Troubleshoot the automatic data upload process from your ERP

This guide focuses on the automated process that transfers key data from your ERP system directly into Buymanager. This ensures that information like prices, Minimum Order Quantities (MOQs), validity dates, stock levels, product descriptions, families, codes, and supplier contact details are always current in Buymanager, reflecting the latest information from your ERP.
 

Why is it important for you?

Imagine making purchasing decisions based on outdated prices or ordering incorrect quantities due to old MOQ data. Inaccurate or missing data in Buymanager can lead to:

• Operational inefficiencies: Delays in purchasing, incorrect orders.
• Financial discrepancies: Paying wrong prices, mismanaging stock.
• Poor decision-making: Relying on unreliable information.

This guide helps you quickly identify and resolve issues, ensuring Buymanager always has the correct data, empowering you to make informed decisions.
 

Who is this guide for and what do you need?

This guide is primarily for Buymanager Key Users and IT Administrators who are responsible for maintaining data integrity between ERP and Buymanager.

• Access: You'll need access to your ERP system's file generation and logs, the Buymanager ERP sync folder, Windows Task Scheduler, and potentially Buymanager's database configuration.
• Permissions: Some steps may require administrative rights on the server hosting Buymanager or access to specific IT infrastructure.
   

---

How it Works: Troubleshooting ERP to Buymanager Data Uploads
 

1. Checking the Automatic Data Upload from ERP to Buymanager

The first step in troubleshooting is to determine if the data upload process completed successfully.
 

Your First Indicator: The ERP Sync Report Email

• Did you receive the ERP sync report email? 
  The email will indicate to you if the synchronisation was successful, or you will find attach the log if there was error. 

The email will be sent on the email enter in the Application settings. Log in as an admin, go to the application settings > user > tab "email control". mail address + Email copy and blind copy if needed.
 

 

Following the ERP Sync Path: Step-by-Step Diagnostics

If you suspect an issue, follow these steps to trace the data flow and pinpoint where the process might have stopped or encountered a problem:

1. Verify ERP File Creation: 
   • Check your ERP system to confirm that the necessary data files for Buymanager synchronization were successfully generated.

2. Confirm File Transfer to Buymanager Sync Folder:

   • Ensure that the generated ERP files have been correctly copied to the designated Buymanager ERP sync folder.

   
   
   
    

3. Look for Error Files in the Sync Folder or on the email: 

   • Within the Buymanager ERP sync folder, check for any Excel files indicating errors. These files often contain immediate feedback on data issues.

   
    

4. Check Scheduled Task Execution:

   • Open Windows Task Scheduler on the server.
   • Navigate to and select the ERP sync task.
   • Review its "History" tab to see if the task executed as scheduled and if there were any reported failures or warnings.

   

5. Confirm Database Integration:

   • Verify that the correct database, which integrates the ERP data, is configured and being used by default for the Buymanager synchronization.

   

---

2. Understanding and Resolving Data Upload Errors

Once you've confirmed the sync process or identified where it failed, the next step is to interpret the error messages and apply the right solutions. The ERP sync report, typically received by email or visible in the folder, is your best friend here, as it includes details and often copies of error data files.

Deciphering the Scheduler Log Report

The scheduler log report provides a summary of the synchronization process, indicating how many lines were processed, added, modified, or failed.

Let's break down the key terms you'll find in the log:

• Wizard #: This indicates the specific ERP Sync template task that was executed (e.g., "negotiated price," "manufacturer," or "family" information, as in the example). 
• Begin execution on: The date and time when this particular task started.
• Add records: Indicates whether new data lines were successfully added (Yes/No).
• Update records: Indicates whether existing data lines were successfully modified (Yes/No).
• Number of source record: The total number of data lines that the system attempted to process from your ERP file (total number of lines in your ERP export file for that category). 
• Number of record added: The count of new data entries successfully added to Buymanager.
• Number of record modified: The count of existing data entries that were successfully updated in Buymanager.
• Number of record deleted: The count of data entries successfully removed from Buymanager.
• Number of record failed: The critical number of data lines that could not be processed due to errors. These are the records you need to investigate!

Understanding Error Messages from Email Attachments

The ERP sync report email often includes attachments containing detailed error messages in Excel files. These files are invaluable for pinpointing the exact issue with specific data lines.

The log file, will always contain the error message on the first column (Column A), and the original data from your file on each following lines. 

The error message will include following information: 
- Add/Modify: this indicate if the error happened while attempting to add or modify a data. 
- The error type itself
- The source field: column with the data causing the error on your ERP file 
- The target field: the field in Buymanager that the data should have been added or modified or isn´t recognized. 
 

Here are common error messages you might encounter, along with their explanations and solutions, often related to missing information or conflicts:

1. "Value not found for a related field - Source field: [Field Name] - Target field: [Target ID]"
   1. Reason: Buymanager's ERP sync process couldn't find a corresponding entry for a related field (e.g., Manufacturer or Supplier or as seen above  FamilleID) in its existing database. 
      This means the manufacturer or vendor or famille ID  you're trying to link to an item does not yet exist in Buymanager.
   2. Solution: Before attempting to link items to them, you must first upload the missing manufacturer or vendor or add the missing information into Buymanager. Ensure these entities are created in Buymanager with their correct identifiers (correct ERP code mostly). 
       

2. "Look-up - Source field empty"

   • Reason: This typically means that a crucial column in your raw data file, such as Manufacturer or Supplier,  is empty for certain records. Buymanager needs this information to correctly process the entry.
   • Solution: Review the attached error file to identify the records with empty source fields. Go back to your raw data in the ERP or the export file and fill in the missing information for the specified column (e.g., "Manufacturer" or "Vendor/Supplier"). Once corrected, re-initiate the sync.
3. "Source field empty for the foreign key with cardinality 1-1 - Source field: [Field Name] - Target field: [Target ID]"
   • Reason: Similar to the "Look-up - Source field empty" error, this indicates that a required field (e.g., manufacturer, vendorid) in your source data, which is meant to map to a unique identifier in Buymanager (e.g., FourID), is blank.

   • Solution: Identify the empty field in your raw data, populate it with the correct information, and then re-sync.

4. "Several items detected for search key - Source field: [Field Name] - Target field: [Target ID]"
   • Reason: This error occurs when Buymanager finds multiple entries for what it expects to be a unique identifier (e.g., a vendorid or manufacturer code). This could mean the supplier or manufacturer have multiple records in Buymanager that match the provided ID, making it ambiguous.
   • Solution: First, ensure the vendor/supplier or manufacturer is correctly uploaded to Buymanager (refer to solution #3). If they are, search for the [Target ID] (e.g., FourID) directly in Buymanager's supplier/manufacturer pages. If multiple results appear for the same ID, you'll need to consolidate or correct these duplicate entries in Buymanager to ensure uniqueness.
      
5. " Supplier code is already used for the current type"
   • Reason: It means that the supplier or manufacturer code you are trying to import already exists in Buymanager for the same type of entity (e.g., you're trying to add a manufacturer with code "ABC" but a manufacturer with "ABC" already exists).
     • Important Note: Sometimes, a code might exist that is similar but not an exact match (e.g., 'gSMArt' exists, and you're trying to add 'SMA'). Buymanager might flag this as a potential conflict. Also, it's crucial to remember that each supplier or manufacturer must have a unique ERP code in Buymanager, even if a manufacturer also acts as a supplier.
   • Solution:
     • Check for exact duplicates: Search for the problematic code directly in Buymanager's supplier/manufacturer pages. If you find an existing entry that corresponds to the one you're trying to add, ensure its "ERP code" column is correctly populated with the code from your ERP.
     • Address similar codes: If no exact match, but similar codes exist, verify if the ERP code you're trying to import is truly new. If it is, once the exact ERP code is correctly added to Buymanager (either manually or via a separate sync for new entities), subsequent synchronizations should proceed without this error.
     • Ensure uniqueness: If a manufacturer also functions as a supplier, both their manufacturer profile and supplier profile in Buymanager must have unique ERP codes. You cannot use the same ERP code for two distinct entities, even if they represent aspects of the same real-world company. Buymanager expects uniqueness. You might need to adjust the code in your ERP or Buymanager to ensure uniqueness.
        
6. "Duplicates detected for the search key - Source field: [Field Name] - Target field: [Target ID]"
   • Reason: This error specifically means that the value in your source file's is not unique. 
     Buymanager requires a unique data for this Target Field.  This can happen if:
     • The same value appears multiple times in your import file, attempting to create or update different data with the same identifier.
     • The value you're trying to import is already associated with an existing data in Buymanager, and you're attempting to create a new data with that same ID.
   • Solution:
     • Review your import file: Check the source field column in your source file. Ensure that each entry intended for a unique supplier has a distinct value.
     • Search in Buymanager: Perform a direct search in Buymanager for the  value 
       • If this data is associated with multiple supplier records in Buymanager, you will need to consolidate or correct these duplicate entries within Buymanager to ensure only one data record exists for that target.