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Ordermatic Docs

ERP Order Verification System

Overview

Section titled “Overview”

The ERP Order Verification system provides immediate feedback on whether an order submitted to the ERP system was correctly processed with all items intact. This addresses a critical issue where the Prophet 21 ERP sometimes silently drops certain line items during order creation without returning an explicit error.

Problem Solved

Section titled “Problem Solved”
  1. Silent Item Dropping: The Prophet 21 ERP may silently drop or modify items during order creation without returning an explicit error
  2. Verification Challenges: Previous attempts to verify order contents using the transaction-based API failed with “400 Bad Request” errors
  3. User Uncertainty: Without verification, users had no clear way to know if their orders were correctly processed by the ERP

Solution Architecture

Section titled “Solution Architecture”

The Order Verification system uses a multi-step approach:

  1. Order Creation/Update: The standard order creation/update flow creates or updates an order in the ERP
  2. Post-Creation Verification: After successful order creation/update, a separate verification process uses the P21 Data Services API (not the transaction API) to fetch the actual items in the ERP order
  3. Comparison & Analysis: The system compares what was sent to what actually exists in the ERP system
  4. Status Persistence: The verification status and any discrepancies are stored in the database and returned to the frontend
  5. User Interface Updates: The UI clearly displays verification status and highlights problematic items that need attention

Verification Flow

Section titled “Verification Flow”
sequenceDiagram
    participant Frontend
    participant Backend
    participant TransactionAPI as P21 Transaction API
    participant DataServicesAPI as P21 Data Services API
    participant Database


    Frontend->>Backend: Send order creation/update request
    Backend->>TransactionAPI: Create/update order
    TransactionAPI-->>Backend: Return order number
    Backend->>DataServicesAPI: Fetch actual items in order
    DataServicesAPI-->>Backend: Return actual items
    Backend->>Backend: Compare sent vs. actual items
    Backend->>Database: Store verification status
    Backend-->>Frontend: Return status, verification details
    Frontend->>Frontend: Update UI with verification information

Verification States

Section titled “Verification States”

The verification system defines several states:

  1. verified: All items submitted to the ERP exist in the order with correct quantities
  2. mismatch: One or more items are missing or have quantity discrepancies compared to what was sent
  3. verification_failed: The verification process itself encountered an error
  4. pending: Initial state, verification not yet attempted

Database Schema

Section titled “Database Schema”

The verification status and details are stored in the orders table:

  • erpVerificationStatus: Text enum (‘verified’, ‘mismatch’, ‘verification_failed’, ‘pending’, null)
  • erpUnverifiedItemIds: JSONB array of objects containing details of problematic items

Components

Section titled “Components”

1. Verification Service

Section titled “1. Verification Service”

In prophet21-service.ts, two key methods handle verification:

  • fetchVerifiedOrderItems: Makes a call to the P21 Data Services API to get the actual order items
  • executeOrderVerification: Compares sent items with items returned from the API

2. API Integration

Section titled “2. API Integration”
  • The createOrder and updateOrder methods in Prophet21Service call the verification process
  • The API endpoints (generate-quote.ts and update-quote.ts) handle the verification results and update the database

3. Frontend Components

Section titled “3. Frontend Components”
  • pdfOrderStore.ts manages verification state and handles API responses
  • OrderEditor.tsx displays verification status, highlighting problematic items

How It Works in Practice

Section titled “How It Works in Practice”
  1. User submits an order creation/update request
  2. After the ERP processes the order, our system calls the Data Services API to verify what’s actually in the order
  3. Any discrepancies are identified and tracked
  4. The UI displays clear feedback about verification status
  5. For mismatches, problematic items are highlighted and users are guided on what to do next

Benefits

Section titled “Benefits”
  1. Immediate Feedback: Users know immediately if their orders were processed correctly
  2. Problem Identification: Specific items that weren’t processed correctly are clearly identified
  3. Actionable Guidance: Clear instructions on how to resolve issues
  4. Error Traceability: Verification status persists across page refreshes and system restarts

References

Section titled “References”