On this page we explain how you upload and manage your product data with the Product Manager so that it becomes available to your buyers via the Trading Partner Network.
You can use your own product data file, as explained below, or the Onetrail template.
Step 1: Create your own product data file
All product data you want to make available to your customers must be presented in an Excel or CSV file.
Product data file guidelines
The maximum amount of products in the file may not exceed 20.000 items.
We apply a maximum file size. Please make sure your file size does not exceed the 2.5 MB.
We only support the file formats Excel (.xlsx) and CSV (.csv)
When you are using a CSV file your file needs to have an exclusive separator. For example, you use a comma as a separator, then you can’t use comma’s in your product descriptions.
Your file must contain at least the following mandatory fields and each column comes with specific restriction and requirements for the data being added:
Mandatory / Optional | Column header | Required data | Example notation | Additional information |
|---|---|---|---|---|
Mandatory | SKU | Stock Keeping Unit (SKU) to identify a product. Selling-parties can use SKU numbers in their ERP-system to identify products. This is most often the unique number your customers are using on their purchase orders. The SKU you provide must be unique for you as a Seller. Duplicate SKU records will be ignored or lead to import failure. | ||
Mandatory | MFPN | Manufacturer Part Number. The original part number provided by the manufacturer of a product. The part number you provide should be the original Manufacturer Part Number without any changes or additions. The Manufacturer Part Number you provide must be unique and should have at least 4 positions. | ||
Mandatory | Short Description | Short Description of the product, max. 35 characters. | ||
Mandatory | Long Description | Long Description of the product, max. 255 characters. | ||
Mandatory | Brand | Brand name assigned to the product by the Manufacturer of the product | ||
Mandatory | Classification | Product group name or a classification code | ||
Mandatory | VAT | VAT = Tax Level of the Product | High, Low, Null or the percentage in numeric values. | |
Mandatory | Buyer (GLN) | Global Location Number (GLN) of the buyer. Will be provided by Onetrail. | ||
Mandatory | Currency | Currency in ISO-4217 Code. | EUR / USD / GBP etc. | |
Mandatory | Price | Net Purchase Price, excl. VAT. The decimal separator is detected automatically. | ||
Mandatory | Stock | Stock position. Real stock or Boolean numeric values are allowed. | 152 as real value Boolean: 1(=stock), 0(=no stock) |
A full overview on all mandatory and optional product data fields can be found in the Product Manager - Product data file guidelines.
Pre check for your own product data file
If you are having doubts about the correctness of your own product data file and the ability of your IT-system to deliver the right data, you can choose to do a pre check.
With this pre check our customer care will check your file and deliver you a report with the outcome and advice on how to solve any emerged mismatches. Based on this report you will be able to assess whether you meet the criteria to setup this connection.
For this pre check advice, you will be charged € 280,00. Please contact customer care at support@onetrail.com for inquiries.
Step 2: Login to the Product Manager
Go to the My Onetrail environment www.apps.onetrail.net and login. Your username and password will be provided by Onetrail by email.
Problems logging in? See the Q&A ??? for all answers (link page)
Step 3: Upload your product data file
Go to the tab Products, you are now in the Product Manager.
On this page you find:
- 'Upload products' button to upload your product data file;
- 'Download current overview' button to download your product data.
Choose 'upload products'
Choose your product data file in the finder or drag your document to the drop box. Your product file is now uploaded.
Step 4: Matching columns
The fields in your product data file appear in the overview. To process your file you need to link the fields from your file to the fields in our Product Data Store.
You do this by matching the unmatched fields in 'Your fields' in the right place in the 'Required fields' via Drag and drop.
We will save this mapping once you are done so the next time you use this template you won't have to do this again.
When all required fields are matched, click on 'confirm mapping' at the bottom right.
Step 5: Matching records
Next step is the records check by the Product Manager. Recognized data is matched with the records in our Product Data Store.
Data that is not recognized must be matched manually. If this is the case for your product file, a message will appear on your screen together with an overview in columns of all unmatched records.
Unmatched records a may appear in the columns:
- Brands
- Classifications
- VAT Codes
- UOM
??? Four field types will be validated:
- Date fields need to have a valid date
- Price fields need to have a valid amount with a maximum of 4 decimals
- GTIN (EAN) product codes, if used, need to be valid
- SKU’s, Manufacturer part numbers and GTIN’s needs to be unique in your file, so may only exist once
To match records, use the Product Manager's matching tool. This allows you to indicate what the correct match should be for all unmatched records.
Do this by typing on the line, suggestions will appear.
These suggestions are the correct brands, classifications and notations of the VAT and UOM recognized by Trading Partner Network.
Once you have found the correct description, confirm it by clicking the plus sign.
The matched records will end up in the 'matched' column below the 'unmatched' column. Work through the entire list until there are no unmatched records left.
Request a new brand or classification
If the brand or classification you need is not available, you can request it.
You do this by filling in and sending your request at the bottom of the matching column. The product data management department of Onetrail will then contact you by email.
To be able to continue working while you are waiting for a new brand or classification, we recommend that you leave this record open. The unmatched products are not yet processed and are not yet available to your buyers.
Once your request is approved, the brand or classification is available for matching. You do this in the same way as we explained earlier in this video.
Finish
When you've matched all the records, or left them open for a later match, you're done with this part.
Now click on the Next button at the top right.
Step 6: Overview of all available products and customize products
In the product table you will now see an overview of all the products that you have made available to your customers.
This display defaults to 10 records, you can adjust this setting at the top right. Use the arrows at the bottom to navigate through the overview.
You can also:
- Sort
- Filter
- Choose which columns you want to be displayed
- And choose fields
Download current overview
With the 'Download current overview' function you can download an up-to-date overview in Excel format of all product data that you have made available to your buyers via the Product Manager.
Adjustments
If you want to make an adjustment, you can do so with a new product file upload.
For products that are no longer supplied, for example due to end of life (EOL), you remove the product line from the product file.
The system automatically sets the missing product to delite. This product will then no longer be forwarded to your buyers.
My Onetrail dashboard
The next time you login to My Onetrail environment, you find in the top right corner an overview of the status of your products and orders.
The 'Check products' and 'Check orders' button provides a direct link to your unmatched records and orders in progress.
The my Onetrail dashboard provides news and notifications to keep you informed on our maintenance and incident status and the latest product news.
Update, monitor and maintain your connection
Provide updates
You keep your product data up to date by providing updates. You do this by ...
Upload Report
Onetrail monitors your product data flow and will let you know with an Upload Report when any irregularities occur.
This alert is sent by email to your technical contact person.
Support
If you have any questions please contact Onetrail Customer Care via our support page, we are happy to help you.
If you do not have a Servicedesk account yet you can request one easily via an email to our support address support@onetrail.com
