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Welcome to the Center of Frequently Asked Questions on "SYNCFONIA" Electronic Product Catalog of GS1 Mexico:
1. Why is it necessary to align products with trade partners?
This will allow efficient communications with trade partners to
simplify non-value adding administrative processes for companies, e.g.,
uploading a new product in a store. This means that product information
will be available in this catalog for everyone in Mexico, as well as for
anyone in the Global Data Synchronization Network (GDSN). Also, data
alignment has a major impact on the generation of electronic and
physical documents, from a purchase order to billing of the delivered
product. In other words, the product manufacturer or owner will be
responsible for the integrity of the information that will be stored in
databases of stores and points of sale.
2. What is the "SYNCFONIA" Electronic Product Catalog and its purpose?
SYNCFONIA is
an electronic data repository that may be accessed via Internet, where
suppliers will store commercial and logistics information of the
products they manufacture and sell in a standard format. Reliable and
accurate data may be found in this repository at any time, preventing
multiple captures and errors, that will generate important savings for
both parties and will improve their commercial relationships.
3. Who should use SYNCFONIA?
Companies that buy or sell products and that need to exchange
information on their products: Manufacturers, suppliers, distributors,
importers, chain stores, electronic stores, virtual markets, among
other. Company areas that receive a direct benefit from the use of SYNCFONIA are
those related to product launch and updates, from product creation and
production to marketing, such as: marketing, sales, production,
logistics, reception, purchase and systems.
4. What are the data required to access SYNCFONIA?
Basically, access codes are required, formed by a GLN
(Localization Number), a user name and password. For information on how
to obtain SYNCFONIA access
codes, please contact the Call Center of GS1 Mexico: 5249 5249 (Mexico
City and Metropolitan Area) or Toll-Free: 01 800 5045400 (Rest of the
Mexican Republic).
5. What information can be found in SYNCFONIA?
SYNCFONIA includes
standard and product information of companies that are already part of
this system. This information complies with international standards and
is used to obtain data, such as: identification codes, descriptions,
features, sizes, packing information, images, supplier information,
among other, that will be very useful for all trade partners or for
companies that wish to start a commercial relationship with another
company.
6. What are the technical requirements to access SYNCFONIA?
Minimum requirements to access SYNCFONIA:
- Computer: Pentium or later, 16 MB of RAM (32MB or above recommended)
- Screen properties configuration: Minimum screen resolution 800 x 600 pixels, 16-bit color
- Operating System: Windows 95, 98, 2000 Professional, Millennium Edition, NT, XP Professional, XP Home Edition or later
- Internet Access: Network access with an Internet server or
modem installed (33.6 Kbps or higher) and telephone line connected to
the computer modem
- Internet Browser: Microsoft Internet Explorer 6.0 or later (does not work with Netscape or Firefox)
- Security: Implement basic security measures in your computer,
installing and maintaining updated antivirus software, antispyware and a
personal firewall
- Configuration for Internet: Cookies and scripts enabled
- Excel Template: Microsoft Excel 2000, 2003, 2005, 2007 and
later, middle security level or configuration to execute template macros
for massive product uploads
7. How can a company become part of SYNCFONIA?
To use the service, a company needs to be affiliated with GS1
Mexico. Please contact the Call Center of GS1 Mexico: 5249 5249 (Mexico
City and Metropolitan Area) or Toll-free: 01 800 5045400 (Rest of the
Mexican Republic).
8. How do I access SYNCFONIA?
Clicking the link in the homepage of GS1 Mexico (www.gs1mexico.org) or accessing www.syncfonia.com.mx
9. Only required fields of products need to be completed
No, it is important to consider the complete data set included in
the Electronic Catalog. Keep in mind that some data are not required or
mandatory for the general market, as these will hardly apply to all
products, e.g., a flavor or color. If any of these features apply to
cataloged products, then these must be completed, even if they are or
not required fields technically speaking.
10. What is the Massive Product Upload Template and how can I get it?
This is a tool developed in Microsoft Excel to import or export
information on Company's trade items. To obtain this file, access SYNCFONIA, and go to "Massive Upload" where you will find the source to download the file.
11. How are required fields identified in the Massive Product Upload Template?
Fields that are required by the SYNCFONIA architecture are identified with a yellow field header.
12. What are Hierarchies and their purpose?
Hierarchies are used to determine the order in which products are
distributed in the supply chain, and to allow a link between shipping
and end consumer units.
13. What is a shipping unit?
The unit used to store or to distribute a product, usually not
intended to pass through the point of sale. Cases, boxes, displays,
pallets are examples of shipping units.
14. Why is the use of GTIN – 14 important?
Generation of GTIN – 14 is important, as this will help to make
reception of merchandise more efficient, and will generate links with
trade units in SYNCFONIA.
15. At what time of day are files processed in the Massive Product Upload Template?
Response is immediate.
16. Some customers do not have access to Company products
Usually, it is possible that the exclusivity option was enabled
during product uploads; therefore, this option will need to be disabled.
17. Is it necessary to pay a fee for every customer requesting the SYNCFONIA service?
No, GS1 Mexico charges a one-time annual fee, and this fee is valid for all trade partners who become part of this initiative.
18. How long does it take to register the Company in SYNCFONIA?
SYNCFONIA access
codes are assigned 24 hours after complete documentation and payment
has been received, and the training course is scheduled on the next
closest date available.
19. Is it necessary to attach a list of products for cataloging to begin my registration process?
No, as every company will integrate product information in the SYNCFONIA Catalog.
This document is not required to begin the procedure; however,
importers and exporters must include the product list.
20. How long does it take for the product cataloging process?
This will depend on the number of products and on the
availability of product information; however, in general terms, product
upload, at the consumer unit level (retail sale) and its shipping unit
(case, for example) will take 8 minutes at the most once data are
aligned.
21. Who is in charge of capturing Company product details in SYNCFONIA?
The manufacturer, who is usually the owner of the brand and the
product, will be responsible for providing all product information
in SYNCFONIA.
22. If I am a product importer, who will catalog products?
The distributor or agent of the products in the territory (or,
otherwise, the person responsible for the commercial relationship) will
be responsible for providing information on trade items.
23. If I am a supplier of own brand items of a trade partner, should I catalog products?
No. The brand owner should integrate information details in SYNCFONIA
24. Who will manage and maintain Company data in SYNCFONIA?
We suggest that you follow the recommendations included in the
Data Alignment and Synchronization Manual to establish responsibilities
for your information.
25. Should I catalog all my products or only the goods I sell to the trade partner that requires the use of SYNCFONIA?
We recommend that you integrate the detail of all the products you manufacture or market.
26. Can my competitors view details of my products?
No. Information is intended to be used and viewed by customers.
Also, if you require that only some trade partners have access to data
of Company items, there is an option to assign view exclusivity for any
cataloged item.
27. How many people may attend the training course?
Any individual who will be in contact with SYNCFONIA and, particularly the person responsible for system management should attend the training workshop.
28. What is the cost of the training course?
The training course is free of charge for companies affiliated with GS1 Mexico.
29. What is the technological infrastructure required by Micro, Small and Medium-Sized Companies to have access to SYNCFONIA?
Windows 98 or later, Internet Explorer 6.0 or later (it does not
work with Netscape or Firefox). Cookies and scripts enabled. For the
Excel template: MS Excel 2000 or later, middle security level for
macros.
30. Do I need to belong to GS1 Mexico to be able to upload my products in SYNCFONIA?
Yes, this is part of the service offered in the membership of the Association.
31. When assessing data quality, will you be requiring samples for every product and price change?
The data verification process to guarantee data quality requires a physical comparison with Database information.
32. When will the cataloging project be implemented for the textile sector?
Next year, tentatively. However, if the Alignment Committee
raises the priority, this will be informed at the time to the market.
33. As a distributor, may I be a member of GS1 Mexico representing my suppliers?
Yes, because the trade chain makes the deal with the distributor, and the distributor needs to view its product catalog.
34. What happens with Chains who ask exclusive products for cataloging?
There is an option in SYNCFONIA to
allow access to one or more trade partners, and when they are
identified as such, information will be visible only for those
configured with this attribute.
35. Talking about prices, will these be posted for all?
Prices will not be posted in SYNCFONIA; only descriptions, sizes, weights and additional product information will be posted.
36. What happens when a product has different prices?
Will all chains know this? Should prices be homologated to have a single
price?
The price is negotiated directly with the trade partner. However,
from now on, product information will need to be uploaded in SYNCFONIA to
be able to negotiate prices. Prices correspond only and exclusively to
the individual negotiation with every trade partner.
37. How will a file be uploaded?
Information may be uploaded directly in an Excel spreadsheet,
provided that the equipment used has access to Internet. On the other
hand, if there is an error in the information at the time of submission,
the error detected would be informed immediately.
38. Will an operations manual be provided to work in SYNCFONIA?
After you have accessed SYNCFONIA with your codes, you will find the manual and guide to the left in the home page, under “General” for downloading.
39. Are there major changes in the structure and fields vs. “Catalógalo”?
Changes were made to improve the process. Information is
completed in a logical manner, in addition to having a friendlier data
upload process.
40. What is the start date to upload data?
Information uploads were possible since June 4, and trade chains
will begin requesting information starting on July 1 for food and
drinks, and on September 1 for beauty and health care products.
41. Will measurement rules be the same?
These are slightly different from previous rules, therefore the
importance to attend the training course to learn the modifications.
42. Information will be available for a large number of companies; will my competitors be able to view the products?
Only companies that have that attribute configured by you will be able to view your product information.
43. Where can I see what products are cataloged as food and drinks, as our company markets juices and milk?
Subscribers (data recipients) may view all the products that are public for them by category directly through SYNCFONIA. The supplier may also view information on its own products by category in SYNCFONIA.
44. Why starting on July 2008?
This is part of an agreement defined by the Data Alignment and
Synchronization Committee of GS1 Mexico, which is integrated by
companies representing the Industrial and Commercial sectors.
45. Is it possible to check costs, sales, purchase orders or stocks in SYNCFONIA?
It is not possible to check this type of information. Only
information related to technical specifications of products is
available.
46. What should I do to become a member of GS1 Mexico?
You need to begin your affiliation process with GS1 Mexico. Requirements are as follows:
Send the completed membership application to GS1 Mexico. You may download the application at:
http://www.gs1mexico.org/site/?page_id=968
Provide all the information requested (copy of the Federal Taxpayer Registry, copy of the last income return, payment voucher).
The membership fee is assigned depending on the total annual income level declared.
The procedure will take a maximum of 24 to 48 hours after the information has been received in the office of GS1 Mexico.
47. If I am not a member of GS1 Mexico, can I be part of SYNCFONIA?
No. This an exclusive service for associates.
48. What is the implementation cost, as it will affect product costs?
If you refer to the registration cost, this is based on your
income tax return and the price chart is included in the website of GS1
Mexico.
49. What happens if I do not belong to GS1 Mexico because I am an importer?
You will need to register. Even if you only distribute the product, SYNCFONIA will be the means to provide product information to your trade partners.
50. The electronic catalog does not guarantee a timely
de-cataloging, as this is still a manual process of the buyer. What are
the internal process changes being made by large retailers to make these
processes efficient?
Through SYNCFONIA,
it is possible to inform product cancellations to customers, either
temporary or definitive cancellations (availability dates). Thus, it is
important to provide this information when applicable.
51. Regarding data updates of a product that has been in a system before, will this be forwarded in a special manner?
No. It will only require locating the type of activity. In this
case, it will be a modification instead of a new product upload, both
on-line and in FAST.
52. How do I know that data has changed?
Using the entry date.
53. Is upload made via Internet or is the application loaded in the PC?
There are two methods: on-line (Web site) and Excel (FAST)
54. Is there any problem with Windows Vista? Will it only be used with previous versions?
Minimum requirements to access SYNCFONIA are:
- Computer: Pentium or later, 6 MB of RAM (32MB or above recommended)
- Screen properties configuration: Minimum screen resolution 800 x 600 pixels, 16-bit color
- Operating System: Windows 95, 98, 2000 Professional, Millennium Edition, NT, XP Professional, XP Home Edition or later
- Internet Access: Network access with an Internet server or
modem installed (33.6 Kbps or higher) and telephone line connected to
the computer modem
- Internet Browser: Microsoft Internet Explorer 6.0 or later (does not work with Netscape or Firefox)
- Security: Implement basic security measures in your computer,
installing and maintaining updated antivirus software, antispyware and a
personal firewall
- Configuration for Internet: Cookies and scripts enabled
- Excel Template: Microsoft Excel 2000, 2003, 2005, 2007 and
later, middle security level or configuration to execute template macros
for massive product upload
55. I have attended the Cataloging training; do I need to attend the SYNCFONIA course?
This is essential, as product uploading is different, even if you
are already familiarized with the packing measurement standards and
assignment rules.
56. How will GS1 Mexico and the Chains inform this campaign to local or regional suppliers?
Through communications, e-mail, telephone, in Distribution Centers in Chains, etc.
57. When will updates be available via XML – Web Service to integrate automatically modifications in my product catalog?
SYNCFONIA is
a catalog compliant with global GDSN standards, meaning that all trade
items information may be extracted in the format directed by the
standard itself, that is, under a scheme defined in XML. Currently,
product data uploads to the catalog may be performed using two specific
forms: directly, capturing information in the Web, or using an Excel
file (Fast), which allows uploading products in batches, among many
other functionalities. Any additional development required by a company,
aimed at integrating data in a more automated manner, either from their
Systems to SYNCFONIA or vice versa, will be performed by the company or by some technology provider.
58. Does SYNCFONIA apply to private brands?
It is possible to upload master data to the catalog of any trade
item identified by a standard code in the GS1 system. The decision as to
who will perform data uploads specifically is the responsibility of the
companies involved in the commercial relationship. We recommend that
cataloging is performed directly by the manufacturer.
59. With the use of synchronized catalogs, may intermediary data suppliers used to transfer purchase orders be eliminated?
SYNCFONIA allows
integration, sharing and organization of master data on trade items,
that will be used in other processes of the trade cycle, such as
purchase orders, billing, inventory reports, merchandise receipt and
dispatch, sales reports, among other. The technology, actors and other
resources used for these processes are not replaced by SYNCFONIA, due to
the system function in the supply chain.
60. If my company products are not in a Certified Data Pool, will Chains be able to catalog my products?
No, if the product is included in the phases defined by the Data
Alignment and Synchronization Committee (Manufacturers and Chains).
Phase I (July 1): for any product that is a new product upload or
subject to a price change, master data will be cataloged through a
certified Data Pool in the Food, Hygiene and Beauty product categories.
Phase 2 (September 1): for any product that is a new product upload or
subject to a price change, master data will be cataloged through a
certified Data Pool in the Drinks (alcoholic and non-alcoholic) and
Pharmaceutical product categories.
61. Based on the previous discussion, then, there will
not be intermediate tools for product cataloging with chains, such as
their systems, templates, formats, etc.?
Synchronization of product master data, aligned with the global
standard will be made from the Certified Catalog, which does not imply
that support tools will be omitted for independent processes of every
customer. The use of these tools will be minimized gradually.
62. Can any trade chain force me to use a Certified Data Pool?
To upload products based on the strategy defined by the Data
Alignment and Synchronization Committee, adoption of a Data Pool will be
part of the regular process; therefore, it is necessary that companies
are aligned with this definition.
63. As a supplier of edible products, should I have the synchronization list ready for the deadlines in July?
The 1st of July covers all suppliers of edible foods. Any
pre-packed product identified with a GTIN (standard barcode for trade
items identification) should be considered. Any item in the categories
considered that does not meet these characteristics will not be
synchronized through a Certified Electronic Catalog (bulk products, for
example).
64. What is the time estimated for integration of the Confectionery and Cigarette categories?
Although the strategy has been defined for certain categories,
this does not limit or restrains cataloging and reception of master data
through a Certified Electronic Catalog.
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