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. All comparisons 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.

Configuration of item search order

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

  • 3,2,1
  • 2,3,1
  • 3,1,2

Exception handling

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

To complete the item identification in the Review Center:

  • Select the appropriate M3 item.
  • Assign the correct Purchase Order (PO) line number.

After updating the item details, resubmit the invoice for processing.