Supplier item identification

To ensure 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 process to find a match:

  1. Alias number lookup: Primary search

    The system first assumes the number on the invoice is an alias and searches for it in ‘Item. Connect Alias’ (MMS025). 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. Direct item number lookup: Fallback search

    If no match exists using an alias, the system checks if the number from the invoice directly corresponds to an active item number in the M3 item master, 'Item. Open' (MMS001). It considers only items with an active status as valid. For example, status 20 or higher.

Exception handling

If the system cannot identify a valid M3 item number after performing both the alias and direct lookups, it automatically routes the invoice to the Review Center. A user manually selects the correct item for the line before the system processes the invoice.