RV VoIP-VC 2026 - A.2_Unite Information for MPG Suppliers_ ENG_5.0.pdf

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Catalogue information from Unite for the

eProcurement suppliers of the Max Planck

Society

The Max Planck Society (MPG) operates a centralized, procurement- compliant purchasing platform for its more than 10,000 stakeholders, the MPG Digital Marketplace, developed in collaboration with Unite. This marketplace serves as MPG’s exclusive purchasing environment and includes:

• Catalogs and webshops from suppliers that have been awarded contracts through MPG procurement procedures, • Additional standardized items not covered by MPG-specific procurement processes, available via the Unite spot market.

Suppliers who have won a procurement competition provide their contractually agreed product offerings as catalog data on this marketplace. This guide contains all the necessary information and technical requirements for integrating and maintaining your catalog data in the MPG Marketplace.

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How does the ordering process work?

1. Orders

MPG employees search for products for their requirements on the digital MPG marketplace. This is the central ‘landing page’ for the users. As a result, MPG users then create a shopping basket on Unite. The data from this shopping basket is exported to MPG's SAP SRM and then runs through an internal MPG approval process until it is transferred to SAP MM. You will receive the orders directly from MPG.

2. Delivery They deliver all orders directly to the delivery address specified by MPG.

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3. Invoicing You continue to send your invoices for all orders directly to MPG - in the digital format that is agreed with you.

4. Payment

MPG will continue to pay all invoices directly to you.

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How to make your catalogue available as a result of winning competition

Your catalog will be treated confidentially and will be accessible exclusively to the MPG. The procurement-compliant agreements regarding assortment, prices, terms, and update frequency refer directly to the contract between you and the MPG. Unite supports you in the technical implementation of these contractually defined tender results on the MPG Marketplace.

Registration

You must register at the following link:

Registration of catalog and order data

Use this link to register your company as an exclusivecatalog, supplier for the MPG. Your account will then be automatically linked to the MPG account. Unite will then contact you.

Please only register after receiving confirmation from MPG!

Notes:

To register for the exclusive catalog, you will need the login details for your Unite account. If you do not yet have a Unite account, you can create an account via the link sent to you and then complete the exclusive catalog registration. One exclusive catalog registration is required per catalog.

By registering, you accept the General Terms and Conditions of Use of Unite (General Terms and Conditions Unite).

In accordance with § 22f Abs. 1 Satz 1 UStG, we are obliged to record a certificate issued by your local tax office confirming that you are registered as a taxable person (entrepreneur) with the meaning of § 22f Abs. 1 Satz 2

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UStG. We kindly ask you to send us such a certificate to ustg@unite.eu . You can obtain further information from your local tax office.

Logo

Please send your company logo (high-resolution) to verkaufen@unite.eu. The company logo may be used to display your catalog for the MPG.

Implementation process

1. Upload catalog via sFTP Once your supply registration is complete, you will receive the login details for your own sFTP account on Unite and the catalogue management platform. You upload your catalogue with product photos, product and safety data sheets, delivery time and stock information to this sFTP account. You make updates via this account. If technical errors occur during upload, you will automatically receive a message from our system.

2. Make the catalogue accessible After uploading, log in to the Unite catalogue management environment at http://www.mercateo.com/catalogue to make your catalogue accessible to the MPG.

3. Catalog control by the MPG Before your catalogue goes online, your customer checks its accuracy and quality. For example, they check the conditions and the quality of the item descriptions (e.g. whether the correct EAN code, manufacturer data, images, data sheets and the eCl@ss 6.2 classification are included).

4. Catalog goes live If the catalog check is positive, MPG will activate your catalog and can then use it to cover requirements and place final orders. Your

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catalog will be treated confidentially and will only be available to MPG.

Please note: Changes to your catalog must always be approved by the MPG before they go live. New price lists may therefore only be activated in your system if catalog version is also been approved by the MPG on Unite.

Catalog format and content

You upload your catalog in BMEcat format or as files to a sFTP account at Unite. A catalog always consists of a categorization and product data. The product data also includes photos (JPG or GIF), data sheets and/or safety data sheets (PDF), delivery times and stock information. Updates to prices, delivery times and inventory data can be provided regularly as separate CSV files on the sFTP account.

Unite Catalog Upload Template After winning the tender, you will be provided with a special catalog upload template that allows you to prepare your product data in a structured and efficient manner for the Max Planck Society.

This template is designed as a CSV file and contains all the required fields necessary for the successful listing of your items. Please note that the category file is mandatory when you provide the catalog for the first time. For subsequent updates, an update of the category file is not necessary as long as there are no changes to your category structure—unless you want to add a new category or remove the assignment of a product to a category.

Catalog upload via sFTP

Read here how you can upload catalog files via secure File Transfer Protocol (sFTP) to your sFTP account at Unite.

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Requirements for classification data Product classification according to eCl@ss 6.2:

ECLASS-6.2

Requirements for manufacturer information on your articles

Please provide the following information for all items in addition to the general information:

EAN Manufacturer name (MANUFACTURER_NAME) Manufacturer part number (MANUFACTURER_AID) List price (FNAME5=LISTENPREIS, FVALUE5=123.45) Discount (FNAME6=RABATTSATZ, FVALUE6=30%)

Label hazardous substances according to GHS

If your catalog contains hazardous substances, you are obliged to always provide the current safety data sheet and other mandatory information with your catalog. Mandatory informations are: • GHS (e.g. GHS02, GHS07) • GHSSIGNAL (G (=Danger) or A (=Attention) • H-phrases (e.g. H225 Highly flammable liquid and vapor) • Safety note (e.g. P403 Keep in a well-ventilated place.) The instructions for providing this mandatory information in BMEcat format can be found here.

The instructions for providing this mandatory information using Unite csv can be found here.

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Labelling according to GHS

On the Unite platform: The supplier is responsible for the factual and legal accuracy and completeness of the information, images, product descriptions, and other content provided in the catalogue.

Proper product labelling – Safety Data Sheet

According to Article 31 of Regulation (EC) No. 1907/2006 (REACH Regulation), safety data sheets must be provided to commercial customers without being requested if substances and mixtures are classified as hazardous.

As an added value for MPG, the safety data sheet is always available for download on the product detail page alongside the product data sheet.

Mandatory requirement and relevant changes

For the listing of hazardous substances and mixtures subject to labelling requirements, as well as substances with the note EUH210 (Safety data sheet available on request), it is a mandatory requirement to provide an up-to-date safety data sheet in the electronic catalogue on Unite.

Hazardous substance labelling

The mere provision of a safety data sheet is not sufficient for recognizing the hazardous nature of a substance or mixture. In addition, clear labelling must be provided for the customer. This means that every item meeting these criteria must be labelled in the catalogue so that the customer is informed of the hazard before placing an order. The required information for labelling individual items/mixtures/substances can be found in the safety data sheet (SDS).

The product description must include the following information:

• The hazardous substance labelling with a GHS pictogram (not as an image, but as a tag in the electronic catalogue), • The signal word ("Warning" or "Danger"),

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• The hazard statements (H-phrases with full wording), • An up-to-date safety data sheet, • If applicable, special labelling in accordance with Article 25(6) of Regulation (EC) No. 1272/2008 (CLP Regulation), i.e. additional hazard characteristics and labelling elements (EUH phrases).

Presentation

Both pictograms and the signal words "Danger" and "Warning" are available for presentation. If you provide the labelling in the catalogue as described below, the presentation on the marketplace will be managed automatically.

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Only the following values from the table are permitted as pictograms:

All possibilities can also occur in different combinations. Multiple elements can be assigned, with up to a maximum of 4 symbols at the same time. The technical implementation of this information in your catalogue is explained below. Please use one of the two specified methods, as only these ensure correct display.

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Other forms of presentation (e.g., using images or other tags) are not supported by Unite and are not permitted.

Biocide Disclaimer

For the listing of biocidal products, a mandatory notice must be included in the long description. It must be clearly legible and stand out from the rest of the information. In addition, the specification of a hazardous substance in the catalog structure is mandatory.

Biocide Disclaimer "Use biocidal products carefully. Always read the label and product information before use."

According to Article 72(3) of Regulation (EU) No 528/2012 (Biocidal Products Regulation), advertising for biocidal products must not be misleading with regard to the risks of the product to human or animal health, the environment, or its effectiveness. This means that it must not, under any circumstances, contain the statements "biocidal product with low-risk potential," "non-toxic," "harmless," "natural," "environmentally friendly," "animal-friendly," or similar claims.

In summary, the following information is mandatory: • Biocide disclaimer, • Name and approval or BAuA registration number of the biocidal product, • Safety data sheet, • Labelling according to the CLP Regulation as specified in the safety data sheet, • If applicable, instructions for use, information on the area of application, or prohibitions and restrictions (e.g., limitation to professional users). • Product images must accurately represent the product.

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An example file for the correct specification of the biocide disclaimer and other required information can be found in the following file: Example file for GHS.

Distinction between Disinfectants

According to Regulation (EU) 2017/745 on medical devices, disinfectants are classified as either medical devices, biocides, or medicinal products. Only those items specifically intended for the cleaning, disinfection, or sterilisation of the products listed in Article 1(1) and (4) of the MDR Regulation are to be classified as medical devices. Disinfectants used outside the cleaning of the products mentioned in this section, such as hand disinfectants, may be classified either as biocides or medicinal products.

Whether a disinfectant is considered a medicinal product can be determined by the labelling on the packaging (in this case, the product will have a central pharmaceutical number and information about risks and side effects). Additionally, a disinfectant is regularly classified as a medicinal product if it contains one or more prescription-only substances.

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Hazardous Substances Labelling according to GHS – Technical Implementation

Where can I find the required labelling?

The labelling of individual items/mixtures/substances can be found in the safety data sheet (SDS).

What information is mandatory?

The following information is mandatory, if available in the safety data sheet: • GHS labelling (e.g., GHS04, GHS07) • GHSSIGNAL [D (=Danger) or W (=Warning)] • Hazard statement (e.g., H225 Highly flammable liquid and vapour.) • Safety data sheet

Additional Notes:

• The hazardous substance logo is automatically provided by our system and does not need to be submitted. • Multiple GHS labelling is possible and may be necessary. • The GHSSIGNAL is specified only once per item. • The provision of safety instructions (P-statements) is mandatory.

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Implementation in BMEcat

In BMEcat, the labelling of your products according to GHS is carried out using the elements SPECIAL_TREATMENT_CLASS and ARTICLE_FEATURES.

Labelling via SPECIAL_TREATMENT_CLASS

Each label is created in a separate SPECIAL_TREATMENT_CLASS element. The type="GHS" may occur multiple times. Hazard statements and safety instructions must be specified within the ARTICLE_FEATURES.

Excerpt from BMEcat as an example for

• single GHS labelling with GHSSIGNAL:

<SPECIAL_TREATMENT_CLASS type="GHS">GHS04</SPECIAL_TREATMENT_CLASS> <SPECIAL_TREATMENT_CLASS type="GHSSIGNAL">A</SPECIAL_TREATMENT_CLASS>

• multiple GHS labelling with GHSSIGNAL:

<SPECIAL_TREATMENT_CLASS type="GHS">GHS02</SPECIAL_TREATMENT_CLASS> <SPECIAL_TREATMENT_CLASS type="GHS">GHS07</SPECIAL_TREATMENT_CLASS> <SPECIAL_TREATMENT_CLASS type="GHS">GHS08</SPECIAL_TREATMENT_CLASS> <SPECIAL_TREATMENT_CLASS type="GHSSIGNAL">G</SPECIAL_TREATMENT_CLASS> You can find detailed information on this subject here.

Labelling via ARTICLE_FEATURES

In the ARTICLE_FEATURES section, hazard statements and, optionally, safety instructions are specified. For multiple labelling, several FVALUE elements are used.

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As an alternative to labelling via SPECIAL_TREATMENT_CLASS, the GHS labelling (e.g., GHS04, GHS07) and the GHSSIGNAL can also be specified via ARTICLE_FEATURES.

Excerpt from the BMEcat for:

• single GHS labelling with GHSSIGNAL and hazard statement:

<ARTICLE_FEATURES> GHS GHS04 GHSSIGNAL A Gefahrenhinweis H225 Flüssigkeit und Dampf Leicht entzündbar. </ARTICLE_FEATURES>

• multiple GHS labelling with GHSSIGNAL, hazard statements, and safety instructions: <ARTICLE_FEATURES> GHS GHS02 GHS07 GHSSIGNAL G Gefahrenhinweis H225 Flüssigkeit und Dampf leicht entzündbar. H319 Verursacht schwere Augenreizung. Sicherheitshinweis P102 Darf nicht in die Hände von Kindern gelangen.

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P271 Nur im Freien oder in gut belüfteten Räumen verwenden. </ARTICLE_FEATURES>

Please note that for complete GHS labelling, the corresponding safety data sheet must also be provided. Safety data sheets are identified in the MIME_PURPOSE element with safety_data_sheet.

<MIME_INFO> <MIME_TYPE>application/pdf</MIME_TYPE> <MIME_SOURCE>sicherheitsdatenblatt.pdf</MIME_SOURCE> <MIME_DESCR>Sicherheitsdatenblatt</MIME_DESCR> <MIME_PURPOSE>safety_data_sheet</MIME_PURPOSE> </MIME_INFO> You can find detailed information on this subject here.

Implementation in Unite CSVs

In the Unite CSV_Products file, hazardous substance labelling is carried out via the product attributes, i.e., through the columns FNAME and FVALUE.

GHS Labelling

Enter the GHS labelling in the FNAME field and the corresponding value (GHS02, GHS07, GHS08, etc.) in the FVALUE field. If you have not previously worked with product attributes, use FNAME1 and FVALUE1.

Multiple labelling is possible; use the pipe symbol (“|”) as a separator.

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GHS Signal Word

In addition to the GHS labelling, the GHSSIGNAL is required. Enter GHSSIGNAL in the FNAME field and the corresponding value (A or G) in the FVALUE field. If you have not previously worked with product attributes, use FNAME2 and FVALUE2.

Hazard Statements

Please also use the FNAME and FVALUE columns for specifying hazard statements (H-phrases). If you have not previously worked with product attributes, use columns FNAME3 and FVALUE3: Multiple statements are possible; use the pipe symbol (“|”) as a separator.

The following example shows the complete GHS labelling for multiple products within the Unite CSV_Products file:

Please note that for complete GHS labelling, the corresponding safety data sheet must also be provided!

Safety data sheets can be specified in the Unite CSV_Products file starting from MIME_SOURCE8. It is essential to enter "safety_data_sheet" in MIME_PURPOSE.

You can find detailed information on this here.

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Transferring files to Unite

If you provide information on safety data sheets directly in the catalogue, please transfer the updated file as usual to the corresponding catalogue directory via sFTP.

By the way: If you would like us to check your CSV file in advance, you are welcome to send it to support@unite.eu. We will make sure, for example, that there are no formatting errors. We will return the file to you promptly so that you can proceed quickly.

PDF download via URLs in Unite XML (BMEcat)

It is possible to download PDFs via URLs during catalogue processing. However, this process is only carried out once during the catalogue upload. Any changes made afterwards will not be taken into account.

The implementation in Unite XML (BMEcat) would look as follows:

<MIME_INFO> <MIME_TYPE>application/pdf</MIME_TYPE> <MIME_SOURCE>http://www.lieferantenhomepage.de/sdb/sicherheitsdatenblatt.pdf</ MIME_SOURCE> <MIME_DESCR>Sicherheitsdatenblatt</MIME_DESCR> <MIME_PURPOSE>safety_data_sheet</MIME_PURPOSE> <MIME_ORDER>1</MIME_ORDER>

</MIME_INFO

The implementation with Unite CSV would look as follows:

If this implementation is not possible for you, please contact your respective contact person at MPG.

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As an alternative solution, you may implement the following approach in coordination with MPG, but prior approval from your contact person at MPG is mandatory!

• Link in the long description: The supplier provides a URL link to the safety data sheet, which the user can copy and open in their browser (for cyber security reasons, there is no direct linking on Unite). Please explicitly mark this section with the following wording: The safety data sheet for this product is available at the following URL: • Dummy document: The supplier creates a placeholder PDF with step-by-step instructions for retrieving the SDS.

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Additional product features

To enable MPG users to enjoy an optimal search experience through individual filters and to make your products as easy to find as possible, please specify additional product features in the catalog, which will later be available as filters.

In the FEATURE element, you can store the characteristics of a product, such as width, color, material, or capacity. These are a supplement to DESCRIPTION_LONG. A feature always consists of the two fields FNAME and FVALUE. Please use the fields FNAME/VALUE7-10 to specify item properties/features, as the fields FNAME/VALUE1-6 are already occupied by other values.

This is how the filters are displayed on the marketplace:

Feature overview:

Please note that providing list prices and discount rates serves documentation purposes only and has no impact on the sales price.

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Product Images and Pictures

An image of a product has a positive effect on sales. For this reason, we ask you to include at least one image per item in the catalogue. Unite supports the file formats JPG, GIF, and PNG. The following illustration shows how product images are displayed.

The data is provided via sFTP. In parallel, the file names must be entered in the catalogue so that correct assignment can take place in our system later. Your sFTP access data can be found in the catalogue management section under "sFTP Settings". There, you can also generate a new password at any time if necessary.

General Requirements

Notes on Naming • The file name may only contain lowercase letters, digits, and hyphens or underscores. • Spaces or special characters (umlauts, <, >, …) must not be used. • Please avoid image names that start with tn_ or gr_. • The file names must match the image names in your catalogue.

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Technical Requirements • Formats: JPG, GIF, and PNG • Color scheme: RGB • Minimum size: 200 x 200 pixels • Maximum size: 8MB or 3000 x 3000 pixels • Optimal size: 1200 x 1200 pixels; larger files will be adjusted by the system. • If the content of an image changes, a new name must be assigned.

Content Requirements • The first image must be a representative product image. • There must be at least one unique product image in JPG, GIF, or PNG format. • The image must depict the product as accurately as possible, i.e., without additional extras. • The image description should include the product name and, if applicable, a note on the view of the product (e.g., "Side view Printer XYZ"). • Please do not use company logos as images. Manufacturer logos may be used as a secondary image. • Please do not use alternative images or placeholders (e.g., "No image available", "No Image").

Data Transfer Since 2021: As soon as you, as a supplier, are connected to Unite with your first catalogue, Unite will set up and provide you with an sFTP account for data transmission. To transfer data to Unite via sFTP, you need an FTP client, the server address, and your personal access credentials. All important information and standards for transferring images can be found on our linked support page.

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Implementation in BMEcat (Unite XML) Images are created in the MIME_INFO section. The following types are supported by Unite as MIME_TYPE:

As MIME_PURPOSE, please specify "normal" for images: <MIME_PURPOSE>normal</MIME_PURPOSE>

Excerpt from the BMEcat:

<MIME_INFO> <MIME_TYPE>image/jpeg</MIME_TYPE> <MIME_SOURCE>kopierpapier.jpg</MIME_SOURCE> <MIME_DESCR>Kopierpapier weiss</MIME_DESCR> <MIME_PURPOSE>normal</MIME_PURPOSE> <MIME_ORDER>1</MIME_ORDER> <MIME_TYPE>image/jpeg</MIME_TYPE> <MIME_SOURCE>kopierpapier_detail.jpg</MIME_SOURCE> <MIME_DESCR>Detailansicht</MIME_DESCR> <MIME_PURPOSE>normal</MIME_PURPOSE> <MIME_ORDER>2</MIME_ORDER> </MIME_INFO>

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Implementation with Unite CSV

The referenced image files can be specified starting from column Z (MIME_SOURCE1):

We recommend using columns Z to AQ for specifying the images. Please enter the product data sheet in columns AR to AT, and, if available, the safety data sheet in columns AU to AW.

Implementation with CSV file (Conditionsfile)

Information about images can also be submitted via a CSV file (Conditionsfile). With a Conditionsfile, you can subsequently modify or add product information in the catalog. This method is especially recommended if there is no option to store the images in the catalog as described above.

Note: If a CSV file has already been activated for your catalog, you can add the additional columns there and transfer the updated file as usual. Here is what the structure looks like in Excel:

Explanations: • SUPPLIER_AID: Article number from the catalog to which the image belongs • MIME_SOURCE10: Name of the referenced image file including file extension • MIME_TYPE10: Defined file type; possible values for images or illustrations are image/jpeg, image/gif, or image/png • MIME_PURPOSE10: Purpose of use; “normal” is used for images or illustrations

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A suffix must be added to the headings MIME_SOURCE, MIME_TYPE, and MIME_PURPOSE. For images, for example, use the number 10, resulting in MIME_SOURCE10, MIME_TYPE10, and MIME_PURPOSE10. It is best to check your catalog for the highest existing sequence number and then choose the next higher one.

Here is what the structure looks like when using multiple MIME_TYPEs:

After editing, save the Excel table as a CSV file. Please use the file type “CSV UTF- 8 (Comma delimited) (*.csv)”.

Naming convention for CSV file:

To ensure that the file is automatically recognized and processed by our systems, please use the following format requirements for the file name:

If the CSV file contains various information:

• Catalog-ID_conditionsfile.csv • Example: P1234_conditionsfile.csv

If the CSV file contains only information about images and data sheets:

• Catalog-ID_mimes.csv • Example: P1234_mimes.csv

Transfer of Files to Unite

If you specify the image information directly in the catalog, please transfer the updated file as usual to the corresponding catalog directory via sFTP.

When using an additional CSV file, please name the file as described in the previous section and transfer it to the sFTP directory associated with the catalog. After the initial transfer, there may be a delay as the file must be activated in the system once.

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Once this process is complete, we will automatically send an email to the address specified in the catalog management.

By the way: If you would like us to check your CSV file in advance, you are welcome to send it to support@unite.eu. We will make sure, for example, that there are no formatting errors. The file will be returned to you promptly so you can proceed quickly.

Image Download via URLs

It is possible to download images via URLs during catalog processing.

Please be sure to read our instructions on updating media data via URL. The implementation in BMEcat is as follows:

<MIME_INFO> <MIME_TYPE>image/jpeg</MIME_TYPE> <MIME_SOURCE>http://www.lieferantenhomepage.de/images/kopierpapier.jpg </MIME_SOURCE> <MIME_DESCR>Kopierpapier weiss</MIME_DESCR> <MIME_PURPOSE>normal</MIME_PURPOSE> <MIME_ORDER>1</MIME_ORDER> </MIME_INFO>

Here is what the implementation with Unite CSV looks like:

Notes:

• The URL is specified as MIME_SOURCE; in Unite CSV, this starts at column Z (MIME_SOURCE1). • The URL must lead directly to an image; downloading from overview pages does not work. • The image name must appear at the end of the URL, e.g.: http://www.supplierhomepage.com/images/copypaper.jpg • The image name must be unique. If the same image name is used for different paths, the image files will overwrite each other.

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• MIME_PURPOSE must be set to “normal.”

In BMEcat, you must also specify the MIME_TYPE; possible values are image/jpeg, image/gif, or image/png.

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Important aspects of your product descriptions

Optimize the findability of your products

A good product description is an important tool for making your products easy to find. You can read here (only in German version) how to describe your products optimally. It is particularly important to store all relevant product information as additional attributes in the corresponding catalog fields. This enables users to quickly and accurately find the desired products using targeted filters.

Good Service Includes Stock Availability Provide information about stock levels. Buyers often decide which supplier to order from based on this information.

Delivery Time Provide reliable information on delivery times and timely delivery. It is important to meet customer expectations. Based on this, users often decide from which warehouse to purchase.

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Frequently asked questions

Are there any fees?

There are NO costs for you as a supplier for the provision of your framework agreement catalog via the Unite infrastructure.

Who can see my catalog?

The content of your catalog is treated confidentially and is only accessible to the MPG in a protected environment within Unite.

Who is the technical contact for questions about the catalogue and how can I reach them after the contract has been awarded??

E-Mail: support@unite.eu