39 Set Up Item Cross-Reference

This chapter contains this topic:

Cross-references associate your internal item numbers with those from other entities.

39.1 Setting Up Item Cross-References

From Inventory Management (G41), enter Inventory Inquiries

From Inventory Inquiries (G41112), choose Item Cross-Reference Inquiry

Examples of cross-item numbers include:

Vendor item numbers - Use when vendors require their part numbers for orders or communications.

Customer item numbers - Use when customers prefer to order with their part number.

Substitute items - Use when the item ordered has no quantity on hand.

Replacement items - Use when you or your vendors discontinue an item and replace it with a new item.

Bar codes - Use to associate bar code input with a specific item.

Associated items - Use to recommend it as part of the sale.

39.1.1 Before You Begin

  • Set up the user-defined code (system 41/type DT) for the cross-reference types you define

To enter cross-references

You can choose an existing cross-reference number and change the information. Use the same process to change cross-reference information.

Depending on how you set the processing options, the Item Cross Reference Revisions form displays information by either address or item number.

On Item Cross-Reference Inquiry

Figure 39-1 Item Cross-Reference Inquiry screen

Description of Figure 39-1 follows
Description of "Figure 39-1 Item Cross-Reference Inquiry screen"

  1. To access Item Cross-Reference Revisions, enter 1 in the following field next to an item cross-reference number:

    • O (Option)

    Figure 39-2 Item Cross-Reference Revisions screen

    Description of Figure 39-2 follows
    Description of "Figure 39-2 Item Cross-Reference Revisions screen"

  2. On Item X-Reference Revisions, complete the following fields:

    • Ty (Type)

    • Address Number

    • X-Ref Item Number (Cross-Reference Item Number)

    • X-Ref Description (Cross-Reference Description)

  3. Access the detail area (F4).

    Figure 39-3 Item Cross-Reference Revisions screen (Detail area)

    Description of Figure 39-3 follows
    Description of "Figure 39-3 Item Cross-Reference Revisions screen (Detail area)"

  4. Complete the following fields:

    • Effective Date

    • Expired Date

Field Explanation
Type A user-defined code (system 41\type DT) that identifies the type of cross-reference you have set up for this customer. The system contains examples for:

  • Substitutes

  • Replacements

  • Bar Codes

  • Customer Numbers

  • Supplier Numbers
Address Number The address number of the customer or supplier.
X-Ref Item Number The cross-reference item number that the system assigns to an item number. A cross-reference number allows you to use a supplier's item number if it is different from your own item number when you are processing or printing an order.
X-Ref Description A brief description of an item, a remark, or an explanation.
Effective Date The date on which a transaction, text message, contract, obligation, or preference becomes effective.
Expired Date The date on which a transaction, text message, agreement, obligation, or preference has expired or been completed.

39.1.2 What You Should Know About

Topic Description
Deleting cross-references To delete cross-references, you must clear all existing fields.
Cross-references for kits You cannot create cross-references for parent or component items.

To review cross-references

You can review all the cross-references that you have set up for an item in the Cross-Reference table.

On Item Cross-Reference Inquiry

To limit your inquiry, complete the following fields:

  • Item Number

  • X-Ref Type Code (Cross-Reference Type Code)

  • Address Number

  • X-Ref Number (Cross-Reference Number)

39.1.3 What You Should Know About

Topic Description
Displaying data Cost center security does not function on Item Cross-Reference Revisions. If you review an item, the system displays all items in all cost centers.