(Customer-Specific) Articles

Master data for identifying articles. At Workist we distinguish between a customer-specific article list and a general article list. We use the same data structure in Workist for both article lists.

Workist typically requires 2 separate files if both a general and a customer-specific article list are to be provided. In the Master Data Hub, these are two lists of the type Articles; in the channel, the general list goes into the Article Lookup ID field and the customer-specific list into the Debtor Article Lookup ID field.

warning

Workist always requires at least one article list!

info

When providing a customer-specific article list in addition to the general article list, the following columns are usually sufficient: partition_id, article_id1, article_id2, (optional) article_id3

note

If unit conversion is to be implemented in Workist, the order_units and sales_units must be provided. See: Unit Conversion

General and Customer-Specific List

• General list: all articles, without a partition_id. article_id2 and article_id3 are additional numbers under which Workist finds the article.
• Customer-specific list: one row per customer and article. partition_id contains the customer's client_id1, article_id1 your article number, and article_id2 the article number this customer uses on its documents. Workist then finds the article by the customer's number and outputs your article_id1. Workist shows the customer's number on the line item as the external article number.
• Rows with a partition_id only apply to this customer; unlike other lists, Workist does not offer them for any other customer (see Assignment to customers).

Several sales organisations: If the same article_id1 appears with different sales_organisation values in your article lists, as several rows or in several article lists, Workist offers the sales organisations as a choice on the line item. For orders, the Multiple sales organizations check flags such line items so that a user picks the right one (see validation checks).

Column Description

Required: Workist cannot use the record without this column. Recommended: significantly improves recognition. The import itself does not check columns: if a column is missing, the field stays empty.

#	Field Name	Status	Description
1	partition_id	Optional	Customer-specific list only: client_id1 of the customer the row applies to. Leave empty in the general list.
2	article_id1	Required	Your article number. Workist returns this number in the output. In the customer-specific list, use the same number as in the general list.
3	article_id2	Optional	General list: an additional article number under which the article should be found. Customer-specific list: the article number this customer uses. Workist shows it on the line item as the external article number.
4	article_id3	Optional	Additional article number, e.g. the EAN
5	description	Required	Article description. Workist also recognises articles by their description when the document has no article number. In the additional customer-specific list, the column can stay empty.
6	article_status	Optional	Status of the article, e.g. blocked or discontinued. With the channel's article status rules, Workist flags line items with this status for review, see validation checks.
7	gross_price	Optional	List price of the article before deductions or discounts. Workist shows it on the line item for information.
8	order_units	Recommended	Units in which the article can be ordered, as a list in one cell, e.g. ["BOX","PCE"]. Controls which units are available in the Workbench. An empty cell is imported as ["ST"].
9	sales_units	Optional / Required for conversion	Units in which the article is sold, as a list in one cell. Required if Workist should convert units: if a customer orders in another unit, Workist converts the quantity to a sales unit.
10	sales_organisation	Optional	The sales organisation that sells the article. If the same article_id1 appears with several sales organisations in your article lists, Workist offers a choice on the line item.
11	variants	Optional	Configurable dimensions of the article (e.g. colour, size), format: {'dimensions': [{'name': 'colour', 'values': ['red', 'blue']}]}. Not used for recognition; serves as information for downstream systems.
12	extra_data	Optional	Additional information as a JSON object, e.g. {"Brand": "Sample"}. Workist stores it with the record and shows it in the data explorer. By default, Workist does not use it for recognition.

Always provide several order or sales units as a list in one cell. Workist does not merge duplicate rows with different units: each row becomes a separate record.

Format

Columns that are not needed can be omitted from the data export.

Example file name: article_list.csv

article_id1;article_id2;description;gross_price;order_units
ART001;4001234;Schrauben M8x20 100er Pack;12.50;["Packung","Karton"]
ART002;4005678;Dübel 8mm 50er Pack;5.90;["Packung"]
ART003;4009999;Bohrmaschine XL Pro;149.99;["Stück"]

The example uses ; as delimiter. Set the delimiter in the import configuration; without a setting, Workist expects a comma.

Via the API you send the same columns as a CSV file or as JSON. Endpoint: Swagger, basics: Using the Master Data API.