What is a cross reference?

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A cross reference is a comprehensive item and store location information table within the SPS database. This database stores item information in order to transmit and translate what a vendor and retailer send regarding item information.  Cross references can be used for both inbound and outbound documents depending on what's initially set up during the SPS implementation process for the specified document and trading partner. When new items are added to an entity's system, they also need to be updated within SPS Commerce's database or the EDI documents containing them will fail.  It is best practice to include all codes and IDs involved with the new items in a spreadsheet format as an attachment in an email to the respective Customer Operations team.

In the example below, your trading partner has sent a Purchase Order with UPC: 123456789.  Your ERP system is setup for the Vendor Part Number (VPN): ABCXYZ123, rather than the UPC number.  With a cross reference, SPS can turn that UPC number into the VPN within the data, so the Purchase Order can be successfully received into your system.


The cross reference can also work for outbound documents, such as an invoice.  Following our example above, your ERP system can send the VPN, and SPS will change it back into the UPC number so your document can be successfully received by your trading partner.

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Posted 6 years ago

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