Trading Partner Management
      Back to home
      1. Knowledge Base
      2. Account Setup
      3. Trading Partner Management

      Submitting & Verifying Test Documents

      There are a number of tasks involved with submitting, testing , validating, and delivering documents.

      1. Checking Documents Meet Criteria
      2. Submitting Test Documents
      3. Testing & Validating Sample Documents in Exception Manager (Only if EM is enabled)
      4. Delivering Test Documents to your ERP
      5. Testing & Validating Document Delivery in your ERP

      Checking Documents Meet Criteria

      Before sending in test documents, check them to see if they will be viable as samples. To check if a document is likely to be acceptable, follow these steps:

      1. After opening a PDF document, right-click in empty space on the document and from the menu that displays, select Document Properties.

        1. On the Description tab, look for the PDF Producer field. If it refers to the term “Ghost Script” in this field, the document will probably not work.

        2. Go to the Fonts tab and check the Type. If it shows any of the fonts are embedded, it will probably not work.

      2. If both of the above properties look good, close the Document Properties window.

      3. To see if the text is clear text, do the following:

        1. Press Ctrl-a to Select All of the text in the document.

        2. Press Ctrl-c Copy the text.

        3. Press Ctrl-v to Paste it into a blank document in a text-edit program such as Notepad (Windows) or TextEdit (Apple IOS). The text should be readable without any strange characters or large spaces. If that is true, go to Step d.

        4. Zoom in on the PDF. If the edges of individual characters remain crisp and clean, the document is likely a good candidate for use. If the text pixelates or gets jagged edges, then the document is likely not a good candidate for use in the Touchless Automation or Base Automation applications.

      Submitting Test Documents 

      You need to send in at least five test documents and verify their receipt. You can send them in two different ways: you can email them or upload them, as described in the following table.

      Test documents must contain valid listings of data, such as PO numbers or line-item information. Do not send an empty PO template without valid listing. If you need to, create fictional test-PO numbers and fictional line-item information.

      After submission, if you do not see the documents assigned to the account, click the Alerts Tab. You may need to resolve an Unknown Customer Alert.

      Method

      Instructions

      Send via Email

      Create either one or many email messages. If the PO number is within the body of the email from the customer, you must use the Option 2.

      Option 1

      Attach one or more documents from your customer to one email message. They must be from the same customer and the formatting must be uniform between all of them. If an assign key has not been set, ensure that all documents come from a buyer that is set up only in that one trading partner.

      Option 2

      Copy the body of one of the customer’s documents into the body of your email message. Create as many emails as you require, but copy only one document into each message.

      Note: Because the Assign Keys are not set up at this point in the onboarding process, the documents will route by the Buyer Email only. If the Buyer email is assigned to more than one account, or is not set up at all, then one or more Unknown Customer alerts may be generated.

      Upload directly to Partner Portal
      1. From the Customer tab, click the link to select the customer.
      2. From the Customer’s page, locate the Test Documents tab and check the checkboxes for the documents you want to upload.
      3. Click Options and then from the menu that displays, click Upload.
      4. In the dialog box that displays, drag and drop the files from and open folder or click the arrow in the center of the box to browse for the files.

      Testing and Validating Documents in Exception Manager

      While testing Exception Manager, documents can generate alerts. You need to review these alerts and correct the documents before they can be delivered to the ERP system for testing.

       document validation

      Once opened in the Exception Manager screen, compare the data extracted from the original document on the left to the values in the right-hand side. Evaluate the following:

      1. Check data extraction and contextualization. To do so, go through the document line by line and confirm the program has extracted the values you expect.

        1. Check that the number of lines accurate.

        2. Check that the order of lines being accurate.

        3. Check that the document is being split correctly? (if applicable).

        4. Check that the data from the original document extracted and contextualized correctly? Check all Header, Footer and Line fields. For example, was the buyer captured.

        5. Check that transformations you requested are accurately applied.

          Transformations might make the information appear different than how it had originally displayed in the document. For example, if you intended that special characters were to be removed from a part number, they need to display as you intended.

      2. Check validations. To do so, review the document and evaluate appropriateness of the red, green, and blue fields that indicate validations and errors. If any fields display a validation or an error incorrectly then check the following:

        1. The document data was properly extracted and contextualized. For example, the wrong address may have been captured as the Ship To Address.

        2. Check whether your cross-reference table data or ERP data, (depending on data source), is outdated.

          Incorrect data in the table or your test ERP system could result in incorrect validations in Conexiom.

      Approving your Document in Exception Manager

      To successfully deliver a document to your ERP, you first need to approve each Exception Manager alert.

       approve

      When you have verified that the data extractions and validations are correct and that all errors have been fixed, in the menu in the bottom right corner. click on Approve. This changes the document status to a “Validation Required” status in the Test Documents sub-tab on the Customer Details page. At that point is ready to deliver to your system for further testing.

      Delivering Test Documents to Your ERP System

      When the customer or vendor has been created and Conexiom’s team has applied the initial configurations, you need to test and validate the results in your ERP system. Follow these steps to deliver test documents for that testing.

      1. Open the Customer Details page for that trading partner and click the Test Documents sub-tab.

      2. Check each box that corresponds to the documents with the status of "Validation Required."

      3. Click Options and from the menu that displays.

      4. Select Deliver.

      • Monitor the change in status as you wait for the system to process the deliveries.

        To ensure the latest updates are displayed, refresh your page.

      • Respond to the change in status when it occurs:

        • If the status changes to "Delivered.“ the delivery has been successful.

        • If the status changes to “Not Processed,” the document has encountered issues. When this occurs, see Troubleshooting Document Delivery, directly below.

      When document delivery is successful, you can test and validate the documents in your ERP system to ensure that data extraction and document configurations meet your expectations. (See Testing & Validating in your ERP System below).

      deliver page

      Additional Test Documents

      The test documents you deliver will be those that you originally uploaded or emailed in to Conexiom before your Initial Change Request was submitted. If you need to upload more documents to test in Conexiom, see Uploading Documents.

      Reprocessing Test Documents

      To re-process a test document when it has been processed previously, as, for example, when you have changed a cross-reference table, select one or more documents and :

      1. Click Process.
        Note: To ensure the latest updates are displayed, refresh your page.

      2. Wait for the system to process the documents and observe any change in status.

      3. Respond to the change in status when it occurs:
        If the status changes to "Delivered,“ the delivery has been successful.
        If the status changes to “Not Processed,” the document has encountered issues. When this occurs, see Troubleshooting Document Delivery, directly below.

      Troubleshooting Document Delivery

      If document delivery does not work as expected, try these solutions:

      • If the document status is "Not Processed,” first try to reprocess the document as outlined above in Reprocessing Test Documents.

      • If the problem persists, contact your Conexiom team for help.

      • If the status is “Under Review” or an alert status such as “Ship to Alert” instead of “Validation Required,” then a new alert has been generated. Resolve the alert before proceeding with delivery. See Resolving Alerts.

       documents
      Testing and Validating Documents in Your ERP System

      When a test document is successfully delivered to your ERP system, it is important to confirm that Conexiom is sending the correct information in the correct fields. Follow the steps below for best practices when testing documents in your ERP system. 

      Testing information that was sent in an output file is normally reviewed in your ERP system, within your regular working screens. However, you can review the output file directly or use another method to view the information.

      Testing the Output File

      As you review the file, make sure that all fields are populated, that there are no missing or empty spaces where there should not be, and that populated values reflect the changes, updates, and logic that that you expect.

      1. Check data accuracy in the following:

        1. The header populated correctly, showing the correct fields and the correct information within each field.

        2. Each line item holds the expected information and that each is accurate.

        3. The footer holds the correct fields and the information displays accurately.

      2. Check the data transformations and rules:

        1. Transformations and look-ups were applied and sent as expected.

        2. The document displays as if you had typed it manually.

      Troubleshooting Issues

      If you encounter any issues, follow these steps:

      1. Review all documents and alerts for potential problems. Take note of the issue seen including the document number and line number.

      2. Once all documents are reviewed and all notes are collected, submit solutions to issues in a change request, sending one change request for all of the needed changes. See Guidelines for Submitting a Change Request.

      3. For assistance, contact your Conexiom Representative.

      When you have requested changes, if there are problems then alerts will again be generated. Resolve them before sending the documents to your ERP system again. If needed, repeat the entire process outlined above. If the problem persists, contact your Conexiom team.