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 Due to the variety of products and output channels, manual consolidation and adaptation of data no longer represents a cost-benefit ratio.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 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.

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