Electronic Catalogs


Procedures For Preparing The Single Data File For Surplus Inventory Trading Exchange (SITE)SM

Revision 5.2





















CONFIDENTIAL
The contents of this document are confidential and are provided for the exclusive use of the clients of ACQUION, Inc.
CONFIDENTIAL

Introduction

Single Data File

The Single Data File provides a fast and simple way to prepare an electronic catalog file for SITE. The Single Data File can be submitted in any of these formats:

ASCII or text files can be created through the export function of most PC-based programs as well as through main frame and AS400 financial and inventory programs.

ACQUION can provide a template in any of the above formats. Input can be done directly to the empty templates. Contact the ACQUION catalog support team for the format you need or with any questions.

Preparing Single Data Files and Catalog Entry Forms

Preparing a Single Data File is discussed in detail in the section "Preparing The Single Data File." You will also need to send a completed copy of the Catalog Entry Form with your catalog. The Catalog Entry Form is found on the last page of this document. You may make photocopies of this form.

Note: The Dun's number is a required entry on the Catalog Entry Form. ACQUION uses the public Dun & Bradstreet identification number to create a unique ID for your catalog. This ID has to be used for any subsequent catalog loads.


Submitting Single Data Files and Catalog Entry Forms

Submit one Single Data File and one Catalog Entry Form for each catalog. Later, if you wish to revise your catalog data, only submit a Single Data File with your identification number. Revisions to catalog data may include any or all of the following:
  • Adding pricing to a Buyer
  • Modifying an item
  • Changing pricing to a Buyer
  • Deleting an item

There are two ways to submit your Files and Forms:

  1. Mail the files on diskette and the paper forms to "SITE Catalogs., 204 Halton Road -C20LF, Greenville, SC 29607."
  2. Email electronic copies of the files and forms to "catalogs@acquion.com."

For Additional Information

For additional information on the Single Data File format please contact:
ACQUION, Inc.
Halton Pointe, Suite 2
Help Phone: 1-800-326-4933
204 Halton Road - C20LF
FAX: 864-281-4576
Greenville, SC 29607
Email: catalogs@acquion.com





Preparing the Single Data File

Use the table below to guide you in preparing ASCII, Access, dBASE, Excel, or Lotus 1-2-3 Single Data Files.

Enter data into the fields in the order given without exceeding size limits and using the values (data types) shown. An "M" in the Req column indicates that data entry in the field is mandatory.

Blank Entries in the Req column don't mean you don't have to send them, it merely means they are not as critical to building a catalog as the mandatory fields. Please input all field where possible.

The ACQUION Product Type Table referred to in the Product Type (field #2) is provided as an attachment to this document. The Unit or Basis for Measurement Table referred to in the List Price Unit of Measure (field #5) and Inventory Unit of Measure (field #7) is provided as an attachment to this document. The ISO 9000 Country Codes used in the Manufacturers Country of Origin (Field #27) and Currency Code (Field #30) is provided as an attachment to this document.

Examples and more specific instructions on preparing ASCII, database, and spreadsheet Single Data Files are on the pages that follow. Regardless of the format you use, we recommend that you read all of the information to fully understand how to create these files.
Field Element
Size
Value
Req
Description

1.

TRANSACTION CODE

1

A,M,D

M

Indicate the purpose of this record. Enter

A = Add this record
M = Modify an existing record
D = Delete an existing record.

2.
CATEGORY
10
Text
M
Product Category code. See the Commodity Code Table (Attachment 1)
3.
ITEM ID
30
Text
M
Seller's unique, alphanumeric identifier for the product to the outside world.
4.
UNIT OF MEASURE
2
Text
M
2 digit code from the EDI X.12 Table 355 (Unit or Basis for Measurement). This UOM is used to describe the quantity. See the Unit of measure table Attachment.
5.
QUANTITY
9
Num
M
Quantity
6.
ASKING PRICE
14

(9.4)
Num
M
The field contains up to 9 whole numbers, a decimal point, and 4 decimal numbers.

A "0" entered as the Asking Price causes "Inquire" to be displayed as the price.

7.
CURRENCY
3
Text
M
Enter Country Code for the currency
8.
LOCATION
30
Text
M
Enter city, state and/or country. Enter at least country.
9.
PRODUCT SIZE
32
Text
Enter the product's dimensions, such as its diameter or its length and width. This field is in free format and is included in the Free Form Search in the application.

10.
PRODUCT CONDITION
30
Text
Enter New, Reconditioned, Used, or All. This is a searchable field. If you omit this field, then "Unknown" is displayed to buyers.

Entering "All," allows Buyers to locate material in New, Reconditioned, Used, and Unknown condition.

11.
PRODUCT AGE
15
Text
Enter the product's age. For example 1 Year - 3 Months
12.
BID DUE DATE
8
Text
Format is 'YYYYYMMDD'.
13.
TERMS
80
Text
M
Terms and Conditions for this item.

Terms and conditions may also be submitted as an attachment.

14.
DESC. 1
80
Text
M
This is the first of up to 25 text fields that make up the product description. Each of these fields is a considered a single line in the description containing up to 79 characters.
15.
DESC. 2
80
Text
Enter the second part of the product description using up to 79 characters. If additional lines of description are needed, add fields named DESC3, DESC4 and so on until complete.

This field and all additional DESC fields are optional.

16.
FILENAME
40
Text
Filename of the attachment
17.
ATTACHMENT DESC.
80
Text
Attachment short description. E.g pictures, drawings, specs, warranty, terms etc.

Preparing the Single Data File in ASCII Format

The listing is entered in a single, continuous text line. Field elements must appear in the order shown. Each field must be ended by a separator. This separator may not be used within any of your data fields. ACQUION recommends using a ~ (tilde) as a separator because it is an uncommon ASCII character. If you skip a data element and continue to the next field, you would enter back-to-back tildes as shown in the Data Entry Example.

Be sure to end each line with a carriage return/line feed to indicate the end of the record.


1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17



Transaction Code~Category~Item ID~Item UOM~Quantity~Asking Price~Currency~ Location~Product Size~Product Condition~ Product Age~ Bid Due Date~Terms~Desc. 1~Desc. 2~Filename~Attachment Desc(CR/LF)

Data Entry

This example shows how to list a product using an ASCII file.

When the seller has a new product entry. He needs to complete the SITE Catalog Entry Form and name the buyer who receives this pricing. He wants to sell a hundred ¾-inch plastic pipe, which lists for $6.00 per foot with a bid due date of 31 of August 1997.








A~01~123ITEM~EA~100~6.00~USA~Greenville, SC~3/4" DIA~U~10 Weeks~19970831~As is where is~PLASTIC PIPE~(CR/LF)





Preparing the Single Data File in Database Format

The screen below shows the field elements and data in proper order.

The field elements may be abbreviated. Tildes are not needed in this format to separate the fields because the columns already do that.

Remember to save your file in the appropriate database format if you are using an unlisted application.
Database Extension
Access .mdb
dBASE .dbf

Preparing the Single Data File in Spreadsheet Format

The screen below shows the field elements and data in proper order.

The field elements may be abbreviated. Tildes are not needed in this format to separate the fields because the columns already do that.




Remember to save the file in the appropriate spreadsheet formal if you are using an unlisted spreadsheet format.
Spreadsheet Extension Spreadsheet Extension
Excel 4.0 .xls Lotus 123 wk

Published by

ACQUION, Inc.

204 Halton Road - C20LF

Greenville, SC 29607

Phone 864.281.4646 Fax 864.281.4576

www.acquion.com

Copyright © 1995-1996 by ACQUION, Inc.

All rights reserved. No part of the contents of this publication may be reproduced or transmitted in any form or by any means without the written permission of ACQUION, Inc. The contents of this document are confidential and are provided for the exclusive use of the clients of ACQUION.

ACQUION is a registered trademark of ACQUION, Inc. Global Electronic Trading Service (GETS), Global Bid Board, Buyer and Seller Exchange (BASE), and Surplus Inventory Trading Exchange (SITE) are service marks of ACQUION, Inc. Access and Excel are trademarks of Microsoft Corporation. dBASE is a trademark of Borland Corporation. Lotus and 1-2-3 are registered trademarks of Lotus Development Corp.




GETS Catalog Entry Form

Submit one Catalog Entry Form and one Single Data File: 1) For each product pricing offer to an individual Buyer,

2) For each product pricing offer to all GETS Buyers

MANDATORY ENTRIES ARE IN BOLD

NAME OF SINGLE DATA FILE:___________________ FILE LOCATION: ______________________

(Diskette Directory)

CHECK THE FILE TYPE:
ASCII (.txt) Access (.mdb) Excel 4.0(.xls)
dBASE (.dbf) Lotus 1-2-3 (.wks, wk1, wk3)

SUPPLIER INFORMATION

YOUR COMPANY NAME: ______________________________________________

COMPANY DUN'S NO.: _______________________ LISTING PREPARED BY: __________________________

COMPANY EMAIL ADDRESS: _________________ CONTACT PHONE / EMAIL: ________________________

CATALOG ITEM INFORMATION

LISTING ACTIVATION DATE: __________________

BUYER or ACQUION® PRICING AGREEMENT

BUYER COMPANY NAME (or ACQUION): ______________________________________

AGREEMENT NO. WITH BUYER (or ACQUION): _________________________