Processing Background Item Matching

To access the Background Item Matching functionality, you must be using ESN to connect to the Dealer Gateway.  Contact support for assistance with setting up ESN.

The user ID with which you log in to Dealer Gateway must also have "Manage Partner Settings" permission.  Your Dealer Gateway admin user will have the "Manage Partner Settings" permission by default.  To assign "Manage Partner Settings" permission to another user, follow the steps in the Editing Users section of the Users topic.

To process Background Item Matching, do the following:

1.         Click the Background Item Matching icon in the tile under the dealer information near the top right of the Dealer Gateway home page.  The Background Item Matching page displays.

2.         Click [Start Scan...] to begin the scanning process.
Note: When you click this button, Dealer Gateway displays the word Scanning to the right of the  [Start Scan...]  button on the Background Item Matching page.  Because processing is occurring on the server, you may do any of the following:

·           Leave the Background Item Matching page

·           Log out of Dealer Gateway

·           Switch participating vendor partners, re-access the Background Item Matching page, and start Background Item Matching processing for another vendor

·           Use any of Dealer Gateway's other features, with the exception of processing any of the item syncs (which may conflict with Background Item Matching processing)

3.         When the scan completes, Dealer Gateway displays a Potential ERP matches area that includes links listing the number of Single matches and Multiple matches found as well as a [Link All Single Matches...] button.

4.         Regarding Single Matches—items where Dealer Gateway found one record in your software system where the current Item Number, OEM Number, and/or Vendor Item Number matched an OEM number from the selected vendor partner—do one the following:

·           To automatically accept all single matches, do the following:

a.         Click the [Link All Single Matches...] button.  When you click this button, Dealer Gateway displays the message:

b.         To confirm your selection, click the [Link all single matches] button.  When you click this button, Dealer Gateway does the following:

o          Links all the single matches found between your software database and the selected vendor partner's database.

o          Updates the counts displayed on the Supplies, Equipment, and Parts tiles on the Dealer Gateway home page.

·           To review all single matches and determine which items you want to link, do the following:

a.         Click the Single matches link in the Potential ERP matches region of the Background Item Matching page.  Dealer Gateway displays the Items with a single match table on the Background Item Matching page.



The table includes the following columns and rows:

o          Link: This column displays a check box that indicates if the vendor partner item listed on this row and the item in your software data is to be linked (box is checked) or ignored (box is not checked) when you click the Save icon.  Two rows are listed to the right of this box.  The top row lists the selected vendor partner's information for this item, and the bottom row lists the item information from your software system.
Note: By default, this box is checked for all single-match records.

o          OEM Number: This column lists in the top row the selected vendor partner's OEM number and in the bottom row the OEM number from the record in your software system that appears to match this selected vendor partner's item record.  The selected vendor partner's OEM number is always displayed in bold font.  The OEM number listed from your software system is displayed in bold font if it matches the selected vendor partner's OEM number.

o          Item Number: This column lists in the bottom row the current Item number from the record in your software system that appears to match this selected vendor partner's item record.  This number is displayed in bold font if it matches the selected vendor partner's OEM number.

o          Vendor Item Number: This column lists in the bottom row the current Vendor Item number from the record in your software system that appears to match this selected vendor partner's item record.  This number is displayed in bold font if it matches the selected vendor partner's OEM number.

o          Make: The column lists in the top row the selected vendor partner's Make if the selected vendor partner provided that information.  This column lists in the bottom row the Make from the record in your software system that appears to match this selected vendor partner's item record.  This number is never displayed in bold font because Dealer Gateway does not attempt to match items based on Make.

o          Model: The column lists in the top row the selected vendor partner's Model number if the selected vendor partner provided that information.  This column lists in the bottom row the Model from the record in your software system that appears to match this selected vendor partner's item record.  This number is never displayed in bold font because Dealer Gateway does not attempt to match items based on Model.

b.         To ignore an item, uncheck the box in the Link column.

c.         To save your selections on this page, click the Save icon.  When you click this icon, Dealer Gateway:

o          Links the items for which the Link box is checked.

o          Moves to the Ignored Items list the items for which the Link box is not checked.
Note: If you need to undo the Ignore action for any item at a later time, see the Viewing All Items > Accessing and Editing the Status of Ignored Items link in the appropriate Supplies Tile, Equipment Tile, or Parts Tile topic.

o          Updates the counts on the Supplies, Equipment, and Parts tiles on the Dealer Gateway home page.

o          Displays the next set of ten items if you have additional single matches to review, or displays the main Background Item Matching page if no single match items remain to review.

5.         To review Multiple Matches—items where Dealer Gateway found more than one record in your software system where the current Item Number, OEM Number, and/or Vendor Item Number matched an OEM number from the selected vendor partner—and determine which items you want to link, do the following:

a.         Click the Multiple matches link in the Potential ERP matches region of the Background Item Matching page.  Dealer Gateway displays the Items with multiple matches table on the Background Item Matching page.



The table includes the following columns and rows:

·           Link: This column includes the following rows:

o          In the top row, the selected vendor partner's name.

o          An ERP row for each record in your software system where your current Item Number, OEM Number, and/or Vendor Item Number matched the selected vendor partner's OEM number.  This row includes an arrow-in-a-circle icon that you can click to indicate you want to link this row from your ERP system to the selected vendor partner's OEM number.

o          In the last row, an arrow-in-a-circle icon to the left of the word Ignore.  You can click the arrow-in-the-circle icon to indicate you do not want to link any of the items from your software system to the selected vendor partner's OEM number.
Note: By default, Ignore is selected for all multiple match records.

·           OEM Number: This column lists in the top row the selected vendor partner's OEM number and in the ERP rows the OEM number from each record in your software system that appears to match this selected vendor partner's item record.  The selected vendor partner's OEM number is always displayed in bold font.  The OEM number listed from your software system for each row is displayed in bold font if it matches the selected vendor partner's OEM number.

·           Item Number: This column lists in the ERP rows the current Item number from the record in your software system for each row that appears to match this selected vendor partner's item record.  This number is displayed in bold font if it matches the selected vendor partner's OEM number.

·           Vendor Item Number: This column lists in the ERP rows the current Vendor Item number from the record in your software system for each row that appears to match this selected vendor partner's item record.  This number is displayed in bold font if it matches the selected vendor partner's OEM number.

·           Make: The column lists in the top row the selected vendor partner's Make if the selected vendor partner provided that information.  This column lists in the ERP rows the Make from the record in your software system for each row that appears to match this selected vendor partner's item record.  This number is never displayed in bold font because Dealer Gateway does not attempt to match items based on Make.

·           Model: The column lists in the top row the selected vendor partner's Model number if the selected vendor partner provided that information.  This column lists in the ERP rows the Model from the record in your software system for each row that appears to match this selected vendor partner's item record.  This number is never displayed in bold font because Dealer Gateway does not attempt to match items based on Model.

b.         To link an item, click the icon in the Link column to the left of the ERP row from your software system that you want to link to the selected vendor partner's OEM number in this group of rows.

c.         To save your selections on this page, click the Save icon.  When you click this icon, Dealer Gateway:

·           Links the items for which you clicked the icon in the Link column to the left of an ERP row.

·           Moves to the Ignored Items list the items for which the Ignore arrow-in-the-circle icon is selected in the Link column.
Note: If you need to undo the Ignore action for any item at a later time, see the Viewing All Items > Accessing and Editing the Status of Ignored Items link in the appropriate Supplies Tile, Equipment Tile, or Parts Tile topic.

·           Updates the counts on the Supplies, Equipment, and Parts tiles on the Dealer Gateway home page.

·           Displays the next set of ten items if you have additional multiple matches to review, or displays the main Background Item Matching page if no multiple match items remain to review.

6.         When you are satisfied that you have linked all the vendor partner items from both the Single matches and Multiple matches lists that you want to link, you can click the [Ignore Remaining Items...] button in the [Vendor Partner] Items area to move to the Ignored Items list all remaining items from the selected vendor partner (including items Dealer Gateway identified as potential matches that you have not yet linked and saved).
Note: This step is optional, but will help clean up the New item lists.  Before processing this step, you may want to review the updated New item lists from the Supplies, Equipment, and Parts tiles to determine if you want to import any of the items on these lists into your software system as new items.  To import new items, see the Managing New Supplies section of the Supplies Tile topic, the Managing New Equipment section of the Equipment Tile topic, and the Managing New Parts section of the Parts Tile topic.

If you choose to ignore remaining items, do the following:

a.         Click the [Ignore Remaining Items...] button.  When you click this button, Dealer Gateway displays the message:

b.         To confirm your selection, click the  [Ignore remaining items...] button.  When you click this button, Dealer Gateway does the following:

·           Moves to the Ignored Items list any remaining items from the selected vendor partner that you have not linked to an item in your software system.
Note: If you need to undo the Ignore action for any item at a later time, see the Viewing All Items > Accessing and Editing the Status of Ignored Items link in the appropriate Supplies Tile, Equipment Tile, or Parts Tile topic.

·           Updates the counts on the Supplies, Equipment, and Parts tiles on the Dealer Gateway home page.
Note: If you need to undo the Ignore action for any item at a later time, see the Viewing All Items > Accessing and Editing the Status of Ignored Items link in the appropriate Supplies Tile, Equipment Tile, or Parts Tile topic.

If an error occurs during Background Item Matching processing, the system displays a Pending Items tile on the home page (if it is not already displayed), updates the pending action count on the Pending Items tile, and adds the pending action with an error message to the Pending Actions page.

To review these items and take the appropriate corrective action, see the "Troubleshooting Errors Listed on the Pending Actions Page" section of the Pending Items Tile topic.