The delivery date or issue date is wrong or empty
- User
- Admin
A date on an order in To validate is empty or wrong. Compare every date with the document and correct it before you click Validate.
Hyperfox has no built-in check on dates, and Codex does not learn a corrected date. The next order from the same sender is read the same way until your admin changes the instruction on the field. The reason is in How the customer reference, delivery date and note are read.
The delivery date is empty
The delivery date field on the order is empty.
Cause: The document shows no delivery date, or a date in a form the instruction does not cover, such as a week number or "ASAP". It can also show several dates, such as an order date and a loading date, without an instruction on which one to take.
Fix:
- Fill in the delivery date from the document, or as agreed with the customer, and validate.
For next time, if documents of this kind carry the date in one place, ask your admin to name that place in the instruction on the delivery date field. Example: "The delivery date is the date after 'Levering:'." If a missing date needs a default, ask your admin to add it to the same instruction. Example: "When the document gives no date, write tomorrow." The instruction can also say when the field stays empty, for example for orders from one country. Your admin finds example instructions in plain words.
If the date needs a calendar calculation, such as the next working day or a week number turned into a date, ask support.
An instruction applies to every order that Hyperfox reads with that AI mapping. After the change, your admin checks the result on a few earlier orders. Check the result of a changed instruction gives the steps.
The delivery date is in the past
The order shows a date of last month or last year, or a date the document does not show.
Cause: Hyperfox took a different date from the document or the e-mail, such as the order date, or misread the year. Nothing stops a past date, because Validate does not stop on a date before today.
Fix:
- Correct the delivery date and validate.
For next time, ask your admin to say in the instruction on the delivery date field where the delivery date is. The instruction can also say what to do with a date before today. Example: "When the date is before today, leave the field empty." Hyperfox knows today's date while it reads the order.
To get a warning on such dates, ask your admin for a warning rule in the AI mapping. A rule that compares two dates on the order works. A rule that compares a date with today is not reliable. Rules your admin adds to the AI mapping explains both.
Day and month are swapped
The document says 05/04/2026 and means 4 May, but the order shows 5 April, or the reverse.
Cause: Hyperfox writes every date as a standard date. It reads a date with slashes, dashes or dots day first, the way European documents write it, so 05/04/2026 becomes 5 April 2026. When a document writes the month first, as American documents do, the order shows a date with day and month swapped.
Fix:
- Correct the date and validate.
For next time, ask your admin to say in the instruction on the date field how these documents write dates. Example: "Dates on these documents are written month first: 05/04/2026 is 4 May 2026." Instructions in plain words, by example shows how to write one.
A time is wrong or missing
The hour of a delivery or a loading slot is empty or differs from the document. It can also be the start of a window instead of its end.
Cause: Depending on your order model, an hour is a field of its own or part of a date-and-time field. Hyperfox writes the hour in a standard form, so "14u30" becomes 14:30. A document can carry several moments, such as a loading slot, an opening time and a deadline. It can also give a window, such as "between 8 and 12". The instruction on each field then tells Hyperfox which one to take. Transport orders have their own loading and unloading times.
Fix:
- Correct the hour from the document and validate.
For next time, ask your admin to say in the instruction on that field which moment it holds and what to do with a window. Example: "Take the end of the delivery window. When the document gives no hour, leave the hour empty." More examples are in Instructions in plain words, by example.
The issue date shows today, or another day than the document
The issue date on the order is today's date or a day the document does not give. The issue date column in the lists can also be empty while the order shows a date.
Cause: If the document shows no issue date, or Hyperfox did not find it while reading, the validation screen fills in today's date. A different day from the document means that the reading took a different date from the document or the e-mail. Where the issue date comes from explains when the screen fills in today.
Fix:
- Compare the issue date with the document.
- If the issue date differs, correct it and validate.
- If the column in To validate is empty while the order shows a date, open the order and click Save.
For next time, if documents of this kind carry the issue date in one place, ask your admin to name that place in the instruction on that field. Example: "The issue date is the date after 'Datum bestelling:'. Never a date in the future."
Still wrong?
If the problem persists, contact support at [email protected]. Mention the inquiry id, the date field and the date on the document. How to report a problem with an order to support lists what else to send.