Troubleshooting EDI Imports

The following errors may occur when importing data in to Restaurant365. Learn more about EDI vendor integrations.

Review error types for troubleshooting tips and steps to error resolution.

These errors may occur after a vendor file has been received by R365. Learn more about identifying EDI import errors if invoices are not appearing in R365 at all and no entries appear in the Docs to process log.

Closed Period

Cause:

Journal entries cannot be imported in to a closed period. If the date of the journal entry falls in a closed period for the legal entity (by way of the location), the system will not allow the journal entry to be posted in the closed period. Learn more about closed periods.

Resolution:

If the date on the journal entry falls in a period that has been closed on the legal entity record in Restaurant365, the import will continue to fail. To resolve:

• Change the date on the journal entry to a date in an open period, or

• Change the closed date on the Legal Entity record in R365.

Date Missing

Cause: 

The date value is either missing or has been entered in an unrecognizable format.

Resolution:

Add or update the date value to adhere to acceptable formatting:

• MM/DD/YYYY

• MM/DD/YY

Detail Not in Balance

Cause:

This error occurs on AP Invoice by GL account imports only. The detail amounts do not equal the total amount of the invoice.

Resolution:

Update the detail amount or the total amount on the import file so they are in balance.

Duplicate Invoice Number

Cause:

The invoice number on the import file already exists within Restaurant365 for that particular Vendor.

Resolution:

Invoices with duplicate numbers cannot be imported, but they can be entered manually. If the invoice on the file is a different invoice than the one already in R365, change the invoice number on either the existing invoice or the import file. Once in the system, the invoice number can be restored to its original value depending on  system preferences for duplicate invoices.

Legal Entity Not in Balance

Cause:

This error occurs on beginning balance journal entries only. Detail locations that do not belong to the same Legal Entity are entered on detail lines within the Journal Entry. Due to the Beginning Balance nature of the JE, Restaurant365 cannot/will not create inter-company entries on the JE. Therefore the Legal Entity would be out of balance for this transaction.

Resolution:

Update the import file to contain Location details that all belong to the same Legal Entity.

Journal Entry Not in Balance

Cause:

The sum total of all debit values does not equal the sum total of all credit values entered on detail lines within the specific journal entry.

Resolution:

Update the import file so that debits equal credits.

Missing Detail Location

Cause:

The location (name or number) entered on the detail line of the AP transaction or journal entry does not exist.

Resolution:

Update the import file to use a location name or number that matches an existing record in R365. If the location is new, create the location record first.

Missing GL Account

Cause:

The GL Account (name or number) entered on the detail line of the AP Transaction / Journal Entry does not exist.

Resolution:

Update the import file to contain GL Account Name or GL Account Number representative of an existing record within Restaurant365. Or, if necessary, create a new GL Account for the new Account on the detail of the transaction.

Missing Location

Cause:

The Location (Name or Number) entered on the Detail line of the AP Transaction / Journal Entry does not exist.

Resolution:

Update the import file to contain a Location name or Location number representative of an existing record within Restaurant365. Or, if necessary, create a new Location record for the new Location on the detail of the transaction.

Missing Payment Terms

Cause:

The Payment Terms listed on the AP Transaction do not exist within Restaurant365.

Resolution:

Create the Payment Terms in Restaurant365 or change the Payment Terms value on the import file to match an existing record within Restaurant365.

Missing Vendor

Cause:

The Vendor listed on the AP Transaction does not exist within Restaurant365.

Resolution:

Verify that the Vendor name is spelled identical to the existing Vendor record in Restaurant365. If no record for that Vendor exists, create the Vendor record.

Missing Vendor Item Number

Cause:

No vendor item number is listed with the associated vendor item in the detail line of the AP transaction, or the vendor item number does not exist in R365.

Resolution:

Verify that all vendor items include a vendor item number and that the number matches what is on record in R365. If no record for that vendor item exists, create the vendor item with the vendor item number.

Multiple Failed Invoices

When a file contains multiple invoices and one invoice is rejected, R365 typically rejects all invoices in the file. The file is placed in the error log until the issue is corrected and the whole file is reprocessed. The exception is when one invoice is a duplicate and another is unique — the unique invoice processes while the duplicate fails.

To review the error details:

1. Log in to your FTP site.

2. Navigate to the error directory: APImports/R365/ErrorLog

3. Open the HTML error file displayed above the rejected invoice file. The error message identifies which invoice caused the failure and why.

4. After correcting the issue, move the corrected file back to APImports/R365 to reprocess it, or contact R365 Support to assist with reprocessing.