Pending Inbound Documents

With all the setup now complete your trading partners can start sending their orders into your Microsoft Dynamics 365 Business Central environment via our Clever EDI App.

The first thing you will need to do is navigate to the Pending Inbound Documents screen. You can do this via the Search from your Role Centre.

The Pending Inbound Documents screen is where you can view files that have not yet been accepted into Dynamics 365 Business Central. From this screen there are several actions that can be run to process your Inbound Documents.

If you choose to Accept your inbound document you must highlight the record or records. If any records have failed to be accepted they will be flagged as having a Processing Error. Failed inbound documents will remain in the Pending Inbound Documents screen until they have either been rejected or the error rectified. Any records that have passed all validation will be visible on the Accepted Inbound Document screen

NB: Inbound Documents can also be flagged as having a Processing Error before they have been accepted based on the field mappings.

Other options include Reject, where instead of accepting an inbound document from a trading partner you may want to reject the document. If this is the case the record will disappear from your current list, instead creating an entry on the Rejected Inbound Documents page.

Clicking on the Show Error action will show you the reason why the inbound document has a processing error against it.

If multiple documents are coming through from the same trading partner you can consolidate them into one huge document, treating the inbound document as one Sales Document on creation rather than several smaller ones. If you do click on the Consolidate Documents action you must then decide which document you want the lines to be consolidated into.

Once selected you will see how instead of two records on the screen there is only one record in the inbound documents screen containing the lines from both documents.

NB: Please check with your trading partner if you can use this functionality as some trading partners need their invoices to be specific in that way that they sent the order.

As mentioned before if a file has failed it will be flagged as having a processing error, remaining in the Inbound Documents screen waiting for an action to be carried out on it. Most processing errors tend to be around missing data, data which you can easily fix before reprocessing the document.

If a file has failed, the first thing to do is view the processing error. Explained earlier you can click on the Show Error action on the page and a pop up will appear on the box detailing the failure. The other option is to click into the record, opening the document that you are going to be accepting.

On the document header you can see the error in a field labelled Error Text.

With the error identified you can navigate to the correct pages to populate the correct Microsoft Dynamics 365 Business central pages with the missing data. You can use the search to get to the pages you require, or you can use the EDI action on the Pending Inbound Document to quickly get to the pages you need to.

After making the changes to your data you can click on the Validate action Clever EDI will check the message to ensure it meets the criteria for the validation method set on the document agreement. If the error is still present upon validating it will remain in the log, as still having a Processing Error. If it meets all the criteria the Inbound Document will not be flagged as having a processing error and ready to be accepted.

Other actions on the page include being able to Accept or Reject the Inbound Document.

By clicking on the Additional Data option, you can view other data that has been captured in the Inbound Document (Additional Data), or tracking information relating to lot or serial tracking (Tracking).

There is also an Additional Data button at line level, allowing you to see any further information captured at line level which is different to the Inbound document’s header level.