ERP Order Verification User Guide

This guide explains the ERP Order Verification system, what the different verification statuses mean, and how to resolve common issues.

What is Order Verification?

Order Verification is a feature that checks whether the items you submit to the ERP system were processed correctly. It addresses a known issue where the Prophet 21 ERP system sometimes silently drops or modifies items during order processing.

After an order is submitted, the system automatically compares what you intended to send with what actually exists in the ERP system, giving you immediate feedback about any discrepancies.

Understanding Verification Statuses

When you create or update an order, you’ll see one of the following verification statuses:

✅ Verified

What it means: All items were correctly processed by the ERP system with the exact quantities you specified.

What to do: No action needed! Your order is complete and accurate in the ERP system.

⚠️ Mismatch

What it means: Some items were not accepted by the ERP system or have different quantities than what you submitted.

What to do:

1. Review the highlighted items in the order list
2. Manually add these items to the order in your ERP system
3. Use the copy buttons to easily copy item IDs, quantities, and prices

⚠️ Verification Failed

What it means: The system encountered an error during the verification process itself. The order may or may not be correct in the ERP.

What to do:

1. Manually check the order in your ERP system
2. Contact support if this happens repeatedly

🔄 Pending

What it means: Verification has not yet been completed.

What to do: Wait for the verification process to complete, which should happen automatically.

Working with Mismatched Items

When you see a “Mismatch” status, the system will highlight specific items that need attention:

Common Reasons for Mismatches:

1. Missing Items: The item exists in your order but wasn’t accepted by the ERP
2. Quantity Discrepancies: The ERP accepted a different quantity than what you requested

How to Resolve Mismatches:

1. Identify the problematic items: These will be highlighted with a yellow background and warning indicators
2. Copy the item details: Use the copy buttons next to each field
3. Manually add the items in ERP: Log in to your ERP system and add the missing items or adjust quantities
4. Verify in ERP: Confirm that your manual additions were successful in the ERP system

Tips for Successful Order Processing

1. Ensure proper validation: Make sure all items are properly validated before submitting
2. Check for profit margin issues: Some items fail because they don’t meet minimum profit requirements
3. Use the displayed ERP Order ID: When communicating about orders, always reference the ERP Order ID displayed in the interface
4. Save before generating quotes: Always save your draft before generating a quote to ensure all changes are included

Common Verification Issues and Solutions

Issue: Many Items Not Verified

Possible causes:

• Connectivity problems with the ERP
• Permission issues in the ERP
• Major changes in ERP item structure

Solution:

1. Check your ERP connection
2. Ensure your account has proper permissions
3. Contact support if the issue persists

Issue: Specific Items Always Fail Verification

Possible causes:

• Item no longer exists in ERP
• Item has special properties or restrictions
• Item requires special permissions

Solution:

1. Verify the item exists in the ERP system
2. Check if the item has special requirements
3. Contact your ERP administrator

Issue: Quantities Always Different

Possible causes:

• ERP enforces minimum/maximum quantities
• Unit of measure conversion issues
• Rounding differences

Solution:

1. Check if the item has quantity restrictions in the ERP
2. Verify the unit of measure is correct
3. Try adjusting quantities to match ERP expectations

Getting Help

If you consistently encounter verification issues:

1. Take screenshots of the verification error messages and problematic items
2. Note the ERP Order ID shown in the interface
3. Contact support with these details for faster resolution

Reference

For a more technical explanation of the verification system, please refer to:

• ERP Order Verification Overview
• ERP Order Verification API Reference