Master Data Integration¶
Master data records - items, suppliers, customers, warehouses, units of measure, bill of materials, and external item mappings - can be loaded into the system via spreadsheet upload or via an automated integration connector. This guide covers the upload-based integration available on every Master Data screen.
How Master Data Upload Works¶
Unlike transactional data (purchase orders, sales orders, inventory), master data does not have a Run Integration button. Records are loaded by:
- Spreadsheet upload - downloading the template for each screen, populating it, and uploading via the Upload button.
- Manual entry - creating or editing records directly in the UI.
- Automated connector - a scheduled backend connector (if configured for your instance) that syncs master data from your ERP or source system.
All upload templates support the same four actions: REFRESH, ADD, UPDATE, DELETE. There is no CLOSE action for master data.
Note
See UI Reference - Data Upload for the full upload mechanics including column rules, error handling, and auto-create options.
Items (Item Master)¶
Navigation: Master Data → Items
Unique Identifier¶
A single row in the template can create or update an item and one of its sub-items simultaneously. The item is always the parent; sub-items are optional child records.
Mandatory Columns¶
| Column | Description |
|---|---|
_ItemNumber |
Unique identifier for the item. Cannot be empty. |
Optional Columns¶
| Column | Description |
|---|---|
_ItemDescription |
Human-readable name for the item |
_ItemType |
One of: Finished Good, Raw Material, Component |
_Status |
Active or Inactive (default: Active) |
_SubItemNumber |
Sub-item identifier. When provided, the row also creates/updates a sub-item linked to this item. |
_SubItemDescription |
Description of the sub-item |
Action Behaviour¶
| Action | Item | Sub-item |
|---|---|---|
| REFRESH | Creates if not found; updates if found | Creates or updates sub-item if _SubItemNumber is provided |
| ADD | Creates; returns error if _ItemNumber already exists |
Creates sub-item; error if already exists |
| UPDATE | Updates existing item; error if not found | Updates existing sub-item; error if not found |
| DELETE | Deletes item (and all its sub-items) | Deletes sub-item only if _SubItemNumber is provided |
Common Errors¶
| Error | Cause |
|---|---|
_ItemType must be one of these values... |
_ItemType contains a value not in the allowed enum |
_ItemNumber already exists in item master |
ADD used when item already exists |
Cannot find an item with the specified _ItemNumber |
UPDATE or DELETE used for a non-existent item |
Suppliers (Supplier Master)¶
Navigation: Master Data → Suppliers
Unique Identifier¶
A supplier can have multiple ship-from locations. Each location is a separate row sharing the same _SupplierNumber. The supplier record is created or updated on the first encounter; subsequent rows with the same _SupplierNumber add or update additional locations only.
Mandatory Columns¶
| Column | Description |
|---|---|
_SupplierNumber |
Unique identifier for the supplier. Cannot be empty. |
Optional Columns - Supplier¶
| Column | Description |
|---|---|
_SupplierName |
Display name for the supplier |
_SupplierAddress |
Street address |
_SupplierCity |
City |
_SupplierState |
State or province |
_SupplierCountry |
Country |
_SupplierZip |
Postal / ZIP code |
_SupplierPhone |
Phone number |
_SupplierEmail |
Email address |
_Status |
Active or Inactive |
Optional Columns - Ship-From Location¶
Provide _ShipFromNumber to add or update a ship-from location on this supplier row.
| Column | Description |
|---|---|
_ShipFromNumber |
Unique identifier for this location within the supplier. Cannot be empty if provided. |
_ShipFromName |
Display name for this location |
_ShipFromAddress |
Street address |
_ShipFromCity |
City |
_ShipFromState |
State or province |
_ShipFromCountry |
Country |
_ShipFromZip |
Postal / ZIP code |
_ShipFromPhone |
Phone number |
_ShipFromEmail |
Email address |
Common Errors¶
| Error | Cause |
|---|---|
_SupplierNumber cannot be empty |
Mandatory column missing or blank |
_ShipFromNumber cannot be empty |
_ShipFromNumber provided but blank |
_SupplierNumber already exists |
ADD used when supplier already exists and no ship-from provided |
No supplier exists with the specified _SupplierNumber |
UPDATE or DELETE used for a non-existent supplier |
Customers (Customer Master)¶
Navigation: Master Data → Customers
Unique Identifier¶
Mirrors the supplier model: one customer can have multiple ship-to locations. Each location is a separate row sharing the same _CustomerNumber.
Mandatory Columns¶
| Column | Description |
|---|---|
_CustomerNumber |
Unique identifier for the customer. Cannot be empty. |
Optional Columns - Customer¶
| Column | Description |
|---|---|
_CustomerName |
Display name for the customer |
_CustomerAddress |
Street address |
_CustomerCity |
City |
_CustomerState |
State or province |
_CustomerCountry |
Country |
_CustomerZip |
Postal / ZIP code |
_CustomerPhone |
Phone number |
_CustomerEmail |
Email address |
_Status |
Active or Inactive |
Optional Columns - Ship-To Location¶
| Column | Description |
|---|---|
_ShipToNumber |
Unique identifier for this location. Cannot be empty if provided. |
_ShipToName |
Display name for this location |
_ShipToAddress |
Street address |
_ShipToCity |
City |
_ShipToState |
State or province |
_ShipToCountry |
Country |
_ShipToZip |
Postal / ZIP code |
_ShipToPhone |
Phone number |
_ShipToEmail |
Email address |
Common Errors¶
| Error | Cause |
|---|---|
_CustomerNumber cannot be empty |
Mandatory column missing or blank |
_Ship_to_Number cannot be empty |
_ShipToNumber provided but blank |
This _CustomerNumber already exists |
ADD used when customer already exists and no ship-to provided |
No customer exists with the specified _CustomerNumber |
UPDATE or DELETE used for a non-existent customer |
Warehouses (Warehouse Master)¶
Navigation: Master Data → Warehouses
Unique Identifier¶
Each warehouse is a single flat record - no sub-locations.
Mandatory Columns¶
| Column | Description |
|---|---|
_WarehouseNumber |
Unique identifier for the warehouse. Cannot be empty. |
Optional Columns¶
| Column | Description |
|---|---|
_WarehouseName |
Display name for the warehouse |
_WarehouseAddress |
Street address |
_WarehouseCity |
City |
_WarehouseState |
State or province |
_WarehouseCountry |
Country |
_WarehouseZip |
Postal / ZIP code |
_WarehousePhone |
Phone number |
_WarehouseEmail |
Email address |
_Status |
Active or Inactive |
Warning
Setting a warehouse to Inactive causes subsequent inventory imports for that warehouse to be rejected with an error notification. Reactivate the warehouse before importing inventory for it again.
Common Errors¶
| Error | Cause |
|---|---|
_WarehouseNumber cannot be empty |
Mandatory column missing or blank |
_WarehouseNumber already exists |
ADD used when warehouse already exists |
No warehouse exists with the specified _WarehouseNumber |
UPDATE or DELETE used for a non-existent warehouse |
Units of Measure (Unit Master)¶
Navigation: Master Data → Units
Unique Identifier¶
Mandatory Columns¶
| Column | Description |
|---|---|
_UnitOfMeasure |
Unit name (e.g. EA, KG, CS). Cannot be empty. |
_UnitMultiplier |
Numeric conversion factor relative to the base unit. Must be a valid number. |
Common Errors¶
| Error | Cause |
|---|---|
_UnitOfMeasure cannot be empty |
Mandatory column missing or blank |
_UnitMultiplier is not a number |
Non-numeric value in the multiplier column |
_UnitOfMeasure already exists |
ADD used when unit already exists |
No unit exists with the specified _UnitOfMeasure |
UPDATE or DELETE used for a non-existent unit |
Bill of Materials¶
Navigation: Master Data → Bill of Materials
Unique Identifier¶
Parent item: _ItemNumber
Component row: _ItemNumber + _ComponentItemNumber (+ _ComponentSubItemNumber if applicable)
Each row in a BOM upload defines one parent-component relationship. The parent item (_ItemNumber) and all component items (_ComponentItemNumber) must already exist in the Item Master before uploading.
Mandatory Columns¶
| Column | Description |
|---|---|
_ItemNumber |
The finished good or assembly item this BOM belongs to |
_BaseQuantity |
The quantity of the finished good this recipe is based on (must be > 0) |
_UnitOfMeasure |
Unit of measure for the base quantity |
_ComponentItemNumber |
Item number of the component required |
_ComponentQuantity |
Quantity of the component required per base quantity (must be > 0) |
_ComponentUnitOfMeasure |
Unit of measure for the component quantity |
Optional Columns¶
| Column | Description |
|---|---|
_ComponentSubItemNumber |
Sub-item of the component, if applicable |
_Status |
Active or Inactive (default: Active) |
Note
Quantities are normalised internally. For example, a row with _BaseQuantity = 2 and _ComponentQuantity = 4 is stored as a 1:2 ratio. Uploading the same item with _BaseQuantity = 1 and _ComponentQuantity = 2 produces the same result.
Common Errors¶
| Error | Cause |
|---|---|
Cannot find an item with the specified _ItemNumber |
Parent item not in Item Master |
Cannot find an item with the specified _ComponentItemNumber |
Component item not in Item Master |
Cannot find a unit with the specified _UnitOfMeasure |
Unit not in Unit Master |
A Bill of Materials with these component items already exists |
ADD used when this component already exists on this BOM |
No Bill of Materials for this _ItemNumber exists |
UPDATE or DELETE used before the BOM has been created |
External Items¶
Navigation: Master Data → External Items
External Items map your internal item numbers to the item numbers used by specific customers (e.g. the customer's own part number for the same product).
Unique Identifier¶
Each mapping must be unique for this three-way combination. One internal item can have multiple external mappings (to different customers or different customer part numbers).
Mandatory Columns¶
| Column | Description |
|---|---|
_ItemNumber |
Internal item number. Must exist in the Item Master and be Active. |
_CustomerNumber |
Customer number. Must exist in the Customer Master and be Active. |
_ExternalItemNumber |
The item number this customer uses to refer to this item. Cannot be empty. |
Common Errors¶
| Error | Cause |
|---|---|
_ItemNumber cannot be empty |
Mandatory column missing or blank |
_CustomerNumber cannot be empty |
Mandatory column missing or blank |
_ExternalItemNumber cannot be empty |
Mandatory column missing or blank |
No item exists with the specified _ItemNumber |
Item not in Item Master |
The specified _ItemNumber exists but is currently inactive |
Item is inactive - activate before mapping |
No customer exists with the specified _CustomerNumber |
Customer not in Customer Master |
The specified _CustomerNumber exists but is currently inactive |
Customer is inactive - activate before mapping |
A mapping between this _ItemNumber and this _CustomerNumber already exists |
ADD used when a mapping already exists for this item-customer pair |
These _ExternalItemNumber and _CustomerNumber have already been mapped |
Duplicate external number for the same customer |