Manually process received file customer item catalog if an error occurs

Article07/28/20232 min read

If the customer used a different “From” mail address instead of the mail address that is set up on the customer card page, the email will automatically be moved to the Error-folder of hot mail inbox. If the customer forgot to attach the Excel file with the Customer Item Catalog, the email is not moved but it will remain in the Inbox-folder.

When the customer uses the correct “From” mail address and the Excel file is correctly attached, the system still can run into an error when processing the Excel file into a sales order. In that case, a new line is created in the Incoming Item Catalogs page with a failed status. It’s possible to manually process the received file into a sales order.

Open the excel file with the received customer item catalog

When the email is received from the customer, open the Incoming Item Catalogs.

  1. Navigate to the specified Incoming Customer Item Catalogs page.
  2. The Status field with the value Failed indicates that the email isn’t automatically processed into a Sales Order.
  3. The Message field shows the reason why the email isn’t automatically processed into a Sales Order.
  4. Select the Excel field with the value Yes.
    This automatically opens the Excel file.

The Excel file contains the Customer Item Catalog that is sent by the customer.

The Sales Order can then be created manually based on the Excel file.

Change the status to closed

After creating the Sales Order, the record in the Incoming Customer Item Catalogs page can be closed.

  1. Navigate to the desired line on the Incoming Customer Item Catalogs page.
  2. Select the Status field with the value Failed.
  3. On the action bar, select Process > Close.

Delete lines in incoming customer item catalog

It is possible to remove lines with Status= Closed in the Incoming Customer Item Catalogs table. By deleting this records, the Incoming Customer Item Catalogs table becomes more clear and organized.

  1. Select the Search icon , enter Delete Incoming Customer Item Catalogs Lines, and then choose the related link.
    The Delete Incoming Customer Item Catalogs Lines page opens.
  2. In the Deletion Date field, enter the deletion date.
  3. Select OK.

All the records with status Closed up until the selected date are deleted.