Common Scenarios in Vendor Bill Conversion

The following tables summarize the conversion of inbound e-documents with reference purchase orders that have items and expenses. Consider the scenarios that result in successful conversion and avoid those where conversion will fail.

Conversion Scenarios with Purchase Order Items

Case	Details of Reference Purchase Order	Details of Inbound XML E-Document based from the Purchase Order	Details of Inbound E-Document Template	Expected Conversion Result
Partial billing of some line items	The purchase order contains multiple line items.	The inbound XML e-document contains less line items than the total number of line items in the reference purchase order.	The template is valid with correct mapping.	Conversion will succeed. The created vendor bill includes only the line items contained in the XML e-document. The vendor bill is linked to the reference purchase order.
Duplicate line items	The purchase order contains duplicate line items.	The inbound XML e-document contains only one instance of each line item in the purchase order.	The template is valid with correct mapping.	Conversion will succeed. The created vendor bill contains no duplicate line items. The vendor bill is linked to the reference purchase order.
E-document template contains no mapping	The purchase order contains line items with values for amount, quantity, tax code, and rate fields.	The inbound XML e-document contains line items with field values.	The e-document template is valid but has no mapping for line item field values.	Conversion is successful. Field values for line items will take the default values entered in the purchase order.
The XML e-document contains additional line items that are not in the purchase order.	The purchase order is not yet billed and contains multiple line items.	The inbound XML e-document contains all or some of the purchase order line items, plus additional line items that are not in the purchase order.	The e-document template is valid with correct mapping.	Conversion will succeed. . All purchase order line items that are included the XML e-document, are entered in the created vendor bill. The additional line items included in the XML e-document but not in the purchase order, are also entered in the vendor bill. If all line items from the purchase order are included in the vendor bill. The status of the reference purchase order becomes Fully Billed.
Converting a Partially Received purchase order with additional line items that are not in the reference purchase order	The purchase order is Partially Received and contains multiple line items, one of which has been received.	The inbound XML e-document contains some (but not all) purchase order line items, including the ones that have been received, plus additional line items that are not in the purchase order.	The e-document template is valid with correct mapping.	Conversion will succeed. All purchase order line items in the XML e-document that are not yet received, are included in the created vendor bill. Line items already received but still included in the XML e-document, are taken as additional line items in the bill. Additional line items that are not in the purchase order are included in the vendor bill. The status of the reference purchase order remains Partially Received.
The inbound XML e-document contains line items with no field values or values are set to 0.	The purchase order contains line items with values for amount, quantity, tax code, or rate.	The inbound XML e-document contains line items but with no values for the amount or quantity fields, or values are set to 0.	The e-document template is valid with correct mapping.	Conversion will fail. Details of the error are indicated in the E-Document Audit Trail.
The inbound XML e-document contains no line items.	The purchase order contains multiple line items.	The inbound XML e-document contains no line items.	The e-document template is valid with correct mapping.	Conversion will fail. Details of the error are indicated in the E-Document Audit Trail. The transaction must contain at least one line item.
The XML e-document contains only line items that are not in the reference purchase order.	The purchase order contains multiple line items.	All line items in the XML e-document are not in the reference purchase order.	The e-document template is valid with correct mapping.	Conversion will fail. Details of the error are indicated in the E-Document Audit Trail. The XML e-document must contain at least one line item from the reference purchase order.

Conversion Scenarios with Purchase Order Expenses

Case	Details of Reference Purchase Order	Details of Inbound XML E-Document based from the Purchase Order	Details of Inbound E-Document Template	Expected Conversion Result
The XML inbound e-document is for partial billing. Not all purchase order expenses are billed.	The purchase order contains expenses with the required amount and corresponding account.	The inbound XML e-document does not include all amounts for each expense line.	The e-document template is valid with correct mapping.	Conversion will succeed. The created vendor bill has the amount of the expenses mapped to their corresponding accounts.
An extra expense amount is included in the inbound e-document.	The purchase order contains expenses with the required amount and corresponding account.	The inbound XML e-document contains an expense amount with no corresponding account.	The e-document template is valid with correct mapping.	Conversion will succeed. The expense amount with no corresponding account will automatically be assigned to the Default Expense Account specified in the vendor record.
The purchase order has expense amount and account, but the inbound XML e-document does not have an expense included.	The purchase order contains expenses with the required amount and corresponding account.	The inbound XML e-document does not have an expense included.	The e-document template is valid with correct mapping.	Conversion will only proceed if the inbound XML e-document includes at least one line item from the reference purchase order. If neither line item nor expense is included in the inbound e-document, conversion will not proceed.
The purchase order has item lines and no specified expense, but the inbound e-document has expense amounts	The purchase order has no specified expense amount and account, but has at least one line item.	The inbound XML e-document has expense amounts included, without corresponding accounts.	The e-document template is valid with correct mapping.	Conversion will only proceed if there is at least one line item included, and a Default Expense Account is specified in the vendor record. The expense amounts in the inbound e-document will be assigned to the Default Expense Account.

Additional scenarios that are applicable only for Vendor Credit:

Case	Details of Inbound XML E-Document	Details of Inbound E-Document Template	Expected Conversion Result
The inbound XML e-document contains no billing references.	The inbound XML e-document contains all the required fields.	The e-document template is valid and contains mapping for all the required fields.	Conversion is successful.
The inbound XML e-document contains billing references and the reference amount is same as credit amount.	The inbound XML e-document contains Invoice ID as reference.	The e-document template is valid and contains mapping for billing reference.	Conversion is successful. Apply field of the created vendor credit is populated with the bills and the status of bill will change to Paid in full.
The inbound XML e-document contains billing references and the reference amount is more than the credit amount.	The inbound XML e-document contains Invoice ID as reference.	The e-document template is valid and contains mapping for billing reference.	Conversion is successful. Apply field of the created vendor credit is populated with the bills. The bills having amount up to the credit amount will be fully paid and next bill in the list will be partially paid.
The inbound XML e-document contains billing references and the reference amount is less than credit amount.	The inbound XML e-document contains Invoice ID as reference.	The e-document template is valid and contains mapping for billing reference.	Conversion is successful. Apply field of the created vendor credit is populated with the bills and the status of applied bills will change to Paid in full. The Unappiled field is updated with the remaining amount.

Related Topics

• Electronic Invoicing User Guide
• Displaying the E-Documents Portlet on the Home Page
• Overview of Outbound E-Document Process
• Outbound E-Document Statuses
• Assigning E-Document Packages to Customer or Vendor Records
• Defining E-Document Email Recipients
• Selecting E-Document Packages, Templates and Sending Methods on Transactions
• Enabling PDF File Reference Generation
• Generating and Regenerating E-Documents
• Sending and Resending E-Documents
• E-Document Network Status
• Overview of Inbound E-Document Processing
• Inbound E-Document Statuses
• Receiving Inbound E-Documents by Email Capture
• Receiving E-Document XML Files from Web Service
• Uploading Received XML Files as Inbound E-Documents
• Converting Inbound E-Documents into Transaction Records
• Converting Individual Inbound E-Documents into Vendor Bills
• Converting Failed Inbound E-Documents
• Compatibility of Approval Workflows with Vendor Bill Conversion
• Canceling Inbound E-Documents

General Notices