Supplier item identification

To ensure that invoice lines match the correct products, the system identifies the official M3 item number for each line. Because suppliers often use their own part numbers on invoices, the system uses this prioritized search sequence to find a match:

Note: Matching methods 1, 2 and 3 require a 100% match.
  1. Match using Alias Number

    The system first assumes that the number on the invoice is an alias and searches for it in ‘Item. Connect Alias’ (MMS025). Then, it checks different alias categories in this order of priority:

    1. Supplier’s Item Number
    2. Popular Number
    3. EAN Number
    4. Manufacturer’s Item Number
    5. Remaining categories
  2. Match using M3 Item

    If no match is found using an alias, the system checks whether the number on the invoice directly corresponds to an active item number in the M3 item master, 'Item. Open' (MMS001). Only items with an active status are considered valid, which are those with a status of 20 or higher.

  3. Match using PO Details (PPS201)
    1. Supplier item number (SITE)
    2. PO item name (PITD)
    3. PO item description (PITT)

    In many scenarios, supplier invoices may not include a valid item code, item alias, or supplier item number that can be directly matched to the corresponding Purchase Order (PO) line in M3.

    To handle such cases, the solution provides an enhanced identification approach using item descriptions maintained on the Purchase Order.

  4. You can use self-learning for matching the supplier item on the invoice with the M3 item number. Enable this feature by configuring enableSelfLearningAttributes argument in RPA.

Configuration of item search order

By the default, the system uses 1,2,3,4 as the sequence for item identification. For flexibility, you can change the order by configuring the itemMatchingSeq process argument. For example:

  • 1,4,3,2
  • 4,2,3,1
  • 4,1,2,3

Exception handling and self-learning

If a valid M3 item number cannot be identified after all identification steps have been completed, the invoice is automatically routed to the Review Center.

To complete item identification in the Review Center:

  • Select the appropriate M3 item number.
  • Assign the correct purchase order (PO) line number.

If self-learning is enabled for items, which means that the enableSelfLearningAttributes RPA user argument includes the value item, manual item corrections made in the Review Center can be saved and used for future item identification for the same supplier. To enable self-learning for a correction, select Yes in the Use items for self-learning field. This field is located on the Header tab in the Review Center and applies to all PO lines.

After updating the item details and, if applicable, the Use items for self-learning field, resubmit the invoice for processing.