Incoming document processings

The following processings are available from the Incoming document table.

Create customer or supplier from XML

This processing is used to create a customer or a supplier if it doesn't already exist.

This functionality is still in development.

The processing can only be used in the following cases:

  • Incm. doc. type = 1 - Order or 5 - Product catalogue
  • Incm. doc. status = 1 - New or 3 - Error

The new customer or supplier is created from the downloaded XML file.

Starting the processing

  1. Select the Incoming document rows you want to process.
  2. In the Processing menu, select Create customer or supplier from XML.
  3. Make settings in the dialog.
    Option Description
    Create customer options

    0 - Use next available number: Applies a new customer number as if using + in the Cust. no. field. If multiple account series are in use, the Account no. series dialog opens for you to select the correct series.

    1 - Leave customer number empty: Creates a new associate without a customer number, but with the customer data from the order XML.
    (CustomerSeriesFromNo) This setting is not in use in Business NXT.
    (CustomerSeriesToNo) This setting is not in use in Business NXT.

The processing reads the contents of the XML and searches the Associate table with Organisation no.. If a record is found, an additional check will be run, depending on the document type:

  • If the document is 5 - Product catalogue, the processing will check for an existing supplier number on the associate.

If the number is found, the processing stops.

If no number is found, the processing uses the data from the XML file and creates a new supplier. A contact will also be created and linked to the supplier through Contact for. Both supplier and contact will have Created automatically set in Supplier options.

  • If the document type is 1 - Order, the processing will check for an existing customer number on the associate.

The processing also searches for the invoice customer, and that if this is not found, regardless of the result in the customer search, a new customer is created based on the invoice customer information in the XML file. The processing also sets a customer as Invoice customer no. on another customer in the following situations:

  • The customer exists already, without an Invoice customer no. already set.
  • A new customer is created and the invoice customer already exists as a customer in the Associate table.

Download incoming document

This processing is used to download documents from AutoInvoice.

Prerequisites

  • An active integration with AutoInvoice
  • Receival of document type enabled in AutoInvoice

Starting the processing

  1. Select the Incoming document table.
  2. In the Processing menu, select Download incoming document.

The processing checks for documents ready for download in AutoInvoice. If documents are found, they will be written to the Incoming document table for further processing.

Process document

This processing is used to create either sales orders or create vouchers, depending on the type of document being processed.

Prerequisites

  • An existing document with valid XML data
  • The document is not already processed

Starting the processing

  1. Select the Incoming document rows you want to process.
  2. In the Processing menu, select Process document.

The XML data from the selected document is used to create a sales order (Order) or create accounting vouchers (Self billing invoice for Landbrukets Dataflyt).

When creating sales order or accounting vouchers, the Associate table will be searched to find either customer or supplier depending on document type.

If the associate is found, order or voucher data will be created and the Incm. doc. status will change to 2 - Processed.

If the associate isn’t found, the processing will stop and the Incm. doc. status will change to 3 - Error.