Onventis 2025.9

The new Onventis 2025.9 release contains various enhancements, improvements, and bug fixes. Check out the complete list below!

Procure-to-pay

New Feature: Order Confirmation Automation

Order Confirmation Automation is now available in Onventis Buyer. The feature automatically processes supplier order confirmations sent by email, extracts key information using OCR, checks data for completeness, and imports validated confirmations directly into the related Purchase and Sales Orders. This reduces manual effort and ensures greater accuracy and transparency throughout the confirmation process.

Feature Highlights

• Automatically captures confirmation PDFs from a designated mailbox

• OCR extracts item, quantity, price, and delivery information

• Predefined rules improve data consistency and catch deviations

• Optional comparison view supports manual review before import

• Confirmations are imported into Sales Orders and linked to Purchase Orders

• Helps avoid errors, accelerates processing, and improves traceability

This capability enables buyers to work faster and focus only on exceptions instead of manually checking every document.

Learn More

To explore how Order Confirmation Automation works including examples of extracted data, comparison views, and the complete workflow, you can:

• Visit the feature documentation:

  • https://onventis.atlassian.net/wiki/x/H4Ayig

  • Email Importer Setup and Configuration

• For activation or licensing, contact your Onventis representative or insidesales@onventis.de

New Feature: AI-Powered PDF Offer Upload

The new PDF Offer Upload feature is now available in Onventis Buyer. This capability transforms how procurement teams process supplier offers by eliminating manual data entry and enabling automated extraction of key information from PDF offers.

With this feature, buyers can upload supplier offer PDFs directly into the system, review the extracted data, and transfer it into their shopping cart all within a streamlined and intuitive workflow.

Feature Highlights

• Upload supplier offer PDFs directly into Onventis Buyer

• Drag-and-drop upload interface for quick handling

• AI engine automatically extracts all relevant offer data

• Real-time status tracking from AI

• Buyers review and confirm extracted details before transfer

• One-click transfer of extracted offer data into the shopping cart

• Fully embedded within the Onventis Buyer UI for seamless use

Learn More

• Visit the feature documentation: https://onventis.atlassian.net/wiki/x/VwBMig

• For activation or licensing, contact your Onventis representative or insidesales@onventis.de

New Feature: AI-Driven Organizational Policy Chatbot

Introducing two powerful AI-driven capabilities that simplify buying, improve compliance, and reduce support workload across your organization.

Feature Highlights

• Ask procurement policy and approval-flow questions directly in chat

• Returns instant answers based on uploaded organizational policies

• Conversational, intuitive user experience

• Continuously improves from common queries

• Supports onboarding and reduces support workload

For activation and licensing information, contact your Onventis representative or insidesales@onventis.de

Improved Transfer Options in Service Notes

Why this change?

Previously, buyers could only use the Transfer function in Service Notes during the approval step. This meant important data such as delivery details, material groups, or accounting information could not be reused or inherited while creating the Service Note. In addition, the transfer dialog did not display the available inheritance options, which led to uncertainty about what would actually be copied.

What’s new?

The Service Note Transfer functionality has been fully enhanced and standardised.

• Transfer button available earlier

  • Visible already in Being Entered status

  • Still available during Approval, as before

• Clear inheritance options in the Transfer dialog, including:

  • Delivery address

  • Delivery date

  • Material group

  • Accounting assignment

  • “Pass on all multiple assignments” for multi-accounting

These improvements ensure predictable, uniform handling of accounting and delivery information across all document types.

Additional details

No changes were made to existing functionality in Orders, Order Changes, or Sales Orders. This enhancement only affects the Service Note creation and approval process.

Unified Accounting Transfer Logic in Sales Orders

Why this change?

The transfer of accounting information in Sales Orders previously behaved differently from Purchase Orders and Order Changes. This inconsistency made it difficult for buyers to understand what would happen when transferring accounting details between items, especially when multi-accounting was involved.

To deliver a predictable and uniform experience, the accounting transfer rules in Sales Orders have now been aligned with all other document types.

What’s new?

The Sales Order Transfer dialog now applies the same logic used in Purchase Orders and Order Changes.

• Consistent accounting behavior across all document types

• “Pass on all multiple assignments” now visible as the first option in the Transfer dialog

• Correct handling of single vs. multi-accounting transfers

Additionally, improved validation messages guide users when a quantity adjustment is required during transfer.

Deactivate Fallback Logic for Auto-Finding During Approval

Why this change?

When auto-finding cannot determine valid criteria during Purchase Order approval, the system previously used the approver’s personal standard values as fallback. Approvers typically do not maintain these values, which often resulted in missing or incorrect mandatory fields in the order. This caused avoidable approval errors and inconsistent data.

What’s new?

• A new OrgSetting has been added under Purchase Order → Auto-Finding configuration: “Deactivate fallback on not-found auto-finding criteria.”

• When activated, the system will no longer use the approver’s standard values as fallback.

• If auto-finding does not find a matching rule, the related fields remain empty instead of being filled with incorrect values.

• The setting is disabled by default to preserve current behavior.

Additional Information

• No impact on existing customer configurations unless the new setting is explicitly enabled.

• Applies only to fallback behavior triggered during the approval process.

Interfaces Related Key-Update

• Text Field Merge for SAP → Onventis Order Transfer: When importing Purchase Orders from SAP, Onventis now supports combining multiple SAP text fields into a single external or internal comment field at line-item level. This enhancement ensures that material order texts (F03), info order texts (F02), and other configurable SAP TDID fields can be transferred together and printed correctly on supplier-facing documents.

• Dynamic Setting of GR_NON_VAL Indicator for SAP Transfer: The SAP purchase order interface now supports dynamic control of the non-valuated goods receipt indicator (GR_NON_VAL) based on your Order Processing workflow settings in Onventis. A new parameter, Export_GR_NON_VAL_From_OrderProcess, allows the system to determine whether a non-valuated goods receipt should be sent to SAP directly from the configured workflow. When activated, the logic checks whether goods receipt is required for the supplier: if goods receipt is active, the SAP XML receives <GrNonVal>X</GrNonVal>; if not, the field remains empty. When the parameter is deactivated (default), the existing behavior remains unchanged and no GR_NON_VAL information is sent. This enhancement ensures that the correct goods receipt handling especially for service suppliers who need to post service notes can be controlled flexibly per workflow instead of relying on static interface parameters.

• Import of Customs Tariff Number from SAP Orders (E1EDP28 Segment): The SAP order import has been extended to transfer the customs tariff number from SAP into Onventis at item level. During ORDERS05 import, the system now reads the E1EDP28 segment for each position, including EXPOS (order item number) to ensure correct item assignment, and the STAWN field (customs tariff number). The STAWN value is then mapped to the corresponding item in Onventis. If the customs tariff number does not yet exist in Onventis, it is created automatically (up to a maximum length of 30 characters). This enhancement ensures consistent, accurate customs tariff data between SAP and Onventis and simplifies customs-relevant handling in downstream processes.

• Flexible Import of Business Area from SAP Orders (New Mapping Parameter): The SAP order import has been enhanced to support flexible mapping of the Business Area field from any freely defined node in the ORDERS05 XML. A new interface parameter, Import_BusinessArea_From, allows customers to specify which SAP field should be used as the source for Business Area, aligned with the existing logic used for CustomAccounting1 and CustomAccounting2. When the parameter is configured, the Business Area value is taken directly from the defined XML node; if the parameter is not configured, the existing import behavior remains unchanged. During import, if the referenced Business Area cannot be found on the Onventis side, the system issues a warning but continues processing, and the logic applies to both single and multi-accounting assignments. This provides greater flexibility for customers who use Business Area as a customized accounting field.

Platform

Release Notifications

We have introduced Release Notifications in Onventis Buyer to help users stay informed about new product updates. Whenever a new release becomes available, Buyer now shows a short notification banner directly inside the application. The banner highlights the release version and provides a direct link to the full Product Updates page in the Help Center. A new “Product Updates” entry has also been added to the help menu, making it easier to access all release information at any time.

Supplier Management

Onventis Supplier Portal: Refactoring of Customer Management and User Assignment

We’ve significantly improved the performance and usability of the Customer Management and User Assignment page in the Supplier Portal. This update ensures faster loading times, smoother navigation, and a clearer overview of all customers - especially for suppliers managing large account portfolios.

Key Benefits:

This release delivers a complete refactoring of the Customer Management and User Assignment module in the Supplier Portal.

The improvements focus on:

• Significantly better performance, especially for suppliers managing many customers.

• Modernized UX and navigation, making daily work faster and simpler.

• Full transparency and control over customer-related settings, user assignments, contact persons, and buyer requests.

• Consistent data handling across Single Customer and Multi Customer accounts.

• Streamlined collaboration between suppliers and buyers through improved contact and user management.

• Clean user structures thanks to the new user migration workflow.

Key Features:

• Customer List View: Overview of all customer connections with key details

• Customer Detail View – Single Customer: Improved company information, edit options, and navigation to extended settings.

• Customer Detail View – Multi Customer: New multi-account management view with full account structure visibility.

• User Assignment – Assign User to Customer: Manage which portal users can access each customer

• User Assignment – Assign Customer to User: Assign one or many customer accounts directly from the user page.

• Contact Person Assignment: Control which supplier users are visible to each customer, including organizational unit mapping.

• Contact Person Requests from Buyer: Manage incoming contact requests from Buyer organizations.

• Migrate Unlinked Users: Merge or create users from Supplier TC Org to achieve unified user management.

1. Customer List View

The Customer List has been completely refactored to deliver fast loading, clean navigation, and improved visibility of customer relationships.

Key Enhancements

• New modern table with the following columns:
  Customer Title, Postal Code, City, Country, Account Type, Users

• Display logic updated for multi-customer accounts, showing address details from the Main Account of the Customer.

• Performance drastically improved when loading large customer datasets.

• Default sorting by Users (descending); sortable by Title, Country, Account Type, Users.

• New Country filter and Title search.

• Account Type now shows the number of sub-accounts (e.g., Multi Customer (5)).

• New status icons for User Column:

  • Pending user requests

  • Unlinked users detected

 2. Customer Detail View — Single Customer

A cleaner and more intuitive detail page for Single Customer accounts.

Key Enhancements

• Clicking a customer title opens the Customer Detail page.

• Sections included:

  • Company Details

  • Communication

  • Account

• Customer title can be edited (mandatory field).

• Save button activates only when changes are made.
  Successful update shows: “Customer details updated successfully”

• Cancel triggers a confirmation dialog when unsaved changes exist.

• Go to Account: Direct link to Supplier TC Organization (visible only if the user is assigned).

• Manage Extended Settings: Deep link to the Basic Information tab in Supplier TC Organization.

3. Customer Detail View — Multi Customer

A new dedicated tab for managing multi-account structures.

Key Enhancements

• Automatically shown when the account is Multi Customer.

• Displays a list of all customer accounts with columns:

  • Company, Additional, Postal Code, City, Country, Main Account

• Sorting by Company (default ascending) or Country.

• Search by Company; filter by Country.

• Manage Extended Settings link to Supplier TC Organization (Basic Information tab).

• Edit Title directly in this tab; save + confirmation dialogs included.

• Go to Account link available for assigned users.

• Main account determines displayed information in the Customer List View.

4. User Assignment — Assign User to a Customer

A new central tab for managing which users can access a specific customer.

Key Enhancements

• New tab: User Assignment

• Clicking the “Users” column in Customer List redirects to this tab.

• List of all users with columns

  • Check box Assign User

  • Name

  • Email

  • Assign as Main User (radio + tooltip)

Assignment Rules

• Assigning a user by clicking on the checkbox

• Removing the assignment by unselecting the checkbox and confirming the action

• At least one main user needs to be assigned to a customer

• The main user cannot be unassigned

User Outcome

• Assigned users:

  • See the customer on their Dashboard.

  • Gain access to the Supplier Account (TC-Supplier Org).

5. User Assignment - Assign Customer to a User

A mirrored workflow enabling assignment from the user’s detailed view in user management section.

Key Enhancements

• New tab: Assign Customers after clicking on the user in the user list view

• List of all customers with columns

  • Assign Customer (checkbox + tooltip)

  • Customer Title

• Search for Customer Title.

Assignment Logic

• Assigning a customer by clicking on the checkbox

• Removing the assignment by unselecting the checkbox and confirming the action

• If the user is a Main user for certain customer, the user cannot be removed.

6. Contact Person Assignment

A redesigned system to manage which portal users appear as contact persons to buyers.

Key Enhancements

• New tab: Contact Person Assignment

• List of all users with columns

  • Assign as Contact (checkbox + tooltip)

  • Name

  • Email

  • Organizational Unit

Behavior

• Assign multiple users as Contacts.

• Assigning creates a new user entry in the buyer’s “Contact” master data.

• Removing assignment requires confirmation dialog.

• Snackbar confirms assignment or removal.

Organizational Unit Assignment

• Button available when customer uses Organization Unit extensions.

• Dialog allows:

  • Selecting one contact person per org unit.

  • Saving updates with confirmation message.

Multi Customer Accounts

• Admin first selects the specific Sub Account from a dropdown.

• Behavior identical to Single Customer mode.

7. Contact Person Requests from Buyer

Suppliers can now respond to incoming user/contact requests from Buyers.

Key Enhancements

• Customer List View shows an icon when requests exist.

• Clicking “Users” opens new User Request tab (tab hidden when no requests).

• Admin can approve or reject each request.

Approval Flows

If requested email matches an existing portal user

• Dialog offering “Link User”.

• On approval:

  • User is linked.

  • Assigned as contact to the customer (and org unit if applicable).

If not matched

• Dialog offering “Create New User”.

• On approval:

  • New user is created.

  • Assigned as contact to customer (and org unit if applicable).

8. Migrate Unlinked Users

A new migration process ensures all legacy TC users are properly represented in the Supplier Portal.

Key Enhancements

• Dashboard banner + Customer List icon highlight accounts requiring migration.

• User Assignment & User Request tabs are locked until migration is complete.

• New tab Migrate Users appears when unlinked users exist.

• Page lists all unlinked users.

• Admin can approve or reject each.

Approval Flows

If requested email matches an existing portal user

• Dialog offering “Link User”.

• On approval:

  • User is linked.

  • Assigned as user to the customer

If not matched

• Dialog offering “Create New User”.

• On approval:

  • New user is created.

  • Assigned as user to the customer

Onventis Supplier Portal: Updated landing page in registration process

On the registration start page, the right sidebar provides suppliers with an overview of the Onventis Network and its key benefits. This page serves as the main entry point for new suppliers invited by customers and aims to build trust in the Onventis platform through a concise introduction. Additional links to the Onventis website are also available for further information.

Supplier Portal: Increased Content Width for Qualification Requests

We have expanded the content width for all Qualification Request pages in the Supplier Portal to a maximum of 1440px, aligning it with the standard portal layout used in other modules such as File Network Repository and Customer Management. This change provides more space for questionnaires and multi-column designs, improving readability and user experience. The update applies to all Qualification Invitation pages and related subpages, including Company Data, Data Assignments, Address Data, Bank Accounts, Contact Persons, Document Acceptance, and Questionnaires. Buyer views and the Questionnaire Runner in Sourcing Events remain unaffected.

Supplier Portal: Fixed Error on First Qualification Request Access

We resolved an issue where suppliers encountered an error message when opening a Qualification Request for the first time after completing the Supplier Portal registration. The page now loads correctly on the initial attempt, ensuring a smooth and professional onboarding experience.

Questionnaire Response: Numbering Added for Panels and Questions

We have introduced consistent numbering for panels and questions in the Questionnaire response view, matching the format used in the Questionnaire Editor (e.g., 1, 1.1, 1.2, 2, 3, 4.1, 4.2). This enhancement improves orientation and usability for approvers reviewing questionnaires.

Questionnaire Designer: Restrictions Added

We have streamlined the Questionnaire Designer to better align with Onventis requirements and Supplier Management processes. Several settings and options have been removed, including survey navigation, quiz mode, and page settings, as well as advanced file upload configurations and checkbox limits. These changes simplify the design experience and ensure consistency across questionnaires.