Edit Line Items in Application Error: Functional Overview
The Edit Line Items in Application Error functionality empowers Operations Managers and Warehouse Clerks to manually correct specific material lines that have encountered integration failures.
When a Procurement Request (PR) is sent to an external system (e.g., SAP) and is rejected due to invalid data, this feature allows users to fix the incorrect logistical or financial attributes directly. This ensures that PRs can be recovered and successfully resubmitted without the need to duplicate or recreate the entire document from scratch, significantly improving integration reliability and operational turnaround time.
Preconditions & Editable Scope
To protect data integrity, the system strictly limits when and where edits can be made during an error state.
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Header Status Rule: The user must be operating within a Procurement Request where the overall header is in the In Error state.
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Line Status Rule: Within that PR, ONLY the specific position lines that are in To Review (Applicative Error) status are editable. All other lines (e.g., those already sent or canceled) remain locked.
Field-Level Rules & Modifications
When a user opens an eligible line item for correction, the system enforces the following editability rules:
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Material: Strictly [Read-only]. The core material being requested cannot be changed during an error correction.
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Editable Fields: The user can modify all fields relevant to SAP integration to resolve the error. These include, but are not limited to:
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Quantity
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External Movement Type
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External Cost Account
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Other logistical/financial attributes
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System Behavior (Resolution Workflow)
The workflow is the following:
Step 1: Line correction
The system validates the mandatory fields for each modified line. The line is still in To Review status.
Step 2: Error Reset
For each modified line the user can reset the flow by using the button Mark Resolved that successfully transitions the position’s status from To Review to the Complete. The system automatically sanitizes the error state:
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The Error Code is cleared.
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The Error Description is cleared.
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Complete status: the position’s status is set to complete again
Step 3: PR Header Status Recalculation
After processing all modified lines, the system evaluates the entire document to determine the new Header Status:
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Remains 'In Error': If at least one active line in the PR is still incomplete or in an error state.
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Transitions to 'Confirmed': If ALL non-canceled line items are now in the Complete state.
Step 4: Automatic Resubmission Trigger
If the Header successfully recalculates and transitions to Confirmed, the system immediately resumes the integration flow:
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All line items that do not currently have an SAP reservation code are automatically selected.
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A message is generated and placed in the integration queue to resend the data to SAP.
Operational Scenario Supported
Fixing Integration Data Errors
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Failure: A PR is sent to SAP, but SAP returns an application error (e.g., "Invalid Cost Account").
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Status Update: The PR header moves to In Error, and the specific line moves to Application Error.
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Correction: The user opens the PR and edits the affected line(s), updating the Cost Account.
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Validation: The system validates the changes and clears the error codes.
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Recalculation: Because all lines are now valid, the PR header status recalculates to Confirmed.
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Resubmission: The system automatically queues the corrected lines for resend to SAP, and the integration resumes successfully without manual duplication.