Settings area - External settings

Open PDF with intermediate dialog: If this item is activated, a popup window opens whenever a PDF file is to be created, e.g. by clicking the printer icon. Here you have the possibility to open the file or to download it from the server.

Close browser window after logout: Closes the browser window after logout.

Allow direct login by provider: Provides the provider with the ability to log into an account from the other user or vendor.

Provider can change company data: by activating this checkbox, the provider has the possibility to adjust the company data in supplier accounts. The prerequisite for this is that the direct login is activated or that this is permitted from the supplier side.

Extended user self-administration: with this checkbox you give the user the possibility to make his complete basic data and settings in the tab Extended in the user administration.

Hide login data in the user self-administration: With this setting, users cannot change their login data in the self-administration.

Login name may not be changed (password remains changeable): With this setting, users in self-administration can change the password, but not the login name.

Automatically preset and expand default catalog when searching for articles in the user cockpit: This setting can be used to allow users to search for items in the user cockpit. The catalog marked as the default catalog is searched.

Display DUNS in vendor list: in addition to your internal vendor number, the unique DUNS number of the vendor is displayed in the list of your vendors.

Call participant in the “Notes” area as a required field: if you use the “Notes” function, the “Call participant” field is a required field when creating a note.

Activate team template assignment when transferring positions to the inquiry module: If this function is active, when a position is transferred, e.g. from a BANF or a purchase order, the rules created in the team template are dragged into an inquiry and assigned to the team template.

Category in the “Notes” area as a required field: if you use this function, the Category field is a required field when creating a note.

Supplier can select items in auction: if you use this function, the supplier can select the items he offers in an auction.

Enable approvals via direct link without entering logon data: this enables approvers to approve purchasing documents by calling them up via direct link and without entering logon data. The prerequisite for this is the activation of the function “Enable release via direct link” in the approval step.

Do not display logon screen after approval via direct link: in the default setting, the logon screen for Onentis is displayed after approving purchasing documents. If you activate the checkbox, it will be hidden.

Own number range for purchase orders from BANF: with this setting, you have the option of defining your own number range for purchase orders that come from a requisition. This setting is very useful, for example, for evaluations according to order numbers.

Own number range for certain vendors: with this setting you can define your own number range for the vendors you have assigned.

Own number range for service purchase orders: with this setting you can define your own number range for service purchase orders. This gives you a better opportunity in Onentis to narrow down orders by service order number.

Make field “Customs tariff number” selectable from list: with this setting the user has the possibility to select a customs tariff number from a list of available numbers.

Set the field “Subject to customs declaration” by default: if this checkbox is activated, all newly created order items will always be marked as subject to customs declaration.

Suppliers must be approved: with this option you can control whether suppliers must be approved in Onentis or not, according to the supplier approval workflow.

Allow assignment of several responsible persons to an account assignment object: with this checkbox you can add several responsible persons to an account assignment object. In the case of account assignment-dependent approval workflows, the persons responsible receive a request to approve the purchasing document in accordance with the predefined rank. You can define from which order value which rank must carry out the approval of an order. For this purpose, value limits can be defined in the purchase order approval workflow and the persons responsible can be assigned on the basis of the ranking order.
The ranking should always be deposited in ascending order from 1 onwards.Example:
1st approval step:
Value limit 0-10,000 EUR Approver: “Person responsible with rank 1”.
2nd approval step:
Value limit 0-20,000 EUR Approver: “Person responsible with rank 2 “In certain scenarios, it is possible that individual ranks are not occupied by persons responsible. To avoid orders being sent out unapproved, in these cases you should fill the unfilled ranks with the next highest responsible person.
In order to avoid that the responsible persons have to approve several times one after the other, Onentis automatically combines the corresponding approval steps that are directly behind each other.

Define material group in invoices as mandatory field: with this setting you can define the material group as mandatory field for all invoices created in Onentis.

Show purchasing group field in eOrdering: by activating this setting, a purchasing group can be added in the basic data of an order.

Use search function for selections: with this setting you optimize the performance of the search function for dropdown fields where many selection options are available, e.g. material groups. This reduces the loading time of the page called up in each case. This setting plays out in the background of Onentis.

Disable global email templates for all recipient organizations: You can globally disable email sending for individual email types for related organizations (for example, suppliers in a customer-supplier relationship).
This setting allows the provider organization to control the receipt of e-mail on the sender side.
If this option is active, all templates that have been disabled under Configuration → Templates → Email Tem plates will no longer be sent to connected organizations. This means that e-mails can be deactivated centrally for all suppliers or customers.

Do not forward approval to super admin if cost center manager is missing: activating this option prevents the order approval from being forwarded to the super admin if the cost center manager is missing.

Own number range for purchase orders per organizational unit: with this setting you can define your own number ranges at organizational unit level. This option enables a clear representation of orders within your organization. Please note that you must activate this option in the relevant organizational unit and define the number range.

Working days: with this setting you can select the working days which are valid as delivery date for your organization.

Calendar week: Here you distinguish the calendar week according to the setting for Europe or USA.
You should note the following differences:

• Start of the calendar week: in Europe, Monday is always considered the first day of the calendar week. In contrast, in the US, Sunday is always considered the first day of the calendar week.

• Beginning of the year and beginning of the calendar weeks: in Europe the counting of the calendar weeks, KW01, always begins in the first week of the year, in which at least four days of the new year fall or in the first week of the year, in which more days fall on the new than on the old year. In the U.S., the count always begins the week in which January 1 falls, regardless of the day of the week.