Service Catalogs - Format Conversion


1. Service Description

When sending or receiving invoices/credit notes using Basware’s E-Invoice for Sending or E-Invoice for Receiving solution, not all document formats are supported by Basware’s platform. (Please refer our Service Description for the supported formats.)   

Basware offers format to format conversions to handle such business requests, allowing files to be send through our network successfully. This order offers format conversion of:

  1. Any XML or text-based file the customer comes to send to Basware’s core format (e-invoice for sending)
  2. Basware core format to Customer requested format (e-invoice for receiving)

As part of this service, our experts will analyze the format, provide a comprehensive mapping table, create the actual format conversion, assist in UAT and deploy the conversion to Basware’s production environment upon customer approval.

Basware will endeavor to complete this order within maximum 3 weeks of receiving all needed information and order confirmation. This, however, requires that you provide all necessary resources, prerequisites, approvals and meet the agreed timelines once the order is confirmed.

For Basware to commence work on this Service Catalog item, the requested material and information along with a valid PO or pre-authorized signature is required.

Note that this service item requires an active Basware BT account and excludes any Custom e-Invoice Sending or Receiving or BaswareOne products.

1.1 Glossary of Terms

 The following terms are used in the document.

Term

Meaning

BT

Basware Business Transactions platform

UAT

User Acceptance Testing

ServiceNow

Basware support portal where new cases and requests are logged

CR

Change Request

Core format

Basware supported format as described in the Service Description

1.2 Pre-requisites

The service request will be accepted for processing via the Service Catalog provided the request meets all the conditions specified in the checklist below.

Checklist for Customer Format to Basware Format Conversion

1

Sample Files covering the all possible scenarios and containing full data content for customer format to Basware format conversion (E-Invoice for Sending)

2

Customer’s file format specifications

3

The BT account reference for which this service item is being requested


Checklist for Basware Format to Customer Format Conversion

1

The functional data requirement for receiving specific format conversions. Document that describes the structure of the invoice data, such as what invoice element is provided in which location in the data file and/or the meaning of the different data field.

2

Customer’s file format specifications

3

The BT account reference for which this service item is being requested

If the request does not meet all conditions, it may be returned to the Customer or it will be handled according to the standard Change Request process with a specified work estimate.

 

2 Customer Requirements

We’re committed to completing your order as soon as possible and to do this, we need you to observe all the stated requirements, including data and resources, at the stated or agreed timelines. If any requirement is incomplete, ambiguous or delayed, throughout any stage of the order, it will likely impact the delivery schedule and in some cases, result in additional costs.

When being unable to commit to providing the needed information and resources, we recommend you to stall the order confirmation until full commitment can be given.

2.1 When placing the order

When placing the order, we need you as our customer to observe the following requirements and provide all necessary information, documents and/or test data.

Requirements

1

A purchase order to confirm that order is authorized to proceed, unless an alternative has been otherwise agreed

2

File format specifications, describing the XML data into detail

3

File samples, containing and/or covering all different scenarios and maximum data content, representing the structure and content of the invoices that will be sent in production mode

4

The functional data requirement for receiving specific format conversions. Document that describes the structure of the invoice data, such as what invoice element is provided in which location in the data file and/or the meaning of the different data field. 

2.2 When your order is accepted

Once your order has been accepted, you’ll be informed of when the format analysis is completed, the conversions are created and added to your test environment, the targeted testing period and deployment date. To facilitate this, we ask you to have the following resources assigned and available to:

 

Key Task/Responsibility

When

1

Join planning and order confirmation meeting

Order acceptance

2

Coordinate responses to Basware queries as they arise (SPOC)

Build and testing

3

Deploy necessary changes to customer-controlled interfaces

Build and testing

4

Review and correct any file format issues detected during format analysis

Build and testing

2.3 When your order is ready for acceptance testing

Once the format conversion is created, Basware promotes the conversion file to the BT test environment and confirms to you readiness for acceptance testing. To assure the format mapping is working as expected, we ask you to have the following resources assigned and available to:

 

Key Task/Responsibility

When

1

Review and  comment any conversion related concerns

User acceptance testing

2

Perform end-to-end user acceptance testing for all solutions and services

User acceptance testing

3

Validate the data mapping quality of test invoices

User acceptance testing

4

Report items or concerns with collected evidence

User acceptance testing

2.4 When your order is ready for production

Once you’ve completed and signed off for your acceptance testing, Basware is ready to promote the resulting conversion files in the BT production environment. As part of this, we ask you to ensure the following resources are assigned and available to:

 

Key Task/Responsibility

When

1

Formally sign-off user acceptance testing and confirm deployment to production

Move to production

2

Confirm production deployment date

Move to production

3

Receive successful deployment confirmation

Move to production

4

Validate successful deployment to production

Move to production


3. Delivery Process

3.1 Target Timelines

Basware will endeavor to complete this order within maximum 3 weeks from order confirmation. The different steps to completion of any format conversions are executed with following ETA, given all items during this Service Catalog item execution are according to the described process.

Deliverable

Owner

ETA

Format analysis

Basware

3 working days

Format analysis review

Customer

2 working days

Format conversion build upon analysis clearance

Basware

3 working days

Format conversion testing – UAT

Customer

3 working days

Promotion to production

Basware

1 working day

CR completion sign-off

Customer

1 working day

The actual timeline is dependent on several factors, including having all activities and deliverables performed on-time and requests from Basware being acted upon without delay. Of course, we’ll let you know as early as possible when we suspect the slightest slippage in our targeted timelines.

3.2 Format Analysis

Basware will be completing following activities:

Basware deliverables:

Customer deliverables:

3.3 Format Conversion

Basware creates format conversion based on format mapping table.

Basware deliverables:

Customer activities:

3.4 System Testing

Basware consultants tests the conversions with all possible cases as shared by customer.

Basware deliverables:

3.5 User Acceptance Testing [UAT]

Basware consultants confirms BT test environment readiness for UAT and provide consultancy and guidance when required.

Basware deliverables:

Customer deliverables:

3.6 Move to Production

Basware deliverables:

Customer deliverables:

4. Invoicing

Basware will invoice you (the Customer) upon completing or closing the order, using the pricelist below. Additional charges may apply due to order changes, incomplete or invalid data, delays or prolonged activities. You’ll be advised in advance when additional charges apply.

5. Assumptions 

Any change to the format mapping scope is not considered is not part of this catalog items and results in a separate review and T&M based estimation.