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Epiglossary

Customer part numbers and order data

Kinetic + Classic

Customer master data shapes every sales order: which part number the customer quotes, what description prints on their paperwork, and where it ships. This page covers the customer-side records that most often surprise people.

Customer part cross reference

Section titled “Customer part cross reference”

Customers often have their own part numbers. Customer Part Cross Reference (Sales Management > Order Management > Setup > Customer Part Cross Reference) maps a customer’s part number (and optionally revision and description) to your internal part.

  1. Choose the customer.
  2. Select New, pick your internal part, and enter the Customer Part Number, Customer Revision and Description.
  3. Save.

Order entry can then accept either number. The customer’s number is stored on the order line (OrderDtl.XPartNum), prints on customer-facing documents, and is available for BAQs. In the cross reference table itself (CustXPrt) the customer’s number is also XPartNum. The customer part shown in Part Maintenance reads from the same cross reference.

“The order line shows the wrong description”

Section titled ““The order line shows the wrong description””

Symptom: a part added to a sales order line comes in with a description that doesn’t match Part Maintenance.

Cause: the customer has a cross reference for that part, and the cross reference has its own description. For that customer, the cross reference description is used instead of the part master’s. It’s a separate copy, so changing the part description later doesn’t update it.

Fix: update the description on the customer’s cross reference record (or clear it if you want the part description). Existing order lines keep what they were given; edit them if needed.

Prevention: when you rename a part, check CustXPrt for cross references with their own descriptions and decide whether to update them too.

Attributes instead of UD fields

Section titled “Attributes instead of UD fields”

Customers and suppliers can carry Attributes: user-defined characteristics (for example ISO certified or Requires CoC) selected from a list you maintain. Attributes are stored as related records, so you get extra classification without adding UD columns to the database, and they’re available to BAQs and reports. Use UD fields when you need a typed value on the record itself; use attributes for tags.

Retiring a ship-to address

Section titled “Retiring a ship-to address”

Old ship-to addresses clutter order entry, but deleting them isn’t allowed once they’ve been used. Older versions had no way to mark a ship-to inactive, so the usual workarounds were renaming it (prefixing the name with something like “DO NOT USE”) or a BPM that hides it from ship-to lists (Filter and extend list results). Epicor announced an Inactive option for ship-to records for Kinetic 2023.2; if your version has it, use that.

“Invalid Prc Con Num” when changing an order

Section titled ““Invalid Prc Con Num” when changing an order”

Symptom: saving a change to an existing sales order fails with an Invalid Prc Con Num error.

Cause: the order header points at a customer contact number that is no longer valid, so validation fails on every save.

Fix: Epicor Support provides a data fix for this, FX_Upd_OrderHed_ShpConNum_to0, which (as its name says) resets the ship-to contact number on the order header to zero. Request it through a support case rather than editing the table yourself, then pick the correct contact on the order again.

Section titled “Related pages”

Sources

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