3350546 - Error Appears While Trying to Upload Supplier Invoices Through SAP Collaboration Window

You are trying to upload supplier invoices through SAP Collaboration window using pdf and doc files and system shows the error message. 

Error - Valid file pair cannot be found in observed folder

SAP Business ByDesign

1. Go to SAP Collaboration tool
2. Login and go to Invoice Scanning
3. Select the pdf document from the observed folder
4. System uploads and error appears

In the scoping questions, you have selected the question - Do you want to enter supplier invoices via PDF scanning? which means, you have scoped the Intelligent Invoice Scanning. In the Intelligent Invoice Scanning, you can upload supplier invoice documents only in PDF format for creating supplier invoices in the system. Since you have both pdf and doc. files, system shows the error message. 

Note: In the Invoice Scanning view of the Supplier Invoicing work center, you can upload supplier invoice documents in PDF format for creating supplier invoices in the system. The system scans the uploaded documents leveraging the SAP AI Business Services – Document Information Extraction service and proposes the values for creating the invoices in the system. You can review and edit the scanned values on the Review screen using the snapshot of the uploaded document. 

You can use only the pdf files to upload the invoices and not doc files in the observed folder. This way you can avoid the error. 

Note: You can make use of this functionality by selecting the following questions to enable the settings in your system:

• Do you want to enter supplier invoices via PDF scanning?
• Do you want automatic creation of invoices from scanned documents? (If you select this option, system creates invoices automatically after scanning.)
• Do you want to compare scanning invoice items with purchase order items?

This enables the comparison of scanned invoiced items with the existing purchase order items and allows the use of scanned values instead of purchase order values. During the scanned invoice review process, the system checks for the unique items (Product ID and Product Description) in the purchase order and creates an invoice item with or without the purchase order reference. The non-scanned purchase order items are ignored. Values such as account assignment, product ID, product description, and header information that are not part of an invoice, or are not yet part of the scanning process are taken from the purchase order item.

• Do you want to default the company based on scanned value?

  If you select this scoping question, the scanned values are defaulted as reviewed values in the following use cases:

• If no company ID is given in the upload UI
• When PDFs are uploaded via the collaboration window (if the question is not scoped, normally the company of the user logged into the collaboration window gets defaulted instead of the scanned value)

Important Note:

Upload via SAP Collaboration Window

The solution supports the upload option via the collaboration window through the required settings and defaulting logic of company (by determining the company of the user logged into the collaboration window).

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