Invoices may be imported into the FOOD-TRAK application from a mobile device with the FOOD-TRAK Mobile Partner software. Invoices that are sent from a mobile device appear as "paused" in the Invoice Entry Form area of the FOOD-TRAK application. When the invoice is viewed the comments on the header of the form state that it was sent from a mobile device.
Items on a device form must have a confirmed quantity of more than zero to be imported. Items with quantities that are not confirmed on the device or contain a quantity of zero are dropped from the form on the host application. If this mistakenly happens you may go back to the same device form (if it is still available on the device) confirm or enter a valid quantity for the item and re-import the changed form.
Invoice forms that are received on more than one mobile device may be merged. Invoices originating from the same Purchase Order with the same vendor, invoice number and invoice date are automatically merged when received by the FOOD-TRAK application. Invoices must meet all of these conditions in order to be merged.
During the import process if an invoice matches the merge criteria of an existing invoice the forms are merged. Once the final form from all the mobile devices are sent the merged invoice is set to a "completed" state. The comment section of the form displays notes to indicate that the form has been merged. The notes state the mobile device that sent the form, the date/time and whom the goods were received by.
The following rules apply when data on an invoice is merged.
1. If a like-item exist it is added as a separate line item on the invoice, each with its own quantity and unit.
2. In order to maintain the originating Purchase Order sequence, the data for first item will occupy the slot on the merged form. Any like-items will be added to the end of the form sequence.
3. Items re-sent from the same device for the same form will update the original item data on the invoice (overwrite not append).
The details of an invoice merge can be found on the Alerts page.
Security options are available to restrict use of the merge feature. Security options can be viewed and configured in the User Manager function.