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Resolve orphaned invoices or credits

As a supplier you can resolve and clear your orphaned invoices on the system.

Written by Cristian Bolba

Only the supplier and the Procure Wizard Administration team can release orphaned invoices and credits.

Orphan invoices are invoices that cannot be processed because they lack a match to a product or order in the supplier's catalog or system. These invoices are placed in the "Orphan Invoices" section until the issues are resolved.

Explanation of each orphan

INV PU

This means you've not entered the Purchaser Unit on your invoice file.

  1. Click Fix Errors and update the Unit.

  2. Click Save, and either match or create a new document.

INV PUR

This means you've not entered the Purchaser name on your invoice file.

  1. Click Fix Errors and update the Purchaser.

  2. Click Save, and either match or create a new document.

PWID

PWID orphans can be avoided by ensuring the correct PO number for the order is detailed on the invoice file, this will allow the system to match the invoice to the correct order.
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The Procure Wizard support teamwork through any PWID orphans on the system clearing these where possible.

šŸ“Œ Note: if an orphan has multiple issues such as PWID and INVSKU, the other issue needs to be resolved before the PWID issue can be addressed.

TOTĀ£#

This means the given total is incorrect.

  1. Click Fix Errors, then remove the given total error.

  2. Click Save, and either match or create a new document.

Ā£#

This means one or more products in the orphan have values that don't add up.

  1. Click Fix Errors and then update the values so they are correct.

  2. Click Save, and either match or create a new document.

INV SKU

An SKU orphan is a product code on the supplierā€™s invoice that is not listed on your Procure Wizard account, this causes the invoice to be orphaned instead of being sent to the customer for payment. Orphans are specific to suppliers who use EDI or Advanced CSV Invoicing. Suppliers should clear their own SKU orphans.

If a substitute product is provided, ensure it is added to the supplier's catalog with matching SKU and description to prevent orphaning. Maintaining an updated product catalog and ensuring data consistency across SKUs, PIDs, and UOMs can help prevent such issues.

  1. Click Fix Errors to see the affected invoices & products

  2. Use either Single or Batch product creation to add the required product(s) to your List price list.

  3. Go back into the orphan and select Refresh SKUs to clear it, the invoice, once all orphans have been cleared will automatically be sent through to the customer.

MUL SKU

If you have two products with the same SKU, you can remove the one not needed

  1. On your account, on the home page, please search for the SKU using the Quick order and Product Locator on the right side of the screen

  2. At Keyword, SKU or PID input the code and click Go

  3. Click on View settings for the product not needed and remove the SKU then click Save settings

  4. Delist the product from the Pricing tab

  5. In the orphans section at EDI Invoices, Orphaned Invoices look for the orphan

  6. Select the correct product, scroll up and click Save

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