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This set of rapid release notes pertains to the WebProcure™ 10.1 development release scheduled for Saturday, February 3, 2018.

For additional information, please contact Perfect Commerce Customer Support at (866) 889-8533 or by e-mail at webprocure.support@perfect.com

Document Note: Underlined headings are active hyper-links, click the link to jump directly to the related online help topic.

PRODUCT ENHANCEMENTS

ALL AREAS

ALLOW INTERNATIONAL PHONE NUMBERS

In our continuing efforts to support our growing global customer base, we have modified the application to allow for international phone numbers. With the 10.1 release, the system will now allow phone numbers from any country, collected and validated appropriately and then displayed in the correct format.

CONVERT SOLICITATION POPUP ALERTS TO STICKY NOTES

In the 10.1 release, we have converted the popup messaging that appears during solicitation creation with sticky notes. As an example, the message that notifies users when a solicitation has been copied, no longer needs user intervention to acknowledge. See example image at right. The alert will close on its own.

USER NOTIFICATIONS ALERTS AND LISTING

The recently added User Notifications listing has been updated to include the status of an uploaded catalog. See the enhancement regarding Catalog Job Status for more details.

In addition, solicitation related events have been added to the home page alerts center. These include, but are not necessarily limited to the following:

o New question posted in Q&A section of Collaboration Center. o Solicitation ending soon. o Solicitation just ended. o New response received for informal solicitation.

ADMIN AND VENDOR MENUS SEPARATED

You will notice in the 10.1 release, that the Vendors menu option has been moved out from under the Admin menu. This move is in advance of new functionality being added in upcoming releases.

WebProcure™

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ADMIN

APPROVAL GROUP ADMINISTRATION

Approval Groups contain more than one approver and if a document, such as an invoice, or request, ends up in the approval group's queue, it requires only one member of the group to approve the document and advance it to the next step in the workflow. Prior to the 10.1 release, the administration of approval groups was handled internally by a Technical Account Manager on behalf of our customers. Going forward, we have added a new administrative component to the Organization Information section of Enterprise Administration.

WebProcure Administrators can now create, edit, copy and remove approval groups within the selected organization.

Approval Groups are created with required Approval Limits, optional Escalation Approvers, and the ability to specify a particular Document Type(s) for which they are allowed to approve. Online help includes additional details.

VENDOR WORKFLOW ADMINISTRATION

Brand new with the 10.1 release is the Vendor Workflow option. If desired, WebProcure Administrators can now create and edit Approval Rules associated with vendor registration. These include:

o Vendor Pre-Registration Approval o Vendor Registration (Email) o Vendor Post Registration Approval

If these rules are implemented, only after all approvers have approved the vendor will the vendor status change to Approved for the organization. If any approver rejects a vendor, the vendor status will change to Declined. The approval or rejection of a vendor results in an audit entry within the vendor record.

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VENDOR REGISTRATION INVITATION

In concurrence with the new Vendor Workflow enhancement, we have introduced the ability to create and manage Vendor Invitations. The combination of the new workflow rules and the vendor invitations provide buying organizations with the ability to create an end-to-end vendor request process. This process is, essentially, the Quick Add feature, but with organizational controls applied for tracking, review, and approval of the vendor onboard.

The process begins with assigning users a new permission called View Vendor Request Module in the Supplier Administration permissions section. Users granted this access will see the following Vendor menu options: Create Invitation and View Invitations.

Next, we have two new tabs added in the Configure Documents section of Enterprise Administration.

o Manage Document Types – Manage Vendor Type – Create a code and definition for the Vendor Type. o Assign Document Types – Assign Vendor Type – Assign the Vendor Type to the organization.

The Vendor Type is used to drive the vendor approval workflow.

Let me set the scene for you…imagine a buyer user needs or would like to do business with a vendor who is not yet available as an approved vendor for their buying organization. Said user creates an invitation by entering Vendor Information into the first step of the wizard. During this first step, the Vendor Type is selected. The second step in the invitation creation process, is an automatic Vendor Search, to determine if the vendor already exists.

o If the desired vendor is found, the user selects the profile and it is added to the invitation. o If the desired vendor is not found, the information that was entered during the first step is added to

the invitation.

The final step is the Summary where the user reviews the invitation before submitting it into the Vendor Pre-Registration Workflow.

Once the organization’s established approvals have been completed, the vendor will be sent an email inviting them to register. After they complete their registration, the vendor profile will move into the Vendor Post-Registration Workflow. Once post-registration workflow is fully approved, the vendor will become available for that user to conduct business with. The user is notified of the status throughout the vendor request process both by email and in the User Alerts and Notifications Center.

All aspects of the vendor request process are documented in online help.

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ADDITIONAL TRIGGERS FOR VENDOR STATUS AND NOTIFICATIONS

Vendor Configurable Fields is visible when viewing the Organization Information of a parent organization. The left column contains fields that, if checked, will trigger an automated email notification of change. The right column contains fields that, if checked, will trigger a change in a supplier’s status to Pending. In the 10.1 release, we have added two new triggers: Attachments and Payment Terms

These new triggers are available for selection in both the email notification and status change columns. In conjunction with these new triggers, associated transactions will be captured in the audit trail. The following transactions will result in audit entries:

o If Attachment Added or Removed to/from Vendor’s Profile o If Payment Term is Added, Edited or Removed

BID BOARD / CONTRACT BOARD

SEARCH IMPROVEMENTS ON PUBLIC BOARDS

The public-facing Contract Boards and Bid Boards have improved their searching capabilities by allowing users to search not only by Commodity Names but also by Commodity Codes. In addition, users may now search for partial Commodity Codes or Contract Numbers on the Contract Board and partial Commodity Codes or Solicitation Numbers on the Bid Board.

CONTRACTS

CATALOG JOB STATUS

A catalog may be associated with a contract to allow users to search for and select items to add to the contract. During the process of creating a contract, users have the option to upload a new vendor catalog. Once a catalog is successfully scheduled for loading, the system will now display a processing message to the user as shown in the example image below:

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In conjunction with the catalog processing message, the User Notifications area will alert users when a catalog uploads successfully or if it happens to fail. If the latter occurs, the reason for the failed upload will be included in the alert message.

CONTRACTS / SOLICITATIONS

CONTRACT AND SOLICITATION CATALOGS NOW SUPPORT RELATIVE PRICING

Buyers have the option to create item specifications that can reference Pricing Type and a Pricing Factor. Utilizing the combination of these fields allows buyers the means to address a number of pricing scenarios including, but not limited to, the following:

o Discounts on catalog items o Volatile pricing, such as fuel, etc. o Multi-year pricing variations (positive or negative) for leasing, etc.

The 10.1 release extends these fields to the catalog PRC (Price) template. When users browse items on a contract catalog, solicitation catalog or view a contract or solicitation summary, any relative pricing items will be tagged accordingly.

The catalog upload functionality will allow updated catalog files to include Pricing Type and Pricing Factor information.

INVOICE

INVOICE HISTORY, NOTIFICATIONS AND ACTIONS

The 10.1 release expands the Invoice History by logging when a vendor user submits an invoice, both initially and if re-submitted. Also logged, whether or not the buyer user rejects an invoice. Buyer notification settings are the same when an invoice comes in from the Vendor Portal as when the buyer receives an eInvoice. During the approval process, approvers have the option to reject an invoice using a new Reject to Supplier button that updates Invoice Status on vendor-side to Rejected. Buyer comments are required when rejecting.

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USER INTERFACE UPDATED ON INVOICE EDIT

During the process of editing a contract, users have the option to select the Return button to move to the Summary page from any step in the editing process. With the 10.1 release, this functionality has now been added to the Invoice Edit pages. The Return button is now available on each page of Invoice Edit including Header, Items, Attachments, and Matching. Selecting this button returns users to the Summary page of the invoice.

CAPTURE STATIC READABLE VERSION OF ORIGINAL EINVOICE

For purposes of transparency and accountability, we have captured the original invoice sent by the vendor organization. This provides the vendor’s original invoice; untouched by the buying organization. The static copy is a PDF document that includes all invoice data as submitted by the vendor. It is stored as an attachment on the invoice and is accessible to the buyer users when viewing the invoice.

REPORTS

CONTINUED ENHANCEMENT OF AD-HOC REPORTING

The 10.1 release includes a number of enhancements surrounding ad-hoc reporting.

First, we have added in two new ad-hoc starting views:

o Invoice View o Receipt View

The Org and User Settings View has been enhanced with data elements supporting the recent changes to contract and invoice workflow configurations. Also, the database references have had name changes to make identification easier when analyzing or reviewing resulting report. There are too many new fields to list here, but online help has been updated to reflect all of them.

We have added the following two fields to the Catalog group of the Contract View:

o Pricing Factor o Pricing Type

The Solicitation View has been modified to include fields that are represented in the Bid Tab Export report. The online help topic for Solicitation View has been revised to include all of the new fields that are available when building a report based on this view.

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MANAGE PUBLISHED REPORTS ABILITY

The 10.1 release introduces new functionality regarding the management of ad-hoc reporting views. This functionality may be turned on for your organization that enables a new permission in the Reports permissions area of a user profile. Assigning this permission to a user, allows the user to remove a custom starting view from the Create Reports listing. Please be advised that users will not be able to remove any standard starting views such as PO and Solicitation View, Solicitation View, etc.

IMPORTANT: For those customers that wish to have this feature enabled and make this permission visible inside the application, please contact your Perfect Commerce Customer Operations Manager.

SOLICITATIONS

IMPROVING SOLICITATION EXPORT BID TAB

Users may export all supplier response information out to a Microsoft™ Excel spreadsheet. To do so, they simply select the Export Bid Tab button, located at the bottom of the Evaluate and Award page or solicitations that contain line items. The 10.1 release further enhances this report in the following ways:

o Response by Group tab only appears if there are groups in the solicitation. o Response by Item tab:

New Pricing Factor column added. Group Name is now a column instead of a row. If there aren’t any groups, populate with

N/A. Group Markup is now a column instead of a row. Will be located after Group Name column. Data will only be from the most recent round’s responses. Remove Round # indication. Responses now show lowest to highest bid per line item while also accounting for Markup

and Discount pricing. o Created a new Response by Round tab if the solicitation has multiple rounds.

Contains all the same data as Response by Item tab, except this tab has all the data from all the rounds.

Added a column called Round for the Round #.

SOLICITATIONS / REQUESTS

IMPROVED FLEXIBILITY WITH REQUESTS FROM SOLICITATION

To explain the improvement in the application behavior, it’s probably best that I provide a scenario…

o Within approval workflow, a request becomes a solicitation > Solicitation is awarded and finalized > Request is updated with solicitation award details > Request is approved and converts to a purchase order.

o Create New Request - If the solicitation is reversed and re-finalized for any reason, the system will now allow users the option to create a new request rather than update the original request that had already converted to a purchase order.

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o Within approval workflow, a request becomes a solicitation > Solicitation is awarded and finalized > Request is updated with solicitation award details > Request is rejected.

o Update Request - If the solicitation is reversed and re-finalized for any reason, the system will allow users the update the original request as it has not been converted to a purchase order.

In conjunction with this application change, the audit trail will capture the creation of the new request in the solicitation’s history.

VENDOR PORTAL

VENDOR INVOICE MODULE

Brand new in the 10.1 release, is the ability for vendors to create and manage invoices from the vendor portal. This enhancement includes the following key components:

o Vendor Permissions – Vendor Administrators may assign two new permissions to their users: • Invoice Creation - Enable the vendor user to create/submit invoices on behalf of the supplier

organization. • View Invoice – Grant the vendor user permission to view existing invoices for the supplier

organization. o Documents Listing – The home page of the vendor portal will display the number of invoices per

buying organization. The count is an active hyper-link and allows users to quickly access the Invoice List.

o Invoice Menu – A new Invoice drop-down menu will be visible on the vendor’s main navigation bar. Depending on the user’s permissions, the View All and Create New links will be available.

o Invoice List – A new Invoice List page allows vendors, with appropriate permissions, to filter the invoice listing by Purchase Order No., Invoice No., Requester, Invoice Status and/or Organization. In addition, the invoice listing may be grouped by invoices or grouped by purchase orders. Each record may be expanded to view details.

o Create Invoice – Vendors step through a simple wizard to create an invoice by selecting items from purchase orders, adding attachments, if necessary, and submitting to the buying organization.

o Edit Invoice – Vendors may perform edits to invoices that have not yet been submitted to the buying organization or edit an invoice that has been rejected by the buying organization.

o Vendor Notifications – Vendors will receive notifications when the Invoice Status is updated including invoice being successfully submitted, invoice rejection, and payment status. If buyers reject an invoice, they are required to enter comments or a reason for the rejection; it will be included in the vendor notification and visible within the Vendor Portal.

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NOTE: The Vendor Invoice Module enhancement is only applicable for those vendors that have a working relationship with buying organizations that also utilize the Invoice Management module. Buying Organization Administrators must first enable Vendor Invoicing through Portal from inside their Enterprise Administration area of WebProcure.

PRODUCT FIXES

ALL AREAS

WHITE LABEL FORGOT PASSWORD LINK

Some customers that utilize the white-label login option experienced an issue if and when the ‘Forgot Password’ link was selected. We utilize a CAPTCHA program, which protects the website against bots by generating tests that humans can pass but current computer programs cannot. We found that the link on the white-label login page opened an outdated CAPTCHA version. The 10.1 release corrects this problem.

SPELLING ERRORS

There were several instances in the user interface or in application messaging in which words and labels were misspelled. Because of a review that was performed across multiple modules, we have corrected all found spelling errors.

DECIMAL PLACES NOT CARRIED THROUGH

Customers choose the level of precision when it comes to the number of allowable decimal points in the unit price fields of requests, purchase orders, invoices, receipts and solicitations. A customer with a configured precision of six decimal points, reported that the decimal places were not being carried through to all the impacted pages. The 10.1 release verifies that the level of precision stays with lifecycle of a document from solicitation to catalog to request o purchase order.

ROUNDING DIFFERENCES

Total fields are rounded to two digits throughout the application. An issue was found in which the application rounded up and in other instances rounded down. For example, if the unit price was $20.685, the system would round up and correctly display the total as $20.69 in most places, but not all. Instead, the commodity lines on both purchase orders and requests would round down and display the total as $20.68. The 10.1 release corrects the code so that total price is now shown correctly.

SESSION MANAGEMENT DISABLED

WebProcure allows users to have multiple sessions of the application open at the same time under the same user account. WebProcure Administrators may manage this behavior by establishing rules and resulting actions. These settings were being inadvertently disabled each time we pushed a new application version to the UAT or Production environments. The release of 10.1 introduces a resolution to this issue ensuring that session management settings are retained upon deployment of a new application version.

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ADMIN

STATE MISSING FROM CONTACTS

When viewing or editing a vendor profile, the street address, City and zip code, were listed, however the State was not visible. The 10.1 release ensures that the vendor profile is complete, and all fields are visible.

SYSTEM ERROR MANAGING SOLICITATION TYPES

Solicitation Types are designated on the Solicitation Header Information page. The values that appear in the drop-down menu are driven by the values that exist in the Enterprise Administration module. In the production environment, one of our customers was receiving a system error when attempting to create new Solicitation Types. The related code has been reviewed and ultimately corrected in the 10.1 release to stop this problem from reoccurring.

CONTRACTS

CUSTOM CONTRACT NOTIFICATION ISSUES

In a previous release, we moved contract-related notification configuration to its own step in the contract creation process. Along with that move, we added in the ability to create customized email notifications. An issue was reported in which the From address was not branded or did not reference WebProcure. We have resolved this issue in this release.

CONTRACT DISPATCH WITHOUT CONTRACT ACCESS

Vendors got a system error, if they clicked the Go to my Contract link inside of a New Contract Notification and did not yet have the required Access to Contract Management permission assigned to their profile. The email notification link will now direct the vendor to the login page of the application and once they log in, an advisory message will display instructing them to contact their application administrator to gain access.

This message does not prevent the vendor user from accessing the home page of the Vendor Portal and all the areas that they currently have permission to access.

CATALOG EXPIRATION ISSUE

An issue was reported in which catalog items were expiring even when the contract expiration data had not been reached. The 10.1 release makes changes to the system that takes contract dates into account and syncs the catalog dates with the contract dates.

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P-CARD SETTING DISPLAYING INCORRECTLY

Users may designate contracts as allowing payments in the form of P-Cards. An issue was found in which the P-Card accepted status did not display correctly on the Contract Summary page. The 10.1 release resolves this problem.

INVOICES

INVOICE APPROVERS UNABLE TO OPEN ATTACHMENTS

Approvers received an insufficient privileges error message when attempting to open and view documents that were attached to an invoice. The code has been modified to ensure that the system no longer displays this erroneous error message and allows approvers to view attachments.

ZERO UNIT PRICED LINE ITEMS CANNOT BE INVOICED

Requests containing line items that had a unit price of zero successfully transitioned into purchase orders and receipts could be created, however, invoice processing failed. When invoice processing was attempted, an error message displayed stating that a positive numeric value for Invoice Amount was required. The release of 10.1 verifies that zero-unit price purchase order line items can now be invoiced successfully.

INCORRECT ERROR MESSAGE ON INVOICE

The first step in creating an invoice, is to complete the Invoice Header Information page. The Supplier field on this page is required. If users used the type-ahead functionality but did not actually select a vendor from the available matches, this resulted essentially in making an invalid vendor selection. When they clicked Next to proceed, rather than provide guidance to the user that the vendor selection was invalid, the system mistakenly reported that the entered Invoice Number was a duplicate. The 10.1 corrects this messaging so that users know they need to make a valid vendor selection.

INVOICE MATCH PERMISSIONS

Invoice matching is the fourth step in the invoice creation process. Two-way matching occurs between the line items on the invoice and the line items on the purchase order. Three-way matching adds in the process of matching the invoice to a receipt or receipts. Users may be granted permission to perform two-way and/or three-way matching. The user’s matching-level permission determines if an invoice may be submitted at the tw0-way or three-way point. An issue was reported in which a user without two-way matching permission, was able to successfully submit an invoice; the system should have prevented the invoice from being submitted. With the release of 10.1, a new error alert will display, and the system will prevent the user from submitting the invoice until he/she has the correct permission-level assigned or until the proper matching-level is reached.

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REPORTS

CATALOG DATA BLANK ON EXPIRED CONTRACTS

An issue regarding the Contract View in ad-hoc reporting was reported. If the contract was expired, the catalog data including catalog items displayed as blank on the report. This problem prevented customers from viewing and analyzing all catalogs for their organization or by vendor. The release of 10.1 resolves this issue.

REQUESTS / ORDERS

ROUNDTRIP ORDERS FAILING ON FINAL APPROVAL

RoundTrip allows buyers to purchase from catalogs that are not hosted or managed by Perfect Commerce. RoundTrip and punchout are synonymous terms used to describe the same process. Buyers access a vendor’s catalog online, select items and add them to their request. Upon final approval, users experienced an inaccurate error message that did not properly reference the real issue of missing privileges. The 10.1 release ensures that if a document is unable to be approved, the system will display an error message that better explains the cause for the failure.

SOLICITATIONS

SYSTEM ERROR WHEN DELETING PAPER BID ATTACHMENTS

During the evaluation and awarding process, paper responses may be entered on behalf of a vendor’s submitted response. One of our buyer users experienced a system error when attempting to delete documents that were attached to the wrong area of a paper bid response. In the 10.1 release, we have corrected this behavior.

VENDOR PORTAL

SOLICITATION PRINTS MISSING INFORMATION

From the vendor portal, vendors may download a text file or PDF version of a bid or quote for which they responded. The following issues were fixed in the 10.1 release:

o Data missing in the text version that exists in the PDF. Both document types provide the same information.

o Questionnaire questions and responses are now included in both the text and PDF prints.

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INTENTIONAL NO BID MESSAGE

Vendors that choose to intentionally not bid on an item receive a confirmation message that reinforces the meaning behind a no-bid and reminds them that any previously submitted bids for the item on the solicitation will be deleted. The verbiage of this message contained typographical errors and irrelevant slash marks. The 10.1 release modifies the message to be sure its meaning is clear. See new message at right:

For additional information, please contact Perfect Commerce Customer Support:

(866) 889-8533 or by e-mail at webprocure.support@perfect.com