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What Are Item Masters?

Item masters are your organization's catalog of products and services, synced automatically from your ERP. They represent the items you purchase and are used throughout the invoice processing workflow to match line items, auto-populate coding fields, and validate pricing.

What Item Data Includes​

Each item master record can contain the following data, depending on what your ERP tracks:

  • Item number / SKU -- The unique identifier for the item.
  • Description -- What the item is.
  • Unit of measure -- How the item is measured (e.g., each, case, hour).
  • Standard price -- The expected unit price for the item.
  • Vendor associations -- Which vendors supply this item.
  • GL account mappings -- The default GL account for purchases of this item.
  • Dimension defaults -- Default dimension values such as department, cost center, or project.
  • Custom fields -- Any additional item attributes your ERP tracks.

How Items Are Synced​

Item masters sync automatically from your ERP integration, just like vendors, purchase orders, and chart of accounts data. There is no manual import process -- your ERP is the source of truth, and Mod AI keeps its item data in sync on a regular schedule.

How Items Are Used in Mod AI​

Item masters play a central role in several parts of the invoice processing workflow:

Line Item Matching​

When the AI extracts line items from an invoice, it matches them against your item master to identify what was purchased. This matching uses item descriptions, SKUs, and vendor associations to find the correct item record.

Coding Automation​

Items can carry default GL accounts and dimension values. When a line item on an invoice matches an item master record, those defaults automatically populate the coding fields -- saving you from looking up and entering codes manually.

Price Variance Validation​

The AI compares the invoiced price for each line item against the item master price and flags significant variances. This catches unauthorized price increases, billing errors, and contract pricing violations. See Price Variance for details.

Dimension Population​

Items carry dimension data -- department, cost center, project, and others -- that auto-fills the coding interface when a line item is matched. This ensures consistent dimension coding across invoices for the same items.

Custom Fields​

You can define custom item fields that map to your ERP's item structure. This allows Mod AI to sync and use whatever item attributes your ERP tracks, even if they are non-standard fields.

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Item masters make the coding process faster and more accurate. The more complete your item data in your ERP, the more Mod AI can automate.

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