MAPPING LINES

Familiarize yourself with some best practices when mapping lines!

Lines on an Electronic Invoice will be marked with either a red broken chain icon or a green linked chain icon.

Red Link - Indicates that the item has never been mapped. Map this purchase unit once and on future invoices, it will come through pre-mapped.

Green Link - This purchase unit has previously been mapped.

How to map item lines:

1. Click on the line. 
2. Select Item as the type.
   
3. Search for the item name in the typeahead.
   1. If the item does not exist, use the Click Here option to create the item. (This option will appear once you've typed and no options match.)
   
4. Click on the item and then enter the number of Count Units you are receiving within the Purchase unit. 
   1. If a matching purchase unit exists for the specified count units and Vendor, check the box to associate the Vendor line with it.
   2. If it does not exist, you will be prompted to create a new Purchase unit and provide additional details (such as the name and whether it is received only).
   
5. Once you've selected the correct PU, click Map.

Vendor Item Mappings Page

You can view all unmapped items in the Vendor Items Mappings Tab. This section now features two distinct areas: Unmapped Invoice Lines, which displays invoice items that still require mapping, and All Mappings, which shows all vendor items received through Craftable.

Within the Unmapped Invoice Lines tab, you can map the items that still require attention. After completing the mapping process, remember to click "Done" on the invoices to update their status to reconciled.

Mapping Charges, Credits, Taxes, and Non-Inventory Items

1. Click on the line item.
2. Select the appropriate Type (Charge, Credit, Tax, or Non-Inventory Item).
   
3. Type the item name.
4. Select the item from the dropdown list.  

*If the specific Charge, Credit, or tax does not exist, add it through the Click Here button under the field.

Complete Mapping on your invoice

Once all the lines on the invoice are mapped, be sure to click "Done Mapping"!

• See the Electronic Invoicing article for more details on this process.
• Once you have selected "Done Mapping", all mappings on the invoice will be locked. This cannot be reversed so please make sure your mappings are correct before selecting "Done Mapping"!

Tips & Troubleshooting

• Remember to complete the process by approving invoices after clicking "Done Mapping"!
  • The workflow allows for two separate individuals to handle the mapping and approval steps independently. But it can be set up so one person handles mapping and another handles approval. If the same person does both, contact support to combine the steps into Done and Approve. 
• I can't add an Item or Purchase Unit...
  • If you map within the store but your inventory is managed at the Director level, or you do not have the necessary permissions to add Items or Purchase Units, you will not be able to use those options.  You should contact the person within your organization who manages the inventory and request to have the item or purchase unit you require added. If it is a new item you can use the +Add Item Request button at the top of the screen to request the item is added at Director.
• I'm not sure what we received...
  • You can review the image of the invoice (if it was uploaded) by clicking the paperclip icon at the top right of the invoice. If the paperclip is green there is an image attached. If the paperclip is blue there is no image attached.
    
    
• There's something wrong with the invoice...
  • Just click the Contact Support link to the left of the Invoice Number and tell us what the problem is! We'll fix it up for you ASAP.