Summary:

This article describes the behavior, mandatory services, and necessary configurations for enabling electronic order responses to XML orders (UBL 2.0).

When sending electronic business documents, both the sender and the receiver must be known and must be unique within the business network, like Basware Commercial Network (BCN). For this purpose, Basware Procurement uses Identifiers, also known as Party Identifiers.

 

Instructions:

 

Services required

The customer, or buyer organization, must have the BCN service E-orders and E-invoice receiving to enable e-ordering. Buyers can request the service from the Basware Support Portal.

The supplier must have the BCN service Invoice Key-in and PO Flip to send order responses to the buyer. Buyers can create campaigns in Basware Portal to invite suppliers to register for the service. If the buyer is using SmartOrders, then the supplier does not need to register for Basware Portal. Instead, the link in the purchase order email will take the supplier to a limited version of the BCN service where the supplier can perform the same order response actions. 

 

Check identifiers in administration

Check that the correct identifiers are configured for buyers and suppliers.

To check the buyer identifier:

1. Go to Basware AP Automation and Procurement > Basware P2P Administration > Organization > Identifiers. 
2. Find the organization that you want to set up to use e-orders. 
3. Check that the identifier type EDI exists and has a valid value. 

To check the supplier identifier: 

1. Go to Basware AP Automation and Procurement > Basware P2P Administration > Suppliers. 
2. Find the administrative site and supplier that you want to set up to use e-orders. 
3. Check that the identifier type Supplier Party Identification exists and has a valid value. 
   
   • You can use the same Supplier Party Identification within your P2P environment but not within the same legal entity (Company), otherwise Basware P2P will not be able to determine the correct supplier record.

 

Check the scheduled task in Basware AP Automation and Procurement

Order Responses are fetched by Basware AP Automation and Procurement from BCN by using a scheduled task called "ImportPurchaseOrder". Check that this task is configured correctly for your system:

1. Go to Basware AP Automation and Procurement > Basware P2P Administration > Scheduler > Tasks. 
2. Select the appropriate administrative site.
   This is typically the customer root organization.
3. Search for "ImportPurchaseOrder" from the list of tasks.  
4. Select the task and click the Edit icon.
5. Check the configuration of the scheduled task
   
   • Task reference: ImportPurchaseOrder
   • Scheduling: Enabled
   • Schedule: For example every 1 hour
   • Parameters: OrganizationCode, typically the customer root organization code

 

Order Response

Purchase Order flow

Order Response flow

There are two different types of order responses:

Order Response Simple - must not contain line data details

• Supplier can confirm the order as it is
  
  • Order status will become Confirmed by supplier
• Supplier can reject the order as it is
  
  • Order status will become Rejected by supplier

Order Response (Full)

• Supplier can propose changes on the header Promised Delivery Date
  
  • Order status will become Changed by supplier
• Supplier can propose changes on any of the lines' quantity, unit price, or promised delivery date
  
  • Order status will become Changed by supplier
• Supplier can reject any of the lines (by setting Quantity on the line to 0)
  
  • Order status will become Changed by supplier
  • Order Line status will become Rejected by supplier on lines where Quantity is 0
• In all cases, P2P Buyer must decide how to proceed with the changes
  
  • Confirm Supplier Changes
    
    • Sends another e-order to supplier
  • Cancel Order
    
    • Sends e-order cancellation to supplier

 

Troubleshooting

Issue	Possible Cause/Solution
The Payment term field is emptied when the order response is processed in Basware AP Automation and Procurement	When the order response is processed by Basware AP Automation and Procurement, the payment term is resolved by payment term name and organization element ID. Ensure that payment term names are unique within each company.
The Tax code field is emptied when the order response is processed in Basware AP Automation and Procurement	When the PO is sent to a Basware Portal supplier with Tax %, it is possible that the tax code includes also Tax2 % (e.g. EU purchases from another EU country). Basware Portal does not support Tax2 %. When the PO reaches Basware Portal, the normal Tax % is cleared due to Tax2 %. If supplier does not add the correct Tax % on the order response, this will result in an Order Change as the Tax Total becomes zero. There are mandatory pre-processing routines in Basware Network to remove the Tax2 % from Basware Network orders which must be implemented to ensure that the Tax % is not emptied. It is also possible that supplier has really changed the Tax % in Basware Portal to a value that cannot be determined by Basware AP Automation and Procurement. This would also result in the tax code being emptied after the supplier response.
Order response processing fails in Basware AP Automation and Procurement, according to the purchase order History	This issue is most likely caused by errors in order response data and needs to be investigated by Customer Services.
The purchase order is not updated with the correct status and no entries show in the purchase order History	First, follow the instructions above to check the Buyer and Supplier Identifiers. Those are the ONLY methods Basware AP Automation and Procurement uses to recognize the buyer and supplier. If those are correct, This issue is most likely caused by errors in order response data or configuration and needs to be investigated by Customer Services. If you're using RestAPI connections, the only method to recognize is the Purchase Order Number. In this case, you must have a unique PO number for every PO.

 

Additional Information:

Basware Support Portal

Basware Portal documentation

Smart Order

EDI