When the business document is received in the invoice-processing software, Basware AP Automation, the user processing the invoice should mark any data-capture errors in AP Automation by selecting the error code from the dropdown menu. Reporting feedback helps ensure quality and provides learning, for example, in the context of AI development. When reporting, the user should edit the invoice inside AP Automation and move it forward. A business document should not be resent to the data capture service if there are capturing errors. The idea is to process the document and provide feedback so that, 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, and always record the field names where the error occurs if error code 90 is selected. If a field is not available in the drop-down list, it is a custom field. In such a scenario, select error code 999 and record the field name and the expected value.

The difference between "missing" and "wrong" in the error code list is that "missing" indicates the field was empty in AP Automation, whereas "wrong" indicates a populated value needs to be replaced. In such cases, AP Automation may modify the captured field value when importing data files from Basware Network services. The given feedback is initially used to verify data capture. If no errors are found on the data capture side, the reported error is also investigated from the import to the AP Automation part.

Basware is rolling out a new feedback method based on changes made during SmartPDF's self-validation phase and in AP. Please contact Basware's support team or your Customer Success Manager to find out if your setup is eligible for the new Quality Feedback Service.

Here is a 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 business documents are received; often, the supplier originally sent them, and the person's email address is added to the CC field, who then forwards the same document to the data capture service.
    • More details about duplicate invoices
• 92 Poor image quality
  
  • Only for paper documents; not applicable to 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.
  • Basware standard supplier matching steps and troubleshooting supplier matching issues, see Master data error.
• 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 tax amount when 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 provide a due date; instead, they inform 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.
  • Basware standard supplier matching steps and troubleshooting supplier matching issues, see Master data error.
• 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 tax amount when 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
  • Only to be used if the document is incorrectly assigned as an invoice, a credit invoice, or a NON_INVOICE - more information see Business document handling.
    
    • If the document should have a sub-type, for example, PO Invoice or NON-PO Invoice, another code should be selected. In this example, should the PO be captured if that causes the sub-type selection to be incorrect?
• 999 All other fields which are not listed
  
  • If used, then in the open comment box, the names of the fields must be written, and the expected value
    
    • For example: Ship to ZIP code 12345-1234

Useful links:
- Export your feedback report from AP Automation via Insights