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PCM - Product Content Management

New Item Onboarding User Guide

Ace-Help (a/k/a Servis Technology Group, Inc.)

2/13/2017

Ace Hardware’s PCM New Item Onboarding User Guide provides a detailed review of all the functionality available within this vendor-facing application. This document provides the user all the necessary information to submit new RSC stocked and Drop Ship items to Ace Hardware.

Phone: 847-531-6063 Email: [email protected] Hours: Monday-Friday 8:00 AM- 5:00 PM CST 1

Contents System Requirements ................................................................................................................................... 2

Application Overview .................................................................................................................................... 3

Process Overview .......................................................................................................................................... 4

Data Overview ............................................................................................................................................... 7

Structured vs. Non-structured data .......................................................................................................... 7

Selling Attributes ....................................................................................................................................... 8

Provisioning Administrators ........................................................................................................................ 10

Access .......................................................................................................................................................... 14

Dashboard Navigation................................................................................................................................. 17

Changing Vendor Dashboard .................................................................................................................. 17

Adding New Items ................................................................................................................................... 17

Accessing Previously Saved and Submitted Templates .......................................................................... 18

Checking Upload Status of Submitted Templates................................................................................... 18

Adding New Items ....................................................................................................................................... 21

Online template ...................................................................................................................................... 21

Layout .................................................................................................................................................. 21

Onboarding Process ............................................................................................................................ 23

Excel Template ........................................................................................................................................ 31

Download Process ............................................................................................................................... 31

Layout .................................................................................................................................................. 32

Upload Process .................................................................................................................................... 34

Submission Process ............................................................................................................................. 35

Editing Submitted Items.............................................................................................................................. 36

Download a Submitted item ................................................................................................................... 36

Edit the Downloaded File ........................................................................................................................ 36

Upload the Edited File ............................................................................................................................. 36

Submit Edited Items ................................................................................................................................ 37

Non-Stock Item Set-Up ............................................................................................................................... 38

Non-stock (NS) and Non-Stock Promotional Items (NSP) ....................................................................... 38

Non-stock Header Items (NSH) ............................................................................................................... 38

mailto:[email protected]


Setting Up Non-stock Header Items ................................................................................................... 38

Setting up Non-stocked Line Item Content ......................................................................................... 40

Private Label Item Set-Up ........................................................................................................................... 44

Ace Help ...................................................................................................................................................... 45

Ace Help Library ...................................................................................................................................... 45

Glossary ....................................................................................................................................................... 46

System Requirements The system requirements for using PCM:

• Supported Browsers

– IE9+

– Firefox

– Chrome

• Microsoft Excel required



Application Overview Ace Hardware’s PCM applications, New Item Onboarding and Vendor Portal, are robust tools designed

to help vendors better and more efficiently manage their relationship with Ace as it relates to product

information. Vendors will use the PCM systems to submit new stocked and drop-ship items to Ace as

well as update data elements associated to those items.

New items are created and submitted to Ace for approval via the PCM New Item Onboarding tool.

Existing item maintenance can either be performed directly within the PCM Vendor Portal or via

provided Excel templates that are uploaded into the portal. Various media can be associated to an item

through the upload of zip files into Ace’s system using the PCM Vendor Portal. The functionality and use

of this application are documented in the PCM Vendor Portal User Guide.

The vendor can use the PCM systems to submit both structured and non-structured data for items.

Structured data elements have a specific meaning, format and character limitation and include core data

elements, pricing data, and data related to an item’s hierarchy. Structured data also includes marketing

attributes specific to a particular category of product. Non-structured data elements include various

types of media associated to items but which have no established format or restriction.



Process Overview Accompanying the applications is a well-defined and tested process that vendors will follow in order for

items to be created, submitted and approved successfully and efficiently.

PCM System Diagram

Vendors will supply structured product content within the PCM New Item Onboarding tool. This data

will flow to the Product Manager system within Ace. Non-structured data, provided through the Vendor

Portal, will flow to the Media Manager. Structured data includes Operational attributes which have a

specific meaning, format and character limitation. Non-structured data include various types of media

associated to items but which have no established format or restriction.

Vendors will use PCM New Item Onboarding to submit new items for approval. The PCM Vendor Portal

will be used to upload associated media assets as well as to perform maintenance on existing items.

Item maintenance is performed either via the upload of an Excel template into the Vendor Portal or

directly within the PCM Vendor Portal interface.

Once a new item is submitted for review, an approval process is initiated within Ace Hardware’s system.

Upon completion of the approval process, the item will be assigned a status of Retail Viable. For an item

to be Retail Viable, data and content for that item has been determined to be available to support its

retail use. At this time, the item can be ordered by retailers potentially from the RSC or via Drop-ship.

Also, once an item is Retail Viable, the item is now eligible for maintenance within the PCM Vendor

Portal.



New Item Approval Process

* NIS = New Item Start

** NIS Pending – Wholesale Ready = ready to purchase from the vendor

*** NIS Pending – Retail Viable = ready for retail purchase; received department approvals

New item submitted successfully

Domestic item Import item

NIS* Pending – Import Buyer

NIS* Pending – Import Logistics

NIS* Pending – Domestic Buyer

Retail Viable

NIS* Pending – Wholesale Ready**

NIS* Pending – Retail Viable***



Item Maintenance (IM) Approval Process

Once maintenance begins on an item and workflow is in progress, vendors are locked out of the item

and are unable to perform any additional maintenance. Once an item is in the IM Complete status,

vendors can initiate any additional maintenance needed. Items in the IM Complete status are

synonymous with items in the Retail Viable status.

Maintenance file uploads successfully

Casepack Change

IM Pending – Casepack Change

Purchase Price Change

IM Pending – Other Change

Other Change

IM Pending – Purchase Price Change

IM Approved – Casepack Change

IM Approved – Other Change

IM Approved – Purchase Price Change

IM Complete



Data Overview In order for items to be set up in Ace’s system, certain pieces of data are required. For complete details

on all the data elements available to describe a single item, access the PCM Attribute Dictionary in the

Ace Help Library. It is important, however, to understand the different types of data that Ace is asking

vendors to provide.

Structured vs. Non-structured data Ace is requiring vendors to provide both structured and non-structured data for a single item.

Structured data elements are the texts fields in PCM; they have a specific meaning, format and

character limitation. Structured data includes:

o core data elements

o pricing

o hierarchy

o Selling Attributes (marketing attributes specific to a particular category of product)

Non-structured data elements are the media files associated to an item; they have no

established format or restriction. Non-structured data elements can include:

o Product images

o Warranty Cards

o Instruction Manuals

o Restrictions forms

o MSDS sheets

o EPA forms

o Hazardous Goods documents

o Catalog Sheets

Structured data is provided via the New Item Onboarding tool for all new items. Structured data can be

updated for existing items either directly within the PCM Vendor Portal catalog or via a Maintenance

template, depending upon the data to be updated.

Non-structured data must be uploaded into the PCM Vendor Portal via an established upload process.

For new items, file names must be referenced in the New Item Onboarding template according to the

standard established by Ace (Vendor number_Manufacturer Part Number _Media Asset Type_Version

Number). For items that were submitted without referencing the file name in the New Item Onboarding

template, files will be uploaded according to the same process; however the additional step of notifying

Ace’s media manager ([email protected]) team must also occur. Access the Ace

Digital Requirements document for more information.


http://www.servistechnology.com/ace-help/ace-help-library/


http://www.servistechnology.com/wp-content/uploads/2016/03/Detailed-Ace-DIGITAL-Requirements_3-2016.pdf



Selling Attributes A new type of structured data became required with the introduction of PCM. The inclusion of Selling

Attributes is required for all new items. Selling attributes are category-specific marketing attributes that

help further define and “sell” products to Ace retailers and to consumers. Ace has defined the Selling

attributes required for each category of product vendors may sell to Ace.

Ace has developed a sophisticated classification system, or taxonomy, that organizes products into

narrow groups of like items called Level 3 categories. Each Level 3 category is assigned a set of data

elements specific to that type of product. Certain Level 3 categories will share data elements with other

categories. But each Level 3 will contain a unique set of data elements specific to that category.

Sample Level 3

In this example, products in each of these three Level 3s share common features (green shading).

Jigsaws and Reciprocating saws share some common features (orange shading) which do not apply to

Power Circular saws. Finally (red shading), Circular Saws and Jig Saws each include features unique only

to those items. While all of these items are in the “cutting tools” family of products, each has a unique

set of feature attributes. The result is a unique Level 3 classification name and ID number for each

product type.



Users will select the appropriate Level 3 template to be used when setting up a new item. That

template will contain the appropriate Selling attributes associated with the Level 3. If you need

additional templates please contact [email protected].




Provisioning Administrators PCM supports two types of users: Administrators and Users. The Administrator role is assigned to the

first user created for a vendor by Ace. Once the Administrator has been established, it is the

Administrator’s responsibility to set up any and all additional Users associated with that vendor.

Only the Administrator has the ability to establish other users via the PCM Vendor Portal. Beyond that

responsibility, all additional functional responsibilities within the application environment are the same

for both Administrators and Users. Administrators do have additional responsibilities, however;

Administrators are ultimately responsible for keeping the all data about the catalogs they manage

current at all times and Administrators are considered the primary contact for the vendor.

The Administrator initially established can be changed if needed.

In order for a vendor to gain access to the PCM environments, the vendor will begin by designating a

single person to act as their PCM Administrator. This process is referred to as provisioning. The

provisioning process begins with the identification and provisioning of the Administrator. This is

accomplished by completing and submitting the Administrator Registration Form, a simple online form

accessed through the Ace Help Library. Administrators must also complete the required PCM Vendor

Training provided by Servis Technology aka Ace Help.

It is critical the Administrator understands his or her responsibilities within the PCM environment. How

the Administrator is assigned will depend on whether or not a vendor uses a Vendor Rep company.

Vendors that sell to Ace directly will designate an Administrator from within the ranks of their

organization.

Vendor Direct Process



http://www.servistechnology.com/ace-help/live-training/

http://www.servistechnology.com/ace-help/live-training/


Vendors that use a Vendor Rep company will rely on an individual within the ranks of the company to

act as the Administrator on their behalf. Accordingly, Vendor Rep companies must identify one person

within the ranks of their agency who will act as the Administrator on behalf all of the vendors they

represent.

Vendor Rep Process

To provision the Administrator for a vendor

1. Go to http://www.servistechnology.com/ace-help/ace-help-library/

2. Expand the PCM VENDOR PORTAL - PRODUCT CONTENT MANAGEMENT section

3. Click Provisioning

4. Click on Administrator Registration Form

5. Complete form

a. Section 1 – identify Registration Request Status

i. New Administrator Registration

ii. Change of Administrator

b. Section 2 – Primary Manufacturer Contact (Enter information about the Vendor direct

person responsible for Ace Hardware. For Vendor Reps, this should be information

about the individual at the Vendor to whom you report. Examples: Factory Sales

Manager, VP of Sales, Owner, etc.)

i. Vendor Name

ii. First Name

iii. Last Name

iv. Title

v. Email Address

vi. Primary Phone Number




c. Section 3 - Designated Vendor Portal Administrator Contact Information (Enter the

information about the individual who has been designated to be the PCM Administrator

for this vendor)

i. Administrator's Company Name

ii. Administrator's First Name

iii. Administrator's Last Name

iv. Administrator's Email Address

v. Administrator's Primary Phone Number

vi. Vendor Number(s) - Enter the five (5) digit Ace Vendor Number assigned to the

manufacturer designated in section 2

1. If more than one vendor number is assigned to this manufacturer, enter

them here separated by commas.

2. Vendor numbers with less than five (5) digits should be preceded by

leading zeroes. Example: Vendor Number 251 should be entered as

00251.

vii. New Administrators only – Enter a brief description of the various product

commodities available to Ace for purchase via RSC or Drop Ship for each of the

vendor numbers listed above (separated by vendor number).

d. Section 4 - Primary Contact for Product Information & Content (Enter the contact

information for the person responsible for all product data, images & other related

content.

i. First Name

ii. Last Name

iii. Title

iv. Email Address

v. Primary Phone Number

vi. Additional Comments (optional)

6. Click Submit

7. Confirmation of submission will appear on screen

8. Typically, within one to five business days, the designated Administrator will receive a system

generated email from: [email protected] (Administrators, and the users they provision,

are encouraged to add this address to their “safe senders list”.)

9. From the link in the email, Administrators will be required to create a password which allows

them to access the PCM systems.

Once the Administrator has gained access to PCM, the Administrator can provision any additional users

as necessary. If the Administrator works for a vendor that sells to Ace directly (no Vendor Rep Company

is involved), the Administrator can provision other personnel from within the ranks its own organization

to access their vendor catalog.




If the Administrator works for a Vendor Rep Company, the Administrator can provision other personnel

from within the ranks of their own company and, if desired, provision factory personnel to view these

catalogs as well.

Provisioning additional users occurs within the PCM Vendor Portal. Access the PCM Vendor Portal User

Guide for details on this process.



Access Once a user, either an Administrator or a User, has gained access to PCM and established a password, future attempts to access PCM will require logging in through the Vendor Portal link on AceHardware-Vendors.com aka Vendors.com.

Logging into PCM is a matter of accessing Ace’s E-tools environment* via Internet Explorer, selecting the

desired PCM application from the Vendor E-tools page, accessing the log-in page and entering in the

correct credentials.

* Accessing the Vendor E-tools page does require the user to have login credentials to E-tools. Click the

Login Help button at the top of Vendors.com to either select Forgot ID or Password? or ID Request to

obtain these login credentials. Contact the Ace Vendor Care Center for assistance with this process:

[email protected]).

Upon a successful login, you will have access to all functionality described within this document, based

upon your role within your organization.

E-tools login


http://www.acehardware-vendors.com/




Vendor E-tools page

PCM New Item Onboarding Login page

To log into PCM New Item Onboarding

1. Go to http://www.acehardware-vendors.com/

2. Click on E-tools

3. Enter Network Access Login credentials

4. Click Log In

5. From the Vendor E-tools page, select PCM New Item Onboarding

6. On the Log In page, enter:




a. User name (user’s email)

b. Password (same user name and password combination are used for both PCM applications)

c. Select Remember me to automatically log in on future visits

7. Click Log in

8. The selected Dashboard displays, depending upon selected environment

If a user has forgotten the password to log into PCM, the user can reset the password using the Forgot

password? link. The Forgot password? link ONLY appears on the PCM Vendor Portal login page,

however.

To reset a password

1. From the Log In page for the PCM Vendor Portal, click Forgot Password?

2. Enter the user name (email address) associated with the user

3. Click Submit

4. An email to reset the password will be sent to the designated email address

a. From - [email protected]

b. Subject line - PIM Supplier Portal: Reset your password

5. Click on link specified within the body of the email

6. On the Set your Password page, enter desired password (password strength will display)

7. Click Submit

8. The Dashboard displays

When finished working within the application, it is advised that the user log out of the application.

To log out

1. Click Log Off in the upper right hand corner of the page

2. User is returned to the Log In screen



Dashboard Navigation It is critical to understand how to navigate through the application in order to utilize it successfully.

Using the available navigation tools can significantly simplify the process.

Upon a successful login to PCM New Item Onboarding, you are brought to the Dashboard. From the

Dashboard you can:

• Change the Vendor Dashboard you are viewing

• Initiate the process of adding a new item(s)

• Access previously saved and submitted templates

• Check the Upload Status of submitted templates

Dashboard

Changing Vendor Dashboard For users who have access to multiple vendor catalogs, the drop-down box at the top of the Dashboard

is used to change the vendor catalog that user is viewing.

To change the vendor Dashboard

1. Click the drop-down arrow next to the catalog name

2. Select the desired catalog

3. Click Search

Adding New Items From the Dashboard, users can initiate the process of adding a new item. Once a blank template is

opened, users can either load the data to the template directly through the online template or via a bulk



upload of the data within an Excel template. Regardless which method a user chooses, the initial steps

to add a new item are the same.

To open a blank template

1. From the Dashboard, within the selected catalog, click Add New Item

2. From the Level 3 drop-down, select the correct Level 3 template for the item or items to be

added*

3. Click Apply

4. Blank template will open

*Contact [email protected] if you need additional templates.

Blank template

Accessing Previously Saved and Submitted Templates Templates that are either in progress or that have been submitted can be accessed from the Dashboard.

To access a previously saved or submitted template

1. From the Dashboard, click on the hyperlinked Level3 ID of the desired template

2. Template will open

a. Saved templates can be edited and submitted

b. Submitted templates can be viewed and exported

Checking Upload Status of Submitted Templates Once a template has successfully been submitted, it is still possible for that template to encounter an

error during the import of the data into PCM. Users can confirm the upload status of submitted

templates from the Dashboard.

To View Upload Status

1. From the Dashboard, select the Vendor from the drop-down




2. Click Search

3. Click Upload Status

4. Upload Status page will display with details of the uploads

Upload Status (no errors)

Upload Status (with errors)

From the Upload Status page, users can see the details of an error, if one had occurred.

In the Status column, users will see the type of message received

In the ID column, users will see the Manufacturer Part Number the error message is associated

with.

In the Message column, users will see the details of the error.



Items that receive errors have not been imported in the Vendor’s catalog and will not be visible to Ace.

Errors will need to be corrected and all items that need to be submitted again will need to corrected

using the editing process for a submitted item and resubmitted.

If users are subscribed to receive email notifications through the PCM Vendor Portal, an email from

[email protected] will be sent containing the same information.




Adding New Items All new items must be onboarded via the New Item Onboarding tool. New items that are successfully

submitted via New Item Onboarding are then available to be viewed in the PCM Vendor Portal catalog.

There are two ways to load data into New Item Onboarding:

Directly into an online template

Into a downloaded Excel template which is later uploaded into New Item Onboarding

Once data is loaded into PCM New Item Onboarding, the process to save, validate and submit a template

is the same. Only the manner in which the data is loaded differs.

Online template One way to load data for an item or items is directly through the online template. Once the correct

Level 3 has been selected, a user can simply begin adding data to the template.

*Please note: no more than 100 items should be added to a single online template. If more items need

to be added, create additional templates.

Blank template

Layout

Data is collected within the New Item Onboarding tool on four separate tabs. Items must be referenced

on each of the first three tabs. Only items being imported into the United States by Ace Hardware

require the use of the Import tab.

Four Data Collection Tabs

Article tab – where an item is first created via the entry of a Manufacturer Part Number; a

majority of the item data is collected here including all Level 3-specific Selling Attributes

Price tab – collects price data for an item, including RSC stocked item pricing and/or ACENET

Direct dropship pricing



Case Pack tab – collects hierarchy data for an item, including quantity, UPC/GTIN and dimension

information

Import tab – collects import data for all Direct Import items; Direct Import items are items being

imported into the United States by Ace Hardware

Complete details on each attribute on each tab can be found in the PCM Attribute Dictionary, found in

the Ace Help Library.

Color Coding

The column headers on each tab are color coded to assist users in understanding their requirements and

identifying which fields are relevant for their items.

Mandatory – attributes required to submit an item

Optional – attributes not required to submit an item, though potentially of interest to Ace

RSC’s – attributes relevant to items that will be stocked in an Ace RSC (warehouse); not all RSC

attributes are required for an RSC stocked item

Dropship – attributes relevant to items that will be made available via dropship through the

ACENET Direct program; not all Dropship attributes are required for a Dropship item

Selling Attributes - category-specific data elements that support of the marketing efforts for an

item; some Selling Attributes are required and have green column headers; Selling Attributes

with grey headers are optional

Import Attributes – attributes relevant to items that will be directly imported into the US by Ace

Hardware; not all Import attributes are required for an Import item

Pop Up Documentation

The online template provides pop up boxes for many (but not all) of the attributes in PCM New Item

Onboarding. These boxes provide the user guidance on what data is being collected for a particular

attribute and, in some cases, provides users with a list of possible valid values or character restrictions.

To view an attribute pop-up box

1. Hover your cursor directly over the attribute column header

2. If a pop-up box is available, it will appear

3. If no pop-up has been created, no pop-up will appear




Validation

The online template provides users with a built-in validation engine that identifies and prevents invalid

data from being supplied upon entry. Examples of such validation include:

Character restrictions – many fields have character restrictions, including maximum character

limits and restrictions on the type of data required in a field. Attempts to enter invalid

characters or characters exceeding a limitation will not be allowed.

Valid Values – many fields have requirements that data entered must be selected from a pre-

determined list of valid values. Users will not be allowed to input any values in these fields that

are not on the valid value list.

Auto-population – some fields will auto-populate a valid value based upon information already

provided by the user and/or system. New Item Onboarding can auto-populate these values,

reducing the risk that the data is provided incorrectly. Auto-populated data includes but is not

limited to:

o Submitted by user information based upon login credentials

o Media file names based upon Vendor Number and MPN

o Quantities for both Price and Case Pack data

Onboarding Process

Using the online template, users can provide all the required data to get an item successfully submitted

to Ace Hardware. Once the data has been provided, it must be saved, successfully validated and

submitted in order for Ace to have visibility to the data and for the item to begin the review process.



Entering Data

Using the tools described in the previous section, users must supply, at minimum, all required data in

order to submit. There are some sections of the New Item Onboarding template that do require

additional detail and explanation.

Sourcing Flag - this is where you will identify if the new item being set-up is to be:

o RSC only - stocked in an Ace warehouse only

o DS and RSC - is to be both stocked in an Ace warehouse and be made available via dropship

through the ACENET Direct program

o DS only - if the item will be available ONLY via dropship thru ACENET Direct.

With the selection of a Sourcing Flag, the RSC (warehouse), RDC (distribution center) and DS01

(ACENET Direct drop ship) selections will be made automatically. For a Domestic item:

• A selection of RSC only will auto-select the RSCs only.

* Be sure to deselect any RSCs which would not be appropriate.

• A selection of DS and RSC would select all RSCs and DS01.

• A selection of DS only will only select the DS01 box.

Media Assets – these are any media files associated to an item, including images and

documents. Most items will require at least one media asset be included in the item record,

usually an image file. In addition to media assets needing to be uploaded into PCM through the

Vendor Portal (a process defined in the PCM Vendor Portal User Guide), file names should also



be provided in the New Item Onboarding template to allow those media assets to be

programmatically associated with your items.

To programmatically associate Media Assets with items

1. Answer the following attributes on the Article tab in New Item Onboarding either Yes or No:

a. SDS Item

i) If Yes, click on SDS File (Document) field; required file name will auto-populate

b. Does this product have sale restrictions?

i) If Yes, click on Restrictions Form (Document) field; required file name will auto-populate

c. Warranty Indicator

i) If Yes, click on Warranty Card (Document) field; required file name will auto-populate

d. Is Catalog/Product Info

i) If Yes, click on Catalog/Product Info/Sell Sheet Filename field; required file name will

auto-populate

e. Is Hazardous Goods

i) If Yes, click on Hazardous Goods Form (Document) Filename field; required file name will

auto-populate

f. Live Sample Provided

i) If No, click on Image File field; required file name will auto-populate

2. The file name auto-generated in the template must be used to name the actual file that is

uploaded into PCM via the Vendor Portal. The file type must match as well.

3. Once all media files have been assembled and named appropriately, the files must be zipped up

prior to uploading. Max zip file size is 2 GB. Refer to the Ace Digital Requirements document for

details on Ace’s digital requirements.

4. The zip file is then uploaded in the PCM Vendor Portal. Access the PCM Vendor Portal User

Guide for details on this process.




Selling Attributes – Selling Attributes are covered in detail in the Data Overview section of this

document. There are some essential understandings regarding Selling Attributes that can be

helpful when attempting to provide this data via an online New Item Onboarding template:

o Adding Selling Attribute Valid Values

Some Selling Attributes have valid value lists, identifying all possible values from which a

user can select. Occasionally, however, no value on the list is appropriate for the new item

being set up. Therefore, the user should follow a defined process to get the missing, but

needed, value added to the list.

To add a value to a Selling Attributes valid values list

1. Start a new email using your email client

2. In the subject line: Valid Value Request

3. Include in the body pf the email:

a. Vendor Number

b. Level 3 Name

c. Attribute Name

d. New Value requested

4. Send email to [email protected]

5. Wait to proceed with setting up new item until valid value(s) are added

o Numeric Fields Allow Selection of Units of Measure (UOMs)

Some Selling Attributes require numeric values be provided. For many of those attributes,

the user has the ability to define the UOM associated with the attribute, rather than being

required to follow a pre-defined UOM. For such attributes, the user will enter the numeric

value and then simply select the appropriate UOM from the drop-down.

Price Data – Providing data on the Price tab is relatively simple. It is helpful to understand,

however, the types of Price data that can be provided and how that data needs to be presented.

Based upon the type of item being set up (RSC Only, DS and RSC, or DS only), the user will need

to define pricing according to one of three possible scenarios:




o RSC only Pricing – the user provides one price (GLBL) for the item; pricing is per each;

pricing tiers many NOT be provided

o DS and RSC Pricing – the user provides two prices for an item (GLBL and DS01); pricing is

per each; pricing tiers may only be provided for the DS01 price; additional tiers of

pricing are also per each

o DS only Pricing – the user provides one price (DS01) for the item; pricing is per each;

pricing tiers may be provided; additional tiers of pricing are also per each

Case Pack Data – Data on the Case Pack tab must be provided for all available hierarchical levels

of an item. That means if an Each is packaged at an Inner Pack and Case Pack level, that item

will need to be represented on the Case Pack tab three times, one record for each level.

o The minimum packaging level is an each (Packaging Quantity = 1). The minimum level to

which Ace may purchase a product will be indicated with Buy from Vendor = Yes. The

minimum level to which a retailer may purchase a product from the warehouse will be

indicated with Sell to Retailer = Yes. Drop Ship Sell to Retailer will be only used for

items available through the DS01 warehouse. Drop Ship only SKUs require only Drop

Ship Sell to Retailer = Yes; choose only one level.

o Dimensions provided for your items must be provided in accordance with the Global

Standard. Please visit the Ace Help Library for details on the Global Standards for

product dimensions.

Saving Data

Users may save an item at any time; there is no minimum data requirement to save. Whatever data is

there will be saved and can be returned to at a later time. There is a built in time-out when the




application is left idle for 5 hours. It is good practice to save early and save often when working in the

application. Data must be saved before it can be validated.

To save a template

1. Click Save at the bottom of the template

2. Screen will refresh and data will be saved

Validating Data

Users can also validate data at any point. Data that is not validated on entry can be with a simple click

of the Validate button. Once data has been validated, any attributes where data is either missing or

invalid will highlight in yellow. Hovering over the yellow fields will reveal the data validation issue.

Data must successfully validate on all four tabs in New Item Onboarding in order for the Submit button

to become active and for the user to be able to submit the template.

Template not successfully validated

Template successfully validated



Copying/Deleting Item Data

Prior to submitting an item there are a couple of things a user can do.

Copy data – Data can be copied in a New Item Onboarding template. This can be useful if two

very similar items are being set up at the same time. All data associated to an item on the

selected tab will copy into a new record. Obviously, some changes will need to be made to

some of the data to distinguish the original from a copy. Data does need to be copied on each

tab independently.

To copy data on a tab

1. Select the tab in New Item Onboarding on which the data is to be copied

2. Using the select box , check the item in the template to be copied

3. Click Copy selected record(s)

4. Click OK

5. Copy will appear beneath the original

6. Edit the copied record wherever necessary

7. Repeat copy on each additional tab, as necessary

Delete Data – Users also have the option to delete an item record from a template prior to it

being initially submitted. Once a template has been submitted, items in the template cannot be

deleted by a vendor. If all items in a template are deleted, the template will no longer appear

on the Dashboard.

To delete an item from a template

1. Select the tab in New Item Onboarding on which the item is to be deleted

2. Using the select box , check the item in the template to be deleted

3. Click Delete selected record(s)

4. Click OK

5. Item will be deleted from the tab

6. Repeat delete on each additional tab, as necessary

Mass Updating Data

Prior to submitting a template, it is possible to perform mass updates on the data within a particular

column. If multiple items within a template all require the same update, the Mass Update functionality

will simplify that process.



To perform a mass update with a template

1. Select the tab in New Item Onboarding on which the data is to be updated

2. Click into the first item record within the column that requires the mass update

3. Click

4. Enter the new value in the pop-up box

5. Click Update

6. All records within the selected field will update with the new value

Submitting Item Data

Once a template is complete and all tabs have successfully been validated, it can be submitted at any

time. Once a template is submitted, it cannot be copied or deleted. Once successfully submitted, items

will appear in the vendor’s PCM Vendor Portal catalog in either the NIS Pending – Domestic Buyer status

or Import Buyer status.



PCM New Item Onboarding Submission Success Message

To submit a template

1. Once all four tabs have successfully validated, click Submit

2. PCM New Item Onboarding success message will appear

3. To log into the PCM Vendor Portal to upload media assets, click here within the success message

4. To return to the Dashboard, click Ok within the success message

5. Submitted template will be at the top of the list

Excel Template Items can also be started in an Excel template, available for download within PCM New Item

Onboarding. Using the Excel template allows the user to load data for more items more quickly. Users

can export data from other sources into the Excel template, upload the file into PCM New item

Onboarding, and then save, validate and submit the item records.

*Please note: no more than 100 items should be added to a single Excel template. If more items need to

be added, create additional templates.

Download Process

In order to use the Excel template, a blank template must first be downloaded from PCM New Item

Onboarding.

To download a blank Excel template

1. From the Dashboard, within the correct catalog, click Add New Item

2. From the template, select the appropriate Level 3

3. Click Apply

4. Click Download Template



5. Open or Save the file

6. Once the file has been opened and saved locally, it is ready to be used

Layout

The Excel template is a very basic file. Users may populate as much or as little data for the items that

they like and then upload the file back into PCM New Item Onboarding. The file itself provides no

validation of the data entered. Validation of the data occurs in the online template after the file has

been uploaded.

Blank Excel file

Row one displays the names of all of the attributes on a particular tab. All four tabs are available in the

Excel template. On each tab, data can be entered starting in row 2.

Article Tab

Tips for adding data on the Article tab:

Start by copying and pasting the Level 3 Name (A) and Level 3 ID (B) into each row in the file

where an item will be added.

From there, enter a unique Manufacturer Part Number (C) into each row.

Then provide as much data for each item as possible and logical. Use the online template

and/or the PCM Attribute Dictionary (located in the Ace Help Library) to ensure only valid values

are added where required and that entries comply with character restrictions.

When Yes or No are possible values, be sure to spell out ‘Yes’ and ‘No’ and entries are case-

sensitive.

Don’t provide data in the Excel template that can be more easily provided in the online

template, for instance:

o Submitted by Name and Submitted by Email will auto-populate based on login

credentials

o Document file names can be auto-generated in the online template




o Selling Attributes requiring numeric values and a Unit of Measure (UOM) must be

entered precisely in order for the data to load correctly. Data must be provided:

Number,UOM (exactly as it appears in the online template)

Do not use abbreviations

Do not add a space before or after the comma

Example:

Completed Article Tab

Price Tab

Tips for adding data on the Price tab:

Copy the Manufacturer Part Numbers from the Article tab to ensure they match exactly.

There are two possible values for Site Code:

o GLBL (for RSC stocked item price)

o DS01 (for ACENET Direct dropship price)

A Manufacturer Part Number MUST appear on the Price tab at least once and no more than two

times.

Each (1) must always = ‘1’

Pricing is ALWAYS per each in PCM.

Tiered pricing is ONLY available for DS01 items.



Completed Price Tab

Case Pack Tab

Tips for adding data on the Case Pack tab:

Copy the Manufacturer Part Numbers from the Article tab to ensure they match exactly.

A Manufacturer Part Number MUST appear on the Case Pack tab at least once and potentially as

many as four times.

Packaging Quantity for the Each MUST = ‘1’

When Yes or No are possible values, be sure to spell out ‘Yes’ and ‘No’ and entries are case-

sensitive.

Completed Case Pack Tab (one item hierarchy)

Import Tab

Import data is only required for Direct Import items, items that Ace Hardware is directly importing into

the United States. All import attributes are technically optional.

Upload Process

Once the Excel file is ready, make sure to save the file to your computer. From there, the file will be

uploaded back into the New Item Onboarding tool.

To upload a completed Excel template

1. From the Dashboard, within the correct catalog, click Add New Item


3. Click Apply

4. Click Bulk Upload

5. Click Browse

6. Locate the file and click Open

7. Click OK

8. Items in the file will load into the online template



Submission Process

Once an Excel template has successfully loaded into the online template, users will work with the items

in the online template just as if they had been created there originally. Items will be saved, validated

and submitted.

*Please note: If there are validation errors for items uploaded from an Excel file, all corrections to those

errors MUST be made within the online template. DO NOT return to the Excel template to perform edits

and then upload the file again into the same online template. Item records will not overwrite; they will

duplicate.

To submit items uploaded from an Excel template

1. Click Save to save the items to the template

2. Click Validate to validate the data; If there are errors:

a. Click Ok

b. Resolve errors within the online template

c. Click Save

d. Click Validate

e. Repeat until no data validation errors appear and all four tabs have a green checkmark

3. Click Submit







Editing Submitted Items On occasion, items submitted successfully through New Item Onboarding need to be edited and

resubmitted. There are generally two scenarios that occur that necessitate such action:

Items are successfully submitted but fail upon the import of the data into the system. A

correction to the data needs to occur before the item(s) can import.

Items are successfully submitted and imported to the Vendor’s catalog, however, during the

approval process, some element of the data is either missing or needs to be corrected.

In either scenario, the process to correct the data is the same. The previously submitted template needs

to be exported, data in the file needs to be corrected, and then the exported file needs to be uploaded

into a new template to be submitted again.

Download a Submitted item The first step in correcting submitted data is downloading the template in which the item(s) and data

element(s) in question are contained.

To download a submitted item

1. From the Dashboard, click the hyperlinked Level3 ID for the submitted template containing the

item(s) requiring editing

2. From within the template, click Export Data

3. Open or Save the file

4. Enable editing in the file and, if necessary, save the file

Edit the Downloaded File The next step in the process is performing the edit(s) on the item(s) in question and saving those edits to

the file.

To edit data in a downloaded file

1. In the file, find and correct the data element(s) in question

2. Delete any items from the file that do not require correction/resubmission

3. Save changes

Upload the Edited File Once the file is ready to go, it needs to be uploaded back into New Item Onboarding so that it can be

submitted for import and approval again.

To upload an edited file

1. In New Item Onboarding, go to the Dashboard

2. Within the correct catalog, click Add New Item


4. Click Apply

5. Click Bulk Upload



6. Click Browse

7. Locate the file and click Open

8. Click OK

9. Items in the file will load into the online template

Submit Edited Items Once the updated items have been successfully uploaded into the online template, proceed with the

template normally.

1. Click Save to save the items to the template

2. Click Validate to validate the data; If there are errors:

a. Click Ok

b. Resolve errors within the online template

c. Click Save

d. Click Validate

e. Repeat until no data validation errors appear and all four tabs have a green checkmark

3. Click Submit







Non-Stock Item Set-Up Standard stock items can be set-up in PCM according to the examples provided in the New Item

Template. Non-stock (NS) items, including Non-stock Promotional (NSP) Items and Non-stock Header

(NSH) Items, require a particular set-up process.

Non-stock (NS) and Non-Stock Promotional Items (NSP) NS and NSP items must always sell to retailer at the case level (or order from vendor level). Ace does not

break case for NS items.

Non-stock Header Items (NSH) Any item designated as a Non-stock Header (NSH Item) is, by default, a merchandiser, display or

assortment that will travel from the vendor’s FOB point to the retailer’s store, either through an RSC or

via drop ship, completely intact (i.e., as a “Contained Unit”). While items such as these can be

submitted via a PCM New Item Onboarding tool, the procedure is a bit different than for standard retail

selling units. This section details how to create your Non-stock Header Item. The next section describes

how to provide information about non-stock skus contained within the merchandiser, display or

assortment (the NSH item).

Setting Up Non-stock Header Items

This section details how to create your Non-stock Header Item. The next section will describe how to

provide information about non-stock skus contained within the merchandiser, display or assortment.

To set up the Non-stock Header item

1. Confirm that the Non-stocked Header DOES NOT already exist in the vendor catalog

a. Log into the PCM Vendor Portal

b. From the Dashboard, click Edit Catalog Items within the appropriate catalog

c. Within the Vendor catalog, make sure Filter by = Item no.

d. Enter the Manufacturer Part Number (MPN) associated with the NSH item as a whole

e. Click Filter

f. If:

i. No results are returned, proceed with setting up NSH

ii. If MPN is returned, DO NOT set up NSH in PCM; it already exists; process is

complete

2. Determine which Level 3 template your buyer wants you to use to submit your NSH item. Only

the NSH should be entered in this template. Any non-stock line items that belong to the

header item MUST be submitted using a separate template.

3. On the Article tab of the appropriate New Item template, enter the information about the

merchandiser, display or assortment (the NSH item) as a whole. Complete all required

attributes, with these considerations in mind:

a. Manufacturer Part Number = part number associated to the NSH item as a whole

b. Article Type = Non-Stock



c. Header Article = Yes

d. Bin Tag Description = the capitalized letters NSH should precede the short description of

the NSH item (Please note: 24 characters maximum are allowed in this field).

e. Features List Add-on = LIST ALL ITEMS contained in the NSH item by entering data

following the example shown below; include underscores and separate each line item

entry with a comma

NSH Article Tab Example

4. Until further notice, images are not needed for NSH items:

a. Live Sample Provided = Yes

b. Image File = blank

Please note: whether or not you actually send a live sample of the NSH item is between

you and your buyer.

5. Until further notice, Selling Attributes are not needed for NSH items. To bypass providing

required Selling Attributes, you must enter a value in the Brand Name field within the Selling

Attributes and then, after you validate the tab, click OK in the pop-up warning message.

6. On the Price tab for the NSH Item:

a. Manufacturer Part Number = reference part number associated to the NSH item as a

whole

b. Site Code = GLBL

c. Each (1) = 1

d. Purchase Price (Each) = invoice cost for the NSH item as a whole

Example:

Each Quantity_Mfg. Number_Ace Article Number (if applicable),



7. On the Case Pack tab for the NSH Item:

e. Unit of Measure = EA

f. Packaging Quantity = 1, the Packaging Quantity for the NSH item as a whole

g. UCC/EAN/GTIN = the 14 digit GTIN associated to the NSH item as a whole

h. All dimensions = the dimensions of the NSH item as a whole

i. Sell to Retailer = Yes

j. Buy from Vendor = Yes

Setting up Non-stocked Line Item Content

There is no need to start a new template and enter data for items that Ace already stocks but which also

happen to be contained in the merchandiser, display or assortment (the NSH item). However, if the NSH

item contains one or more non-stock items that have not already been set up in Ace’s system, Ace needs

vendors to supply the data associated to these items. NS items MUST be entered in a separate

template and be submitted separately from the template that contains the NSH.

Follow the steps shown below to enter data associated to all non-stock items - and only the non-stocked

items - contained in the merchandiser, display or assortment (the NSH item).

Enter your

company’s

invoice price for

the NSH item as

a whole.

Enter “1” as the Packaging Quantity for

the NSH item as a whole.



To set up the Non-stocked Line Item Content

1. Confirm that the non-stock item DOES NOT already exist in the vendor catalog

a. Log into the PCM Vendor Portal

b. From the Dashboard, click Edit Catalog Items within the appropriate catalog

c. Within the Vendor catalog, make sure Filter by = Item no.

d. Enter the Manufacturer Part Number (MPN) associated with the first non-stock item

e. Click Filter

f. If:

i. No results are returned, proceed with setting up this non-stock item

ii. If MPN is returned, DO NOT set up this non-stock item in PCM; it already exists;

process is complete for this item

g. Repeat steps d-f for each additional non-stock item

2. On the Article tab of the separate New Item Onboarding template, enter data associated to each

non-stock sku contained in the NSH item; complete all data fields as usual including:

a. Manufacturer Part Number = Part Number associated to the individual non-stock sku

b. Article Type = Non-stock

c. Header Article = No

3. Until further notice, images are not needed for non-stock items:

a. Live Sample Provided = Yes

b. Image File = blank

Please note: whether or not you actually send a live sample of the NS item is between you and

your buyer.

4. Until further notice, Selling Attributes are not needed for non-stock skus. To bypass providing

required Selling Attributes, you must enter a value in the Brand Name field within the Selling

Attributes and then, after you validate the tab, click OK in the pop-up warning message.

5. On the Price tab for each NSH line item:

a. Manufacturer Part Number = the Mfg. Part Number for each non-stock sku

b. Site Code = GLBL

c. Each (1) = 1



d. Purchase Price (Each) = the sku’s regular invoice each cost as though Ace expects to add

this sku to RSC stock

Please note: Unless Ace elects to add this item to RSC stock they will ignore the price you

enter here. However, the Case Pack tab will not successfully validate and the items will not

be able to be submitted if pricing is not entered here for each non-stock sku.

6. On the Case Pack tab for each NSH line item:

a. Manufacturer Part Number = the Mfg. Part Number for each non-stock sku

b. Unit of Measure = EA

Please note: There is no need to enter higher level packaging configurations.

c. Packaging Quantity = 1

d. UCC/EAN/GTIN = the UPC code associated to each non-stock sku

e. Dimensions = the dimensional values associated to each non-stock sku

f. Sell to Retailer = Yes

Please note: Though Ace will ignore this entry, failure to enter Yes for each non-stock sku

will result in a failed upload.

g. Buy from Vendor = Yes

Please note: Though Ace will ignore this entry, failure to enter Yes for each non-stock sku

will result in a failed upload.

Enter your company’s

regular invoice price for

each non-stock sku.



h. Repeat these steps for each non-stock sku contained in the NSH item that hasn’t already

been set up in PCM

Enter “1” as the Packaging Quantity for each non-stock line item.

Again no need to list line items already stocked by Ace.



Private Label Item Set-Up Items that are Private Label/Control Brand/Ace Label require a specific setup in order to process

successfully. As Private Label items are assigned a UPC/GTIN by Ace Hardware rather than by the

Vendor, these codes cannot be assigned prior to the item being created in PCM. Typically, an item will

fail to validate if the UCC/EAN/GTIN (Case Pack tab) is left blank. For Private Label items, however it

must be left blank.

To set up a Private Label item:

1. Open a template using the correct level 3

2. On the Article tab, Private Label / Control Brand Name = one of the following values:

a. All ACE PRIVATE LABEL items = Ace Label

b. For all other CONTROL BRANDS, supply the name of the Control Brand:

i) Celebrations

ii) Grill Mark

iii) Homeplus+

iv) Living Accents

v) OakBrook Collection

vi) Projex

vii) Steel Grip

3. On the Case Pack tab, UCC/EAN/GTIN = blank at all levels

4. Complete all other fields as required

5. Submit template



Ace Help

Ace Help Library The Ace Help Library provides Ace Vendors with a variety of written and recorded documentation that

can assist PCM users when working within the applications.

Ace Help Library

To Access the Ace Help Library

1. Go to www.servistechnology.com/ace-help/

2. For Ace Help materials click here

3. Expand the PCM VENDOR PORTAL - PRODUCT CONTENT MANAGEMENT section by clicking the

down arrow

4. To access documentation:

a. Specific to basic PCM functionality, select PCM Basics

b. Specific to the Provisioning process, select Provisioning

c. Specific to the Item Maintenance process, select Item Maintenance

d. Specific to the New Item Onboarding process, select New Item Onboarding

e. Specific to specific requirements within PCM, select Special Requirements

5. Click on the name of document you wish to access


http://www.servistechnology.com/ace-help/


Glossary Ace Help third party service provider contracted by Ace Hardware to provide training and

support on the Ace’s vendor-facing applications

Ace Help Library

located at http://www.servistechnology.com/ace-help/ace-help-library/; location of all written and recorded documentation supporting Ace’s vendor-facing applications

Ace Article Number

unique numeric identifier assigned to a SKU by Ace

Administrator PCM user with the ability to create and manage other users; each organization can have one and only one Administrator user

Catalog complete listing of all items associated with a particular Ace vendor, including all data describing those items

Dashboard the landing page the PCM New Item Onboarding user reaches upon a successful login to the application

Domestic Item any item that has not been directly imported into the United States by Ace Hardware

Import part of the uploading process where data is actually moved into Ace’s system

Import Item any item that has been directly imported into the United States by Ace Hardware

Level 3 third level of a three-tiered categorization system created and used by Ace to group like products and define specific selling attributes to describe those products

Material Safety Data Sheet (MSDS)

a document associated with an item that describes procedures for handling or working with the item in a safe manner

Media Assets non-structured data that are uploaded into the PCM Vendor Portal but can be referenced in the PCM New Item Onboarding template; examples include: images, documents, videos, etc…

Non-structured Data

data elements that have no established format or restriction

Operational Attributes

core data attributes along with selling attributes used to define an item

PCM Product Content Management; a web-based system, introduced by Ace Hardware in 2014, that allows Ace to receive and manage the product information that is provided by vendors across its entire organization; PCM is comprised of three parts: the Vendor Portal, which includes both the New Item Onboarding tool and the Vendor Portal, the Product Manager, and the Media Manager

PCM New Item Onboarding

vendor-facing tool allowing vendors to submit new RSC stocked and drop ship items to Ace

PCM Vendor Portal

vendor-facing application that allows vendors to upload media files associated with items as well as manage information for existing items

Provisioning the act of obtaining access to the PCM applications; obtaining a User Name and Password for the PCM environments

Retail Support Center (RSC)

Ace warehouse




Retail Viable (RV)

remaining data and content is available to support the retail use

SAP Ace’s main enterprise system

Selling Attributes

category-specific data elements that support of the marketing efforts for an item

Stock article a standard item that is stocked, forecasted and replenished

Structured Data data elements that have a specific meaning, format and character limitation

Test Run part of the uploading process where data is validated by Ace but not added to Ace’s system

Timeline communication tool within the PCM Vendor Portal that allows users to view the results of upload activity as well as communicate amongst users

Upload process of moving data into PCM through the PCM Vendor Portal

User PCM user without the ability to create and manage other users; each organization can have an unlimited number of users

Vendors.com web portal providing Ace Hardware vendors access to resources necessary to do business with Ace

Wholesale Ready (WR)

Product is ready for wholesale purposes but not all the requirements for it to be ready for retail use have been met


Documents

PCM - Product Content Management · PCM - Product Content Management ... o Hazardous Goods documents ... attributes required for each category of product vendors may sell to Ace