Overview
Accurate supplier and transaction mapping is essential for aligning your ERP data with Tropic, enabling actionable spend insights. This guide outlines the recommended steps and best practices to efficiently map your ERP vendors to Tropic suppliers and set up rules for unmatched transactions.
Guidelines
Start with Supplier Matching
- Leverage AI Matching: Tropic’s AI automatically applies high-confidence matches, allowing you to bulk ignore or sort remaining vendors efficiently.
- Streamline Parent-Level Mapping: Confirm or adjust AI-suggested matches at the parent level, reducing manual effort.
- Prioritize Key Suppliers: Tropic’s AI prioritizes suppliers based on spend data, ensuring your most significant vendors are mapped first.
Steps to Follow:
- Navigate to Integrations → Data Source → Suppliers: This is where all unmatched vendors from your ERP will be displayed.
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Review and Confirm Matches:
- High-confidence matches are applied automatically by Tropic’s AI.
- For medium- and low-confidence matches, use the Unmatched tab to review, confirm, or adjust as needed.
- The sorting and filtering features help manage unmatched vendors, so you can efficiently confirm multiple matches at once
Why It Matters: Supplier Matching ensures accurate alignment of spend data, providing a comprehensive view of your organization’s expenses.
Proceed to Transaction Mapping
Transaction Mapping allows the creation of rules for any transactions not covered during Supplier Matching, such as journal entries without a source supplier.
- Navigate to Navigate to Integrations → Data Source → Expenses.
- Click on the Unmatched tab.
- Create rules based on the Supplier (vendor) Name or keywords in the Description field of the transaction.
- Confirm the rules to ensure future transactions are automatically mapped.
Why It Matters: Transaction Mapping ensures that all transactions, including edge cases, are accurately categorized for reporting and analysis.
Maintain Data Accuracy
- Standardize Naming Conventions: Align supplier names between your ERP and Tropic to prevent mismatches.
- Review and Update Regularly: Periodically review supplier and transaction data to maintain accuracy and alignment with your ERP system.
- Use Bulk Actions: Quickly manage large volumes of suppliers with Tropic’s bulk editing tools.
Why It Matters: Regular maintenance and standardization prevent discrepancies, ensuring consistent and reliable spend data.
Common Mistakes to Avoid
- Ignoring Unmatched Transactions: Unmapped transactions can lead to incomplete or inaccurate reporting.
- Overlooking Naming Discrepancies: Mismatched supplier names between systems can create mapping errors.
- Failing to Review AI Matches: Even high-confidence matches benefit from periodic reviews to ensure accuracy.
Additional Resources
- For more detailed information, visit the Supplier and Transaction Mapping document.
- Explore resources on ERP Integration for advanced setup and troubleshooting tips.