Common Issues & Fixes

Find quick solutions to common issues faced while using Prosessed AI.

Overview

This guide helps you quickly identify and resolve common issues related to:

• Sales
• Inventory
• Payments
• System usage

Sales & Invoice Issues

Issue: Discount Not Applied Correctly

Problem:

Discount is shown but not reflected in total.

Cause:

Incorrect pricing field used.

Fix:

• Ensure system uses:
  • net_rate → unit price after discount
  • net_amount → total after discount

Issue: Incorrect Invoice Total

Problem:

Product cost and subtotal mismatch.

Cause:

Wrong calculation logic in print format.

Fix:

• Use:
  • total → before discount
  • net_total → after discount

Inventory Issues

Issue: Stock Mismatch

Problem:

System stock does not match actual stock.

Fix:

1. Use Stock Reconciliation
2. Enter actual quantity
3. Submit to correct stock

Issue: Negative Stock

Problem:

Stock shows negative quantity.

Cause:

Sales made without available stock.

Fix:

• Enable stock validation
• Check stock before selling
• Correct using stock entry

Issue: Item Not Showing in Stock

Fix:

• Check correct warehouse
• Verify item is a stock item
• Confirm stock entry exists

Batch & Serial Issues

Issue: “Please add Serial and Batch Bundle”

Cause:

Item is set with batch/serial tracking.

Fix:

• Select batch/serial during transaction

OR

• Disable:
  • Has Batch No
  • Has Serial No

Issue: Cannot Disable Batch

Cause:

Item already used in transactions.

Fix:

• Create new item without batch
• Use new item going forward

Payment Issues

Issue: Payment Not Reflecting

Cause:

Payment not allocated to invoice.

Fix:

• Open Payment Entry
• Link invoice properly
• Submit

Issue: Invoice Still Shows Outstanding

Fix:

• Verify payment entry
• Check allocation amount
• Ensure payment is submitted

User & Access Issues

Issue: User Cannot Access Module

Fix:

• Check assigned roles
• Verify permissions

Issue: User Cannot Login

Fix:

• Check if user is enabled
• Reset password

Integration Issues

Issue: Invoice Not Syncing (Xero / QuickBooks)

Fix:

• Check API connection
• Verify mapping
• Review error logs

Issue: Duplicate Data in Integration

Fix:

• Avoid manual entry in both systems
• Use one system as source of truth

Report Issues

Issue: Report Not Showing Data

Fix:

• Check filters (date, customer, etc.)
• Verify transactions exist

Issue: Incorrect Report Data

Fix:

• Validate underlying transactions
• Check calculation logic

System Issues

Issue: Cannot Submit Document

Fix:

• Fill mandatory fields
• Resolve validation errors

Issue: Slow Performance

Fix:

• Optimize reports
• Reduce heavy queries
• Check server performance

Best Practices to Avoid Issues

• Always follow proper workflow
• Verify data before submission
• Use correct pricing and stock setup
• Regularly review reports

When to Contact Support

Contact support if:

• Issue persists after fixes
• Data mismatch continues
• System errors occur