DreamHouse's ADV team really enjoyed the training on filing on Chorus Pro. As this is a connection with an external platform, they ask D'Angelo, the Salesforce and Frisbii administrator, how they can keep an eye on the smooth running of the solution and anticipate the management of connection errors. It's in D'Angelo's interest to train them on this subject too, to make them self-sufficient.
The application's reports and list views are highly accessible for non-technical users. D'Angelo makes sure to provide them with an explanation of potential errors and a guide to help them be dealt with quickly.
In order to monitor the deposit of invoices on Chorus Pro, two reports are provided, as well as list views of the Deposit object.
List views of Deposit object
First, let's take a look at the three list views available to you:
As an example, here is the Successful Deposits list view available from the Deposits tab of the Chorus - Frisbii Extension FRA application:
Pending deposits
Usage: Keep an overview of deposits to be processed. This view shows you whether all your invoices eligible for Chorus have been processed.
Filters: This view filters on the Status Code field and the deposit-ready value. It therefore lists compliant invoices, waiting for the next connection to be sent. These invoices must not be more than 2 days old, otherwise the Chorus connection is in error, as they should already have been retrieved.
Fields: The columns displayed are:
Depots, Service code, Order number, Chorus flow ID, Status code, Attachment IDs; PDF Invoice ID, Date created.
Deposits in error
Usage: Don't lose sight of the error deposits to be processed.
Filters: This view filters on the Status Code field and values
flux-status-rejected : Chorus Pro sends back a message to say that the deposit has been rejected due to incorrect mandatory information or if the invoice is a duplicate (already deposited).
flow-status-max-retry-reached: After three attempts to deposit the invoice on Chorus Pro, the Chorus Pro connection flow stops the attempts.
deposit-max-retry-reached : After three integration attempts, following a deposit API error status, the Neovacom connector stops.
deposit-invalid-data: Data is incorrect (attachment name too long, commitment number (order number) too long).
Fields: The columns displayed are:
Deposits, Service code, Order number, Chorus flow ID, Status code, Attachment IDs; PDF Invoice ID, Date created.
Successful deposits
Usage: Base further invoice processing on this list view. All the invoices listed here are now available on the Chorus pro platform.
Filters: This view filters on the Status Code field and the value flow-status-integrated , as well as on the Deposit final status and the value Flow integrated, which in both cases means Deposit on Chorus completed.
Fields: The columns displayed are:
Depots, Service code, Order number, Chorus flow ID, Status code, Attachment IDs; PDF Invoice ID, Date created.
Dashboard: Chorus follow-up
If you prefer reports to list views, or would like to receive report notifications by email, you can use this dashboard and these four reports.
Tracking Chorus deposits
Display in the Chorus Monitoring dashboard:
Usage : Keep an overview of application activities.
Underlying report : Tracking Chorus deposits (same display as on the dashboard)
Report type : Deposits with Invoice
Report columns : Deposits, Invoice name, Deposit, Account, Chorus flow ID, Corporate name
Filters: All deposits, Issue date: Current and previous month
Grouped by (lines) : Final deposit status
Successful Chorus filings this month
Display in the Chorus Monitoring dashboard :
Usage : Like the list view Successful deposits , this report lets you know which deposits are being processed on Chorus Pro.
Underlying report : Successful Chorus deposits this month
Report type: Deposits with invoice
Report columns: Deposits, Invoice name, Deposit final status, Account, Chorus flow ID, Corporate name
Filters: All deposits, Issue date: Current and previous month, Final deposit status: Integrated flow
Reminder: Integrated Flow = Chorus has retrieved the deposit and deposited the invoice on the Chorus platform.
Grouped by (lines) : Status Code
Status of Chorus deposits
Display in the Chorus Monitoring dashboard :
Usage : Here we have a view of the deposits generated by status and invoice date:
Draft: The invoice has generated a deposit, but some mandatory information is missing. The Response field indicates any information omitted. This recording will not be retrieved by Chorus.
Ready for deposit: The invoice has generated a deposit with all the required information. The external API is now ready to be deposited and is waiting to be retrieved by Chorus.
Error : Chorus Pro tried to retrieve the deposit, but received an error. The Technical feedback field indicates the cause of the error.
Integrated flow : Chorus has retrieved the deposit and deposited the invoice on the Chorus platform.
Underlying report : Status of Chorus deposits (same display as on the dashboard)
Report type : Deposits with Invoice
Report columns : Deposits, Invoice name, Deposit, Account, Chorus flow ID, Corporate name
Filters: All deposits, Issue date: Current and previous month
Grouped by (lines) : Final deposit status
Filing errors on Chorus
Display in the Chorus Monitoring dashboard :
Usage : This report groups invoices in error according to the name of the error. It allows you to deal with any errors that may have occurred, without wasting time searching for the deposits in error.
Underlying report : Filing errors on Chorus (same display as on the dashboard)
Report type : Filing with Invoice
Report columns : Deposits, Invoice name, Final deposit status, Invoice PDF ID, Invoice status, Tech Error
Filters: All deposits, Issue date: Current and previous month, Status Code different from deposit-succeded, flow-status-integrated and deposit-ready (therefore all Status Codes in error), Tech Error not empty,
Error management
Very well, now you know how to manage deposits on Chorus Pro. Now let's look at how error messages are handled.
Errors can occur at three points in the process:
Deposit generation (External API)
Most of the errors that occur during deposit generation are linked to missing or incorrectly entered mandatory information. For more details, check the To be corrected field on the Deposit object.
More concretely:
At least one mandatory field is missing:
Service code | Text(150) | Invoice (or account or accounting data) field, included by automatic batch in deposit record |
Account | Reference(Account) | Invoice field, transferred by automatic batch to deposit record |
Invoice status | Text(255) | Invoice field, transferred by automatic batch to deposit record |
PDF invoice | Reference(PDF Invoice) | Link to PDF file |
Net amount payable | Currency(14,4) | Invoice field, transferred by automatic batch to deposit record |
Amount incl. VAT | Currency(14,4) | Invoice field, transferred by automatic batch to deposit record |
Order number | Text(150) | Invoice (or account or accounting data) field, included by automatic batch in deposit record |
Customer SIRET | Text(255) | The SIRET of the invoice recipient |
SIRET Corporate name | Text(255) | The SIREN + NIC of the invoicing party (defined in the Corporate name object) |
Market ref. | Text(150) | Order number |
Payment method | Text(255) | Invoice field, transferred by automatic batch to deposit record |
Automatic record retrieval via Neovacom's API
As mentioned earlier in this documentation, all deposit- errors come from the Neovacom API. Here's the list:
deposit-max-retry-reached
Explanation: After three integration attempts, following an API error deposit status, the Neovacom connector stops connection attempts.
How to deal with this message: You need to deal with the error causing the problem. Look in the Tech Error field of the Deposit object for more information. It could indicate, for example 401 : Authentication error.
How to avoid this problem in the future: In the case of error 401, for example: every 14 months you have to change your password on Chorus Pro, this is something you can anticipate. You need to send the new password to Frisbii support so as not to break the connection with Neovacom.
deposit-invalid-data
Explanation: The data is incorrect, either the attachment name is too long or the commitment number (order number) is too long.
How to deal with this message: Check both names and make sure that
attachment names must not exceed 50 characters and
Order number (= commitment number / order number) does not exceed 50 characters
How to avoid this problem in the future: Train your teams to respect the limits imposed by the Chorus Pro platform. Display these limits for the first few days prominently on users' desktops.
Platform return
The Technical feedback field provides information on errors reported by Chorus Pro. Here is a list of errors and their explanations:
400: An error has occurred while filing on Chorus Pro.
Message: Sending to Chorus failed (1/3 tries) with cause: 400 : An error occurred when sending to Chorus Pro. Please check the data on this invoice.
Explanation: As indicated above, one or more items of information are missing from the invoice, or the information is incorrect. Here are a few rules to follow:
The Service Code field must be alphanumeric*.
Service name Service code must not exceed 100 characters.
The size of an attachment is limited to 4 MB.
The name of an attachment Attachment Name must not exceed 50 characters.
The size of the billing file is limited to 120 MB.
The field Name (company name) must not exceed 99 characters.
The Invoice Issue Date must be prior to or equal to the invoice submission date in the portal.
The size of the file name, excluding the extension, must not exceed 35 characters.
* Alphanumeric characters are a subset of characters that includes alphabetic characters representing upper and lower case letters, and numeric characters including Arabic numerals.
For more restrictions : Error message appendix - Chorus Pro community.
Checks on mandatory invoice information :
Mandatory field: VAT exemption reason (DemandePaiement.motifExonerationTva.code) if typeTva is "EXONERATION".
If the recipient's settings indicate that the contract or purchase order number is mandatory at structure level (StructurePublique.gestionNumeroEj =TRUE), then the system checks that at least the contract or purchase order number has been entered.
If the recipient's settings indicate that the contract or purchase order number is mandatory at service level (Service.NumeroEj = TRUE), then the system checks that at least the contract or purchase order number has been entered.
If the recipient's settings indicate that either the service code or the commitment number is mandatory at service level (Structure.gestionNumeroEjOuCodeService = TRUE), then the system checks for the presence of the contract or purchase order number if the service has not been entered.
Mandatory field: the code of the executing department (RequestPayment.recipient.department.code) if requested by the recipient
To find out more about the controls : Shared solution external specifications file-CPP 2017 [V3.22]
Tip: Search for Error table (CTRL+F).
How to deal with this message: (1) Check the To be corrected field on the deposit record, as well as the data on the incorrect invoice and on the related accounting data. (2) Delete the deposit linked to the invoice and (3) correct the invoice.
If related to attachments: Check the size of each attachment, the total size of all attachments and the attachments names.
A reminder:
The size of an attachment is limited to 4 MB.
The name of an attachment Attachment Name must not exceed 50 characters.
The size of the billing file is limited to 120 MB.
Once the errors have been corrected and the External API record deleted, the External API generation batch will generate a new record with the corrected invoice information. This will be created with the Final deposit status field set to Ready for deposit, and the invoice will be deposited during the next retrieval.
How to avoid this problem in the future: You can make fields mandatory on the invoice, or create validation rules to do so. Remember to train your users in the constraints of the Chorus Pro platform.
401 : Authentication error
Message : Sending to Chorus failed (1/3 tries) with cause: 401 : Authentication error. Please check the access settings for your technical user, especially if the password has expired (renewed every 14 months).
Explanation: The connection to Chorus Pro could not be established with the given access parameters.
How to deal with this message: Your Chorus technical user password must be renewed every 14 months. Please check the access settings, especially if the password has expired.
> API USERS: HOW TO CHANGE YOUR TECHNICAL PASSWORD?
How to avoid this problem in the future: You can't set this up any other way in Chorus, but you can set a reminder in your calendar to change your password and send the new one to Frisbii support.
404: API call not found.
Message : The request to get the resource at '/services/data/v48.0/sobjects/Document/0686N00000I3UO0QAN' failed with error: 404 Not Found.
Explanation:
There are two possibilities:
(1) Connection with Chorus Pro could not be established.
(2) The link is invalid because the ID 0686N00000I3UO0QAN is a File document ID, but the Neovacom connector expects a Document ID, not a File ID.
How to process this message:
(1) Manually change the deposit Status Code to deposit-ready. If the repository is supported within the next 2 minutes, there is no connection error.
(2) Check the PDF repository ID, whether it starts with 06 or 01.
Warning: In both cases, you can open a request to Frisbii support, indicating what you have already analyzed and the text of the error message, by giving support access to your production org.
407 : Proxy Authentication Required
Message: This server could not verify that you are authorized to access the document requested. Either you supplied the wrong credentials (e.g., bad password), or your browser doesn't understand how to supply the credentials required.
Explanation: This is usually an error caused by large attachments (over 5 MB).
How to deal with this message: Try cutting or compressing attachments to limit their size.
How to avoid this problem in the future: Train your users to avoid this kind of error.
415 : The Chorus server cannot process the request sent.
Explanation: The submission to Chorus failed, because information was missing from the request header, or the information was incorrectly configured.
How to deal with this message:
(1) If you delete the deposit record, the next scheduled creation task will take over the eligible invoice, which will also reset the shipment.
(2) If the problem persists, double-check the mandatory information on the invoice and check that these rules have been respected:
The Service Code field must be alphanumeric*.
Service name Service code must not exceed 100 characters.
The size of an attachment is limited to 4 MB.
The name of an attachment Attachment Name must not exceed 50 characters.
The size of the billing file is limited to 120 MB.
The field Name (corporate name) must not exceed 99 characters.
Invoice issue date Invoice issue date must be prior to or equal to the date the invoice is submitted to the portal.
The size of the file name, excluding the extension, must not exceed 35 characters.
* Alphanumeric characters are a subset of characters that includes alphabetic characters representing upper and lower case letters, and numeric characters including Arabic numerals.
(3) Contact Frisbii support, giving access to your production org, indicating all the tracks you've already tried and the text of the error message.
How to avoid this problem in the future: Give your finance users a list of rules to follow.
500 : An internal error has occurred on the Chorus server while processing your request.
Explanation: The Chorus server was temporarily unavailable.
How to deal with this message: Please delete the deposit record to reset the sending.
How to avoid this problem in the future: You can't anticipate this kind of mistake.
502: Bad Gateway
Explanation: Internet network problem, which may be due to the size of attachments, if they take too long to be processed by Chorus Pro. This error could also be linked to a network connection problem.
How to deal with this message:
(1) Check your Internet connection.
(2) Check attachment size.
(3) Replace attachments if necessary.
(4) Please delete the deposit record to reset the sending.
How to avoid this problem in the future: You can't anticipate this kind of error.