Invoice Import Invalid Line Actions

Each line will have a detailed error, Select the action to fix.

Message

Fix

"Order code not found"

This could mean the Order Code does not exist for any Items or case sizes listed for this Supplier or the Order Code has been changed or the Pack Size has been substituted.

“An item has no case information and is a delivery or tax item”

For this, you can click General Expense and select the proper General Ledger (GL) Account.

“Case description does not match Suppliers item description”

This means that the Item has been found but the supplier’s description of the item does not match what is in Optimum Control (e.g. one character different if the Supplier has changed).

To fix this, click Modify Case Size and Delete the existing case description. The new one will be copied to the system upon saving.

“Imported unit of measure does not match Purchase unit of measure or case unit of measure”

This message means the Invoice import cannot interpret the Purchase Unit and/or Split Unit.

To fix, choose to Add a Case Size and review the existing Case Size. You may need to change one of those units to match what it is expecting.

“An item is an expense such as cleaning supplies, small wares, office supplies“

To detail non-item and/or tax purchases, you need to choose General Ledger (GL). Detail the Account to put the expense to.

 

NOTE:  Often the best action to take is to “Add a Case Size” as many times the error appears due to a substitution.

Action -  Choose one of the following actions as detailed and click Go.

Details

Create Item

 

Use this action if this is a brand-new Item that you have never purchased before.

Be very careful here that the Item is not already in your database. If it is, then this would be a new Pack Size, not new Item.

NOTE: This function will not be allowed if you do not have Permissions to create Items.

Add a Case Size

 

This action is used if this Item already exists in Optimum Control but this is the first time you are purchasing it from a different Supplier or have received a different Case Size for this Item from the same Supplier.

Take special care when adding the Case Size to make sure the entry is accurate.

Modify Case Size

Use this action if the Case Size for the Supplier exists but there needs to be an update such as changing the Order Code or the Supplier Description does not match.

General Expense

 

This action should be used for Items/Amounts on the invoice that are NOT Inventory or Stock Purchases. It will place the amount to a General Ledger (GL) account of your choice for this import and future imports with the same Item number.

General Expense (1 time)

Use this choice if only expensing the Item once.  Each time the invoice comes in you will need to choose the GL account.

Ignore

You can only select this action if both the Quantity and Line Total are 0. Some Suppliers do this to indicate that you tried to order this but you did not receive it (e.g. out of stock).

 

Complete Save - Click Process  and the invoice will either be saved and marked imported or Optimum Control will inform you that it could not successfully process the invoice.