Validate and review orders

Use this tab when an order in To validate is wrong, or when you want to know what Hyperfox did with it. Channels, routes, AI mappings and users are under Set up Hyperfox for your organisation.

Read first

1. How Hyperfox reads and fills in an order, step by step: what happens between the e-mail and To validate, so you know where a wrong value comes from.
2. Validate an order: check it and send it to your ERP: the daily task, from To validate to your ERP.
3. Fix order lines: item, quantity and unit: the corrections you make most often.
4. Hyperfox read this order wrong: find the page that fixes it: the page to open first when a value on an order is wrong.
5. What each part of the validation screen shows: every zone, button and message of the screen you validate in.

All pages

How do I…

• Validate an order: check it and send it to your ERP: compare the order with the document, correct it and send it to your ERP.
• Fix order lines: item, quantity and unit: change the item, quantity or unit, and add, delete or fill lines.
• Add a missing customer, address or item while validating: create the record from the picker when it is not in your reference data yet.
• Handle a split inquiry: add orders, move lines, validate: add or delete orders, move lines between them and check the totals.
• Reject an order: stop a test e-mail, a duplicate or an e-mail that is not an order from reaching your ERP.
• Work through a list order by order, without going back to it: step to the next or previous order from the validation screen, and let Validate open the next order.
• Find an order and check where it is: search, filter and sort the lists, see who validated an order and add a column.
• Review, narrow or switch off the corrections Codex learned: limit an entry to a customer or widen it, or switch off or delete a wrong entry.
• Retry an order so Hyperfox reads it again from the start: send an inquiry back for a new reading after a wrong route or an empty order, and what you lose when you do.
• Send a failed order to your ERP again: correct a Submit Failed order and validate it again, and what to do for any other status.
• How to report a problem with an order to support: find the inquiry id, and what to send so support can find the order without asking you again.

How it works

How Hyperfox reads an order

• What you can change so Hyperfox reads your orders better: what a correction, an instruction on a field and your reference data each change.
• How Hyperfox reads and fills in an order, step by step: the steps from the incoming e-mail to a filled-in order, and what each step depends on.
• How Hyperfox matches the item on each order line: how the text on a line becomes an item from your reference data.
• How quantities and units are read and converted: why boxes can become pieces, and what reaches your ERP.
• How customers and delivery addresses are matched: how the names and addresses on a document become a customer and a delivery address.
• How the customer reference, delivery date and note are read: where each value comes from, and why a note can come back translated.
• How Codex learns from your corrections: which corrections become a Codex entry, and how Hyperfox uses it on the next orders.
• How transport orders are read: stops, references, times and loads: where loading and unloading addresses, hours, loading metres, temperature and prices come from, and why Hyperfox calculates none of them.

How the screen works

• How errors and warnings decide whether you can validate an order: where errors, warnings and info come from, and why only errors block Validate.
• How a split inquiry works: one document, several orders: one inquiry with several orders, its tabs and its totals.
• What happens when you and a colleague open the same order: who holds the lock, when it ends, and what Take over does.

When something goes wrong

• Hyperfox read this order wrong: find the page that fixes it: start here when a value on an order is wrong.

Hyperfox read it wrong

• An item isn't recognised or the wrong item is matched: a line without an item, or with an item close to the right one.
• Almost no item is recognised, although it used to work: an import, the wrong customer, new codes, a new document layout, or a changed instruction or Codex entry.
• The unit is wrong: boxes became pieces, or a pallet became a box: a Codex entry, a unit missing from the item, two packagings on one line, or a customer's unit word.
• The order has fewer lines than the document: lines missing from a long document, a spreadsheet, the bottom of the e-mail or a later page.
• Quantities, units or lines are read wrong: wrong quantities and units, extra lines or missing lines.
• The customer or delivery address is read wrong: a missing or similar customer, the wrong delivery address or an empty accounting customer.
• The customer reference is wrong, or the note is translated: the wrong number, two numbers to join, no reference on the document, a reference too long for your ERP, or a translated note.
• The delivery date or issue date is wrong or empty: an empty or past delivery date, swapped day and month, a wrong time, or an issue date that shows today.

Sending to the ERP

• I validated the order, but it is not in my ERP: what Submit Failed, Submitted, Completed and Validated mean when your ERP does not show the order, and what to report.
• A field or note I filled in did not reach my ERP: a value in Hyperfox that is empty or missing in your ERP.

Processing and intake

• An order stays in Processing or never reaches To validate: an order that is missing, stuck, archived at once or empty.
• An order did not arrive in Hyperfox: where to look, what to ask the sender and what to report.
• The same order appears twice: why one order shows up twice, in Hyperfox or in your ERP.

The screen

• Save or Validate is blocked, or the order is read-only: what to do when the validation screen stops you.
• An attachment or the mail doesn't show in the source pane: "Preview not available", a grey pane, a Microsoft error or a file without a chip.

Quick reference

• What each part of the validation screen shows: every zone, button and message of the screen you validate in.
• What each order and inquiry status means: every status, what it means and which list shows it.
• What the dashboard and the three order lists show: what the Dashboard, Processing, To validate and Archive show.
• All keyboard shortcuts in Hyperfox, by screen: every shortcut, grouped by the screen it works on.

Planned

• The Codex screen (reference) — owner: to assign — every column, filter and action of the Codex list.

See also

• Get started with Hyperfox: your first hour, and where things are.
• Set up Hyperfox for your organisation: channels, routes, AI mappings, users and reference data lists.
• Connect Hyperfox to other systems: export profiles, webhooks, API clients and what Hyperfox sends to your ERP.
• Reference: one page per Admin settings screen, to look up a field or a toggle.