When placing an order, your own product code is used. The supplier uses their own code, and that code is written on the incoming invoice.
If the match between the two codes is not recorded anywhere, every order and every invoice check requires manual comparison. This is both a slow and error-prone process.
In this article, we explained how to set up supplier cards, multi-code matching, and its benefits on the order and invoice sides.
Table of Contents
The cost of code discrepancy
Code mismatch may seem like a minor detail, but it continuously creates friction in daily operations.
The first cost is the time lost while preparing orders. Equivalents are searched for every item.
The second is ordering the wrong product. When similar codes are confused, undesired materials arrive.
The third is the difficulty in invoice control. Lines coming with different codes are matched one by one.
The fourth is the loss of knowledge; when the person who knows the matching leaves, this knowledge does not stay within the organization.
What should be included in the supplier card?
Beyond current account information, the supplier card should also carry operational information.
Contact persons and their roles must be recorded; order, accounting, and technical issues go to different people.
Standard payment and delivery terms should also be on the card; they must not be asked again on every order.
The average supply lead time should also be stored; planning is based on this information.
The performance score should also be visible on the card; this information is useful during the order decision.
Multiple code mapping
Multiple codes refer to linking the codes of the same product on different sides to each other.
Your own stock code is the primary identity; supplier codes are defined in addition to this.
The supplier barcode can also be recorded; it provides the opportunity to scan during goods receipt.
The manufacturer code is a separate field; even if the same product comes from different suppliers, the manufacturer code does not change.
We discussed the barcode structure in the multiple barcode management article.
Same product, multiple suppliers
A product can be purchased from multiple suppliers and each has a different code.
In this case, multiple supplier codes are linked to a single stock card.
Which supplier should be preferred can also be specified on the card; this speeds up the order decision.
Separate prices and lead times must be kept for each supplier; these are different.
This structure also facilitates the transition to an alternative supplier and reduces supply risk.
The benefit on the ordering side
When the mapping is established, the order is prepared with your own code and goes to the supplier with their code.
This both shortens preparation time and prevents ordering the wrong item.
There remains no ambiguity on the supplier side either; they see the code they recognize.
The inclusion of both codes on the order document enables two-way control.
We explained the ordering process in the purchasing order process article.
Convenience in goods receipt
Incoming goods usually carry the supplier's code and barcode.
If mapping is defined, scanning this barcode takes you directly to your own stock card.
This shortens the goods receipt time and eliminates manual entry errors.
Even if a wrong product arrives, it is noticed instantly; a scan that does not match the order line generates a warning.
Lot and batch information are also recorded at this stage; batch lot tracking see the article.
Invoice control
Incoming invoices show the supplier's own codes, and if there is no mapping, verification is done manually.
If mapping is defined, invoice lines can be automatically compared with order lines.
Price and quantity discrepancies thus instantly become visible.
This control is the most effective step in preventing overpayments and pays for itself in a short time.
We covered matching control in the invoice matching control article.
Supplier price history
Once code mapping is established, the prices of the same product from different suppliers become comparable.
This comparison cannot be made without mapping; different codes look like different products.
Price history shows trends over time and provides a basis for negotiations.
The appearance of the last purchase price on the order screen also shortens the decision-making time.
We explained the comparison method in the supplier price comparison article.
Executing the mapping work
It is not necessary to start the matching process with all products; progressing gradually is more efficient.
Start with the most frequently ordered items; the benefits will be felt from day one.
Requesting an up-to-date product list from the supplier significantly accelerates the work.
Product descriptions should also be compared during matching; seemingly similar codes might belong to different products.
Making it a rule to perform the matching on the first order for new products should be established.
Points to consider
Incorrect matching is more harmful than no matching at all; it leads to ordering the wrong product.
Therefore, matches must be verified through sampling.
Supplier code changes must also be tracked; old codes become invalid over time.
Product substitutes and exact matching products should not be confused; substitutes should be marked separately.
Definitionsin the procurement moduleare managed and associated with stock cards.
Maintaining data quality
Code matching is not a structure that is set up once and left alone; it requires regular maintenance as the product range changes.
Suppliers occasionally change their codes, and this change is often unannounced. An order placed with an old code will remain unfulfilled.
Therefore, periodically requesting an up-to-date product list from the supplier is the most practical way to keep the matching active.
Unused matches should also be reviewed; codes for products no longer purchased unnecessarily bloat the list.
Making it a rule to perform the matching when opening a new product card should be established. Definitions left for later accumulate and are never completed.
Once this maintenance routine is established, matching data turns into one of the purchasing team's most trusted records.
Frequently asked questions
How many supplier codes can be linked to a single product?
There is no limit; a separate code, price, and lead time can be maintained for each supplier.
Can matching be uploaded in bulk?
Bulk uploading via file can be configured; the format is determined according to your needs.
Can the supplier barcode be scanned?
If defined, it can be scanned and you directly access your own stock card.
How are alternative products managed?
They must be marked separately; grouping non-identical products under the same card corrupts inventory data.
Multiple code mapping significantly reduces friction in daily operations with a small definition effort.
Start with the most frequently ordered items; you will see the benefit in the first week.
Verify the mappings through sampling as well; a faulty mapping costs more than having no mapping at all.
Make it a rule to map new products upon the first order; definitions left for later tend to accumulate.
Connect invoice control to this mapping as well; this is the most effective step to prevent overpayments.
By consulting with the EQLEM team, you can configure your supplier definition structure.