Your product data solution User guide - GS1 UK/media/documents/marketing documents/9832… · 1.8.1.2 Publishing an item from the supplier item details ... attributes are displayed

Your product data solution User guide

TrueSource®

TrueSource Quick Start Guide 2

TrueSource Quick Start Guide

TrueSource Quick Start GuidePage 1

Table of contents

1.1 Logging into TrueSource ............................................................................................... 3

1.2 Entering your product data ............................................................................................ 4

1.3 Saving an item ................................................................................................................. 8

1.4 Validating an item ........................................................................................................... 9

1.5 Using Global Product Classification (GPC) ............................................................... 11

1.6 Managing Packaging levels ......................................................................................... 12

1.6.1.1 Creating a new package and adding it to an item ........................................... 121.6.1.2 Adding an item to an existing package ............................................................ 13

1.7 Releasing items ............................................................................................................. 15

1.7.1.1 Releasing from the hit list ................................................................................ 151.7.1.2 Releasing from witin the opened item .............................................................. 16

1.8 Publishing Items ........................................................................................................... 17

1.8.1.1 Publishing items from the hit list ...................................................................... 171.8.1.2 Publishing an item from the supplier item details ............................................ 18

1.9 Importing and Exporting Items .................................................................................... 18

1.9.1.1 Exporting item data .......................................................................................... 181.9.1.2 Exporting an empty Excel template ................................................................. 191.9.1.3 Download history ............................................................................................. 191.9.1.4 Importing items from an Excel file .................................................................... 201.9.1.5 Upload history .................................................................................................. 21

1.10 Searching for and finding Items .................................................................................. 21

1.10.1.1 Finding Items using the Quick Search function ............................................. 21


TrueSource


1.1 Logging into TrueSource

TrueSource can be accessed directly or from the GS1 UK Online members’ area using the web address www.gs1uk.org

Firstly type the following URL into your browser:

http://truesource.gs1uk.org

The user is then presented with the following log-in page.

Enter your username, GLN and Password as provided to you by the GS1 UK service team and click Login.

The first screen you will be presented in TrueSource is the Start page that provides a summary of your account.

Key information displayed within this page includes:

• The total number of supplier items that have been entered and are stored in TrueSource

TrueSource


• The number of these items that have been published to recipients

• Any messages received by your trading partner, such as an item Review message

The Start page is also the screen where users can begin coding and managing their data via My Items.

1.2 Entering your product dataTo begin coding your first product item data click on My Items.

Click on My Items to begin coding an item

Summary of suppliers items

held in TrueSource


TrueSource








held in TrueSource

TrueSource








held in TrueSource


TrueSource


To begin coding a new item click on the Create icon.

The Create Item dialog then opens.

Within the Create Item dialog enter a valid GTIN and search for the country where the product data you are entering is going to be sent. Typically for TrueSource users the target country is the United Kingdom. A short cut when searching for the United Kingdon is to enter United or the designated code for the UK of 826.

The Create icon can be found within the hit

list function bar


TrueSource


The assigned Article Type determines which attributes are displayed and which validation checks are carried out by TrueSource. This forms part of the identification information for the item and cannot be changed later on.By default, the Base Items (Consumer Unit) option is selected by the system when coding your first item.

Also by typing in the GLN or the partial name of the recipient of the item data a list will be displayed allowing you to choose the appropriate recipient.

Enter GTIN here

Search for the country where the data is to be

sent here

Choose Base Items when you begin

coding your product


TrueSource


Within the Editor page the users‘ item data can be added.

At the bottom of the Editor page mandatory data fields can be found by looking for the Errors Exiting red traffic lights against each flex bar.

Search for the recipient of the item data

Use the Errors Existing red traffic lights to identify missing/ incorrect

data


TrueSource


1.3 Saving an itemBefore exiting TrueSource it is always necessary to save the item data that has been coded.

By clicking the Save icon the item data is saved by TrueSource.

Use the Errors Existing red traffic lights to identify missing/ incorrect

data within each flex bar

The Save icon can be found within the Editor page function bar.


TrueSource


1.4 Validating an item While coding your item data it is possible at anytime to validate the accuracy of the product data. Validating allows the user to determine what data is missing or where an error has been found by TrueSource’s in-built validations.

The validation icon can be found at the top left of the Editor page.

The validation report is then shown at the bottom of the Editor page.

The Validate icon can be found within the Editor page function bar.

Validation report


TrueSource


The validation report displays any issues with the item.

By clicking on a particular error the system will take the user to the attribute within the item which needs to be amended.

By clicking on Depth the user is taken to the

Depth attribute with the corresponding error

Corresponding Depth attribute is then displayed


TrueSource


1.5 Using Global Product Classification (GPC)When coding an item the user will be required to choose the corresponding Product Classification.

This can be completed by searching for the relevant GPC Classification Category Code.

By clicking on Browse the complete Classification will be shown.

The classifications can be opened by clicking on the corresponding folders.

.

Click on the browse icon

By opeing the Food/Beverage/Tobacco folder the classification codes are revealed

Choosing one of these that matches the product data that has been coded will populate the GPC attributes


TrueSource


The foundation of GPC is called a "Brick;" GPC bricks define categories of similar products. Bricks can be further characterised by Brick Attributes.

The corresponding Brick attributes can be chosen from the pre-defined code lists built into TrueSource. The Cider/ Perry example has 6 Brick attribute choices as shown below.

1.6 Managing Packaging levels 1.6.1.1 Creating a new package and adding it to an item

First, open the supplier item details for a selected item.

The component hierarchy shows all subordinate items that are contained or packed in the selected item. The selected item is highlighted in the component hierarchy and its attributes are displayed in the edit form in the supplier item details.

Click the option Create new item and add as relation.

A dialog box opens; you can then define the properties of the new item here.

Brick attributes need to be chosen from the pre-defined code lists to complete GPC


TrueSource


Click the Create option if you want to create the new item. Click Cancel to return to the supplier item details without creating a new item.

The supplier item details for the new item are displayed in a separate dialog with an empty edit form. The supplier item details show a reduced selection of item attributes.

Make your entries and save them by clicking the Save option in the function bar of the edit form.

Then click the Add Packaging option in the function bar of the edit form.

The dialog closes. The new item is displayed in the component hierarchy in the supplier item details for the item initially selected.

Click the Save option to save the initial item. The component is always saved in the packaging item that contains the component.

1.6.1.2 Adding an item to an existing package


The component hierarchy shows all subordinate items that are contained or packed in the selected item. The selected item is highlighted in the component hierarchy and its attributes are displayed in the edit form in the supplier item details.

Click the option Add existing item as relation.

A dialog box opens; you can search for packaging items and base items here.

Note that the hit list only displays items with the GLN and target market of the selected item, regardless of whether you are able to add/create items for multiple GLNs. This prevents different packaging GLNs from occurring within the hierarchy.


TrueSource


Dialog for selecting an existing item - extract

Now select an item from the hit list and click Add Packaging.

The dialog closes. The new item is displayed in the component hierarchy in the supplier item details for the item initially selected.

Click the Save option to save the initial item. The component is always saved in the packaging item that contains the component.


TrueSource


1.7 Releasing items Once the item data has been entered and saved then the before the item can be published to designatedtrading partner(s) it must be released.

There are two ways the item can be released.

1.7.1.1 Releasing from the hit list

A user can release one or more items from the hit list, firstly, select the required items from the hit list.

Please note that the selected items are released separately. If an error occurs and prevents the release of one of the items, the other items are still released.

Click the Release icon in the hit list function bar.

If one or more of the selected items form part of a packaging hierarchy, the system asks the user whether you want to release the items in the hierarchy or retain the release status of the items in the hierarchy.

The Release icon can be found in the hit list function bar


TrueSource


If the user chooses to Release the items in the packaging hierarchy, the items are released as a group. This means that if an error occurs for any of the items in the hierarchy that the user is trying to release, none of the items in the packaging hierarchy are released.

If the user chooses to only release selected items in the packaging hierarchy, only the items the user has selected are released, not the other items in the hierarchy. The released items in the hierarchy are, however, validated on the basis of the other items in the hierarchy. If a validation rule that prevents the release of individual items in a hierarchy is defined, the selected items in the hierarchy cannot be released.

The data is checked to make sure that it is complete, correctly formatted, and consistent. If the data records to be released contain errors, the items cannot be released. The Report area of the hit list displays a validation report that provides information on the nature of the errors.

The most recent revision of each selected item is released.

The items are given the processing status Released. The publication status of the items remains unchanged.

1.7.1.2 Releasing from witin the opened item

You can release an item from within the supplier item details.

First, select the required item from the hit list.

Click the Edit option in the function bar.

Click the Release option in the hit list function bar.

If the selected item forms part of a packaging hierarchy, the system asks you whether you also want to release the items in the hierarchy.

Choose the item to release from the hit

list


TrueSource


1.8 Publishing ItemsIn order for an item to be released, it must have the processing status Released or the publication status Sent, Published, or Unpublished.

1.8.1.1 Publishing items from the hit list

You can publish one or more items from the hit list.

Select the required items from the hit list.

Click the Publish option in the hit list function bar.

A dialog box will then open from which the user can select the various publication targets (target markets or retailer GLNs) for the selected items.

If the items have not yet been published, the list contains the specified potential data recipients entered the items were created.

Activate the checkboxes next to the target markets for which you want to publish the items.

Note the user cannot revoke a selection. To reset a selection that the user has made in error, they need to click Cancel and open the dialog again. The publication only affects the target markets with a black check mark; all other target markets are ignored.

This dialog also allows the user to add further retailers to the list. These retailers do not need to exist already in Publishing.

Enter the GLN into the relevant input field or click the Search option.

The dialog for selecting retailers opens. If necessary, restrict the list of all retailers in the system by searching for retailers with a specific GLN or name.

Click Add to add the retailer to the list of target markets. If the user clicks Cancel, they are returned to the initial dialog without adding any retailers.


TrueSource


Click Publish to execute the publication process. If the user click Cancel, they are returned to the hit list without publishing the items.

The data is checked to make sure that it is complete, correctly formatted, and consistent. If the data records contain errors, the items cannot be released. The Report area of the hit list displays a validation report that provides information on the nature of the errors.

GDSN notifications are generated and sent to the source data pool for all items that are published without errors.

The publication targets for the items are added to the relevant recipient lists for the items.

The published items are given the processing status Released and the publication status Published.

1.8.1.2 Publishing an item from the supplier item details

Users can publish an item from the supplier item details.


Click the Publish option in the function bar of the supplier item details.

1.9 Importing and Exporting ItemsUsers can download item data, change the data in the Excel file, and then upload the data again. Users can also download an Excel template that you can use to create new item data.

Please note that users with the role Reader can download item data and Excel templates and use the download history but cannot upload data for Publishing.

1.9.1.1 Exporting item data

To export item data, proceed as follows:

First, select the required items from the hit list.

Click the Download icon in the hit list function bar.

A dialog opens; you can select the required export format here (Excel 97, Excel 2007).


TrueSource


The user specifies whether they want to export the components of the items, too.

The user then clicks the option Start download.

A file selection window opens; the user can define the storage location of the export file here.

The user then assigns a file name and confirms the operation by choosing OK.

Note that due to size restrictions (no more than 65536 lines allowed), mass exports should not be carried out in Excel 97 format with this form-controlled function. In the case of large quantities of items, Excel 2007 should be used or the number of items to be exported should be restricted.

1.9.1.2 Exporting an empty Excel template

Users can also export an empty Excel file. Users can then use this file as a template for creating new items and importing these items into the system.

To export an empty Excel file, proceed as follows:

Click the option Download Excel Template in the hit list function bar and select the required Excel format from one of the sub-menus (Excel 97, Excel 2007).

A file selection window opens; you can define the storage location of the export file here.

Assign a file name and then confirm the operation by choosing OK.

The Excel file is created. Its structure is the same as the structure of an Excel export file with items, but this file is empty.

1.9.1.3 Download history

The bottom part of the Download dialog displays a list of the last downloads to be carried out. In addition to the file name and number of exported items, this area displays the time of the export and the user who triggered it. The State column tells you whether the export was successful.


TrueSource


The history can display up to 20 previously exported Excel files; the most recent download is always displayed at the top of the list.

To download a copy of an Excel file generated during a previous download, proceed as follows:

• Open the Download dialog. Proceed as described in Exporting item data.• Click the required file name in the download history.• A dialog box opens; you can select the local storage location for the file here.• Assign a file name and then confirm the operation by choosing OK.• The Excel file is created. It is an exact copy of the Excel file created previously.

1.9.1.4 Importing items from an Excel file

In Publishing, users can also import trade items and price items from Excel files. The following Microsoft Excel formats are supported:

• MS Excel 97 (Excel 8.0, XLS)• MS Excel 2000 (Excel 9.0, XLS)• MS Excel 2003 (Excel 11.0, XLS)• MS Excel 2007 (Excel 12.0, XLSX)

To import items into Publishing using an Excel file, proceed as follows:

Click the Upload option in the hit list function bar.

A dialog opens; you can select the required Excel file here. To do so, click the option Upload and select the local file you want to upload in the file selection window that now opens.

Specify whether you want the uploaded items to be released automatically following the import. To do so, activate the relevant checkbox.


TrueSource


Click Start upload.

Before importing the items into the system, the system carries out a preliminary check to make sure that the format of the Excel file is correct.

1.9.1.5 Upload history

The bottom part of the Upload dialog shows the uploaded Excel file and corresponding upload reports for the last uploads to be carried out as links in a list. In addition to the file name and number of imported items for each upload, the import time and user who triggered the import are displayed. The State column tells you whether the import was successful.

1.10Searching for and finding ItemsThis area gives you various different options for finding items:

1.10.1.1 Finding Items using the Quick Search function

Within the hit list, users can search for items that you want to edit or copy. To do so, use the search function in the Quick Search widget.


TrueSource


Search and selection components area - Quick Search

In the Quick Search input field, enter one or more search terms. Users search terms must consist of alphanumeric characters. Special characters such as [/], [?], [(], [)], and [-] are treated as normal characters.

Users can restrict the number of items displayed in the hit list using wildcards and logical operators. The following table gives you an overview of ways in which you can restrict the search. The entered search terms are shown in square brackets ([]) in the examples.

Search for one word

If users enter a single word as a search term, the system finds all items that contain this word as an attribute value. A search for [wall shelf] finds all items that contain "wall shelf", "pine wall shelf", and "red wall shelf", for example.

Search for more than one word

If users enter more than one word (separated by spaces) as search terms, the system finds all items that contain at least one of the words you entered. A search for [pine wall shelf] finds items with the attribute value "wall shelf", "pine", "red wall shelf", and "pine wall shelf", for example.

[*] Users can use the wildcard [*] when entering search terms. The asterisk represents any string of characters. The search term [b*k] finds "book", "back", "bark", and "buck", for example.

Note that users cannot use an asterisk at the start of a search term. If users do so, the search function ignores it. You can only use a placeholder in the middle or at the end of a search term. [b*k] and [book*] are allowed but [*ook] does not return any results.

[+] The search connector [+] connects search terms using an AND relationship, thus specifying that all entered terms must occur in an attribute value in order for the item in question to be included in the search results. Note that there is no space between the [+] sign and the search term. You can use wildcards and search connectors together. The search queries [wall shelf +pine] and [wal* +pine] find all items with the attribute value [pine wall shelf].

Note that users cannot use a [+] sign at the start of a search term. The search ignores this type of search term. Search terms restricted using [+] must always relate to a preceding search term.

[-] Users can use the search connector [-] to exclude search terms. The system finds items that do not contain the term preceded by [-]. Note that there is no space between the [-]sign and the search term. A search for [wall shelf -pine] finds items with the attribute value "wall shelf", "larch wall shelf", and "red wall shelf" but not "pine wall shelf", for example.

Search terms restricted using [-] must always relate to a preceding search term.

Again, users can combine wildcards and search connectors.["..."] If users place quotation marks around the search term you enter, the search only finds

items that contain an attribute value with this exact phrase.

For example, a search for ["heavy duty work gloves"] finds all items whose attributes contain the exact character string "heavy duty work gloves".

Note that search terms for a quick search for GTINs must not contain leading zeros. For example, an item with the GTIN "04001112223338" is only found if you enter [4001112223338] or [400*] etc.

If necessary, define further restrictions for the search.

Then click Search.

The search is carried out using the defined search criteria. This means that the results only show items that meet the search criteria and the visibility conditions defined for the user.

TrueSource®

Staple Court, 11 Staple Inn Buildings London WC1V 7QHT +44 (0)20 7092 3500F +44 (0)20 7681 2290E [email protected] Team (Freefone) 0808 178 8799

www.gs1uk.org

Company registration number: 1256140

Your product data solution User guide - GS1 UK/media/documents/marketing documents/9832… · 1.8.1.2 Publishing an item from the supplier item details ... attributes are displayed

Documents