Field exceptions: Examples

Here are some examples of how to solve common problems by creating field exceptions.

The scenario

Receiver 1 and Receiver 2 are different service centers that belong to the same organization. Sender X is used by both of them. The format of the purchase order numbers issued by Receiver 1 and Receiver 2 differs:

Receiver 2: Buy2-1234 ("Buy2-" is always used as the prefix, followed by four numerals)

In addition, Sender X has two bank accounts and prints both account numbers on all documents. However, Receiver 1 only requires the first bank account number and has no need for the second.

The current document profile used to process documents from Sender X is set up to:

Solution to problem 1: Differentiate between the two purchase order numbers

Change the format specification in the document profile for DocumentOrderNumber to N(6). This means that the purchase order number contains exactly six numbers.
Create a field specification to handle the purchase order numbers from Receiver 2. Use these settings:
1. Field type – DocumentOrderNumber
2. Format specification – X(9)
3. Prefix – Buy2-
Create a field rule to apply the above field specification to Receiver 2. Use these settings:
1. Receiver – Move Receiver 2 from the Available list to the Selected list.
2. Document type – PO
3. Field specifications – Place a check next to the newly-created field specification.

The result: When you run the document profile for Sender X, Entrance is better able to find and interpret the purchase order numbers. This reduces the Verify operator's work.

Solution to problem 2: Ignore the second bank account for Receiver 1

Leave the document profile as is to capture and process two bank account numbers.
Create a field specification to ignore the second bank account number for Receiver 1. Use these settings:
1. Field type – SupplierAccountNumber2
2. Activation – Inactive
Create a field rule to apply the above field specification to Receiver 1. Use these settings:
1. Receiver – Move Receiver 1 from the Available list to the Selected list.
2. Document type – PO
3. Field specifications – Place a check next to the new field specification.

The result: When you run the document profile for Sender X, Entrance captures the second bank account number for Receiver 2, but not for Receiver 1. The field is not displayed in Verify.