Supplier Cross Reference

Applies to: RFMS E-Commerce (EC)Use this article to set up and review Supplier Cross Reference for imported supplier catalog data in EC.This article does not cover supplier record maintenance outside the EC import workflow.

Set Up Supplier Cross Reference

Supplier Cross Reference maps the supplier name shown in downloaded catalog data to the supplier record you use in RFMS. This helps keep imported products tied to the correct supplier record, even when a supplier name appears differently over time.

Setting this up during E-Commerce implementation helps keep supplier identity consistent as you begin importing and using supplier data. It also supports related workflows such as purchasing, inventory, and payables.

Why this setup matters

Suppliers can appear under different names in catalog downloads over time. Without a cross reference, those name differences can cause the same supplier to be treated as multiple suppliers in RFMS.

Supplier cross reference matching takes place when catalog data is imported from the E-Commerce download screen into the Product File.

Recommended system options

Supplier Cross Reference works best when the following options are configured:

System Option	Setting	Purpose
Supplier from Supplier File Only	Yes	Requires suppliers to be selected from your Supplier File. This helps prevent renamed catalog suppliers from being treated as separate supplier records.
Supplier Selection for AP	Use Inventory Supplier	Helps keep payables aligned with the supplier assigned to inventory and products, especially if you use EC invoices.

  Note: If your business processes refunds through Accounts Payable, the Supplier from Supplier File Only system option may result in customers being added to the Supplier File. Those records can be marked inactive. In most cases, that extra maintenance is still less work than correcting a misaligned Product File.

How to Apply a Supplier Cross Reference

1. Open E-Commerce > Utilities > Setup > Supplier Cross Reference.
2. In the vendor list at the top left, select the EC Vendor Name you want to map.
3. Choose a "master" supplier. Select the supplier record you want to use from your Supplier File. You can press F8 to open the Supplier File and select it there.
4. If needed, enter a Private Supplier name. This is optional and can be used when your company prefers to work with an internal supplier name rather than the supplier name shown in catalog data.
5. Optionally select the store code or store codes this cross reference should apply to. (Note: this applies only to Store Specific users.)
6. Click Apply Cross Reference.
7. Review the cross references listed at the bottom of the screen to confirm the mapping was created.

How often to review cross references

Review Supplier Cross Reference settings monthly or quarterly as part of routine Product File maintenance. Because dealers are not notified when vendors push catalog updates, a scheduled review helps catch supplier name changes before they create duplicate or incorrect supplier mappings.

How to clear a Supplier Cross Reference

1. Decide whether you want to remove the cross reference for the supplier entirely or only for one store code.
2. To remove all cross references for a supplier, select the supplier in the top list.
3. To remove a cross reference for one store only, select the specific cross reference entry in the lower section of the screen.
4. Click Clear Cross Reference.

Troubleshoot Supplier Cross Reference

If the cross reference is not working, then the account number may be wrong and the EC support team will have to investigate and fix it.

Start with these checks

1. Confirm whether the issue affects one supplier name or multiple supplier names.
2. Compare the supplier name shown in downloaded catalog data to the supplier name in your RFMS Supplier File.
3. Review the cross references listed at the bottom of the screen to see whether a mapping already exists.
4. If the issue affects only one store, check whether the mapping was limited by store code. (Note: this applies only to Store Specific users.)
5. If the mapping is incorrect, clear it and recreate it.

When to contact Support

Contact Support if items still do not match correctly after you review and correct the visible cross reference settings, or if the issue appears to be related to broader vendor setup or mapping behavior.