To fix Import Errors – it is IMPORTANT that you have the Printed Invoice so you can properly repair errors.
Once you have clicked Process, there may be a link presented indicating the number of errors encountered. Click the link to proceed to a window to view and correct errors.
A list of errors will appear, you must then click on the error you wish to address and choose from the drop down [Select Option] menu the appropriate diagnosis for the error on the line that is highlighted in blue.
For example,
· "Order code not found" which could mean the item does not exist in the database or just the order code has been changed or a different pack size has been substituted.
· Imported description does not match Suppliers item description – an easy fix. This just means that the item has been found but because the description is being analyzed it is not matching the description. Could be even one character different if the supplier has changed. To fix this click modify case size and delete the existing case description and the new one will be copied to the system on save.
· An item has no case information and is a delivery or tax item. For this you can click General expense and select the GL Account to assign to.
· An item is an expense such as cleaning supplies or smallwares
Options:
Create new item - this choice will open the items window in NEW mode and with information in the supplier portion of the window already populated. Take note that the description for the item is in the Supplier item description, allowing you to cut and paste the name of the item to the Item Description field. This description is important for future EDI imports as the supplier item description is looked at before the Item Description for error checking. You will have to indicate the Recipe unit, identify the case unit and the amount per case unit. see Entering items
Add new Case size - Optimum Control will ask you to select an item to which you want to add the case size to. Again, you will be asked to enter the case size and secondary units. READ THE INVOICE CAREFULLY TO MAKE SURE THE CASE SIZE YOU ARE ENTERING IS CORRECT.
Modify case size - in some cases, when the message “Order code does not exist” you may wish to modify the existing case size and change the order code to the new coder code. Again, double check to make sure the case size is correct.
General Expense - if the item listed is not an inventory item and should be listed under general expense, select General Expense and a listing of accounts will be presented. Choose the account and click OK, this item will be places in the Expense portion of the saved invoice.
Ignore - choose this option to Ignore the error and fix at a later time. the item will be saved as a general account expense, you can then open the invoice window at a later time and make the changes. IT IS IMPORTANT THAT YOU EITHER REPAIR ERRORS OR OPEN THE INVOICE AND MAKE THE NECESSARY CHANGES TO CORRECT THE ITEMS, OTHERWISE INVOICE WILL NOT BE SAVED.
NOTE: Your supplier may have indicated that the case unit is CA rather than cs. To associate the CA with your case units. Choose Supplier from upper menu and select your supplier and click UOM Alias. Select Case from drop down on left and indicated alias of CA.
Click Reprocess to make sure all errors have been dealt with.