Seller master data guideline | NxtPort Documentation Center

ECLIC Seller Master Data Guideline

1. Introduction and objective

Before companies can exchange data messages, reference or master data must be defined clearly so that it can be reused throughout the digital collaboration process. Within the digital eECD process, each organisation is responsible for setting up and maintaining the minimum set of master data required for the process to work effectively.

This guideline explains how to maintain seller master data on ECLIC. Master data can be maintained manually in the eECD web application, through CSV templates, or automatically through an API connection with an internal system. It is intended for the ECLIC organisation role Seller and for an Integrated Seller (a seller using the NxtPort International ingestion channel).

Master data types

Product master data: product characteristics.
Loading location master data: places where products can be loaded. A normal Seller uses standard loading locations; an Integrated Seller uses integrated loading locations with additional fields based on site and SAP definitions.
Product SDS master data: Safety Data Sheet information used when cleaning or transporting goods.

Each data set has an ECLIC standard Excel template describing the fields to be provided. The templates are part of the eECD user documentation.

We recommend that each Seller first learns the master data requirements in the eECD web application by creating a few products, related SDS records and loading locations before performing a mass upload.

2. Product master data (Seller)

2.1 API connection

When an internal ERP system is integrated with ECLIC, product master data and corresponding SDS information can be created, updated and deleted automatically based on actions in the internal system.

2.1.1 Create

When a new product relevant to an ECLIC process is created in the internal system, it should also be created in ECLIC. Products must be unique: no product may exist with the same article number and UN number.

POST /v1/products — create a product.
PUT /v1/products/{productId}/sds — add SDS information or refer to an external URL.
PUT /v1/products/{productId}/sds/{language}/blob — upload an SDS document.
POST /v1/products/import — bulk import existing products.
POST /v1/products/sds/import — bulk import SDS data.

2.1.2 Update

When product master data changes in the internal system and the field exists in ECLIC, the corresponding ECLIC field must be updated.

GET /v1/products
GET /v1/products/{productId}
GET /v1/products/{productId}/sds/info
PUT /v1/products/{productId} — update product fields.
PUT /v1/products/{productId}/sds — update SDS information.

2.1.3 Delete

When products are no longer used in the internal system, they can be deleted from ECLIC. Check the existing records before deletion.

GET /v1/products
GET /v1/products/{productId}
DELETE /v1/products/{productId}
DELETE /v1/products/bulk
DELETE /v1/products/{productId}/sds

2.2 Manual upload and maintenance

If the internal ERP system is not integrated through the API, product master data must be maintained manually. The eECD application supports single-record maintenance and CSV upload/download for bulk maintenance and comparison.

2.2.1 Create, update and delete a single product and SDS

Open the product master data overview in the eECD application.
Select + ADD PRODUCT to create a product.
Search by product name or article number to find an existing product.
Select the blue pencil button to update or the red remove button to delete.

2.2.2 Create or update multiple products using CSV

Use Upload CSV in the product master data overview. A separate CSV file is required for SDS information, although the same upload function is used. Use Download product CSV to compare the data already available in ECLIC with the internal records.

When preparing a CSV file, do not change the first row or the column order. Format all rows and columns as text and save the file as CSV.

2.3 Product master data fields

Data field	Mandatory	Description
ProductType	Yes	Product type for quality classification: `CHEMICAL`, `FOOD`, `FEED` or `PHARMA`.
SellerSubgroup	No	Optional alphanumeric internal classification.
ArticleNumber	Yes	Alphanumeric identification used in external communication with carriers and other parties.
ArticleName	Yes	Alphanumeric product name used in external communication.
UNnumber	No	Valid four-digit UN number assigned by the United Nations Committee of Experts on the Transport of Dangerous Goods.
MaximumECDvalidityPeriodInHours	No	Maximum age of an ECD for the product, expressed in hours. Must be numeric.
UniqueReference	Yes	Alphanumeric reference that uniquely identifies the product.

2.4 SDS master data fields

Data field	Mandatory	Description
UniqueReference	Yes	Must match a product reference from the product master data upload.
Version	No	SDS version number.
SDSdate	Yes	Issue date in `dd/mm/yyyy` format, for example `23/01/2021`.
Language	Yes	Language code: `NL`, `FR`, `DE` or `EN`.
Linktype	Yes	`L` for URL, `D` for uploaded PDF, or `C` for an SDS cloud integration.
Link	Depends	Mandatory for link types `L` and `D`; may be empty for link type `C`.

If the CSV file does not open correctly in Excel, open it in Notepad, add sep=, on a new first line and save it. Excel can then open the file with the correct separator.

3. Loading location master data (Seller)

3.1 API connection

Loading locations identify where a product can be loaded, including internal locations and external locations such as tank operators. The endpoints depend on the Seller type and on whether transport orders are integrated with ECLIC.

Seller type	Loading location behaviour
Normal Seller	Defining loading locations is optional. The Equipment Operator can select a defined location when assigning a load, or enter a location manually if none is defined.
Integrated Seller	Integrated loading locations must be defined when transport order information is sent through the NxtPort Transport Order ingestion channel. They become available automatically when the Equipment Operator assigns the transport order to equipment.

3.1.1 Create

POST /v1/products/locations
POST /v1/products/locations/import
POST /v1/products/locations/integrated
POST /v1/products/locations/integrated/bulk

3.1.2 Update

First retrieve the loading locations already defined in ECLIC, then update the relevant record.

Normal Seller	Integrated Seller
`GET /v1/products/locations/search` `GET /v1/products/locations/{id}` `GET /v1/products/{productId}/loaders/{loaderId}/locations` `PUT /v1/products/locations/{id}`	`GET /v1/products/locations/integrated` `GET /v1/products/locations/integrated/{id}` `GET /v1/products/{productId}/locations/integrated/{uniqueReference}` `PUT /v1/products/locations/integrated/{id}`

3.1.3 Delete

Normal Seller: DELETE /v1/products/locations/{id}
Integrated Seller: DELETE /v1/products/locations/integrated/{id} and DELETE /v1/products/locations/integrated/bulk

3.2 Manual upload and maintenance

When no API connection is used, loading locations can be created, updated and deleted in the eECD web application. The data can also be uploaded and downloaded in CSV format for bulk maintenance and comparison.

3.2.1 Create, update and delete a single loading location

Open the loading location overview.
Select + ADD LOCATION to create a location for a product.
Navigate through the existing locations to find a record.
Select the blue pencil button to update or the red remove button to delete.

3.2.2 Create or update multiple loading locations using CSV

Use Upload CSV in the loading location overview. Use Download product CSV to compare locations already available on ECLIC with the internal records. A normal Seller and an Integrated Seller use different templates; use the template that corresponds to the Seller type.

Do not change the first row or the column order. Format all rows and columns as text and save the file as CSV. Test the file with a small number of records before performing a large upload.

3.3 Integrated loading location fields

The following fields apply to an integrated Seller. The values should match the corresponding values in the transport order information sent to ECLIC.

Data field	Mandatory	Description
ProductUniqueReference	Yes	Product reference from the product master data upload.
LoaderCodeType	Yes	Type of identification code used for the Loader: `DUNS`, `EORI` or `VAT`.
LoaderCode	Yes	Alphanumeric Loader identification code. Ask the Loader for the correct value.
Description	Yes	Alphanumeric name given to the loading location for external communication with the Equipment Operator.
SubGroup	Yes	Integrated Seller field used to match the transport order information.
Plant	No	Optional site or plant value matching the transport order data.
StorageLocation	No	Optional storage location matching the transport order data.
ShipPoint	No	Optional shipping point matching the transport order data.
SpecificLoadingLocation	No	Optional specific loading station matching the transport order data.
BuildingNumber	No	Optional building number matching the transport order data.

For an Integrated Seller, an additional field was added in 2024 through CR49 to allow the unloading point or end customer to look up an eECD before or after loading. The default setting is false, because enabling this function requires additional data in the Transport Order ingestion channel. Refer to CR49 — allow unloading (eECD) customer visibility for the detailed change.

4. Working recommendations

Start with a small number of products, SDS records and loading locations in the web application.
Use the standard ECLIC templates and keep the original headers unchanged.
Ensure that product references used by SDS and loading location records already exist in ECLIC.
Use valid controlled values for product types, SDS languages, SDS link types and Loader code types.
Keep CSV fields in text format to preserve leading zeroes and alphanumeric identifiers.
Compare downloaded ECLIC data with the internal system before performing updates or deletions.
For integrated Sellers, ensure that loading location values correspond exactly with the transport order ingestion data.