ProScan+ Troubleshooting - Scan Error Messages

ProScan couldn't read the commitment's latest claim from Procore. Common error messages can be found under the following headers:

• Missing Information

• Vendor

• Publishing to Procore

• Commitment/Progress Claims

• Cost Codes & Cost Types

• Status

• Invoice Fields

• Line item actions, splitting & table actions

• Duplicates

• Multi-Project Direct Costs

• Generic Errors

Missing Information

• Invoice Number

  • No invoice number entered.

• Project

  • No project selected.

• Vendor

  • No vendor selected (Direct Costs Only)

• Invoice Type

  • No Invoice Type selected.

  • Select Direct Cost or Progress Claim.

• Commitment

  • Progress Claim with no selected Purhcase Order (commitment).

• Billing Period

  • Progress Claim with no Billing Period.

  • No billing period set up in Procore for the project selected in the scan.

  • To set up a billing period for your project in Procore, see this help article from Procore: Create Manual Billing Periods

• Commitment Schedule of Values (SOV)

  • The commitment has no SOV lines in Procore.
  • Add SOV lines to the commitment in Procore.
  • Or, enable Publish Requisition Without Line Items. See ProScan+ Settings - Features > Invoicing

• Currency of invoice ({x}) does not match currency of commitment in Procore ({y})

  • Invoice and commitment currencies differ.

• Cost Code /  Cost Type

  • Direct Cost line(s) missing a cost code or cost type.

• Budget Code

  • Direct Cost line(s) missing a Budget Code (Cost Code/Cost Type combination)

• Tax Code

  • Direct Cost line(s) missing a tax code

Vendor

• The vendor attached to invoice {reference} could not be found in Procore. Please re-select the vendor and try again.

  • The vendor on the scan no longer exists in Procore (deleted, inactive, or in another company).
    
  • Check the vendor is active in the Procore Company Directory.
  • Go to Smoothx Tools - Settings > Tools > Refresh Contacts, re-select the vendor on the scan and publish again.
  • See Smoothx Tools - How to Refresh Company Contacts.

• Vendor id is invalid (or another Procore vendor message)

  • Procore rejected the vendor on a Direct Cost.
  • Check the vendor is active in the Procore Company Directory.
  • Got to Smoothx Toosl - Settings > Tools > Refresh Contacts, re-select the vendor on the scan and publish again. 
  • See Smoothx Tools - How to Refresh Company Contacts.

• The vendor name does not match the ABN (Australian Business Number) company name.

  • Enable ABN Check is on (Australia Only). The ABN on the invoice is registered to a different name. 
  • Check the vendor and ABN are correct.

Publishing to Procore

• Please make sure the Commitment is approved in Procore.

  • The commitment status in Procore is not Approved or Approved as Noted.
  •  Approve the Purcase Order/Sub Contract in Procore, then click Refresh Purchase Orders in ProScan+.

• Please make sure the Commitment has a valid Schedule of Values (SOV) in Procore.

  • No SOV lines in Procore
  • Add SOV lines to Purhcase Order/Sub Contact in Procore.
  • or, enable "Publish Requisition Without Line Items". See ProScan+ Settings - Features > Invoicing

• Please make sure you have selected a valid Billing Period.

  • No Billing Period selected.
  • Check the Project in Procore has a Billing Period configured.

• Could not verify the latest requisition in Procore. Please try again.

  •  ProScan couldn't read the commitment's latest claim from Procore.
  •  Usually temporary. Retry, also check the Procore connection. 
  • See Smoothx Tools - Connecting Procore.

• The current user does not have permission to publish the invoice to Procore.

  • This Procore user account conneting Smoothx Tools to Procore is blocked from publishing.
  • Check the Procore Connection Settings.
  • See Smoothx Tools - Connecting Procore.

• Existing Draft Invoice: The latest invoice in Procore is not yet approved. Publishing this invoice will prevent any further modifications to the previous invoice.

  • A previous claim on this commitment is still unapproved. Publishing a new invoice prevents the older invoices in Procore from being edited.
  • Check Procore Commitment and approve/delete as required.

• Totals do not match: The invoice total ({a}) does not match the total on the document ({b}). The Procore total ({c}) does match. Do you still want to publish the invoice?

  • Scan total does not match the Procore Total amount.
  • Often a rounding issue.
  • If the amount going to Procore is correct, click Publish anyway.

• Procore total ({x}) does not match the total including tax on the document ({y}) (or excluding tax)

  • Enable Invoice Total Check setting is on and the line items don't add up to the total read off the scan.
  • Check quantities, unit prices, tax and the Amounts Are (Tax Inclusive/Exclusive) setting.
  • See ProScan+ Settings - Features > Invoicing

Commitment/Progress Claims

• Items – Total is greater than Commitment Total Amount

  • The total of the line items on the invoice scanned is greater than the total value of the commitment in Procore.

  • To publish, enable commitment overbilling.

  • Or, update the Procore commitment SOV/variation to increase available budget.

• Please make sure the Commitment is approved in Procore.

  • The commitment in Procore has not been approved.

  • Update Procore and apply the commitment approved status.

• The subcontractor schedule of values (SSOV) must have a status of approved

  • This means that even though the subcontract commitment is approved in Procore, the Subcontractor Schedule of Values (SSOV) is not approved.

  • For information on how to approve a Subcontractor Schedule of Values

  • See Procore Help - Review a Subcontractor SOV for a Commitment.

• Items – Line #x Total is greater than SOV Line #x Total

  • The line claims more than what is left on that SOV line.

  • Over-billing settings are disabled.

  • Reduce the amount, reconcile to a different SOV line, add a change order in Procore, or turn on Enable Commitment Overbilling. 
• Items - Line #{n} Total is greater than Variation SOV Line #{m} Total
  
  

  • The line claims more than what is left on that Variation line.

  • Over-billing settings are disabled.

  • Reduce the amount, reconcile to a different SOV/Variation line, add a change order in Procore, or turn on Enable Commitment Overbilling.
• Items - SOV Line #{m} has a null amount (Line #{n}) (also Variation SOV Line)
  •  The line is matched to an SOV line worth $0.
  • Give the SOV line a value in Procore, or reconcile to another line. 
• Items - Line #{n} is billed against SOV Line #{m} which has no unit price in Procore - add a unit price or amount to that SOV line item
  
  • Unit-based commitment: the SOV line has no unit price, so Procore can't bill it. This is checked even when over-billing is allowed.
  • Add a unit price or amount to that SOV line in Procore, or match to a different line. 
• The commitment of invoice {reference} could not be found. Please refresh the purchase orders and try again.
  
  • The selected PO or subcontract isn't in ProScan's list (deleted, new, or moved project).
  • Click Refresh Purchase Orders on the scan, re-select the commitment and publish again. Confirm it still exists in Procore. 
• Procore did not create the progress claim for invoice {reference}. Please check your Procore permissions on the commitment and try again.
  
  • Procore accepted the request but didn't create the claim.
  • Procore user account linked to Smoothx Tools has insuffient permissions  in Procore.
  • The connected Procore user needs Admin (or Standard with invoice-creation rights) on the project's Commitments tool.
  • Invoicing must be enabled on the commitment, and the commitment must be approved. 
• Invoice {reference} is over billed and was not published - {details}. Reduce the amounts claimed against the commitment or enable "Enable Commitment Overbilling" in the ProScan+ Invoicing settings.
  • One or more lines claim more than remains on the SOV line.
  • Reduce the amounts, add a change order in Procore, or turn on Enable Commitment Overbilling.
  • If Publish Requisition Without Line Items When Over Billed is on, ProScan automatically retries and publishes the claim header without line items. 

Cost Codes & Cost Types

• Cost Code is not available on project. Please refresh cost codes or amend line item
  • This error will occur when publishing a scan to Procore but the cost code does not exist on the project in Procore, or the project needs to be refreshed inside of ProScan+.
  • For information about how to add cost codes into a Procore project,
  • See Procore Help - Copy Company Cost Codes to a Project
• Cost Code is not available on project. Please refresh cost codes or amend line item.
  • The cost code on a line item isn't set up on this Procore project, or was removed.
  • ProScan's Cost Code list requires refreshing
  • See ProScan+ - How to Refresh Cost Codes.
• Cost code is not chargeable. Please refresh cost codes or amend line item
  • The code is a header/parent code in Procore that can't be charged to.
  •  Pick a chargeable (child) cost code on the line.
• The selected cost type is invalid. Please refresh cost types or amend line item. 
  • The cost type no longer exists or isn't allowed.
  • Go to Settings > Tools > Refresh Cost Types, then re-select the cost type on each line.
  • See Smoothx Tools - How to Refresh Company Cost Codes & Cost Types.

Status

• The selected status is not available on this commitment. Please check your statuses configuration in Procore.
  • The Progress Claim status chosen in ProScan+ isn't allowed by this commitment's invoice workflow.
  •  Use Draft, or a status enabled for that contract in Procore. 
• The selected invoice status is not available in Procore. Please select another status.
  • The Direct Cost status chosen in ProScan+ isn't allowed.
  • Use Draft, or a status enabled for that Procore project.
• The invoice needs to have a status of Draft or Revise and Resubmit to be editable or deletable.
  • You're updating a claim that is already Under Review or Approved in Procore.
  • In Procore, move the claim back to Draft or Revise & Resubmit, then in ProScan+ click Update in Procore. 

Invoice Fields

• An invoice has already been taken (or any message starting An invoice … / containing The Invoice Number)
  • Procore already has an invoice with this number. It was usually already published, manually or from another scan.
  • Find it in Procore. Either link this scan to it (select it in the Progress Claim / Direct Cost field), correct the number, or archive this scan. 
• Automatic publishing skipped - the invoice number is missing or is not a real number.
  • Automatic publishing found a blank or placeholder invoice number.
  • Update the Invoice Number.
• This invoice has a zero value.
  • The line items add up to $0.
  •  Fix the line amounts, or archive the scan if it isn't a real invoice 
• The selected employee is invalid. Please make sure the employee is available within the selected project.
  • The Direct Cost employee isn't in this project's directory.
  •  Add the employee to the project directory in Procore, or pick another employee.
• Custom Field Errors
  
  •  A required Procore custom field is missing, or has an invalid value.
  •  Fill in or correct the custom field on the scan. Check which fields are required in Procore's Commitments fieldset. 
  • Contact Smoothx Support if development is required.

Line Item Actions, Splitting & Table Actions

• No line item is selected.
  • Tick the line-item checkboxes before using the Actions menu. 
• Invalid SOV number. Please enter a number between 1 and {max}. / Invalid VAR number
  • Enter a line number that exists in the commitment's SOV or variation table. 
• No sub job exists for this project.
  • The project has no sub jobs. Remove the Sub Job selection.
• The quantity must be a number.
  • Enter a numeric quantity.
• A published scan cannot be split. / Cannot split a single-page scan.
  • Splitting only works on unpublished, multi-page scans. 
• Page {n} was split off, but this scan could not be re-read from its remaining pages — it has been flagged for manual review.
  • Check the remaining scan's details against the PDF before publishing.
• No invoice is selected. / You have not selected any scans to …
  •  Tick scans in the My Scans table first. 
• The invoice could not be deleted. Please delete it from Procore first.
  • Published scans can't be deleted from ProScan while active. Delete the invoice from Procore, or archive the scan and delete it from Archives. 
• All invoices were not deleted. (bulk)
  • A result of the selection included Published scans. See the above. 
• The current user does not have permission to delete the invoice from Procore. (bulk delete).
  • The user doesn't have delete rights in ProScan. An account admin can grant them. 
• The purchase orders could not be refreshed. / The invoices could not be refreshed.
  •  Check the Procore connection and permissions, then retry 
• No project is currently selected.
  • Select a project before refreshing.
• An error occurred while exporting scans.
  • Retry with fewer scans selected. Escalate to Smoothx Support if it repeats. 
• Red amount with the tooltip Line items' total doesn't match the overall total.
  • Open the scan and correct the line items or totals. 

Duplicates

• Two of invoice number / file name / total match another scan (plus vendor, if Check Vendor For Duplicate Scans is on)
  • If not a duplicate, click Not a duplicate. That scan is then no longer compared against the other scan.
  • Compare using View link.
• Same Procore invoice already linked to another scan
  • Archive or delete the other scan, or unlink it. 
• Direct Cost: same invoice number + vendor + date in the same project
  • Archive or delete the real duplicate, or correct the number, vendor or date.
• Progress Claim: same invoice number on the same commitment
  • Archive or delete the real duplicate, or correct the number, vendor or date

Multi-Project Direct Costs

• Partially synced - {ok} of {total} Direct Costs published. | {Project}: {reason} | … (table shows Partially Published)
  • Some projects published and others failed. Each failed project and its reason are listed. 
  • Fix each project's reason, then publish again.
• Matched an existing Direct Cost in Procore - review the publish results and confirm before updating. / Matched {n} existing Direct Costs
  • A Direct Cost with the same invoice number, vendor and date already exists in that project. ProScan won't overwrite it without confirmation. 
• Invoice Number required, Vendor required, Project required, Budget Code required, Cost Code required, Cost Type required, Tax Code required (red captions)
  • A field is missing on a line or on the invoice. 

• This scan has already been published to Procore - it can no longer be converted to a Multi-Project Direct Cost.
  • A published scan can't be split across projects. 
• This scan has been processed as a Multi-Project Direct Cost.
  • "Back to Scan" is blocked after a multi-project publish. 

Generic Errors

• The invoice could not be synced
  • Publishing failed but Procore gave no usable reason.
  • Common causes: vendor missing, vendor creation failed, commitment or existing invoice not found in ProScan's cache, Procore connection dropped, or Procore rate limit reached. 
  • Check Settings shows Procore connected. Refresh contacts and purchase orders, re-select vendor and commitment, then publish again.
  • If it keeps failing, escalate to Smooth Support. 
• Could not update published invoice: {error}
  • The invoice is in Procore, but the latest update failed. The scan stays Published.
  • Common causes: vendor missing, vendor creation failed, commitment or existing invoice not found in ProScan's cache, Procore connection dropped, or Procore rate limit reached.
  • Check Settings shows Procore connected. Refresh contacts and purchase orders, re-select vendor and commitment, then publish again.
  • If it keeps failing, escalate to Smooth Support.

• Attachment sync failed — the invoice was published to Procore but PDF attachments could not be uploaded.
  • The invoice was created in Procore, but the PDF wasn't attached. 
  • Attach the PDF manually in Procore, or ask support/dev to run Resync Attachment. 
• Only jpg, jpeg, png, pdf, htm, html and bmp images are allowed
  • Unsupported file type. Only JPG/JPEG, PNG and PDF are actually accepted, despite what the message says.
  •  Convert the file to PDF. 
• The files.0 must not be greater than 20480 kilobytes. (or, rarely, Sorry! Maximum allowed size for an image is 20MB)
  • The file is over 20 MB. 
  • Compress or split the PDF 
• Please upload an image / Please upload a file to be scanned.
  • Scan was clicked with no file.
• The document failed to be scanned. / All Documents failed to be scanned. / A document failed to be scanned.
  • The OCR service couldn't process the file(s).
  • Retry. Check the PDF opens and isn't password-protected. Try re-saving or printing to PDF.