What is a PIM system?

Place your products highly efficiently in all markets!

If your customer demands correct, complete and high-quality product information from you and this across all channels, then you should take a closer look at PIM systems. PIM is an abbreviation for Product Information Management. As you can already see from the name, it is about the management of product information. This means the administration of all product-defining information and its provision for use in output channels. In addition to the classic product master data (item prices, technical specifications and much more), this information also includes advertising texts and associated image material.

WHY DO YOU NEED A PIM SYSTEM?


Product information is often not available centrally in companies. Instead, they reside in multiple systems, tables, or databases. This results from the fact that generation requires the interaction of several departments – such as product development, purchasing, marketing or sales. In addition, the product information created is usually media-bound and cannot be used in a modular fashion. This makes it difficult to use product information in broader environments and contexts. For the output channels (e.g. online store or print catalog) to be operated correctly, it is essential that the product information is available in a media-neutral form. This means using publications independently of the channel. And this is exactly the crux of the matter. This is because each department uses different systems, such as an ERP, CRM or translation management system, when creating, preparing and maintaining data. This inevitably results in no media-neutral product information. Due to the variety of products and output channels, manual consolidation and adaptation of data no longer represents a cost-benefit ratio.

In theory, PIM is therefore difficult or impossible to implement without the appropriate software. This is why PIM systems exist. They represent special software that consolidates information from different systems and makes it available in a media-neutral manner. The data is recorded, managed and output bidirectionally. At the same time, PIM systems are the central point of contact for everyone involved in the product. With PIM systems, for example, product information can be created in its entirety, enriched for advertising purposes, and output multiple times in different channels. The channels can be an online store, marketplaces (such as Amazon, Zalando, Otto, Real, etc.), print catalogs, online catalogs, or a catalog within an app.

WHAT IS MANAGED IN THE PIM SYSTEM?


PRODUCT MASTER DATA

Item number, prices,
technical dimensions

MEDIA ASSETS

Images or graphics in different options

ADVERTISING INFORMATION

Marketing-relevant
advertising texts

PRODUCT RELATIONS

Complementary accessories, follow-up items, spare parts

WHAT INTERFACES DOES A PIM SYSTEM HAVE?


PIM systems have interfaces to upstream and downstream systems, as they import data on the one hand and export data on the other. An ERP or merchandise management system can be both an upstream and a downstream system. If it is upstream, the PIM system assumes all product master data stored in ERP. The ERP system therefore provides the basis of product information for further, actual enrichment. The PIM system can also transmit product information to the ERP. In this case, the ERP system would be downstream and would receive the relevant product data from the PIM system. The product information would only be created in the ERP system after receipt of data.

Suitable imagery is also required in order for the product information to be complete. Ideally, a DAM system should be available and connected to the PIM system via an interface. DAM systems are software solutions for the management of media files such as images, photos, documents, videos or audio files. They supply the PIM system with the image materials linked to the product in question. At the same time, DAM systems ensure that the product data is automatically updated with newly created media.

In order to facilitate data preparation for different languages, translation solutions, known as translation management systems (TMS), can be connected to the PIM system. This means that the various language variants are also available centrally in the PIM system.

A connection is also required here to ensure that the created and released product information is exported to the various output channels. This can be a connection to an online shop, but also to a printed catalogue. Regardless of the channel, the PIM interface to the outside ensures automatic recording or export. The content is provided to the channels accurately and reliably. Because the goal of every PIM system is the brand-appropriate reproduction of the products.

Who uses a PIM system?


E-Commerce Manager

E-Commerce managers who sell their products online.

Marketing Manager

Marketers who present their products across channels.

Product Manager

Product managers who are responsible for their products.

Purchaser

Buyers who supply their product master data themselves or via distributors.

Translator

Translators who need to adapt products to other markets.

Head of Digitization

Digitalization managers who drive digital transformation.

WHAT IS THE ADVANTAGE OF PIM SYSTEMS?


The great advantage of PIM systems is their cross-departmental use. Because PIM systems bring product information from different systems together, therefore creating a uniform basis for enriching them for advertising purposes. After all, the correct customer approach decides whether the product will be bought or not. And administrative data from ERP systems is not enough here. They do not provide an opportunity to prepare product data for communication purposes. But it is not only data acquisition and processing that are simplified and optimised thanks to PIM systems. Direct customer access is also improved. As PIM systems assume fully automated exporting, sources of error are completely eliminated. Your customer therefore always receives the same quality product, whatever the media. Your communication with a PIM system is not only tailored correctly, but it is also always up-to-date and consistent thanks to a central database.

Which distribution channels can I serve with
a PIM system?


Online stores
Marketplaces
Social Media
Catalogs
Websites

How do you find the right PIM system?

You agree that you need a PIM system? Congratulations. Now it’s really just a matter of finding the right PIM system. But unfortunately, PIM systems are a dime a dozen. Finding the right system for your needs and without wasting time on research can be a challenge. Here we have 5 tips for you to help you quickly spot PIM favorites:

1. OPEN SOURCE VS. COMMERCIAL SOFTWARE

Open source solutions are very lucrative at first glance, as you save on all the acquisition costs. Nevertheless, it is important to remember that open source solutions thrive on voluntary community engagement and demand. Also, warranty and support services are usually not included or system add-ons are associated with additional costs. If these points do not play a role in your product information, you can also include open source applications in the closer examination.

2. REFERENCES

Take a closer look at the reference customers. Perhaps there are companies from the same industry or even from the competition among them. In this case, the PIM system is optimally geared towards your industry and your needs and has already been tried and tested. If references are not available, do not hesitate to ask the PIM provider for them without feeling under any obligation. A well-respected company will be happy to provide you with them.

3. SCOPE OF FUNCTIONS

In addition to the classic range of functions, PIM systems can still vary widely. Use real use cases to become aware of the requirements that your PIM system should meet. It is crucial here that you involve all those who will be working with the PIM system and that all interfaces are taken into account. Ideally, your catalogue of requirements will already be available. You can systematically query the required functions using this catalogue and concentrate on the essential facts instead of being presented with functions which may not offer you much added value.

4. CONSULTING AND ADVICE

A PIM provider should always be able to not only develop a PIM system, but also to provide the customer with professional and competent advice. Therefore, find out whether the PIM provider also offers consulting services. If so, you can be certain that the provider will offer you a solution tailored to your needs. Whether it is based on your catalogue of requirements or whether you discuss this together in workshops. Feel free to profit from the vendor expertise, after all, it’s all about your sales by means of perfect product presentations.

DO OUR PIM CHECK!

AND FIND OUT IF YOU NEED A PIM WITH JUST 5 QUESTIONS.

STILL QUESTIONS?


#KNOWLEDGETOGO: EVERYTHING YOU NEED TO KNOW ABOUT PIM

We had our PIM expert Johannes Haas explain the most important questions to you. Concise and simple under the motto #KnowledgeToGo!

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