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Validate an order: check it and send it to your ERP

  • Utilisateur

Validate an order when it waits in To validate. Compare what Hyperfox read with the source document, correct what is wrong, and send the order to your ERP. If you are new to inquiries and orders, read Inquiries, orders and lines first.

Check before you start​

  • The order is in To validate. While its inquiry is still in Processing, you cannot open it.
  • Nobody else has the inquiry open. When a colleague has it open, their initials show in Open by a colleague and the inquiry opens read-only for you. What happens when you and a colleague open the same order explains the lock.

Check and correct the order​

  1. In To validate, click the row of the order. The validation screen opens with the e-mail and its attachments in the source pane and the order beside it.
  2. In the source pane, click the attachment that holds the order, for example the PDF. The attachment opens in the source pane.
  3. Compare Order details with the document, field by field, and correct what is wrong. In a picker, type to search your reference data and choose the right record.
  4. Compare Lines with the document: item, quantity and unit on every line. To correct lines, follow Fix order lines: item, quantity and unit.
  5. When the inquiry has several order tabs, repeat steps 3 and 4 on every tab.

To stop and continue later, click Save. The orders keep the status Saved and stay in To validate. Save checks every order of the inquiry first. While a required field is empty on any of them, it saves nothing and shows "Save failed": "Fill in the required fields. The errors are shown at the fields.".

Clear the errors​

Validate stays disabled while any order has an error. A count on an order tab shows how many errors that order has.

  1. Press Ctrl ⇧ E (Ctrl Shift E on Windows), or click Show errors to resolve. The Errors to resolve pane opens.
  2. Click an entry, for example "Line #1 · Item" with "Item is required". Hyperfox jumps to the field.
  3. Fix the field. The entry disappears as soon as the field is valid.
  4. Repeat until no order tab shows an error count. ⌥ ↓ (Alt ↓) goes to the next error.

Warnings and info never block Validate. When there are any, the pane reads Errors & warnings. Read them and decide whether the order needs a change.

Check what reaches your ERP​

Check that every field your ERP needs has a value, also the fields without an error. Check that the order has no empty lines. Add, delete and fill lines shows how to fix them. A field or note that does not show up in your ERP is covered in A field or note I filled in did not reach my ERP.

Validate​

  • Click Validate, or press ⌘ Enter (Ctrl Enter on Windows). Hyperfox shows "Approved" and returns to To validate.

Every order of the inquiry that was Pending Validation, Saved or Submit Failed is now Validated and on its way to your ERP. In a split inquiry, Validate sends all those orders at once. How a split inquiry works: one document, several orders has the details.

When you replaced an automatically matched customer, item or unit, Hyperfox records the correction in Codex and applies it to later orders. How Codex learns from your corrections explains how. The path the order takes after Validate is in How an order reaches your ERP.

See also​

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