IF YOU HAVE BEEN DIRECTED TO THIS PAGE IT MEANS WE CANT MAP YOUR SUPPLIER'S INVOICE PERFECTLY, SO YOU CAN EITHER MANUALLY ENTER IT OR USE A MAP THAT EXTRACTS MOST OF THE DATA, THEN EDIT IT AFTERWARDS. This article shows you how to do it properly.
Note these suppliers listed below use the same invoicing software & format, so the same problem occurs with them when mapped, therefore these instructions also apply to them;
Toowoomba Wholesale Distributors
JB Metropolitan Distributors
North Coast Wholesale & Distribution
Central Coast Confectionery
What is the problem & why does it happen?
What we are extracting from invoices is inside them and it's called METADATA. Most of the time it looks similar to what the invoice looks like in normal view. But on a rare occasion (less than 0.5%) a suppliers invoicing system does strange things with the metadata inside & does not make it suitable for mapping.
If you look at the 2 images below you can see an example of one. The 1st image shows it in normal view, and the 2nd image shows what the metadata looks like inside it. As you can see in #2 the data isn't inside neat columns anymore, it's all shifted over to the left side & is scrunched up together. I've highlighted some columns in colour to show you just how much the info moves. Depending on the length of a line's description, will depend on where the rest of that line's information will end up. Even the invoice number and date shifts positions. The biggest problem with this data moving is that our maps tell our system exactly where to look to find a piece of data, so the system goes to that position and extracts it, but because the data has moved, it extracts something else from the same position.
We could simply send these back to you saying you'll need to manually enter it, but as always, we want to make your life easier, so we have made a few maps that extract a lot of the data out so you dont have to type in a lot of Product Codes, Descriptions etc, then you just need to edit some info from the InTray. You can of course just manually enter everything if you prefer.
We can only work with what the supplier sends you, so unless this supplier changes their invoicing system, I'm afraid this is the best we can offer you.
Below are full instructions & tips on what you need to do depending on whether you want to add it to your inventory system or not. (line item vs service invoice)
Step 1. Search for the company name 'Accredited Distributors':
This will display 4 maps
[If none of these can extract anything from your invoice, then search for the company name that's on the invoice, or just 'the distributors']
Remember you're not to go looking for one that extracts perfectly (as this is not possible), just for one that extracts something!!!
Step 2. This is what will extract:
The one that usually fits is 01-77987 and will usually only extract something similar to what's shown in the image below on the left;
(the invoice number is wrong, the totals are out by 1 cent & it has red ! beside totals)
Step 3. Apply the map:
Then select the supplier name at the bottom, then click on 'Use Map' and go straight to the InTray to edit it.
If you get an error message or it does not let you apply the map through to the InTray, please have a look at the 'Problems' note at the very bottom of this page.
Step 4. Editing:
The following editing is required if you don't need it for inventory:
If you do NOT need to add it to inventory then you should only need to change the yellow highlighted info shown above in image on the right:
(a) Change the invoice number and click Save. Do this step first as it will show you if it's a duplicate or not (there is no point wasting time doing the rest of the editing if you already have this invoice in your system).
(b) GST: Are all the lines on the actual invoice gst applicable? Check that the lines which are ticked for gst are supposed to have gst applied. If you look at the actual invoice you can see if a line has gst or not. Tick or untick the boxes as needed. Remember that the amount you need is the figure from the invoice's 'Ext Cost ex GST' column. This excluding gst figure is needed even if that line is gst applicable.
(c) Are the totals correct? The totals should be matching the actual invoice totals. If the totals are out by 1 or 2 cents, you will need to adjust one of the line prices slightly so that the total matches the actual invoice total. If the totals are way out go back & check the GST boxes & check the amounts are correct. Or maybe the freight didnt get extracted?
(d) When all is correct remove the red ! 's by clicking on the !, then click Update
(e) Click Save
If you DO need to add the products to INVENTORY then this editing is needed:
(a) Change the invoice number and click Save. This will show you if it's a duplicate (there is no point wasting time doing the rest of the editing if you already have this invoice in your system)
(b) Change 'Document Type' at the top to 'Line Items'
(c) Click on 'View Details' at the top so it will widen the view, as you will need to see all the fields at once [product code, description, quantity & unit price]. You can even make it wider by dragging the vertical panel divider.
(d) Cut & Paste the Product Code from the Description field into the Prod Code field for all the lines. But do NOT highlight & drag the product code into the Prod Code box, because it will not be recognised as being there when you click save. Also make sure you do not have spaces at the start of the product codes. And don't accidentally paste the barcode# in instead.
(e) Change the quantities to match the invoice, then click Save again >as you need to change unit prices next and you may want to use the 'reset' button if you do a mistake. This way you wont lose everything you have already edited.
(f) GST: Check that the lines which are ticked for gst are supposed to have gst applied. Amend if needed.
(g) The unit prices will need to be changed if the quantity on the invoice is more than 1. The unit price you need to enter is what's in the column called 'Nett price Per Sold As ex GST'. Remember this excluding gst figure is needed even if that line is gst applicable.
(h) Do the totals match the invoice? If you have done everything correct the totals should be matching the invoice totals. If the totals are out by only 1 or 2 cents, you will need to adjust one of the line prices slightly so that the total matches the actual invoice total (if possible change the line with a quantity of 1). If the totals are way out go back & check the GST boxes & check the unit prices are correct & are excluding gst. Or maybe the freight didnt get extracted?
(i) Tidy Up: If you want to you can tidy up the description field by highlighting & deleting everything except for the description (the barcode & RRP Price)
(j) When all is perfect remove the red ! 's by clicking on the ! then click Update
(k) Then click Save
The image below is what a LineItem invoice looks like after its all been edited;
Note that there are quite a few maps available that give a variety of extracted details: some are line item maps that will extract very high quantities, some have totals in the trillions and some simply miss lines. But even though you may find when you "Try Map' it looks like it's extracting, you will sometimes find it will not let you apply the map.
Why can't we extract the invoice number?
Part of this metadata problem is that the data is in long 'nodes' which means that we cant select just that invoice number from the invoice, but instead it will extract everything on that line to it's left and it's right, & would therefore extract a bunch of numbers about 15 characters long. Because of this I have made most maps extract a word such as 'NUMBER' on purpose, because if I didnt make it do that, then it would extract that long bunch of numbers and this could be easily overlooked as being the invoice number, but when it extracts the word 'NUMBER' it's more obvious to you, so you know it needs to be edited.
If you have previously exported one by error with the word 'NUMBER' it will always show up in your InTray as a duplicate, which is a good thing in this case because it's now always going to alert you and you wont ever accidentally export NUMBER as the invoice number again!
If you get an error message or it does not let you apply the map through to the InTray, then it's probably because the system knows the data extracting is incorrect. Likely due to the date being decades off, the invoice# too long, or the qty or prices extracted are too big. If this happens go back and try one of the other maps. If nothing works you'll need to just manually enter it, or if the invoice is too long to manually enter, you can send it into MapForMe with a note saying what happened & also send us an email to email@example.com so you dont need to wait 24 hrs for a mapping reply. Also make sure your account's support access is turned on as we may need to apply the map in your account for you.