This option can be used when importing e-Slog XML documents, if you have an item ID a business partners has listed in his invoice recorded in the External IDs tab of the Items register.

This means that:

• suppliers have their items encoded differently than you do (you do not use EAN or a common register), or
• you've decided to enter the code used by the supplier for all imported eSlog documents in the External IDs chart, regardless of whether you use the same code (for example, EAN) or not.

Example:

1. Items Register

Items with the following information have been entered in the Items register:

2. Supplier's Invoice

A supplier sends you an invoice through which he supplies you one piece at a time

3. Importing the Supplier's Invoice

The invoice is delivered in the XML eslog format when it is imported using the Import e-Slog Receiving Documents function.

Because you've selected the External IDs Only option, the program will only search for the IDs of items which the supplier has reported in an XML document in the External IDs section of the Items register.

a) you've entered the ID 1 in the Exteral IDs section as the ID of item D1, which is why the program found it when importing information from XML files (see the first row in the illustration.

b) The supplier's code 2  has not been entered in the External IDs section of the Items register, which is why information on the code (ID) of the item WAS NOT found and this field was left empty (see the second row in the illustration). It is not possible to import an invoice of this kind, as the information is not complete, and the program will display an error (Item does not Exist in Database!). 

4. Completing Information in an Invoice (Item ID)

To successfully import this invoice, the ID of the item the supplier refers to with the ID 2 must be entered in your database. In this case, this is the item ID D2.

As soon as you enter the item ID D2, the error report goes away and the document is ready to be imported.

5. Recording an ID - External ID Link

Will the link between the ID D2 and the external ID 2 last?

That depends on whether or not you've selected the Add Missing External IDs to Items Register at Import option.

a) If this option IS selected, information about the external ID is also recorded in the Items register when you import information into a receiving document.

 When using this type of search, it is good to record this link for importing information in the future.

b) If this option is not selected, the Item ID will be used to import other positions, and the External IDs section of the Items register will remain unchanged.

Not linking the two IDs makes sense only if you do not expect to receive anymore invoice for the item with the external ID.