The customer reference is wrong, or the note is translated
- User
- Admin
The customer reference or the note on an order in To validate is wrong or empty. Type the right value in the field and click Validate, so the order reaches your ERP correctly.
Codex does not learn a typed reference or note. 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 names of these fields differ per environment. This page calls them your reference field and the notes field.
The reference holds another number from the document
Your reference field holds the delivery note number, the sender's own file number, an invoice reference or your own order number. It does not hold your customer's order number, or holds only part of it.
Cause: The document shows several numbers that could be the reference, and Hyperfox lists every candidate. The instruction on your reference field does not say which one is yours, or uses words that also fit another number. How Hyperfox reads the customer reference lists what that instruction can say.
Fix:
- Compare the reference with the document.
- Type the right number in your reference field and validate.
For next time, ask your admin to change the instruction on your reference field. The instruction then says what the number is called on these documents and what it is not. Example: "The customer reference is the number after 'Uw bestelnummer'. Never the delivery note number." Your admin finds example instructions in plain words.
One sender can call the number differently from the others, for example a bon number instead of a PO number. For next time, if so, ask your admin to name that sender and its number in the same instruction. If only part of the number came through, ask your admin to describe the whole number in the instruction. Example: "the reference is the letters, the slash and the digits after 'PO:'".
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.
Your ERP needs two numbers joined into one reference
Your ERP expects two numbers from the document in one reference, and the order holds only one of them, or both in the wrong order.
Cause: Hyperfox does not join numbers on its own. Your reference field holds what it wrote, following the instruction on that field. The instruction therefore has to name both numbers, their order and what goes between them.
Fix:
- Type the joined reference in your reference field and validate.
For next time, give your admin the rule in words and two example orders, to add to the instruction on your reference field. Example: "the bon number, a slash, then the PO number". When the reference has to be composed, shortened or replaced explains how such a rule works.
The document carries no reference, and your ERP needs one
Your reference field is empty. Your ERP refuses an order without a reference, or you always use a fixed text when the customer gives no number. An example of such a text is MAIL and a date.
Cause: If the document shows no reference, Hyperfox leaves the field empty. It writes no replacement of its own, unless the instruction on your reference field says to write one. If the field holds the replacement although the document carries a number, Hyperfox did not recognise that number as the reference. The replacement rule then applied.
Fix:
- Type the reference you agreed for such orders in your reference field and validate.
For next time, ask your admin to add the replacement to the instruction on your reference field. Example: "when the document shows no PO number, write MAIL followed by the date the mail was sent". A replacement like this is one of the rules for composing, shortening or replacing a reference.
If an order must never leave without a reference, ask support to make your reference field required. A required field that is empty blocks Save and Validate. What you can configure, and what Hyperfox configures lists who changes what.
The reference is too long for your ERP, or holds a character it refuses
Your ERP refuses the order or cuts the reference, for example because it takes at most 20 characters or no backslash.
Cause: Hyperfox does not shorten a reference and does not check its length or its characters. The reference goes to your ERP as Hyperfox wrote it and as you validated it.
Fix:
- Before you click Validate, shorten the reference in your reference field, or delete the character your ERP refuses.
For next time, ask your admin to add the limit to the instruction on your reference field. Example: "keep at most 20 characters and leave out a backslash". A limit works like the other rules for composing, shortening or replacing a reference.
Check the length of the reference before you validate, also after your admin changes the instruction. Hyperfox applies such a rule as part of reading the document, not as a fixed calculation.
The note is translated, or carries the sender's standard text
The notes field holds a translation of what the customer wrote, or the sender's footer, disclaimer or signature.
Cause: The instruction on the notes field does not say what belongs in a note and in which language the note stays. Hyperfox is set to copy text as written. Nothing tells it that the sender's footer or disclaimer is not part of the note. How Hyperfox reads notes describes what the instruction on the notes field can say.
Fix:
- Correct the note and validate.
For next time, ask your admin to say in the instruction on the notes field what belongs in the note. The instruction says that the sender's standard text does not belong in the note and that the note stays in the language of the document. Instructions in plain words, by example shows how to write one.
Still wrong?
If the problem persists, contact support at [email protected]. Mention the inquiry id, the field and the number on the document. How to report a problem with an order to support lists what else to send.