Table of Content
- Creating a Base Item
- Recommendations for Maintaining Attributes
- Creating a Packaging Unit
- Linking Base and Packaging Item in a Hierarchy
- Sharing a dataset: releasing and publishing
- Modifying a Data Record
- Deleting a Data Record
- Processing Tasks
- Definition: Validate, Release, Publish
- Process Waiting Times
Introduction
The following instructions document recommendations for the most important processes involved in submitting and maintaining your product master data using the Publishing System. You can access all areas of the tool via the Publishing Dashboard. To help you reach your goal with as few clicks as possible, you’ll find a search bar, direct access to your most recently edited items, and a Create button right here. You’ll also see a visualization of your overall article status and our News section.
In general, you can perform the following actions with the tool:
- Creating Product Master Records
- Linking Product Master Records for Base and Packaging Items
- Sharing Product Master Data: Approving and Publishing
- Modifying Product Master Data / Ongoing Master Data Maintenance
- Processing Tasks / Responding to Feedback from Your Retail Partners
1. Creating a Base Item
In the following initial dialog box, you can enter the GTIN, GLN, and target market, and specify whether to create a base item or a packaging unit. This information cannot be changed later.
On the Identification tab, you can edit the item descriptions.
Finally, apply or modify the classification and confirm by clicking “Create”.
The Item editor opens, and you can edit the attributes. Fill in at least the required system fields (marked with a red dot) and the required regulatory fields (e.g., under the LMIV).
Save your base item. This will also validate the item, meaning the data is checked against implemented rules; review the rejections.
Note: The required attribute “Order Unit” (value=false) will not disappear until the base item and packaging item are linked to form an item hierarchy
2. Recommendations for Maintaining Attributes
Fill in the required fields. These are marked with red dots. You can navigate to these fields using the Required Attribute Finder or the structure tree on the left side of the screen.
Maintain the mandatory regulatory fields (e.g., VAT). These are not system-required fields, but they can be accessed directly via the Attribute Finder.
Fill in the required regulatory fields (e.g., LMIV). These are not system-required fields, but can be accessed directly via the Attribute Finder.
Check your product label and add any additional information (e.g., accreditation label).
Review—perhaps as a team—all the attributes on the form to see if any additional attributes apply to your products (e.g., vegan …).
ATTENTION! This is only a recommendation! You can find an explanation of all attributes, including examples, in the FMCG Compendium and in the Help section.
3. Creating a Packaging Unit
Click the “New” button on the dashboard or in the item overview. Alternatively, you can select the “Edit Hierarchy” button from the base item(for further instructions, see: 4. Linking Base and Packaging Items in a Hierarchy).
In the initial dialog, you can enter the GTIN, GLN, and target market, and choose to create a packaging item.
Please fill in at least the mandatory fields.
Save your Item.
ATTENTION! The “Required Field” indicator for the Base Unit attribute (Value=False) will not disappear until the base item and packaging item have been linked to form a packaging hierarchy. Select the base item's code as the brick code.
4. Linking Base and Packaging Item in a Hierarchy
Open the base item, click “More,” and select “Edit Hierarchies”.
Then select “Add packaging item” from the dropdown menu.
Next, search for the packaging (GTIN or text). Click +Add. Alternatively, you can create a packaging item directly by clicking “Create & Add New Item.” Once you have entered the attributes for the packaging, please click Add and Close.
Enter the number of base items and click OK.
The screen in the lower left corner (Packaging Hierarchy navigation) shows that a packaging unit has been assigned to the base item. You can add additional hierarchy levels(larger packaging units) as needed or include the base item in additional hierarchies that have not yet been published. You can edit the hierarchy if it has not yet been transmitted (released and published).
Items can appear in multiple hierarchies. Mixed-product containers can also be displayed. The corresponding visualization can be found at the bottom left in the “Packaging Hierarchy” navigation section.
5. Sharing a dataset: releasing and publishing
After you have linked the base and packaging items, select the largest packaging unit in the bottom-left corner of the Edit Hierarchy window. This is the top-level unit.
Click the Release button in the menu bar.
In the following dialog box, select Release Hierarchies.
The Publish button will only become active after release. The release button is now grayed out / disabled again.
Please enter the recipient's GLN or use the search function to select the desired recipient (Verified Recipients, Target Market).
Alternatively, you can choose to publish to the entire (German) target market. This way, anyone who has subscribed to your data will receive it.
Finally, click Publish. You have now communicated the base and packaging item data to your retail partners via GDSN for the first time.
Please do not make any further changes to the items until the gray arrow is replaced by a green cloud icon or until you have received CIC feedback messages from your retail partners.
6. Modifying a Data Record
Use the search function to find the item you're looking for. Open the item either by clicking “Edit” or by double-clicking on the item's row.
Make the changes and save.
The Editor mode/transaction code is automatically set to COR for correction.
The Release button will only become active again after you save.
Please then republish the item using the “Publish Hierarchies” button. You do not need to republish it again.
7. Deleting a Data Record
Use the search function to find the item you're looking for. Open the item either by clicking “Edit” or by double-clicking it.
Expiration date = the date after which the item is no longer available; Effective date = the date from which the information is valid (usually the current date)Do not withdraw the publication until you have received new CIC messages.
Set the transaction code from COR to CHN for modification.
Enter an expiration date and a “valid from” date for each applicable base and packaging item. You can easily find both attributes using the Attribute Finder: type in “expiration date” and follow the link. Save the items and publish them as a hierarchy (top-level publication).
On the expiration date, revoke the publication and release (revoke the publication at the published hierarchy level; revoke the release from the base item).
8. Processing Tasks
Various tasks
- Catalogue Item Confirmation (CIC) = Feedback from data recipients regarding the sent product master data, with various statuses. Synchronized: Data was received, checked, approved, and imported into the recipient’s internal systems Received: Data has been received but not checked. Review: Recipient requests that the data be revised and resent. Reject: Recipient does not wish to receive further data
- Exception = Feedback from the data pool regarding
sent article master data(no communication to the
recipient yet)
Symbole der CIC-Nachrichten
Click on Tasks (in the navigation bar or in the center of the dashboard).
Open the item in the task list and click Validate. If there are other items in the hierarchy, repeat steps 2–4 for those as well.
Update the record based on the validation results displayed in the right-hand panel (where each warning is explained and each attribute from the report is linked directly to the item editor).
Save the changes
Click the Release button
NOTE: The CIC always refersto the published item, but the error may also lie with the base item included in the message.
9. Definition: Validate, Release, Publish
Validate – Check
When you click Validate, a validation report appears at the bottom of the screen, listing individual attributes and indicating, for example, that data is incomplete or that entries appear to be incorrect. These notes are linked to the relevant attributes in the form. Validation is optional, as the system automatically validates the data every time you save.
Release - Make Available
By releasing data, you send it to the data pool. This means that the data is then, in principle, ready and can be made available to recipients. Release is therefore a prerequisite for the publication (see below) of the data.
Publish – Target
Through publication, you determine who receives your data. When you click Publish, you can select individual recipients or choose to publish to the entire target market. Upon receiving the data, the recipients will send you a message, which you can find in your CIC overview.
10. Process Waiting Times
What waiting time limits must be observed? To avoid errors during data transfer, it is important to
observe certain waiting time limits. This is particularly important if, for example, you need to cancel
the publication and release of items in order to edit a hierarchical structure.
When you click “republish” you have initiated the process of withdrawing the publication. This
changes the green checkmarks in the publication field to gray arrows. The record is no longer
published only when the field is empty or displays “No publication.”
You can then revoke the release and make the necessary changes. Even after you have
(re)released a data record, you should wait to see if any exceptions occur and not publish it
immediately. If no exceptions have occurred after 1–2 hours, you can usually publish the data.
Terms of use, disclaimer
This document (hereinafter “Material”) is the sole property of 1WorldSync GmbH by Syndigo. For the purposes of these Terms of Use, 1WorldSync GmbH by Syndigo grants its customers, partners or other interested third parties (hereinafter “Users”) the royalty-free, non-exclusive, nontransferable right, unlimited in time and space, to use the Material for their own purposes to the extent set out below. The User is not entitled to modify, reproduce, translate, or use the Material for the purpose of resale, subletting, publication, demonstration, or lecture. The Material may contain proprietary trademarks or logos which the User may not reproduce without the permission of the copyright owner. Any use of the Material within the limits described above must include the credit “© 1WorldSync GmbH by Syndigo”. Insofar as 1WorldSync GmbH by Syndigo is obliged to provide the Material based on a paid contract with the User, the liability regulations laid down in the respective contract shall also apply to the use of the Material. In all other cases, 1WorldSync GmbH by Syndigo provides the Material, despite the greatest possible care in its creation, as a mere courtesy and is only liable for its content in accordance with § 516 et seq. BGB. Insofar as 1WorldSync GmbH by Syndigo is not obliged to provide the Material based on a paid contract with the User, no rights can therefore be derived against 1WorldSync GmbH by Syndigo from the Material. In particular, 1WorldSync GmbH by Syndigo assumes no liability for the correctness, completeness and up-to-dateness of the Material. The User is solely responsible for the selection and use of the content and is aware that the Material is subject to constant further development. The above provisions also apply in favour of 1WorldSync GmbH by Syndigo’s legal representatives and agents.
