Assigning Classifications to Suppliers Using Excel-to-Component Interface Utility

Supplier Classification Tracking supports bulk upload and maintenance of classification information using the Excel-to-Component Interface Utility.

You can use this feature to add or update the following classification information in bulk for a supplier:

  • Add initial classification/sub-classification combinations for a supplier when none previously exist, assuming a single effective date and certifying agency.

  • Add more classification/sub-classification combinations for a supplier with existing classifications/sub-classifications.

  • Add additional certifying agencies for a classification/sub-classification combination using the current effective date.

  • Assign a new effective date to an existing classification/sub-classification combination, which may include updates to comments, status, or certification information.

  • Update existing classification and/or certification information for the current effective date.

To set up Supplier Classification Tracking and the Excel-to-Component Interface Utility to assign classifications to suppliers, refer to the Setting Up Supplier Classification Tracking.

Using Excel-to-Component Interface Utility for Supplier Classification Tracking

To use the Excel-to-Component Interface Utility for Supplier Classification Tracking, you must configure the ExceltoCI2007.xlsm Excel file by entering connection information, creating a template, inputting data, staging the data, and submitting it. If errors occur, they must be corrected and resubmitted. While configuring the Excel template enter the SUP_VND_CLASS_EXCEL component interface to get the supplier classification template.

For more details about configuring the excel and submitting the data to component interface, refer Using the Excel-to-Component Interface Utility in the PeopleTools documentation (Integration Tools, Component Interfaces, Using the Excel-to-Component Interface Utility).

Actions for Assigning Classification Information

You can perform the following actions in Excel to assign classification details to a supplier:

  • CREATE: Add any number of classification/sub-classification combinations. If certification is required, corresponding certification details must be provided.

  • UPDATE: Add a new effective-dated row for a classification/sub-classification combination and update classification or certification information. You can also add additional certifying agencies.

  • UPDATEDATA: Update non-key data, including effective status, classification comments, and certification details (excluding certifying agency).

After adding or modifying supplier classification information using the Excel-to-Component Interface Utility, you can view and further modify it on the Assign Classifications page. For more information, see Assigning Classifications to Supplier.

Excel Data Input Validation Rules

Validation rules apply to the CREATE, UPDATE, and UPDATEDATA actions in the Excel-to-Component Interface Utility.

  • SetID cannot be blank and must be a valid entry in the prompt lookup.

  • Supplier ID cannot be blank.

  • Supplier must exist in the supplier master (VENDOR) and have an Approved or Unapproved status.

  • Classification and sub-classification must exist in the prompt lookup.

  • Classifications that have sub-classification enabled must include a sub-classification.

  • Duplicate error occurs if the classification/sub-classification combination already exists for the supplier.

  • Effective Date and Effective Status are optional. If the Effective Date is blank, it defaults to the current date; Effective Status defaults to "A" (Active). If populated, Effective Date must be valid, and Status must be "A" (Active) or "I" (Inactive).

  • If classification does not require certification, any certification details in Excel will be ignored.

  • Certifying Agency cannot be blank and must exist in the prompt lookup.

  • Certification Details require both Begin Date and Expiration Date. Begin Date must be earlier than Expiration Date.

  • Certification-related dates such as Begin Date, Expiration Date, and Date Verified must follow the mm/dd/yyyy format.

  • Certification Number is optional, but an error occurs if it exceeds 20 characters.

  • Verified By Name must be provided and must exist in the prompt lookup.

  • Date Verified must not be later than the current date.

  • No edits apply to entered comments at the classification or certification levels and new comments replace any prior ones.

Limitations and Restrictions in Supplier Classification Management Using Excel to CI

To ensure accurate classification assignments through Excel to CI, the following specific scenarios require manual intervention. For more details about manually modifying supplier classification information, refer to the Assigning Classifications to Supplier.

  • Limitation on Adding Certifying Agencies

    When using the CREATE action in Excel, adding a classification/sub-classification combination that requires certification is restricted to a single certifying agency. If a classification/sub-classification allows multiple certifying agencies (for example, at the local, county, or state level), each additional certifying agency must be added separately using the UPDATE action in Excel to CI for the specified effective date.

  • Attachment Handling Restrictions

    Adding, removing, or updating existing attachments related to a classification/sub-classification combination for a supplier is not supported through the Excel to CI. However, attachments from a previous effective date will carry forward when a new effective date is added.

  • Data Deletion Not Supported

    The PeopleTools Excel to CI utility does not support data deletion. For example, you cannot remove a supplier's classification or sub-classification, nor delete a Certifying Agency assigned to a specific classification/sub-classification.

  • Self-Certification Restrictions

    Self-certification for a classification/sub-classification combination that requires certification is not supported when using the CREATE action. However, self-certification changes can be made using the UPDATEDATA action for existing classification/sub-classification combinations. Other updates to self-certification using the UPDATE action are supported with restrictions. For example, converting from Self-Certification to Certifying Agency or vice versa is not permitted.