used? (See 1.)	Controls whether Nutrient Targets (such as Salt Targets) are enabled within the Specification's Nutrition section. Default is off.
Products	FoP Nutrition Labelling Used? (See 1.)	Controls whether Front of Pack Nutrition (such as Traffic Lights) is enabled within the Specification's Nutrition section. Default is off. If set on, the relevant glossaries become visible, the FoP table is present in the Specification for the data entry and calculations to take place, and the FoP data is included in the Pack Copy file.
Products	Legislations Supporting Nutrition Targets (See 1.)	The legislations used in the calculation of Nutrition Targets. Must be set to one or more if Nutrition Targets are used. Default is EU.
Products	Enable Sustainability	If a specification type is selected, the ability to capture sustainability-related information is enabled for that type of product specification (additional columns and pages appear in the Recipe/Formulation sections). Only Food and/or Formulated Non Food specification types may be selected. The initial default for new implementations is Food; otherwise none are selected. If a specification type is deselected, after previously being enabled, any Sustainability data that has already been entered will no longer be shown on screen, but will remain accessible through reports.
Products	Barcode Regular Expression Validation (See 1.)	Validation rule for Barcodes. The default is: (^([0-9]{8})$)|(^([0-9]{13})$) Validation is applied to ensure the entered value is a valid regular expression. If a value is present, validation is applied to Barcodes in the Product Record and Specification.
Products	OLC Shipping Case Code Regular Expression Validation (See 1.)	Validation rule for Shipping Case code. The default is: ([0-9]{14})$ Validation is applied to ensure the entered value is a valid regular expression. If a value is present, validation is applied to Barcodes in the Product Record and Specification.
Products	Validate Bar Code Check Digit	A checkbox which defaults to checked, that is, On.
Products	Validate Shipping Case Code Check Digit	A checkbox which defaults to checked, that is, On.
Products	Validate for Cutter Guide Attachment? (See 1.)	If switched on, when a Specification is validated to move from Collaborative Draft to Pack Copy Sent, a check is made to ensure a Cutter Guide attachment is present, resulting in an error if not present. Default is off (the Cutter Guide is optional).
Products	Exclude FPS As Sold Page from Spec Types	Select specification types to have the page hidden in the Finished Product Standards section for that specification type. The selection is specification type (such as Food or BWS), not specification format (such as Pre-packed Food or Counter Ticket).
Products	Exclude FPS As Consumed Page from Spec Types
Products	Exclude FPS Benchmarks Page from Spec Types
Products	Allergen Override Approval fields not Mandatory at Status	Use this to control at which statuses the approval of allergen overrides (that is, completion of the Allergen Override Approval and Comments fields) becomes mandatory in the D&A specification section. Any prior statuses must be specified, for example, for the status Collaborative Draft, statuses Supplier Draft and Retailer Draft must also be included. Default is Supplier Draft, Retailer Draft, Collaborative Draft.
Products	Product Number read only in Product Record at Status	Use this to enable the ability to make the Retailer Product Number in the Product Record read-only to Supplier users when it is linked to a product specification of a certain status. This prevents the Supplier changing the product number beyond a certain stage in the workflow. Select one or more specification statuses; none are selected by default. If none are selected, the feature is not enabled.
Products	Show Alt. Product No. in Product Record and Specification (See 1.)	If set to Yes, the Alt. Product No. field will be enabled within the Product Record and the Product Specification, which is typically used to hold an alternative product identifier such as a GTIN code. Default is No. If enabled and subsequently disabled, any values previously saved in the fields are retained; if then re-enabled, the values will then reappear.
Products	Show Division in Product Record and Specification (See 1.)	If checked, the Division field will be enabled within the Product Record and the Product Specification, which is typically used to provide an additional categorization of the product by selecting from a glossary of Division. Default is No. If enabled and subsequently disabled, any values previously saved in the fields are retained; if then re-enabled, the values will then reappear.
Products	Cascade Product Number from Non-Produce Product Record to Specification (See 1.)	If Yes, the Retailer Product Number is updated in a Specification if it is changed in the associated Product Record. Validation prevents this being set if the show Alt. Product Number and Show Division parameters are not checked. Default is No. This would typically be used where the Retailer Product Number holds the product's identifier from an external system, such as an Article Number. If this updating is enabled, when a Product Record is saved, any rows in associated Specifications that have the same Alt. Product Number/GTIN and Division values have the Retailer Product Number/Article Number replaced with the corresponding value from the Product Record.
Products	Cascade Product Number from Produce Specification to Product Record (See 1.)	If Yes, the Retailer Product Number is updated in a Produce Product Record if it is changed in the associated Specification. Validation prevents this being set if the show Alt. Product Number and Show Division parameters are not checked. Default is No. This would typically be used where the Retailer Product Number holds the product's identifier from an external system, such as an Article Number. If this updating is enabled, when a Product Specification is saved, any rows in associated Product Records that have the same Alt. Product Number/GTIN and Division values have the Retailer Product Number/Article Number replaced with the corresponding value from the Product Record.
Global	Show Business Language Fields	If set to Yes, the system does the following: Adds Spec Name in Bus Language to Spec Main Details (and Pack Copy). Adds Prod Title in Bus Language to Product Record. Adds Supplier and Site Name in Bus Language to Registration Wizard. Adds extra text to email templates. Adds Name in Bus Language to Supplier and Site records. Shows two addresses in the address component. Default is No.
Global	Background Polling Interval (ms) (See 1.)	This is the time in milliseconds which the system will use to poll to the server to check for updates. May be set to greater than 500, however the default of 500 is the recommended setting.
Global	Portal Code (See 1.)	The portal's identifier. If the allocation of Supplier and Site account codes is configured to include a prefix, the portal code is used as the prefix.
Global	Use Alternative Code for Product SOAP API (See 1.)	Use this to enable a facility that provides a means of cross-referencing supplier codes when creating or updating Product Records using the Product Inbound SOAP API. This feature is of use where the external system does not hold the ORBC supplier codes. Options are Yes and No. Default is Yes (enabled). If enabled, it allows alternative supplier codes to be added to the Invoicing Information table in the Supplier record; when transactions are submitted to the API, if the Supplier record cannot be located using the ORBC supplier code, a secondary lookup is performed to locate the Supplier record using the alternative codes.
Global	Allow Duplicate Product Codes for Product SOAP API (See 1.)	Use this to control whether multiple Product Records can have the same product identifier when submitted using the Product Inbound SOAP API. Options are Yes and No. Default is Yes (enabled). If enabled, when Product Records are created using the API, the same Retailer Product Number may be present on multiple Product Records (as long as the supplier is different); otherwise the API will validate that the Retailer Product Number is unique across all suppliers.
Surveillance	Task App External Contact Roles	Allows administrators to select which Contact Roles for external users should be able to see the number of reports relevant to them, that is, the number for their Supplier or their Site depending on the role in the Task App. This is a multi-select selector that shows the Contact Roles set up on the system. If the global parameter Use Site Code is False, any Site Contacts selected will be ignored.
Surveillance	Use Site Codes (See 1.)	This is set when the portal is implemented. The options are Yes and No. Default is No. When set to Yes, the import of Surveillance test results will validate the site code to ensure it is associated to the respective Product Record, resulting in an error if not. If this parameter is set to No, the site code is ignored during the import, and the site code and site name will be blank in the imported test report.
This parameter can only be seen and maintained by a user with the Oracle Authorized Administrator authority profile.

Retailer users with the Oracle Authorized Administrator authority profile will see a Settings parameters tab. This tab displays core parameters, what their purpose is, which area of the system they are used in, and what value they are set to.

Note: These parameters are read-only; they cannot be edited.

Table 8-2 Settings Parameters

Subtab	Parameter	Description
Products	Specification Draft Statuses	The statuses at which a Specification is considered to be a draft specification. These states influence field locking and snapshotting as well as validation. Default is Supplier Draft, Retailer Draft, Collaborative Draft, Produce Draft.
Products	Specification Private Draft Statuses / Allergen Override Non Approval Statuses	These are the specification statuses at which an allergen override does not have to be approved in order to reach this status. The default setting is: Supplier Draft, Retailer Draft.
Products	Specification Public Draft Statuses	The specification states that are considered to be draft, but visible to both parties. Default is Collaborative Draft, Gate Step.
Products	Specification Statuses where Nutrition Sections are editable	The specification statuses at which the Nutrition section is editable. Defaults is: Supplier Draft, Retailer Draft, Collaborative Draft, Produce Draft, Part Pack Copy Sent.
Products	Business Categories Mandatory Status (Non-Produce)	Controls at which status the business category becomes mandatory within a Specification (all specification types other than Produce). The default setting is that it becomes mandatory at and beyond Gate Step.
Products	Business Categories Mandatory Status (Produce)	Controls at which status the business category becomes mandatory within a Produce Specification. The default setting is that it becomes mandatory at Produce Pack Copy status.
Products	CNF Component Decimal Precision	Sets the number of decimal places shown in the Components table of a CNF Specification. Default is 2.
Products	FPS Product Attribute Columns	This is used to control which of the three columns (red, amber, and green) are used within the Finished Product Standards section, and in which order they are shown. Default is Red, Amber, Green.
Products	Require Active Ingredient Statuses	The statuses of the Specification where ingredients must be active for the Specification to reach that status. Default is Supplier Draft, Retailer Draft, Collaborative Draft, Gate Step.
Products	Report Missing Benchmark Message as a Warning?	If this is switched on, the system will report a missing Benchmark within a Product Record as a warning, not an error. Default is off.
Products	OLC Quantities Mandatory Status (Non-Produce)	Missing mandatory fields from the Quantities page in Specifications are raised as a warning before this status and as errors at or after this status. This parameter is for all specification types other than Produce. Default is Gate Step.
Products	OLC Quantities Mandatory Status (Produce)	Missing mandatory fields from the Quantities page in Specifications are raised as a warning before this status and as errors at or after this status. This parameter is for Produce specifications. Default is Produce Pack Copy.
Products	Pack Copy Generation Statuses	The specification states that can generate a Pack Copy file. Default is Pack Copy Sent, Part Pack Copy Sent, Produce Pack Copy, Produce Approved.
Products	Product Record Other User Roles	Enables additional user roles to be used within a Product Record. Default is Buyer, Product Development Manager.
Products	Product Record Technologist List Config	The List Configs used to show the names in the Product Technologist selector.
Products	Product Record Technologist Role Code	The code used within a Product Record that is considered to be the Product Technologist. The Product Technologist user role plays an important role within the system. As the description may be changed to suit a portal owner's terminology, this code provides the system with a static identifier. Default is: PRODUCT TECHNOLOGIST.
Products	Show Ingredient Separator After Forced Addition?	Modifies the formatting of the Ingredient Declaration. Default is off. If switched on, a comma is added after a forced addition group finishes and there are further ingredient in the generated output. Example with the ingredient separator: Water, Colourings: Apricot, Magenta;, Sugar Example without the ingredient separator: Water, Colourings: Apricot, Magenta; Sugar
Products	Suppress Forced Addition Closing Character If Last In Group	Modifies the formatting of the Ingredient Declaration. Default is off. If switched on, a closing character is applied when the forced addition group is the last member of the ingredient list or of a compound. Example with the closing character present: Water, Filling (Meat, Colourings: Apricot, Magenta;), Sugar Example without the closing character present: Water, Filling (Meat, Colourings: Apricot, Magenta), Sugar
Supplier	Supplier Linking Enabled	If switched on, a Supplier Linking page will be shown in the Supplier record. Default is off.

Upload Product Record Data

Retailer users with the Upload Administrator authority profile have access to the Upload Data option within the Admin menu for the upload of products.

To upload new Product Records:

1. Select the Import option in the left hand pane. The Data Upload dialog box opens.

   Figure 8-9 Data Upload Dialog Box

   
   

2. Click Browse to search for the upload file.

3. Enter any comments to describe the reason for the upload.

4. To upload the file, select either the Submit or Submit Go to Manage Batch Jobs action. At this point the system will create a background job to process the spreadsheet. The spreadsheet used to upload the data will be stored within the Attachments tab of the batch job.

Note: An email will be sent to the job submitter if the data within the upload file fails validation.

Download Product Record Upload Spreadsheet

Retailer users with the Upload Administrator authority profile also have access to the option to download a blank spreadsheet.

To download the latest version of the upload spreadsheet:

1. Select the Download Blank Spreadsheet action from the Product Records View actions menu. An operating system specific dialog box opens with the option to either open or save the file.

2. Select the save option to download the ZIP file to your desktop.

Note: The ZIP file contains a spreadsheet workbook with the first tab used to upload the data. The second tab contains guidance notes and the remaining tabs contain the valid glossary values. The column heading text shown on the first tab is in the user's language. If translations are not present for the user's language, the system the portal's default language is substituted. An asterisk (*) is shown in a column heading if an entry is mandatory.