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iBaan E-Procurement 2.2

Administrator's Guide

A publication of: Baan Development B.V. P.O. Box 143 3770 AC Barneveld The Netherlands

Printed in the Netherlands

© 2003 Baan Development B.V. All rights reserved.

The information in this document is subject to change without notice. No part of this document may be reproduced, stored or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Baan Development B.V.

Baan Development B.V. assumes no liability for any damages incurred, directly or indirectly, from any errors, omissions or discrepancies between the software and the information contained in this document.

Document Information

Code: U7523F US Group: User Documentation Edition: F Date: April, 2003

i

Administrator's Guide

1 Introduction 1-1 Description 1-1 Design principles 1-1 iBaan E-Enterprise architecture 1-2 Benefits of the architecture 1-2 The use of Microsoft Web tools 1-2 iBaan E-Enterprise technology 1-3 Thin client 1-3 Multitier setup 1-3 Portals 1-4 Web Server architecture 1-5 Back-end integration architecture 1-6 Installation 1-7

2 To navigate the iBaan E-Enterprise Suite 2-1 E-Enterprise Manager 2-1 iBaan E-Procurement 2-2 B2B Server 2-3 E-Sales 2-4

3 To set up iBaan E-Procurement 3-1 Approval maintenance 3-1 Approval parameters 3-2 Buyer parameters 3-4 Approval rules 3-5 Approval rule filters 3-8 Approval Rules Overview 3-10 Budget maintenance 3-11 Budget dimensions 3-13 Budgets 3-15 Budget lines overview 3-20 Check loops 3-22 Search budgets 3-22 Requisition maintenance 3-24 Requisition parameters 3-24 Buyer assist rules 3-26 Buyer assist rules exceptions 3-27

Table of contents

Table of contents

Administrator's Guide ii

Business rules 3-28 Invoice processing setup 3-32 Invoice parameters 3-32 Baan financial system settings 3-34 Approval settings 3-36 Supplier Settings 3-38 Reason codes 3-41 Period 3-42 Delete invoice 3-43 Additional Charges 3-44 Services in E-Procurement 3-45 iBaan E-Procurement close received requisitions 3-45 iBaan E-Procurement consolidate send service 3-46 iBaan E-Procurement automatic invoice matching 3-46 iBaan E-Procurement export invoices service 3-46 iBaan E-Procurement purge invoices service 3-46 iBaan E-Procurement check mail service 3-47 iBaan E-Procurement import requisition service 3-47 iBaan E-Procurement transfer approval entries 3-47

4 To use iBaan E-Procurement 4-1 Requisitioner 4-1 Purchase requisition 4-2 To create a purchase requisition 4-2 Track and trace a requisition 4-3 Receiving 4-3 Warehouse requisition 4-4 To create a warehouse requisition 4-4 Track and trace a warehouse requisition 4-5 Approver / budget controller 4-5 Self Billing 4-9

5 To customize iBaan E-Procurement 5-1 About customizations 5-1 Baan environment infrastructure 5-1 New releases and bug fixes 5-1 How to customize iBaan E-Procurement 5-2 Guidelines 5-2 Procedure 5-3 To build self-service lookups for interactive publishing 5-6 How to internationalize iBaan E-Enterprise 5-6

6 Application management 6-1 BOI Generator 6-1

Table of contents

Administrator's Guideiii

XSL style sheets management 6-14 7 To set up OWB 7-1

Purpose 7-1 To configure E-Sales 7-1 To configure E-Procurement 7-2

Table of contents

Administrator's Guide iv

Administrator's Guidev

This document describes the setup procedure and background of iBaan E-Procurement, which forms part of the iBaan E-Enterprise Suite. This guide is intended for administrators who are responsible for the implementation of the iBaan E-Enterprise Suite.

The information in this guide is divided into the following chapters:

Chapter 1, “ iBaan E-Enterprise Suite architecture,” provides a global description of the iBaan E-Enterprise Suite and the underlying architecture.

Chapter 2, “To navigate the iBaan E-Enterprise Suite,” describes how to navigate through E-Procurement.

Chapter 3, “To set up iBaan E-Procurement,” describes how to set up E-Procurement.

Chapter 4, “To use iBaan E-Procurement,” describes how to use E-Procurement.

Chapter 5, “To customize iBaan E-Procurement,” describes how to customize E-Procurement.

Chapter 6, “Application management,” describes the application management perspective of E-Procurement 2.2.

Chapter 7, “To set up OWB,” describes the OpenWorld Buying set up.

About this document

About this document

Administrator's Guide vi

Definition of terms Administrator

The person who sets up E-Procurement at a company site and maintains master data.

Business partner Can be supplier, customer, or both.

Customer A business partner who makes purchases from your company.

Supplier A business partner who supplies stocked and non-stocked materials, or services to your company.

Employee A person in your company who is registered in the user details, and possesses a contact ID known to Baan. In this guide, the employee is the person who:

− Publishes information to a business partner.

− Requests purchase of stocked and non-stocked materials or services (requisitioner).

− Approves requisitions (approver).

− Buys stocked and non-stocked materials or services (buyer).

− Controls budgets (financial officer).

Administrator's Guide1-1

Description The iBaan E-Enterprise Suite uses Internet technologies to offer enterprise functionality to customers and suppliers, as well as to users in an organization. Depending on a common platform, the iBaan E-Enterprise Suite delivers seamless integration with Baan’s entire range and a single point of design and maintenance. The E-Enterprise applications can:

Operate stand-alone.

Be linked to iBaan ERP (or Baan IV). In this case, the applications exchange data prevents double data entry and improves data accuracy.

Design principles The iBaan E-Enterprise Suite is developed according to the following design principles:

A multitier distributed application model developed using Microsoft technologies with an independent presentation logic, business logic, and data storage logic.

Scalable applications to process thousands of concurrent users. Therefore, accessible through slow network connections.

Independent browser to operate with software already in use.

Decoupled with backend systems so that applications are release- independent. The philosophy is: develop once and use on any related application. The related application must have an open system.

Authorization and security are well designed to maintain budget and cost information and purchase orders/requisitions that are directly sent to suppliers.

Easily deployed because client-side installations are minimized and the system only requires minimal run-time attention.

1 Introduction

Introduction

Administrator's Guide 1-2

iBaan E-Enterprise architecture The architecture for iBaan E-Enterprise products is based on the Microsoft Windows Distributed interNet Applications Architecture (Windows DNA) to deliver robust, scalable, and distributed Internet applications. Key elements of this platform include:

Internet Information Server. Windows 2000, Active Server Pages. Active Data Objects. Component Object Model (COM). COM +. Microsoft Message Queue Server and Microsoft SQL Server. Microsoft Visual Studio.

Benefits of the architecture The iBaan E-Enterprise architecture delivers the following common platform benefits:

Reduced training with easy-to-use and consistent user interfaces. Simplified access with a single security process. Reduced support costs with shared administration services and standardized

development tools. Easy integration of third-party products to expand solution capability.

Customers of iBaan E-Enterprise benefit from the Microsoft-centric architecture in another important way: Baan is focused on developing specialized business applications based on existing intellectual property, instead of recreating lower-level services that are generally available in most development platforms. As a result, Baan exceeds customer expectations of product functionality and quality.

The use of Microsoft Web tools Microsoft tools are used to develop iBaan E-Enterprise products. Visual InterDev is used to build Web applications and to provide integration with the Microsoft Web server, Internet Information Server (IIS), to deploy and test the applications. The languages used are Visual Basic Script and Visual Basic.

Visual SourceSafe is used to store application sources including older versions. Visual SourceSafe integrates with both Visual InterDev and the Web server.

This integration with the Web server is carried out with the FrontPage extensions. For more information on these tools, refer to Microsoft documentation.

Introduction


iBaan E-Enterprise technology A company’s choice of technology for e-commerce applications is influenced primarily by the technology available. However, scalability, system load, and performance also play a major role in the decision. iBaan E-Enterprise is designed to take advantage of two principles: a thin client and a multitier setup.

Thin client The idea behind iBaan E-Enterprise is greater profitability by offering Web ordering services. The service must be accessible and require the smallest possible investment in an IT infrastructure by business partners. Therefore, iBaan E-Enterprise uses a thin client. Most of the computer power required is at the server side (your system) and not at the business-partner side (the client). The business partner must install only a Web browser.

Multitier setup A commonly used setup for Internet applications is a two-tier architecture. The setup consists of a client side with a Web browser and a server side with the application logic and databases.

iBaan E-Enterprise uses a multitier setup. The minimum number of tiers is three. The tiers are:

The client side with the Web browser. The server side with business logic, including Internet Information Server

(IIS), COM+, and the middleware application. The server side with the databases.

To create a multitier setup with more than three tiers, use an extra server for the ERP backbone or place IIS or COM+ on different servers. The advantages of a multitier setup are:

Improved security for the backend database. Improved scalability, because performance can be controlled better. Reduced risk of total failure through spread over separate machines.

Introduction


Portals iBaan E-Enterprise portals provide a secure and personalized online environment for users to tap the power of iBaan enterprise applications. A combination of content, applications, and data makes the portal the interaction hub for commerce and collaborative planning. Applications for sell-side and buy-side commerce, as well as collaborative planning applications, build on the static information to facilitate anytime, anywhere access to rich transaction systems and to raise the information visibility across the supply chain. A complete suite of self service lookups with templates designed for specific roles delivers the real-time data needed to complement the commercial applications with end-to-end customer experience.

Baan delivers additional applications that successively build on the capabilities of the portal and enable organizations to manage the relationships with their trading partners and enhance the productivity of their employees. As the portal becomes indispensable, online equity, a strong preference to conduct business through the portal, leads to greater satisfaction, incremental business, and lower overall costs.

Introduction


Web Server architecture The Web Server architecture consists of the following software components:

Microsoft Internet Information Server 5.0. COM+ iBaan E-Enterprise Server 2.5.

Figure 1-1 shows the interaction of various components.

Browser

HTML

ServerInternet / Intranet

HTML GET

Session

Application

HTML

ASP

ActiveX

Figure 1-1 Web Server architecture

When a user requests a certain Web page, the Web server carries out an Active Server Page (ASP). The result is an HTML page that can run in the following browsers:

Netscape 6.0. Internet Explorer 4.01, 5.0 and 5.5.

While the ASP executes, users can access built-in objects provided by the Web server as well as other COM components in the iBaan E-Enterprise environment, for example, E-Catalog. These iBaan E-Enterprise components provide the business logic that determines the application rules. All iBaan E-Enterprise COM components run in the context of the COM+, which provides the necessary scalability and transaction processing. Both the ASPs, as well as the COM components, access a Microsoft SQL 2000 database that contains all iBaan E-Enterprise application data.

Introduction


Back-end integration architecture The iBaan E-Enterprise architecture facilitates communication with several types of backend systems. iBaan E-Enterprise not only integrates with Baan systems (currently iBaan 5.0c), but it also enables easy integration with other backend systems by providing an abstraction layer that is called the backend component. This architecture is illustrated in Figure 1-2.

The component integrates with iBaan 5.0c through iBaan Open World (BOW). As you can see in Figure 1-2, you can create integration with a new backend system by providing a new implementation in the communication layer for that specific backend system.

With BOW, all the BOIs are available in the form of COM objects, which can be directly started from the Business Logic of E-Enterprise Applications.

HTML

XSL

XML

BackendComponent

APICommunication Middleware

BOW4

Backend

BOW5

BOW

BOW

BaanERP

BaanERP

Active ServicePages(DTC)

BOIRepository

Figure 1-2 Back-end integration architecture

Introduction


Installation The installation process takes care of the following:

Creates the Web site and installs the Web software. Creates databases and installs data, of which the I18N data is a part. Creates a repository that contains version and installation information. Other installation issues not relevant in this context.

Depending on whether the customer wants to customize and develop, a development environment must also be created. To do this:

Create a Web development environment. Install VSS database.

For more information on the installation procedure of iBaan E-Procurement 2.2, refer to the Installation Manual.

Introduction



The opening page of iBaan E-Enterprise is divided into two sections: E-Manager and E-Procurement.

E-Enterprise Manager In the E-Enterprise Manager, the system administrator maintains all the basic data of iBaan E-Enterprise for the following components:

E-Common Data shared by iBaan E-Enterprise applications is defined in E-Common.

E-Catalog Maintains multivendor product catalogs, which offer the stocked and non-stocked products and services to all registered users that is, employees.

E-Approval Maintains approval rules for requisitions.

E-Budget Maintains budgets with different dimensions.

E-Requisition Maintains business and buyer assist rules for requisition process flows.

E-Invoice Maintains invoicing set up details. The settings made govern the matching and approval of invoice and the backend system to which the invoice are sent for further processing.

B2B Server Maintains all the business document routing information along with users who can publish and receive the documents.

E-Dashboard In the context of E-Procurement, E-Dashboard indicates to which back-end logical companies E-Procurement is linked.

2 To navigate the iBaan E-Enterprise Suite

To navigate the iBaan E-Enterprise Suite


iBaan E-Procurement iBaan E-Procurement is an internet-based procurement solution that complements Baan’s ERP-based procurement functionality. E-Procurement integrates with iBaan ERP, but enables users to operate their stocked and non-stocked materials procurement process without ERP as well.

iBaan E-Procurement streamlines the typical paper-based procurement process. It incorporates spending rules and approval workflow processing so that the purchase department is only involved on an exceptional basis.

The Welcome page specifies the various roles that are available to users. A user clicks a role supported by specific business processes. Click E-Manager to display the iBaan E-Procurement Manager Main menu, which contains the E-Dashboard and B2B Server components and links to the other iBaan E-Enterprise modules, such as:

E-Catalog E-Common E-Approval E-Budget E-Invoice E-Requisition

E-Procurement enables:

Employees to access multivendor product catalogs and to place requisitions.

Approvers/budget holders to review and approve requisitions and to control the consumption of available budgets.

Buyers to assist requisitioners, send and monitor purchase orders, and to maintain catalogs.

Suppliers to receive requisitions, deliver goods and services, and to provide periodical content updates.

Accounts Payable Officer (financial person) to monitor budget expenses, process invoice, create invoice, match and approve invoice, export invoice to backend for payment, and review invoice accrual.

Buying and supplying organization to exchange business documents.

To read more on how employees can use the different roles in E-Procurement, refer to Chapter 4, “To use iBaan E-Procurement.”



B2B Server B2B server provides a platform for companies and their business partners to share business documents. B2B server makes information more accessible and enables business partners to interact online. As a result, decreases cycle times, improves the accuracy of communication, and reduces the overall cost of doing business. B2B server enables interaction between business partners, such as to send purchase orders from the buyer to the supplier or to send invoices from the supplier to the supplier.

Part of this information exchange can consist of documents to be sent to your business partners, such as requests for quotations, purchase orders, or contract confirmations. Forecasts and shipping notices can be published from an iBaan ERP system by using XML, and are stored in a document repository. Suppliers are then notified by e-mail of a pending request, and can access a secure Web site to view, approve, or import the document to their particular backend system. To resolve complex pricing or availability issues, suppliers can initiate real-time interaction with the buyer by using Microsoft NetMeeting. Suppliers can also access a comprehensive set of self-service lookups including purchase orders, status, item receipts, and invoices. Your own system keeps track of what the business partner does with the message.

B2B server is a low-threshold alternative to EDI and is the first in a series of collaborative products from Baan.



E-Sales E-Sales implements a complete, unassisted, business-to-business selling process over the Internet. E-Sales application is imperative for Open World Buying.

E-Sales integrates with iBaan ERP and Baan Sales to enable customers and prospects to:

Browse Interact Configure Order Monitor products

E-Sales is a secure and personalized module, a multimedia product catalog, product configuration (positioned as an add-on), and Web order entry.

Customers also have immediate access to key information in the selling cycle through self-service lookups that include templates for sales orders, the delivery status, invoices, and item availability. E-Sales features a complete set of administration tools to manage security, user personalization, and catalog content.

Some products require more than a simple catalog selection to be added to the order. Product configuration enables the user to configure these complex products and services.

E-Procurement deals with E-Sales in one situation: Open World Buying (OWB). This is the concept of leveraging the supplier’s existing catalog in E-Sales, and making purchases from that particular catalog. In this case, the E-Procurement user:

Punches-out to E-Sales, to make a selection of products after checking out.

Selected products are sent to the E-Procurement application as Order Requests for further approval.

Purchase order is sent to E-Sales, and there further handled as Sales orders.

For more information in the setup of OWB, refer to Chapter 7, “To set up OWB.”


This chapter describes how to set up iBaan E-Procurement. For details to setup common data in E-Procurement, refer to the Administrator’s Guide for E-Enterprise Server (U7702A US).

iBaan E-Procurement , consists of:

Approval Budget Requisition Invoice

Each of these modules has parameters assigned that help assessing and routing of the requisition. Supplier module is also present in iBaan E-Procurement but it does not contain any manager pages. The following sections will detail the data setup in the aforementioned modules of E-Procurement.

Approval maintenance An approval mechanism is activated after a user has submitted a requisition line for approval. This approval mechanism investigates whether the requisition line must be approved or not. If a requisitioning line requires approval, e-mail can also be sent to the approver. The requisitioning process continues until all approvers have approved. Based on the parameters, the approval process is determined.

3 To set up iBaan E-Procurement

To set up iBaan E-Procurement


Approval parameters To access the Approval Parameters, click E-Manager E-Approval Approval Parameters. The following window appears:

The Approval parameters are a set of factors that determine the sequence in which the Implicit Approval rules are applicable. The parameter also details information relating to approval through mails and time-bound intervals for approval. The parameters consists of the following:

Spending limit Sequence: The sequence in which the Implicit Approval rule relating to Spending Limit is executed. Spending limit is the maximum amount up to which the requisitioner can request in a single requisition. If the requisitioner exceeds his spending limit then his manager should approve the requisition. The default value is set to 1.

Contract Sequence: The sequence in which the Implicit Approval rule relating to Contract Consumption is executed. The maximum amount allocated in a specific contract. If a contract is over consumed then the buyer must approve the requisition. The default value is set to 1.

Budget Sequence: The sequence in which the Implicit Approval rule relating to Budget Consumption is executed. Budgets are defined for a specific administrative office, commodity combination. If a particular budget is over consumed then the budget holder's approval is required to for the requisition to be sent to the supplier. The default value is set to 1.



The aforementioned three implicit rules can be executed sequentially or parallel or both based on the sequence set. The lowest sequence number rule is executed first.

Time interval for Approval (in days): The maximum time period (in days) that a requisition will remain with the approver for review and action. In case approver does not act on the requisition within this stipulated time-period, the requisition is transferred automatically by the system to the substitute approver . For time-bound approval functionality, this field must be filled.

Email ID of application: The mail id used to represent the E-Procurement application for sending in all the mails to the users such as requisitioners, approvers, buyers, and suppliers. If this field is not filled, the approver cannot send the return the mail.

Use this page to edit approval parameters. To edit an existing approval parameter:

1 Edit the necessary fields. 2 Click Submit to save the changes.



Buyer parameters To access the Buyer Parameters, choose E-Manager E-Approval Buyer Parameters. The following window appears:

The buyer can be approached for approval, assistance and consolidation of a requisition. If the buyer does not act on a requisition within this stipulated time-period, the requisition is transferred automatically by the system to the substitute buyer The buyer parameters define the time interval for specified action taken by the buyer. The buyer parameters list consists of the following:

Time interval for buyer approval (in days): This is the maximum time period (in days) that a requisition will remain with the buyerError! Hyperlink reference not valid. for approval and action.

Time interval for buyer assistance (in days): This is the maximum time period (in days) that a requisition will remain with the buyer for assistance review and action.

Time interval for consolidation (in days): This is the maximum time period (in days) that a requisition will remain with the buyer for consolidation review and action.

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Use this page to edit buyer parameters. To edit an existing buyer parameter:

Edit the necessary fields. Click Submit to save the changes.

Approval rules To access the Approval Rules, choose E-Manager E-Approval Approval Rules. The following window appears:

All the Approval Rules maintained in iBaan E-Procurement will be listed.

To search for an approval rule:

1 Enter either the entire approval rule or a few characters of the description followed by * as a wildcard.

2 Click .

3 A list of approval rule that meet the search criteria are listed.

To edit or delete an approval rule, click on an existing approval rule.



To add a new approval rule, click on Add Approval Rule, the following window appears:

This page contains the following fields:

Description: A unique description of the Approval rule. Detailed Description: Description of the approval rule in complete detail. Basket Approval: If set to Yes, indicates approval rule is applicable for

entire basket else it indicates approval rule is applicable for the individual requisition line. Basket Approval is applicable only to Requirement Approval of Purchase Requisitions. If this check box is selected, the Commodity field is unavailable.

Requisition Type: iBaan E-Procurement supports two types of requisitions namely Purchase Requisition and Warehouse Requisition.

Approval Type: iBaan E-Procurement supports two types of approval namely Buyer Approval and Requirement Approval . If Approval Type is Buyer Approval then the Basket Approval field is not available and Requisition Type can have only one value; Purchase Requisition. Rule Applies for Consolidation field is available.



Rule Applies for Consolidation: If set to Yes, the approval rule applies for requisitions after they have been consolidated by the buyer. If this checkbox is cleared then approval rule applies to non-consolidated (normal) requisitions. If this checkbox is checked then Administrative Office field is made unavailable. The default value for administrative office in such case is All that is, approval rule is applicable for all administrative offices.

Administrative Office: The approval rule applies to all requisitioners who work in this administrative office . The default value is All, which means the approval rule is applicable to all admin offices.

Commodity: The approval rule applies to all the products that belong to this commodity. If not set to any particular value, the rule is applicable to requisition containing product of any commodity. This field becomes unavailable if the Basket Approval check box is selected.

Sequence: This number indicates the sequence in which the approval rule will be applied to the requisition. If the approval rules picked up during the approval process of the requisition have the same sequence number, then all the approval rules are executed simultaneously. If the sequence numbers are not the same then the approval rules are executed sequentially with the approval rule with least sequence number being executed first.

Effective Date: The date from which the approval rule is valid.

Action Type: This field indicates the system-initiated action once the Approval Rule is applied. This enumerated field contains three types of possible actions namely:

−−−− Approved: Requisition line is set to approved state. Further approvals are not required

−−−− Rejected: Requisition line is set to rejected state. Further approvals are not required.

−−−− Approval Required- Requisition line has to be approved by the user specified in the Approver field. If this option is selected then Approver, Send Email and Execute Next Rule fields are available.

Approver: User responsible for approving the requisitions applicable for the given approval rule.

Send Email: If this field is set to yes, then mail notification is sent to the approver indicating that at requisition is waiting for approval.

Execute Next Rule: Indicates if any rule having sequence higher than the current rule's sequence can be applied to the requisition.



Approval rule filters Approval rule filters enable you to add additional conditions based on flexible properties from the requisition line.

To access Approval Rule Filters,. The following window appears: Click E-Manager→→→→E-Approval→→→→Edit Approval Rules

To edit an existing approval rule:

1 Edit the fields.

2 Click Update to save the changes.

To delete an existing approval rule, click Delete.

If an approval rule is deleted, all approval rule filters attached to it are also deleted

NOTE



Now on clicking, Add Approval Rule Filter the following window appears:

Field descriptions:

Approval rule: This field displays the description of the approval rule for which the approval rule filter is being added.

Field Description: This list box contains all the flexible properties and fixed requisition properties. The field description, operator and field value become the filter criteria. When filter is added for the approval rule then the filter criteria must be satisfied for the approval rule to be executed.

Operator: Describes how the field description is related to the field value. The operators include lesser than, lesser than/equal to, greater than, greater than/equal to, equal to, not equal to, contains, in, and not in. In case of In and Not in operators, you can use a semicolon (;) to separate multiple values.

Field value: The value for the description field is entered here.

Click Submit to include the Approval Rule filter or click Cancel to undo the inclusion.



Approval Rules Overview To access Approval Rules Overview, Click E-Manager→→→→E-Approval→→→→ Approval Rules Overview. The following window appears:

Use this page to make selection of approval rules based on:

Search Admin Office by User ID: When user logon code is entered here, in the search field Administrative Office, the administrative office of the entered user is listed.

Administrative office: The office for which Approval Rules must be entered. The administrative office is selected from the drop-down list.

Commodity: Enter the commodity value for which Approval Rules must be listed . To select the commodity, click Select. To select all the commodities, click All.

Approver: Enter the name of approver for whom the applicable Approval Rules must be listed.

Requisition Type: Enter the Requisition Type for which Approval Rules must be listed.

Basket Approval: When Requisition Type has value Warehouse Requisition then the Basket Approval field is not available. If Basket Approval is set to True, only those approval rules that are applicable for the basket are listed.



Budget maintenance To set up budgets and budget dimensions, access the Budget Maintenance functions click E-Manager, and then click E-Budget.

You must carry out the following procedures, in sequence, to set up budgets and budget dimensions in E-Budget:

Charge Types Maintain Charge Types is a means to determine where to post a budget requisition amount. If iBaan E-Enterprise is linked to iBaan ERP, the charge type also determines the ledger account in iBaan ERP Finance where the requisition amounts must be posted.

Click E-Manager→E-Budget→Charge Types to access Charge Types. The following window is displayed which contains list of all the charge types maintained in iBaan E-Procurement:



Click Add Charge Type to add new charge types. The following window illustrates the same:

Field Descriptions:

Charge type code: The code for the charge type is displayed. Description: The description for the charge type is displayed. Ledger account code: Code that is maintained in the backend is displayed.

Charge type is used to establish a link between a budget in iBaan E-Procurement and the ledger account code.



Budget dimensions Budget dimensions are attributes on which you want to control budgets. E-Procurement supports a flexible dimension system in which you can define your own dimensions for each administrative office, based on fixed or flexible requisition-line properties.

Click E-Manager→→→→E-Budget→→→→Budget Dimensions to access the Budget Dimensions. The following window appears:

All the budget dimensions that are maintained in iBaan E-Procurement will be listed.



To add a budget dimension, click Add Budget Dimension and the following window appears:

Field Descriptions:

Office Description: This is the Administrative office. When this office is attached to a Budget, the corresponding budget dimensions reflect in that budget.

Name 1, Name 2 and Name 3: Are the dimensions of the budgets. This is an alias given to the properties/attributes that will be selected (refer to Type1/Type2/Type3) while adding a budget dimension.



Budgets Budgets can be defined by charge type and office, and optionally by flexible dimensions. From maintain budgets you can also define the relations between budgets (build a hierarchical budget structure).

Click E-Manager→→→→E-Budget→→→→Budgets to access the Budget as illustrated in the following figure:

This page displays all the list of budgets that are maintained in iBaan E-Procurement.

To edit or delete a budget, click on the existing budget.



To add a budget, click Add Budget to open the following window :

Field Descriptions:

Budget Code: The code for the budget is displayed. Budget Type: The type of Budget is displayed. Budget Types help create

budget structures. iBaan Procurement supports the following budget types:

− Standard Budget: A standard budget can only have a parent (aggregated) budget or can only be used as a budget.

− Aggregated Budget: An aggregated budget can be a parent of other aggregated (child) budgets and/or standard (child) budgets. All requisition amounts that are posted to the child budgets are also posted to the aggregated (parent) budget. An aggregated budget cannot have budget dimensions.

Currency: Currency settings for this budget are displayed. Amounted posted to this budget will be in this currency.

Administrative office: Amounts of the requisitions raised by the requisitioners who belong to this Administrative office will be posted to this budget. If this field is left blank, then this budget is applicable to all the administrative offices.



Charge Type: Determines where a budget requisition amount is posted. iBaan E-Procurement is linked to iBaan ERP, the charge type also determines the ledger account in iBaan ERP Finance where the requisition amounts must be posted.

Budget holder: The name of the budget holder is displayed. Always Approval by Budget Holder: If you select this checkbox, approval

by the budget holder becomes mandatory.

Warn budget holder at (multiple of) percentage: When the requisition is raised, the budget holder will be warned in percentages, if the requisitions overshoots the set budget limit.

From the Edit Budget page, as displayed, Budget Relations and Budget lines can be maintained.

On Clicking, Edit Parent Budget Relations / Edit Child Budget Relations the following window appears wherein the parents/children for the given budget can be assigned.



If you click Add Budget Line, the following window appears:

Budget line with effective and expiry date along with budgeted amount can be entered here.



Field Descriptions:

Budget Code: The budget code for which budget line need to be modified. Charge Type: The charge type of the budget. Currency: The currency code of the budget in which all amounts will be

maintained.

Effective date: The date from which the budget will be applicable. Expiry date: The date until which the budget is valid Budget : Maximum amount that can be used in the given time (specified

previously).

Not approved amount: The amount of those requisitions that are not yet approved.

Approved Amount: The amount of those requisitions that are in Approved state.

Sent Amount: The amount of those requisitions that are in Sent state. Received Amount:. The amount of those requisitions that are in received

state.

Closed Amount: The amount of those requisitions that are in closed state.



Budget lines overview For each budget, you can add one or more budget lines (with several effective /expiry dates). Budget amounts can be entered in this function, and the E-Procurement system updates the consumed amounts and control budget exceeding.

Click E-Manager→→→→E-Budget→→→→Budgets→→→→Budget Lines Overview to access the Budget Lines as shown in the following figure:

Use this page to display the budget lines of one budget or of a range of budgets. To display the budget lines:

The lines of the selected budget(s) are displayed.

If the budget (line) code is clicked, the budget's validity period and the budget amount can be edited or deleted.

Field Descriptions:

Budget Code: The budget code is entered. Effective date: The date from which the budget will be applicable. Expiry date: The date until which the budget is valid Budget : Maximum amount that can be used in the given time (specified

previously).



Available Amount: The amount still available in the budget. Available %: The percentage of amount still available in the budget.

All budget amounts are displayed in the budget currency.

The requisition's currency can differ from the budget currency. If so, the system recalculates the requisition's amounts to the budget currency.

If all requisitions related to the budget are closed and deleted, the budget line can be deleted.

If all budget lines are deleted, the budget can be deleted.

Sometimes, Budget consumption amounts must be re-calculated. You must carry out the Repost Budgets procedure to recalculate the consumed budget amounts.

Click E-Manager→→→→E-Budget→→→→Repost Budgets to access the Repost Budgets as shown in the following figure:

NOTES:



Check loops Maintain Check Loops is a means to check loops in the budget. In Budgets, you can maintain both parent and child budgets. This session identifies if there are any closed loops in the budget.

Click E-Manager→→→→E-Budget→→→→Check Loops to access Check Loops as shown in the following figure:

If loops are not found, then No Closed Loops found in the given range of Budgets message is displayed. Otherwise, the details of the closed loop is displayed.

Search budgets You can search budgets based on specified criteria such as:

Administrative office Charge type Commodity Currency Product description Property User



The following figure provides more details:

To search for a specified budget:

1 Select a field.

2 Specify an operator.

3 Specify a filter value.

Click Search, the budgets which satisfy the mentioned criteria are listed.



Requisition maintenance

Requisition parameters The requisition process is determined, based on the parameters.

After change of the parameter, the E-Enterprise package in the COM + application has to be restarted to make the parameter change effective in the application.

To access the Requisition Parameters, choose E-Manager E-Requisition Parameter list. The following window appears:

NOTE



The requisition parameters list consists of the following options:

Close all in days before now: All the requisitions that must be closed automatically before the set date.

Close all PO in days before now: All requisitions for which purchase order is present at the backend, and which must be closed automatically before the set date.

Commodity from and Commodity to: Consolidation is carried out for this commodity range.

Default buyer: When the purchase order and purchase requisition are imported and the Buyer field is not entered, then the default buyer is picked up.

Default requisitioner: When the purchase order and purchase requisition are imported and the Requisitioner field is not entered, the default requisitioner is picked up.

ESourceIntegrationsImplemented: If this parameter is enabled, then the RFQs can be raised for a requisition by the appropriate buyer.

ImplementBasketApproval: Indicates whether basket approval is enabled. If you select this parameter, the application functions based on Basket Level Approval only.

Import Time interval: The purchase order and purchase requisition in the form of XML, can be uploaded into the database. NT service carries out the aforementioned task after the specified time interval.

Non-Working day 1 and Non-Working day 2: The non-working days are set. These days are not taken into account when time-bound approval calculations are carried out.

Requisition Processing Includes Tax: Based on this parameter, the requisition costs can either include or exclude tax.

Send Directory PH: Purchase requisitions can be converted into an XML file and the same are stored in the specified directory.

Send Directory Wh: Warehouse requisitions can be converted into an XML file and the same are stored in the specified directory.

Send File Ph: The file name of the exported purchase requisition.

Send File Wh: The file name of the exported Warehouse requisition.

Supplier from / Supplier to: Consolidation is carried out for this supplier range.



Buyer assist rules Requisitions can be raised for various products. For some of the products, price or suppliers can vary frequently. For products that vary, the buyer can make modifications for these requisitions before approval mechanism starts. For wizard created requisitions, the supplier or the product is often unknown; these requisitions can also be configured for Buyer Assistance.

To access the Buyer Assist Rules, choose E-Manager E-Requisition Buyer Assist Rules. The following window appears:

Click Add Buyer Assist Rules, to add buyer assist rules.

Field descriptions:

Rule description: The description of the buyer assist rule that is applicable to the requisition is displayed.

Source of requisition: The source of the requisition is displayed. The requisition can have its source from either a Catalog, Wizard or Imported. Select the source of requisition from the drop-down list.

Administrative office: The administrative office of the requisition is displayed. Select the administrative office from the drop-down list.

Commodity code: The commodity code of the requisition is displayed.



Buyer assist rules exceptions From Edit Buyer Assist Rule window as shown in the following figure, click Add Exception to add exceptions for the Buyer Assist Rule.



Click Add Exception, the following window appears:

Exceptions can only be maintained for those fields that have ‘All’ selected for the respective buyer assist rule.

Business rules The requisition process can be carried out by the definition of Business rules. These business rules define how a requisition flows through the requisitioner’s and supplier’s organization, subsequent to the approval process.

A business rule can be defined by:

Business partner (supplier). Requisition type. Source of requisition . Office. Commodity code. Effective dates. Origin of requisition. Costs.

NOTE



Based on the values of these criteria you can define:

If a requisition must be sent to the BIS system (iBaan ERP) or can be published to a supplier/user through B2B Server.

If Maintain Receipts must be included in the process.

If receiving and inspection must be included in the process. If Yes, mention the receivers and inspectors.

If an action must be applied to a requisition, depending on the source of the requisition.

If consolidation is not required.

You must carry out the Maintain Business rules procedure to set up business rules in E-Requisition.

Click E-Manager→E-Requisition to access the Business rules as shown in the following figure:



Click Add Business Rule to add a new business rule as shown:



Field Descriptions:

Rule Description: Enter the description of business rule in this field. Supplier: The supplier's id is entered in this field. To select a supplier from

the list of existing suppliers, click Select. This field appears only when the requisition type is a Purchase requisition.

Administrative office: The administrative office is entered. Select the administrative office from the drop-down list.

Requisition Type: The type of requisition is entered. iBaan E-Procurement supports two types of requisition namely, Purchase Requisition and Warehouse Requisition. Select the type of requisition from the drop-down list.

Source of requisition: The source of the requisition is entered. Select the source of requisition from the drop-down list. The requisition can originate from either the Catalog, Wizard or Imported. This field appears only when the requisition type is a Purchase requisition.

Commodity Code: The code for the commodity that has been requisitioned is entered. To select a commodity code, click Select. To select all the commodity codes, click All. To clear the contents of the commodity codes field, click Clear.

Products: Enter the product in this field. To select a product from the existing list, click Select. A list of products are displayed, select the relevant products checkbox, and then click Select, or else Cancel. The products listed are based on Requisition type, Supplier, Source of Requisition and Commodity Code.

Currency code: Enter the currency code. Select the currency code from the drop-down list. The code of the currency in which the transaction will take place. Baan ERP converts the product currency in to the set currency code. This field appears only when the requisition type is a Purchase requisition

Cost from and cost to : The document rules apply to the requisition whose amount falls well within the cost range. This field appears only when the requisition type is a Purchase requisition.

Effective date: The date from which the business rule is valid is entered.

Expiry date: The date on which the business rule will expire.



Consolidate: If this check box is selected, iBaan E-Procurement consolidates all the requisitions so that they can be sent together by the buyer at one time under one order. This field appears only when the requisition type is a Purchase requisition.

Send to file: Baan E-Enterprise transfers the requisition to a file.

Send via ERP system: Baan E-Enterprise transfers the requisition to the linked BAANIV or iBaan ERP system. The remaining action fields (with the exception of consolidate) are replaced by the order series, order type, and purchase office that must be entered. The purchase office is displayed only when the type of requisition type is Purchase.

Maintain receipts: If this check box is selected, the requisitioner can receive goods by means of desktop receiving. If this check box is cleared, the requisitioner can only close the Sent requisitions. If Maintain Receipts is enabled then the receiving mode can have one of the following three modes, namely, Receive by Requisitioner, Receive by buyer, and Specify receivers. If the Specify receivers mode the Shipping address (Is the default delivery address ) is displayed and this field is optional. If Inspection is enabled, then the inspection mode can have the following two modes namely, Inspect by Requisitioner and Specify Inspectors. Incase of Specify Receivers and Specify Inspectors the receivers and the inspectors can be selected.

Document type: The document type determines which distribution list must be used for sending requisitions.

Invoice processing setup E-Procurement contains processes, which can be set up to activate several types of invoice processing for various situations. Invoicing mechanism in E-Procurement, essentially serves to validate the invoice/credit card statement received from customer/credit card company. To set up the invoice processing environment variables, you must carry out the following procedure.

Invoice parameters Invoice Parameters enables you set up various parameters, which determine invoice process. Here, you define if BIS is used for invoice processing. Also defined here are the details of the Invoice Export Directory and the Invoice Export File.



To access the Invoice Parameters, choose E-Manager E-Invoice Invoice Parameters. The following window appears:

Field Descriptions:

ACCOUNTFORTAXLINE: The ledger code applicable for the tax lines in the Invoice.

ADDITIONALCHARGELINESTART: The additional charge line added to the invoice starts with this position number. BAANIMPLEMENTED: This field determines whether for Invoice export, Baan Backend system can be used or not. If the value is checked then Baan Backend system can be used for exporting invoices.

DATELASTPURGE: The latest date when the exported invoices are purged by financial person

DEFAULTTAXTYPE: The default for the tax type when entering an Invoice. This can have values Header, Line or Cumulative.

INVOICEEXPORTDIR: The directory in the web server to where the approved invoices can be exported.

INVOICEEXPORTFILE: The name of the XML file to which the approved invoices can be exported.



RECALCULATETAXAMOUNT: If this parameter is set, then tax will be recalculated during Invoice Matching/Approval process. Recalculation take place with the formula Recalculated Tax = Invoice Amount * Requisition Tax Percentage / 100.

TAXCODEFORADDITIONALCHARGELINES: The tax code applicable for the additional charge lines added to the invoice.

Baan financial system settings The details of the backend, to which the approved invoice will be exported for final payment, is defined. The user can define information for the iBaan ERP Financial system depending upon the backend BIS selected.

To access the Baan Financial System Settings, choose E-Manager E-Invoice Baan Financial System Settings. The following window appears:



Click Add Baan Financial System Settings, to add the settings. The following window appears:

Field Descriptions:

Effective Date: The date from which this system settings are valid. Transaction Type for Purchase Invoice: Approved Purchase Invoices in

iBaan E-Procurement are exported to Baan Backend as approved cost invoices. To maintain these transactions in Baan backend, it is mandatory to specify the transaction type. The transaction type that is supposed to be used for the Purchase Invoice is specified.

Transaction type for debit notes: Approved Debit Notes in iBaan E-Procurement are exported to Baan Backend as approved cost invoices. To maintain these transactions in Baan backend it is mandatory to specify the transaction type. The transaction type that is supposed to be used for the debit notes is specified.

Batch reference: When the transactions are created and processed in the Baan backend, batch reference to be used is specified.

User id of the administrator: The administrator's user id is displayed.



Approval settings Matching and approving an invoice is validated against the requisition details. For certain suppliers, some of the mismatch points can be overlooked by explicitly instructing the system through Approval Settings. In the setting for each supplier, you can define the requisition-invoice attributes; which ones must be matched and which ones can be overlooked.

To access the Approval Settings, choose E-Manager E-Invoice Approval System Settings. The following window appears:



Click Add Approval Setting to add approval settings. The following window appears:

Field Descriptions:

Supplier: Enter the name of the supplier for whom the approval settings will be applicable. Click Select to select the name of the supplier.

Effective date: The date from which the approval setting will be valid for the given supplier

Ignore non-matched requisition: If this checkbox is selected, then even if the invoice for goods supplied by the supplier does not match with the requisition, the difference is ignored and invoices are matched and approved.

Ignore credit card difference: If this checkbox is selected, then even if there is a difference in the value of credit card invoice statement and requisition amount, the difference is ignored and invoices are matched and approved.

Ignore quantity difference: If this checkbox is selected, then even if there is a difference in invoice quantity and received requisition quantity, the difference is ignored and invoices are matched and approved.

Ignore item description difference: If this checkbox is selected, then even if there is a difference in the item description between the invoice and requisition description, the difference is ignored and invoices are matched and approved.



Ignore unit difference: If this checkbox is selected, then even if there is a difference in invoice unit and that of requisition unit, it is ignored and invoices are matched and approved.

Ignore Amount difference: If this checkbox is selected, then even if there is a difference in the invoice amount and requisition amount then it is ignored and invoices are matched and approved.

Ignore if product not received: If this checkbox is selected, then even if the product is not received, invoice can be matched and approved.

Supplier Settings Supplier settings are the supplier specific options for Automatic/Manual Matching, Exporting, and Purging of an invoice. Also defined is the option for Self Billing and supporting documents.

To access the Supplier Settings, choose E-Manager E-Invoice Supplier System Settings. The following window appears:



Click Add Supplier Settings, to add settings for the supplier. The following window appears:

Field Descriptions:

Supplier: The name of the supplier is entered. Select the supplier's name from the drop-down box.

Automatic Matching: If this checkbox is checked, then the invoice is matched automatically. The system takes care of matching the invoice.

Automatic Exporting: If this checkbox is checked, then the invoice is exported automatically. In other words, the invoice is exported to the Baan Backend or XML file.

Automatic Purging: If this checkbox is checked, then the invoice is purged or archived automatically after the invoice is exported to the backend or XML file.

Amount Tolerance: If there is a difference in the amount, the system checks if the amount is within the tolerance band. If the amount falls within the tolerance pattern, payment is made in accordance to the invoice, otherwise, the amount difference signal is generated.

Lower Limit ( in percentage %) : The lower limit of the amount is mentioned in percentage is entered.



Upper Limit (in percentage %): The upper limit of the amount is mentioned in percentage is entered.

Lower Limit Amount (in Home currency): The lower limit of the amount in home currency is entered.

Upper Limit Amount (in Home currency): The upper limit of the amount in home currency is entered.

Pay after receipt: If this checkbox is checked, then when goods are delivered, payment is made accordingly.

Self-billing: If this checkbox is selected, the invoice is raised on behalf of the supplier and payment is made accordingly. Self-billing takes place only when the requisitioned items are delivered.

Send Remittance Advice (with self-billing): If this checkbox is checked, a remittance advice is sent along with self-billing. You can send remittance only when self-billing is set.

Send Invoice (with self-billing): If this checkbox is checked, an invoice is sent to the supplier once self-billing is done.

Remittance advice document type: The Remittance advice document type is an acknowledgment for the goods received. Select the remittance advice document type from the drop-down list.

Invoice document type: The document used to send invoices. In this document, the person to whom this invoice needs to be presented is included. Select the Invoice document type from the drop-down list.



Reason codes The reason for either approval or rejection of the invoice is entered.

To access the Reason Codes, choose E-Manager E-Invoice Reason Codes. The following window appears:

Field Descriptions:

Reason Code: The code used to identify the reason to approve/reject generated signal, this code is referred through out Invoice module

Description: The description of the reason code.

Click Add Reason Code, to add new reasons.



Period The timeframe is maintained and used in Accrual Overview.

To access the Period, choose E-Manager E-Invoice Period. The following window appears:

Field Descriptions:

Year: The year to which the period belongs. Period: The sequence number that identifies the period in a given year. Period Start date: The date from which the period is valid. Processed: If checked it means that all the financial transactions for the given

period are closed that is, all the accrued invoices are settled.

To add a period, click Add Period



Delete invoice Administrator with Financial role can delete Invoices.

To access the Delete Invoice, choose E-Manager E-Invoice Delete Invoice. The following window appears:

Field Descriptions:

Invoice Line ID: An identification number of an invoice line maintained in iBaan E-Procurement system by the Financial person. This number is auto numbered and generated at the time of importing an invoice.

Invoice Number: The Invoice Number as maintained by the supplier. Invoice: The complete invoice details along with Header and Line number Supplier: The business partner who sent the invoice. Item: The product for which the invoice has been created. Invoice state: Invoice state indicates the process step at which invoice is

present at this moment.

Amount: The amount for which the invoice is created.



Additional Charges The additional charges that the user can enter against the invoice is listed here.

Field Descriptions:

Additional Charge Type: The additional cost type code. Description: The description of the additional cost type. Account: The ledger account code to be used to post this additional charge. Tax Percentage: The tax percentage applicable for this additional cost.



Services in E-Procurement E-Procurement contains the following services that enable you to run certain actions at preset time intervals, without human interaction. The following are the list of services that are available in iBaan E-Procurement.

iBaan E-Procurement close received requisitions The name of the executable for this service is EECRRSvc.exe. It is used for automatic closing of requisitions that have been sent but not yet received, and to close the requisitions that are received through iBaan ERP.

You can set two parameters to control the closing of requisitions. The parameters can be edited in the Parameter List pages in the E-Requisition part of E-Manager.

CloseAllInDaysBeforeNow: This parameter controls the closing of all received requisitions, whether received through iBaan ERP or E-Procurement. You can set the number of days from the present to start closing requisitions. As a result, all received requisitions, until the specified date, will be closed.

CloseAllPOInDaysBeforeNow: This parameter controls the closing of all received purchase orders, whether received through iBaan ERP or E-Procurement. You can set the number of days from the present to start closing requisitions. As a result, all received requisitions, until the specified date, will be closed.

To disable these functions, set a negative number. For example, you want to remember the setting of 30 days in the past, but want to deactivate the closing of purchase orders.

1 On the Manager pages of E-Requisition, select Parameter List.

2 Click CloseAllPOInDaysBeforeNow and add a minus (-) sign in front of the value 30. Now this part of the service is disabled.



iBaan E-Procurement consolidate send service The name of the executable for this service is EECSSvc.exe. This service is used to combine requisitions with the same (type of) requirement and the same destination (buyer, supplier) in one XML document or one Baan purchase order.

You can set two parameters to control the Consolidate Send Service. The parameters can be edited in the Parameter List pages in the E-Requisition part of E-Manager.

Buyer From: Start with buyer. Buyer To: End with buyer. Commodity from: Start with commodity. Commodity To: End with commodity.

With these two parameters, you can set an alphabetical range on the names of buyers. All requisitions that have the To Consolidate state and buyers with names in this range, will be consolidated and sent.

iBaan E-Procurement automatic invoice matching The name of the executable for this service is EEMatchInvSvc.exe. It is used for automatic matching of invoices that have been imported but not yet matched. During matching, the signals generated are based on supplier settings for invoice. The time interval for executing this NT service can be defined as a parameter for the NT Service.

iBaan E-Procurement export invoices service The name of the executable for this service is EEExportInvSvc.exe. It is used for exporting invoices that are already approved. Exporting of invoices will follow the usual process itself. The time interval for executing this NT service can be defined as a parameter for the NT service.

iBaan E-Procurement purge invoices service The name of the executable for this service is EEPurgeInvSvc.exe. It is used for purging the exported invoices. The time interval for executing this NT service can be defined as a parameter for the NT service.



iBaan E-Procurement check mail service The name of the executable for this service is chkmlsvc.exe. It is used to check mails and parse them to update requisition status in the database. The time interval for executing this NT service is defined in the Approval parameter.

iBaan E-Procurement import requisition service The name of the executable for this service is EERequisitionImportSvc.exe and it is used to import requisitions. The time interval for executing this NT service can be defined as a parameter for the NT service.

iBaan E-Procurement transfer approval entries The name of the executable for this service is EETransferAppEntriesSvc.exe and it is used to transfer approval entries as a part of the Time-bound procedure. The time interval for executing this NT service can be defined as a parameter for the NT service.


This chapter describes iBaan E-Procurement’s benefits to your employees and suppliers. For information about setting up E-Procurement, refer to Chapter 3, “To set up iBaan E-Procurement.”

Several employees play a distinct role in the E-Procurement process. Potentially, every employee of a company can play a role and an individual employee can play multiple roles, for example, requisitioner and approver. The user details defines the roles an employee is permitted to play.

To access the iBaan E-Procurement end user functions, on the Main menu, click E-Procurement and click the role you want to perform from one of the following roles.

Requisitioner A requisitioner is an employee who has been given the authority to submit a purchase request, called a requisition. This requisition can fulfill departmental requirements (for example, office supplies). The main procedures to be carried out by a requisitioner are:

Create a requisition. Track and trace a requisition. (Including rejections and resubmissions) Desktop receiving.

You can create two types of requisitions namely, Warehouse Requisition and Purchase Requisition. If the requirement can be catered to from the warehouse, a warehouse requisition is raised. Similarly, if the requirements must be purchased from a supplier, a purchase requisition is raised.

4 To use iBaan E-Procurement

To use iBaan E-Procurement


Purchase requisition

To create a purchase requisition To access this procedure, on the Main menu click E-Procurement, click the Requisitioner role, and on the left pane click Purchase Requisition. You can perform the following tasks on the Requisition page:

Browse catalog. Requirement wizard. Import. View or change the basket.

Browse catalog Users can select products by browsing through the available catalogs, or by carrying out a product search. The product search only represents products from the catalogs that the employee is authorized to requisition. Users can perform a product search on all product attributes, some specific product attributes, and on product properties.

Users can view general product data, property values, attached files, simulate requisition approval entry, and purchase-specific product data before the product is requested. To add a product to a requisition basket, the user enters the requested quantity and clicks Add.

Users are able to specify the values of requisition-line properties before the submission of the requisition.

Requirement wizard Users can define their requirements of non-catalog products or services by using the Requirements wizard. After finalization of the wizard, a requisition line is generated and added to the basket. You can ensure that a requirement wizard created requirement is always sent to the buyer for checking and completing, by setting appropriate buyer assist rules in the master data of E-Procurement.

View or change the basket After all products are collected, users can look at the requisition basket to view the stored requisition lines. Finally, users can:

Change the basket and delivery information.

Click Remove or Remove All to remove one or more requisition lines.

Enter the part number and the quantity and click Add, to add one or more requisition lines for quick ordering.

Click Buyer Assist to ask buyer assistance for one or more requisition lines.



Click Simulate to simulate requisition approval entries.

Click Update to save changed requisition header information.

Click Delete to delete the complete requisition.

Click New to create a new basket.

Click Report to print a report with requisition lines by supplier to fax.

Attach files to a requisition to provide more information to supplier and/or buyer and approvers.

Track and trace a requisition To access this process, on the Main menu, click E-Procurement and click the Requisitioner role and Purchase Requisition tab. You can perform the following tracking and tracing tasks on the Requisition page:

View requisitions per status. Search through requisitions (on key words). View closed requisitions and previous baskets with View Requisition

History. View the remarks of the approvers.

Requisitions with the following status can be viewed:

Created Submitted Buyer Assist Approved Rejected (requisitioner can alter the requisition and re-submit). To Consolidate Sent Received Closed

Receiving To access this process, on the Main menu, click E-Procurement and click the Requisitioner role. The requisitioner can:

Receive Inspect Backorder



The goods requisitioned can be received and inspected by the users as mentioned in the business rules. Persons other than the requisitioner can receive and inspect the goods on behalf of the requisitioner.

Warehouse requisition To create a warehouse requisition To access this procedure, on the Main menu, click E-Procurement and click the Requisitioner role and Warehouse Requisitions tab. You can perform the following tasks on the Requisition page:

Browse products. View or change the basket.

Browse products Users can select products by browsing through the available product list, or by carrying out a product search for stocked items. The product search only represents products from the list of stocked products. Users can perform a product search on all product attributes, some specific product attributes, and on product properties.

Users can view general product data, property values, attached files, and simulate requisition approval entry before the product is requested. To add a product to a requisition basket, the user enters the requested quantity and clicks Add.

Users are able to specify the values of requisition-line properties before the submission of the requisition.

View or change the basket After all products are collected, users can look at the requisition basket to view the stored requisition lines. Finally, users can:

Change the basket and delivery information.

Click Remove or Remove All to remove one or more requisition lines.

Enter the part number and the quantity and click Add, to add one or more requisition lines for quick ordering.

Click Simulate to simulate requisition approval entries.

Click Update to save changed requisition header information.

Click Delete to delete the complete requisition.

Click New to create a new basket.



Click Report to print a report with requisition lines by supplier to fax.

Attach files to a requisition to provide more information to supplier and/or buyer and approvers.

Track and trace a warehouse requisition To access this process, on the Main menu, click E-Procurement and click the Requisitioner role and Warehouse Requisition tab. You can perform the following tracking and tracing tasks on the Requisition page:

View requisitions per status. Search through requisitions (on key words). View closed requisitions and previous baskets with View Requisition

History. View the remarks of the approvers.

Requisitions with the following status can be viewed:

Created Submitted Approved Rejected (requisitioner can alter the requisition and re-submit). Sent Closed

Approver / budget controller An approver is a manager who has been given the authority to approve submitted requisitions by requisitioners. The approver is usually the department and/or business unit manager responsible for a group of employees and responsible for a set of budgets. The main processes to be carried out by an approver are to:

Review submitted requisition lines To access this process, on the Main menu, click E-Procurement and click the Approver role. The Approval page shows all requisitions to be approved. On the Purchase Requisition tab, the purchase requisitions to be approved are shown, whereas on Warehouse Requisition tab, the warehouse requisitions to be approved are shown.

Upload attachment to requisition line While reviewing the requisition, the approver can see the attachment uploaded by the requisitioner, or other approvers, as well as the upload attached to the requisition. To review the requisition, click Attach new file to this requisition link.



Review budget availability for proposed requisition To access this process, on the Main menu, click E-Procurement and click the Approver role. The Approval page shows the budget consumption balance per budget line. (This is only for Purchase Requisitions).

Approve or reject requisition line To access this process, on the Main menu, click E-Procurement and click the Approver role. The Approval page enables you to approve the requisition lines. If there are lines to be approved, this page can also be activated from the Roles Overview page. Approvers can see the detailed description of the Approval rule and enter their remarks/comments.

Time bound approval When the requisition is presented to the approver for approval, and the approver does not act on the approval within a stipulated time, the requisition is presented to another approver. The requisition has a timeframe attached.

Approval hierarchy When the requisition that is presented to the approver exceeds the approval limit, the approver and the approver’s manager must both approve. Until, the requisition amount is within the approval limit, the approver’s manager is picked.

Buyer

A buyer is a professional who works for the purchasing department that is usually responsible for the procurement of one or more commodity types. For example, office supplies, ICT hardware and software, temporary help. The buyer carries out the following processes:

Review of all requisition lines (buyer assistance) To access this process, on the Main menu, click E-Procurement and click the Buyer role. The Buyer page shows you all requisition lines that require buyer assistance. The buyer can send requisitions to E-Source and also transfer the requisition to another buyer.

Monitor and approve in-process requisition lines To access this process, on the Main menu, click E-Procurement and click the Buyer role. To monitor and approve requisition lines in process, click Requisitions.

Buyer approval If you select the Buyer Approval check box in Approval rules, it becomes mandatory for the buyer to approve the requisition.



Buyer hierarchy If the requisition presented to the buyer exceeds the buyer limit, then the buyer and the buyer’s manager must both approve. Until, the requisition amount is within the buyer limit, the buyer’s manager is picked.

Delete closed requisition lines To access this process, on the Main menu, click E-Procurement and click the Buyer role. On the Buyer page, you can click Close Requisitions to change the status of selected requisitions, or click Delete Received Requisitions to delete closed requisitions.

Upload and view attachments To upload an attachment, on the Main menu, click E-Procurement and click the Buyer role. On the Buyer page click, Attach new file. To view a requisition, click on the link under the description heading for attachments.

Review product changes To review the product updates offered by the supplier, on the Main menu, click E-Procurement and click the Buyer role. On the Buyer page, you can click Review Product Changes.

Consolidate requisitions To consolidate the requisitions based on supplier and commodity, on the Buyer page click To Consolidate.

All Requisitions To view all the requisitions irrespective of the user. This view is available only for the buyer who has the Administrator’s role.

Supplier

In the context of E-procurement, a supplier provides product and services content, periodic updates (XML product and price updates), or maintains the supplier’s part of the catalog remote (through Web front-end application). The suppliers receive requisition lines in the Inbox (B2B Server) and most importantly, deliver the goods and services as requested in the requisition lines. A supplier carries out the following main processes:

Uploads the XML file with products and prices.

Updates the details of the product supplied by them, and present the products for corresponding buyer approval.

Retrieves requisitions through B2B Server.



Enters Invoice for payment: The entry is made either through the embedded B2B component (uploading XML-document and sending to buyer), or through Quick Invoice Entry Web front-end for the supplier/credit card company.

Accounts payable officer

The accounts payable (AP) officer plays an important role in the financial back-office processing of invoices received from suppliers upon delivery of the goods and services. In case of direct send orders, requisition-line details and receipts are not available in iBaan ERP. Therefore, the AP officer can use the requisition-line history and receipts to match the invoices to the receipts before authorizing the invoice for payment. The main processes to be carried out by an accounts payable officer are to:

Monitor budget expenses To access this process, on the Main menu, click E-Procurement and click the Financial role. This page shows the budget consumption balance per budget line.

Invoice matching This page enables the user to view invoices and make a selective display of invoices based on their ID, Status, Supplier, and Invoice types. From the linked pages, requisitions can be processed further. This function enables the processing of invoices from a certain status to the next.

Matched invoices This page lists all the invoices with the status Matched. To go to the Invoice detail page, click Invoice. Listed on this page are the details of the requisition, as well as the generated signals. From the linked pages, a requisition can be processed further.

Approved invoices This page displays the Approved Invoice. Invoice export to the backend, can be initiated from the linked pages.

Exported invoice This page lists the invoices that have been Exported to the backend and have not been deleted.

Accrual overview This page shows all the requisitions for which goods have been received but Invoiced, not Approved. It shows the accrual amount for a given period.



Payment of invoice received from suppliers This process enables the financial officer to match and approve the invoice against a requisition line. And, subsequently, export the approved invoice to the backend for payment.

Manual transaction The financial officer can enter an invoice that is sent by the supplier through either fax, hardcopy, and so on.

Self-Billed Invoice The self-billed invoices can be generated against receipts.

Self Billing E-Procurement provides a means of making the invoice matching process extremely simple: Self-Billing. With this concept, the buying organization creates an invoice based on what is received. This invoice is approved by definition and sent to the supplier, to let the supplier know the amount being paid.


About customizations You can use iBaan E-Procurement as it is, or you can customize to suit your requirements. If you change the standard settings of iBaan E-Procurement, you can modify the look and feel without modifying the Web pages.

To customize, you must use two separate environments, the production environment, and the development environment. You make modifications first in the development environment and then thoroughly test them. Only then, must you deploy the modifications to the production servers and make them available to the users.

Baan environment infrastructure The development infrastructure used to develop iBaan E-Enterprise, consists of a test environment and a development environment.

The test environment consists of a number of desktops running several browsers and, one or more servers to run the Web site and contain the application databases.

The development environment consists of a number of one or more central servers and development desktops. The servers contain the Visual SourceSafe (VSS) database, the Web site, and the application databases. The development desktops run the development environment (Visual InterDev) and contains local copies of the Web site for debugging purposes. The test server is updated from the development server by copying the Web projects using Visual InterDev.

New releases and bug fixes If you have made modifications, you cannot directly install a new release without losing your modifications. To avoid this, you must install the new release in your development server. The release notes of the new release describe which files are new, which files are changed, and how they are changed.

iBaan E-Enterprise is built using a script library that affects the functioning of the whole application. Do not customize this library. It is not placed under the control of SourceSafe.

5 To customize iBaan E-Procurement

NOTE

To customize iBaan E-Procurement


How to customize iBaan E-Procurement With every new release or bug fix, you face the problem of how to merge your customizations with the new release. If you do not install the new release, the problem only gets worse because you have to take care of your own development of iBaan E-Enterprise. In addition, the more releases you skip, the harder it is to get back in synchronization with standard version.

This section describes how you can best approach the customization of iBaan E-Enterprise.

Guidelines If you are going to make customization

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