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Article Number Lists

In the "Article Number Lists" area, you can replace your vendors' article numbers with customer article numbers. This means your customers always see the in-house numbers they know from their own system.

Table of contents



Basic terms

The following terms are used in connection with customer article numbers.

  • Customer article number file
    A CSV file created for upload to the platform that contains customer article numbers.
  • Customer article number list
    A list generated on the platform that is created after the file is uploaded.
    It is given a freely definable name and is used for unambiguous customer assignment.



Ways to provide customer article numbers

Customer article numbers can be provided in two ways.

  • via the BMEcat catalogue
  • via a customer article number file

Providing via the catalogue

The easiest way is to store customer article numbers directly in the BMEcat catalogue.

Documentation on BMEcat can be found in a separate help article.

If you cannot generate a BMEcat catalogue, you can use a converter to create a corresponding catalogue from a CSV file.

Providing via a customer article number file

Alternatively, customer article numbers can be provided via a separate file. This allows you to maintain customer article numbers independently of the catalogue.

Customer article number files are uploaded:



Structure of the customer article number file

To provide customer article numbers, a CSV file with the following information is required.

  • SUPPLIER_AID
    Unique article number of the vendor
    Alphanumeric, maximum 32 characters
  • BUYER_AID
    Customer-specific material number
    This number is displayed in addition to the vendor's article number and is defined by the customer
    Alphanumeric, maximum 50 characters

Example of a completed customer article number file:
image (3)-1

The template for the customer article number file can be found here.

The maximum file size for customer article number files is 1 GB.



Uploading customer article numbers

The upload takes place in the Customer article numbers area of the vendor portal.

During the upload, a customer article number list is automatically created from the file.

This list is given a freely definable name and can then be assigned to customers.



Naming and updating customer article number lists

Certain rules apply to naming and updates so that customer article numbers can be processed correctly.

Initial upload

When first uploading a customer article number file (.csv or .zip):

  • assign a name for the customer article number list

After the upload, the list appears in the tab **Unassigned**. 

For it to be used, it must be assigned to one or more customers.


Update

The following applies when updating a customer article number list:

  • the existing file is completely replaced
  • the new file name is displayed in the portal
  • the name of the list remains unchanged


Rename a list
Open the menu of the list and click Rename. To keep a list updated automatically via FTP, the list name must match the name of the file you upload to the FTP server. See the "Automatic upload" info in Article Number Lists. 


Important processing notes

The following rules apply when maintaining customer article numbers.

  • Updates to individual customer article numbers cannot be carried out
  • The entire customer article number list must always be re-uploaded
  • The new upload always completely replaces the previous list



Platform logic for customer article numbers

The platform uses the following logic to display customer article numbers.

No customer article number list available

  • Customer article numbers are taken from the catalogue

Customer article number list available

  • Customer article numbers are used from the customer article number list

List contains fewer articles than the catalogue

  • Articles in both the catalogue and the list → number from the list
  • remaining articles → number from the catalogue

Assignment rules

  • A customer can always only be assigned one customer article number list
  • However, the same list can be assigned to several customers at the same time



Activation of customer article numbers

After the upload, the file is processed.

The following applies:

  • the upload is first placed in a queue
  • the list becomes active once processing is successfully completed

The prerequisite is:

  • the list is assigned to one or more customers

In the portal, you can see at any time:

  • the current processing status
  • when the list went live



Customer assignment

For a customer article number list to be applied, it must be assigned to a customer.

On initial upload:

  • a customer assignment is mandatory

On an update:

  • existing customer assignments are retained

For more information, see the article Help with customer assignment.

 

Managing lists

The area has three tabs: Unassigned, Assigned and Deactivated. Use the search field to find a list. Type at least three characters. You can sort by name or by last update.

The menu of a list offers these actions:

  • Update article number list
  • Rename
  • Unassign this article number list: all customers it is assigned to return to the article numbers from the catalogue.
  • Download last uploaded article number list
  • Download processing report: shows errors and warnings for the upload.
  • Delete

Processing status
After an upload, the list shows whether it is still being processed or indexed, how many article numbers were processed, and how many have warnings or errors. If the file is corrupted, no article numbers are uploaded. Upload the file again.

Automatic deactivation
A list that is not assigned to any customer for more than 30 days is deactivated automatically. You find it in the tab Deactivated. Click Reactivate and confirm to use it again.

 



FAQ

When should I use customer article numbers?
If a customer uses their own material numbers, these can be provided via a customer article number list.

Do I need to create my own catalogue for this?
No. Customer article numbers can be provided independently of the catalogue.

Can I update individual customer article numbers?
No. The complete list must always be re-uploaded.

Can a customer receive several customer article number lists?
No. Only one list can ever be assigned per customer.

Can a list be assigned to several customers?
Yes. A customer article number list can be assigned to several customers at the same time.



Video guide



Need help?

Do you have technical questions or problems uploading customer article numbers? Our technical support team will be happy to help.

Email: support@simplesystem.com
Phone: +49 (0) 89 / 998 2987 00

Telephone service hours
Monday–Thursday: 8:00 a.m.–4:00 p.m.
Friday: 8:00 a.m.–3:00 p.m.