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Start with the document and the systems involved
“Stop syncing” can describe different problems: an approval that has no active assignee, an export that never leaves procurement, a message that fails in middleware, an ERP validation rejection, or a supplier-confirmation step that has not run. The remedy depends on the products, configuration and integration path, so first identify the procurement platform and ERP, their versions or releases, whether middleware is involved, and which system creates the purchase order.
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Choose one affected requisition or purchase order and record:
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- The current status and status history in both procurement and ERP.
- When the last successful transaction occurred and when the failed attempt was made.
- The exact error text and the full ERP response, if available.
- The integration correlation or message ID, plus the channel used (for example, file transfer or web services).
Preserve the response and timestamps rather than relying on a dashboard summary. SAP Ariba documentation, for example, distinguishes an integration-related export failure from an order that exported successfully but was rejected by the ERP for a data mismatch; the latter can return a PushFail status. In its documented ERP-order flow, an order can remain in Ordering until the ERP response arrives. SAP Ariba: Exporting purchase orders to ERP
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Find the first incomplete handoff
Follow the same document across the process, rather than treating its current label as a diagnosis. Check approval history and assignee, the procurement export queue, middleware message state, ERP receipt and validation, and any later supplier response or confirmation. If procurement says “sent” but the ERP has no record, the break may be in transport or a missing response. If the ERP has the message and returns a rejection, investigate that validation result. If the PO is accepted in ERP but remains pending in procurement, look for a delayed or failed status response.
Approval completion, ERP acceptance and supplier confirmation are distinct milestones in some products. Microsoft Dynamics 365 vendor collaboration, for instance, separates PO approval from vendor review and confirmation. Do not infer acceptance or rejection in one stage from a status belonging to another.
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If the order did not reach the ERP, inspect transport and export
Check the integration logs and queue for the failed message, then verify the configured connection, endpoint, authentication, channel and any middleware trace. Confirm that scheduled integration processes are running, if the implementation uses them. Use the product’s supported retry or manual-export path only after establishing what happened to the original message.
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Export behavior is not universal. SAP documents real-time exports for web-services channels and manual PO export for file-channel communications; its guidance also describes a retry when an integration-related export fails. Confirm the configured channel and installed product behavior before assuming an automatic retry occurred or manually sending the order again. SAP Ariba export guidance
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If the ERP received the message but rejected the PO, use its validation detail
Read the complete ERP response and identify the field or master-data reference it names. Check the relevant supplier, item, unit, account or cost assignment data against what the ERP expects; correct the underlying issue before following the product’s supported resubmit process. A transport success does not mean the ERP accepted the document. SAP Ariba describes this distinction: export can succeed while an ERP data mismatch causes the PO to fail with PushFail.
Before resubmission, check whether the earlier attempt created an ERP document despite a missing or delayed response. Sending again without checking can create duplicate-order risk. There is no single cross-vendor retry procedure; use the installed system’s documented recovery method.
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Check approval routing as a separate issue
If the document has not completed approval, inspect its approval history and determine who owns the current task. Verify that the applicable rules are enabled and valid and that the change made to the requisition or PO should trigger approval under the configured workflow.
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Approval behavior can depend on implementation settings. Oracle Fusion Cloud Procurement offers an approval test report that can identify failed participants, participants without rules, auto-reject rules, passed rules and invalid rules; administrators can use it to investigate at rule or transaction level. Oracle Fusion Cloud Procurement: Troubleshoot approval rules
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SAP Business ByDesign supports configurable header-level or item-level approvals. In the documented configuration where item-level approval applies, changes to quantity, price or cost assignment can trigger it. Check the tenant’s workflow configuration before treating a renewed approval as a sync failure. SAP Business ByDesign approval guide
Check vendor confirmation jobs and scenario-specific settings
Dynamics 365 vendor collaboration
Where vendor collaboration is configured, an accepted vendor response may still need processing by the scheduled “Confirm accepted purchase orders from vendor collaboration” batch job. Check that the job is scheduled and running, then inspect order and budget checks if confirmation fails. This is a downstream confirmation step, not proof that internal approval or ERP export failed. Microsoft: Work with external vendors in vendor collaboration (last updated 2026-09-08).
SAP Business ByDesign communication-arrangement error
For the specific “No valid Communication Arrangement found” error, first determine whether the case is the supplier output-channel problem or the separate intercompany approval scenario. SAP documents one supplier-master-data case in which the output channel is set to External System rather than XML (Internal EDX). The stated setting path is Supplier > Communication > Collaboration > Business Document Settings > Purchase Order > Output Channel Settings. Check that this scenario applies before changing the setting; SAP also describes an intercompany case in which the message appears although the transaction proceeds to approval and can later be processed. SAP Support KBA 3061906
Retry carefully, then escalate with evidence
- Confirm whether the original message reached the ERP and whether it created a document.
- Correct the known transport, data, routing or confirmation-job issue.
- Use the retry, resubmit or manual-export procedure documented for the installed product and channel.
- Verify the resulting document and status in both systems, including the ERP response.
- If it remains unresolved, send the administrator or vendor support the product and version, document IDs, timestamps, exact error and response payload, status histories, correlation ID, channel or middleware trace, and steps already taken.
SAP’s public preview for KBA 3367765 lists symptoms such as orders stuck in Ordering or Canceling after an ERP push error, requisitions stuck in Approved and mismatched requisition/order states. The full resolution is access-controlled through SAP for Me, so the preview does not establish a universal fix. SAP Support KBA 3367765
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