In this article, we discuss the most common errors in invoice processing and provide tips on how to resolve these issues.

General

Combination of supplier, invoice number, and administration must be unique

In this case, the invoice is present more than once in the Easy1 environment. As a result, it is not possible to process the invoice.Search for the invoice number, and multiple invoices will appear. Ensure that one invoice remains in Easy1, and the rest should be cancelled. Once cancelled, the invoice can be processed in Easy1.

The supplier could not be determined because multiple suppliers were found for the supplier information on the invoice. Suppliers found: Easy Systems (123456).

The supplier could not be determined because multiple suppliers were found for the supplier information on the invoice. Suppliers found: Easy Systems (123456).

The supplier is determined based on 2 values, namely the IBAN or VAT number. If there is overlap within several suppliers between these two values, it is not possible for the OCR to determine which supplier should be filled in. Make sure, for example, that for old suppliers this information is no longer filled in in Isah (then it should also be empty in Easy1). Furthermore, it is always wise to exclude own data from OCR. Below is an article explaining how this can be done:

Exclude own data from OCR: Adding own IBAN, VAT and CoC for better invoice recognition

The invoice booking failed: Booking failed: unknown error, HTTP 404

This may be a temporary issue. Try booking the invoice again after an hour. If the error persists, contact the consultant/support staff.

No purchase order found to link to the invoice.

There are several causes for this error:

1. There is indeed no purchase order present.
   Solution: Go to the budget holder and click on search in the left bar. Then search for the purchase order number. If the order number is found, something is wrong in Easy1. If the order number is not found, contact the consultant/support staff to retrieve the purchase order from the financial package.
2. The purchase order number is not found.
   Solution: Enter the correct purchase order number.
3. The purchase order entered is incorrect.
   Solution: Click on "edit invoice" and remove the value from the order number. Then submit the invoice for validation.

The found purchase order has a different supplier than the invoice. 

The match screen will look like the one below. By un-checking the supplier, the purchase order will appear.If the purchase order is not visible, a request must be submitted to the consultant or support staff to check where the purchase order is.

The purchase order cannot be automatically linked because the net invoice amount is outside the tolerances of the linked total amount / The found purchase order has no lines to link to.

This error means that the set tolerance is not high enough to process an invoice via the "submit for automatic approval" button. It is possible to process the invoice with the "submit for approval" button.If you want to process the invoice via "submit for automatic approval," follow these steps to resolve the error:

1. Determine the difference between the purchase order and the invoice.
2. Go to the application manager, then to invoice configuration, and then to matching configurations.
3. Click on matching configurations and check the set tolerances.
4. Adjust the tolerances so that the invoice can be automatically approved.

Isah Logistics

Pre-registration of the invoice failed: Invoice invoice-4asdf5-8de1-46948d6-f6985pdfg654213 could not be processed in Isah. Error message: Exception calling 'ExecuteNonQuery' with '0' argument(s): 'ERRORINFO SIP_ins_PurInvoiceMainð123456ðYou are trying to add a record with the following key values: %1! to %2!.<HRT>However, a record with these key values already exists.ðPurInvCode = 123456|T_PurInvoiceMainð0ð0ð0ð1ð4Ð'

The error message is technical in nature and therefore difficult to place. What the error message says is that the document number generated for this invoice is already present in Isah.

Invoice entry failed: 9018: The combination ‘creditor’ (50829) and ‘reference’ (VM041301) already exists for already created purchase invoices!

The error message appears as soon as the combination of creditor and invoice number already exist for the administration in Isah. In this case, the duplicate will have to be searched in Isah. The invoice in Easy1 must then be made unique or cancelled.

The invoice entry failed: 9024: Adding invoice-51382e58-57f5-4d68-99b2-46aad132659f2 is not possible. Invoice date 01-01-2025 is outside the allowed period.

Solution: adjust invoice date in Isah or reporting date in other financial packages.

Isah Finance

Prebooking of the invoice has failed: The day book entry type is not set to Gross.

A checkbox needs to be active in Isah Finance. Navigate to the screen below in Isah Finance. Then check the Gross Input box and process the invoice again.

Prebooking of the invoice failed: the invoice reference is invalid. You cannot add duplicate day book pages.

The invoice is already present in Isah Finance. As a result, it cannot be processed again in Easy1.

Prebooking of the invoice failed: The fiscal year period is closed.

The month to be booked is already closed. Adjust the booking date for the expense invoice so that the invoice can be processed. 

Prebooking of the invoice has failed: Line erros: line 1 The cost centre is required for the line account. line 2 The cost centre is required for the line account.

The cost centre must be entered because of the selected general ledger account. 

It is possible to activate a cost centre validation within Easy1. This validation immediately displays an error message as soon as an attempt is made to book without a cost centre when it is mandatory. So the error message does not come from Isah after processing, but appears immediately. The advantage of this validation is that it saves time.

The invoice booking has failed: The day book is blocked for manual changes.

Go to the day book below in Isah Finance. Make sure the settings are as below or un-check "blocked for manual changes".

Exact Online

Pre-registration of the invoice failed: Required: Relation

If this error message appears, the following must be checked:

1. Go to the application manager.
2. Open relations and search for the relevant supplier.
3. At the bottom right, there is a field called "additional information."
4. Is there a field "external guid" filled in?
5. If no, ensure that this value is filled in based on data from Exact Online.
6. If the data is present, contact the consultant or support staff.