The short answer
Before order entry can be automated, each customer code needs a confirmed link to your catalogue item, its selling unit and the evidence behind that choice. The customer account belongs in that link because different customers can use the same code. Fill the blank sheet from recent orders, then mark anything that still needs a decision. Give catalogue changes to a catalogue owner and customer code changes to an account owner. An unresolved match stays with the order team.
1. Choose one customer and collect the evidence
Open recent orders beside the current catalogue and the customer's agreed product list. Include corrected orders and unfamiliar descriptions. Copy customer codes exactly, including leading zeroes. Keep codes as text in the spreadsheet. Save a reference to the source document so another person can check the choice without searching a mailbox. A previous order is evidence to examine, not automatic approval.
2. Fill the mapping sheet using the dictionary
Use one row for each customer code and agreed ordering unit. The field dictionary shows what each column must contain. Record the conversion explicitly when the customer orders boxes but the system records individual pieces. Check the box size against an agreed source. Keep the original description even after a match is approved. It may reveal a later change in size or material.
3. Give changes an owner and an approver
The account owner confirms what the customer means. The catalogue owner confirms the internal item, selling unit and whether it is still available. A nominated order supervisor approves the complete link before use. Put a person's name and approval status in the sheet. Nominate cover for absences. Keep the earlier row in a change record with who changed it, when and why.
4. Test the unclear matches before using the links
Use the made up cases to practise the stop rules, then try your own difficult orders. A similar description can suggest candidates but cannot settle an unknown unit or product revision. Send the order line and the missing fact to the named owner. Pause an approved link when the description, pack size or customer instructions change. Review it again before allowing another automatic match.
The blank mapping sheet
Enter one customer code and ordering unit per row, using the dictionary to record evidence and approval.
| Customer account | Customer item | Customer description | Catalogue item | Order unit and conversion | Evidence | Approval and owner | Review date |
|---|---|---|---|---|---|---|---|
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The field dictionary with made up values
Made up example. Every row here is made up to show the method, including the sample values and approval evidence.
| Field | Meaning | Sample value | Who confirms | Stop rule | Review trigger |
|---|---|---|---|---|---|
| Customer account | Account in the order system | Customer A account C001 | Account owner | Account missing or disputed | Account changes |
| Customer item | Customer code kept as text | 00127 | Account owner | Code has lost leading zeroes | Customer changes its code list |
| Customer description | Original wording from agreed list | M8 zinc washer box of 100 | Account owner | Order wording contradicts agreed item | Size or material changes |
| Catalogue item | Exact active internal item code | W008Z | Catalogue owner | Item is retired or has two candidates | Catalogue revision |
| Order unit and conversion | How ordered quantity becomes system quantity | 1 box equals 100 each in the order system | Catalogue owner | Pack size has no agreed evidence | Supplier changes pack size |
| Evidence | Reference to confirmed product and unit | Customer A agreed list dated 2026-10-05 row 7 | Account owner | Source missing or contradicted | New customer list arrives |
| Approval and owner | Status plus named approver and maintainer | Approved by Person A on 2026-10-12; maintained by Person B | Order supervisor | Pending approval or no named cover | Any linked field changes |
| Review date | Next review under your agreed review schedule | 2026-11-12 | Order supervisor | Review overdue under your agreed rule | Due date or earlier change notification |
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Unclear matches to work through
Made up example. Every row here is made up to show the method.
| Customer | Customer item | Order text | Candidate items | Missing fact | Decision | Who checks | Evidence needed |
|---|---|---|---|---|---|---|---|
| Customer A | 00127 | M8 washer | W008Z or W008S | Zinc or stainless steel | Hold line | Account owner | Customer confirms material |
| Customer A | B200 | Bolts box | B200 pack of 50 or 100 | Pieces per box | Hold line | Catalogue owner | Agreed pack size |
| Customer B | 00127 | M6 nut | N006 | Customer B link is unapproved | Do not reuse Customer A link | Account owner | Customer B product list |
| Customer A | H010 | Hose old type | H010 retired; H011 suggested | Substitute acceptance | Hold line | Account owner | Customer accepts substitute |
| Customer C | No code supplied | Seal standard | S020 or S030 | Seal dimensions | Hold line | Order team | Drawing or confirmed dimensions |
| Customer A | P040 | Plate revision C | P040 revision B | Approved revision C item | Pause existing link | Catalogue owner | Current drawing and item approval |
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What can change the answer
A supplier can change a pack size while keeping a familiar description. A customer can reuse an old code for a revised drawing. Decide how these notices reach the catalogue owner. Record a review date, but do not wait for it when new evidence conflicts with the sheet. The change itself is a reason to stop using the link.
When this is the wrong tool
This workbook is for repeat items with a catalogue match. It cannot define a new engineered part from an incomplete drawing. If every order needs design work, record the missing specification and route it to an engineer. Credit checks, customer prices, stock decisions and delivery promises also remain separate checks even when the item match is clear.
What to do with the result
Count approved links separately from lines awaiting evidence, unit checks or catalogue repairs. Assign each open line to a person and a review date. Start any order entry test with the approved subset and compare its output with a checked order. Keep unclear lines visible in a review queue. A complete workbook supports item matching, but does not by itself authorise orders to be placed.