Data Processing Error: Missing Cross-Reference for Outbound Documents

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  • Updated 4 years ago
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If you've landed on this page, chances are you have recently received the following error or similar error from SPS:

Error Description: data:12345  The item with Netsuite Internal Id 8853 is missing a cross-reference in our database. Invoice number 12345 has not been processed and has not been sent to your trading partner.

Error Description:ShipmentIdentification:SH23456 Item number TA-123-1234 does not have a valid database entry. Item Fulfillment SH23456 has not been created


Similar to how SPS will have cross references for inbound documents such as Purchase Orders, your integrated connection may require outbound cross-references to be setup for documents such as invoices or ASNs. In the first error, SPS will be looking for the internal item code/part number to be referenced with a part number or value your trading partner desires. For instance, you may be sending item code '123' but your trading partner is expecting their SKU '4444444.' These references may also appear when a retailer’s location number needs to correlate to an internal location ID.  In the second error, SPS will be looking for the internal item code that correlates to the value your 3PL is sending in order to fulfill the sales order in your ERP system.

Cause of this Failure

You or your 3PL have attempted to send an outbound document that contains an item (or location) that is not setup with outbound cross referencing. This may be due to adjusting an ID that was not originally sent on the purchase order or may be caused by a new item that is not setup with SPS. When the outbound document is sent, the SPS data center will look through your internal codes or part numbers and reference them with what is currently tabled. If the system is not able to find a corresponding item tabled with the code sent, the document will fail.


How to Correct and Prevent this Error

1. Are you aware of new items that your trading partner will be ordering?

It is always best to proactively setup new items before they are sent by your trading partner on a purchase order as well as for outbound document connections. This will prevent these errors from occurring and ensure that any orders containing these items will process successfully. You may have also adjusted an item on the order with a new ID. If this is the case, you will need to make sure to be sending IDs that are on the original order. Please contact Integrated Fulfillment Support for assistance with adding new item cross references into our system.  You will want to include your Internal ID, the trading partnerâ€TMs item code(s), and the name of your trading partner.  If you need failed documents resent, please also include the purchase order numbers, invoice, and/or ASN numbers.

2. Are you currently implementing this connection?

If you are in the process of implementing a new connection with this trading partner, please work with your implementation consultant to ensure all items that you will be trading with this partner are cross-referenced in our system.

3.  Wish there was a way you could add cross references yourself?

There is!!  Contact Integrated Fulfillment Support for more details on how you can directly add and update cross references into our system!

Have Additional Questions or Need to Contact Us?

Production Inquiry:  See the top right of this page for three convenient contact channels.

Implementation Inquiry:  Contact your implementation consultant and/or project manager.
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Posted 4 years ago

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