Best Practices: Item Map

Within Intelligent Business Rules, item maps automatically validate and can correct missing or incorrect data attributes (for example, a unit of measure) on an ad hoc, one-time basis or on a permanent basis. Use the toggles to enable and disable the attributes. A blue toggle means it is enabled (“on”) and a gray toggle means it is disabled (“off”).

Best Practice: Enable Minimum Number of Attributes

To automatically resolve the maximum number of parked POs, a user should enable the minimum number of attributes when creating item maps. The minimum attributes are:

Supplier Part Number (SPN)
Unit of measure (UOM)

By default, these attributes have been enabled for North American organizations. Suppliers that have requested factoring will also see that the Quantity attribute is enabled.

Tip: If your organization would like to set up and use factoring, contact support@ghx.com.

Some organizations use factoring to break down their units of measure and assign quantities so that they are fulfilling a like number of product units for the PO.

Example: Anvik Medical (a supplier) sells SPN 12345 in quantities of each (EA). Nome Community Hospital (a provider) orders this item as one box (BX) that contains 10 units. On receiving this order, Anvik needs to update the order by changing the quantity from 1 to 10 and the UOM from BX to EA.

Edit an Incoming UOM

There may be times when you want to create an item map that will correct any UOM to a certain value for a specific SPN. When creating item maps, you cannot edit the incoming UOM value. Instead of creating multiple item mappings that will correct every possible UOM value, you should create the item map and then remove the incoming UOM by editing the mapping.

Example: The incoming SPN value of 3212 and UOM of PK are incorrect. The values should be 3212_2 and EA respectively. Anvik Medical creates a new item map for those two values. Next, Anvik edits this item mapping and deletes the incoming UOM so that the value is blank and then saves the mapping. The result is that when a line for this SPN is presented with any UOM value, the UOM will be converted to EA.

To edit an incoming UOM:

Create the item map and define both the “Correct To” SPN and UOM values.
Select Map for this PO only in the drop-down list near the bottom of the Item Map tab.
Turn off the All Buyers toggle.
Click Save Mapping.
Close the Manage Purchase Order window.
Click Manage Mappings.
Search for and select the mapping you just created and click the icon. The Edit Mapping dialog box opens.
Clear the UOM value and click Save. The next time a line for that SPN is presented with any UOM value, the UOM will be converted to EA.

The “Match Any” Value

In legacy Order Intelligence there was a “Match Any” value that you could select for parking rules. To get that same experience in Intelligent Business Rules the fields must be blank. That’s because in

Intelligent Business Rules a blank means “any value” rather than “nothing.” See “Edit an Incoming UOM” above for the steps to do this.

Example: Anvik Medical wants to change the SPN value 12345 that has “any” UOM to these values: SPN = 12123456 and UOM = EA. To do so, the Anvik user leaves the inbound value blank when creating the map and enables that value so that Intelligent Business Rules will be looking for it in incoming POs.

Avoid Defining Too Many Attributes

If you enable multiple attributes in an item map, Intelligent Business Rules looks for an exact match for each of those attributes. This means that all attributes must be present to trigger the system to apply the map criteria to the PO. This is true even when there is no “Correct To” data.

Example: Anvik Medical creates a new item map and enables the SPN, Buyer Part Number (BPN), and Item Description toggles for the incoming data. Intelligent Business Rules will use this item map only when ALL those specific values are included in the line.

A better option would be to enable only the SPN for this item rule and disable the other values.

Line Statuses

The following table contains a list of the line statuses, their descriptions, and any actions that are needed.

Status	Description	Action Needed
Mapped	An existing item map was identified and will be applied when the PO is released	None.
Mapping Failed	An item map was created but an SPN mismatch exists. Examples: When the “Correct To” (outgoing) part number is incorrect When SPN is in the ERP but not in the GHX catalog	Fix the SPN attribute.
Mapping Success	An item map was identified, the catalog check was performed and passed, and the catalog information was accurate.	None.
None	The line is clean.	None.
Parked	The line has been parked because of a failed catalog validation or a customer-defined validation rule condition.	Research the line and fix the issue.
Updated	The line was edited and manually updated.	None.