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external supplier invoice cannot find the pdf file

  • 2 August 2023
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When we import IFS e-Invoices then sometimes the file cannot be found. This means when the invoice gets created the file must be attached to the posting proposal manually. This is a awful lot of work when you receive more than 50 invoice a day. the result is that you dont have a pdf attached to the posting proposal which makes the creation of the posting very difficult.

I assume this has to do with the release of 22R1. New we must import the PDF through the IFS connect Document__file_Import

Before the release 22R1 the setup for the pdf file was made in the company header through the tab invoice:

The Problem (i assume) whenever the XML gets imported before the PDF(see below Message ID that the xml was imported first)

Then the pdf cannot be found when the invoice gets imported through ifs connect

Here the Setup:

The Routing Adress for the PDF import

Routing rule for the pdf Import :

Routing adress for the xml import

Routing adress for the XML import

One Reader for both routing rules

Here is an example where the File ID 341 worked and File ID 335 didnt work. This means in the File ID 335 the PDF was imported after the xml file:

According to the field Created From you see the Invoice with 210038.xml was imported before the connected PDF.

 

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Best answer by bytsophan 25 September 2023, 16:29

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There are two possible options to use without having to manually attach In this sort of a scenario where the image is loaded after the invoice is created.

  1. Rerun the image check in process using the command “Check In To Docman” available in window External Supplier Invoice Load Information.
  2. Schedule Check-In of Images background job to run again. If this job is scheduled to run periodically, this issue will be automatically resolved during the next run.

Hope this helps.

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Hi All

We have now found an other solution. Our IT created a script where we first fetch the PDF file from the folder and move it to the in folder of IFS, in order to created the external supplier document first. then as a second step we move the XML file to the same folder. Before we move the xml, the script validates the PDF file name in the archive folder if its exists. Valdiation can only be performed if the PDF file and the XML File have the same name.

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