How the customer reference, delivery date and note are read
- Gebruiker
- Admin
Hyperfox copies the customer reference, the delivery date and the note from the document as written. The instruction on each field says which text it takes.
These values are text, not records from your reference data like a customer or an item. Nothing is matched, so Codex learns nothing from a correction. The names of these fields differ per environment. This page calls them your reference field, the delivery date field and the notes field.
Fixes for a wrong reference or note are on The customer reference is wrong, or the note is translated. Fixes for a wrong date are on The delivery date or issue date is wrong or empty.
Customer reference
Hyperfox extracts values exactly as written, without correcting them. A document often shows several numbers that could be the reference. They include your customer's order number, the number of the delivery note, the sender's own file number and an invoice reference. It lists every candidate rather than guessing one. The instruction on your reference field says which candidate is the reference.
That instruction can say what the number is called on your customers' documents, such as "PO number", "Uw referentie" or "Bestelbon". It says where the number usually is, for example in the subject of the e-mail. It also says which numbers are not the reference. An empty customer reference lowers the accuracy of the order.
To find orders by reference, add the reference as a column to the order list.
When the reference has to be composed, shortened or replaced
Some ERPs need more than the number on the document (the customer reference or PO number). They need two numbers joined into one, a replacement when the document carries no number, or a reference of limited length. Hyperfox adds no such rule of its own. It does not join, shorten or replace a reference, and it does not check its length. Your reference field holds what Hyperfox read from the document, following the instruction on that field.
Such a rule belongs in the instruction on your reference field. The instruction can ask for any of these:
- Join two numbers, for example "the order number, a slash, then the project number".
- Replace a missing number, for example "when the document shows no PO number, write MAIL followed by the date the mail was sent". Besides the attachments, Hyperfox reads the e-mail itself with its subject, its sender and the date it was sent. Today's date is also part of what it reads.
- Take the number from the subject of the e-mail, for example "when the attachment shows no order number, take the number in the subject".
- Leave out characters your ERP refuses, such as a backslash, or keep at most a fixed number of characters.
Hyperfox applies such a rule as part of reading the document, not as a fixed calculation. The reference on the order therefore needs a check before you validate, above all when your ERP refuses a reference that is too long. Your admin adds a rule from a description in words and two example orders. Instructions in plain words, by example shows how to write one.
Dates
Hyperfox writes the date it finds as a standard date, so 25/04/2026 on the document becomes 25 April 2026 on the order. When the document shows no date for a field, the field stays empty. A document can carry several dates, such as an order date, a delivery date and a loading date. The instruction on each date field says which one Hyperfox takes.
An instruction can say where the delivery date is, for example after "Levering:". It can also say what an entry such as "ASAP" on the document means for you. Today's date is part of what Hyperfox reads. An instruction can therefore say what to write when the document gives no date, for example "tomorrow". A rule that needs a calendar, such as "the next working day" or a week number turned into a date, is a question for support.
Hyperfox can fill in a date that is already past. It has no built-in check on dates, and Validate does not stop on a date before today. The dates therefore need a check against the document before you validate. Your admin can add a warning rule to a date field of the AI mapping, for example "the delivery date is before the order date". The rule compares values on the order. The check of warning rules does not receive today's date. A rule that compares a date with today is therefore not reliable. Rules your admin adds to the AI mapping covers what such a rule can compare.
Where the issue date comes from
The issue date is the date the order was placed. Like the other fields, its name differs per environment, and not every environment has one. Hyperfox reads the issue date from the document like any other date. When the document shows none, it leaves the field empty.
If Hyperfox left the issue date empty when it read the document, the validation screen fills in today's date when you open the order. Save or Validate stores that date. Until someone saves the order, the issue date stays empty in the lists. A column with the issue date in To validate can therefore be empty while the order itself shows a date. If the issue date equals the day the order was opened or validated, the document usually showed none or Hyperfox did not find it. An order you add to an inquiry takes the issue date of the order you were on, because both come from the same message.
Notes
Hyperfox copies text as written and does not correct it. If a note is still translated, the instruction on the notes field is the place to fix it. The same goes for a note that carries the sender's standard text, such as a footer or a disclaimer. The instruction on the notes field can say what belongs in a note and what does not. It can also say that the note stays in the language of the document.
What you can change
When you correct a reference, a date or a note on the order and validate, that order is right. Hyperfox learns nothing from that correction. Codex records only corrections of fields that link to your reference data. Hyperfox reads the next order from the same sender the same way.
If the same value is wrong again and again, the lever is the instruction on that field. Your admin changes it under Admin settings > Mappings, writing instructions in plain words, by example. Operators give their admin the field, the sender and an example order. If the field you need is not on the order at all, support adds it to the order model and the AI mapping together. What you can configure, and what Hyperfox configures sets out the split of tasks.