Incoming EAN is the part of Sapera where suppliers' electronic invoices are received via EDI (Electronic Data Interchange). The supplier sends the invoice to the company's EAN number via an EDI network, and Sapera automatically receives the file and places it in the overview of incoming EAN requisitions.
From here you can review the received files, process them (create purchase invoices), download the original XML file and investigate any errors.
1. Open the Financial app via the hamburger menu in the top left corner of Sapera.
2. Go to Purchasing and select Incoming EAN.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The screen shows a paginated list of incoming EAN requisitions — i.e. the files that have been received via EDI from suppliers.
Important: The default filter on opening
When you open the screen, the list is by default filtered to show only unprocessed requisitions (the column filter "Not processed" is preselected on the Processed column). You must actively change this filter if you want to see already processed requisitions or all requisitions combined.
You can sort the list by clicking the column headers, and you can search across the list using the search field in the top right corner. In addition, you can customize which columns are shown via column selection — an icon at the column header gives access to toggling columns on and off.
Date: The time at which the requisition was received in Sapera. The column is sortable and is sorted descending by default, so the newest requisition is shown at the top. The column has a date range filter, so you can limit the view to a specific period.
File name: The name of the received EAN file from the supplier. The column is sortable.
Purchase invoice: Shows the invoice number of the purchase invoice created from the requisition. The field is a clickable link — clicking it opens the associated purchase invoice in a popup dialog. The column is sortable. If the requisition has not yet been processed, the field is empty.
Organizational unit: Indicates which department or location the requisition is linked to. The column has a filter where you can select one or more of the organizational units you have access to.
Processed: Shows the date the requisition was processed (when a purchase invoice was created). If the requisition is not processed, the field is empty. The column is sortable and has a filter with the options Processed and Not processed. On opening the screen, "Not processed" is preselected.
Error: Shows an error message if the processing of the requisition has failed. In the column the error text is shown truncated to 500 characters as a tooltip. The column has a filter with the options Has failed and No error. To see the full error text, use the "Show error" action button.
At the top of the screen there are three conditional action buttons. A button is only visible when its conditions are met — if the condition is not met, the button is hidden entirely.
Downloads the original XML file the supplier sent to your computer. The button is visible and active when you have selected a requisition in the list. The downloaded file is the supplier's raw EAN file — it is not a Sapera-generated invoice.
Automatically creates a purchase invoice in Sapera from the requisition's XML content. The button is visible and active when you have selected a requisition and the requisition has not yet been processed (the Processed field is empty).
When you click Process, the system attempts to create a purchase invoice. The result is shown as a notification:
Success: "Purchase invoice {invoice number} has been created" — the invoice number is shown in the Purchase invoice column as a clickable link.
Error — requisition already processed: "Requisition has already been processed" (shown if the requisition has already been processed by another user in the meantime).
Error — invalid format: "Incoming file has invalid format" (the XML file could not be parsed correctly).
Error — cannot create invoice: "Cannot create invoice based on this EAN requisition" (the data in the file is not sufficient to create a purchase invoice).
Opens a popup dialog with the title EAN invoice error, which contains the full raw error text in a text field. The button is visible and active when you have selected a requisition and the requisition has an error (the Error column is not empty).
Use this function to investigate exactly what went wrong during processing, for example if the XML file contained invalid data or missing information.
Refresh: A refresh button in the top right reloads the list from the server. Use it if you want to make sure you are seeing the latest requisitions.
Search: A search field at the top allows free-text search across the list text. The search is cleared with a cross next to the search field. See also How to search in lists for more about searching and filtering.
Typical workflow with incoming EAN requisitions:
1. Open Incoming EAN in Financial. The list automatically shows only unprocessed requisitions.
2. Select a requisition in the list.
3. If the requisition has an error (the Error column is filled in), click Show error to read the full error text and assess whether the file can be corrected at the supplier.
4. If the requisition has no error, click Process to create a purchase invoice. A success message shows the assigned invoice number.
5. Click the invoice number in the Purchase invoice column to open and review the created purchase invoice.
6. Use Download if you need to save or redistribute the original XML file from the supplier.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Finance setup
The finance setup determines which finance accounts and posting journals Sapera uses when the system automatically generates entries for sales, purchases, cash register closing, stock adjustment and year-end. Here you configure default accounts, journals and integration settings per organizational unit.
Microsoft Business Central Integration
This article walks through how the Microsoft Business Central integration is set up and configured in Sapera
Supplier setup
This article walks through how to access and change the supplier setup for a specific supplier
