Understanding Item Catalog Maintenance

The Catalog Maintenance Template (ITM_MASS_TMPLT), Catalog Maintenance Extract (PO_WXPORT_CRITERIA), and Catalog Maintenance Update (PO_MASS_UPDATE) components enable you to efficiently update item data in the Item Loader staging tables in a secure and controlled environment.

The PeopleSoft Item Catalog Maintenance feature enables you to update item data for multiple items at one time. The item information is extracted from the item master tables into the item staging tables, where you can alter the data in a secure and controlled environment. You then use the Item Loader process to reload the data into the item master tables.

The Item Catalog Maintenance feature enables you to quickly change the data for large groups of items. This feature is especially useful for adding changes that affect numerous items. Examples include:

  • Changing the item category for a large group of items.

  • Increasing or decreasing the item prices by percentage.

  • Correcting errors that are not found during an enterprise integration point (EIP) data load or MarketSite item load.

These are the steps to update data for items in PeopleSoft item master tables:

  1. Create a template by using the Catalog Maintenance Template component:

    1. Use the Record (Table) Name field on the Catalog Maintenance Template page to enter the records from the item staging tables that correspond to the item master tables that you want to change.

    2. Select the Export Records check box to indicate that you want to use this template to export item data from the item master tables.

    3. Click the View Export Records link to view the name of the item master tables containing data that will be downloaded to the item staging tables.

    4. Click the Assign Roles link to access the Assign Roles page, where you select the roles with security rights to view and change item data by using this template.

    5. Click the linked record description on the Catalog Maintenance Template page to access the Select Fields page, where you can select the record fields that can be altered when using this template.

    6. Use the Catalog Maintenance Template - Secure Data page to restrict the rows of item data that are retrieved from the item master tables.

  2. Use the Catalog Maintenance Extract component to:

    1. (Optional) Further refine the item selection by using the Catalog Maintenance Extract - Global Criteria page.

    2. (Optional) View the data that will be downloaded.

      From the Catalog Maintenance Extract page, select the item master table to be viewed and then click the View Data button to access the Select Fields page. After you have selected the fields to view, the data in the fields appear. This is the data to be extracted from the item master tables.

    3. Run the process that extracts the item data.

      Click the Execute Request button to run the process.

  3. Use the Catalog Maintenance Update component to:

    1. (Optional) Narrow the selection of items to be updated by using the Catalog Maintenance Update - Global Criteria page.

    2. Enter the changes to the item data by using the Catalog Maintenance Update page.

    3. Run the process that updates the item staging tables with the changes.

      Click the Execute Request button to run the process.

  4. Use the Item Loader page to reload the items into the PeopleSoft item master tables.

    Be sure to identify the template to be used and to select the value of Item Export in the Item Load Type field.

After you have placed an item in the item staging tables, any changes that you make to the item by using the standard pages may be overridden when the item is reloaded. A warning message appears when you access the downloaded items by using the following PeopleSoft pages and components:

  • Define Item component.

  • Purchasing Attributes component.

  • Item Approval page.

  • Define Business Unit Item component.

  • Define Item component.

  • Define Item - Units of Measure page.

  • Item Approval page.

  • Item Copy page.

  • Price Adjustments component.

  • Miscellaneous Charges page.

Changing the Item's Standard Unit of Measure

The standard unit of measure (UOM) for an item can only be changed before transactions have been entered for the item ID. You can use the Define Item-General page to change the standard UOM for a few item IDs. However, to change a large number of items you will want to use the item catalog maintenance feature. Use the following steps to ensure that standard UOM updates are done correctly:

  1. Create a template to extract the MASTER_ITEM_TBL and the INV_ITEM_UOM tables.

    On the Catalog Maintenance Template component, enter the staging tables of MASTER_ITEM_EC and INV_ITEM_UOM_EC in the Record (Table) Name fields.

    Note: There is no need to extract the INV_ITEMS table. If the INV_ITEMS table is extracted, there is an additional step in the process, which is detailed below.

  2. Use the Catalog Maintenance Extract component to extract the item data based on the template previously created.

  3. Based on the same template and same selection criteria used in the previous step, use the Catalog Maintenance Update component to:

    1. Update the MASTER_ITEM_EC record with the new standard unit of measure (UNIT_MEASURE_STD).

    2. Update the action field (AUDIT_ACTN) on the MASTER_ITEM_EC record to the value of C (change).

      Note: If the INV_ITEMS record is extracted, use the Catalog Maintenance Update component to change the AUDIT_ACTN field on the INV_ITEM_EC record to the value of C. This step is not necessary if the INV_ITEMS record is not extracted.

    3. Click the Execute Request button to update the item staging tables with your changes.

  4. Use the Item Loader page to reload the items into the PeopleSoft item master tables and update MASTER_ITEM_TBL and INV_ITEM_UOM tables with the new standard unit of measure.

    Be sure to identify the template to be used and to select the value of Item Export in the Item Load Type field.

Note: Once the Item Loader process is complete, the conversion rate for the standard UOM is set to 1. The Unit of Measure page (INV_ITEM_UOM ) displays the conversion rate between the standard UOM and other UOMs used by the item. After you have run the Item Loader process, you need to validate or change the conversion rates for any existing UOMs.

Field or Control

Description

Condition

This field is available for entry if you have two or more rows of criteria. Values are:

AND: Select if you want the system to consider each of the selected criteria when narrowing the scope of the item data update. For example, suppose that you select account 212020 and alternate account 111000. The system updates only item data that has been assigned to account 212020 and alternate account 111000.

OR: Select if you want the system to narrow the scope of the item data update by using any one of the selection criteria that you have selected. For example, suppose that you select account 212020 or alternate account 111000. The system updates item data that has been assigned to either account 212020 or alternate account 111000.

Use a combination of AND and OR conditions to specify more complex selection criteria. For example, suppose that you select account 212020 or alternate account 111000 and primary buyer Atamian, Wes. The system updates item data that has been assigned to either account 212020 or alternate account 111000 and that has also been assigned to the primary buyer Atamian, Wes.

Field Name

The technical name of the field that is used as criteria. The fields that are available for selection depend on the record that is selected. The system provides any prompts that are associated with the field that you select.

Operator

Select to define the quantifier for the value that you enter in the Value field. Values are:

<=: Less than or equal to the criteria.

>=: Greater than or equal to the criteria.

Equal: Equal to the criteria.

Greater: Greater than the criteria.

Less: Less than the criteria.

Not Equal: Does not match the criteria.

Like: Enables the use of wild cards in the Value field. The target item data must contain the criteria that are defined here. Valid wild cards depend on the database system.

Not Like: Enables the use of wild cards in the Value field. The target item data must not contain the criteria that are defined here. Valid wild cards depend on the database system.

Value

The system narrows the update to item data based on this value, combined with the operator value and the field that is selected.

<View Values>

Click to access the Select Valid Value page, where you can view and select values for the selected field.