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Add a missing customer, address or item while validating

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Create a missing customer, delivery address or item from the picker while you validate. Hyperfox links the new record to the order at once. Do this when Hyperfox left the field empty because the record is not in your reference data yet. If you are new to how Hyperfox fills these fields, read How customers and delivery addresses are matched first.

Check before you start​

  • Search the picker first. Most records that seem missing are there under another name or number.
  • Adding records from the validation screen is switched on per list. If the picker has no Create new entry, add the record under Reference data instead, with the steps in Add, edit and delete reference data records.
  • If the list is filled from your ERP, also add the record in your ERP. Hyperfox fills the list from what your ERP sends. A later import can delete a record that exists only in Hyperfox.

The top row of the picker names the field the picker is filtered on, for example the customer. While the filter is on, the row is highlighted. The picker then shows only the records that belong to that field, such as the addresses of the customer. A row with a lock cannot be switched off. Hyperfox set the filter to stay on in your environment.

  1. Click the field.
  2. Type the number or code from the document, then part of the name.
  3. To search every record, click the highlighted top row, or press Ctrl ⇧ F (Ctrl Shift F on Windows). The filter switches off.
  4. If the picker shows that another field must be filled in first, fill in that field.
  5. Open the picker again.
  6. If the record appears, choose it.

If the record does not appear, create it.

Each option shows the record's main text with a second text under it. While the search box is empty, the record the field already holds is at the top of the picker.

Create the record​

Since the release of 19 August 2026.

  1. At the bottom of the picker, click Create new followed by the name of the list, or click Add followed by that name above the field. The Add panel opens.
  2. If the panel shows From AI response, leave it on. The panel shows it when Hyperfox read values for the record. The fields fill with what it read, shown under each field as "AI read".
  3. Correct what is wrong.
  4. Fill in every field Hyperfox set as required for your environment. These include the number or code of the record, such as the customer number.
  5. Click Create. The record is now in your reference data, for every colleague. The field on the order holds the record.
  6. Click Save or Validate.

Creating a record makes no Codex entry. There was no automatic match, so there is no wrong match to correct. Hyperfox does record your choice and applies it to the next document with exactly the same text. How customers and delivery addresses are matched explains how Hyperfox learns from your choice.

Fill the dependent field​

When you created a customer, the delivery address picker now filters on that customer and is empty. Create the address the same way:

  1. Click the address field.
  2. At the bottom of the picker, click Create new followed by the name of the list.
  3. Fill in the address.
  4. Click Create.

See also​

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