A PIM system for product data management

What is PIM? The system allows you to collate product information in a single, organised environment and then prepare it for use across various sales channels. Centoro offers a PIM system designed for companies that manage an extensive product range and require consistent data across e-commerce, B2B platforms, digital catalogues and marketplaces. The solution can support manufacturers, distributors and retailers working with information from multiple sources.

What is Product Information Management?

Product Information Management involves managing the information describing products throughout the entire process of preparing them for sale. Data is collected, organised, supplemented and made available to the systems responsible for presenting the product range. This organised product information can also be used by the order management system, which supports the subsequent stages of the sales process.

A central repository can store both basic commercial information and more detailed content. Depending on the data model adopted, it includes, amongst other things:

  • product names and descriptions,
  • categories, variants and relationships between products,
  • technical specifications and features of importance to buyers,
  • photographs, instructions, product sheets and other digital materials,
  • identifiers such as SKUs or EAN codes,
  • information about the manufacturer and brand,
  • content intended for specific sales channels,
  • language versions of descriptions and other information.

The scope of the information stored depends on the structure of the catalogue and how the company uses the data. A PIM system does not replace decisions regarding which attributes are required, but it does facilitate the consistent application of the agreed model across the entire product range.

The PIM system as a single source of information on the product range

Product data is often generated across multiple departments and tools. Some of the information may come from manufacturers or suppliers, some from the ERP system, whilst marketing content may be prepared by the e-commerce team. Without a centralised solution, discrepancies can easily arise between the description visible on the B2B platform, the product page in the shop and the listing published on the marketplace.

PIM is a system that organises this flow. It allows source information to be separated from content prepared for specific audiences and enables the completeness of records to be checked before publication. A single change can be made in the central database and then forwarded to the connected channels in accordance with the integration configuration.

A PIM system understood in this way reduces the need for manual copying of content and makes it easier to maintain consistency. It is particularly useful when a catalogue comprises many categories, variants and parameters, and the information is updated regularly.

PIM in e-commerce and multi-channel sales

In e-commerce, a PIM acts as an information hub for the channels where the product range is displayed. It is not solely responsible for all sales processes. Its main task is to prepare comprehensive, well-organised data that can be retrieved by an online shop, marketplace, app or B2B sales platform.

In a multi-channel model, individual points of sale may have different requirements. These may include variations in the length of the product name, the set of mandatory parameters, the category structure or the format of graphic materials. PIM Software enables the management of a shared data core and the preparation of information tailored to selected channels. The exact scope of automation depends on the configuration of the product model and the available integrations.

What problems does a PIM system help to sort out?

A PIM system is primarily used in situations where manually working with spreadsheets and separate panels becomes difficult to manage. The solution can help to organise situations where:

  • information about a single product is stored in several files or applications,
  • suppliers provide data in different formats,
  • the descriptions across the various channels are not consistent with one another,
  • It is difficult to assess whether the product information sheet contains all the required information,
  • Updating a large number of records involves many repetitive tasks,
  • the same product is described in several languages,
  • Different channels require different categories and sets of attributes,
  • As the catalogue grows, it becomes more difficult to maintain consistent naming conventions.

PIM systems do not replace transaction or warehouse systems. They complement the sales architecture by adding a layer responsible for the quality, structure and distribution of product information.

Data from the ERP, from suppliers and other sources

Information fed into PIM systems can come from various sources. Master data is often imported from an ERP system, whilst descriptions, images and detailed specifications may be provided by manufacturers, distributors or in-house teams. Before launching the workflow, it is necessary to determine which source takes precedence for a given type of information.

Data exchange between solutions depends on the technical capabilities of the individual applications. The integration of ERP systems can combine operational information with content maintained in the PIM system, but the division of responsibilities should be defined on a case-by-case basis. ERP can remain the source of indices or logistics data, whilst PIM stores the detailed information required to present the product range.

PIM, OMS and the B2B platform – different roles in sales

A PIM system focuses on product information. A B2B platform makes the product range available to business partners and facilitates sales processes, whilst an OMS is used to manage the flow of orders. These systems can operate as separate components within a single environment, exchanging data via appropriately designed integrations.

In this setup, the PIM prepares content for publication, whilst the order management system supports order processing. The OMS system may constitute a separate module, the function of which should not be equated with the management of product descriptions and attributes.

The handling of returns is also one of the operational processes associated with sales, rather than a core PIM function. Separating these roles makes it possible to determine in which system a particular type of information should be maintained and where it should be transferred.

An information model tailored to the product range

The basis for implementing a PIM in e-commerce is a product model that reflects the actual structure of the product range. Categories, attributes, variants, relationships and validation rules must be defined. It is therefore worth checking, as early as the planning stage, what factors determine the cost of a B2B platform, and factoring the requirements for product information management into the project budget.

It is also important to determine which fields are mandatory. For one channel, a basic description and a photo may be sufficient, whilst another may require detailed specifications, an EAN code, information on variants and additional materials. Completeness rules help to identify records that need to be completed before publication, which makes it easier to maintain consistent and up-to-date product information across different sales channels.

Multilingual product descriptions

In companies operating in several markets, the same product record may contain content in multiple languages. This applies to names, descriptions, text attributes, instructions and materials intended for specific countries. Centralised storage makes it easier to link translations to the correct product and to monitor the extent to which they have been completed.

Simply storing language versions does not automatically result in a correct translation. Content must be supplied, edited or translated, and then assigned to the relevant fields. The range of languages supported and the approval process must be defined in the configuration of the specific PIM system.

Discover the capabilities of Centoro’s PIM system

Effective product information management requires a tool tailored to the structure of your product range and the sales channels you use. Centoro supports Product Information Management processes, enabling you to centralise data, organise your catalogue and prepare consistent product information for e-commerce and B2B sales. If you are looking for a PIM software solution to help reduce manual data updates and streamline the management of an extensive product range, discover the capabilities of the Centoro platform. Contact us to discuss your company’s needs and find out how we can support product information management within your organisation.

FAQ

What is PIM and what is it used for?
The answer to the question “What is PIM?” relates to the centralised management of product information. The system collects data from selected sources, organises it according to a defined model and prepares it for use across sales channels. In practice, the question ‘PIM – what does it offer a company?’ primarily concerns data consistency, easier verification of completeness and a reduction in the need to edit the same information repeatedly.
What product data does the PIM system store?
The system can store names, descriptions, categories, attributes, variants, relationships, product identifiers, EAN codes, images, documents and language versions of content. The exact scope depends on the designed data model and the requirements of the channels that are to use the information. Not all commerce-related data needs to be stored in the PIM – information on stock levels, orders or settlements may remain in other systems.
Does the PIM at Centoro feed both the marketplace and the B2B platform at the same time?
A PIM can serve as a data source for a number of channels, including marketplaces and B2B platforms. However, the ability of the Centoro solution to feed specific channels simultaneously depends on the chosen configuration, available integrations and the scope of the implementation. This requires confirmation based on the marketplaces in use and the architecture of the company’s systems.
How do I import product data from several suppliers into the PIM?
The first step is to identify the file formats or interfaces used by suppliers. Next, fields from individual sources are mapped to a common model, units and values are standardised, and a method for identifying identical products is established. Before regular imports begin, it is also necessary to check for duplicates, errors and missing data. The import mechanisms available in Centoro should be agreed upon for specific sources.
Does the PIM system support descriptions in several languages?
PIM systems can store multiple language versions of names, descriptions and text attributes. However, there is no evidence to confirm the exact scope of Centoro’s multilingual capabilities; therefore, the number of languages, the method for importing translations and the approval process must be determined prior to implementation.
How much does the PIM system cost at Centoro?
The cost usually depends on the scope of the solution, the number of integrations, the complexity of the catalogue and the work involved in preparing the data. This document does not include a separate price for PIM. Information on the pricing model can be found in the pricing section or obtained once you have provided details of your requirements regarding the catalogue, data sources and publication channels.
Which PIM system should a manufacturer with a wide product range choose?
A manufacturer with a wide product range needs a solution that can be tailored to the categories, specifications, variants and relationships found in its catalogue. It is important to be able to import data from existing sources and transfer it to the required channels. The PIM system should be configured based on the structure of the company’s product range and processes, rather than solely on the number of product codes.