Table of Contents

Local Catalogue Management: Uploading Local Catalogue Products

Account Development Team Updated by Account Development Team

What is a local catalogue?

Local catalogues are managed by a buyer rather than a supplier, and can cover multiple supplier organisations. All management of the local catalogue data, including uploading of the product and pricing data is completed within the Supplier Portal which buyers must log into separately to their marketplace.

Orders are transmitted directly to the supplier(s), rather than via the Purchasing Marketplace.

How to complete the offline Local Catalogue Product Data Template

Buyers utilising local catalogues must use the specific offline local catalogue product data template provided directly by OneAdvanced. This template contains mandatory fields that are not included in the standard product data templates available on the supplier portal. If you need to request a copy of the data template, please raise a case with our Customer Support Team on the OneAdvanced Customer Portal or by calling 0330 343 5000.
Please note that pricing is uploaded separately via the Catalogue Management tab and the product data must always be uploaded first. You can find instructions on uploading pricing here: How do I provide catalogue pricing?

In addition to the mandatory fields within the product data template which all supplier catalogues must include (such as Catalogue Number, UNSPSC code etc.), the following fields may also need to be completed within the local catalogue product data template for your organisation:

  • Supplier Name: the name of the supplier; a mandatory field
  • Manufacturer Name: Must be the name of the local catalogue (e.g., “XXX NHS Trust Local Catalogue”)
  • CPA: Contract Purchase Agreement number, if required
  • eClassS3 - must be completed if your organisation is an NHS Trust
  • NEP SupplierName: Usually the same name as Supplier Name unless your organisation uses a different finance system name
  • NEP SupplierSite: required if the supplier has multiple sites
If you need further guidance on how to complete any of the fields in the Local Catalogue Product Data Template, please download the OneAdvanced Standard Data Requirements guide from the Supplier Portal. Instructions on where to find this can be found in the following section of this guide.

Duplicate Catalogue Numbers

Local catalogues are treated as one single catalogue, meaning duplicate product codes cannot be accepted. 

Duplicate codes may occur when: 

  • Multiple suppliers stock the same product 
  • Suppliers coincidentally use the same code 

Files containing duplicates will fail validation.

Choose one consistent method: 

  • Prefix or suffix with the supplier name (recommended) e.g. SUPPLIER123456 
  • Suffix “‑1” e.g. 123456‑1 
  • Suffix “.” e.g. 123456. 
  • Prefix or suffix with item name e.g., CHAIR123456 

How to upload local catalogue products on the Catalogue Management tab

Once the local catalogue product template is ready, the following steps cover how buyers can upload product data to the supplier portal using the Catalogue Management tab.

Buyers utilising local catalogues must use the specific offline local catalogue product data template provided directly by OneAdvanced. This template contains mandatory fields that are not included in the standard product data templates available on the supplier portal. If you need to request a copy of the data template, please raise a case with our Customer Support Team on the OneAdvanced Customer Portal or by calling 0330 343 5000.
  1. Once logged in to the supplier portal, go to the Catalogue management tab
  2. Select Upload 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. This should not be used for local catalogue data uploads
      4. Data template: This is our standard data template and should not be used for local catalogue data uploads
Download the standard data requirements PDF for guidance on how to complete the data template and pricing templates if required.
  1. Assuming the Local Catalogue Data Template has already been completed, go to the Local file to upload section, and click the browse button to select your 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 NHS Trust local catalogues (column Z of the Local Catalogue 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

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