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Catalogue cleansing · materials, vendors, services
We clean and standardise master data: taxonomy, templates, standard descriptions, duplicate and equivalent search. Our own AI tools speed up the work, and a master data specialist checks every group of records.
Source records
brg 6205 2RS SKFBEARING 6205-2RS1 25X52X15Bearing 6205 2RS (SKF)Bearing, ball, radial: 6205-2RS, 25×52×15 mm, SKF
Standard descriptions and attributes by template for every class
Duplicates found and linked to the golden record
Users and systems find every item without ambiguity
A list of unnecessary purchase requests and the savings potential
A catalogue ready to load into SAP, ERP or MDM
Our clients include
Definition
Master data cleansing brings a catalogue to one set of rules. Every record gets a class, a set of attributes from a template and an unambiguous description. Duplicates are found and linked to a golden record, and missing data is added from manufacturer catalogues and technical standards.
Before cleansing
brg 6205 2RS SKFBEARING 6205-2RS1 25X52X15Bearing 6205 2RS (SKF)Abbreviations, mixed case, attributes merged into one string. Search finds one record out of three, the stock is not visible, and the item is bought again.
After cleansing
MRO / Bearings / Rolling bearings / Ball bearings, radial
Bearing, ball, radial: 6205-2RS, 25×52×15 mm, SKF
The description is built from template attributes, so identical items no longer differ in spelling.
Data brought to one standardBy master data templates, with software that recognises the meaningful parts of each record
Several catalogues centralisedWe match two or more catalogues and build one version
Duplicates removedMatching that accounts for synonyms, format, type and other features
Better processesMaster data maintenance rules that fit your organisation
Higher master data qualityAutomatic checks plus manual review by experts against the rules
Higher profitabilityAccurate stock records, unnecessary purchases blocked, unrecorded stock put to use
When you need it
A catalogue gets cluttered gradually: everyone creates items their own way. The problems show when they start costing money or delay a project.
One item under different namesIt is in the warehouse, but a request buys it again.
Catalogue search does not workAbbreviations, mixed spelling, all characteristics in one field.
Moving to a new ERP or implementing MDMOld errors must not move into the new system.
Merging cataloguesSeveral plants or subsidiaries keep their own catalogues, and you need one.
The service is for catalogues of 20,000 items and more, most often in manufacturing, mining, oil and gas, energy and pharmaceuticals.
Stages
Four stages, each ending with a check and an agreed result. We work through the catalogue in groups of classes: the first groups are handed over while the next are still in progress.
What we do
What you get
What we do
What you get
What we do
What you get
What we do
What you get
Working together
For business-critical sections, such as finished goods, the result is agreed in rounds. Synopps experts prepare a proposal, your working group adds corrections, and the data owner approves the result.
2 or 3 roundsof corrections per section
We prepare the section
We classify records and build the section taxonomy
We discuss it with the working group
We show the taxonomy and records and collect comments
We approve
The section taxonomy and records are agreed
Synopps expertsmaster data specialists for the section and a master data lead
Synopps and the working groupyour material master specialists
Data ownerone per section
Results by stage
Besides a clean catalogue, you get the rules to keep it clean. These are the key project results.
94,908records in the export
Exact project scope
74,148to work on · 78%
20,760to archive: generic and obsolete
Of the records to work on
84%
matched to our templates
950 templates for the whole catalogue, the 100 most common cover 84%
Initial template match
11,112
potential duplicates
15% of records in work, checked in a separate stream
Savings potential
12,315
errors found
7 standard checks: mixed character sets, symbols, syntax, spelling and more
Fixed automatically
1Taxonomy
2 to 6 levels. Each end class has its own template.
2Template: attribute set
| Noun | Bearing | req. |
| Type | ball, radial | req. |
| Designation | 6205-2RS | req. |
| Dimensions, mm | 25×52×15 | req. |
| Manufacturer | SKF | opt. |
The noun is the defining word of a record. Together, the attributes identify the item without ambiguity.
3Description format
NounTypeDesignation,Dimensionsmm,Manufacturer
Bearing, ball, radial: 6205-2RS, 25×52×15 mm, SKF
The standard description is built from attribute values by this format, so identical items do not differ in spelling.
Before · 7 records
After · 4 golden records
brg 6205 2RS SKFBEARING 6205-2RS1 25X52X15Bearing 6205 2RS (SKF)3 → 1duplicates merged
Ball bearings, radialBearing, ball, radial: 6205-2RS, 25×52×15 mm, SKF
bolt m12x60 galvBolt M12*60 ISO 4014 zinc2 → 1duplicates merged
BoltsBolt, hex head: M12×60, ISO 4014, zinc plated
Gskt CAF 2mm 100*601 → 1by template
GasketsGasket, non-asbestos fibre: 100×60×2 mm
chk valve dn25 pn161 → 1by template
Check valvesValve, check: DN25, PN16
The documents are shown as examples. In a project they are built from your catalogue.
Project documents
We agree the methodology at the start of the project, and the catalogue is cleansed by it. We write the maintenance SOP during or after cleansing so the catalogue does not get cluttered again. Both documents stay with you.
Cleansing methodology for the Materials catalogue
Document · agreed at stage 1, before cleansing
Contents
Approved by the clientp. 1
Master data maintenance SOP
Document · during or after cleansing
Section 3. Creating a new item
Items are issued and purchased only against catalogue recordsp. 7
An SOP works when a tool supports it. For that we have new material requests with checks at entry.
Savings
We match confirmed duplicates against stock and open requests and give you a list of purchases you do not need to make.
How a duplicate leads to an unnecessary purchase
Before
Needed 10 EAVisible in stock 5 EArecord 1another 5 EAunder a duplicate, not visiblePurchase +5 EAAfter
Needed 10 EAIn stock 10 EAduplicates mergedPurchase 0request blockedReal case
16%
less spent on purchasing: the items were already in the warehouse under duplicate records. Figures in millions, local currency.
Approach
Synopps tools understand the structure of a record, fix errors and find duplicates even when they are worded differently. AI speeds up classification and processing, and a master data specialist checks and confirms each group.
CompletenessMandatory attributes filled to the standard
IdentifiabilityPeople and systems understand the description the same way
ConsistencyRecord characteristics do not conflict
No duplicatesDuplicates removed or linked to the golden record
We cleanse data with our own Synopps tools. See what each of them does.
Synopps Data Health
Duplicate and equivalent search, classification, descriptions by template.
Learn moreSynopps New Record
Checks at entry: class, attributes, duplicates.
Learn moreAI master data assistant
The same checks inside your SAP, ERP or MDM.
Learn moreWhat we cleanse
The methodology is the same, but each domain has its own templates, enrichment sources and duplicate rules.
Materials, spare parts, equipment. Classification, templates, enrichment from manufacturer catalogues, equivalent search.
Tax and registration numbers, bank details and addresses, merging duplicate suppliers and customers.
Vendor master dataStandard service names and classes for procurement, contracts and reporting.
Equipment, bills of materials, spare parts linked to equipment.
Equipment master dataWe link records to external classifications and update references to technical standards: ISO, DIN, ASME, API.
Working models
The choice depends on whether you have your own master data team and whether a system change is coming.
A
We run all four stages and hand over the agreed catalogue in your system's load format.
Your exportSynoppsGolden
B
We prepare the methodology, taxonomy and templates and train your specialists. Your staff cleanse the data, and we control quality.
C
We cleanse while MDM is being configured, so golden data is loaded at go-live.
To keep the catalogue clean after the project, you can hand over master data maintenance to us or add checks on new items at entry.
Timeline and cost
A catalogue of 50,000 to 60,000 records usually takes 2 to 3 months. Timing depends on data volume and the depth of checks.
Free assessmentup to 1 week
Audit and methodologymethodology, scope
Classificationtaxonomy, templates
Cleansingby groups of classes
Handoverin batches, migration
We estimate the cost after the free assessment of your export, once the volume and condition of the data are clear.
Migration
We prepare the agreed data in the target system's load template with the required fields and formats. First a test load, then production.
We also cleanse records created during the project, so the catalogue is complete at load time.
The duplicate merge matrix accounts for stock, requests and orders, so duplicates can be retired without losing history.
Experience
75,000 records of a central catalogue cleansed for an international mining company.
Client
An international mining company with subsidiaries in several countries. A central catalogue of 75,000 records, inconsistent item creation, duplicates, growing stock and excess purchasing.
What we did
FAQ
Did not find the answer? Send your question with a catalogue export to info@synopps.com.
It is the process of standardising and cleaning master data to make it consistent and reliable. Cleansing removes duplicates, unifies descriptions and attributes, improves analytics and makes procurement and inventory management more efficient.
Without clean data a business loses accurate analytics and pays for duplicate purchases and staff time. Cleansing gives one data standard and prepares the company for an MDM implementation or a move to a new ERP.
Companies with large catalogues of materials and services, from 20,000 items. Especially manufacturing, mining, oil and gas, energy and pharmaceutical companies.
We collect and analyse the data, set up templates and the taxonomy, run automated cleansing and check the results, then agree and hand over the clean catalogue. The results can be loaded into SAP, ERP or other systems.
A project for 50,000 to 60,000 records usually takes 2 to 3 months. Timing depends on data volume and the depth of checks.
Send a catalogue export (Excel or CSV) to info@synopps.com with a short description of the task. We will assess the complexity free of charge and propose an approach.
On request we sign an NDA and process data only for the agreed purposes. All files are kept in an isolated environment.
Free assessment
Send a request or email an Excel or CSV export to info@synopps.com with a short description of the task. We will show how many errors and duplicates the catalogue has and propose an approach.
Excel or CSV, part of the catalogue is fine
Volume, errors, duplicates, inactive records
Approach, timeline and cost