When the business document is received in the invoice processing software P2P, the user processing the invoice should mark any data capture errors within the P2P. Reporting feedback helps to ensure quality and provide learning, for example, towards AI. When reporting, the user should edit the invoice inside P2P and move it forward. A business document should not be re-sent to the data capture service if there are capturing errors. The idea is to process the document forward and give feedback so that the next time the same supplier's document arrives, it will be more accurate.
When reporting an error, please report either the most significant error or multiple errors via error code 90, but then always write down the field names where the error occurs. If the field is unavailable in the drop-down list, it's a custom field. In such a scenario, the error code 999 needs to be selected, and it's mandatory to write down the field's name and the expected value.
The difference between missing and wrong in the error code list is that missing means that the field was empty inside P2P and wrong means that a populated value needs to be replaced in the P2P. It's likely in such a case that the P2P changes the captured field value when the data file is imported from the Basware Network services to the invoice processing system P2P. The given feedback is used first to check the data capturing, but if no error is found on the data capture side, the reported error is also investigated from the import part.
Here is the list of the error codes and explanations
- 90 Multiple issues
- Provide the names of the fields in the open comment field; if custom fields are used, write down the expected value after the field name.
- For example: Ship to ZIP code 12345-1234, Supplier
- 91 Duplicate
- Duplicate received business documents, but often, these are sent originally by the supplier, and then the person's email address is added in the CC field of the email, who will forward the same business document to the data capture service.
- 92 Poor image quality
- Only for paper documents; not applicable for emailed documents.
- If the emailed PDF image quality is poor, contact the supplier directly to get a better copy of the business document.
- 93 Combined invoice
- Only for paper documents; not applicable for emailed documents.
- Refers to a received document with more than one document inside a single file.
- 94 Non-agreed language
- 110 Missing company
- Means the receiving company, also known as the buyer party.
- 111 Missing supplier
- This means the sending party and is also known as a vendor.
- 112 Missing invoice number
- 113 Missing currency
- 114 Missing invoice total
- 115 Missing invoice date
- 116 Missing PO number
- 117 Missing tax sum
- The tax sum is the total amount of the taxes if the supplier presents the tax calculation in the summary section.
- 118 Missing contract number or payment plan
- 119 Missing due date
- Some suppliers do not write down a date when the invoice needs to be paid but rather a payment term, which is a separate field.
- 130 Missing payment reference
- 131 Missing bank account number
- 132 Missing buyer reference
- 133 Missing delivery note number
- 135 Missing VAT/ABN/TIN/TAX registration number
- Refers to the supplier's business registration number.
- 150 Missing net amount
- 151 Missing freight amount
- 210 Wrong company
- Means the receiving company, also known as the buyer party.
- 211 Wrong supplier
- This means the sending party and is also known as a vendor.
- 212 Wrong invoice number
- 213 Wrong currency
- 214 Wrong invoice total
- 215 Wrong invoice date
- 216 Wrong PO number
- 217 Wrong tax sum
- The tax sum is the total amount of the taxes if the supplier presents the tax calculation in the summary section.
- 218 Wrong contract number or payment plan
- 219 Wrong due date
- 230 Wrong payment reference
- 231 Wrong bank account number
- 232 Wrong buyer reference
- 233 Wrong delivery note number
- 235 Wrong VAT/ABN/TIN/TAX registration number
- 250 Wrong net amount
- 251 Wrong freight amount
- 252 Wrong invoice type
- 999 All other fields which are not listed
- If used, then on the open comment box the names of the fields must be written, and the expected value
- For example: Ship to ZIP code 12345-1234