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Application Considerations - Faxed/Phoned Orders

Article Number: 1851 | Rating: Unrated | Last Updated: Thu, Jun 22, 2023 at 4:45 PM

Datafile Software

Application Considerations - Faxed/Phoned Orders

Life is very straightforward if XML invoices are returned that match to an originating XML order. Sometimes, however, it may be expedient to phone or fax an order — perhaps because a special price has been negotiated, and an electronic order won’t result in the negotiated price being used. The invoice will, however, be returned by XML.

The issue is: how is the Datafile XML processor will be able to match the invoice and its lines to the original order? The normal way is to send the POD prime index with every detail line on the order, and for that to be returned by the supplier in the invoice line. Even if the supplier is prepared to take a verbal or phoned line reference, there is a difficulty if this reference is entered incorrectly.

In a typical Datafile system, the POD prime index might have a value such as (say) 018457 /0001. A computer will remember how many spaces there are in that reference. But an operator is highly likely to get that wrong. In the example given there are four spaces, because the order number is a ten-character field. The solution is to amend database definitions so that the order reference field in both the POH and the POD are the same length as your order number, typically six. Then the POD prime index takes the form 018457/0001 with no intervening spaces.

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