Correct Errors - Incoming
If the number next to the Correct Errors button is not zero, click on that button to view and correct your mail. Correct Errors allows you to correct errors on incoming documents. It also permits rejection of the document in error, re-processing the document after making a correction (such as changing trading partner data), or overriding non-fatal errors on incoming documents.
Correct Errors - Incoming
The Correct Errors function will display. In the top half of the screen, a list of all the documents received containing errors and the type of error encountered in each document. In the middle of the screen there is a box that is used for correcting the error, when possible. At the bottom of the screen is the selected document to be corrected in its EDI format with the position of the error highlighted. Along the upper right side of the screen are the DONE button, used when you have made all your selections and/or changes, as well as a link to these HELP screens, a VEW/PRINT button for printing out the error information, a Trading Partner setup option (when applicable) to assist you in setting up a new trading partner (as shown in item 2 below), and an ADD CODE option (when applicable) for adding a code contained in the document currently not recognized in the setup of your Qualedi system.
The following are the options for correcting INCOMING documents:
| 1. | Correct the error by entering the correct data in the correction box, click on the Apply button. |
| 2. | If you are receiving a document and it contains an invalid Sender's or Receiver's ID/Code, that means no existing Trading Partner profile contains the exact match of IDs or Codes. You should then access the Trading Partner function, by clicking on the Trading Partner button. This will give you the option to either view/change the existing profiles or add a new profile. If you select New, the system will automatically set up a new trading partner profile containing the ID/Codes in question. You must then complete the trading partner name field. If the trading partner name is unknown, enter a temporary name or you will be unable to save the new profile. The trading partner name can be changed, once you have identified the Sender. |
| 3. | "Leave as is" retains the document for later correction, after investigating or obtaining help. The document remains in CORRECT ERRORS status until some determination can be made on how to correct the document, i.e., obtaining information from the trading partner or calling technical support for assistance. |
| 4. | "Reinterpret" removes the document from CORRECT ERRORS without making any corrections to the document. The document will automatically be reinterpreted. For example, a change to a setting in the software, such as a modification or addition of a trading partner profile may allow the document to be interpreted successfully. |
| 5. | "Reject" removes the document from Correct Errors. A Functional Acknowledgment, indicating that the document has been rejected, will be created and sent to the sending party the next time MAILBOX is executed. |
| 6. | "Override error" causes the error condition to be ignored during the interpret process. This option may be used only in the case of non-fatal errors (see list of error types - a fatal error is one that prevents interpret from successfully processing the document and cannot be ignored). |
Note: You should not "Override an error" on an incoming document and then use the document to create an outbound document. By doing this you would be creating a new document from one that contained an error. Note also that when selecting to override an error, the software will no longer check for the error condition that was overridden within that particular document.
Using common Windows techniques, several documents can be selected to perform a single action; for example, using the shift and/or Ctrl keys, several documents may be highlighted and then the reinterpret option selected. All the highlighted documents will be marked to reinterpret. Similarly, columns may be sorted by clicking on the column headings. Note, however, that the ability to display the lower half of the screen showing the EDI data is only available when a single document has been highlighted.
Qualedi performs checks for over 40 error conditions, many of which are content errors that are not recognized by the ASC X12 (Accredited Standards Committee) or EDIFACT Standards. These additional error checks provide valuable information and will enable you to communicate information about a problem to your Qualedi software technical support staff, Value Added Network or your trading partner.
An error can occur in the document itself, in the functional group envelope, in the transmission envelope, or in an acknowledgment. The following are the error types and their definitions, being used by Qualedi:
DOCUMENTS:
'AND' CONDITION UNMET
A condition where only one of a pair of fields is allowed to contain data, but both contains data.
FIELD TOO SHORT or FIELD TOO LONG
A field contains either fewer characters than the minimum or more than the maximum length as specified by the ASC X12 or EDIFACT Standards.
INCORRECT DATA TYPE
A numeric field contains alpha characters or an alpha field contains numeric characters.
INCORRECT SEGMENT COUNT
The segment count in the trailer segment does not agree with the number of segments processed.
INCORRECT SEGMENT IDENTIFIER
The segment identifier is invalid. This error cannot be corrected and the document will have to be rejected.
MISSING MANDATORY/INVALID USE OF SEGMENT
A mandatory segment is missing or there are segments that are not in the order specified by ASC X12 or EDIFACT Standards. This error can not be corrected and the document will have to be rejected.
INVALID/UNSUPPORTED DOCUMENT TYPE
The document type, indicated in the header segment, is not available in your system. Contact Qualedi, Inc. to confirm whether the document type is available and valid so that your Qualedi system can be updated.
MISMATCH IN DOC'T HDR-TRLR CONTROL NUMBER
The control number in the trailer segment does not match the one in the header segment.
EMPTY MANDATORY FIELD
A mandatory field, although present in the segment, has been left empty.
TOO MANY FIELDS IN SEGMENT
A segment contains more fields than the maximum allowed by ASC X12 or EDIFACT Standards.
'OR' CONDITION UNMET
In a condition where one field or another field must contain data, both are empty.
'OTHER' CONDITION UNMET
A miscellaneous ASC X12 or EDIFACT Standards compliance check has not been met.
SEGMENT USAGE EXCEEDED
More iterations of a particular segment have occurred than the maximum allowed by ASC X12 or EDIFACT Standards.
UNRECOGNIZED CODE
The field contains a code or qualifier not defined in the database as a valid ASC X12 or EDIFACT code/qualifier.
DOCUMENT PREVIOUSLY RECEIVED
According to the document identifier recorded in the database, the document is a duplicate of one previously received from this trading partner. You should verify if the document is a duplicate or if it only has the same document identifier, such as a blanket purchase order with the same PO Number. To process the document, temporarily set DUPLICATE to "NO" for that document type and reread it. If the document is not valid, you should contact your trading partner to determine why you are receiving duplicate documents.
MINIMUM REQUIREMENT UNMET
A segment contains fewer fields than the minimum required by the ASC X12 or EDIFACT Standards. This error can not be corrected and the document will have to be rejected.
INVALID
A date field, in an incoming document, does not comply with the 6-digit format defined by the ASC X12 or EDIFACT Standards.
SUB-ELEMENT SEPARATOR CHARACTER PRESENT IN DATA
The subelement separator character in ISA16 is present in the document data and should not be. This error cannot be corrected and the document will have to be rejected.
FUNCTIONAL GROUPS:
FUNCTIONAL GROUP PREVIOUSLY RECEIVED
The control number of this group is a duplicate of one previously received from this trading partner. This error can only occur if the Verify F.G. Sequence is set to "YES" for trading partner in the Trading Partner screen.
FUNCTIONAL GROUP SEQUENCE ERROR
A functional group control number has left a gap in the sequence for this trading partner. You should investigate whether a transmission has been "lost". This error can only occur if the Verify F.G. Sequence is set to "YES" for trading partner in the Trading Partner screen.
INCORRECT DOCUMENT COUNT
The number of documents in the functional group trailer segment (GE) does not match the number actually received.
INVALID/UNSUPPORTED FUNCTIONAL GROUP TYPE
The functional group type code in the functional group header (GS01) is invalid or not currently supported.
INVALID/UNSUPPORTED VERSION
The version of the functional group in GS08 is invalid or not currently supported. Please contact Qualedi, Inc. to verify that the version is valid according to EDI Standards.
MISMATCH IN FUNCTIONAL GROUP HDR/TRLR CONTROL NUMBERS
The control number in the functional group header does not match the one in the trailer segment.
INVALID FUNCTIONAL GROUP APPL'N (Application) SENDER'S CODE
The sender's code, in the functional group header, does not match the one specified in the trading partner profile. Confirm with your trading partner that you have the correct code and update the appropriate Trading Partner profile.
INVALID FUNCTIONAL GROUP APPL'N RECEIVER'S CODE
The receiver's code, in the functional group header, does not match the one specified in the Trading Partner profile. Confirm with your trading partner that they have the correct code to identify your company, or correct the code to match with your company's Receiver's Code.
TRANSMISSIONS:
INVALID TRANSMISSION APPL'N SENDER'S CODE
The sender's code, in the transmission header, does not match the one specified in the Trading Partner profile. Confirm with your trading partner that you have the correct code and update the profile of that trading partner.
INVALID TRANSMISSION APPL'N RECEIVER'S CODE
The receiver's code, in the transmission header, does not match the one specified in Trading Partner profile. Confirm with your trading partner that they have the correct code to identify your company or correct the code to match with your company Receiver's Code.
INVALID AUTHORIZATION INFO
The sender's Authorization Information, in the transmission header, does not match the one specified in the Trading Partner profile. Confirm with your trading partner that you have the correct information and update the screen for that trading partner.
INCORRECT FUNCTIONAL GROUP COUNT
The number of functional groups in the transmission, as shown in the transmission trailer segment, does not match the number actually received.
MISMATCH IN TRANSMISSION HDR/TRLR CONTROL NO'S
The control number, in the transmission trailer, does not match the one in the header.
INVALID SECURITY INFO/PASSWORD
The password/security information, in the transmission header, does not match the Incoming password recorded in the Trading Partner profile.
INVALID ISA INTERCHANGE SENDER'S ID.
The sender's ID, in the ISA06 field, does not match the ID recorded on the trading partner's profile. Confirm with your trading partner that you have the correct code and update the profile for that trading partner.
INVALID ISA INTERCHANGE RECEIVER'S ID.
The receiver's ID, in the ISA08 field, does not match the ID recorded on the trading partner's profile. Confirm with your trading partner that they have the correct code to identify your company or correct the code by matching it to your company's Receiver's ID.
FUNCTIONAL ACKNOWLEDGMENT (997) and ACCEPT/REJECT ADVICE (999):
F/A INCORRECT NO. OF REC'D DOCUMENTS
The number of documents the sender has acknowledged receiving does not match the original number in the functional group recorded in the Qualedi database.
F/A INCORRECT DOCUMENT I.D.
The control number of the document referenced does not match any in the functional group recorded in the Qualedi database.
F/A INVALID FUNCTIONAL GROUP CONTROL NO.
The functional group control number, in the acknowledgment, does not match any unacknowledged functional groups for that trading partner in the Qualedi database.
F/A INCORRECT NO. OF REJECTED DOCUMENTS
The number of rejected documents does not correspond to the number of documents actually sent.
TA1 INVALID INTERCHANGE CONTROL NO.
The control number, in the incoming TA1 segment, does match any outbound ISA control numbers recorded in the Qualedi database.