Supplier Content Options Guide - Procserve

Supplier Content 

Options

© 2011 ProcServe 

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This document has been prepared and remains the copyright of ProcServe. The information contained in this 

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duplicate any information contained within this document except for internal use. 

This document is version controlled and any updates or amendments will be detailed in the Change Control section 

of this document. The information defined in this document is relevant to the date and time of its publication. 

ProcServe accepts no responsibility for inaccuracy of the information contained within this document after its 

publication date. 

The BuyerConnect product referred to in this manual is provided under license from ProcServe Shared Services 

Limited. All rights in BuyerConnect are owned by ProcServe Holdings Limited. 

Printed: September 2011 

Software Version: 1.0.0

Supplier Content Options 

Contents 

I 

Table of Contents 

Foreword 

Part 1 Introduction to Supplier Content Options 2 

0 

Part 2 Introduction to Hosted Catalogue Content 4 

2.1 About ....................................................................................................................................5 

Hosted Catalogue Content 

Selecting Hosted .......................................................................................................................................................... Content as a Content Delivery Method 

6 

2.2 Implementing ....................................................................................................................................7 


Hosted Content .......................................................................................................................................................... Requirements for Suppliers 

8 

2.3 Providing ....................................................................................................................................9 


Example Hosted .......................................................................................................................................................... Content 

11 

Restricting .......................................................................................................................................................... Hosted Content 

13 

2.4 Is ....................................................................................................................................14 

Hosted Catalogue Content for Me 

2.5 Technical ....................................................................................................................................15 

Guidance for Hosted Catalogue Content 

Part 3 Introduction to SmartForms 17 

3.1 About ....................................................................................................................................18 

SmartForms 

Selecting SmartForms .......................................................................................................................................................... as a Content Delivery Method 

19 

3.2 Implementing ....................................................................................................................................20 

SmartForms 

Updating SmartForms .......................................................................................................................................................... 21 

SmartForm .......................................................................................................................................................... Requirements for Suppliers 

22 

3.3 Providing ....................................................................................................................................23 

SmartForm Content 

SmartForms .......................................................................................................................................................... for Configurable Content 

24 

SmartForms .......................................................................................................................................................... for Branch Netw orks of Suppliers 

27 

Example SmartForm .......................................................................................................................................................... Content 

29 

Restricting .......................................................................................................................................................... SmartForm Content 

30 

3.4 Are ....................................................................................................................................31 

SmartForms for Me 

3.5 Technical ....................................................................................................................................32 

Guidance for SmartForms 

Part 4 Introduction to PunchOut 34 

4.1 About ....................................................................................................................................35 

PunchOut 

Selecting PunchOut .......................................................................................................................................................... as a Content Delivery Method 

36 

4.2 Implementing ....................................................................................................................................37 

PunchOut 

PunchOut .......................................................................................................................................................... Requirements for Suppliers 

38 

4.3 Providing ....................................................................................................................................40 

PunchOut Content 

Level 1 PunchOut .......................................................................................................................................................... - Standard Procurement PunchOut 

41 

Level 2 PunchOut .......................................................................................................................................................... - Indexed Procurement PunchOut 

42 

Example PunchOut .......................................................................................................................................................... Content 

44 

Restricting .......................................................................................................................................................... PunchOut Content 

47 

4.4 Is ....................................................................................................................................48 

PunchOut for Me 

4.5 Technical ....................................................................................................................................49 

Guidance for PunchOut 

© 2011 ProcServe

1 

Introduction 

to Supplier Content 

Options

Introduction to Supplier Content Options 

1 Introduction to Supplier Content Options 

2 

Becoming part of a marketplace is the first step to trading online with your customers - providing content is 

how you "open shop" for them. At ProcServe we have a number of content solutions which mean your 

online "shop" is open 24 hours a day to your customers. We can host your content for you with a hosted 

catalogue, PunchOut to your existing eCommerce website, or if you don't have an eCommerce or PunchOut 

compatible website we can get you up and running with our Value Added Services. 

Users of eMarketplaces want to locate goods and service with relative ease. These users are your 

customers. Our solutions let your customers find all their purchasing requirements in one location so they 

don't need to browse through various paper catalogues and search through different websites to find what 

their looking for. And because our solutions are hosted online your content can be updated as and when 

you need to, so you don't need to worry about out of date flyers or customers ordering from last year's 

catalogue. Even price fluctuations in the market which could affect your business can be accommodated 

because you can upload your price files as frequently as you need to. 

We recognise that just because you've won a contract with your customer doesn't mean you want to rest 

easy on your laurels. Our content solutions let you promote your products with a balance of sales and 

marketing of your goods and services. We encourage suppliers on the ProcServe Trading Network to 

provide as much detail as possible about the goods / services they sell. 

Images. Descriptions. Videos. Manuals. Excerpts. Environmental credentials. Suggested items. The 

more information you give your customers about your goods / services the richer and more robust their 

shopping experience will be. And that's got to be good for business. 

© 2011 ProcServe

2 

Introduction 

to Hosted 

Catalogue Content

Introduction to Hosted Catalogue Content 

2 Introduction to Hosted Catalogue Content 

4 

You can create online catalogues complete with images and descriptions. Our ProcServe Catalogue 

Builder, a Microsoft Excel based product, let's you create your catalogue in a program you already know. 

The ProcServe Catalogue Builder enables you to test, validate, and correct catalogue data before generating 

your catalogue file. The ProcServe Catalogue Builder generates your catalogue in BMECat XML format - a 

widely used global online catalogue 

standard. 

© 2011 ProcServe


2.1 About Hosted Catalogue Content 

About Hosted Catalogue Content 

5 

ProcServe hosts content for suppliers on an eMarketplace. The eMarketplace is where buyers shop for the 

goods and services they require. You can create online catalogues, complete with images and 

descriptions, which are hosted on the eMarketplace ProcServe's Catalogue Builder, a Microsoft Excel 

based product, lets you create your catalogue in an easy to use program. All you need to do is complete 

the information about your lines items such as the price, description, and other searchable information. 

Once you have completed your information, the ProcServe Catalogue Builder lets you test, validate, and 

correct your data before generating your catalogue file. The ProcServe Catalogue Builder generates your 

catalogue in BMECat XML format - a widely used global online catalogue standard. 

Advantages 

Because catalogues are hosted in the eMarketplace, content is displayed in the same format for all 

suppliers creating a level playing field. You can provide a higher quality catalogue by increasing search 

criteria, using images and manufacturer information. As a Value Added Service, you can also integrate 

your catalogue with your stock control systems, providing buyers real-time stock availability. 

Benefits 

ProcServe's hosted catalogue solution provide suppliers with a number of benefits, including: 

no need to purchase and install specialist software or convert catalogue data into special data 

formats 

all you need to use the ProcServe Catalogue Builder is a PC with Microsoft Excel and internet 

access 

BMECat XML format is an international standard for online catalogues 

uses the UNSPSC (United Nations Standard Product and Services Code), a global multi sector 

standard for classifying products and services 

UNSPSC is used in over 80 countries and has no regional variation, meaning your content can be 

accessed globally 

If you currently provide catalogues for your customers or have an ERP or other similar back office system, 

you can probably generate your own BMECat file. 

With the click of just a few buttons you can load your own self-generated BMECat file to the ProcServe 

Trading Network saving you time and hassle. Catalogue maintenance takes a fraction of the time since you 

only need to export existing data from your own system. 

© 2011 ProcServe


About Hosted Catalogue Content 

2.1.1 Selecting Hosted Content as a Content Delivery Method 

6 

The following table lists example categories of commonly procured goods and services, and their optimal 

content provision method. It is possible that more than one PunchOut solution is implemented for a 

particular supplier, depending on the goods/services being sold. A travel agency, for example, may sell 

travel books on their own website but direct the buyer to a travel service provider for selected types of travel 

such as rail or air. 

Category Content Challenges Suitable Delivery Methods 

Books and Periodicals 

Large number of items 

Regular updates, new editions 

PunchOut to supplier website 

Chemicals and Reagents Large number of items Hosted Catalogue 

PunchOut to supplier website or 

vertical commodity portal 1 

Cleaning and Janitorial 

Computers, IT Equipment 

and Associated 

Peripherals 

Furniture 


Possible mandatory/optional items 

Highly configurable items 

Mandatory/optional items 



Hosted Catalogue 


SmartForms hosted by ProcServe 

PunchOut to supplier hosted website 




IT Consumables Possible mandatory/optional items Hosted Catalogue 



IT Hardware 

Lab Equipment and 

Supplies 

Maintenance, Repairs, and 

Operations 

Mobile Phones and 

Telephony 

Printed materials 

(business cards, 

stationery, etc.) 

Services (Agency Staff, etc.) 

Stationery (paper, pencils, 

etc.) 



Often requires standardization 





Service wraps and variable options 


Variable attributes 










Ideal for online forms 







Travel 

Dynamic pricing 



(PunchOut can be to travel service 

provider) 

_____________________________ 

1 

Vertical commodity portals are gateways, or portals, to information relating to a particular industry. See page 4 

for more details 

© 2011 ProcServe


2.2 Implementing Hosted Catalogue Content 

Implementing Hosted Catalogue Content 

7 

To create a hosted catalogue, ProcServe provides suppliers with a Catalogue Builder. You can download a 

copy of the ProcServe Catalogue Builder from our website (http://www.procserve.com/documents/ 

procservecataloguebuilder). Also on our website you'll find a series of Quick Guides which provide guidance 

on how keep your content up to date. 

A full set of instructions are provided in the ProcServe Catalogue Builder on how to create your catalogue 

and how to get the most out the Catalogue Management System for displaying your content. 

© 2011 ProcServe


2.2.1 Hosted Content Requirements for Suppliers 

Implementing Hosted Catalogue Content 

8 

There are no special requirements for suppliers to create a hosted catalogue. All you need is the 

ProcServe Catalogue Builder. Once you have provided the required information about the goods or services 

you provide, the Catalogue Builder will covert your spreadsheet into the BMECat file. The BMECat file is an 

XML file and is an industry standard file for providing content. 

If you are able to generate your own BMECat file from you back office systems you can do so without the 

need to create your content using the ProcServe Catalogue Builder. A template of the information required 

for the BMECat file is available on our website (http://www.procserve.com/documents/BME-Documentation) 

Business Considerations 

As you update item information such as price changes, adding new products lines and deleting 

discontinued items, etc., you will need to keep your catalogue up to date. If you have regular price changes 

you should ensure that your colleagues have the appropriate knowledge and access to update items in the 

ProcServe Catalogue Management System. 

© 2011 ProcServe


2.3 Providing Hosted Catalogue Content 

Providing Hosted Catalogue Content 

9 

As mentioned earlier, to create a hosted catalogue, ProcServe provides suppliers with a Catalogue Builder. 

You can download a copy of the ProcServe Catalogue Builder from our website (http://www.procserve.com/ 

documents/procservecataloguebuilder). Also on our website you'll find a series of Quick Guides which 

provide guidance on how keep your content up to date. 

A full set of instructions, tips, and additional guidance on how to created your hosted content is provided in 

the ProcServe Catalogue Builder. 

The Quick Guides that are available on our website provide guidance on how to maintain your content once 

it's been uploaded on to the ProcServe Catalogue Management System, how to upload images, and other 

useful guidance about your hosted content. 

Uploading a Catalogue 

When a catalogue is uploaded for the first time, the initial upload must be done by a buying organisation. 

This is so the buying organisation can create the internal access permissions and approvals for updates 

accordingly. For example, not everyone with a buying organisation may be allowed to purchase IT 

equipment -- this commodity may be restricted to only IT managers. To restrict internal access to this 

catalogue the buying organisation must enable certain permissions for the catalogue, which only the buying 

organisation in question can do. 

Once the catalogue has been uploaded by the buying organisation, the supplier is able to make updates as 

and when they are required. Before any updates are released into the system they must first be approved 

by the buying organisation. The individual responsible for approving the updates will be assigned as part of 

the catalogue work flow that the buying organisation creates when the catalogue is first uploaded. 

What to Include in Your Catalogue 

You can provide a lot of information about the goods / services you sell in your hosted catalogue. As well 

as the standard price and descriptions you can also provide: 

images (.jpg or .jpeg are accepted) 

drawing and documents (.doc, .pdf, .txt. and .xls files are accepted) 

videos, such as training or demonstration videos, can also be uploaded (.avi and .mpg videos are 

© 2011 ProcServe



accepted) 

mandatory and optional items can be linked to other line items 

price effective and price expiry dates can be entered to ensure your customers aren't using buy out of 

date prices 

manufacturer details such as manufacturer name, part number, and model number can also be used 

10 

A full set of instructions, including examples of the types of information you can provide about your goods / 

services, is available in the ProcServe Catalogue Builder. 

© 2011 ProcServe


2.3.1 Example Hosted Content 


11 

Below are a series of screenshots from the ProcServe marketplace giving examples of search results, 

showing what hosted content looks like on the ProcServe Trading Network. 

In this first screenshot, the buyer is searching for toner. 

We can see below a partial list of the search results. The search results show the "short item information" 

-- summary information about the line items in the search results. Buyers can refine their searches using 

the Advanced search or Feature search options, or they can use the filters underneath the following boxed 

to refine the search results which have been returned: Item Number, Short Description, Supplier, 

Manufacturer, Price, and Lead Time. 

© 2011 ProcServe



12 

If a buyer wants to look at an item in more detail the simply click on that item to display the "long item 

information", as in the screenshot below where the buyer is comparing two different items in the search 

results. Buyers can compare up to five different items. Differences in the items are highlighted, as in the 

screenshot below. 

© 2011 ProcServe


2.3.2 Restricting Hosted Content 


13 

Access to hosted content on the ProcServe Trading Network is controlled through buyer-supplier 

relationships. 

Below is a screenshot of the Header Data tab in the ProcServe Catalogue Builder. The Header Data is 

where high level information about the supplier's catalogue is entered. For each field guidance is available 

by hovering your mouse over the red square; doing so will trigger a pop-up box with guidance. The Header 

Data tab is normally completed by the buying organisation for which catalogue is being created. 

Above: The Header Data tab in the ProcServe Catalogue Builder 

Private versus Public Catalogues 

There are two types of catalogues that can be loaded: private and public catalogues. 

Private catalogues belong to a single buying organisation. These are typical closed contracts, where a 

buying organisation has let a contract which is used only by that buying organisation. To make a catalogue 

private, thereby restricting visibility of that content to only that buying organisation, the system name of the 

buying organisation in question is entered in the "Buyer Name" field. 

Making a catalogue private ensures that the items in this catalogue will not appear in the search results for 

any other buying organisation. 

Public catalogues are those which can be visible to any buying organisation on the ProcServe Trading 

Network. These are typically used for catalogues which belong to a framework agreement or pan- 

Government / pan-Public Sector contract. To make a catalogue public, the word "Public" is entered in the 

"Buyer Name" field. 

A variation of private catalogues, called multi-buyer catalogues, allows only specific buying organisations 

view a catalogue. This is typically used for contracts which have been let by one buying organisation on 

behalf of a group of buying organisations. The lead buying organisation will upload the initial catalogue and 

provide access to the catalogue to the participating buying organisations. 

© 2011 ProcServe


2.4 Is Hosted Catalogue Content for Me 

Is Hosted Catalogue Content for Me 

14 

Hosted catalogues are the most common way of providing content on an eMarketplace or ERP (Enterprise 

Resource Planning) system such as a Purchase -to-Pay system like Oracle or SAP. 

When deciding on your content options you should always talk to your customer about their expectations. 

Some customers will expect all their content to be provided as hosted content while others may be willing 

to accept content via PunchOut (see the following chapters for more information about PunchOut). 

If you are providing hosted content you should think about the information you will need to provide as well as 

what additional information you can provide to make sure you are giving your customers the best possible 

shopping experience. 

To think about... Yes No 

Do I have images for all of my items 

Do I have long and short descriptions for my items 

Do I have additional information I can make available such as drawing, training 

videos, technical specifications, manufacturer information, etc. 

© 2011 ProcServe


Technical Guidance for Hosted Catalogue Content 

2.5 Technical Guidance for Hosted Catalogue Content 

15 

Complete guidance on how to create a hosted catalogue is available in the ProcServe Catalogue Builder, 

which is available to download from our website (http://www.procserve.com/documents/ 

procservecataloguebuilder). You can also view a number of Quick Guides about maintaining your content 

on the same webpage. 

If you are able to create your own XML BMECat file from your back office systems, you may be interested 

in our sample BMECat file (http://www.procserve.com/documents/BME-Documentation). Additional XML 

documentation is available at http://www.cxml.org/. ProcServe cannot provide detailed technical assistance 

on how to configure or create BMECat files from your back office systems. If you have any queries about 

how to generate a BMECat file from your back office systems, please contact your service provider. 

Contact Details 

If assistance with providing Hosted Content is needed, please contact the ProcServe Service Desk at 0845 

604 2328 or by email at suppliersupport@procserve.com. 

Alternatively, contact us at info@procserve.com to find out what Value Added Services are available for 

providing Hosted Content.. 

© 2011 ProcServe

3 

Introduction 

to SmartForms

Introduction to SmartForms 

3 Introduction to SmartForms 

17 

SmartForms are a variant on static catalogues. SmartForms are created using ProcServe Catalogue 

Builder functionality and the content created by SmartForms is hosted in the ProcServe environment. 

SmartForms enable suppliers to display configurable items on the marketplace. Buyers are able to select 

appropriate options from defined lists for each item. SmartForms can be used to create stationery items 

such as business cards and letterhead stationery as well as items that come with service wraps and 

bundles of goods or services such as mobile phones and computers. 

If a supplier has a network of branches, SmartForms can also be used to select the appropriate branch for 

order placement. 

© 2011 ProcServe


3.1 About SmartForms 

About SmartForms 

18 

SmartForms enable suppliers to display configurable items on the marketplace. They allow the buyer to 

browse and shop for items which are not suited to static line item catalogues and are best used for items 

such as business cards and letterhead stationery as well as items that come with service wraps and 

bundles of goods or services such as mobile phones and computers. If a supplier has a network of 

branches, SmartForms can also be used to select the appropriate branch for order placement. Any 

commodity, whether a good or service, which has options can be cataloguable so long as the end price has 

been agreed. If the end price is dependant on variables then SmartForms are an ideal solution. 

SmartForms work by the supplier creating defined lists of options for each line item. The final configured 

good / service is then created as a line item in a shopping basket which is then sent to the supplier for 

fulfillment. 

Advantages 

If suppliers have configurable items, SmartForms allow the supplier to display their content 

dynamically. This means they don't have to create endless individual line items for a particular line item 

listing the various options. Because SmartForms are highly configurable, the content displayed to 

buyers can be limited to only previously agreed-upon options or used to distinguish between options 

which have been contracted and options which are off-contract and available at list price. 

Benefits 

enables buyers to access goods or services which require configuration before being added to the 

shopping basket 

eliminates the need for the supplier to create an extended catalogue of line items with various options 

can display only previously agreed-upon contract goods / services and prices 

removes buyer error associated with pricing and item configuration by restricting the options available 

to the buyer 

because SmartForms are based on ProcServe Catalogue Builder functionality, the content is hosted 

within the ProcServe environment 

SmartForms are ideal for items with variable options, or configurable items, and are an alternative to 

PunchOut. Before deciding to implement SmartForms, the supplier and buyer organization should agree 

the best method for providing content -- SmartForms or PunchOut. The method used will be influenced by 

the goods/services being purchased and the agreed solution will be implemented in conjunction with the 

Service Provider to ensure the optimal solution. 

© 2011 ProcServe


3.1.1 Selecting SmartForms as a Content Delivery Method 

About SmartForms 

19 

















Peripherals 

Furniture 

















IT Hardware 


Supplies 


Operations 


Telephony 






etc.) 



























Travel 





provider) 

_____________________________ 

1 



© 2011 ProcServe


3.2 Implementing SmartForms 

Implementing SmartForms 

20 

SmartForms are created using the ProcServe Catalogue Builder or an xls style sheet and are essentially a 

catalogue where line items have a form with various options associated to them. Using the ProcServe 

Catalogue Builder suppliers can create a SmartForm for just one line item in the catalogue of many 

thousands of lines, or if needed, they can create a SmartForm for each line item. 

Typically either the buying organisation or ProcServe would create the initial SmartForm for the supplier. 

Once created the supplier can then maintain the SmartForm as needed by updating prices, item 

descriptions, etc. 

Regardless of whether the ProcServe Catalogue Builder or an xls style sheet is used to create the 

SmartForms, they are maintained and updated by uploading updated via the Catalogue Management 

system. 

© 2011 ProcServe


3.2.1 Updating SmartForms 


21 

Because SmartForms are created using the ProcServe Catalogue Builder, they are updated in the same 

manner. Updates to prices, descriptions, adding or removing line items are all done using the ProcServe 

Catalogue Builder. Once the supplier's updates have been completed they are uploaded into the Catalogue 

Management System for approval by the buying organisation. 

Please the section "Hosted Catalogue Content - Maintaining Content" for details on updating content with 

the Catalogue Management System. 

© 2011 ProcServe


3.2.2 SmartForm Requirements for Suppliers 


22 

Suppliers are required to either use the ProcServe Catalogue Builder to create SmartForms or be familiar 

with xls style sheets. In either case, the buying organisation or ProcServe would typically create the initial 

SmartForm. 

The control options for SmartForms are maintained in the Long Item Description. The screenshot below 

shows a sample text for a SmartForm using an xls style sheet. The first set of text creates a series of text 

boxes specifying the font, field length, justification, and colour of text to be used. 

Once the SmartForms itself has been created the supplier will only need to update the prices / descriptions 

for the items included in the SmartForm. 

© 2011 ProcServe


3.3 Providing SmartForm Content 

Providing SmartForm Content 

23 

SmartForms can be used for a variety of goods and services. The example below shows the various 

SmartForm options that are available: free text input, drop-down lists, radio buttons, and check boxes. The 

supported data types include text, integers, decimals, and multi-line text (for longer free text boxes). 

You can include data validations and field dependent variables to show error messages on screen (A). 

The supported validations are include: mandatory fields, maximum text length, proper numeric formats, 

minimum and maximum value for numeric ranges, and selection values as part of allowed list values 

Explanations can be provided with each input element (B). Static text can be used for explanation 

areas in the form. 

You can include "labels" for each section to provide some information about the good / service (C). 

The form can be divided into sections and each section can have an optional a section header (D). 

For each section the column layout can be selected from two- or one-column layout (E). 

For single line text input controls the width of the input element can be controlled and for multi-line text 

input also the height can be controlled (F). 

Validation of the SmartForm data occurs on-screen. 

For different types of SmartForms the validation can include an update or calculation button 

© 2011 ProcServe


3.3.1 SmartForms for Configurable Content 


24 

SmartForms are ideal for configurable content. With SmartForms the supplier can define the options 

available to the buyer and, based upon contractually agreed content and options, limit the options available 

to the buyer. 

The example below shows some options a stationary supplier could make available for business cards. As 

the information is entered into the form, the sample business card will be created and updated on-screen. 

The sample business card is displayed in the marketplace place. Logos can be uploaded and options such 

as two-sided business cards allow the user to enter alternative contact details. In this example, the "Print 

private contact on the back..." option is selected and drop-down field is displayed allowing the buyer to 

enter the appropriate details. 

© 2011 ProcServe



25 

Until all the mandatory details are completed the buyer will not be able to add the item to the shopping 

basket. 

Because SmartForms are created using the ProcServe Catalogue Builder, content made available with 

SmartForms appears in the marketplace alongside hosted catalogues. This means content is displayed in 

a consistent format. The screenshot below shows an item in the marketplace (1) with SmartForm options 

(2) for input details and additional item information displayed (3). 

© 2011 ProcServe



26 

SmartForms can also be used to calculate the final price of a good / service based upon certain pricing 

parameters. In the example below, the buyer selects the appropriate height / width requirements from the 

drop-down list and then inputs the required length. Based upon agreed pricing, the SmartForm calculates 

the final price for the item. The SmartForm displays all the relevant and agreed specifications for the item 

such as thickness, and the buyer can select how many of the items to add to the shopping basket. 

© 2011 ProcServe


3.3.2 SmartForms for Branch Networks of Suppliers 


27 

From time-to-time a buyer may want to order from a supplier with a network of branches. Normally each 

branch of the supplier will need to register individually to ensure the order is routed accordingly (supplier 

configuration and registration will vary from supplier to supplier). 

In the example below, the buyer wants to buy a bag of sand from Travis Perkins. Travis Perkins has a 

nation-wide network of branches but one central catalogue. In the marketplace the buyer enters "sand" or 

uses the UNSPSC tree to find suppliers of sand. 

When the buyer has found the appropriate line item it is added to the shopping basket. 

© 2011 ProcServe



28 

From a drop down list the buyer then selects the line item with additional mandatory fields, in this case the 

selection of the supplier branch from the drop down list. Once the appropriate branch has been selected 

the buyer clicks "save" to save the selected branch. 

The item is then saved to the shopping basket with the branch details and the buyer can either continue 

shopping or select "Check Out" to place the order. When the purchase order is sent to the supplier it will 

be routed to the appropriate branch. 

© 2011 ProcServe


3.3.3 Example SmartForm Content 


29 

We've already seen several examples of SmartForms in the "Providing SmartForm Content" section but 

using the example of a mobile (screenshot below) we can easily think of different options that can be 

included in a SmartForm: 

number of minutes / texts per month 

amount of data downloads / data capacity per month 

insurance 

options such as headsets and phone pockets / pouches 

alternative phone covers and the colour of the phone itself 

length of contract 

whether its a new mobile phone number or the user wants to port an existing mobile phone 

number 

SmartForms can easily be used for any item which has options such as: 

multi-functional devices 

fleet / vehicle hire / vehicle leasing 

print management 

stationery / letterhead / business cards 

office furniture / desks / chairs 

facilities management / catering 

professional services / agency staff 

training courses 

health and safety 

Any commodity, whether a good or service, which has options can be cataloguable so long as the end price 

has been agreed. If the end price is dependant on variables then SmartForms are an ideal solution. 

© 2011 ProcServe


3.3.4 Restricting SmartForm Content 


30 

Because SmartForms are created using the same basic functionality in the ProcServe Catalogue Builder, 

their content is restricted in the same way. 

Using the Header Data tab in the ProcServe Catalogue Builder, the buyer and supplier organisation details 

are entered. It is the Header Data which creates the buyer/supplier relationship for the catalogue. Once 

the catalogue has been uploaded into the Catalogue Management system by the buying organisation, the 

buying organisation will then set the appropriate internal permissions deciding which users are able to 

access the catalogue. 

© 2011 ProcServe


3.4 Are SmartForms for Me 

Are SmartForms for Me 

31 

Suppliers want to control the way their customers view their goods/services because presentation is critical 

to their sales process. Similarly, buying organizations want to make content easily accessible and 

searchable to ensure high contract compliance. The two parties, therefore, must mutually agree the best 

content delivery method for the goods/services being purchased. 

The following should help you to determine if SmartForms are a suitable content delivery method for your 

organization: 


Do you supply goods/services which: 

are configurable 

have many associated items (mandatory or optional) 

have dynamic pricing 

variable attributes (business cards, stationery, etc.) 

Are these goods / services provided with contracted optional items 

Are these goods / services provided with contracted mandatory items 

Will you be providing a catalogue of goods / services which can be provided in a 

static catalogue along with items which are configurable, have variable attributes, 

etc. 

eProcurement is not meant to replace the normal commercial discussions you have with your customers, 

but rather seeks to automate the 'paper trail' associated with traditional procurement methods. It is 

important that you have an active, open dialogue with your customers to ensure you have a Content Delivery 

Method which accommodates both your needs. 

© 2011 ProcServe


3.5 Technical Guidance for SmartForms 

Technical Guidance for SmartForms 

32 

SmartForms are created using the ProcServe Catalogue Builder or an xls style sheet. 

Typically either the buying organisation or ProcServe would create the initial SmartForm for the supplier. 

Once created the supplier can then maintain the SmartForm as needed by updating prices, item 

descriptions, etc. 

ProcServe cannot provide detailed technical assistance on how to configure your specific website or 

specific guidance on what upgrades / technical requirements you will need, but we can offer some general 

guidance. 


If assistance with SmartForms is needed, please contact the ProcServe Service Desk at 0845 604 2328 or 

by email at suppliersupport@procserve.com. 

Alternatively, contact us at info@procserve.com to find out what Value Added Services are available for 

providing SmartForm content.. 

© 2011 ProcServe

4 

Introduction 

to PunchOut

Introduction to PunchOut 

4 Introduction to PunchOut 

34 

PunchOut enables users of procurement applications to access supplier content for goods or services that 

are hosted on the supplier’s own website. A link is created between the ProcServe Trading Network and 

the supplier's website to enable the buyer to shop on the supplier's website -- this is called a PunchOut 

link. 

This document provides an overview of PunchOut and how it works. It aims to educate readers about 

PunchOut and to help readers understand the benefits of PunchOut and what is required to make a website 

PunchOut capable. It does not describe how to use specific procurement applications or eCommerce 

network hubs, or give technical details of how suppliers can modify their own websites to be PunchOut 

capable. 

© 2011 ProcServe


4.1 About PunchOut 

About PunchOut 

35 

PunchOut websites are live, interactive catalogues run through a supplier's own website. If a supplier's 

website can support shopping baskets for the sale of goods/services, it can be modified to support 

PunchOut. This allows buyers to search for goods or services in the supplier's own shopping environment. 

The shopping basket is then returned to the buyer’s purchase-to-pay or finance system for approval. 

PunchOut eliminates the need for suppliers to send catalogues to buying organizations or Service Providers 

to load and maintain. Instead, suppliers send short index files (a simple, hosted catalogue) that list their 

goods/services which are referenced on marketplace solutions like the ProcServe Trading Network. 

PunchOut works by sending messages back and forth between the buyer's network and suppliers website, 

and between applications, often through a Service Provider such as the ProcServe Trading Network. 

PunchOut messages are sent using cXML. cXML is an international standard for sending messages 

between applications and networks, particularly those that operate over the internet. 

cXML allows buying organizations, suppliers, and Service Providers to communicate using a single, 

standard language. cXML is designed specifically for business-to-business (B2B) eCommerce. 

Advantages 

PunchOut suppliers can link their existing website to the marketplace and catalogue system. There are 

no restrictions on how suppliers display their content as PunchOut is linked directly to the suppliers' 

own website. Because the website is managed by the suppliers' systems, they can update prices and 

goods/services from within their own environment directly to their PunchOut site. 

Because PunchOut sites are highly configurable, the content displayed to buyers can i) be limited to 

only previously agreed-upon contract goods/services and prices, ii) be extended to include a limited 

selection of non-contracted line items, iii) or include the full price list of goods/services available from 

the supplier. 

Benefits 

enables buyers to access goods or services that are best placed on a website, such as configurable 

items like furniture and IT equipment 

eliminates the need for the supplier to load detailed catalogues into the marketplace 

supplier websites can display only previously agreed-upon contract products and prices 

removes buyer error associated with pricing and item configuration 

uses cXML, the most widely used B2B protocol 

leverages XML, the most robust language for describing information 

Before deciding to implement PunchOut, the supplier and buyer organization should agree the best method 

for providing content -- PunchOut or a static catalogue. The method used will be influenced by the goods/ 

services being purchased and the agreed solution will be implemented in conjunction with the Service 

Provider to ensure the optimal solution. 

© 2011 ProcServe


4.1.1 Selecting PunchOut as a Content Delivery Method 

About PunchOut 

36 

















Peripherals 

Furniture 






Mandatory/ optional items 











IT Hardware 


Supplies 


Operations 


Telephony 






etc.) 












Mandatoryoptional items 















Travel 





provider) 

_____________________________ 

1 



© 2011 ProcServe


4.2 Implementing PunchOut 

Implementing PunchOut 

37 

There are a number of methods buyers and suppliers can choose to provide content. The method used is 

influenced by the goods/services being purchased, and should be decided by mutual agreement between 

the buyer and supplier. If PunchOut is the agreed solution it will be implemented in conjunction with the 

Service Provider to ensure the optimal solution. 

There are three different types of PunchOut. The goods/services being purchased and the procurement 

applications involved will determine which combination of PunchOut types can be used, should PunchOut 

be the selected Content Delivery Method. 

Procurement PunchOut 

Procurement PunchOut is the most common type of PunchOut in B2B eCommerce. Procurement 

PunchOut gives suppliers an alternative to providing static catalogues which are hosted by their buying 

organization or their solution provider, such as the ProcServe Trading Network. Procurement PunchOut 

sites are live, interactive catalogues running on the supplier's own website and are often simply referred 

to as PunchOut sites. 

Procurement solutions, such as the ProcServe Trading Network, display an icon to activate the 

PunchOut link to the supplier's PunchOut site. When buyers click this icon, their web browser will open 

a webpage showing the supplier’s PunchOut site. Buyers can browse goods/services, specify 

configurations and options, and select delivery methods. Items are added to the buyer's shopping 

basket and when the buyer is done shopping, they click a button that returns the order information to 

the ProcServe Trading Network. The fully configured products and their prices are displayed as 

requisitions waiting to be approved. The approved items are then sent to the supplier as a Purchase 

Order. 

PunchOut Chaining 

PunchOut chaining is Procurement PunchOut that involves more than one PunchOut link. cXML Path 

Routing enables this functionality. cXML Path Routing allows the order and other subsequent 

messages to return to the marketplaces and suppliers involved. All parties involved are notified about 

the final order. 

A common example of PunchOut chaining is a buyer PunchingOut from their procurement application 

to a marketplace solution, and from the marketplace solution PunchingOut to a supplier's website. 

Provider PunchOut 

Provider PunchOut enables applications or networks to punch out to an application that supplies 

services to the originating application, such as credit card validation, user authentication, or selfregistration. 

As well as connecting to a supplier's own PunchOut site, PunchOut allows a buyer to connect to 'vertical 

portals'. Vertical portals, sometimes called vortals, are gateways or portals to information related to a 

particular industry such as health care, insurance, automobiles, or food manufacturing. 

© 2011 ProcServe


4.2.1 PunchOut Requirements for Suppliers 


38 

The term supplier in the context of PunchOut can cover more than the traditional definition of the word. 

PunchOut is a flexible solution capable of transmitting data about virtually any kind of good or service from 

any kind of supplier, distributor, or manufacturer. 

Goods and services that can be provided by PunchOut include: 

Travel services - direct from the travel carrier or travel agency 

Computers direct from a manufacturer or reseller 

Pharmaceuticals from a wholesaler 

Office supplies from a distributor 

Contract services from a temp agency 

The supplier may already have a website capable of hosting content and creating shopping baskets - an 

'eCommerce' or 'transactive' website. If so, the supplier needs to consider both its business practices and 

technical resources when deciding to implement PunchOut. 

Business Issues 

Suppliers should consider the following: 

Does the supplier sell goods/services on its website If yes, does the supplier offer customerspecific 

content and pricing on this website 

Does the supplier’s goods/services fall into one of the categories described in Selecting PunchOut as 

a Content Delivery Method (e.g., books, computers, services, etc.) 

Does the supplier’s goods/services have "content challenges" such as those described in Selecting 

PunchOut as a Content Delivery Method (e.g., configurable items, regular updates, etc.) 

If the answer to any of the above questions is yes, PunchOut might be appropriate for the supplier’s 

organization. 

Buyer-side Issues which may affect your PunchOut implementation 

Suppliers should also consider the following issues as they may affect your ability to implement PunchOut: 

Buyers need to have a consistent line item identifier so they can perform accurate spend analysis on 

a like-for-like basis. For example, a buyer may purchase photocopy paper from more than one 

supplier. The buyer will need to be able to group purchases of photocopy paper together so they can 

review how their spend for budget, financial, or other internal reporting requirements. To 

accommodate this, the UNSPSC code is used on the ProcServe Trading Network to provide a 

common identifier for all goods and services that are purchased. When you return your cXML 

PunchOutOrderMessage you will need to include the UNSPSC code for all line items in your 

customer's shopping basket. 

ProcServe uses the DUNS number as the unique organisation identifier for both suppliers and buyers. 

If you use another identifier for your customers, you may need to create a mapping table so that you 

can display the correct prices for your customers. 

In the case of schools using the OPEN and xchangewales eTrading for Schools marketplaces, 

ProcServe also provides the individual school LEA number as an additional identifier. The LEA 

number is 7 digits long, comprised of the Local Authority (the first 3 digits) and individual school 

number (the last 4 digits). If you have regional or Local Authority specific pricing, you may need to 

create a mapping table to link the individual Local Authority to this pricing table. 

© 2011 ProcServe


Technical Issues 

Suppliers must meet the following technical requirements: 


39 

Reliable internet connection - the web server and Internet connection must be reliable 

Competent website administrators - the PunchOut website and supporting applications may require 

periodic maintenance as the supplier’s goods/services change, so the supplier needs personnel to 

keep the PunchOut infrastructure up to date 

Support for basic transactions - PunchOut websites do not need to support all cXML functionality, but 

they must support the following: 

Profile Transaction 

PunchOutSetupRequest 

PunchOutSetupResponse 

PunchOutOrderMessage 

Suppliers should also be aware that if they provide an index file (either by an Excel spreadsheet or BMECat 

file) that the index file may need to be refreshed to reflect any updates to the PunchOut site. 


The length of time it takes to implement PunchOut depends greatly on the existing capabilities of the 

supplier's infrastructure and knowledge of cXML / XML. It typically takes up to 4 weeks to make an existing 

eCommerce website that is able to support shopping baskets PunchOut capable. Making a noneCommerce 

website PunchOut capable can take up 8 weeks. In addition to this, approximately two weeks 

should be allowed for Service Provider testing to ensure the required PunchOut messages are correctly 

transmitted between all parties. 

© 2011 ProcServe


4.3 Providing PunchOut Content 

Providing PunchOut Content 

40 

There are two "levels" of providing content by PunchOut. 

Level 1 is the traditional method whereby a buyer clicks on an icon or goes to a drop-down list to activate 

the PunchOut link to a supplier's PunchOut site. However, items on the suppliers PunchOut site are not 

searchable from within the eProcurement solution because they are external to the search engine. 

Level 2 PunchOut was created to eliminate the disadvantages of non-searchable items hosted on a 

supplier's PunchOut site. It allows the buyers and suppliers to have best of both worlds: a combination of 

searchable items with the advantages of PunchOut content. Level 2 PunchOut allows buyers to use a 

single search engine for approved content from many suppliers while at the same time having access to the 

latest price and availability information, regardless of where the content is hosted. 

This means suppliers don't have to decide between providing a hosted (internal) catalogue or PunchOut site 

(external catalogue). Now they can provide a simple hosted catalogue (an Index file) that links to their 

PunchOut site where further and more detailed information can be provided. 

© 2011 ProcServe


4.3.1 Level 1 PunchOut - Standard Procurement PunchOut 


41 

Level 1 PunchOut is standard Procurement PunchOut. 

When the buyer is shopping in their procurement or marketplace solution, they click on an icon which 

represents the supplier's catalogue and activates a link to the supplier's PunchOut site. In some solutions, 

the buyer will click on a drop-down list of suppliers from a list of "external catalogues" to activate the 

PunchOut link. 

These PunchOut catalogues/links are referred to "external catalogues" because they are hosted outside of 

the buyer's eProcurement solution. Because they are hosted outside of the buyer's eProcurement solution 

their content cannot be searched from within the buyer's eProcurement solution. This means that content 

hosted on a supplier's website will not appear in the search engine for the eProcurement solution. The 

supplier is reliant on the buyer knowing how to access their PunchOut site. 

See "Example PunchOut Content" for an example of Level 1 PunchOut 

© 2011 ProcServe


4.3.2 Level 2 PunchOut - Indexed Procurement PunchOut 


42 

If a buyer is to find items from a supplier's PunchOut site in eProcurement solution's search engine, the 

supplier must provide an index file. This is called Level 2 PunchOut, or Indexed Procurement PunchOut. It 

creates a link from within the eProcurement solution's search engine to the supplier's PunchOut site. 

The Index file can be provided as an Excel spreadsheet such as the ProcServe Catalogue Builder or as a 

BMECat file, if the supplier is able to generate a BMECat file from their back office system. The Index file 

can be as simple as a single line with keywords describing the goods/services the supplier offers so these 

keywords can be found in the search engine along with a link to the supplier's PunchOut site homepage, or 

it can be as detailed as the entire catalogue of goods/services offered by the supplier with links to the 

individual line items on the suppliers PunchOut site so that each individual item offered by the supplier will 

be found in search engine. 

Level 2 PunchOut allows suppliers to set up PunchOut at "store”, "aisle" or "shelf" level. This means that if 

a buyer searches for a supplier's goods/services in the eProcurement search engine, clicking on that item 

will take the buyer to the homepage on the PunchOut site (store), the "department" for that item (aisle), or 

directly to that item (shelf). 

Store Aisle Shelf 

useful if selling one category 

of good/service with limited 

items 

example, contracted to sell 

only photocopy paper of 

various sizes 

useful if the supplier wants to 

take the buyer to the 

homepage to start shopping 

useful if selling many 

categories of goods/services 

example, contracted to sell 

an entire range of office 

supplies 


show the full range of items 

available for the commodity 

useful if selling one category 

of good/service with many 

items 

example, contracted to sell a 

range of paper supplies only 


take the buyer directly to the 

specific item 

Providing an Index File 

To provide an Index file, the supplier needs to ensure the following fields are completed in the ProcServe 

Catalogue Builder: 

PUNCHOUTLEVEL: This is the ArticleExtension field which indicates the PunchOut level performed when 

clicking on the item in marketplace and PunchingOut to the supplier’s store. Supported values are "store", 

“aisle”, “shelf”. 

ITEMID: Specifies the Item ID used for the XML element of the area in 

the PunchoutSetupRequest XML sent to the supplier’s store. This field is only relevant when PunchOut is 

non-store level. 

© 2011 ProcServe



43 

ITEMAUXID: Specifies the item auxiliary id used for the XML element of the 

area in the PunchoutSetupRequest XML sent to the supplier’s shop. This field is only 

relevant when PunchOut is non-store level. 

Please see "Technical Guidance for PunchOut" for details of where you can find technical cXML 

documentation. 

© 2011 ProcServe


4.3.3 Example PunchOut Content 


44 

Because PunchOut content is hosted outside of the ProcServe Trading Network on the supplier's own 

website, PunchOut content is selected via the "External Catalogues" list (see Level 1 PunchOut, Chapter 

13) . From the marketplace the buyer clicks on the External Catalogues list to view the list of PunchOut 

sites available to the buyer's organisation. When the buyer selects the required supplier the PunchOut 

session is initiated. 

Once the buyer selects the required supplier from the drop-down list the PunchOut session is initiated 

When the PunchOut session is initiated the buyer views content in the supplier's environment. The 

supplier's website will have it's own search functionality allowing the buyer to browse for goods / services as 

required. Depending on the capability of the supplier's website, the buyer may be able to store favourites 

and shopping lists. As part of the PunchOut session ProcServe passes certain details about the buyer and 

the buying organisation to the supplier ensuring that the correct range of goods / services are displayed at 

the correct price. 

As the buyer browses the supplier's website, goods / services can be added to the shopping basket. 

© 2011 ProcServe



45 

In the supplier's website the buyer can browse for goods / services and add them to the shopping basket 

When the buyer has finished shopping on the supplier's website the goods / services in the shopping 

basket can be reviewed. Items can be edited, such as increasing or decreasing the quantity, or removed 

from the shopping basket. The buyer can also choose to continue shopping and add more items to the 

shopping basket. 

Items in the shopping basket can be reviewed 

© 2011 ProcServe



46 

Once buyer has finished shopping, clicking on "Check Out" (or equivalent) will return the buyer and their 

shopping basket to the ProcServe environment. The items will be added to the buyer's shopping basket. 

The buyer can choose to continue shopping from other suppliers in the marketplace, including other 

PunchOut suppliers, adding more items to the shopping basket or submit the shopping basket for approval 

by click on "Send Order". Prior to sending the order for approval the buyer can also delete items from the 

shopping basket, including items that were added from a PunchOut site. 

The buyer can review the shopping basket to edit or delete items, or continue shopping and add new items 

© 2011 ProcServe


4.3.4 Restricting PunchOut Content 


47 

Because PunchOut content is hosted on the supplier's website, it is the supplier's responsibility to ensure 

that the pricing, descriptions, and items displayed are correct. Hosted content is controlled by the buyer, 

not so with PunchOut content. 

Ideally your PunchOut configuration will allow you to restrict the content viewed by your customers to 

individual organisations. This allows for contracts with different pricing, and different goods / services, to be 

visible to only those organisations which should see them. Additionally you may need to restrict access to 

this content to a limited number of users. 

As part of the PunchOutSetupRequest message, ProcServe will identify the organisation that the buyer is 

coming from. We use the DUNS number as our organisational identifier for both supplier and buyer 

organisation. We will also tell you name of the marketplace to which the buyer organisation belongs. 

 

 

 

OpenMarketplace 

 

 

 

 

739945439 

 

 

 

 

237031612 

OKLetsGo 

 

Heiler Software AG, Business Catalog 5.5.00.00 

 

 

If you need individual user details we can provide those as part of the operation details of the 

PunchOutSetupRequest message. 

With the details we provide, you will need to refer these details to a lookup table to ensure you direct your 

customer to the correct content. 

© 2011 ProcServe


4.4 Is PunchOut for Me 

Is PunchOut for Me 

48 

Suppliers want to control the way their customers view their goods/services because presentation is critical 

to their sales process. Similarly, buying organizations want to make content easily accessible and 

searchable to ensure high contract compliance. The two parties, therefore, must mutually agree the best 

content delivery method for the goods/services being purchased. 

The following should help you to determine if PunchOut is a suitable content delivery method for your 

organization: 


Does your company have a website 

If yes, does it support shopping baskets (i.e., can people buy things on it) 

Do you supply goods/services which: 

are configurable 

are regularly updated (new editions, revised pricing, etc.) 

have many associated items (mandatory or optional) 

have dynamic pricing 

variable attributes (business cards, stationery, etc.) 

Is your Internet Service Provider reliable and your related systems stable 

Is your IT team familiar with cXML/XML 

Reviewing 'Selecting PunchOut as a Content Delivery Method' in the 'About PunchOut' section will also be 

of assistance. 

eProcurement is not meant to replace the normal commercial discussions you have with your customers, 

but rather seeks to automate the 'paper trail' associated with traditional procurement methods. It is 

important that you have an active, open dialogue with your customers to ensure you have a Content Delivery 

Method which accommodates both your needs. 

© 2011 ProcServe


4.5 Technical Guidance for PunchOut 

Technical Guidance for PunchOut 

49 

The first step to becoming PunchOut enabled is to understand XML. For an explanation of XML along with 

technical guidance on XML/cXML messaging, protocols, and how to transmit XML, as well as technical 

requirements please familiarize yourself with the documents on these webpages: 

http://www.procserve.com/documents/cXMLDocumentation/ 

http://www.cxml.org/ 

ProcServe cannot provide detailed technical assistance on how to configure your specific website or 

specific guidance on what upgrades / technical requirements you will need, but we can offer some general 

guidance. 


Please note that ProcServe cannot provide support for your own website or back office systems but we can 

provide support to testing PunchOut connectivity with ProcServe. In the first instance please contact the 

ProcServe Service Desk at 0845 604 2328 or by email at suppliersupport@procserve.com. 

If technical assistance is needed, we may be able to support your needs as a chargeable, Value Added 

Service. 

© 2011 ProcServe

Supplier Content Options Guide - Procserve

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