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AI agent for data entry specialists

Inventory Master Data Agent

A clean item master with one record per real item.

Data cleanupOperations
See how it worksGet access
Inventory Master Data Agent: what goes in, what the agent does and what you get

What it does

Item master records often have inconsistent descriptions and duplicate identifiers, which causes wrong orders and phantom stock. Each quarter this agent finds conflicting or duplicate records. It checks authoritative sources, such as supplier part numbers and measured specifications, to decide if two records are truly the same item. Similar descriptions with different specs are never merged. For true duplicates, it prepares reversible corrections with an undo plan. The inventory administrator approves all merges and stock changes. Edge case: two 'M8 bolt' records differ in length, so they stay separate.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Cleanup cycle 2 USES A TOOL Identify conflicting records 3 USES A TOOL Check authoritative sources 4 CHECKS THE RESULT Are they truly the same item? If not: keep separate. Back to step 3. 5 DOES Prepare reversible corrections 6 YOU APPROVE Inventory administrator approves 7 RESULT Item master cleanup draft
Read the steps as a list
  1. Cleanup cycle
  2. Identify conflicting records
  3. Check authoritative sources
  4. Are they truly the same item?If not: keep separate. Back to step 3.
  5. Prepare reversible corrections
  6. Inventory administrator approvesThe agent waits here for your OK.
  7. Item master cleanup draft

How it decides

It uses exact identity and specifications to decide merges.

  • Merge only on exact identity and matching specs.
  • Every correction has an undo plan.
  • Records with open orders or stock are reviewed before merging.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Fields that define item identity
  • Authoritative sources (supplier part numbers, spec sheets)
  • Description naming standard
  • Cleanup schedule (default quarterly)

What keeps you in control

It always asks you first

  • Production merges
  • Stock changes

Hard limits

  • Staging only.

It stops when

  • Done: conflicts resolved.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe Q2 cleanup on 1 July finds 120 suspected duplicate pairs. The agent checks supplier part numbers and specs. The identity check fails for 31 pairs, including two 'M8 bolt' records with 30 mm and 40 mm lengths, so they stay separate. For 89 true duplicates it drafts reversible merges and clean descriptions. The inventory administrator approves 85 and asks about 4 with open orders.

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