Onventis 2024.9

The new Onventis 2024.9 release contains various enhancements, improvements, and bug fixes. Check out the complete list below!

Procure-to-pay

Demand Position Update

Import and Export of Customs Data for Demand Positions 

• Added support for importing and exporting customs data in demand positions, specifically including Customs Tariff Number and Country of Origin. 

• The updated import template now includes these new fields, available for download: Import_DemandPosition_Template.xlsx

Improved Template Download Link Visibility in Onventis Buyer 

• Enhanced the visibility of the template download link in TradeCore for easier access. 

• Updated styling makes the link more prominent for users. 

New Filters for Favorite Items in Operational Purchasing  

• A new filter option has been added to the Favorite Items menu in Operational Purchasing → Catalogs & Items. 

• Users can now filter the list of favorite items based on Visibility (Public, Private), User group, and Organizational unit to quickly find desired items. 

New Commission No. to Order List Search 

• Users can now filter and search orders by Commission No. at the header level in the order list. 

• The Commission No. field is available in the search dropdown and can be searched under the "all fields" filter, enabling users to locate orders associated with a specific commission number quickly. 

Network Plan Information Added to Order Export

• The order export now includes additional columns at the end for "NetworkNr," "Activity," and "Network Title", providing users with a comprehensive overview of accounting assignments directly within the exported order data.

Standard Quantity Unit for Service Orders in Free-text Shopcart Positions 

• When creating a new freetext shopcart position flagged as a "Service position," the system will now automatically apply the predefined standard order unit for services (e.g., Hour) from the organization's master data. 

• If the "Service position" checkbox is deactivated, the standard quantity unit will revert to the appropriate selection. 

• The behavior for catalog positions remains unchanged, with the unit still being derived from the catalog. 

Improved Sales Order Confirmation Process 

• Streamlined Approval Workflow: The system now handles supplier confirmations without triggering unnecessary customer approvals. Previously, supplier confirmations were treated as changes, which caused approval requests even when no actual changes (e.g., price or quantity adjustments) were made. This update ensures that customer approval is only requested for actual modifications. 

  • Efficient Order Processing: Supplier confirmations will no longer be considered changes by default. This reduces unnecessary steps and improves the overall order approval process. 

  • Updated Status Check: The status check previously in place for "Sales order items are pre-assigned the status ‘not confirmed’" has been adjusted. Only actual changes, such as price or quantity modifications, will now trigger customer approval, further streamlining the approval workflow. 

Improved Sorting of Representations in User Management 

• The "Representations" tab in User now shows active entries at the top by default, making it easier for users to view their current active representations first. 

• The filter for "Active" representations is now pre-selected when entering the "Representations" tab, streamlining the navigation and ensuring users can quickly access the most relevant information. 

Enhanced Cost Center Import and Export for Large Data Sets 

• We’ve introduced a new BC Job adapter, Onventis.R4.BO.BC.Pipelines.CostCenterByNr.ConstrainedAdapter, designed to handle large volumes of cost center data more efficiently. This improvement ensures faster processing for customers with extensive cost center databases (Like 200k+ entries) while maintaining system performance. 

• The new adapter allows for smoother imports and exports of cost centers without significant slowdowns, even with large datasets. The system no longer needs to load all existing cost centers, making the process quicker and more efficient. 

• If the import file exceeds the allowed number of records, the system will now show a clear error message, improving transparency and reducing the chance of incomplete imports. It also includes improved error logging for any missing or unavailable ranking users. 

Performance Update

• The shopping cart now loads more quickly by fetching only the essential information, improving performance, especially for large carts. 

• Cost allocation details are now only loaded when they are needed, reducing unnecessary data fetching and speeding up the initial load. 

Onventis Platform

BcJob-log Export

In this release, we added a function to export the log entries of one BcJob execution as a CSV file. It allows storing logs on your side and enables to forward them to your colleagues to improve communication on them.

E-Mail Queue Delivery details

The E-Mail Queue List-View was extended by a column called “Delivery details”. It offers a more detailed information why a delivery failed. Possible values are:

The new information allows you to create a filter on the Delivery details and find cases you want to investigate easier.

E-Mail Queue Resend

We reworked the E-Mail Queue Resend function to bring it in line with the E-Mail Queue Item states. It now creates a new E-Mail Queue Item instead of overwriting the original item.

When you want to resend an Item, you select it on the list view:

Then click on “Resend”. You will be presented with a view to define the new receivers. Either by selecting the same receiver again or adding new ones.

With a click on “Resend”, the new E-mail Item will be created based on the list of recipients.

If the original E-mail Item is linked to an Object, for example an Order, the resend item will be linked to the same Object as well.

You can find a hint, that the message is a resend and a link to the original message in each resend E-mail Item.

Similar to that you can find a hint, that the message was resend, in the original E-mail Item.

Supplier Management

Qualification Management

Allow Buyers to Upload File for a Question for Questionnaire Creation

With this release, buyers will have the functionality to upload a file for a particular question while creating the questionnaire. Adding a file to a question provides extra information regarding the question, which might not be possible by just using the question title. This feature will help questionnaire designer to design a more informative questionnaire and help supplier to respond accurately.

Steps to add the file:

1. Create a new questionnaire

2. Add new question

3. Select the question and click on the side panel

4. Add the file in the section ‘Question Attachment'

Once the questionnaire is published and sent to the supplier, the supplier can download the file and answer accordingly.

Survey Progress Bar for Questionnaire Response

When a supplier responds to a questionnaire inside the Onventis Supplier Portal, a ‘Survey Progress Bar' will be visible to the supplier.

The 'Progress Bar’ provides information regarding:

• Number of questions answered

• Total number of questions

• Completion percentage of the questionnaire

Material Group Specific Questionnaire Expiration leads to ‘Reject’ Material Group Status

As part of Qualification Management, buyers can add a questionnaire and assign it to specific material groups. If the assessment result of these questionnaires is ‘Failed’, the respective material group is assigned a ‘Rejected’ status. With this release, we have extended the logic to the scenario in which suppliers do not respond to the qualification request and the qualification request expires. If the supplier does not respond to the material group-specific questionnaire within the stipulated time, the respective material group will be assigned a ‘Rejected’ status.

Questionnaire Designer: Introducing 'Designer language'

In this release we inserted a change in the Questionnaire creation process. A new mandatory field is added to the tab 1. General information, called ‘Designer language’.

The ‘Designer language’ defines, in which language the Survey content will be created (Tab 2. Editor > Tab “Designer”). It is prefilled with the Fallback language. The Designer language field is visible, if more than one input language is added.

In the following table you will find an overview of the language settings and the handling of translations in the Questionnaire Designer:

Term	Description	Screenshot Buyer	Screenshot Supplier
Input language	Defines the questionnaire’s meta date like questionnaire title and the questionnaire description.
Fallback language	Defines the language of the questionnaire shown to a Supplier, if they have selected a language which is not part of Designer language or any further translations. That field is mandatory as soon as at least two input languages are created. Can be set per questionnaire.
Designer language	The Designer language defines the questionnaires language, independent from the current user’s language. The questionnaire language is valid for all users of the Questionnaire Designer for that specific Questionnaire. That field is mandatory as soon as at least two input languages are created. Can be set per questionnaire.
Translations	Next to Designer languages and Fallback language you can add further languages to the translations tab. It is recommended to create a translation for each input language.

Supplier Portal Registration

Shorten Supplier Registration and make it more efficient

With this release, we streamlined the registration process on the Onventis Supplier Portal. Suppliers can register quicker and more efficiently. Get a brief overview of the improvements and new steps. For more details about the whole registration flow please follow the link to our product documentation: Supplier Portal Registration

• The Email “Connect with your customer” was updated to the Onventis Supplier Portal look and feel:

• The “Connect with your customer page” on the Supplier Portal contains less content. The user can Start registration, Go to Login page, or Search for their organization on the Onventis Network Search.

• The registration form is now a one-pager, asking for general Company Details, VAT ID, and Personal Details of the user performing the registration:

• The VAT ID is validated against EU countries. There is a new tooltip showing the validation rule per country:

• If a company with the same VAT ID is already registered on the Onventis Supplier Portal, a dialog shows up. The user can contact the administrators via message. All admins of the existing Supplier Portal organization are informed. Next to that message, the user can send a new User Request. In both cases, the Supplier Portal admins receive a notification via email. In the Supplier Portal User Management they can accept or reject a User request: