Using UNSPSC^® Codes Version

Contents

Overview

The United Nations Standard Products and Services Code® (UNSPSC®) is a hierarchical set of codes "used to
classify all products and services." (See the UNSPSC web site http://www.unspsc.org.) The code provides multiple, layered categories for identifying goods and services. Each code has four levels of classification: segment, family, class, and commodity. Two digits are available for each level.

Version 23.0701 is the level currently supported in the application.

Security

• To display item inventory records, the role object "Inventory" must be set to View as a minimum.
• To display item catalog records, the role object "Catalog" must be set to View as a minimum.
• To access organization, department, or asset location data, the organization, department, or asset location must be included in your data profile.

Implementation

Supply Chain - Materials Management lets you assign a UNSPSC code to an item record in the item catalog. A system table contains UNSPSC codes. The UNSPSC codes in the system database are created from the United Nations Standards and Products Services Code, Version 19.0501.

Below is a description of several codeset segments, with examples (Table 1).

Table 1 - Examples of UNSPSC Codes and Items

To view the list of UNSPSC codes in the application:

From the Materials Management main Contents, select Tables > UNSPSC Codes.
Note: The UNSPSC codes in the list cannot be edited since they are established by international standards.

To view the UNSPSC codes for items:

The Item Catalog list (Figure 1) and the Item Inventory list displays the full UNSPSC code for each item. The Item Catalog and Item Inventory Inquiry panels for an item also display the UNSPSC code. Report objects that use item catalog fields include the UNSPSC code field.

• On the Item Catalog (or Item Inventory) list, scroll to the far right (Figure 1).

Figure 1 - UNSPSC Code Columns on the Item Catalog List

To Assign a UNSPSC Code to an Item Record:

1. From the Materials Management main Contents, select Inventory >Item Catalog.
   The Item Catalog list appears.
2. Locate the item of interest on the list. (The Advanced Search or the Quick Filter can help you find an item.)
3. Click the edit icon or select Menu > Edit next to the item.
   The Item Catalog edit panel appears (Figure 2).

Figure 2 - Item Catalog Edit Panel

• Click the prompt in the field for UNSPSC Code.
  A list of all the UNSPSC codes appears.
  The list of codes begins with the value 10000000. (These initial codes are related to animals and livestock ...probably not what you want to use.)
  UNSPSC code 42000000 (Figure 3) begins the group of codes related to medical equipment and supplies.

Figure 3 - UNSPSC Codes for Medical Supplies

4. Locate the appropriate code for the item. Below are several methods of locating a code on the list.

• Use the Quick Filter to find a complete code value (in the first column) or any code value by one or more of its parts (Segment, Family, Class, or Commodity columns). Figure 4 displays 42 entered in the Quick Filter for the Segment.

Figure 4 - UNSPSC Codes Table

• Search for a code by clicking Search. The Search panel appears (Figure 5).

Figure 5 - Search Panel for the UNSPSC Code List

You can use the Search panel to locate an entire UNSPSC code, or any element of the code that you need. As in Figure 5, you can repeatedly click the ? in the column following each field name to select a comparison operator (for example, GE) to search only for values that meet the comparison. You can also use the Like and Range operators, and others.

Note: The process for using an UNSPSC code to search any list is the same. See "Search by UNSPSC Code" for more information on searching lists.

• Use the column sort by clicking a column header to display the list in descending or ascending order. You can also scroll through the list of codes using Next Page and Prev Page, or use the Position To box.

5. When you find the code that you want, click Select (Figure 6).

Figure 6 - Selecting a UNSPSC Code from the List

6. The application populates the UNSPSC Code field on the Item Edit panel.
7. Save the edited item catalog record.
8. Click Submit.

Displaying Receipt Statistics by UNSPSC Code

If your site associates items in the item catalog with UNSPSC codes, you can view receipt statistics by UNSPSC code. For more information on UNSPSC codes, and how to use them, see the previous sections of this document.

To get receipt statistics by UNSPSC code:

1. From the Materials Management main Contents, select Tables > UNSPSC Codes.
   A list of UNSPSC codes appears.
2. Enter a value in the Quick Filter for the entire Code, or for the Description, Segment, Family, Class, or Commodity associated with the items of interest. (Figure 4).
3. Click Go.
   The system refreshes the UNSPSC codes table. The top code is the first code that you specified, or the first code containing the Description, Segment, Family, Class, or Commodity value(s) that you specified (Figure 7).

Figure 7 - Getting Statistics for Items with UNSPSC Code Segment "42"

4. Click Statistics.
   The application displays summary statistics for the available years (Figure 8)
   You can drill down further from the summary statistics to view statistics by Organization, Item, or Manufacturer, or to view Receipt Details for the summary year (Figure 8).

Figure 8 - Summary Statistics by Year for an UNSPSC Code Segment

Item receipt statistics for items assigned to UNSPSC code Segment 42 are displayed in Figure 9.

You can use the Non-File Item Quick Filter on the far right to filter the list of UNSPSC-coded items for non-file items, file items, or both. At each level (Organization, Asset Location, Manufacturer), when you drill down to Item Receipts on the menu, the list of item receipts can be filtered for file or non-file items.

Figure 9 - Items Receipt Statistics for Items Assigned UNSPSC Segment 42

Reports for UNSPSC Codes

Several reports for UNSPSC codes are available from the Reports menu: Reports > Standard Report Definitions.

"UNSPSC - Items by UNSPSC code"
"UNSPSC - Items Missing UNSPSC codes"
"UNSPSC - Items with invalid UNSPSC codes"

These reports are useful if you wish to change or add UNSPSC codes to item records.

For Version 19.0501, an Excel file contains the new codes, codes with changed descriptions from Version 19.0501, and obsolete (deleted) codes on tabbed worksheets.

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