Onventis 2025.5

The new Onventis 2025.5 release contains various enhancements, improvements, and bug fixes. Check out the complete list below!

Procure-to-pay

Enhanced Visual Feedback During Shopcart Submission

 We have improved the user experience during shopping cart submission by introducing a loading spinner within the “Submit” button.

• A spinner now appears inside the “Submit” button during submission.

• No change to functionality, just improved clarity and user confidence.

Cleaner Display of Availability Information in the Shopping Cart

To improve the shopping experience and avoid confusion, we’ve adjusted how item availability is displayed in the shopping cart.

• Free Text Items:

  • The message “Available: 0” will no longer be shown for free text items.

  • This ensures that manually entered items do not misleadingly appear to have zero stock.

• Catalog Items:

  • The display of availability (e.g. “Available: 12” or “Available: 0”) now depends on the supplier’s settings.

  • If the supplier has enabled the setting “Update and view the available quantity of the item via the web service”, availability will be shown.

  • If this setting is not enabled, no availability message will appear, regardless of stock level.

Enhanced Approval Control via “Disable Direct Approval” Setting

To improve approval accountability, a new setting has been introduced under Organization Settings → Miscellaneous “Disable direct approval without opening in the List of items to be released”:

•  When this checkbox is enabled:

  • The "thumbs up" (direct approve) button is hidden in the release list.

  • Approvers must open the item first to approve it, ensuring they review the details before taking action.

• When disabled, the existing behavior (direct approval possible) remains unchanged.

Permanent Display of Billing and Delivery Address on Order PDF

• The Order PDF now always displays both billing and delivery addresses, even when they are identical.

• This ensures complete visibility and clarity for buyers and suppliers on all orders.

• Previously, only one address was shown if both were the same. This behavior has now been changed.

Extended Quantity Limit Across Transaction

• The character limit for the Quantity field has been increased to support up to 18 digits with 4 decimals (Max18_4) across all relevant modules: Shopping Cart, Demand Position, PO, PO Change, Sales Order, and Excel Import/Export.

• Any remaining inconsistencies in UI validation or rounding behavior (e.g. incorrect handling of decimal places or missing frontend limits) will be addressed separately as part of a future technical improvement.

Complaint Closure Email Notification to Team Members

• When a buyer closes a complaint, an email is now also sent to team members, not just the supplier.

• For complaints of type "external", the email is sent to both the supplier and team members.

• For complaints of type "internal", the email is sent only to team members.

• The email contains key complaint details and a direct link to view the complaint.

• Existing logic for supplier notifications remains unchanged.

Excel Import and Export Support for Multi-Accounting in Demand Positions

To support complex cost allocation scenarios, the Excel import and export functionalities for demand positions have been enhanced to fully support multi-accounting enabling cost distribution across multiple accounts using quantity-based or percentage-based logic.

New Excel Template Structure Import_DemandPosition_With_MultiAccounting_Template.xls

• The updated Excel file now includes two sheets:

  • Sheet 1: “Demand Position” – Core demand data with a new field AccountAssignmentType (0 = Single, 1 = Quantity-based, 2 = Percentage-based).

  • Sheet 2: “Multi-Accounting” – Lists all accounting splits per demand item with fields like LineNr, Quantity, PercentValue, and all related cost allocation fields (e.g., Cost Center, Business Unit, Project, Capex, etc.).

Import Enhancements

• Supports quantity-based and percentage-based allocations per demand item.

• Field validations:

  • For quantity-based accounting, Quantity is mandatory.

  • For percentage-based accounting, PercentValue is mandatory.

• Demand positions with missing or invalid allocation data are rejected entirely, with clear error logs provided.

• If AccountAssignmentType is left blank, the system defaults to single-accounting to ensure backward compatibility.

Export Enhancements

• Multi-accounting data is now included in exports, reflecting the same structure as the import.

• Export respects the selected AccountAssignmentType:

  • Only quantity or percentage values are shown—never both—to avoid confusion.

• The new format also applies to admin exports (e.g., scheduled BC jobs to FTP).

These enhancements ensure seamless handling of complex accounting requirements in procurement workflows and improve alignment between imported and exported data formats.

Approver Information Now Available in Demand Position Export

To increase transparency and ease of review, the Demand Position export now includes detailed approver information.

• Two new columns added:

  • ApproverName – Displays the full name of the approver (if an individual user).

  • ApproverGroupName – Displays the group name (if approved by a user group).

• If the step is assigned to multiple users/groups in parallel, only the currently responsible approver is shown (aligned with current approval state).

Tax Code Import & Export via BcJob

To simplify tax code management, users can now import and export tax codes in bulk via the BcJob framework in Onventis Buyer.

Here is template to it: TaxCode_Template.xlsx

Import Enhancements

• A new BcJob type enables importing tax codes from Excel or CSV (semicolon-separated).

• Users can upload a validated tax code excel template.

• The system validates file structure and returns detailed error logs if needed.

• For example: Import Of Tax Code via Web Interface Port

Export Enhancements

• A new Export button is added to:

  • ERP Data → Tax Code (Master Data Management)

Amazon confirmID Now Visible to Buyer in Orders

We’ve enhanced the Amazon PunchOut integration by ensuring that the Amazon Confirmation ID is now visible to the buyer.

• The confirmID from the Amazon cXML <ConfirmationHeader> is now appended to external comment at Order header level.

  • Format: Amazon confirmID: 112-5552238-9372239

• If available, the item-level <Comments type="confirmID"> is appended to the respective external comment.

• These values are carried over from SalesOrder to Order, making them visible to buyers.

Import of Surcharges and Discounts via openTRANS ORDERS

The openTRANS ORDERS interface now supports importing surcharges and discounts on order item level, in addition to existing export functionality.

• The following elements are now importable in incoming ORDERS XML:

  • <REMARK type="Onv-DiscountAbsolute">

  • <REMARK type="Onv-DiscountRelative">

• These values are:

  • Displayed correctly in the Onventis Buyer order UI.

  • Factored into the price calculation at the item level.

This enhancement ensures that surcharge and discount values from integrated ERP systems are fully processed during order import, maintaining data consistency in both directions.

Enhanced Support for Customer Item Number in openTRANS Order Confirmations

Import from Incoming Confirmations

• The system now imports the Customer Item Number from incoming openTrans order confirmations.

• The value is read from the XML field: <ARTICLE_ID><BUYER_AID>.

• It is saved to the corresponding Sales Order Position in the system.

Optional Release Control

• A new setting is available in the Order Confirmation Workflow: “Customer’s article number”

• If enabled, and the item number differs from the original Purchase Order:

  • Automatic confirmation is blocked.

  • The order is flagged for manual approval by the responsible user or group.

• If the setting is disabled, changes are accepted automatically.

User Interface Enhancements

• The Customer Item Number is now displayed in the Sales Order Position and any differences between order and confirmation are highlighted and shown in the change log.

• The confirmed Customer Item Number is included in outgoing openTrans confirmations using the same <ARTICLE_ID><BUYER_AID> structure.

Activation

• A new parameter ImportArticleNrCustomer must be set to true to enable the import functionality in Bcjob config.

• To enable release control: Check the new box “Customer’s article number” in the workflow settings.

Renumber Material Groups via Excel Import

• Introduced support for renumbering material groups (NrIntern) during Excel import.

• New column added to the MaterialGroupByNr Excel template Material-Groups_Template.xls :

  • NewMaterialGroupNr

• When filled, this column updates the existing material group number in the system.

• Supports both single and batch updates (one, multiple, or all records).

• Designed for use in ERP migration or master data alignment scenarios.

Supplier Management

Supplier profile in Supplier Portal and Supplier Search Service

Maintain certificates in the Supplier Profile via Central File Storage

The ‘Profile’ page on the supplier portal aggregates key information regarding the supplier such as ‘Contact’, ‘Products and Services’, and ‘Certificates’ etc. If the supplier publishes the profile in the Onventis Network, buyers can access this supplier profile via the supplier search service and choose to add the supplier. This allows suppliers to expand their business relationships and find new customers in the Onventis network. An updated supplier profile with key certificates added, lists the suppliers higher during the search and increases their chance to find new customers. Buyers can also filter the suppliers via standard ISO Certificates in the supplier search service.

Suppliers on the supplier portal can now maintain their certificate section via the File Storage service. The ‘File Storage’ is now the single source of file storage in the supplier portal and suppliers can share a file to a buyer via a qualification request and use the same file for the ‘Certificate’ section inside supplier profile. If the supplier updates the file in the file storage, the file is automatically updated in the ‘Certificate’ section. The supplier can also directly add a new certificate via the ‘Certificate’ section. The file will automatically be added in the ‘Central File Storage’.

To select certificate or remove the certificate from the supplier profile, the supplier can click on the icon in the certificate section inside supplier profile. A dialog is opened with list of all certificates added in the file storage. Already selected Certificates are checked on. The supplier can select additional certificates, unselect certificate, and add a new certificate via this dialog.

If the supplier profile is published, updates to the ‘Certificate’ section in supplier profile are also visible in the supplier search service to all buyers using Onventis Buyer.

Mandatory information to publish supplier profile

The new, simplified Supplier Portal registration process removes unnecessary fields to speed up onboarding for suppliers. To ensure Supplier Profiles are complete and discoverable in the Onventis Network, a minimum set of master data - such as street , phone number, and contact email address - is now required before publishing a cost-free Supplier Profile. This ensures customers can seamlessly add suppliers from the internal network search to their own supplier base.

After initial registration to the Supplier Portal it is requested to store that additional information in the main address before being able to publish the Supplier Profile to the Onventis Network.

Customers can quickly discover Supplier Profiles through the internal supplier network search and seamlessly add them to their supplier base. With just a few clicks, key master data like company name, primary address, and contact details are automatically stored to the supplier base - streamlining the process of onboarding and qualifying new suppliers.

Central File Storage for Buyer and Supplier

Remove the ‘Current Version' column for the 'File Storage’ table view for buyers and suppliers

In the ‘File Storage’ overview table for both buyers and suppliers, the column ‘Current Version’ is removed. This column used to display which version is the current version if the supplier had uploaded multiple versions for the file. This information is still displayed in the ‘File Detail’ view which is accessible by clicking on the 'File Title’. The current version is highlighted bold in the version history table.

Display file connections in supplier file storage overview

In the supplier portal, inside ‘File Storage’ overview table, a new column called ‘Shared with’ is added. This column provides information regarding the number of buyers with whom the file is shared. If the user clicks on the number, the list of customers with whom the file is shared is displayed.

Update in file creation rules for non-certificate files

For file category other that ‘Certificates’, it is now mandatory for the suppliers to either provide both the ‘Valid From’ and ‘'Valid Until’ date or provide none during file creation. By default, the ‘Valid From’ and ‘'Valid Until’ are mandatory. However, the user can click on the checkbox ‘The file does not have fixed validity period’ and create file without entering any validity dates.

Edit file details in the detailed file view in supplier portal

Suppliers on the supplier portal can now edit file details such as ‘Certificate Type’, ‘Certified By’ and share these updates with their buyer connections. To edit these details, open the ‘File details’ view which is accessible by clicking on the required ‘File Title’ in the table inside File Storage.

For file category ‘Certificate’, the ‘Certificate Type’ and ‘Certified By’ can be changed.

For file category other than ‘Certificate’, ‘File Title’ can be changed.

Once the supplier edits these details and click on save, the changes are saved and shared with the ‘Buyers’ with whom this file was shared. The buyers are also notified regarding the changes via email and these changes are visible for buyer inside the Onventis Buyer.

📹 Updates in the File Storage:

Reaction email if supplier updates a file

The buyer is notified regards file updates by supplier via an email. The email is sent if the supplier updates a new file version and/or the supplier edits or changes file details such as ‘Certificate Type’ or ‘Certified By’.

Inside the email, a link is provided which redirects the buyer to the ‘File Details’ view for that particular file in the Central File Storage to get additional information.

Spend Analytics/360° Supplier view

Configure default supplier view: Supplier Master Data or Supplier 360°

The supplier card or the 360° view provides an overview for each supplier. This view is accessible after opening any supplier record from the ‘Supplier list’. This option is only accessible to customers who have a ‘Spend Analytics’ connection. In order to access the 360° view, the user needs to have the access rights: ‘View widgets'.

Users can now set the 'Supplier 360° view as the default view after opening any supplier record. To set the default view for supplier record, the user needs to navigate to Master Data Management > User Administration > User > Extended Tab

Within the ‘Extended’ tab, the user can set desired entry point in the setting: Entry point Supplier record via dropdown. By default, the ‘Supplier Master Data’ view is selected. However, the user can change that to ‘Supplier 360° view’.

Qualification Management

Archiving questionnaires

You can now archive outdated or unused questionnaires to keep your supplier qualification process streamlined and focused on what truly matters. This enhancement helps you maintain a clear and organized overview, ensuring only the most current and relevant content is available for selection.

Archived questionnaires remain fully functional in ongoing qualification processes - suppliers can still respond, and you'll continue to receive their inputs. However, they will no longer be available for selection in new qualification processes or when editing qualification templates, preventing outdated content from being reused inadvertently.

To reduce clutter, archived questionnaires are hidden by default in your questionnaire list - but can easily be accessed if needed:

To archive a questionnaire, you need to go to the list of questionnaires and open the detail view of a published questionnaire. In the toolbar you find the new button “Archive”.

To see all archived questionnaires, you need to deselect the checkbox “Hide archived questionnaires”. You will see the archived questionnaires marked with a checkbox icon in the new column “Archived questionnaires”.

To activate a questionnaire again, you need to go to the list of questionnaires and open the detail view of an archived questionnaire. In the toolbar you find the new button “Activate”. The questionnaire will be available to select in Qualification process and in the Qualification template again.

UX improvements for Qualification Management, Questionnaires and Document Sets

Enhanced UX across Qualification Management, Questionnaires, and Document Sets now offers a more intuitive and consistent experience. We've aligned buttons and filters across all table-based overview pages, making navigation smoother and actions more predictable - so you can work faster with less effort.

Qualification process overview page:

Qualification process detail view:

Qualification requests:

Questionnaires:

Document Sets:

Contact Person Management

As a buyer, you can easily request system access for a supplier’s contact - provided the supplier is connected to the Onventis Supplier Portal. To trigger the request, it is now required to enter the contact details first name, last name, and email address. You can only see the function “Request system access” once these data fields have been filled in. Once submitted, the supplier’s portal administrator will be automatically notified to grant access.

For a step-by-step guide, please refer to the product documentation here: Variant 2: Creation of system access by the customer

IntegrityNext API connector

The IntegrityNext data model has been enhanced with two powerful new indicators: Overall ESG Risk and Country & Industry Risk. These data points provide an immediate, high-level view of potential supplier risk - supporting smarter, faster decisions on whether further qualification steps, such as targeted questionnaires, are necessary.