1.      Setup | Imports/Exports | Maintenance | Edit Suspended Records

2.      Select Type of Import

3.      Select Transaction Set ID

4.      Select Status

5.      Apply Query

6.      Update EDI Invoice Records

DetailedSteps

·       In the Setup module, go to Imports/Exports.

·       Expand the Maintenance menu and select Edit Suspended Records,

·       In the Type of Import column, select EDI Import

·       In the Transaction Set ID column, select Vendor Invoice

·       In the Status column, select Failed Import

·       Right click in any of the columns and select Apply Query to retrieve all the failed invoice records

·       The top portion of the menu shows the invoice records that failed.

·       The bottom portion shows the details of the invoice and the actual error.

·       The error could exist on the Vendor Invoice Header or Vendor Invoice Line tab.

·       Click the Vendor Invoice Header tab first and then right click and select Show Errors to see the full error.

·       If the Vendor Invoice Header error message shows “General Error: This Record and its related Records failed validation” then this means the error is not on the header tab, it exists on the Vendor Invoice Line tab.

·       Click the Vendor Invoice Line tab and then right click on the error. Select Show Errors to see the full error.

·       There could be several items on the Vendor Invoice Line tab and some of the items could display the same “general error” above; use the up and down arrow on your keyword to locate which item has the error.

·       The error above is because the PO Line Number is invalid.

·       Go to Purchase Order Entry in P21, enter the po number and then locate the item id that is shown.

·       In this example, SAN 5740039 is in line number 1; not 10. Go back to the failed invoice and update the line number to “1”.

·       After the po line number has been updated, right click, and select Import Immediately. This will update the file and reimport the invoice.

·       Click OK to continue

·       You will receive a message stating the import was successful if all the errors have been fixed and then the invoice will disappear from the results at the top of the Edit Suspense menu.

·       If all the errors have not been fixed, then the file will reappear at the top of the Edit Suspense menu.

·       Repeat the steps above to correct all errors that exist on the Vendor Invoice Header or Vendor Invoice Line tab

Common Vendor Invoice Header errors: Vendor ID is Required / Po No Error

·       You can locate the Vendor ID and Purchase Order Number that is missing or invalid in P21. To do this, go to the Vendor Invoice Line tab and retrieve the item id. The item will help you locate the correct purchase order.

·       Copy the item id and then go to Item Master Inquiry in P21.

·       In this example, the correct item id is SAN 5725511. It is possible that the vendor will send the incorrect part number so you must confirm this is correct before proceeding.

·       In Item Master Inquiry, go to the Purchase History tab to locate the purchase order number.

·       Copy the po number and go to Purchase Order Entry. This is where you will retrieve the vendor id.

·       Go back to the Edit Suspense menu, update the Purchase Order Number and Vendor ID, and then reimport the invoice.

Common Vendor Invoice Line errors: PO Line Number Invalid

·       Go to Purchase Order Entry, enter the po number shown on the invoice and then locate the item id.

·       Locate the correct PO Line Number on the purchase order. In this example, the line number for SAN 6532422 is 2.

·       Go back to the Edit Suspense menu, update the Purchase Order Line Number field, and then reimport the invoice.

Common Vendor Invoice Line errors: Item ID is not Valid

·       Go to Purchase Order Entry, enter the po number shown on the invoice and then locate the item id.

·       In this example, the item id from the invoice is shown in the item description for part number SAN 5724399. This is the correct item.

·       Go back to the Edit Suspense menu, enter the item id SAN 5724399 in the Item ID field and then reimport the invoice.

Common Vendor Invoice Line errors: Item ID does not Match

·       Go to Purchase Order Entry, enter the po number shown on the invoice and then locate the item id.

·       In this example, item SAN 5782019 is correct; however, it is in line number 1; not line number 10 as shown on the invoice. This is the reason why the item failed on the invoice.

·       Go back to the Edit Suspense menu, update the Purchase Order Line Number field, and then reimport the invoice.

Note: If the item on the invoice did not actually match the item on the purchase order then the item would need to be updated on the invoice in the Edit Suspended records as well.

Miscellaneous Steps - Deleting invoices

·       On the invoice record located at the top of the Edit Suspended Records menu, right click on the invoice that should be removed, and then select Delete.

Reasons for deleting invoices

1.      The invoice is corrupted (missing a header or line tab) or missing a lot of information required to resolve the error. Delete the invoice and then request the vendor to reissue. Contact your EDI Admin for additional assistance if needed.

2.      The invoice is a duplicate. In the Vendor Invoice Header tab, the error message will state the invoice is a duplicate. Delete the invoice. Nothing further is required.