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

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.

Code	Title
EXW	Ex Works
FCA	free carrier
FAS	Free Alongside Ship
FOB	Free On Board
CFR	Cost and Freight
CIF	Cost, Insurance and Freight
CPT	Carriage Paid To
CIP	Carriage, Insurance Paid To
DAP	Delivered At Place
DAT	Delivered At Terminal
DDP	Delivered Duty Paid

• 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:

Controlling area	SAP controlling area
Account group	SAP account group
SAP company code-specific assignments	Here, the vendor is assigned to a company code and a reconciliation account. Optionally, payment methods can be defined or double invoice verification can be activated.
SAP Purchasing Organization-Specific Assignments	This is where the vendor is assigned to a purchasing organization. Optionally, the following specifications are possible: Responsible strategic buyer Responsible user group Currency Terms of payment Delivery conditions Minimum order value Goods receipt-related invoice verification Automatic goods receipt settlement

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

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.

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.

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

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

• 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

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.

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

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

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.

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

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

This package contains in particular meaningful financial and risk data of a requested supplier or company. Graphically prepared data such as the risk indicator or the Paydex® (payment behaviour) show at a glance whether the requested supplier has a high or low default risk or a positive or negative payment behaviour.

• Risk Indicator: The D&B Risk Indicator represents a firm’s probability of bankruptcy on a scale of one (lowest risk of default) to four (highest risk of default) for the next twelve months.
• Paydex: As a weighted index, the Paydex® shows on a scale of 0-100 how punctually a company pays its bills.
  

  Paydex	Method of payment
  100	Early
  90	Cash discount utilisation
  80	As agreed
  70	10 days after payment deadline
  60	20 days after payment deadline
  50	30 days after payment deadline
  40	60 days after payment deadline
  30	90 days after payment deadline
  20	120 days after payment deadline
  10	150 days after payment deadline
  0	180 days after payment deadline
  UN	No specification possible

Firmendaten

• RequestedD-U-N-S number: Requested company has the same DUNS number, unless it was requested on a branch.
• Company name: Primary name of the company.
  
• Unregistered name: Unregistered name of the requested company.
  
• Date of incorporation: The year in which the business was started.
  
• Date of registration: Year in which the legal form of the company was changed.
  
• Commercial registration number: Primary company identification number issued by a public authority or the Chamber of Commerce.
  
• Local registry type: code containing the main business identification number used in the country.
  
• Legal form: Legal structure registered with the authorities.
• Business activity ceased (yes/no): Indicator signals that this company has ceased its activities.
  

Address and communication data

• Registered office: Actual address of the registered office.
• Postcode: Postcode of the city/region in which the company is based.
• Postal city: Postal city of the company’s registered office.
• P.O. Box: Not the physical address.
• Primary Geographical District: Main sub-unit within a country. Could be a state, province, region (e.g. England).
• Secondary geographic area: Country (or similar) where the company is located.
• Country ISO key: Indicates the country in which the company is based.
• Phone number: Includes the area / local code. Most data centers have more than one phone number. “UNKNOWN” may be present. Varying format.
• Fax number: Fax number of the company.
  

Industry

• Local industry code type: Identification of the classification of activities.
• Local industry code: Local Activity Classification.
• SIC type: version of the SIC.
• SIC: Standard Industrial Classification.
  

Financial data

• D&B Credit Recommendation: Recommended Line of Credit.
• Collateral: Indicates if there are any secured details such as UCC, secured mortgages, pledges or similar.
• Intangible assets: total intangible assets.
• Balance sheet date: Date of the current balance sheet.
• Currency code of the balance sheet: Currency unit of the balance sheet if different from the standard.
• P&L date: date of the profit and loss account.
• P&L start date: Date on which the profit and loss account starts.
• P&L end date: Date on which the profit and loss account ends.
• Equity: Total amount of equity. Including capital, retained earnings, etc.
• Available equity: equity minus intangible assets.
• Status available equity: Determines available equity.
• Available equity – Text: Equity minus intangible assets if it cannot be converted to a numeric field.
• Year control: Year in which the control was started.
• Receivables: Indicates whether there are any open collection claims, court claims, bill protests, or the like.
• Annual turnover: annual turnover of this company.
• Annual Turnover – Text: Annual turnover of this company, if this cannot be assigned to a numeric field.
• Consolidated annual sales: Qualified annual sales volume.
• Annual sales volumeresearched: Qualified annual sales volume.
• Sales: Sales after discounts and rebates.
  

Risk data and payment behaviour

• D&B Rating: The rating assigned by Dun and Bradstreet.
• Payment history: Payment index for the last 12 months.
• Industry Standard Payment Index: Mean or average industrypayment index .
• Open actions and/or judgments: Indicates whether there are any open actions, judgments, petitions, or payment notices.
• Criminal Proceedings: Indicates whether there are any court proceedings.
• Special Events: Indicates whether special events exist that involve operational changes including name changes, management changes, leadership changes, relocation, or similar.
• Other special events: Indicates whether there are any other special events not previously mentioned.
• Special Catastrophic Events: Indicates whether special catastrophic events, such as fires, hurricanes, or the like, are present.
  
• Special financial/legal events: Indicates whether special events exist.
• Poor financial condition: Indicates whether the company is in bankruptcy, has administrators appointed to liquidate it, or similar.
• History: This code indicates whether there is any adverse information about this company and whether full details of the management and company exist.

Employees

• • Title functionary: Title functionary.
  • Name of functionary: Name of functionary.
  • Title of Chief Executive Officer/CEO: Free Fomat Field for the title of Chief Executive Officer.
  • Name of Managing Director/CEO: Name of the company’s Chief Executive Officer.
  • Local employees: Number of employees at the specified address.
  • Employees local – Text: Number of employees at the specified address if it cannot be assigned to a numeric field.
  • Employees researched locally: qualifies the calculation of employees here.
  • Employee minimum local: Qualifies the calculation of employees here.
  • Total number of employees: Total number of employees.
  • Total Employees – Text: Total number of employees if this cannot be assigned to a numeric field.
  • Employees total researched: Qualifies the calculation of the total employees.
  • Total employees qualified: Qualifies the calculation of the total employees.
  • Total employee minimum qualified: Qualifies the calculation of the total employees.

Within this package, basic marketing information about a supplier or company is provided. The data relates in particular to company and address data, industry affiliation, employee information, financial data and information on the group affiliations of the requested company.

Firmendaten

• Company name: This is the officially registered name of the company.
  
• Unregistered name: Trading forms used by the company.
  
• Former business name: Former business name.
  
• Former D-U-N-S number: Previous identification number assigned by D&B.
  
• Year of incorporation: Actual year of incorporation of the company.
  
• Legal status: This key provides information on the legal status of the company. Z. E.g. corporation, partnership and joint venture.
  
• Business activity discontinued: Indicates whether this company is active or inactive.
  
• Legal form code: Indicates whether this is the location of a parent company or subsidiary. Values are: 0 = single seat; 1 = head office; 2 = branch office
  
• Only available address: The value is Y if the registered address is the only available address.
  
• National ID: Key representing the main company identification number used in the country of establishment of the company.
  
• National identification system: Key indicating the type of domestic identification number.
  
• Marketable record: Indicates whether the record is marketable or not. Values are: 1=not marketable and listed; 2=not marketable and removed from the list; 3=marketable and listed.
  
• Report Date: Date indicating when the review of all available information for the company is complete.
  

Address and communication data

• Street: Physical address of the company. Up to 2 fields for the street entry.
  
• House address: Line 2 of the company’s home address.
  
• Postcode: Post code of the town in which the company is located.
  
• Place: Name of the place where the company has its place of business.
  
• State (Abbreviation): The 2 to 4 digit abbreviation for the state/province in which the company is located.
  
• State: Name of the main lower authority within the country, state, region (e.g. England) in which the company concerned is based.
  
• State Key: The two-digit key of the state or province in which the business is located.
  
• City: The city in which the company is located.
  
• WB Country Key: The 3-digit WorldBase key of the physical country in which the company is located.
  
• Country: Name of the country in which the company is located.
  
• Country ISO key: ISO key in which country the company is based.
  
• US District Key: The three-digit key of the US district in which the company is located.
  
• Continent Key: The one-digit key used to identify the region in which the company is located.
  
• Telephone number: Main telephone number of the company.
  
• Fax number: Main fax number of the company.
  
• Telex number: te lex number of the company.
  
• NIXIE Key: Indicates whether recently delivered mail was returned to sender as NON-DELIVERABLE. Values are: B=Both addresses undeliverable; M=Mail address undeliverable; N=No indication of undeliverable mail; P=Physical address undeliverable; Y=One of the two addresses is undeliverable.
  

Postal address

• Postal address – Address: Displayed only if the company has a mailing address in addition to the business address.
  
• Postal address – postcode: post code of the company’s postal address.
• Postal address – location: location of the company’s postal address.
  
• Postal Address – State (Abbreviation): The two to four digit alphabetical abbreviation of the state/province.
  
• Postal address – State: State/province of the company’s postal address.
  
• Mailing Address – State Key: The two-digit key representing the state/province of the company’s mailing address.
  
• Postal address – city key: City key of the city that belongs to the postal address.
  
• Postal address – country key: The three-digit key of the country name of the postal address.
  
• Postal address – country: The name of the country from the postal address.
  
• Postal address – district key: The three-digit key of the US district of the company’s postal address.
  
• Postal address – district: Name of the district belonging to the postal address.
  
• Postal address – continent key: The one-digit key used to identify the region from the postal address where the company is located.
  

Industry

• Business sector: Describes the company’s activities and refers to the four-digit US SIC Code of 1987.
  
• SIC: Official Industry Classification.
  
• Local activity classification: Key for the local activity classification.
  
• Activity key: Describes a particular activity key by system and/or component (e.g. US SIC Code of 1977).
  
• Import/Export Key: Indicates whether the company either: imports materials for the purpose of resale, exports products to other countries, or does both. Values are: A=Imports/Exports/Brokers; B=Imports and Exports; C=Imports; D=Imports and Brokers; E=Exports and Brokers; F=Brokers (no stock, does not take legal claims); G=Unavailable/None; H=Exports
  

Employees

• Title Chief Executive Officer/CEO: General title/address of chief executive officer.
  
• Name of Managing Director/CEO: Name of the primary managing director of the company.
  
• Member of the Executive Board – Name: Name of all persons performing executive functions. Up to 10 entries are possible.
  
• Local employees: Number of employees at the specified address.
  
• Employees qualified locally: Scoreboard qualifying staff locally.
  
• Total number of employees: Number of employees employed by the company including all branches, departments and subsidiaries established elsewhere.
  
• Total employees qualified: Indicator that qualifies the total number of employees.
  
• Management included: Indicates whether members of management are included in the number of employees.
  

Financial data

• Annual turnover: Sales figures of the company, usually in domestic currency.
  
• Indicator annual sales: The key that describes the sales volume.
  
• Annual sales volume in US dollars: Indication of the annual sales volume in US dollars.
  
• Profit/loss in domestic currency: Profit or loss in domestic currency.
  
• Profit/loss in US dollars: Gain or loss in US dollars.
  
• Equity: Total net worth of the enterprise, including share capital, retained earnings-own shares, etc. in domestic currency.
  
• Equity in US dollars: Total amount of the net worth of the company, including common stock, retained earnings-own stock, etc.-in U.S. dollars.
  
• Balance sheet date: date of the current financial report.
  

Group structure

• Subsidiary (0:No/3:Yes): Indicates whether the company is a subsidiary.
  
• Group structure check date: Date indicating when the entire family tree link was checked.
  
• Global DIAS Key: The nine-byte binary key that helps merge family members by sequencing a file according to the name of the ultimate parent and the family sequences within each group.
  
• Global hierarchy key: A two-point key in conjunction with the status and display for subsidiaries that determines the position of a site within the group hierarchy.
  
• Global Group Members – Number: The number of family members including global headquarters, all subsidiaries and branches.
  
• Global parent company
  • D-U-N-S number: D-U-N-S number of the ultimate parent company of the company.
    
  • Company name: The legal name of the global parent company.
    
  • Address: Address of the home address of the global parent company.
    
  • Postcode: The postcode of the main global address where the company is located.
    
  • Place: Place where the global parent company is located.
    
  • City: City code of the city in which the global parent company is located.
    
  • State (abbreviation): The two- to four-digit abbreviation of the state or province in which the global parent company is located.
    
  • State: name of the primary subdivision within the country where the global parent is located. It can be a state, province or region.
    
  • WB Country Code: The WorldBase country code of the country in which the global-ultimate company is located.
    
  • Country: Country in which the global parent company is located.
    
  • District Key: The key that identifies the country of the global parent’s home address.
    
  • Continent: The one-digit key indicating the region where the global parent company is located.
    
  • Identification: Used to identify the global-ultimate enterprise member.
    
• Domestic parent company
  • D-U-N-S number: D-U-N-S number of the ultimate parent company within the same country in which the company concerned is established.
    
  • Company name: The legal name of the domestic parent company.
    
  • Address: The address of the domestic parent company’s home address.
    
  • Postcode: Thepostcode of the main domestic address at which the company is located.
  • Place: The place where the domestic parent company is located.
    
  • State (abbreviation): The two- to four-digit abbreviation of the state or province in which the domestic parent company is located.
    
  • State: Name of the primary subdivision within the state where the domestic parent is located. It can be a state, province or region.
    
  • City: The place where the domestic parent company is located.
    
  • District key: The key that identifies the country of the domestic parent company’s home address.
    
• Headquarters
  • D-U-N-S number: D-U-N-S number of the head office/parent company of the registered office.
    
  • Company name: The legal name of the head office/parent company.
    
  • Address: The address of the home address of the head office/parent company.
    
  • Postcode: The postcode of the head office/parent company under which the head office/parent company is located.
    
  • Place: The place where the head office/parent company is located.
    
  • State (abbreviation): The two- to four-digit abbreviation of the state or province in which the head office/parent company is located.
    
  • State: Name of the primary subdivision within the state in which the head office/parent company is located. It can be a state, province or region.
    
  • City: The city code under which the head office/parent company is located.
    
  • WB Country Code: The Worldbase country code of the country in which the head office/parent company is located.
    
  • Country: The country in which the head office/parent company is located.
    
  • District key: The key that identifies the country of the home address of the head office/parent company.
    
  • Continent: The one-digit key indicating the region in which the head office/parent company is located.