External Supplier Invoice Template STDSIN2

Hi, 

From a quick review, the SIN2 template does not include all available attributes, and even more important, it has far more attributes than needed for most clients. 

For that reason, many people copy that template and fine tune it based on needs. 

One such attribute that is not included in the template is the receipt reference (RECEIPT_REF). Try including that column in a copy of the SIN2 type template.   

I have not tested receipt reference in many years so I can’t say 100% this will work.  You can test.  The other attribute that may / may not be needed is the multiple records allowed (or similar).   I know multiple records is required in certain situations (maybe limited to customer invoice processing), but it may be needed for multiple receipt reference. (probably not but maybe). 

Also, when dealing with that SIN2 or similar templated, it’s always recommended to include a header record to show the attributes, and then a skip record function in external template control so IFS does not read the header as valid data.  Just makes testing 1000% easier.    

Best regards, 

Thomas

Thank you very much, Thomas. I have added the 'Receipt_Ref' column to the template. However, the challenge I am facing is that when I load two different receipt reference numbers for the same invoice number, the PO lines are matched only against the first receipt reference. As a result, the invoice ends up in an Unbalanced status. Please find the template along with header information.

I see several differences from what I’ve done previously.  My testing was for 1 invoice with multiple posting lines.  Try setting item ID as 1,1,1,1, for your records.  Then row ID would be, 1, 2, 3, 4.

Your test is a bit different.  In any case, I believe the issue is with linking the records with the correct sequencing.   It’s not super intuitive.

Per my “old” notes, the following also works for multiple posting lines.   Again, I think your issue is with the sequencing. 

The other concern is long ago (maybe 10 years ago) I was unable to get line level matching to work with those templates.  Back then only XML supported line level matching.    - Since I have not tested the exact scenario, I’m not 100% certain. 

It’s pretty easy to test over and over, with small changes to the record sequencing.  You should be able to review the external file transactions and look for the records processed & status / if an error message. Not for the file, but the file details. 

Sorry, but I’m multi-tasking. 

Best regards, 

Thomas

​@Adam Bereda Is it possible for you to help us resolve this issue?

Hi Pavithra,

We have three matching levels possible for the supplier: PO Header, PO Line, and PO Receipt.

It is important to note that PO matching is not performed on the external supplier invoice itself, but occurs later during the Posting Proposal stage. The matching process for the "PO Header" and "PO Receipt" levels pulls data from the invoice header, not from the invoice lines. Only "PO Line" matching uses the PO line details from individual invoice lines.

Given this, when loading multi-line invoices, the fields for the PO number and Receipt Reference must contain the same value across all lines. In practice, these values are fetched from the first line and are not updated when subsequent lines are loaded. If you need more than one receipt reference per invoice, during manual invoice entry you would use a semicolon-separated list in the Receipt Reference field on the invoice header. I believe the same approach will work for external loading.

Please try this approach (in your example, the receipt reference in the file for all four lines should be "P12376-1;P12376-2" as a single field in the comma-separated file). Make sure that double quotes are specified as the Text Qualifier in the template definition, or that you use the correct qualifier in your file.

I hope this helps you get the correct results!

Best regards,
 

Just tested quick.  

This works. 

Smaller template same concept as when a user enters multiple PO numbers. But in this, I loaded multiple receipt references.   Depending on needs, IFS does not require multiple records.   

Sure, you can load multiple records per invoice, but you must have successful data. 

My quick 15 minute test is below.  In this I have 2 different receipt references for the same PO.  Actually 3 receipt references were received, the invoice for 300 is for ref1 and ref 2 totaling 300.  I have a total 600 received but because we are matching on reflect ref, only 300 is available.  IFS automatically matched the 2 Po lines  

@Adam Bereda and @Thomas Peterson, thank you for your valuable input.

I was able to successfully upload multiple invoice lines with multiple receipt references. The change I made was to enter the receipt references as a semicolon-separated list on the first line only, while leaving the Receipt Reference field blank (null) on all subsequent lines. Please find the attched template for reference.

Best Regards,

Pavithra

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