HT - Yooz - Invoice Import SOP & Troubleshooting

HT - Yooz - Invoice Import SOP & Troubleshooting

Standard Operating Procedure: Yooz Import Process in Dynamics SL

Overview

This process outlines how to import finalized vouchers from the Yooz workflow into Dynamics SL. The import automates the manual voucher creation and adjustment process based on documents processed in Yooz.

Prerequisites

  • Access to the AZTSL terminal server where the SL application is hosted.

  • Access to the remote server's S drive, specifically the Yooz root directory: S:\Applications\Yooz

    Both can be accessed via RDWeb

Standard Import Process

  1. Verify Yooz Export: Ensure that documents have completed their workflow in Yooz and have been automatically exported to the SFTP.

  2. Open Dynamics SL: Launch the SL application via the remote server.

  3. Initiate Import: * Navigate to Financial > Accounts Payable > Input > Yooz Invoice Import.

  • Click the Process button to run the import.

(Note: The system is designed to automatically check the SFTP first, and then check the local inbound folder S:\Applications\Yooz\Inbound for files).

  1. Review Event Log: Navigate to the Yooz directory on the S drive and review the newly generated event log for this run.

  • Confirm which files were successfully processed.

  • Look for any warnings regarding potential duplicate files.

  1. Verify File Movement: Check that successfully processed files have been automatically moved by the system to the root of the processed folder: S:\Applications\Yooz\Processed.

  2. Review Batches: * Navigate to Financial > Accounts Payable > Input > Voucher and Adjustment Entry.

  • Locate the newly imported batches. They will be imported in "H" (Hold) status.

  • Review each batch to check for duplicates and ensure accuracy before taking further action.

Error Handling & Re-importing

  1. Identify Errors: If a file returns an error during processing (e.g., an unassigned vendor ID), the SL batch will be deleted automatically. Event Logs are stored in S:\Applications\EventLog and all Yooz Import logs begin with HHYZI. The remainder of the error filename will be in the Yooz Import Process event upon completion.

  2. Locate Failed File: The system will automatically move the failed file to the error folder: S:\Applications\Yooz\Error.

  3. Correct the File: Open the failed file and correct the underlying issue (e.g., fixing an incorrect vendor ID or removing a problematic line).

  4. Stage for Re-import: Once corrected, manually move the file from the Error folder back into the Inbound folder: S:\Applications\Yooz\Inbound.

  5. Re-run Import: Return to Financial > Accounts Payable > Input > Yooz Invoice Import in Dynamics SL and click the Process button again.

  6. Confirm Success: Review the new event log to confirm the re-run was successful and the batch was created.

Troubleshooting & Support

If you encounter errors during the import process that cannot be resolved by correcting the file locally:

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