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    Primer on Public Shopping Lists
    Topic posted December 2, 2018 by AshokBlack Diamond: 60,000+ Points, tagged Create Requisition, FAQ, How-To, Setup 
    178 Views, 7 Comments
    Primer on Public Shopping Lists
    Primer on Public Shopping Lists

    A primer on Public Shopping Lists

    What is a Public Shopping List?

    Simply put, a pubic shopping list is a collection of items – master items as well as agreement lines based items. The purpose of a public shopping list is to provide a quick one stop collection of items that are likely to be ordered together by requesters in the organization.

    How does it work?

    A public shopping list is created and configured in the context of a Procurement BU. This is of key importance. A catalog administrator role allows the creation and maintenance of a public shopping list. A catalog administrator can add items that are valid in a specific procurement BU to create a shopping list.

    Why should we use it?

    Several factors determine the efficacy of configuring a public shopping list:

    1. Are there a standard set of items or services that are available to a common number of requesters?
    2. Is there a case for repeat usage?
    3. is the number of items large enough to save time and effort in searching each time?

    If the response to most of the above is in the affirmative, a public shopping list could help streamline and ease the process for the requester.

    Imagine a new hire process. You want your requesters to be set up with a standard list of items for work. Consider creating a New Hire Kit. This could include Office Supplies, any services that are to be utilized in starting work at the work place. Another use case that we frequently see is a shopping list for Legal Services that involve a set of processes (services or description based items) that are to be requested (Think of a Visa Process or Green Card process for employees that consists of a package of services to be included).

    In all such cases and more, a public shopping list saves the requester both time and effort in looking for disparate individual services.

    Features of a Public Shopping List:

    1. Effective dated:

    A public shopping list can be effective dated. It can have an end of life based on potentially the items contained within. Keep in mind if a basket of items or services is no longer relevant or has changed in its use, end dating the shopping lists makes it inaccessible to requesters. Use dates to control when a list ought to be visible. This way, you can plan a future process well ahead of time and release it based on the date that is appropriate.

    1. Suggested Quantity

    The list allows the catalog administrator to control the quantity that is needed for the standard requester to order. This is helpful specifically in cases where the items or services are complex and spares the requesters the trouble of having to ask or guess the right request quantity

    1. Agreement indicators clearly visible to Catalog Administrator:

    If the item added is based on an agreement line, the catalog administrator can also view additional attributes including the Negotiated or Negotiation Required status, agreement number, line type, buyer and supplier item details

    1. Item sequencing for display:

    The catalog administrator can specify a sequence in which the items ought to display for ease of use of the requester when ordering the items.

    FAQs on using Public Shopping Lists:

    1. How is this different from a Smart Form?

    They have a very different purpose than a smart form. A smart form is typically used for a simple category based item or service and not so much a ‘basket’ of items or services. Note that a public shopping list also leverages blanket agreements where smart forms only use contract purchase agreements.

    2. Why can’t the requester see the Public Shopping List in the Shopping Home page?

    Check the following:

    1. Has the list been assigned to a content zone through Content Security?
    2. Is the Procurement Business Unit on the shopping list the service provider for the Requisitioning Business Unit of the requester?
    3. Is the Public Shopping List still active?

    Any of these could cause the list to not be visible.

    3. Why do I see an error ‘This item is not available’?

    This essentially means the item is not available at this time to request. Possible reasons could be:

    1. The item itself is no longer valid
    2. The agreement line backing the item is not active
    3. The item is not available in the current session language
    4. Most important of all, the item is restricted in the catalog definition that is assigned to the user’s content zone

    NOTE: d) above is often the most common reason for an item not being available from a public shopping list. Catalog administrators should not forget that there is a close relationship between the Public Shopping List and the Catalog definition that configures the inclusion or exclusion of items or agreements or item categories. So, even if an item is added on a shopping list, if that item is not available to the requester through the catalog definition and assigned to the appropriate content zone.

    4. What are some implementation considerations to keep in mind in using Public Shopping Lists?

    1. Review the basket of items or services needs in your organization. Think about a public shopping list if you have use cases for the same
    2. Always check whether the Catalog configuration is likely to conflict with the items added to a public shopping list
    3. Catalog administrators should be proactive to ongoing business changes in effectively managing shopping lists (for instance, have the backing agreement lines expired causing the list of items to be redundant, is the shopping list still active and so on). 



    • Ramesh Radhakrishnan

      Good document Ashok.. thanks for posting!!

      - Ramesh

    • Tanmay Yadav

      Hi Ashok,

      we are using public shopping list and it is working well.

      We have 2 shopping list of 2500+ items in each. 

      Currently, we have to delete 1 item form one shopping list and the shopping list page has strange issue. There is no search option, no sort option and no query by example option as well. We even try scrolling but that doesn't work as well after 600-700 records. It has been become a issue as we are getting no way to remove the item from shopping list. Please guide.



    • Ashok

      Can you post some screenshots? I will take a look and see if an SR / Bug is the way to go. But I need to see the details first.

      • Tanmay Yadav

        Hi Ashok,

        Please find the screenshots.

        There is no sort option and no query by example.

        We tried scrolling down but it stops after 600-700 records.

        We need to delete an item and stuck. not able to find a way for it.



    • Ashok

      I believe what you mean by: we are trying to delete an item, is that you are trying to first find the row that contains that item and because you cannot navigate beyond ~ 600 rows, and combined with the fact that you need to sort, you are not able to delete the row. I am clarifying this specifically to indicate that your issue is not that if you select a row, the Delete icon or action is not available. I see from the screenshot that it is.

      I had published a little tip via an article that I think might come in handy in your case. Take a look:

      Back to your question, there is a standard designed behavior of the UI not being allowed to display more than 500 records (give or take in some cases). So in your case, that is the behavior you are observing.

      For any records around that threshold, I am able to do all the things you have asked about successfully. Beyond the threshold the system is not designed to support the actions you are talking about, Sort for example.

      We don't usually anticipate customers having that large a shopping list and so this page was not designed for those exceptions.

      Perhaps you can organize your shopping lists a bit differently and still have all the benefits of the features you are requesting by splitting them into manageable chunks of say 500 items?

      But yes, there is one thing you cannot do: Search for a specific item and get to a row. But with a manageable chunk, hopefully being able to sort will get you the results you want anyway.

      Do let know if you have any follow up questions.

    • Jitendra Pandey

      Hi Ashok,

      Is shopping list only applicable for Items. we have category based purchasing can shopping list be enabled for it.

      Some pointers or documents would be really helpful.




    • Ashok

      Hi Jitendra

      This feature only allows items and agreement based lines to be added. So in your case, description based lines don't qualify if you are using Smart Forms. Smart Forms can however be added to a Personal Shopping List.

      Now one thing I am not sure I got from your question was whether you were creating agreement based description lines. For example, if you have a BPA that is based on Category based lines, then yes, these are available like any agreement based lines and so can be added to a Public Shopping List.


      1. Smart forms with Category based Lines: Not available

      2. BPA containing Category based Lines: Available.