---
title: "7.1 Trouble Shooting"
space: "Vuna Sourcing"
url: "https://docs.navari.co.ke/vuna-sourcing/7-reference/71-trouble-shooting"
updated: "2026-10-28"
---

## Onboarding

**"We are not taking supplier (or customer) applications at the moment."**

The matching **Accept … Applications** option is off in Sourcing Settings.



**The sign-up page asks visitors to request an invitation.**

**Registration Mode** is *Invitation Only*. Invite the person from **Sourcing Settings → Invite Supplier**, or switch the mode to *Open to Public*.



**"Your account … was created, but we could not send the setup email."**

Outgoing email isn't working. Fix the email account, then send the person a password reset from their User record.



**"These supporting documents need attention before this request can be submitted."**

A mandatory document is missing, or its expiry date is before its issue date. The message lists which ones.



**"{file type} files are not accepted here" / "The file is larger than the … MB limit."**

Check **Allowed File Types** and **Maximum File Size** in Sourcing Settings, or on the Party Document Type.



**"Tax Registration Number … is already on supplier onboarding request …"**

Another application or party already uses that number. Check for a duplicate before approving.



## RFQs and Bidding

**"A sealed bid needs an RFQ Opening Committee to open the quotations."**

Choose a committee on the RFQ before saving.



**"Set when bids close to a time in the future before submitting."**

**Bids Close At** is empty or already in the past.



**"… is a sealed bid. Its quotations can be submitted once the committee opens them."**

Wait for the committee to click **Open Quotes**, then submit the Supplier Quotation.



**"Bidding on … is still open."**

Open-bid quotations follow the supplier's bids until bidding closes. Wait for the closing time.



**"… has not finalised this quotation yet."**

The supplier saved a draft on the portal but hasn't sent it.



**"Another bidder already holds a bid of …"**

In an open bid, two suppliers can't hold the same total. The supplier must place a different price.



**"These quotations cannot win."**

A chosen quotation has expired (its *Valid Till* is past), or the supplier is disabled or on hold.



**"… is not the lowest total. Explain why it wins in Justification."**

Fill in **Justification** for any winner that isn't the lowest price.



**A supplier can't see an RFQ on the portal.**

Check that the supplier is on the RFQ's **Suppliers** table, the RFQ is submitted, and the supplier's **Portal Users** table includes their login.



## Customer Orders

**"Ordering on the portal is turned off."**

Turn on **Allow Customers to Create Sales Orders** in Sourcing Settings.



**"Your account is not set up for ordering yet."**

With more than one company, add the company to the customer's **Accounts** table.



**"We cannot price orders for your account yet."**

The customer has no price list. Set one on the customer, its customer group, or in Selling Settings.



**"We do not have a price for … yet."**

Add an **Item Price** for that item in the customer's price list.



**"You already used PO number … on order …"**

Each PO number can be used once per customer.



## Credit Note Requests

**"Credit note requests on the portal are turned off."**

Turn on **Allow Customers to Request Credit Notes** in Sourcing Settings.



**"Invoice … has already been fully credited."**

Everything on the invoice has been covered by earlier credit notes.



**"Credit note request … is …, so this credit note cannot be submitted."**

The linked request isn't *Approved*. Approve it first, or remove the link.



**"Draft credit note … already exists for this request."**

Open the existing draft instead of creating another.