Manage master data
Intro and objective
This guideline describes how to maintain the master data on ECLIC. This can be done manually or automatically through API connection with your internal system. This guideline is intended for users that wish to integrate via an API. For the manual documentation, please refer to eECD master data .
When you do not integrate your internal ERP software with ELCIC through API connection, product master data must be maintained manually. This can be done by uploading a CSV file via the ECLIC web application. Also, a download of the ECLIC data in CSV format is possible to compare manually if product data is still up-to-date. The web application makes it possible to search for a specific product and update it.
Product & SDS data
This applies only to users with an admin role that belong to an entity with role Seller / Loader
Create, update and delete a single product and SDS data
To create a new product, one can click on the ‘+ ADD PRODUCT’ button in the overview screen of the product master data to open the edit screen of the product. To update or delete an existing product, one can search in the overview screen in the search on product name or article number and update by clicking on the blue pencil-button or delete by clicking on the red remove-button.
Create, update multiple products (CSV upload)
To create or update manually the master data of multiple products, one can use the ‘upload CSV’ button in the overview screen of the product master data. A separate CSV file is needed for information regarding the SDS documents, however the same ‘upload CSV’ button can be used. The templates of these CSV files can be found in the online user manual and documentation and can be edited in Excel. In case you are not able to open the CSV file in excel correctly, open the file in notepad and add “sep=,” in a new line at the top and save in notepad. This will allow excel to open the file correctly. After editing in excel, save the document in excel.
Your available product data on ECLIC can be downloaded with the ‘download product CSV’ button in order to know what is uploaded on ECLIC and manually compare if the products are up-to-date.
When editing your CSV file to upload, please pay attention on following general things:
Do not change the first row in the template and don’t change the order
Put all the rows and columns in the format ‘text’
Save the file as a CSV file
When editing the product master data in Excel, please pay attention to the below conventions:
Data field | Mandatory? | Description |
|---|---|---|
ProductType | Yes | This is the type of product and is needed for the quality food/feed vs. chemical/pharma. The type must be one of the following values: CHEMICAL, FOOD, FEED, PHARMA. |
SellerSubgroup | No | This is an optional data field and can be used for internal classification purposes. The value can be alphanumerical. |
ArticleNumber | Yes | This is identification number which is used in external communication to the carriers etc. The value can be alphanumerical. |
ArticleName | Yes | This is the name which is used in external communication to the carriers etc. The value can be alphanumerical. |
UNnumber | No | This is the 4-digit number identifying dangerous goods assigned by the United Nations Committee of Experts on the Transport of Dangerous Goods. The value must be a valid 4-digit UN-number. |
MaximumECDvalidityPerioninHours | No | This is the maximum age of an ECD expressed in hours for a specific product. This is an optional data field and can be used to remind a loading operator that an ECD is too old. The value must be numerical. |
UniqueReference | Yes | This is a identification number which is used to uniquely identify a specific product. The value can be alphanumerical. |
When editing the SDS master data in Excel, please pay attention to the below conventions:
Data field | Mandatory? | Description |
|---|---|---|
UniqueReference | Yes | This is the identification number which in the product master data upload. The value must be a value of a product which you uploaded. |
Version | No | This is to indicate the version of the SDS file. This can be a numerical number. |
SDSdate | Yes | This is to indicate the issue date of the SDS file. This should be a date stamp in the format: “dd/mm/yyyy” (e.g. 23/01/2021) |
Language | Yes | This is to indicate in what language the SDS is issued. This should be a value: “NL”, “FR”, “DE”, “EN” |
LinkType | Yes | This is to indicate in what format you will link the SDS this must be one of the following values:
|
Link | Depends | This values is mandatory if the Linktype "L" or "D" was chosen. For the linktype "C" this can ben empty. |
Loading locations
This applies only to users with an admin role that belong to an entity with role loader/seller
Create, update & delete a single loading location
To create a new loading location for a specific product, one can click on the ‘+ ADD LOCATION’ button in the overview screen of the loading location data to open the edit screen of the loading location. To update or delete an existing loading location, one can navigate in the overview screen through the loading locations and update by clicking on the blue pencil-button or delete by clicking on the red remove-button.
Create, update multiple loading locations (CSV upload)
To create or update manually multiple loading locations, one can use the ‘upload CSV’ button in the overview screen of the loading location data. The templates of this CSV files can be found in the online user manual and documentation and can be edited in Excel. Also, the available loading locations already present on ECLIC can be downloaded with the ‘download product CSV’ button in order to know what is uploaded on ECLIC and manually compare if the loading locations are up-to-date.
Download CSV Template
Chemco1 loading location master data template example.xlsx
When editing your CSV file to upload, please pay attention on following general things:
Do not change the first row in the template and don’t change the order
Put all the rows and columns in the format ‘text’
Save the file as a CSV file
When editing the loading locations data in Excel, please pay attention to the below conventions:
Data field | Mandatory? | Description |
|---|---|---|
ProductUniqueReference | Yes | This is the identification number which in the product master data upload. The value must be a value of a product which you uploaded. |
LoaderCodeType | Yes | This is the type of identification code the Loader used to identify the organization on the ECLIC platform. The value can be: “DUNS”, “EORI”, “VAT”. |
LoaderCode | Yes | This is the identification code of the Loader used to identify the organization on the ECLIC platform. The value is alphanumerical and has to be asked to the Loader. |
Description | Yes | This is the name your organization gives to the loading location in your external communication towards the Equipment Operator. The value can be alphanumerical. |
SubGroup | Yes | These data fields are used when you are an integrated Seller (i.e. you send relevant transport order information to ECLIC). These values should match the values withing the transport order information you send to ECLIC. |
Plant | No | |
StorageLocation | No | |
ShipPoint | No | |
SpecificLoadingLocation | No | |
BuildingNumber | No |
Equipment master data
This applies only to users with an admin role that belong to an entity with role Equipment Operator
Create, update multiple equipments (CSV upload)
When you do not integrate your internal TMS software with ELCIC through API connection, equipment data must be maintained manually. This can be done by uploading a CSV file via the ECLIC web application. A download of the available ECLIC data in CSV format is possible to compare manually if equipment data is still up-to-date. The web application makes it also possible to search for a specific equipment and update it.
Download CSV Template