Documentation/ Checking the line items/ Fixing a column read wrongly
Fixing a column read wrongly
When a value on the lines was taken from the wrong column of the document, and the usual case is every quantity coming out as zero, you say which column it should come from and the system replaces the whole column.
Document › Items tab › Fix the list data › Fix a column read wrongly
On this page
The symptom
The lines came out, but one value is wrong on every single one of them. The classic case: all the quantities at zero, or all the prices equal to some other figure on the document.
It happens with documents whose table has several similar numeric columns, ordered, delivered, outstanding, and the system took the wrong one.
It is not one line being wrong: it is the whole column, and that is why it is not fixed line by line.
What to do
- Open Fix the list data from the items tab.
- Choose Fix a column read wrongly.
- Say which value is wrong: quantity, unit price or discount.
- Type the name of the right column as it appears on the document.
- Press Fix.
The column name
It has to be typed exactly as it appears on the document, with no spaces before or after. If the heading says QTY DEL., that is what you type: not Quantity, not QTY DEL.
If the system cannot find that column it says so outright and shows what it looked for, so you can compare it with the document.
Have the original in front of you while you type it: this is something you copy, not something you remember.
How far the fix reaches
The screen says it itself: it replaces the whole column on this document and on the ones you upload from this supplier from now on. Earlier documents do not change.
- This document, on every line and every page.
- Future documents from the same supplier.
- Not the ones already processed.
If that supplier already had a column rule, the new one replaces it, and the application says so.
What it tells you
When it finishes, the screen sets out what happened:
| What | What it says |
|---|---|
| Where the value comes from | Which column the corrected field will be taken from now. |
| Lines updated | How many lines changed. |
| Pages looked at | How many pages of the document it went through. |
| Rule saved | That it will apply to that supplier's future documents. |
Next to the result sits Undo, available only in that window.
When it cannot be applied
| Message | Why | What to do |
|---|---|---|
| The column you gave cannot be found | The name does not match the document's heading. | Copy it word for word from the original, with no stray spaces. |
| Not all the lines could be matched up | The document's table does not line up with the lines that were extracted. | Nothing is changed. The application says which lines were left out. |
| The document is still being processed | The original text is not available yet. | Try again in a few seconds. |
| The document has no supplier | With no supplier there is nobody to attach the rule to. | Put the supplier right on the General tab and come back. |
When the lines cannot be matched up, the fix is not applied by halves: either everything changes or nothing does. That is deliberate, so you never end up with half the lines taking one column and half another.
The order when there are two fixes
If you have to fix the column and the discounts on the same document, do the column first. The discounts are worked out from the lines' values: if those values are still coming from the wrong column, the calculation starts from false figures.