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Infor XA Item Master Field Worksheet

Item master quality decides whether a migration or cleanup goes smoothly. This worksheet turns the review into a list of fields with an action, an owner and an effort estimate that rolls up into working days.

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Field or concept	Example XA value	Records affected	Action	Owner	Minutes per record	Effort (hours)
						150
						120
						30
						30
						0
						90
						75
						20

Records touched (sum of rows)

114,000

Total effort (hours)

515

Effort in working days (7.5 hours)

68.6667

Field names here are descriptive concepts, not exact XA file or column names, because they vary between releases and modifications. Replace the rows with the fields on your own item master and fill in minutes per record from a short sample.

AI assisted item master review

Optional: a short look at how AI can flag duplicates and obsolete items for your team to confirm.

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How to use the worksheet

Replace the sample rows with the real fields on your XA item master, including any user defined or added fields. For each one, enter a typical value, the number of records affected and choose an action: keep, clean, map to a new value or retire. Add an owner who can decide, and estimate minutes per record by timing a sample of ten. Effort per row calculates automatically and the summary converts the total to working days. Export to Excel to share and track.

Choosing the right action

Keep means the value moves across unchanged. Clean means the value is right in concept but needs correction, such as inconsistent descriptions or wrong units. Map means the old code becomes a different code in the target, which is typical for item classes and units of measure. Retire means the record or value is dropped, such as items with no activity for years. Each action has a different cost and risk, so being explicit drives a realistic plan.

Keep: no effort beyond load testing.
Clean: manual or scripted correction.
Map: build and test a translation table.
Retire: agree rules with finance and quality.

Reading the effort number

The effort total is an estimate of hands on data work, not project duration. A figure of a few dozen days spread across several owners is normal for a medium item master. If one row dominates, for example descriptions, consider scripted cleansing and sample based review instead of record by record edits. Always add time for review and for reloading after corrections, since a first load rarely passes cleanly.

Common mistakes

Teams migrate every item that exists, including thousands that nobody has used for years, which inflates both effort and ongoing noise. Others forget user defined fields that carry real meaning, such as customer part numbers or compliance flags. Finally, mapping tables are agreed informally and never documented, so nobody can explain later why a class changed. Record each decision in the worksheet.

Frequently Asked Questions

Are these exact XA field names?

No. They are descriptive concepts because file and field names differ between releases and customizations. Replace the rows with the actual fields from your own item master and any user defined fields you added.

How do I estimate minutes per record?

Time yourself or a colleague on a random sample of about ten records for each action, and use the average. Include time to look things up. Add a margin for review, since the first pass is faster than the second.

Should I migrate obsolete items?

Usually not as active items. Agree a rule, for example no transactions for several years and no open demand, and retire or archive those. Keep what you need for history, warranty or audit obligations, and document the rule.

Can I use this for tools other than XA?

Yes. The structure works for any item master review. Only the sample rows are XA flavored, so rename the fields to match your own system and the effort math still applies.

If your item master has too many records to review by hand, we can use AI to flag duplicates, inconsistent descriptions and likely obsolete items for your team to confirm.

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