Glossary

Central procurement platform for products and services with a user-friendly online shop interface.

Web portal for suppliers to create, maintain and submit product catalogs.

System for managing, validating, publishing and maintaining electronic catalogs.

Externally hosted catalogs that are integrated via interfaces and combined with the central shopping cart.

Catalog not maintained in the system that is integrated via a punchout or OCI interface.

Organizational unit (e.g., subsidiary) for which certain catalogs or users are visible.

Definition of which plants or locations can access specific products or catalogs.

Catalog with limited access, e.g., only visible to specific users, departments, or regions.

Order with complete master data (supplier, article number, price). It can be automatically transferred to the ERP.

Some, but not all relevant fields (e.g. price or article number) are filled in. Ovenca tries to complete these with suggestions.

Free text order without structured data. Must be manually checked and supplemented if necessary.

Predefined shopping cart or item list for recurring needs.

Field for specifying additional notes or requests for the order.

Function to track the processing or delivery status of an order.

Approval process for orders within defined budget limits.

Price structure based on quantity - the more ordered, the lower the unit price.

An uncompleted shopping cart that has been saved for later processing.

Function to transfer shopping cart data to another system (e.g., ERP).

Interactive online table for maintaining and managing catalog products without CSV file.

Standard format for mass maintenance and initial filling of a catalog.

Only changes (new/modified products) are submitted.

Complete overwrite of the existing catalog.

Chronological record of all changes and versions of a catalog.

Management and tracking of catalog states with change history and rollback option.

Analysis and statistics about which catalogs and products are used how often.

Catalogs with defined start and end dates for time-controlled publication.

A catalog that has been deactivated and is no longer displayed in the shop.

No longer active catalog that remains stored in the system for tracking purposes.

Assignment of administrative responsibility for a catalog in the approval process.

Time when a catalog or product becomes visible in the system.

Date from which a product or catalog is no longer visible or orderable.

Warnings such as missing optional fields. Catalog can still be submitted.

Structure or format errors that prevent upload.

Interactive correction mask for fixing errors after upload.

System-side checking of required fields, formats, or data dependencies in catalog maintenance.

Validation of uploaded files for format, size, or required linking with articles.

Checking of price information for format, validity, or difference to previous version.

Automatic alignment to standardize spellings and data formats.

Multi-stage approval by purchasers including review, commenting and queries.

Product-level communication between vendor and approver.

Structured change request with comment field for problem resolution.

Message or feedback from a supplier as part of the approval process.

Additional note or explanation from a supplier about a product or catalog.

Current state of a product or catalog in the approval process.

Overview of all system-side changes to products, approvals, or user rights.

Live view of the article with image, description and price before publication.

Configurable forms for customizable items (e.g. business cards).

Combination of multiple products into a package - either mandatory or optionally selectable.

Logical grouping of similar items within a catalog.

Visual representation of a product in the catalog - as preview or gallery view.

User with permission to manage and approve specific products or categories.

Suggestion of an alternative product for discontinued items or availability issues.

Group of products that are ordered together - mandatory or optional.

Hierarchical structure for organizing products in the catalog by categories and subcategories.

Addition of product information such as images, technical data, or keywords.

A product that can no longer be displayed or ordered in the catalog.

An item created directly in the system without catalog upload, usually by procurement.

Indication in days of when an item is expected to be delivered after ordering.

Advanced search across all product attributes, manufacturers, categories, etc.

Direct exchange between buyer and supplier in case of discrepancies.

Saving, post-processing and reactivation of shopping carts.

Real-time suggestions while entering search terms in the catalog.

Advanced filtering in product search by attributes, categories, or manufacturers.

Personally saved products for quick access and recurring orders.

Contextual support elements in the interface for better user guidance.

Function for displaying catalog data in multiple languages.

Limitation of displayed products through filter criteria such as category, supplier, or status.

View of how the submitted catalog will be displayed later in the shop.

Standardized unit for order or quantity display (e.g., PCE, LTR, KG).

Table with allowed units of measure for use in the catalog (e.g., piece, liter, set).

The smallest possible quantity that can be ordered of a product.

Unit of measure in which a product is ordered in the system (e.g., piece, box, liter).

Function for automatic conversion from content unit to order unit in the system.

Unit of measure indicating how much content is contained in an order unit.

Definition of which supplier can maintain which article or catalog.

KPI-based evaluation of suppliers based on delivery reliability, quality, or response time.

Central overview with contact data, catalogs, and responsibilities of a vendor.

Overview for suppliers of all submitted, approved, or rejected catalogs.

Assignment of specific rights and functions to users based on their role in the company.

Log of all user logins and logouts in the system for traceability and security.

Single Sign-On for logging into the eProcurement system via existing user accounts.

Automatic synchronization of user accounts between eProcurement system and identity management.

Mechanism to prevent simultaneous editing of a catalog or product.

Function to export catalog data, orders, or reports in various formats.

Upload function for mass maintenance or initial creation of product and user data.

Preconfigured data structure for catalog export to specific target systems or formats.

Individually configurable data field for extending product description or classification.