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Work objects

Work objects are used to process all master data operations and their release in the vendor master record.

In addition to the actual vendor data that is entered when vendor master records are created and updated, work objects also contain supplementary metadata that describes the data operation in more detail. This includes information on the creation of the work object, the origin of the work object, its scope (organization or organizational unit), and so on.

If a release is required for processing the data contained in a work object due to a vendor release workflow, these work objects are only processed after final release and the data contained is written to the vendor master record.

Origin of work objects

Work objects are generated from different sources depending on whether the work involved creating a new vendor or updating an existing vendor.

Sources of work objects when creating new suppliers

  • Supplier import via Excel

  • Vendor import via SAP IDoc

  • Supplier import via Onventis proprietary XML

  • Registration link

  • Supplier network search

  • Manual creation via supplier management

  • Attachment via invitation from an invitation to tender

  • Attachment via invitation from an invitation to tender via supplier network search

  • Annex on invitation from a self-disclosure

  • Attachment via invitation from an auction

  • Annex on data exchange

  • Link supplier

Sources of work objects when updating existing suppliers

  • Updating by the supplier via the Supplier Portal

  • Supplier import via Excel

  • Import of bank details via Excel

  • Import of contact persons via Excel

  • Import of addresses via Excel

  • Vendor import via SAP IDoc

  • Supplier import via Onventis proprietary XML

  • Manual update via supplier management

  • Update via data exchange

Release of work objects via supplier release workflows

With the introduction of work objects, the creation and updating of suppliers is not written directly and unchecked to the master data object of the supplier, but instead is first processed using the work objects.

During vendor release, these work objects, which contain information on all data to be created or changed, are released or rejected. This is done before the data is actually transferred to the vendor’s master data object. If a work object is rejected, the master data of the vendor remains unchanged.

If a supplier release workflow is set up and the organizational setting Suppliers must be released is activated, work objects are processed according to the configured release workflows:

  • For workobjects for the creation of new suppliers, release workflows of the type supplier release (creation) are used according to the defined registration type.

  • For work objects for updating existing vendors, release workflows of the type Vendor release (update) are used according to the defined scope (organization or organizational unit).

Queues within work objects

If several changes have been made to a vendor in succession, an independent work object is created for each change.

Work objects are entered in queues and processed sequentially, whereby the oldest work object in a queue is always processed first. Independent queues exist for each area of application (organization or one or more organizational units).

When a new vendor is created, release workflows for organizational unit-specific specifications are not started until the basic creation of the vendor has been released at organizational level.

In addition, a supplier is also only granted access to the system when the release for the supplier’s creation has been issued and the corresponding work object has been processed. This also applies to the automatic sending of access data to the supplier by e-mail, provided this is activated in the registration settings.

Overview and history of work objects

Work object list

Work objects for a vendor can be called up and displayed centrally in the vendor master record. The work object list can be opened in the vendor master record in the toolbar by clicking the Work object list button.

The overview table lists all the work objects that have already been processed and all those that are still outstanding for the relevant vendor master record, with the most recent work object at the top. At first glance, the table shows important information from the metadata of the work objects, such as their scope, status or origin.

Work object details

From the central work object list, you can call up the detail page for each work object, which displays the contents listed below.

General information

Supplier
Vendor assigned to the workobject

Creation date
Time at which the work object was created

Scope
Organization or organizational unit belonging to the work object

Origin
Source from which the workobject was created (e.g. import or manual adjustment)

Initiated by (role)
Role that triggered the creation of the work object (purchaser or vendor)

User
User who triggered the creation of the work object

Art
Type of work object (creation or update of a vendor)

Status
Processing status of the work object

Status date
Time at which the aforementioned status was achieved

Processing log

The processing log lists exceptions that may have occurred during processing.

Notes

Comments entered during approval or rejection of work items by approvers.

Supplier release workflow

The workflow determined for the release of the work object, including the individual release steps and their processing status.

Modified attributes

An overview of all attributes that have been changed by the attribute, including the old and the new value

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