Locating Missing EDI Invoices

To find your missing EDI invoice in CStoreOffice®, use the following troubleshooting steps:

• Step 1: Check if a vendor supports EDI invoices.
• Step 2: Check if a vendor is set up properly on the Account level.
• Step 3: Check if a vendor is set up properly on the Station level.
• Step 4: Search your EDI Invoice in CStoreOffice®.
• Step 5: Check if the vendor's email pattern is defined properly in CStoreOffice®.

Step 1: Checking if a Vendor Supports EDI Invoices

To check if a vendor supports EDI invoices:

1. From the CStoreOffice® main page, go to Vendors > Vendors List.
2. In the Vendors list, find your vendor and check its value in the EDI column:

• Y: Means that this vendor supports EDI invoices.
• N: Means that this vendor does not support EDI invoices.

  

Step 2: Checking if a Vendor is Set Up Properly on the Account Level

To check, if a vendor is set up properly on the account level:

1. From the CStoreOffice® main page, go to Vendors > Vendors List.
2. In the Vendors list, find your vendor and select it.
3. At the top left of the Vendors list, click the View/Edit button.

   

4. In the vendor setup form, make sure you are on the Account level. In the Stations list, the Account Level should be selected.
5. Make sure the following vendor's settings are configured:

• General Info section:
• The Active option is toggled on.
• At least one of the vendor types is selected.

  

• The EDI options section is available.
• In the Stations section, all stations that use this vendor are located in the right column.

  

Step 3: Checking if a Vendor is Set Up Properly on the Station Level

To check, if a vendor is set up properly on the station level:

1. From the CStoreOffice® main page, go to Vendors > Vendors List.
2. In the Vendors list, find your vendor and select it.
3. At the top left of the Vendors list, click the View/Edit button.

   

4. In the vendor setup form, go to the station level vendor setup. In the Stations list, select the station.

   

5. Make sure the following vendor's settings are configured at the station level:

• In the General Info section, the station account number is set up.

The account number value is the Vendor Identification Number (VIN) in the station settings for the store that is used for getting an EDI. In the example below, it is the account number that the Cochran store has with .Phillip Morris.



• The vendor is switched to the EDI Vendor Mode. For details, see Switching to the EDI Vendor Mode.

Step 4: Searching an EDI Invoice in CStoreOffice®

To search an EDI invoice in CStoreOffice®:

1. From the CStoreOffice® main page, go to Settings > General > EDI Setup.

   

2. In the EDI Setup form, go to the Document Search section.
3. In the Document Search section, search your missing invoice.

If you know the invoice number, type it in the Document ID column > Filters. In case the invoice is not found, try to find it by other invoice parameters by typing them in the filters of the corresponding columns.



If your invoice still doesn’t appear in search results, it means that a correctly formatted EDI invoice is not received by the system. In this case you will need to contact the vendor, and ask them to resend the invoice.

4. After your missing invoice is found, check its status value in the Status column. The invoice may have one of the following statuses:

• Accepted: The invoice has been processed, and the customer has reviewed and accepted the invoice.
• Pending: The invoice has been processed, and the invoice is pending.
• Unparsed: CStoreOffice® has not processed the invoice.

5. To reprocess the invoice, select it and then at the top right of the list, click the Reprocess icon.

   

Step 5: Checking the Vendor's Email Pattern in CStoreOffice®

To check if the vendor's email pattern is defined correctly in CStoreOffice®:

1. From the CStoreOffice® main page, go to Settings > General > EDI Setup.
2. In the EDI Setup section, go to Document Types.
3. In the Document Types list, select your invoice type and double-click it.
4. In the opened list of vendors, select your vendor and double-click it.
   Result: The parser page for the selected vendor opens.
5. In the vendor's parser page, go to the Transports section, select your transport type and double-click it.
   Result: The Transports form opens.

   

6. In the Transports form, make sure the Email Form Pattern field's value is defined correctly:

Vendor's email address they need to send emails from	The value that should be entered in the Email Form Pattern field
email@testweb.com	/testweb\.com/i
Two emails at once: - email@testweb.com - email2@testweb2.com	/testweb\.com|testweb2\.com/i