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Import eDocument Receiving Documents
       
When importing receiving eDocuments (e-invoice, e-packing slip, e-order etc.), the form below opens. Into the form, data from the XML file is copied.
In the general data section, define the method of importing documents.
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Path to XML Files
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Into this field, enter the path to the location on the computer, where the XML files are stored.
The path is selected by clicking the  icon, which opens a window for selecting the folder (directory).
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Return Receipt
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From the drop-down list in this field, select the return receipt status. The options are:
The following functions are available:
- 4 – Accepted with change; The order is not confirmed with the original data. Changes could have been made on the document level (e.g. changed date of delivery) or on the lines level (e.g. changed quantity). Changes can refer to one or more lines. How the customer treats the changes depends on the mutual agreement between partners.
- 12 — Not processed
- 27 – Not accepted (denied) - The supplier did not accept the order. Although this status refers to the entire order, it is a good idea to enter all of the lines the original order contained, then the confirmed quantity on each line is set to 0 (zero).
- 29 – Accepted without corrections (without change – default setting) - The supplier accepted the order in its entirety, as the customer sent it. Like in the previous case, enter all the lines as they were entered in the original order, with the corresponding references on number types. The confirmed quantities are set to the same value that was listed in the originally sent order.
If needed, this default status can be changed to any of the statuses listed above.
Status can be changed in the Links | eDocument tab on the received document that is going to be confirmed with the return receipt.
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WARNING
If there are several imported documents, the return receipt always confirms the last imported document.
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Copy Document Note
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Check this checkbox if you want to copy the note from the received XML document (e-Slog) to the PANTHEON document when importing.
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Copy Line Note
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Check this checkbox if you want to copy the line note from the received XML document (e-Slog) to the PANTHEON document line when importing.
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Add Missing External IDs to Items Register at Import
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Check the checkbox if you want to add missing external IDs to the Items register at import. This means that, for example, if you are importing a preliminary invoice for new services from your supplier and the services are not in the register yet, the program adds them.
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Re-Read Prices
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Check this checkbox if you want the program to re-read the prices according to the price hierarchy and not use the price listed in the original document (e-Slog).
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Use Our Item Name
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Check this checkbox if you want the program to use the item name listed in the Items register when transferring lines from the received XML document (e-Slog) to the lines of the PANTHEON document.
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Fill Account numbers from previous import
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Check this checkbox if you want the program to transfer the account for costs or payables from the last import when preparing the import of the XML document (e-Slog) to PANTHEON.
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ePosting – Learning for external item code
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If this checkbox is checked, the ePosting Learning eWorkflow will run in the background.
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In this section, set the method for how the program will search for item IDs at import.
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External IDs Only
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Select this option when the item ID the supplier listed on the document is written in the External ID tab.
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Search by External IDs and Item ID
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Select this option at import when the item ID the supplier listed on the document is written in the Subject IDs table. If the subject ID is not written in this table, the subject in the received document for import uses the same item ID as you do in the Items register.
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Search by External IDs
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Select this option when you want the program to find items according to External ID entered into the External ID field in the Items register.
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Find in previous import
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Select this option if you want the program to find items according to previous document imports from the same supplier.
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In this section, set which field on the PANTHEON document will be filled in with data from the imported XML document.
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Linked Document 1
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Check this checkbox if you want the supplier's invoice number entered in the Linked Document field.
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HINT
The data about the supplier's invoice is normally filled into the first linked document field.
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Linked Document 2
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Check this checkbox if you want the supplier's invoice number entered in the Linked Document 2 field.
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Import XML
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Clicking this button imports the XML from the selected location defined in the Path to XML Files field.
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Create Doc
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Clicking this button creates PANTHEON receiving documents (received invoice, received order, received packing slip ...). The type of documents created depends on the type of document from which you run the Import eDocument Receiving Documents feature.
When the document is created, the file in the location selected in the Path to XML Files, from which the file was imported, is deleted.
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In this section, check whether you want the VAT and Invoice Date to be copied from the eDocument file or set to the current date.
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Date from eDocument File
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Check this checkbox if you want to apply the date from the imported document.
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Date from Documentation or Current Date
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Check this checkbox if you want the date to be the date of import to documentation. If the document is not being imported from documentation, the current date is applied.
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In this section, select the document for import, review the document data and linked data, as well as track potential errors when printing.
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Sel. (selected)
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If this checkbox is checked, the document is selected for import. If the documents do not contain errors, they are selected by default.
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WARNING
If the document contains errors (see the description of the Errors column), the document is not selected by default, nor can it be selected for import before the errors are eliminated.
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File Name
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This field lists the name of the file that is being imported, including data about the path to the file.
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External Doc.
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This field lists the document number as determined by the supplier.
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Type
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This field lists the required type of document for import, as the program reads it from XML, therefore it knows it is e.g. an e-packing slip, e-invoice.
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Return Receipt
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This field lists the assigned status of the return receipt that was selected in the Return Receipt field in the General section of the form.
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WARNING
If there are several imported documents, the return receipt always confirms the last imported document.
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Note
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The Note field displays the note that will be transferred with import to the PANTHEON document, if the Copy Document Note checkbox is checked in the General section of the form.
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Date
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The completed service date is copied from the document into the Date field.
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HINT
The date can be manually changed before import.
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VAT Date
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The VAT date from the document is copied into the VAT Date field, if the Date from eDocument File checkbox is checked in the General section of the form.
If the Date from Documentation or Current Date checkbox is checked in the General section of the form, this field displays the current date.
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HINT
The date can be manually changed before import.
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Invoice Date
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Into the Invoice Date field, the invoice number is copied from the document if the Date from eDocument File checkbox is checked in the General section of the form.
If the Date from Documentation or Current Date checkbox is checked in the General section of the form, this field displays the current date.
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HINT
The date can be manually changed before import.
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Due Date
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Into the Due Date field, the due date is copied from the e-Slog document.
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HINT
The date can be manually changed before import.
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Doc. Link Date (Document Link Date)
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Into the Doc. Link Date field, the linked document date is copied from the document.
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HINT
The date can be manually changed before import.
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Supplier
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Into this field, the name of the supplier is copied. The program finds the name in the Subjects register using their VAT number (see the VAT number field description below).
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WARNING
If the partner with the tax number listed in the document cannot be found in the database, this field will remain empty, and the program will show an error message (see the Errors field description below).
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Consignee
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Into this field, data about the consignee of the document that is being imported is copied.
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Amount Due
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Into this field, the amount due is copied from the document that is being imported.
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Currency
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Into this field, the currency of the value of the previous field is listed, or it can be entered manually.
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Error
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If various errors appear in the process of importing the file, or there is data missing from the database to which the document is imported, the errors will be recorded in this field. The import will not be possible until all errors are eliminated.
The error type in connection to the general data from of the invoice the program records in this place, in the form of an IRIS error message:
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VAT No.
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From the document, the supplier's VAT number is copied.
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Ref. Format
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The field lists the reference format from the file for import.
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Reference
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The field lists the Reference number from the file for import.
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Full Name
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This field lists data about the supplier's contact person, from whom you received the document.
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E-mail Address
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This field lists the e-mail address of the supplier's contact person.
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UJP Id
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The field lists the ID of the subject from the Slovenian Administration for Public Payments register, if the subject is part of the Public Administration and the data is listed in the XML file.
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Warehouse
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This field lists the primary warehouse on which the document will be created. The warehouse can be changed.
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Department
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From the drop-down list, select the department. If the Department is located on the item, it is transferred to the line.
Using the Fill-In Cost Center and Department feature in Wizards on the e-Slog form, you fill in departments and cost centers between document lines.
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Line
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The field lists the consecutive number of the document line, which the program generates automatically.
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Note
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The Note field displays the note that will be transferred with import to the PANTHEON document lines, if the Copy Line Note checkbox is checked in the General section of the form.
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ID
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This field lists you item ID. If the ID is not listed, you can add it manually by selecting the correct ID from the drop-down list of the Items register, or enter it manually.
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HINT
The program finds data about the ID of goods through external item ID. The program can also search for data directly by item ID, if the search method is correctly set. For both examples, see:
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External ID
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This field lists the item's external ID, which is used by the supplier and is listed in the document that is being imported.
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Name
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This field lists the name of the item from the document that is being imported.
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HINT
The name can be manually changed before importing.
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Quantity
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This field lists the quantity value.
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U/M
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This field lists the unit of measurement.
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HINT
The data about the unit of measurement can be manually changed by selecting the correct unit of measurement from the drop-down list of the Units of Measurement register.
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Price
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This field lists the data about the price of an individual line or item on the document that is being imported.
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Discount %
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This field lists the percentage of the agreed rebate with the supplier.
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Tax Type
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This field lists the tax type from the Items register for the item selected in the ID field. If the ID field is empty, the Tax Type field is also empty.
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HINT
The Tax Type data is not copied from the document for import.
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Tax
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This field lists the percentage of tax accounted on the document.
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HINT
If the percentage listed here does not correspond to the tax percentage in the tax type (see the Tax Type field), the program shows an IRIS error message: 4851 Tax type does not match!
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Amount Due
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This field lists the total value of the amount due of the line.
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Error
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If any errors appear while importing the document, or if data is missing from the database to which the document is being imported, import will not be possible (see Document cannot be selected for import because it contains errors!).
In this case, the error type, in relation to the lines of the document, is recorded here, as an IRIS error message:
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