Purchase Order Parameters within prof.ITplus
- Select the correct company from the main menu.
- Select the ‘Purchase Order Processing’ option from the module selection menu.
- Select the ‘Purchase Order Parameters’ option from the next menu.
Within this menu, you’ll be able to change various parameters, notably variance / tolerance levels which can stop invoices from automatically being posted to the ledger if they succeed a less strict tolerance check in Therefore™ but fail when they reach prof.ITplus.
If the format does not match exactly, you can expect the following issues:
- Error: Unable to import any invoices (most common).
- Data from the EDI file showing up in the wrong place in prof.ITplus.
- Failing to match against supplier accounts, order numbers, and their relevant lines.
If there is an error, then please see the list of error codes at the bottom of the article for further information.
How to Import Invoices
The first step must be completed by OGL’s Software Support Team:
- Set the purchase ledger parameters to indicate the correct import format (Spectrum).
All subsequent steps can be completed by the user and become standard import routine:
- Select the correct company from the main menu.
- Select the ‘Purchase Ledger’ option from the module selection menu.
- Select the ‘Post Transactions/Global Amendments’ option from the next menu.
- Select the ‘Import Purchase Invoices/Cr. Notes’ option from the next menu.
- Select the ‘Inv. Import’ option, and then ‘OK’.
- Browse to the import file in the dialog box and select it.
- Wait for the invoices to be imported.
- You will be able to see how many succeeded / failed.
- Review the imported transactions using the ‘Display Imp’ option.
- Ensure any errors are investigated and report the error if necessary.
Error Codes
S – Stock code is invalid or does not exist.
B – Bad file format (raise with Spectrum).
N – Nominal code is invalid or does not exist.
U – Supplier is unknown and could not be matched.
M – Invoice could not be successfully matched to an order.
V – Standard validity checks (net + VAT = gross, net + VAT are positive, etc.).
T – Transaction with this reference already exists against the supplier’s account.
D – Transaction date is invalid – older than a year or forward posted beyond next period.
Q – Total invoice quantity is greater than the total receipted quantity for at least one line.
G – The product group code has been found but is not valid for the currently selected company.