Document Processing Error: Data Lookup Failure

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If you’ve landed on this page, chances are you have recently received the following error from SPS:

Error Description: PurchaseOrderNumber: PO123456 Data lookup failed for item with lookup key ABC123



Many ERP systems are unable to consume and process the common item codes (i.e. UPC, SKU, vendor part number, etc.) that are sent in EDI data. It is necessary to convert these values into an Internal ID that is specific to an item in your back end system (ERP) so that the order information can be recognized and processed.  In order to convert the item codes your trading partners send on their purchase orders into a value that your ERP system can process, SPS uses what are called cross references or XREFs.

For example, your trading partner might send a UPC value of '888888888888.' If the Internal ID that your system uses to refer to this item is '5555,' we would have a cross reference set up in our system that looks for the value '888888888888' and replaces it with the value '5555.'


Cause of this Failure

Your trading partner has attempted to send a PO containing an item for which we do not have a cross reference set up. Using the above example as a reference, if we do not have a cross reference set up for UPC 888888888888 at the time it was sent by your trading partner on an order, the document would not import successfully into your ERP system and would generate an error message like the one above.


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.  This will prevent these errors from ever occurring and ensure that any orders containing these items will process successfully.  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 partner’s item code(s), and the name of your trading partner.  If you need failed documents resent, please also include the purchase order 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 5 years ago

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