P2P Purchase - How to - SmartOrder


Summary:

With SmartOrders, buyers and suppliers can collaborate easily on purchase orders even if the supplier does not have a Basware Network account. SmartOrders can be sent to all suppliers who currently receive purchase orders via email in PDF format. With SmartOrders suppliers can easily provide feedback or make changes on purchase orders, and buyers don't have to manually confirm or update purchase orders when changes are needed. Instead, these suppliers can have all the same flexibility that’s currently available with XML orders.

Instructions:

Advantages of using SmartOrders:

Instructions for SmartOrder feature enablement:

For SmartOrder implementation Basware consultant work is needed.

  1. Go to the Basware Support Portal and click Request a service.
  2. Click New Feature Enablement.
  3. In the Account field, select your account.
  4. In the Business Service field, select Business line (Purchase in this SmartOrder feature)
  5. In the Mention the required feature to be enabled field, type the desired functionality name.
  6. Click Order Now.
  7. A change request ticket will be created and sent to the Change Request Management team. A Change Request Manager will prepare a quote for the feature enablement and will contact you soon.

How the SmartOrders process works:

  1. SmartOrders allow suppliers to receive an email that contains a link to the purchase order which has been sent to them
  2. The supplier is then able to access this purchase order with a web browser, using what is a limited version of the network supplier interface
  3. From here, the supplier is then able to process responses using a Portal type user interface to confirm, reject or propose changes to the received purchase order
  4. From Basware P2P the buyer is then able to view these supplier responses and send their own responses back
  5. This back-and-forth interaction continues until the buyer and supplier agree on the order, and after agreeing the product and/or service can then be properly ordered and subsequently received
  6. Following the ordering process, the supplier can utilize the same Portal to then flip the purchase order into an invoice

SmartOrders scenarios explained:

  1. Order Accept - Order Created - Supplier Accepts
    1. User creates a purchase requisition - order created
    2. Supplier receives an email

    3. Supplier clicks the email link, is taken to Portal and clicks "Accept"

    4. Order line shows to buyer as "Ordered"/"Confirmed" in P2P


  2. Order Reject - Order Created - Supplier Rejects
    1. User creates a purchase requisition - order created
    2. Supplier receives an email
    3. Supplier clicks the email link, is taken to Portal and clicks "Reject"

    4. Order line shows to buyer as "Rejected by supplier" in P2P

  3. Order Change - Order Created - Supplier Proposes Price Decrease - Buyer Accepts/Rejects
    1. User creates a purchase requisition - order created
    2. Supplier receives an email
    3. Supplier clicks the email link, is taken to Portal and clicks "Propose Change"

    4. Supplier can make changes on the order line level. For example price reduction from 100 to 90.
    5. Supplier can send the response back from "Send Response"

    6. Order status is updated in P2P to "Changed by supplier"
    7. User can drill into purchase order and see exact proposed changes

    8. Order can now be accepted or rejected and response is sent back to supplier

After this order becomes finalized when:

The requester is then assigned a goods receipt task and can receive goods in Basware P2P after they are delivered.

When a purchase order has been finalized, the supplier receives an email. The supplier can click "Manage purchase orders and invoices", and is then able to convert the order to an invoice.

There are two ways to configure SmartOrders:



Additional Information:

For further information about order responses, see P2P Purchase - How to - Order Response from supplier to P2P (UBL 2.0) - Basware Customer Support (service-now.com)