Document Feedback

The document feedback fetches the distributors' answers — order confirmation, dispatch notification and invoice — from ITscope and, depending on the switches, writes them into your purchase order. ITscope delivers nothing by itself; a job queue entry asks regularly. The document feedback requires API Functions (Preview) to be switched on.

The Job

Property	Value
Description	ITscope - Deal document sync
Codeunit	`ALN MCIS Job Runner`
Interval	Deal Sync Interval (Minutes), default 60, at least 5
Time window	Monday to Friday, 06:00 to 20:00
Retries	3 attempts, 60 seconds apart

To switch it on: ITscope settings → Enable Deal Sync, then Create/Update Job Queue. The same action applies a changed interval. With the document feedback switched off, it puts the entry on hold instead of deleting it. The job only runs while ITscope is switched on and licensed.

Every run costs API quota

A run queries the deal status once per open order and fetches only documents that are not archived yet. It still adds up: within the job's time window, a 15-minute cycle costs about 1,200 calls per month and open order, the default of 60 minutes about 300. Choose the interval with your quota in mind — the API usage shows the consumption.

What a Run Does

Find orders the connector did not send — see below.
For each open order:
1. Query the deal status. The answer lists the documents of the deal; if ITscope reports the deal as cancelled, the order goes to Cancelled.
2. Fetch new documents — each exactly once.
3. Store each document as it arrived in the deal documents and process it in a transaction of its own. A faulty document does not hold up the others; the reason is on the document.
4. Apply the document automation.
5. Check new invoices in the hub's three-way match.
Log — what the automation changed or objected to, and every error, as a line in the activity log. A run without an event writes nothing.

If one order fails, the run moves on to the next. The same pass for a single order is started by Sync Documents Now on the order list or the purchase order.

The Documents

Document	Content
Order confirmation	Confirmed quantities, prices and delivery dates per line and the distributor's order number. A confirmed quantity of 0 cancels the line
Dispatch notification	Per delivery the delivery note with the shipped quantities, tracking numbers with shipping agent and tracking link, and serial numbers
Invoice	Invoice number, invoice and due date, amounts, and surcharges and discounts — freight, insurance, packaging, recycling and others. Credit memos are recognized as such

The connector passes tracking numbers to the hub's tracking bridge — every parcel of every delivery, with the shipping agent from the dispatch notification. The hub reports them to the linked sales or marketplace order. Test orders report nothing.

Which Orders Are Queried

Orders in the statuses Order Sent, Send Unconfirmed, Confirmed, Deviation Detected, Partially Shipped, Shipped and Invoiced are queried. An order leaves the query

when it is done: invoiced, the purchase order fully invoiced (or posted and therefore deleted), every invoice matched and every document processed — or
when 90 days have passed without a new document. Whatever is still open then is a case for a person; Sync Documents Now fetches the order by hand at any time.

The status query settles an order in status Send Unconfirmed: if ITscope knows exactly one deal under our own order number, the order goes to Order Sent. If ITscope knows none ten minutes after the send, it goes to Order Failed — the order did not arrive and can be sent again. With several deals or an unreadable answer it stays until a person looks at it.

Orders the Connector Did Not Send

Not every order reaches ITscope through the connector. In Prepare cart only mode a person orders in ITscope, and the connector's order number never reaches the deal; a queued order, too, can be placed directly in ITscope. Before the known orders, every run therefore asks ITscope once for the deals that changed since the previous run and attaches them:

The deal …	is attached to
carries the connector's order number or the purchase order number	the waiting order — including one that is ready to send, failed or unconfirmed
was ordered from a prepared cart	that cart's order
carries the number of a purchase order with no ITscope deal	that purchase order, if an ITscope distributor is mapped to its vendor

The order then goes to Order Sent — from then on the document feedback runs as for any sent order. A failed or unconfirmed send that did arrive is thus not sent a second time. Test orders and deals that are attached already are left alone.

The search costs about one call per run. The Discovery Window (Days) (default 90) bounds how far back the first run and any run after a longer pause reach; 0 switches the search off.

Document Automation

The switches in the ITscope settings control what the run writes from the reported data into your documents:

Switch	Default	Effect
Auto Update Purchase Order	on	Writes the promised delivery dates as the lines' Promised Receipt Date, the delivery note number of the delivery that is due as Vendor Shipment No., and from the invoice the Vendor Invoice No. and the due date — these values overwrite deviating entries. The distributor's order number goes into Vendor Order No. only while the field is empty; a manual entry stays. The invoice date becomes posting and document date once no line is waiting for goods any more
Auto Update Order Quantities	on	Quantities follow the confirmation downwards, down to a cancellation. Only reported are a higher confirmed quantity and reductions on lines already received or invoiced, on lines with a linked sales order or assigned serial numbers, and on positions that match several purchase lines
Auto Correct Line Amounts	on	Purchase prices follow order confirmation and invoice
Auto Assign Serial Numbers	on	Serial numbers from the dispatch notification as item tracking on the purchase line; on a drop shipment on the linked sales line as well
Auto Add Shipping Charges	on	Invoice surcharges as item charge lines with automatic assignment — freight on the Shipping Charge No., insurance on the Insurance Charge No., everything else on the Other Charge No.. If the insurance item is empty, insurance books on the other item; if that is empty, on the shipping item
Auto Update Sales Shipment Date	on	The planned shipment date of the linked sales order follows the distributor's delivery date
Auto Post Receipt	off	Posts the goods receipt for the reported delivered quantities
Auto Post Invoice	off	Posts the purchase invoice once the three-way match confirms that invoice, order and receipt agree. Requires the Vendor Invoice No. on the purchase order — that is, Auto Update Purchase Order

Whatever cannot be corrected on a confirmed order sets it to Deviation Detected. Later deviations — from the invoice, for example — no longer change the status; they are listed in the activity log.

Released orders

If the automation has to change a released purchase order, it reopens the document and releases it again afterwards. Documents in an approval or with prepayment stay untouched.

Goods Receipt

Even with Auto Post Receipt switched off, the connector prepares the goods receipt: the purchase lines then carry the quantity actually delivered instead of the whole remaining quantity, and whoever checks before posting finds it there. With the switch on, the connector posts itself:

one goods receipt per delivery note — a second delivery of the same order is posted under its own delivery note. If two dispatch notifications arrive before the same run, it posts them together. The delivery note number is on the purchase order only with Auto Update Purchase Order,
on the dispatch date of the dispatch notification if it is at most seven days old and not in the future; otherwise — or if the notification states none — on the work date,
never twice: the connector reads which delivery notes are already posted from the existing goods receipts — including those posted by hand.

Invoice and Credit Memo

Auto Post Invoice posts only after a passed three-way match of order, receipt and invoice; for that, Auto Update Purchase Order must have written the Vendor Invoice No. Credit memos are recognized but never posted automatically. Start with both posting switches off, check a few orders by hand, and only then switch them on.

Test Orders

Orders to the test distributor go through the document feedback like real ones — their documents are fetched and archived —, but the document automation and the invoice match skip them. A test order never reaches the purchase order, the sales order or a posting.

Monitoring

Dashboard — the figures Deviations and Sync errors (24 h) and the card Connection and sync with interval and last document.
Activity log of the hub — per order and run a line when the automation changed or objected to something, and every error with its full text.
ITscope Orders — the column Error Message and the status per order.
Deal documents — Processed and Processing Error per document.