Supplier master record (central)

The central supplier master record contains all data and configurations of a supplier on the level of the Onventis Buyer organization and is basically valid for all extended organizational units, provided that no specific master data or settings are stored on the organizational unit level.

Basic data

Status

• Block access for suppliers → Blocks the supplier’s access (if the supplier’s license is also to be revoked, this must also be done in the Licenses tab; there is no automatic mechanism for this).

• CPD supplier → Marks the supplier as CPD supplier

• Qualification Status → Qualification Status from Supplier Qualification Module

Supplier numbers

• No. → Unique, central supplier number

• External number → External supplier number

• Further numbers→ Any further numbers

• D-U-N-S number → D-U-N-S number (Dun & Bradstreet, Bisnode)

• D-U-N-S-Number Validation → Validation result of matching master data with lookup data from Bisnode query

Supplier

• Company → Company name; mandatory field

• Addendum → Company addendum

• Management

• Title → (Selection: Managing Director, Board of Directors, —–)

• Register number

• Registry Court

• Currency

• Website

Company address (main address of the supplier)

• Street → mandatory field if option is set in the organization settings

• Street 2

• Building

• Floor

• Room

• Postcode → Mandatory field

• Place → Mandatory field

• Country → mandatory field; country and subnational administrative unit – e.g. Baden-Württemberg)

P.O. Box address

• P.O. Box → Mandatory field if P.O. Box postcode specified

• P.O. Box ZIP Code → Mandatory field if P.O. Box is specified

• Location

Communication

• Language

• Phone

• Fax

• Contact email → mandatory field

• E-mail for general system notifications

• E-mail for orders (except free text)

• E-mail for tenders

• E-mail for free text orders

• E-mail for auctions

Classification

• Status → Supplier status; this controls the modules/functions for which a supplier is released.

• Categories → freely definable supplier category

• Suspicious of duplicates → marks a supplier as suspicious of duplicates; by clicking on “Show details” you can see why the supplier is considered suspicious of duplicates.

• Intercompany supplier → Identification as internal supplier

Tax identification numbers

• VAT no.

• VAT no. Validation → If supplier data is transferred from the Supplier Portal for the first time, a validation result from the EU VAT ID number is displayed here. Query (EU VIES) of the Supplier Portal.

• Tax number

Other

• Customer number at supplier → This customer number is printed in the order PDF and is stored in the XML file, which the supplier can optionally receive.

• Comment

• File(s) → Simple file upload; number unlimited, size per file limited

Onventis Network

• Network status → Indicates whether the supplier is connected to the supplier network or not.

• Network ID → The Netwqork ID of the supplier in the supplier network.

• Network profile → hyperlink to the supplier’s public profile in the supplier network

Enhanced

Bank details

• Name of the payment service provider

• Street

• POSTCODE

• Location

• Country

• Account currency

• IBAN

• Account

• BLZ

• BIC / SWIFT code

• Invoice supplier

Conditions

• Terms of Payment → Selection or Free Text; to use this function, the function Preset Terms of Payment Selectable must be activated under Administration > Settings > Organization Settings in the General tab.

• Terms of Delivery → Select (Incoterms 2010) or Free Text; to use this function, the function Terms of Delivery Selectable from Incoterms® must be activated under Administration > Settings > Organization Settings in the General tab.

• Place → only available with Incoterms

About the … button, you can define for which Incoterm the Location field is a required field.

If the function is activated, the Incoterm code and location in the purchase order is transferred to ERP systems (SAP interface or OpenTrans).

• Payment methods

• GR-related auditing

• Double-checking of accounts

Settings

• Standard supplier → Selected by default

• Checked for compliance

• Deactivate data communication to ERP → deactivates the data communication to the ERP system for this supplier.

• Use organizational unit and customer data in sales conditions

• Automatic goods receipt settlement

• Responsible user group → Responsible group of employees; receives information in certain cases and can be selected in approvals

• Responsible user → Responsible employee; receives information in certain cases and can be selected in approvals

• Organizational unit → Organizational units selected by the supplier in the registration form or used for release control.

Ordering

• Order processing → Type selection

  • Use uniform workflow

  • Assign different workflows → several workflows are available for selection

  • Different workflow per order type → defined workflow according to order type; standard purchase order, service purchase order, blanket purchase order with limit items

  • Account assignment category-specific workflow used → defined workflow according to account assignment category

  • Use workflow for enterprise structure → Workflows based on organizational units or organizational objects

• Order processing workflow → Assigned workflow or individual assignment table (according to type)

• Approval workflow for purchase order proposals from the vendor → Approval workflow that is to take effect for purchase order proposals from the vendor

• Order transmission → Type/medium of order transmission (multiple selection possible)

  • by e-mail

    • PDF

    • XML (OpenTrans)

    • XML (OpenTrans) with version number

    • Excel

  • by fax

  • Other ordering method → Interfaces

    • Except for free text orders → alternates option “Other production route” for free text

• Minimum order value → to be specified in a currency

• ERP import as of order no.

• Product range → Free text information on the product range

SAP assignment (simple assignment)

If your vendors have the same assignments and purchasing conditions across all SAP company codes and SAP purchasing organizations, you can enter them globally in the “Extended” tab. This information can also be imported into Onventis Buyer via the supplier template.

The following assignments can be made:

• Controlling Area → SAP Controlling Area

• Company code(s) → SAP company codes (multiple selection)

• Purchasing Organization(s) → SAP Purchasing Organization (Multiple Selection)

• Reconciliation Account → SAP Reconciliation Account

• Account group → SAP account group

SAP Assignment (Multiple Assignment)

If your vendors have different company code and/or purchasing organization assignments as well as different terms and conditions of purchase per purchasing organization, you can make these assignments in the “SAP Assignment” tab.

The tab “SAP assignment” in the supplier only appears if multiple assignment has been activated in the organizational settings. This setting is made in the organizational settings > General > Vendors (→ Allow multiple company code and purchasing organization-specific assignments in vendor management).

The following assignments can be made:

These assignments are taken into account in the ordering process. Depending on the SAP company code or SAP purchasing organization, currency, terms of delivery and payment, etc. are selected automatically.

Terms of use

• Status → Status for responding to the condition of use

• Date/user → timestamp of response and user (if available)

Other

• Data update requested → timestamp of the last master data query performed, via the master data query function which has been discontinued in the meantime)

• Last data update → timestamp of the last data update of the supplier

• Tenders → Sendtender as HTML attachment to supplier

Transaction statistics

• Tenders: <Number of tenders> Show tenders

• Offers for tenders: <Number of tenders> Show offers

• Requests for information: <Show number of alerts> Requests for information

• Information notices: <Show number of alerts> Information notices

• Evaluation questionnaires <Show number of alerts> Evaluation questionnaires

Directories

In order to simplify the administration of addresses, bank details and contact persons, an address directory, a bank details directory and a contact person directory are now available for each supplier.

Entries from these directories can be assigned to organizational units in a further step.

The directories can be supplied with entries either by your own entries (manually in the supplier management or via interfaces) or by the supplier.

To do this, a supplier must create appropriate entries in the Onventis Supplier Portal and assign them to the customer organization and its extended organizational units.

Address directory

Directory for optional addresses. Addresses can be assigned at organizational unit level.

Addresses that have already been created can be deleted using the trash can icon at the end of each line of the respective entry.

Addresses cannot be deleted if they are still assigned to at least one organizational unit.

Address

• No. → Mandatory field (is automatically assigned if empty when created in the web interface)

• Street → Mandatory field if Street is set as a mandatory field in the organizational settings.

• Street 2

• Building

• Floor

• Room

• Postcode / City → Mandatory field

• Country → mandatory field; country and subnational administrative unit – e.g. Baden-Württemberg)

• P.O. Box → Mandatory field if P.O. Box postcode specified

• P.O. Box ZIP Code → Mandatory field if P.O. Box is specified

• Location

Numbers

• Customer number at supplier→ This customer number is printed in the order PDF and is stored in the XML file, which the supplier can optionally receive.

• VAT no.

• VAT no. Validation → If supplier data is transferred from the Supplier Portal for the first time, a validation result from the EU VAT ID number is displayed here. Query (EU VIES) of the Supplier Portal.

Communication

• Phone

• Fax

• Contact email

References

• Organizational unit(s) to which the address is linked

Bank details

Directory for optional bank details. Bank details can be assigned at organizational unit level.

Bank details that have already been created can be deleted by clicking on the trash can icon at the end of each line of the respective entry.

Bank details cannot be deleted if they are still assigned to at least one organizational unit.

Bank details

• No. → Mandatory field (is automatically assigned if empty when created in the web interface)

• Bank name

• Street

• POSTCODE

• Location

• Country

• Germany

• Currency

• Account

• BLZ

• IBAN

• BIC / SWIFT code

References

• Organizational unit(s) to which the bank details are linked

Contact persons

Directory for contact persons. Contact persons can be assigned at organizational unit level.

Contact persons are also listed across all suppliers in the supplier management area > Supplier contact persons and can be selected in an inquiry, for example.

Contact persons that have already been created can be deleted by clicking on the trash can icon at the end of each line of the respective entry.

Contact persons cannot be deleted if they are still assigned to at least one organizational unit.

Onventis Supplier Network suppliers also have the option of requesting system access for individual contact persons.

Requests for system access are displayed to the supplier in the Supplier Network.

Contact

• No. → Mandatory field (is automatically assigned if empty when created in the web interface)

• Salutation

• First name

• Last name → Mandatory field

• Position

• Department

Communication

• Phone

• Fax

• Mobile

• E-mail → Used as order e-mail address if “Standard recipient” is selected.

Comment

• Internal remark

References

• Organizational unit(s) to which the contact person is linked

Documents

In the tab Documents important documents can be assigned to the supplier and provided with a validity.

Furthermore, when creating the document, you can specify who is to be informed about the expiry of the validity. You can define how many working days before the expiry date the e-mail should be sent and which user group should receive this information.

The Documents tab also lists all documents that have been created in the Administration, Own Documents area and have been assigned to this supplier.

Material groups

The Material Groups tab lists the material groups that have been created in the Administration > area Internal Organization > Material Groups and that have been made visible via the checkbox for the Inquiry/Supplier Management area.

Here, material groups can be released or blocked by activating or deactivating the relevant checkboxes.

The specification of material groups at organizational unit level is for information purposes only.

In the Licenses tab, the supplier license package can be assigned to the supplier.

Licenses

In the Licenses tab, the supplier license package can be assigned to the supplier.

Onventis Analytics supplier card

For our Onventis Analytics customers, we have introduced preconfigured Onventis Analytics charts exactly where they are most impactful. Starting with the Supplier Management, you are now able to see all relevant spend for a particular supplier, by selecting a supplier and navigating to the tab “Spend Analytics”. Please note, this is only visible if a user has at least the Onventis Spend Analytics “Viewer” right.

Supplier card per supplier record