| Q. |
What is the PPIF? |
| A. |
The PPIF allows manufacturers to issue
detailed information on products, parts and prices in an ASCII format
that is suitable for being transmitted via mail, e-mail or the
Internet. This single-format, single-program system can be
installed and used easily by manufacturers, distributors and OEMs. |
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|
| Q. |
Why is it important to use the
PPIF and how will it benefit us? |
| A. |
The PPIF replaces a multiplicity of
vendor-based formats, dramatically reducing the time spent processing
updates. It can be implemented without significant software
expenditure, eliminates manual re-keying and ensures accuracy in
applying manufacturer price updates. |
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|
| Q. |
Where can we get a copy of the
PPIF? |
| A. |
Download a free copy at www.ptda.org/ppif or request a copy
from PTDA (+1.312.516.2100; ptda@ptda.org) or BSA (+1.630.858.3838;
info@bsahome.org). |
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|
| Q. |
Who can we contact for assistance
interpreting the format? |
| A. |
Contact PTDA (+1.312.516.2100; ptda@ptda.org) or BSA (+1.630.858.3838;
info@bsahome.org). |
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|
| Q. |
We have suggestions for revisions
to the format that could benefit our industry. How can we
communicate these suggestions? |
| A. |
Revisions should be forwarded for
consideration to PTDA (+1.312.516.2100; ptda@ptda.org) or BSA (+1.630.858.3838;
info@bsahome.org). Any
proposed revisions to the PPIF must be submitted in writing either to
BSA or to PTDA and should include an explanation of the issue to be
addressed, a proposal for the number of fields needed, meaningful field
names, thorough development of field definitioins and comments/examples
for the support documentation. Proposed revisions may be submitted
at any time. |
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|
| Q. |
How do we know we have the latest
version and how will we know what changes have been made? |
| A. |
Check www.ptda.org/ppif for updates;
revisions from the last version are described in the PPIF Overview. |
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|
| Q. |
Do we have to update to the latest
version? |
| A. |
Updates to a new version may not be
logistically possible immediately; however, the update should be high
priority. Updates maintain the integrity of a format and likely
will benefit communications between the manufacturers and distributors
with commonly requested information. Should there be revisions
requiring a new version, the revised PPIF will be distributed in the
first calendar quarter of the year. |
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Vendor/Manufacturer
Questions
|
| Q. |
There seems to be a lot of
information requested. Why is this important? |
| A. |
PPIF fields provide valuable information
to distributors that are cumbersome to obtain otherwise, reducing the
time needed to perform database updates. Identifying new items,
superseded items and obsolete items eliminates time to research each
part. Knowing stock/non-stock information helps distributors make
informed selections. Knowing part weights informs purchasing
consolidation and freight decisions. |
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|
| Q. |
Why can't we alter the format a
little to help our company or our customers? |
| A. |
ANY alteration defeats the purpose of a
standard format. In time, deviations erode the standard’s
purpose and integrity and undermine its many valuable benefits. |
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|
| Q. |
Our company manufactures products
based solely on customer specifications. Can we use PPIF if we
don't have standardized products? |
| A. |
PPIF is designed to provide product
information and price updates on stock items and is not practical to use
for customized products. |
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|
| Q. |
How can we get more distributors
to adopt the format? |
| A. |
Announce the availability of updates in
the PPIF format on all price notice letters and provide contact
information to request updates in this format. Provide price
updates only in the PPIF and provide advance notice of the change to
distributors to allow ample preparation time. |
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|
| Q. |
Can we provide the PPIF in Excel
format? |
| A. |
Only if files also are provided in an
ASCII tab-delimited format. |
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|
| Q. |
What is the Read Me file and how
can we use it? |
| A. |
The Read Me File allows vendors to explain
any special field usage and answer frequently-asked questions.
Required and recommended Read Me content is specified in the PPIF Read
Me Overview. A sample Read Me file also is provided. |
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|
| Q. |
What are Required
fields? |
| A. |
Suppliers are strongly encouraged to
populate fields with all available data but may choose not to populate
any fields except those marked as “R” (Required).
Required fields must be populated if the data exists. |
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|
| Q. |
We don't have UPC number for our
products. Can we still use PPIF? |
| A. |
Although UPC is a required field (Field
1), there may be instances where a UPC does not exist. If this is
the case, you can use Field 2 (catalog or item number) to indentify your
product. Be sure to include that number in Field 2, not Field
1. Field 1 is specifically for UPC numbers; including a catalog or
item number in that field could cause more harm and confusion than
good. For example, the UPC standard length and format makes it
unique in industry. If the number you put in the field happened to
be the same as another manufacturer's real UPC number, it could be
confused with a different item. Also, when loading data into the
distributor's system, it could be rejected because it most likely would
not be in the correct format. |
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|
| Q. |
What is the difference between
Special Net Invoice Price and Distributor Price? |
| A. |
Special Net Invoice Price is the price on
the invoice; Distributor Price is the published price. |
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|
| Q. |
What are Pricing/Discount Group
fields? |
| A. |
These fields allow the supplier to group
products for pricing or discount purposes. See the supplier's Read
Me file for a description. |
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|
| Q. |
What should we load in the
Description 2 field (Field 18)? |
| A. |
Product type information, such as BEARING,
SEAL, SPROCKET, V BELT, etc. |
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|
| Q. |
How do we provide quantity break
information? |
| A. |
Provide this information in the Price
Break Records by Quantity, Dollar Amount and/or Weight file. |
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|
| Q. |
We have buy plans for a select
group of products where a discount is offered after a certain dollar
level is reached for said item. How do we include this information
in the format? |
| A. |
Either use a “Y” flag in
Standard Product Record Field 36 (Special Pricing Flag Number) and use
the Price Break file for dollar level (include only applicable items) OR
populate Standard Product Record Field 62 (Conditional Price Multiplier)
and/or Field 63 (Conditional Invoice Price). |
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|
| Q. |
How do we include unique
information that is not covered in the format? |
| A. |
Use User-Defined Fields 40-44 and 49-59,
and include corresponding information in the Read Me file. |
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|
| Q. |
Should we enter a row for column
headings? |
| A. |
Do NOT enter a row for column
headings. |
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|
| Q. |
What if we do not have data
available for a particular field? |
| A. |
Leave the field blank by inserting two
tabs. |
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Distributor/OEM Questions
|
| Q. |
How can we get more manufacturers
to provide updates in the PPIF format? |
| A. |
Let all of your suppliers know that you
prefer to receive updates in this format and request that they endorse
the format and take the necessary steps to use the format in their next
scheduled update. A sample template letter to send to
manufacturers is available for this purpose. |
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|
| Q. |
What is the Read Me file and how
can we use it? |
| A. |
The Read Me File allows the vendor to
explain any special field usage and answer frequently-asked
questions. Carefully review the Read Me File before interpreting
and importing data, particularly when dealing with an update from a
vendor that is a recent adopter of the PPIF. |
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|
| Q. |
What if we don’t need all
the data provided? |
| A. |
Requesting custom files erodes the
standard’s integrity and undermines its benefits; instead, accept
data in the standard format and program your system to extract only the
fields you need. For assistance in manipulating the data received,
consult your supplier’s PPIF contact. |
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|
| Q. |
What if we have questions or
receive a non-compliant file? |
| A. |
Contact the PPIF contact identified by the
supplier; this individual’s name and contact information should be
included in received PPIF correspondence and in the Read Me file. |
