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Supplier: How do I upload my products?

Kellie Oxley Updated by Kellie Oxley

How to upload products on the Catalogue Management tab

The guide below describes how to upload your product data to the supplier portal. If you would prefer to watch an overview, please click here.

To get your catalogue data onto the system, you will need to complete the OneAdvanced data template. To access this, and complete the product upload, please follow the below instructions.

If you only need to add an individual product (or a very small number) to your catalogue you can also do so via the Create Product button on the Catalogue Management tab. Please click here to access the relevant guide.
Please note that pricing is uploaded separately via the Catalogue Management tab and the product data must always be uploaded first.
  1. Go to the Catalogue management tab
  2. Select the Upload button in the top right of the screen and choose Products from the dropdown
  1. The window you are presented with is split into three tabs.
    The first tab you are defaulted to is File:
    1. The Template section allows you to download the following guides and templates:
      1. OneAdvanced standard data requirements guide: a guide that describes the format in which standard catalogue data should be provided to OneAdvanced
      2. Hazard and licencing field details: this lists the columns which are required for the Hazard Category and Code indicator columns. Section 2.17 of the Standard Data Requirements guide provides more information on how to populate these columns.
      3. Data template with hazard codes: Product data template to be used if you need to provide hazard information as part of your product data
      4. Data template: Standard product data template to be used by the majority of suppliers (with comments in the header to assist). The second sheet of the template (Notes) provides colour coding information such as required fields, additional information fields etc.
      Download the template you need and complete.
Download the standard data requirements PDF for guidance on how to complete the data template and pricing templates.
  1. Once the template is completed, go back to the Upload Product pop-up and for the Local file to upload section, click the browse button to locate the completed template
  2. Under the Options section, tick the relevant boxes that apply:
    1. Download images from URLs: this must be ticked if you are uploading a product data file containing image URLs which need downloading
    2. eClass verified: this must be ticked if you are providing eClass codes in the file (which are mandatory for all NHS customers) so the system can validate them
eClass codes are a mandatory requirement for all suppliers who trade with NHS customers (column Z of the Data Template) - products without this information are unable to be purchased.
Once this point is reached, the mandatory stages are complete, but should you wish to add further information to your upload, please follow steps 6 and 7. If not, please go straight to step 8
  1. The second tab within the upload window is Contacts, this allows you to add email addresses for those contacts within your organisation that you would like to be kept up to date with the status of your upload. The email addresses you add here are also displayed on the job when you click to view it.
  2. The third tab within the upload window is Notes. Here you can add additional notes that you might want to capture against your upload and these will display on the job when you click to view it.
  3. Once you are happy to proceed, select Submit
  4. You can view your upload within the same catalogue management interface, listed at the top. You may need to click the 'refresh' button to track the progress a file is making.
  5. Once the upload has finished click View on the upload to view the full report.
  6. Next Steps: Once successfully uploaded, you can now proceed with uploading your pricing for the new products. Please follow the guide here: How do I provide catalogue pricing?

Why has my product file failed?

Your product upload may fail for a number of reasons, you can view the status page which outlines some of the reasons here: What does each file status mean?

Additionally we would always recommend clicking into an upload (using the 'View' button) to review any specific error messages relating to that upload.

You can also download a number of reports from these pages.

The main reasons a product file might fail are as follows:

  • Mandatory columns (those in yellow) not completed
  • Virus scan failure
  • System time-out

How did we do?

Supplier: How do I complete the OneAdvanced data templates?

Supplier: How do I add delivery charges to my catalogue?

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