States

States are defined in Merchandising for all the valid countries present in the system. They are primarily used in Merchandising while defining addresses for various entities such as supplier sites or stores. A default list of states are loaded into Merchandising on initial installation, however modifications can be done to the list to add new values, remove values that are not used, and update descriptions. To upload or maintain states the spreadsheet download and upload process is used. This functionality is accessed through the main Merchandising task list under Foundation Data > Download Foundation Data and Foundation Data > Upload Foundation Data.

To modify States, select the template type of Administration from the Download Data screen and then the template States. Click the Download button and when prompted, choose to either open the .ods file that is generated or save the file and open it separately in the spreadsheet application of your choice.

Once opened, there will be 2 sheets that can be modified - States and States TL. The States tab will show all the state IDs along with its description and the ID for the country it's associated with. This tab supports addition, update and delete of States. Next, States TL tab will show the states with their translated name in other languages, as applicable for your implementation. This tab allows for the addition of new rows, removal of existing rows, and update to existing.

Add a State

To add a new State, select the States tab and in a blank line in the template, select the action type of Create and enter the state ID. The ID can be up to 3 characters. Next add the Country ID. This must be a valid country already defined in the system. Lastly, add the description of the state in the primary language (as defined in the Merchandising system options). The description can be up to 120 characters.

If you wish to add state descriptions in any other languages, then select the State TL tab and in a blank row select an action type of Create. Then, enter the translated description, the same state and country codes added in the States tab, and select the language the description is written in. The translated description can also be up to 120 characters long. This is an optional step.

Update a State

If you would like to update any details a similar process will be followed as that described above for creating new State. First, download the States spreadsheet, and then navigate to the tab where you would like to make your updates.

The following columns can be updated in each tab:

• States - Description

• States TL - Description

In the tab where you are going to make your updates, select the action type of Update, and then correct the value in the spreadsheet. Once your updates are complete, save and close the spreadsheet.

Delete a State

If you wish to delete a State, update the action column to select Delete in each of the tabs where it occurs. Note that a state cannot be deleted if it is currently associated with any entity in Merchandising, so an error will be raised if this occurs when the changes are uploaded.

Upload a State

For all actions defined above, once all the updates have been made to the data in the spreadsheet, save the file and close it. Then, return to the Merchandising screens and select Foundation Data > Upload Foundation Data from the main task list. In this screen, you'll again select the template type Administration and the template States. This will generate a process description automatically, but this can be updated if desired. Lastly, you'll select the Browse button and navigate to the directory where you saved the updated spreadsheet.

To review the status of the upload and check whether any errors occurred, select the Foundation Data > Review Status task from the main task list.

For more information, see "Download/Upload Data from Spreadsheets" in the Oracle Retail Merchandising Do the Basics User Guide.