Onventis 2026.1

The new Onventis 2026.1 release contains various enhancements, improvements, and bug fixes. Check out the complete list below!

Procure-to-pay

Prevent ordering of blocked catalog items

Why this change?

Blocked catalog items are usually deactivated for a reason for example, because they are outdated, temporarily unavailable, or should no longer be ordered. To avoid accidental purchasing of such items, the system now ensures that blocked catalog articles cannot be used in follow-up processes.

What’s new?

Onventis now automatically prevents blocked catalog items from being:

• sent from the shopping cart

• converted into a requisition or purchase order

• included in a purchase order being sent

• used for follow-up actions on PO positions

If a blocked article is detected, the action is stopped and the user receives a clear message indicating which item is blocked. Users may still reject orders that contain blocked items, or approve orders where the blocked line is rejected in the same step.

Additional details

This enhancement applies only to blocked catalog items. Free-text items are not affected.

All Weight Types for OCI catalog items

Why this change?

Items from External OCI catalogs can use different weight units. Previously, only KG was handled correctly, while other units were incorrectly defaulted, causing inconsistent weight data.

What’s new?

• Full support for all weight types from OCI catalogs: G, KG, TO, KT, LB, MG, OZ, TON

• Original weight unit is preserved in the shopping cart, requisitions, and purchase orders

• Correct display of weight value and unit in the shopping cart

• Validation of weight types against master data

Additional details

• Applies only to External OCI catalogs

• Internal catalogs are not affected

Small Enhancements

• Hide search in select fields when option count is ≤ 5: Search inputs in shopping cart select dropdowns are now shown only when more than five options are available. For dropdowns with five or fewer options, the search field is hidden to keep the UI clean and simple, while preserving existing selection behavior, keyboard navigation, and styling.

• Folder search added to Mail Importer configuration: The folder dropdowns in the Mail Importer configuration now include a search field, allowing users to quickly filter and select the desired mailbox folder especially useful when many folders exist.

• Prevent transfer of requisition items already in a sourcing event: Requisition line items with the status “In Sourcing Event” can no longer be transferred to follow-up documents, even when the Org setting → Requisition line item → “Transfer line items more than once” setting is enabled. The action is blocked and a message informs the user that the item can only be transferred once the sourcing process is completed or cancelled.

• Support for assigning “Inventory-managed” Order Processing Workflows via BC job: The ERPInventory flag for inventory-managed Order Processing Workflows is now fully supported in supplier import/export via BC job. The flag is included in the supplier export in the OrderProcessNrByCostAllocType column using the format 1234$#ERP# (where 1234 is the internal number of the order process), and the same structure can be used in BC imports to assign inventory-managed workflows consistently. This ensures that inventory-relevant workflows can be maintained, exported, and re-imported without losing the inventory management information.

Interfaces Related Key-Update

• Configurable Control of Supplier Remark Import from SAP (CREMAS05): A new parameter IgnoreSupplierRemark has been introduced in the SAP interface mapping to control whether supplier remark texts from SAP should be imported back into Onventis. In scenarios where users enter long remark texts in Onventis, SAP restricts the remark field to 40 characters; during re-import via CREMAS, these truncated values previously overwrote the full remark text in Onventis. When the new parameter is activated, the <REMARK> node in the incoming SAP file is ignored so that the remark field in Onventis remains unchanged and is no longer cut to 40 characters. By default, IgnoreSupplierRemark = false, which keeps the current behavior unchanged. This enhancement ensures greater data integrity for supplier remark texts and prevents unintended truncation caused by SAP field length limitations.

• Preserve and Update Multi-Accounting Assignments on SAP Order Changes (ORDERS05): When purchase order changes with multi-accounting are imported from SAP via ORDERS05, Onventis now updates existing accounting assignments instead of deleting and recreating them. A new parameter UpdateMultiAccounting (enabled by default) has been added, Using the SAP <ZEKKN> value in combination with the Onventis <SerialNo> identifier, the interface now aligns accounting lines by position and only updates values delivered by SAP, while keeping all other fields unchanged. This prevents situations where mandatory accounting fields that are not part of the IDoc (such as BusinessArea, CustomerAccounting1/2, Project, CAPEX, or Customer) were previously removed during re-import, blocking automated order-change processing. With this enhancement, missing entries are added, obsolete ones can be deleted, and existing assignments are safely updated ensuring data consistency between SAP and Onventis without losing locally-maintained accounting information.

• Org-Unit Based Catalogue Comparison for SAP Demand Imports: The catalogue comparison for demand positions imported from SAP (with SAPImport_ConditionFromCatalog enabled) has been adjusted to use the organisational unit provided in the SAP requisition instead of the requester’s default organisational unit stored in Onventis. Previously, when catalogue items were assigned to framework agreements with org-unit–specific conditions, the comparison was performed against the requester’s default org unit, which could cause valid catalogue items to lose their framework agreement reference and be processed as free-text items leading to incorrect budget consumption in the framework agreement. With this enhancement, the catalogue comparison is now performed exclusively on the organisational unit contained in the imported demand position, ensuring that catalogue conditions and framework agreements are correctly applied and that contract references and budget tracking remain accurate.

Sourcing

Request for Proposal

Summary
A new RFP flow for Sourcing Events where suppliers can create line items for complex events while the buyer provides one detailed solicitation.

Customer benefit

• Less buyer effort: Buyer submits a single comprehensive RFP; suppliers add detailed line items.

• Aligned proposals: Unit of measurement and sourcing settings are shared with suppliers, for example whether delivery date is set per line item.

• Faster ordering: Buyers review supplier offers and merge supplier-created line items with buyer line items into one purchase order.

How it works

• Buyer creates a detailed RFP for a Sourcing Event with sourcing settings.

• System shares unit of measurement and configured sourcing settings with invited suppliers.

• Suppliers add and submit requested and self created line items with quantities, delivery, and pricing.

• Buyer reviews proposals and converts selected line items into an order.

Templates now support also type RFP

Supplier Management

Edit Supplier Records During Approval of Supplier Creation

Overview

Supplier Managers with supplier approval rights can now correct invalid or incorrect supplier data during the approval process for supplier creation. This enhancement ensures data accuracy before the supplier is confirmed and transferred to connected ERP systems.

What’s New

• Edit During Approval: When approving a supplier creation work item, if an error occurs and the user has both Supplier Edit and Supplier Create rights, the system now provides:

  • New Action Button: Edit Master Data – Allows direct access to the supplier’s master data for corrections.

  • Enhanced Error Message: The system error message is enriched with guidance: EN: “[System Error message] + Go to that supplier's master data to edit the data before approval.”

How It Works

• Accessing Edit Mode: Clicking Edit Master Data opens the supplier in a special view:

  • Displays only supplier master data and related tabs (no OrgUnit extensions).

  • Info box hint: “You can edit the supplier during the approval process. Changes are updated directly in the supplier work item (type: creation).”

  • Toolbar reduced to Back and Save & Close.

• Navigation:

  • Back: Returns to the previous page.

  • Save & Close: Validates changes and returns to the previous page for re-approval.

• Process Logging: On the work item details page, a log entry is added: Timestamp, User Name, Message: “Corrections have been made by this user before the work item was approved.”

• List of items to be released: Also from that list a user is sent to the Supplier Work Item, offering the new Edit Mast Data button, if access rights (create/edit supplier) are provided

Benefits

• Ensures supplier data accuracy before ERP integration.

• Reduces approval delays caused by incorrect data.

• Improves compliance and data quality in supplier onboarding.

Contract Lifecycle Management

This release delivers a governed and transparent contract lifecycle management solution that brings all contracts into a single, structured contract repository.

Onventis CLM standardizes how contracts are created, structured, reviewed, signed, and managed, while remaining flexible enough to adapt to different business needs. Every contract follows consistent rules and a unified data model, ensuring comparability, control, and full traceability across the lifecycle.

By combining template-driven standardization with configurable contract types, custom attributes, and controlled lifecycle stages, CLM replaces fragmented contract handling with a disciplined and adaptable contract portfolio.

Role-based permissions and governed workflow establishes clear ownership and compliance control, while structured and extensible contract data enables reliable search and reporting.

Contract Repository

Purpose
Provide a centralized and governed contract repository (Power Grid) where all contracts are stored in a consistent structure and remain fully traceable throughout their lifecycle.

What’s included

• Central repository for contracts across all lifecycle stages - from Draft to Archive.

• Advanced filtering, multi-column sorting, grouping, and column customization.

• Access Rights and Role-based visibility of contracts and contract data.

• Quick access to contracts by supplier, contract type, material group, status, etc

Learn more

• Contract Repository Overview – Contract Repository

Available for

• Standard business user

• Standard power user

Contract Data Model

Purpose
Core Attributes are system-defined metadata fields that apply to every contract. They ensure a consistent data structure across all contracts and enable automation, analytics, and integrations.

Custom attributes are template-specific metadata fields which apply to concrete templates. They capture specific business, legal, and risk information in a controlled and reusable way and assure required flexibility.

What’s included

• Standard system attributes - fields, available for all contracts (e.g Internal Number, Contract Type, Contract Owner, etc)

• Core and custom attributes can be added to existing or new groups and rearranged - making contract view match the designed structure.

• Custom attributes support for different attribute data types (text, numbers, dates, text multiline)

• Support of attributes with values (e.g. custom attribute with predefined values - “Risk Level” - “High”/”Medium”/”Low”).

• Custom attributes can be deprecated without impact to existing contracts to ensure traceability and historic records.

• Multilingual support for attributes.

 Learn more

• System and custom attributes – Contract Core Attributes and Grouping

 Available for

• Standard Power User

Contract Types

Purpose
Classify contracts by business context and usage and guide users toward the correct templates.

What’s included

• System-defined contract types “Goods”, “Services”, “Construction”, “Software”, “Others”.

• Custom contract types configurable per organization

• Contract types used for categorization and reporting

• Each contract type linked to one or more templates

 Learn more

• Contract types overview – What is a Contract Type in CLM?

 Available for

• Standard Power User

Templates Management & Contract Standardization

Purpose
Establish consistent contract structures and governed creation processes through reusable, centrally managed templates.

What’s included

• Centralized template creation and management

• Automatic inheritance of system-defined contract attributes in every template

• Definition of custom, template-specific attributes

• Assignment of templates to organizational units and material groups

• Linking of templates to contract types to guide correct contract creation

• Configuration of template-level documents and access permissions

• Draft and publish lifecycle to ensure controlled and governed template changes

 Learn more

• How to create a Template – How to create a Template

 Available for

• Standard Power User

Contract Documents & Versions

Purpose
Provide a structured and controlled way to create, manage, and review all contract-related documents, ensuring consistency, version integrity, and clear identification of the legally relevant content.

What’s included

• Creation and management of multiple documents within a single contract

• All documents are visible in the grid view in the Contract Documents tab

• Support for different document types, including main documents and supporting attachments

• Clear designation of the main contract document used for review and execution, also visible in the contract overview page

• Document versioning with timestamps to track updates while preserving previous versions

• Support for document metadata, includes differentiation between “internal” and “external” documents, description and the remark.

• Controlled upload and updates of documents throughout lifecycle

• Capability to upload “signed” addendums and additional documents

• In-browser document review through the integrated PDF viewer

 Learn more

• Document types overview - Document Types in CLM

• How to upload documents and versions - How to upload Documents and Versions

 Available for

• Standard Business User

• Standard Power User 

Permissions & Access Control

Purpose
Ensure that contract data and documents are accessed and modified only by authorized users, establishing clear ownership, responsibility, and controlled collaboration across the contract lifecycle.

What’s included

• Role-based access control aligned with business roles (e.g. owner, editor, viewer, administrator)

• Permission settings at both template and contract level

• Support for user- and user group-based access assignment

• Clear distinction between editing and read-only access

• Transparent visibility of contract ownership and responsibility

 Learn more

• Setting permissions on contract level - Permissions on Contract Level

 Available for

• Standard Power User

Contract Creation

Purpose
Support both standardized and non-standard contract scenarios while maintaining structure, governance, and transparency.

What’s included

• Contract creation based on created templates to ensure consistent structure, predefined documents, and inherited metadata

• Inheritance of system attributes, template-level custom attributes, documents, and permissions when creating contracts from templates

• Creation of contracts from scratch for exceptional or non-standard agreements, without forcing template usage

• Consistent contract structure and lifecycle governance applied to both template-based and scratch-created contracts

• Ability to link related contracts to existing agreements where applicable

 Learn more

• Contract metadata - How to register Metadata for a Contract

• Contract creation from Scratch – Create Contract from scratch

• Contract creation from Template - Create Contract from Template

• Indefinite Contract creation - How to register an Indefinite Contract (with no end date) C

• Linking Contracts - How to Create Relations between Contracts

 Available for

• Standard Power User

Contract Authoring & Edit Lock

Purpose
Enable controlled contract authoring by ensuring that only one user can edit a contract at a time, preventing conflicts, overwrites, and uncontrolled changes.

What’s included

• Explicit authoring mode for contracts to clearly separate editing from review

• Automatic locking of a contract when a user starts editing

• Read-only access for other users while a contract is locked

• Clear visibility of who is currently editing the contract

• Protection against parallel edits and accidental data loss

• Seamless transition back to collaborative review once editing is completed

 Learn more

• Contract Co-Authoring – Contract Authoring Phase

 Available for

• Standard Business User

• Standard Power User

Governed Contract Lifecycle

Purpose
Provide a structured and transparent contract lifecycle that enforces control, accountability, and consistency from contract creation through execution and closure.

What’s included

• Clearly defined and enforced lifecycle stages, from Draft and Authoring through Signing, Activation, and Archiving

• Explicit visibility of contract status, ownership, and responsibilities at every stage

• Support for both fixed-term and open-ended contracts, aligned with different business scenarios

• Controlled and guided transitions between lifecycle stages to prevent unmanaged or unintended contract changes.

• Validation that required contract data is completed before signing - Main document must be attached.

• Support for manual signing outside the system, using uploaded signed documents

• Upload of final signed documents and explicit marking of signed versions

• Renewal configuration embedded directly into the contract lifecycle to ensure predictable and controlled renewals, support of manual and auto renewals.

• Contacts Deactivation - support for both manual and auto inactivation logics.

 Learn more

• Manual Signing flow - Manual Contract Signing

• Contract Activation – How to transition a Contract to Active

• Contract Inactivation - How to transition a Contract from Active to Inactive

• Contract renewal - Contract Renewal

• Contract Reactivation - How to Re-Activate a Contract

• Contract Deletion - How to Delete a Contract

• Change Contract Owner - How to change Contract Owner

 Available for

• Standard Business User

• Standard Power User

Contract Archiving

Purpose
Keep the active contract portfolio clean and manageable while ensuring continued access to archived agreements for reference and compliance.

What’s included

• Manual archiving of expired or inactive contracts

• Clear separation between active contracts and archived contracts

• Archived contracts remain searchable and viewable

• Preservation of contract structure, documents, and metadata after archiving

• Archived contracts are view only mode, with exception to adding permissions and related contracts

 Learn more

• Move contract to Archive - How to Archive a Contract

 Available for

• Standard Business User

• Standard Power User

Dashboards & Operational Visibility

Purpose
Provide transparent, role-based insight into the contract portfolio, enabling users to monitor status, value, and upcoming actions at a glance.

What’s included

• Role-based dashboards with a consistent layout across all users, while displaying data according to access rights

• KPI tiles providing immediate visibility into:

  • Total number of contracts

  • Total contract value

  • Total Active contracts

  • Draft contracts

  • Contracts approaching expiration and renewal

• Interactive charts showing contract distribution and value by:

  • Supplier

  • Material group

• Drill-down navigation from tiles, charts, and tables directly to individual contracts for further review and action

• “My Contracts” view to show all contracts associated with the contract owner

 Learn more

• Dashboard Overview – CLM Dashboard

 Available for

• Standard Business User

• Standard Power User