NSWBuy Catalogue Style Guide
A supplier’s guide to the preparation and submission of
information into the NSWBuy Suppler Data Portal
Version 1.12.1
27 February 2013
NSW Procurement
NSW Department of Finance & Services
NSW Procurement Client Support Centre
Phone: 1800 679 289
Email: nswbuy@finance.nsw.gov.au
NSWBuy Catalogue Style Guide
Table of Contents
1. INTRODUCTION
3
1.1.
PURPOSE
3
1.2.
INTENDED AUDIENCE
3
1.3.
TRAINING AND ASSISTANCE
3
2. QUICK START SUMMARY
4
3. OVERVIEW
6
3.1.
CONTEXT
6
3.2.
PROCESS
6
3.3.
GENERAL DATA REQUIREMENTS - MANDATORY FIELDS
7
3.4.
GENERAL DATA REQUIREMENTS - NON-MANDATORY FIELDS
7
3.5.
DATA CHECKING AND VALIDATION
7
3.6.
SUPPLIER RESPONSIBILITY FOR DATA
8
3.7.
COMMERCIALLY SENSITIVE INFORMATION
8
3.8.
TIMELINES
8
3.9.
CLARIFICATIONS AND / OR FURTHER ENQUIRIES
9
4. UPDATING A CATALOGUE
10
4.1.
PRICE UPDATES
10
4.2.
ADD A NEW PRODUCT
10
4.3.
REMOVAL OF A PRODUCT
10
5. PSX TOOLSET – CHECK DATA
11
5.1.
PSX TOOLSET VALIDATION
11
5.2.
REPORTS TAB
11
5.2.1. CELL FORMATTING
12
5.2.2. ATTRIBUTE VALUE
12
5.3.
12
REVALIDATION OF THE CATALOGUE DATA
6. FREQUENTLY ASKED QUESTIONS
13
7. APPENDIX A – PSX TOOLSET DATA
14
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NSWBuy Catalogue Style Guide
7.1.
PSX TOOLSET BMECAT HEADER DATA
15
7.2.
PSX TOOLSET ITEM DATA
15
7.3.
ATTRIBUTE FORMATTING RULES
27
8. APPENDIX B – ATTRIBUTE EXAMPLES
29
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NSWBuy Catalogue Style Guide
1. Introduction
1.1. Purpose
The purpose of this document is to provide guidance to suppliers to assist in the
presentation of high quality information about goods and services to make it easy for NSW
Government staff, and in particular purchasers, to browse, find and view the product details
and subsequently purchase the desired items. The key tools to maintain data in the
NSWBuy eCatalogues are the PSX Toolset and the NSWBuy Supplier Data Portal. This
guide explains how to optimise the use of each of these tools, noting that training guides
are also available for guidance on basic processes.
1.2. Intended Audience
This document is intended for suppliers to NSW Government who wish to update or create
a catalogue hosted on NSWBuy, it is particularly well suited to supplier organisational staff
responsible for:







Tender bids
Business development
Account/Brand/Marketing/Sales
Product Management
Inventory and warehouse data
Online and offline catalogue production
Anyone asked to fill in a NSWBuy PSX Toolset
1.3. Training and Assistance
This document has been produced by NSW Procurement (NSWP) which is a division of the
Department of Finance and Services.
To request training for the NSWBuy Supplier Data Portal, including the PSX Toolset, or for
any other assistance with NSWBuy eCatalogues, please contact the NSWP Client Support
Centre.
Phone: 1800 679 289
Email: nswbuy@finance.nsw.gov.au
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2. Quick Start Summary

The NSWBuy PSX Toolset collects catalogue information for the display in the
NSWBuy eCatalogues (https://catalogues.buy.nsw.gov.au/), the online purchasing
platform used by NSW Government buyers to find goods and services

The PSX Toolset is a spreadsheet with a built-in data checking process that ensures
the information is provided in the correct format for uploading to NSWBuy
eCatalogues.

If you are being invited to supply to NSW Government, then you should seek to have
the goods/services that you offer listed on the NSWBuy eCatalogues platform. NSW
Government spends approximately $13 billion annually on goods and services, so this
is a significant sales channel for any market or category.

The NSWBuy Supplier Data Portal system is the online system into which the
completed NSWBuy PSX Toolset is uploaded. The NSWBuy Supplier Data Portal will
alert suppliers via email when updates are expected; suppliers are then able to access
the NSWBuy Supplier Data Portal to retrieve their latest version of the PSX Toolset.

The PSX Toolset supports the loading of descriptive product information into the
NSWBuy catalogue solution. A number of fields are mandatory, these must be filled in
– the rest of the fields in each row are offered to provide:
o
An enhanced buyer experience by making it easy to find items (e.g. by adding
keywords that buyers might use to search for products or services).
o
Richer product information for buyers (e.g. a detailed description of
products/services, additional attributes of the item such as size, colour, etc.).
o
A clear understanding of pricing and methods of delivery and storage for the
goods/services (Note: these will have to be in accordance with any agreement
with the NSW Government).

Inside the PSX Toolset there is supporting information, including instructions for using
the PSX Toolset and pop-up help boxes that provide more information about
populating the various columns, rows and cells. For further information refer to this
document the NSWBuy Catalogue Style Guide or contact the NSWP Client Support
Centre.

Once data entry into the PSX Toolset is completed, an automated data checking
process can be initiated to verify items such as the completeness of mandatory fields.

On completion of the data checking process, the data should be ready to be converted
into a special format file (known as BMEcat) and then compressed into a zipped
BMEcat file which is ready for uploading into the NSWBuy Supplier Data Portal.

The next step is to log into the NSWBuy Supplier Data Portal at
https://supplierdata.buy.nsw.gov.au/ and upload the zipped BMEcat file along with any
media files, such as your image files (which must be contained within a zipped file).
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NSWBuy Catalogue Style Guide
The following diagram is a simple representation of the process showing the PSX data
flowing from NSW Government suppliers into NSWBuy and then on to NSW
Government buyers, who may then select and purchase items:
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NSWBuy Catalogue Style Guide
3. Overview
3.1. Context
NSWBuy is the NSW Government’s next generation electronic procurement platform.
This document addresses on two key components of the NSWBuy platform, they are:
NSWBuy eCatalogues – an online catalogue for NSW Government agencies and
other eligible jurisdictions and customers to seek out and purchase goods and
services
NSWBuy Supplier Data Portal – an online facility for businesses engaged to
supply to the NSW Government to introduce their catalogue data for review and
approval prior to being loaded onto NSWBuy eCatalogues.
3.2. Process
Existing suppliers whose products/services are currently available on NSWBuy
eCatalogues will receive a full copy of their existing catalogue whereas new suppliers
whose goods/services are not yet available on NSWBuy eCatalogues will need to populate
the PSX Toolset with their product data.
The steps for this process are as follows:
1. An email from NSWP will notify suppliers that an update to the catalogue is
expected.
2. Supplier logs on to the NSWBuy Supplier Data Portal and downloads the PSX
Toolset with current catalogue data.
3. Modify the PSX Toolset as required. Use standard Microsoft Excel functionality to
assist this process (e.g copy and paste, bulk find and replace for standard
information that changes in all fields, spell check, etc.)
4. Run the automated data checks within the PSX Toolset.
5. Generate the BMEcat file from the PSX Toolset.
6. Compress the BMEcat file into a .zip format.
7. Access the NSWBuy Supplier Data Portal and upload the zipped BMEcat file and
any media or image zip files.
8. Check the validation report and conduct any further supplier review.
9. When all required updates have been made, release the catalogue to catalogue
reviewers.
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NSWBuy Catalogue Style Guide
3.3. General Data Requirements - Mandatory Fields
As a minimum the following data must be provided for each product / service item
submitted. (i.e. these are mandatory fields):
1.
2.
3.
4.
5.
6.
7.
8.
9.
Product ID
Supplier’s Short Description
Contract Identifier
Contract Name
Price Amount
Order Unit
Image Name
Image Type
GST_Flag
Regarding images, it is known from past experience that supplier organisations do not
always have suitable images on hand for all the products in their catalogue. Accordingly,
where suitable images are not available it is requested that a company logo is provided
instead. Please note that regular on-line buyers expect to see images of the products they
are considering for purchase and where that is not available they will be less likely to make
the purchase – especially when an equivalent product is available with a relevant product
image. For services (as distinct from tangible goods) this is less of an issue, therefore
service suppliers are asked to consider what ‘visual cues’ they might wish to provide to
potential buyers to enhance the selection and buying process.
3.4. General Data Requirements - Non-Mandatory Fields
The PSX Toolset also contains a number of non-mandatory fields. The non-mandatory data
fields can be used by suppliers to increase a product’s profile and/or assist buyers to refine
the catalogue search.
3.5. Data Checking and Validation
New or updated catalogue data submitted via the NSWBuy Supplier Data Portal will be
subject to a number of system validation checks and quality reviews prior to publishing in
NSWBuy eCatalogues.
The data checking and validation occurs at several points in the process:
1. The PSX Toolset has built in data checks for issues such as failure to provide data
in a mandatory field.
When the zipped BMEcat file is uploaded and transferred into the NSWBuy Supplier
Data Portal, an automatic validation process occurs to check for appropriate data
fields and to compare the new data against what is currently in the NSWBuy
catalogue. Any differences between the current catalogue and the uploaded zipped
BMEcat file are identified in the validation report.
When the zipped BMEcat file is received by NSWP further checks of the data are
undertaken to confirm consistency with contractual requirements as well as ensuring
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NSWBuy Catalogue Style Guide
the data can be merged into the Master Catalogue and subsequently uploaded to
NSWBuy eCatalogues.
Should the updated data fail any of the checks and validation processes, the catalogue will
not progress any further until issues identified have been resolved. At the PSX Toolset
stage, and at the Supplier Review stage, the supplier can still make changes to the PSX
Toolset and re-import the zipped BMEcat file into the NSWBuy Supplier Data Portal.
3.6. Supplier Responsibility for Data
Please note that suppliers will be responsible for the quality of their catalogue data
submitted to NSWP via the NSWBuy Supplier Data Portal. It will be assumed by NSWP that
suppliers have completed any internal quality checks and/or obtained any necessary
management approvals to release details of products and their associated pricing.
3.7. Commercially Sensitive Information
The NSWBuy eCatalogues currently presents all of the material provided by suppliers,
including media files with the exception of the price field to anyone that visits
https://catalogues.buy.nsw.gov.au as a Guest user. Suppliers therefore need to ensure that
pricing is not displayed in fields other than the price field, e.g. attached media files or
description fields.
3.8. Timelines
It is generally expected that a supplier should not take more than two (2) weeks to complete
and submit a catalogue update for processing and publishing in NSWBuy eCatalogues.
If a supplier anticipates it might take longer to complete the catalogue update process, they
should contact their Category Manager and negotiate an appropriate time extension.
Should problems be experienced accessing the NSWBuy Supplier Data Portal or in
submitting a catalogue update, you should contact the NSWP Client Support Centre.
3.9. Recommended Operating System and Application
The PSX file is an excel spreadsheet with specialised validation formula and macros that
are run during the “Check Data” and “Generate BMEcat file" process. To edit a PSX file
and successfully run the "Check Data" and the "Generate BMEcat file" steps the
following operating system and applications are recommended;


3.10.
Microsoft Windows Operating Systems that support Microsoft Excel 2003 or
higher
Microsoft Excel 2003 and above
Naming the BMEcat file
The BMEcat file must not contain a / (forward slash). If your file name does contain a
forward slash this needs to be replaced; for example:


Company P/L.xml changed to Company Pty Ltd.xml
Compnay P/L.zip changed to Company Pty Ltd.zip
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NSWBuy Catalogue Style Guide
3.11.
Compressing the BMEcat file
The BMEcat file must be compressed before loading into the Supplier Data Portal. The file
compression must be in .zip format. Files can be created in the .zip format in some
versions of Microsoft Windows using 'Compressed (zipped) Folders', ensure that the name
of the file created has a .zip extension. If you cannot see the "Compressed (zipped)
Folders" option refer to you IT support or you can use a standalone file compression
application.
3.12.
Clarifications and / or further enquiries
For further information regarding the PSX Toolset, data checks and validations, uploading
the zipped BMEcat file, and catalogue reviews, please contact the NSWP Client Support
Centre.
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NSWBuy Catalogue Style Guide
4. Updating a Catalogue
Catalogue updates are completed by contacting the NSWP Client Support Centre and
requesting a catalogue be released for updating in the NSWBuy Supplier Data Portal.
It is vital that supplier catalogues contain accurate and up to date information, particularly
around the pricing and availability of products. Suppliers will also recognise the importance
of populating as many of the other 'attribute' fields for the respective contract.
Large catalogues may represent a significant work effort to populate all desired fields.
Accordingly, in such circumstances suppliers may elect to adopt a staged approach to
refreshing their catalogue i.e. submit two or three PSX Toolset updates before the
catalogue is considered to be full or complete for all product / service items. It is also
expected that suppliers will want to submit fresh images and other media attachments.
4.1. Price Updates
1. To update a price, open the PSX Toolset, locate the item that needs to have the
price change in the Item Data worksheet.
2. Insert the date your item/s price becomes effective in the column headed ‘Price Eff
from’. Format: dd/mm/yyyy.
The effective date should be current (i.e. the date the updated catalogue is loaded
to NSWBuy Supplier Data Portal). With the exception of items that will go on
special, then a future date should be provided. The system is unable to apply
retrospective back dates due to the adverse effect on purchase orders.
It is recommended that your nominated ‘price effective from date’ should be the
same as the date the zipped BMEcat file loaded into the NSWBuy Supplier Data
Portal. This will minimise any potential adverse impacts on accuracy and
understanding when buyers place orders..
3. Insert the new prices for the item(s) in the Price Amount (ex GST) column.
Format: e.g. 27.49
Note: - $ symbol is not required.
4.2. Add a New Product
To add a new product select the next empty row and enter ‘ADD’ in the column ‘Article
Action’. If there is a similar item already in the PSX Toolset you can copy across the values
for that item and then modify the response/s to suit the new item.
If the new item does not fit any of the existing items, populate the columns as needed, and
nominate the attributes/values that apply to that new item. Utilise the pre-existing ‘Attribute
Names’ as examples for similar items.
4.3. Removal of a product
To remove an item from your catalogue simply delete the row from your PSX Toolset and
the item will be flagged for deletion in the system or change the “ExpireDate” value to a
date when the product should lapse.
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NSWBuy Catalogue Style Guide
5. PSX Toolset – Check Data
After entering your catalogue data in the ‘Item Data’ tab, it needs to be validated to ensure
the data has been entered correctly. Files with validation errors cannot be uploaded. Inputs
can be checked at any time during your product data entry, allowing you to check your work
in blocks, rather than waiting until the entire task is completed.
5.1. PSX Toolset Validation
Click on ‘Add-Ins’ menu of the workbook and select the ‘Check Data’ macro from the PSX
Toolset Menu Bar.
Click ‘OK’ to commence test. Click on OK button once again, and the test results are
displayed in the ‘Report’ tab.
5.2. Reports Tab
The reports tab displays any errors that have been identified by the PSX Toolset. These
errors need to be corrected.
Errors need to be addressed and can be actioned by clicking on the Cell Reference
hyperlink in Column A which directs you to the relevant cell in ‘Item Data’ tab for correction.
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NSWBuy Catalogue Style Guide
Warnings can be safely ignored, however these will be monitored and may need to be
addressed in the longer term to ensure all required data sets have been provided and of an
appropriate standard.
5.2.1. Cell Formatting
Formatting issues e.g. “Value 402.10’ of ‘Price Amount’ is not a number” can be resolved by
reformatting the ‘Price Amount’ column via Format Cells  Number Decimal places:
Two decimal place pricing is customary. A maximum of 3 decimal places can be entered.
Click on the ‘OK’ button.
5.2.2. Attribute Value
Attribute value errors e.g. values that exceed the character limit. These descriptors need
amending to bring the field length equal to or below the character limit, including spacing
and commas.
5.3. Revalidation of the Catalogue Data
The amended PSX Toolset should be revalidated by re-running the ‘Check Data’ macro
until all errors have been resolved.
For further information regarding the validation of the PSX Toolset, please contact the
NSWP Client Support Centre.
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NSWBuy Catalogue Style Guide
6. Frequently Asked Questions
NSWP has compiled a list of frequently asked questions (FAQs). The list is available on
the Internet at https://www.procurepoint.nsw.gov.au/support-and-self-help/training/supplier-dataportal-training-0
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NSWBuy Catalogue Style Guide
7. Appendix A – PSX Toolset Data
NSWBuy eCatalogues displays products and services as individual items in the catalogue.
In other words, product and service information is displayed in NSWBuy eCatalogues on an
item name basis.
Notes:
1. PSX Toolset must be maintained on whole of catalogue basis i.e. it is not possible to
just submit updates for new items and/or remove items from existing catalogues as
all fresh PSX Toolset loads will overwrite the pre-existing catalogue data set and
any product items not found from the previous version will be flagged for deletion.
2. The PSX Toolset contains an Instruction tab which provides information about the
headings and data requirements and a Definition tab that provides details about the
data requirements for specific fields.
3. Each line item has specific attributes associated with it. The values of these
attributes are used in NSWBuy eCatalogues to help buyers find your products and
make comparisons between products. It is highly recommended that you fill in as
many of the attributes as possible to ensure that buyers have the maximum amount
of information about your products. If preferred, a staged approach can be adopted
to populating these non-mandatory fields.
4. In NSWBuy eCatalogues accessories are now maintained either as individual items,
bundled items, or in a separate Smartform that will be linked to the parent item as
an option which can be mandatory or non-mandatory. Smartforms allow buyers to
dynamically select and deselect aspects of a good or service that are optional, so in
effect they allow catalogue items to become configurable by the buyer. To obtain
more information about Smartforms, please contact the NSWP Client Support
Centre.
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NSWBuy Catalogue Style Guide
7.1. PSX Toolset BMEcat Header Data
All PSX Toolset files issued to suppliers will include system generated text in the BMEcat
Heater Data worksheet. Some of the fields include:
SupplierName - This field is used by the system to identify the name of the supplier.
SupplierID - The ID number issued by the system to uniquely identify each supplier in
NSWBuy eCatalogues.
CatalogID - The catalogue ID is used by the system to differentiate each supplier’s
catalogue per contract.
CatalogName - The Catalogue Name identifies the supplier catalogue.
Row
There are two fields in the BMEcat Header Data worksheet that must be filled in and they
are:
Field Name
Description
13
Email Order Address
Enter the organisation’s email address where purchase orders
should be sent to.
Fax Order Address
Enter the organisation’s fax number where purchase orders
should be sent to, if the organisation does not have a fax
number enter the default value “email” * **
14
*If
you have both an email and fax for receiving orders but prefer to receive orders via email
then enter the default value “email” in the Fax Order Address field.
**If
you are an integrated supplier, the existing trading channel will be utilised.
7.2. PSX Toolset Item Data
The following section describes the use of all the columns in the PSX Toolset ‘Item Data’
worksheet. The Item Data worksheet lists all fields that can be completed for each item.
There are over 100 fields for each item. This section provides further details on the
information that can be entered for each of these fields.
Column
Field
Length
Wider explanatory notes are provided for some items where it was considered additional
information would be helpful based on our experience in working with suppliers to date.
A
3
Action
The value for this field is always ‘ADD’.
B
32
Product ID
Enter the product code that uniquely identifies the item.
Field Name
Description
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C
D
E
Field
Length
Column
NSWBuy Catalogue Style Guide
250
64,000
50
Field Name
Description
Suppliers Short
description
Enter a short description of the item. The value of this field
should not be more than 250 characters, including spaces.
This field should only be a brief description of the item as
opposed to the ‘Suppliers Long Description’ where further
information can be provided to assist buyers make their
purchase decision. Marketing information is not permitted
in either the Short or Long description fields. Opportunity
exists to provide URL links or provide product/service
specific marketing information as a media attachment i.e.
pdf files.
Suppliers Long
Description
The long description is what buyers will see when they
view the product list in NSWBuy eCatalogues and buyer
searches will also be compared against this description.
This field must only include item descriptors. The inclusion
of marketing material is not permitted.
Contract Identifier
Enter the contract number this item relates to, if not prepopulated. If the item supplied is not on a Whole of
Government contract i.e. item supplied on a Government
Agency specific contract, please leave field blank and
correspondingly the ‘Contract used’ flag should be filled
with an ‘N’.
If unsure as to what contract number to enter, contact the
NSWP Client Support Centre to obtain details.
F
G
H
60
50
1
ContractSub Identifier
Enter the contract number sub group this item relates to, if
it has not pre-populated by NSWP e.g Lot 9
Contract Name
The name of the contract this item relates to. Usually prepopulated, if it has not been populated contact the NSWP
Client Support Centre to obtain details of what should be
entered.
Contract used
For all Whole of Government contracts insert the value ‘Y’.
For Government Agency specific contracts insert the value
‘N’. Should you be unsure of what to enter seek advice
from the NSWP Category Manager.
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I
Field
Length
Column
NSWBuy Catalogue Style Guide
1
Field Name
Description
Info item
This field is used to indicate to buyers whether the product
item is purchasable or not i.e. a purchase order can be
raised via NSWBuy eCatalogues or other supported ERP
systems. However, many of the products published in
NSWBuy eCatalogues relate to the provision of services
and/or goods for which it is necessary to seek and approve
a quote from suppliers before a purchase order can be
raised. Where the latter situation applies the value 'I'
should be inserted in the PSX Toolset so that buyers are
aware of such arrangements.
As NSWBuy eCatalogues requires that the Price Amount
field be populated in the PSX Toolset, suppliers should
also enter a zero '0' value in the Price Amount field for all
items considered to be non-purchasable where a price is
not available for this Info Item.
If the item can be purchased through NSWBuy
eCatalogues without the need for a quote, suppliers should
leave the Info Item field blank.
The unit price of the item must not include GST. The price
amount can be any positive number to a maximum of 3
decimal places. Do not include dollar symbols in this field.
J
-
Price Amount
If the item is free of charge or can be described as
non-purchasable (as described in Info Item above)
enter 0 in this column.
If the item is price on application, enter a ‘0’ in this
field and the text ‘Price on Application’ should be
inserted under the column ‘AdditionalPriceDisplay’
(located in the column AE).
K
L
3
-
Order Unit
The unit of measure (UOM) that the item of supply is to be
ordered in. Enter a case-sensitive “Order Unit code” found
in the PSX Toolset ‘Definitions’ worksheet in column A.
Min Order Qty
Enter the lowest purchase order quantity accepted for this
item. Can be any positive number. Decimal places are
allowed. If blank the system defaults to 1.
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Field
Length
Column
NSWBuy Catalogue Style Guide
M
N
2
Field Name
Description
Step Qty
Enter the next largest amount of the item that can be
purchased. For example, if the minimum order quantity of
an item is 10 and only multiples of 10 can be ordered then
the Step Qty would be 10. However, if the minimum order
quantity is 10 but any amount of the item over 10 can be
ordered then the Step Qty would be 1.
GST_Flag
Used to indicate if the item attracts GST. Select ‘10’ for
yes (attracts GST) or ‘0’ for no (does not attract GST). It is
essential that a selection of 0 or 10 is entered in the PSX
Toolset.
P
dd/mm/yyyy
O
dd/mm/yyyy
If the price of the item has a defined validity period (less
than the contract duration), specify the start date of the
price here.
Price Eff from
This would be the date from which the price of the item
becomes effective. Leave blank if this item will be
available for the duration of the contract.
When updating pricing, insert the new date your item/s
price becomes effective from. While the system does not
permit the application of retrospective back dates it can be
refreshed with the date of the data load or a future date,
where nominated.
If the price of the item has a defined validity period (less
than the contract duration), specify the end date of the
price here.
ExpireDate
This would be the date when the item price ceases to be
effective. Leave blank if this item will be available for the
duration of the contract.
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Field
Length
Column
NSWBuy Catalogue Style Guide
Field Name
Description
This field is used to create volume price discounts. The
Price Lower Bound field sets the lowest order quantity
required for this price to apply.
The ‘Price Lower Bound’ column records the lower
boundary price line and is valid for the nominated order
quantity. The corresponding price is recorded in the ‘Price
Amount’ column. For multiple volumes add the same item
line directly below the original line and change the lower
bound / price amount, only positive numbers and decimal
places are allowed.
Q
Price Lower Bound
For each volume price-break you wish to offer, you will
need to use a separate row in the PSX Toolset. For
example to offer discounts for bulk purchases:
1-99 items is $10 per item,
100 – 199 items is $9 per item,
200 or more items is $8 per item.
You would need to have three rows in the PSX Toolset
(with the same ProductID):
1st row: Price Amount = $10, Price Lower Bound = 1
2nd row: Price Amount = $9, Price Lower Bound = 100
3rd row: Price Amount = $8, Price Lower Bound = 200
The ‘Price Lower Bound’ field can be any positive number,
decimal places are allowed. If blank, the default value of 1
is applied.
Insert the name of the basic item image. Enter the name of
the item image in the following convention: “Product Code”
followed by stop character and file extension type e.g.
“HQVRTMK.jpeg”. Will be shown as a thumbnail and in the
item details on NSWBuy eCatalogues.
R
40
Image Name
The use of clear and representative product images is
strongly recommended as it greatly enhances a product
profile to buyers. Where suitable product images are not
available we request company logos are provided and
replaced when product images become available.
The image files need to be collated into one zip file and
uploaded into the NSWBuy Supplier Data Portal. Note: all
images need to be clearly linked to the product or service
item to which they apply.
NSW Procurement - A division of the Department of Finance & Services
19
Field
Length
Column
NSWBuy Catalogue Style Guide
Field Name
Description
Select the file type of the media asset / image from the
dropdown list. Allowed values are:
• application/pdf
• image/jpeg
• image/gif
• text/html
• url
Note: following image and logo specification requirements
• Images will only be accepted in pdf (Portable
Document Format), jpeg (image), gif (image), html
and url formats. The maximum image size is 325 X
325 pixels.
S
30
Image Type
• Should it be considered necessary to add an
appropriate disclaimer text to the image, it is
recommended that before adding the 9-point Arial
Black text you reduce the image size. This will
enable the text to remain legible.
Some examples of acceptable wording of
disclaimer text are:
o
o
o
o
o
o
Item displayed with accessories
Image represents product style
Image represents product class
Items does not include accessories
Set up for illustration purposes only
Set up for illustration purposes, does not
include accessories
Select the region of your organisation’s primary
geographical location in this field.
T
50
Primary Supplier
Location
The NSW regions are detailed further on the ProcurePoint
website:
https://www.procurepoint.nsw.gov.au/nswbuy_regions
NSW Procurement - A division of the Department of Finance & Services
20
Field
Length
Column
NSWBuy Catalogue Style Guide
Field Name
Description
Enter NSW regions that you are contracted to service.
Where services are provided across multiple regions they
should be separated by a comma e.g. if your organisation
services the whole of NSW, the string would appear as
follows:
CU,NP,NS,IW,SE,SW,CC,HU,CW,OR,RI,FN,MN,NE,IL,S
H
U
50
Regions Serviced
Region
Internal Region code
Cumberland / Prospect
CU
Nepean
NP
Northern Sydney
NS
Inner West
IW
South East Sydney
SE
South West Sydney
SW
Central Coast
CC
Hunter
HU
Central West
CW
Orana / Far West
OR
Riverina / Murray
RI
Far North Coast
FN
Mid North Coast
MN
New England
NE
Illawarra
IL
Southern Highlands
SH
The NSW regions are detailed further on the ProcurePoint
website:
https://www.procurepoint.nsw.gov.au/nswbuy_regions
V
250
SupplierContactURL
Enter your organisation’s website address (only the URL
needs to be entered).
W
50
Manufacturer
Enter the name of a person, business or organisation that
manufactured the item.
NSW Procurement - A division of the Department of Finance & Services
21
Column
Field
Length
NSWBuy Catalogue Style Guide
X
50
Field Name
Description
Manufacturer ID
Enter the unique product code used by the manufacturer
to identify this item.
Y
60
Brand Identifier
Enter the Brand Identifier for the item. This field is usually
only used if the Brand name is different to either the
Supplier or manufacturer’s name.
Z
60
Model Identifier
If required, enter the Model identifier for the item.
A
A
Enter the ‘Measurement Unit’ of the ‘Measurement Data’
(in field AB).
60
Measurement Unit
Example: The Item is 200mm width x 100mm depth x
300mm height so you would enter in this field ‘millimetre’.
Please insert corresponding value/s to measurement unit
data above.
A
B
A
C
A
D
A
E
60
Measurement Data
Example: The Item is 200mm width x 100mm depth x
300mm height so you would enter in this field ‘200w x
100d x 300h’.
60
Package Unit
Enter Package Unit information for the item.
60
Package Qty
Enter Package Quantity information for the item.
AdditionalPriceDisplay
Enter a line of text to be displayed below the item price.
Optional field that allows suppliers to insert additional price
text i.e. price on application or call XX XXXX XXXX for
more details. Maximum of 50 characters. Note: This
information is not passed on to approvers or included in
the Purchase Order.
50
NSW Procurement - A division of the Department of Finance & Services
22
Field
Length
Column
NSWBuy Catalogue Style Guide
Field Name
Description
Enter the UNSPSC code for the item. Note UNSPSC
codes can be selected from the list in the ‘Definitions’ Tab.
UNSPSC stands for United Nations Standard Products
and Services Code. The code provides an open, global
multi-sector standard for efficient, accurate classification of
products and services. It is also supports the application of
taxonomy for more technical searches and also an
increasing need for spend analysis and invoice matching
in client ERP systems.
A
F
8
UNSPSC
The UNSPSC has a number of classification levels, down
to the narrowest level, called the Commodity level. Where
possible, products and services provided in the NSWBuy
eCatalogues should be classified to the Commodity level
per v14.0801 of the UNSPSC table file. If the item cannot
be classified down to the Commodity level, it should be
codified to the next most appropriate level. Details of the
table file can also be found in the PSX Toolset ‘Definitions’
worksheet
To understand the different classification levels, including
more information about the UNSPSC codes, refer to the
website: http://www.unspsc.org/
A
G
A
H
A
I
A
J
250
MSDS
Enter the file name of the Material Safety Data Sheet
(MSDS). Copies of the relevant PDFs should be zipped
and uploaded to the NSWBuy Supplier Data portal.
Enter a keyword / synonym that describes the item.
Keywords are referenced when a buyer searches the
NSWBuy eCatalogues.
50
50
50
Keyword 1
3 additional keyword fields are provided enabling suppliers
to include up to a total of 4 search terms to assist buyers
with their item search.
Keyword 2
Enter an additional keyword / synonym that describes the
item. Keywords are referenced when a buyer searches the
NSWBuy eCatalogues. There are 3 other keyword fields
provided.
Keyword 3
Enter an additional keyword / synonym that describes the
item. Keywords are referenced when a buyer searches the
NSWBuy eCatalogues. There are 3 other keyword fields
provided.
NSW Procurement - A division of the Department of Finance & Services
23
A
K
A
L
Field
Length
Column
NSWBuy Catalogue Style Guide
50
250
Field Name
Description
Keyword 4
Enter an additional keyword / synonym that describes the
item. Keywords are referenced when a buyer searches the
NSWBuy eCatalogues. There are 3 other keyword fields
provided.
Attachment Purpose 1
Select from the dropdown list, the purpose of the additional
media asset / image being supplied. Allowed values are:
• normal = picture will be shown directly
• detail = picture will be shown as a clickable link
• data_sheet = pdf / html pages
• others = attachment will be shown as a clickable
link
A further four attachment fields groups are provided at the
end of the PSX Toolset from column CQ to DF to load
additional attachments.
A
M
60
Attachment File 1
Enter the image file name or file names of additional media
asset / image being supplied.
A
N
250
Attachment
Description 1
The entry in this field will form the hyperlink to your image
or document in the item details page.
A
O
30
Attachment Type 1
Select the file type of the media asset / image. Allowed
values are:
• application/pdf
• image/jpeg
• image/gif
• text/html
• url
A
P
60
Environmentally
Positive Attributes
Select from the dropdown list, the 'Environmentally
Positive Attributes' value for this item.
A
Q
60
Green Power
Select the 'green power' value for this item from the
available options.
A
R
60
Energy Allstars
Select the 'energy star rating' value for this item from the
available options.
A
S
60
Energy Star Rating
Select the 'energy star rating' value for this item from the
available options.
A
T
60
Energy Star Rating
Cooling
Select the 'energy star rating cooling' value for this item
from the available options.
NSW Procurement - A division of the Department of Finance & Services
24
Column
Field
Length
NSWBuy Catalogue Style Guide
A
U
60
Energy Star Rating
Heating
Select the 'energy star rating heating' value for this item
from the available options.
A
V
60
Energy Efficient Light
Bulbs
Select the 'energy efficient light bulbs' value for this item
from the available options.
A
W
60
Recycled Content
(percentage)
Enter the 'recycled content (percentage)' value for this item
as a number between 5 and 100.
A
X
60
Water Efficiency Star
Rating (WELS)
Select the ‘Water Efficiency Star Rating (WELS) ' value for
this item from the available options.
Field Name
Description
A
Y
14
GTIN
Enter the Global Trade Item Number (GTIN) for the item
which is a unique 14 digit identification of products
worldwide within the EAN.UCC System. For more
information on GTINs go to http://www.gtin.info/.
A
Z
60
Service Item
Enter ’Y’ if item being supplied is a service. Otherwise
leave blank.
B
A
1000
Mandatory Reference
Product ID
The Product IDs listed here will be a mandatory reference
(accessories) to the corresponding parent item, meaning
that when a customer buys the parent item all items listed
here will have to be purchased as well.
If there are multiple mandatory referenced items, separate
the Product IDs with "|" (pipe symbol).
B
B
1000
Optional Reference
Product ID
The Product IDs listed here will be optional references
(accessories) to the corresponding parent item, meaning
that when a customer buys the parent item, they can
select optional items listed here to purchase.
If there are multiple optional referenced items, separate
the Product IDs with "|" (pipe symbol).
NSW Procurement - A division of the Department of Finance & Services
25
Field
Length
Column
NSWBuy Catalogue Style Guide
Field Name
Description
Item Attributes allow suppliers to add further classification
to their items which provide a greater level of detail about
the item to the buyer. To create an attribute, two fields
must be entered, the name field describing the attribute
and the corresponding value field with the attribute value
(see below).
The PSX Toolset provides for up to 20 additional data
fields via the attribute columns (BC to CP.
B
C
t
o
C
P
60
Attribute Name 1- 20
Each line item has specific attributes associated with it.
The values of these attributes are used in NSWBuy
eCatalogues to help buyers find your products and make
comparisons between products. It is highly recommended
that you fill in as many of the attributes as possible to
ensure that buyers have the maximum amount of
information about your products. If preferred, a staged
approach can be adopted.
Attribute Values must be entered in standard casing
beginning with an uppercase letter followed by lowercase
letters. See also section 7.3 Attributes Formatting Rules
and Appendix B for examples of Attributes.
B
D
t
o
C
P
C
Q
t
o
D
F
60
20
Attribute Value 1- 20
Attachment Purpose n
(n = 2 to 5)
Insert your value of the item attribute for the Attribute
Name entered in the PSX Toolset. If the Attribute Value
cell is left blank, attribute details will not be loaded into
NSWBuy. See also section 7.3 Attributes Formatting Rules
and Appendix B for examples of Attributes.
Select the purpose of the additional media asset / image
being supplied. Allowed values are:
• normal = picture will be shown directly
• detail = picture will be shown as a clickable link
• data_sheet = pdf / html pages
• others = attachment will be shown as a clickable
link
A further four attachment fields groups are provided at the
end of the PSX Toolset from column CQ to DF should it be
desired to load additional attachments.
NSW Procurement - A division of the Department of Finance & Services
26
C
Q
t
o
D
F
C
Q
t
o
D
F
C
Q
t
o
D
F
Field
Length
Column
NSWBuy Catalogue Style Guide
Field Name
Description
250
Attachment File n
(n = 2 to 5)
Enter the image file name or file names of additional media
asset / image being supplied.
250
Attachment
Description n
(n = 2 to 5)
Enter the description of additional media asset / image
being supplied. Additional media asset/image - purpose of
attached file.
Attachment Type n
(n = 2 to 5)
Select the file type of the media asset / image. Allowed
values are:
• application/pdf
• image/jpeg
• image/gif
• text/html
• url
250
7.3. Attribute Formatting Rules
The following rules apply when entering data in the PSX Toolset and populating the fields
and attributes for each item:





The maximum length of the attribute value is 60 characters, including spaces.
Attribute values are to be written in standard casing, i.e. they begin with an upper
case letter then lower case follows. The exception is where ‘Measurement Units’
are recorded, which are all in lower case.
Where an attribute value is hyphenated, the first letter after the hyphen is to be in
lower case.
Where an attribute value contains a ‘slash‘ (/ or \), the first letter after the ‘slash‘ is to
be in upper case.
The following characters MUST NOT be entered in any of the attribute cells:
o
o
o
o
o
o
o
o
o
Asterisk
Question mark
Left parenthesis
Right parenthesis
Single quote
Double quote
Copyright symbol
Registered symbol
Trade Mark symbol
*
?
(
)
‘
“
©
®
™
NSW Procurement - A division of the Department of Finance & Services
27
NSWBuy Catalogue Style Guide
o Underscore












_
There is to be a space after a comma.
Where an attribute value has multiple weights and/or measures, a space is to be
inserted between the two with the second being in standard casing. For example,
100mm Diameter
Weights and measures are to be written in full. For example, centimetre for cm etc.
When you have values for multiple dimensions for the ‘Dimension’ attribute (such as
Length x Width x Height), it is to be shown in upper case. For example 1000L x
700W x 800H
Use a lower case ‘x’ to express ‘by’ in dimensions. Leave a space on each side of
the ‘x’. Imperial dimensions, where possible, should be converted to metric,
providing all dimensions can be successfully converted.
Imperial measurements should only be used when unavoidable. Where deemed
necessary please use full spelling i.e. inch and not the “ [Attribute Field Metadata
double quote character] abbreviation. Similarly, the ‘ [single quote character]
abbreviation should not be used for feet.
If all of the attribute values to be presented are whole numbers then there is no
need for a decimal point followed by a zero. If there is a mixture of whole numbers
and fractions then all of the values for that attribute are to contain the same number
of decimal places.
When presenting numbers less than one, use a leading zero before the decimal
point. (e.g. 0.03 not .03).
All tolerances for units of measure shall include the following special characters:
o Plus
+
o Minus
o Plus or minus
+ or –
o When a range tolerance is to be expressed, the following format shall apply,
for example:
-100 to +50 degree Celsius
The plus and minus signs are only to be used in a numerical context. In other
contexts you must use the whole word i.e. plus, minus.
When using compliance data such as Australian Standards, do not include the year
or version of the standard. You only need to enter the standard.
All values are to be written in the singular (e.g. page not pages).
NSW Procurement - A division of the Department of Finance & Services
28
NSWBuy Catalogue Style Guide
8. Appendix B – Attribute Examples
The following table shows examples of attribute fields that could be added in the optional
Attribute fields in the PSX Toolset. Any Attribute can be added to the PSX Toolset as long
as it has an accompanying Attribute Value.
Attribute Name
Licence data
Compliance data
Safety data
Fire data
Colour data
Flavour data
Fragrance data
Attribute Metadata
Where an item has restricted usage conditions (computer
software).
Where the item conforms to a national/international standard,
industry convention or a known specification.
Safety characteristics, features or information for the item.
The items fire rating characteristic such as fire retardant
information (flammable or non-flammable) fire class information
(Class A - wood, paper, plastic).
The standard colour descriptive name, also use for finishes such
as "chrome", may also include opacity data.
The characteristics of the items taste.
Warranty type
The characteristics of the items smell.
Information about the service provision, delivery, time and other
service details.
The type of energy used to operate the device. Can include fuel
type or energy source.
Input a value to indicate if the item is "rechargeable" or "single
use".
Description of the warning type also includes Dangerous Goods
Data.
The type of guarantee provided.
Warranty data
The number of time units representing the period of guarantee.
Warranty unit
The measurement of time units the warranty data represents.
Specification data
The primary / significant performance measurement of the item.
The unit used to describe the items specification measurement
i.e. "volt".
The price of the product per kilo, litre, or piece (relating to food).
The unit relating to the comparison price kilo, litre, piece,
(relating to food).
The measureable service/s provided to a client within a given
time period.
Period in which the service is provided.
Service data
Energy data
Rechargeable data
Warning data
Specification unit
Comparison price
Comparison unit
Service level
Service period
Service provider
Form data
Function data
Absorbency data
Name of service provider/third party.
The type / style / shape of an item as in important sub
descriptors (not as in material).
What the item is expected to do especially where it is not
obvious or is a sub function / can also include usage data e.g.
Single Patient Use, Reusable, Disposable etc.
The amount of liquid an item will soak up.
NSW Procurement - A division of the Department of Finance & Services
29
NSWBuy Catalogue Style Guide
Attribute Name
Capacity data
Composition data
Concentration data
Condition data
Content data
Operating data
Size code
Storage data
Inscription data
Pattern data
Lens data
Attribute Metadata
The volume that this item can store or process (does not
substitute for measurement data).
The primary / significant material this item is made from (more
detail can be consigned to specification reference).
The amount of primary / significant component dilution (more
detail can be consigned to specification reference).
Where the item cannot be assumed to be new i.e
Remanufactured".
The primary / significant contents of an assembly / kit / set and
includes the number of form copies in a book and similar details.
The method, type or detail for utilising an item.
The standardised size i.e. "small" (can be independent of or
supplement measurement data).
Information about the item's storage capabilities.
The characteristics that forms words / letters / symbols that
distinguish the item.
The characteristics that do not form words / letters / symbols that
distinguish the item. Can also include a range, set or series of
products such as clothing, flooring, footwear, luggage and
manchester etc., by which manufacturer's name the collection.
The characteristic of a lens (eyewear, camera equipment).
NSW Procurement - A division of the Department of Finance & Services
30
NSW Department of Finance & Services
NSW Procurement
McKell Building
2-24 Rawson Place
Sydney NSW 2000
T:
1300 683 289
TTY: 1300 301 181