Custom Part Number Mapping
Set up custom part number mappings to use your internal part numbers seamlessly with the MHS catalog system.
What is Custom Part Number Mapping?
Custom part number mapping allows you to: - Use your internal part numbers when searching - Automatically convert to MHS part numbers - Maintain your existing workflow without changes - Standardize part numbers across your organization
How It Works: 1. You search using your part number (e.g., “PUMP-001”) 2. System automatically converts to MHS part number (e.g., “HYD-456-789”) 3. Search proceeds with the MHS part number 4. Results show both your part number and MHS equivalent
Benefits of Custom Mapping
Workflow Integration: - No need to learn MHS part numbers - Use existing documentation and systems - Maintain consistency across your team - Reduce errors from manual conversion
Team Efficiency: - All team members can use familiar part numbers - Reduce training time for new users - Maintain existing maintenance schedules - Integrate with your inventory systems
Error Reduction: - Eliminate manual part number lookup - Reduce ordering mistakes - Ensure consistency across orders - Standardize communications with MHS
Setting Up Custom Mappings
Accessing Part Number Management: 1. Navigate to the main menu 2. Click “Part Number Management” 3. Or access from Account Settings
Adding Individual Mappings:
Step-by-Step Process: 1. Click “Add Custom Mapping” 2. Enter your internal part number:
Use your exact internal format
Include any prefixes or suffixes
Maintain consistent formatting
Enter the corresponding MHS part number:
Must be a valid MHS part number
System will validate the part exists
Check spelling and format carefully
Add a description (optional but recommended):
Brief description of the part
Location or application notes
Any special handling requirements
Save the mapping
Required Information: - Customer Part Number: Your internal part number - MHS Part Number: The corresponding MHS catalog number - Description: Optional but helpful for reference
Validation Process: - System checks MHS part number exists - Prevents duplicate customer part numbers - Validates format and characters - Confirms mapping creation
Bulk Import of Part Numbers
For Large Part Lists:
Preparing Your Data: 1. Create a spreadsheet with columns:
Customer Part Number
MHS Part Number
Description (optional)
Format requirements:
CSV or Excel format
No special characters in headers
One mapping per row
Maximum 1000 rows per import
Import Process: 1. Navigate to Part Number Management 2. Click “Bulk Import” 3. Select your prepared file 4. Review the preview of mappings 5. Confirm the import 6. System processes and reports results
Import Validation: - Duplicate checks for customer part numbers - MHS part validation for all entries - Error reporting for failed mappings - Success confirmation for completed mappings
Error Handling: - Invalid MHS parts will be reported - Duplicate customer parts will be flagged - Format errors will be highlighted - Partial imports supported (valid rows only)
Using Custom Part Numbers
In Search:
Exact Search: 1. Enter your part number in the search box 2. Select “Exact Part Number” search type 3. System automatically detects your custom mapping 4. Converts to MHS part number and searches 5. Shows conversion notification for confirmation
Search Results: - Blue notification shows the conversion - Both part numbers displayed in results - Your part number prominently featured - MHS part number shown for reference
In Cart and Orders: - Your part number shown in cart - MHS part number used for processing - Both numbers appear on confirmations - Order history maintains both references
Managing Existing Mappings
Viewing Your Mappings: 1. Go to Part Number Management 2. View complete list of your mappings 3. Search and filter existing mappings 4. Sort by customer or MHS part numbers
Editing Mappings: 1. Find the mapping to modify 2. Click “Edit” next to the entry 3. Update the information:
Modify customer part number
Update MHS part number
Change description
Save changes
Deleting Mappings: 1. Locate the unwanted mapping 2. Click “Delete” next to the entry 3. Confirm deletion when prompted 4. Mapping removed immediately
Bulk Operations: - Select multiple mappings for batch operations - Delete multiple entries at once - Export mappings for backup or review - Import updates to existing mappings
Best Practices for Part Mapping
Naming Conventions:
Consistent Formatting: - Use consistent prefixes and suffixes - Maintain standard length formats - Include category indicators where helpful - Document your convention for team reference
Clear Descriptions: - Include application or location information - Note any special characteristics - Reference equipment or system codes - Keep descriptions concise but informative
Organizational Standards:
Team Coordination: - Standardize part numbers across your organization - Share conventions with all team members - Maintain master list of mappings - Regular review and cleanup of mappings
Documentation: - Document your mapping strategy - Maintain backup of mappings - Share with new team members - Include in training materials
Maintenance Procedures: - Regular review of existing mappings - Update obsolete mappings promptly - Remove unused mappings - Validate accuracy periodically
Troubleshooting Mapping Issues
Common Problems:
Mapping Not Working: - Check spelling of both part numbers - Verify MHS part number exists in catalog - Ensure no extra spaces or characters - Try re-entering the mapping
Search Not Converting: - Verify you’re using exact search type - Check customer part number matches exactly - Ensure mapping is saved correctly - Try refreshing the page
Duplicate Mappings: - System prevents duplicate customer part numbers - Update existing mapping instead of creating new - Delete old mapping before creating replacement - Check for similar part numbers with variations
Import Failures: - Check file format (CSV or Excel) - Verify column headers are correct - Ensure MHS part numbers are valid - Remove special characters from data
Advanced Mapping Features
Pattern Matching: - Wildcard support for similar part families - Prefix/suffix based mappings - Range-based conversions for sequential parts
Integration Options: - API access for automated synchronization - Bulk updates from your systems - Export capabilities for integration - Version control for mapping changes
Reporting and Analytics: - Usage statistics for mapped parts - Conversion success rates - Most used mappings identification - Error reporting and resolution tracking
Mobile Part Number Management
Mobile Access: - View mappings on mobile devices - Add new mappings while in the field - Quick lookup of conversions - Touch-friendly interface
Mobile-Specific Features: - Camera integration for part number capture - QR code creation for physical labeling - Offline access to recent mappings - Sync across devices
Security and Backup
Data Security: - Mappings private to your account - Secure storage and transmission - Access controls based on account permissions - Audit trail of changes
Backup Procedures: - Regular automatic backups - Export capabilities for manual backups - Version history maintenance - Recovery procedures for data loss
Privacy Considerations: - Your part numbers remain confidential - No sharing with other customers - Secure deletion when removing mappings - Data retention policies
Integration with Other Features
Search Integration: - Seamless conversion in all search types - Auto-complete suggestions for your part numbers - Search history includes converted searches
Ordering Integration: - Cart displays both part numbers - Order confirmations include mappings - Reorder functionality uses your part numbers
Favorites Integration: - Save mapped parts to favorites - Quick access using your part numbers - Bulk favorites management
Next Steps
Optimize your part number workflow:
Favorites Management - Save your most-used mapped parts
Basic Search - Use your custom part numbers in searches
Bulk Upload and Ordering - Upload orders using your part numbers
Common Issues and Solutions - Resolve mapping-related problems