Basware P2P 20.9 Production Admin Guide - ServiceNow

Production Admin GuideBasware P2P 20.9

© Copyright 1999-2019 Basware Corporation. All rights reserved.

Table of Contents

1 Global Administration......................................................................................................................... 71.1 HTTPS Configuration Instructions – Required for ALL Production Servers..............................7

1.1.1 Upgrade Impact................................................................................................................71.1.2 Verifying Configuration.....................................................................................................81.1.3 Obtaining Certificate.........................................................................................................81.1.4 Adding Certificate to Keystore..........................................................................................81.1.5 Cluster Configuration....................................................................................................... 91.1.6 Disabling SSL 2.0 and SSL 3.0 protocols........................................................................ 91.1.7 Disabling SSL 2.0 and SSL 3.0 Protocols on Amazon Load Balancer.......................... 10

1.2 System Settings...................................................................................................................... 101.2.1 System Setting Types.................................................................................................... 101.2.2 Summary of System Setting Functionality..................................................................... 11

1.2.2.1 System Settings Administration Page...................................................................121.2.3 Initial Setup and Available Values for each System Setting field type........................... 161.2.4 Important Notes..............................................................................................................161.2.5 Limitations......................................................................................................................171.2.6 Assigning a Global System Setting................................................................................181.2.7 Assigning a Global/Tenant Specific Setting................................................................... 181.2.8 Adding a Tenant in Tenant Specific Settings................................................................. 191.2.9 Assigning a Tenant Specific Setting...............................................................................191.2.10 Reverting Selected Changes for System Settings....................................................... 201.2.11 Reverting All Changes for System Settings with Changes.......................................... 20

1.3 Session Timeout......................................................................................................................201.4 Terms of Use...........................................................................................................................21

1.4.1 Enabling and Uploading Terms of Use.......................................................................... 211.5 Reset System..........................................................................................................................221.6 Clear Cache............................................................................................................................ 221.7 Maintenance Mode..................................................................................................................22

1.7.1 Entering Maintenance Mode.......................................................................................... 231.8 Scheduled Tasks.....................................................................................................................23

1.8.1 PitMain........................................................................................................................... 241.8.2 PitHourly.........................................................................................................................251.8.3 PITMainDayBegin.......................................................................................................... 251.8.4 Additional Scheduled Tasks...........................................................................................261.8.5 Task Monitoring..............................................................................................................261.8.6 Task Management......................................................................................................... 27

1.8.6.1 Scheduled Task Addition and Editing................................................................... 281.8.6.2 Adding a Scheduled Task..................................................................................... 301.8.6.3 Editing a Scheduled Task..................................................................................... 301.8.6.4 Deleting a Scheduled Task................................................................................... 30

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1.8.6.5 Running a Task.....................................................................................................311.8.7 System Tasks.................................................................................................................31

1.8.7.1 Running a System Task Manually........................................................................ 321.9 Session Manager.................................................................................................................... 33

1.9.1 Viewing the Session Manager........................................................................................331.10 License Information...............................................................................................................34

1.10.1 Viewing the License Page............................................................................................351.11 Application of Bundle Patch.................................................................................................. 35

1.11.1 Scheduled Upgrades....................................................................................................361.11.2 Reverting Upgrade Bundles.........................................................................................361.11.3 Version Update............................................................................................................ 36

1.12 Manage Tenants................................................................................................................... 361.12.1 Tenant Addition............................................................................................................38

1.12.1.1 Adding a Tenant..................................................................................................441.12.2 Tenant Editing..............................................................................................................45

1.12.2.1 Editing a Tenant..................................................................................................461.12.3 Discontinuing a Tenant................................................................................................ 471.12.4 API Key Management.................................................................................................. 48

1.12.4.1 Adding or Editing API Keys.................................................................................481.12.5 Tenant Password Reset...............................................................................................49

1.12.5.1 Resetting Tenant Passwords.............................................................................. 501.12.6 Reset Tenant................................................................................................................50

1.12.6.1 Resetting a Tenant..............................................................................................501.12.7 Data Sources Reset.....................................................................................................50

1.12.7.1 Resetting Data Sources...................................................................................... 511.12.8 Log in to Tenant........................................................................................................... 51

1.12.8.1 Logging in to Tenant........................................................................................... 521.12.9 Set Training Mode........................................................................................................52

1.12.9.1 Setting a Tenant to Training Mode......................................................................571.12.10 Tenant Export.............................................................................................................58

1.12.10.1 Selective Export................................................................................................ 591.12.10.2 Exporting Selective Export Tenant Settings......................................................601.12.10.3 Exporting Selective Export Tenant Master Data Objects..................................611.12.10.4 Exporting Selective Export Tenant Settings and Master Data Objects.............611.12.10.5 Full Export.........................................................................................................621.12.10.6 Exporting All Data for a Tenant.........................................................................621.12.10.7 Tenant Template Export................................................................................... 63

1.12.11 Imports....................................................................................................................... 641.12.11.1 Importing a Tenant without Scheduling.............................................................661.12.11.2 Importing a Tenant with Scheduling..................................................................67

1.12.12 Export History.............................................................................................................671.12.12.1 Viewing the Export History................................................................................69

1.12.13 Import History.............................................................................................................691.12.13.1 Viewing the Import History................................................................................ 71

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1.12.14 Tables Used in Full and Template Export/Import.......................................................711.13 Fax Administration.................................................................................................................74

1.13.1 Adding or Editing Fax System Attributes......................................................................761.13.2 Fax Delivery................................................................................................................. 771.13.3 Fax Status....................................................................................................................77

1.14 Manage System Events........................................................................................................ 771.14.1 Adding or Editing an Event...........................................................................................81

1.15 Job Queue.............................................................................................................................811.15.1 Job Queue Management..............................................................................................831.15.2 Cancelling a Job...........................................................................................................851.15.3 Starting a Job...............................................................................................................861.15.4 Terminating a Job........................................................................................................ 861.15.5 Downloading a Completed Job.................................................................................... 861.15.6 Viewing Details for a Job..............................................................................................86

1.16 Basware File Manager.......................................................................................................... 871.16.1 Amazon S3 Configuration Tool.................................................................................... 88

1.17 Custom Login Page...............................................................................................................881.18 Logging Levels...................................................................................................................... 891.19 Multi-Tenant Processing - E-Invoicing...................................................................................911.20 Chatbot Enablement..............................................................................................................92

1.20.1 Enable Chatbot for Tenants......................................................................................... 921.20.2 Reset Cognito Users for Tenants.................................................................................93

1.21 Enable Approval Confidence Calculator for Tenants............................................................ 931.22 Elasticsearch Catalog Search Engine...................................................................................94

1.22.1 Set Up ElasticSearch on AWS - for Production Team................................................. 941.22.2 Elasticsearch System Settings.....................................................................................951.22.3 Elasticsearch Index......................................................................................................951.22.4 Manage Elasticsearch..................................................................................................98

2 Messaging...................................................................................................................................... 1012.1 Broadcast Message...............................................................................................................101

2.1.1 Broadcasting a Message..............................................................................................1012.2 Fax Messages.......................................................................................................................102

2.2.1 Sending Fax Messages to Tenants or Users...............................................................102

3 User Management..........................................................................................................................1033.1 Group Management.............................................................................................................. 103

3.1.1 Group Addition/Editing................................................................................................. 1043.1.1.1 Adding a Group...................................................................................................1053.1.1.2 Editing a Group................................................................................................... 105

3.1.2 Deleting a Group..........................................................................................................1063.1.3 Setting Spend Limits for Groups.................................................................................. 1063.1.4 Define Permissions...................................................................................................... 106

3.2 User Management.................................................................................................................1063.2.1 User Addition and Editing.............................................................................................108

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3.2.1.1 Adding a User..................................................................................................... 1143.2.1.2 Editing a User..................................................................................................... 114

3.2.2 Deleting a User............................................................................................................ 1143.2.3 Disabling a User...........................................................................................................1143.2.4 Enabling a User............................................................................................................1143.2.5 Copying a User Profile................................................................................................. 1153.2.6 Granting Users Access to Available Modules.............................................................. 1153.2.7 Removing Users Access to Available Modules............................................................115

4 Permissions....................................................................................................................................1164.1 Inherited Link.........................................................................................................................1174.2 Adding or Editing Permissions for a User/Group...................................................................117

5 Location Management....................................................................................................................1195.1 Location Group Management................................................................................................119

5.1.1 Location Groups Addition and Editing..........................................................................1205.1.2 Add Location Groups................................................................................................... 1205.1.3 Edit Location Groups....................................................................................................1205.1.4 Delete Location Groups............................................................................................... 121

5.2 Location Management...........................................................................................................1215.2.1 Location Addition or Editing......................................................................................... 1225.2.2 Adding a Location........................................................................................................ 1245.2.3 Editing a Location.........................................................................................................1245.2.4 Deleting a Location...................................................................................................... 124

5.3 Accounts................................................................................................................................124

6 Tenant Creation..............................................................................................................................1256.1 Adding Tenants in the Database...........................................................................................1286.2 Default Permissions Assigned to a Tenant........................................................................... 1316.3 Tenant Creation Processing for SystemSettings Table.........................................................134

7 Clustering....................................................................................................................................... 1367.1 Multi-Tenant Cluster Features...............................................................................................136

8 Integrations.....................................................................................................................................1398.1 Basware Network.................................................................................................................. 139

8.1.1 Required Configuration................................................................................................ 1398.1.2 Sending a Purchase Order...........................................................................................1408.1.3 Vendor Response to Purchase Order Delivery............................................................1418.1.4 PO Delivery Errors....................................................................................................... 1418.1.5 Closing or Deleting a Purchase Order......................................................................... 1418.1.6 Field Mapping for Purchase Orders............................................................................. 1418.1.7 Invoices........................................................................................................................145

8.1.7.1 Invoice Retrieval................................................................................................. 1458.1.7.2 Vendor Invoice Matching.................................................................................... 1468.1.7.3 Location Invoice Matching.................................................................................. 147

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8.1.7.4 Network Invoices in Invoice Manager................................................................. 1478.1.7.5 Debugging/Testing Invoice Processing...............................................................1488.1.7.6 Credit Notes........................................................................................................ 148

8.1.8 Basware Network Vendor Data Management..............................................................1498.1.8.1 Vendor Data Sync for Basware Network Scan & Capture.................................. 1498.1.8.2 Manually Running the Vendor Data Sync........................................................... 1518.1.8.3 Manual Vendor Data Extract for Basware Network Vendor Manager.................1528.1.8.4 Manually Extract Vendor Data from Basware Network.......................................154

8.2 P2P AP Automation...............................................................................................................1548.2.1 P2P AP Automation Integration Required Setup......................................................... 1558.2.2 Session Synchronization - P2P Purchase Manager to P2P AP Automation................1558.2.3 Invoices from P2P AP Automation...............................................................................1568.2.4 Invoice Receiving Discrepancy.................................................................................... 1598.2.5 Accounts Coding Segments with P2P AP Automation Integration...............................1608.2.6 Budgets Affected by P2P AP Automation Integration.................................................. 161

8.3 Basware P2P Product Manager............................................................................................1628.4 Basware Access....................................................................................................................1638.5 Enable BOLO Integration for a Tenant..................................................................................1648.6 Enable Excalibur Integration for a Tenant.............................................................................1658.7 Enable Material Transfer for a Tenant...................................................................................165

9 User and Session Tracking............................................................................................................ 1679.1 Google Analytics™................................................................................................................167

9.1.1 Using Google Analytics................................................................................................1679.1.2 Configuring Custom Dimensions in Google Analytics..................................................1689.1.3 Confirming Proper Setup of Custom Dimensions........................................................ 1689.1.4 Creating a Custom Report from Google Analytics....................................................... 170

9.2 LogRocket............................................................................................................................. 170

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1 Global AdministrationThis chapter outlines the detailed global administration components of the Basware P2P setup.Many of the capabilities mentioned in this chapter will affect the global behavior of the BaswareP2P setup.

System setup is an integral part of the Basware P2P Setup. These components are normallysetup and maintained by the global administrator. As changes and/or updates to the areasmentioned in this chapter will affect the behavior of Basware P2P, Basware recommends thatchanges are made in the Training environment first before making any Production-relatedchanges.

Basware P2P supports a different software paradigm. One instance can run multiple tenantswho each get a full Basware P2P environment to work with - the reasons for this are increasedmanagement, scalability, etc. This describes the changes in the system for the administrators.

Multi-Tenant Instance: All starts with Tenant ID 1, which is the administrative subsystem.

All other tenants are created within Tenant 1.

1.1 HTTPS Configuration Instructions – Required for ALL

Production ServersThis section covers steps required to configure the web servers appropriately. In addition, if thesystem absolute address setting (system setting 3011 – Absolute Address of the Web Serverwithout Path) is set to an HTTPS URL, any incoming requests over HTTP are now automaticallyredirected to an HTTPS URL.

1.1.1 Upgrade Impact

If the system absolute address setting (system setting 3011) is set to an HTTPS URL, anyservices, which communicate with the Basware P2P system, must be configured to utilize anHTTPS URL. This includes:

• PITIC• CloudGuard• Client Single Sign-On Implementations• Any customizations that use VAPI or otherwise make requests to Basware P2P

system.

Any inbound request over HTTP returns a “301 Moved Permanently” response. Tools thatreceive this response may fail to function if not updated to utilize HTTPS connection.

Also, check for any system settings which use HTTP URL:

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© Copyright 1999-2019 Basware Corporation. All rights reserved. 7

SELECT * FROM SystemSettings WHERE VarText LIKE 'http:%'

If any settings returned from this query reference this instance (as opposed to an external link ofsome kind), they must be updated to use HTTPS URL.

1.1.2 Verifying Configuration

A tool has been provided to determine if site configuration supports HTTPS-only setup.

1. Log in as the global administrator.

2. Manually change the URL to: cfms/test/https/httpsConfigTest.cfm

3. Click Test.

The server attempts to make an HTTPS request to itself. This is the same way that scheduledtasks, PO Preview, and some other processes work. So it is critically important that this testpasses.

If the test fails, you need to load the certificate into the Java keystore. This happens if the serveruses a self-signed certificate or another certificate that is somehow not recognized by a signingauthority.

1.1.3 Obtaining Certificate

If you do not have a copy of the certificate, you can get it from IIS:

1. Launch IIS Manager.

2. Select Server and double-click on Server Certificates.

3. Double-click on the certificate you are using.

4. Click Details tab, then select Copy to File.

5. Select defaults for all options. For Filename, give it a filename you can find later,such as c:/temp/localcertificate.cer.

1.1.4 Adding Certificate to Keystore

1. Browse to the directory containing the JRE used by ColdFusion (say, C:\verian\java\jre).

2. Browse to the lib\security subfolder.

3. Make a backup of the cacerts file.

4. Open a command window and go to the jre\bin folder.

5. Issue this command to add the certificate to the keystore (changes paths asnecessary): keytool -import -v -alias myserver-cert -file c:

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\temp\localcertificate.cer -keystore C:\verian\java\jre\lib\security\cacerts

6. When prompted for password, the default is changeit

7. When prompted if you want to import the certificate, type yes and press enter.

8. Restart ColdFusion services.

1.1.5 Cluster Configuration

When operating Basware P2P in a cluster, all rows in the Servers table of the database mustutilize HTTPS URLs for the ServerBaseURL and PublicBaseURL columns. Without thisconfiguration, cluster servers cannot communicate with one another.

After configuring the cluster to use HTTPS URLs, perform a global system reset. Then log in toeach cluster node as the global administrator and go to the System/ClusterStatus menu item.Ensure that all URLs displayed are HTTPS, and that a ping to each node is successful.

HTTPS URL is required when accessing cluster nodes directly. Using an HTTP URL to accessan individual node results in a redirect back to the secure load balancer.

1.1.6 Disabling SSL 2.0 and SSL 3.0 protocols

Follow the instructions below to disable PCT 1.0, SSL 2.0, and SSL 3.0 protocols for secureserver communication. These protocols are insecure and have known exploits. Disabling thesecause the server to use the more secure TLS 1.0 protocol.

Warning: This requires changing the Windows registry. Be extra careful! You need tofully restart Windows, so plan accordingly.

1. Run Registry Editor (Start / Run / regedit). This requires administrative privileges.

2. Navigate to the following key: HKey_Local_Machine\System\CurrentControlSet\Control\SecurityProviders\SCHANNEL\Protocols

3. Create the below key (directory) structure under the Protocol key. Create any keysthat do not exist, but do not delete anything that is already there.

Protocols/

PCT 1.0/

Server/

SSL 2.0/

Server/

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SSL 3.0/

Server/

Example screenshot:

4. In each of the “Server” keys defined above, right-click and select “New/DWORD(32-bit) Value”. Name the value “Enabled” and leave the data as the default(0x00000000 (0))

5. Restart Windows.

Further information:

https://support.microsoft.com/en-us/kb/187498

http://forums.iis.net/t/1151822.aspx?Disable+SSL+v2+in+IIS7+

1.1.7 Disabling SSL 2.0 and SSL 3.0 Protocols on Amazon Load Balancer

Disable SSL 2.0 and SSL 3.0 Protocols on Amazon Load Balancer

Support for SSL 2.0 and SSL 3.0 protocols were deprecated by Amazon Web Services as ofOctober 2014. Details on the security protocols used by Amazon Elastic Load Balancer can befound at the following location: http://docs.aws.amazon.com/ElasticLoadBalancing/latest/DeveloperGuide/elb-security-policy-table.html

1.2 System SettingsSystem settings govern how Basware P2P presents itself to users. It allows easy configurationof the system and business practices without programming. System settings are highlyconfigurable to fit different types of processes. There are over 700 system settings to search.System settings are found under the System section of the Administration page.

1.2.1 System Setting Types

The Systems Settings page allows the global administrator to manage all the system settingsfrom a central location. The settings consist of three different types categorized as follows:

Global Settings – The information here impacts the overall system and can only becontrolled by the global administrator. The values impact all users of the system. The tenants donot see these system settings.

Global Setting/Optionally Tenant Specific Setting – These settings are normally controlled bythe global administrator. The tenant inherits the global administrator’s values for these settingswhen created. If the global administrator changes any of his default values, the tenant’s valuesremain the same. If the tenant changes any of these values and then the global administrator

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https://support.microsoft.com/en-us/kb/187498

http://forums.iis.net/t/1151822.aspx?Disable+SSL+v2+in+IIS7+

http://docs.aws.amazon.com/ElasticLoadBalancing/latest/DeveloperGuide/elb-security-policy-table.html

http://docs.aws.amazon.com/ElasticLoadBalancing/latest/DeveloperGuide/elb-security-policy-table.html

changes his default values, the tenant values remain intact. The global administrator can makechanges to these system settings for each tenant.

Tenant Specific Setting – Every tenant has a value explicitly set for this type of setting. Thetenants always control specific values for these settings and all changes have to be made at thetenant level. No values are inherited from the global administrator in this case – the defaultvalues take precedence. The global administrator can make changes to these system settingsfor each tenant.

There are two types of administrators – global and tenant. Access to the settings is given basedon the type of administrator logged into the system. A global administrator is given access to allthree setting types, including the tenant specific settings that are the individual settings for eachtenant. On the other hand, tenant administrators only have access to settings pertaining to theirown instance, which are settings type 2 and 3. They do not have access to settings that couldaffect other tenants. They are only given the ability to manage settings that pertain to theirparticular instance.

1.2.2 Summary of System Setting Functionality

Users are able to select system settings groups from the collapsible menu for easy access.

Each settings group is divided into subsets of the settings with headings.

Users have the ability to search using the following options:

• Select a setting group from the collapsible menu of available lists in order to view onlythe system settings within the group

• Type in a keyword that searches the description/name of the system setting• Enter the ID of a specific system setting• Manage System Settings (18)

The following permission is required to access this functionality:• Manage System Settings (18)

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1.2.2.1 System Settings Administration Page

Figure 1: System Settings page

Figure 2: System Settings page with tenant information

Table 1: System Settings page action definition

Action Definition

Expand All Opens all the folders in the left navigation pane.

Collapse All Closes all the folders in the left navigation pane.

Search Executes a system settings search based on the criteria entered in

one or more of the system settings search fields.

Clear Filter Clears search criteria, resets the setting grid, and deletes all unsaved

information.

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Table 2: System Settings page field definition

Field Definition

Select Tenant Select the tenant from the drop-down box. The current values for the

selected tenant are displayed after a few seconds.

Search Enter a key word the search field for system settings matching that

key word to be displayed. Enter the number of the system setting for

that system. Note: The complete system setting number has to be

entered. The system does not search for partial numbers.

Table 3: System Settings page column definition

Column Definition

ID The system setting number for the corresponding system setting.

Users are able to search for system settings by this number.

Setting The name of the system setting. The name generally gives an idea of

the role for the system setting. Users are able to search for to search

for system settings by using key words from the system setting name.

Current Value The current value is the value stored in the system’s memory for the

selected tenant. Only the first 20 characters are displayed. If there

are more than 20, the twentieth character is followed by an ellipsis…

To view the entire content of the current value, mouse over the

current value that has an ellipsis.

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Column Definition

Type There are three types of system settings. Global, global/tenant, and

tenant. Global – the information impacts the overall system and

can only be controlled by the global administrator. The values impact

all users of the system. The tenants do not see these system

settings. Global/tenant – these settings are normally controlled by

the global administrator, but upon his/her choosing, the control of

these settings may be extended to a specific tenant. If extended, the

tenant can make changes. If not extended, the tenant will not see the

setting and the setting is inherited as the global default. Changes can

be made by the global and tenant administrators. Tenant – Every

tenant has a value set explicitly set for this type of setting. The tenant

always controls specific values for them and changes are made at

the tenant level. System default values are the inherited values.

Changes can be made by the global and tenant administrators.

Table 4: Setting Information definitions

Name Definition

Setting ID The system ID for the system setting.

Name The name of the system setting. The name generally gives an idea of

the role for the system setting. Users are able to search for system

settings by using key words from the system setting name.

Description A description of the function of the system setting.

Figure 3: Review System Settings page

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Table 5: Review System Settings page action definitions

Action Definition

Reset System Click this action to save the changes that have been made to the

system settings displayed on this page. This action will change the

new values to the current values in the system’s memory.

Discard All Changes Click this action to discard all current changes from the new value to

the current value. A confirmation page is displayed.

If one system setting change needs to be discarded, clickthe red x icon to the left of the system setting. Aconfirmation page is displayed.

Search Click this action after entering a setting name or an ID number in

the search field. This feature is only to search for system settings

that are listed on this page.

Clear Filter Click this action to display all the changed settings in the Review

System Setting page.

System Settings Click this action to return to the System Settings page.

Table 6: Review System Settings page column definitions

Column Definition

ID Displays the system ID for the system setting.

Setting Displays the system setting.

Tenant Name Displays the tenant name (and ID) that the setting being changed

belongs to.

Current Value Displays the current value store in the memory for the tenant.

New Value Displays the new value that will be stored in the memory for the

tenant once the system is reset.

Important Notes

If the global administrator has made changes to a tenant’s system settings and has not resetthe system a couple of things can happen.

If the tenant administrator attempts to reset his system by clicking the reset system link, theReview System Settings page is displayed.

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If the tenant administrator is making changes to his system’s system settings and clicks theClick here to review link, his changes are listed as well as the changes the global administratormade for the tenant.

If the tenant resets his system without reverting the changes to the system settings made by theglobal administrator, the changes are made to the tenant’s system. The changed systemsettings are removed from the tenant’s Review System Settings page and the globaladministrator’s Review System Settings page.

This scenario works in reverse as well. If the tenant administrator makes changes to his systemsettings and does not reset the system, the above scenarios can happen with the globaladministrator.

1.2.3 Initial Setup and Available Values for each System Setting field type

To change system settings, the user must have the permission that assigns the rights tomanage the system settings. Typically, only Multi-Tenant administrators are given the right tomanage and control system settings. When looking for a specific system setting, use theoptions described in the functionality section of this chapter.

There are several types of values of system settings that are encountered during initial set-up orwhen continuing the application rollout. Static values are represented using radio actions ordrop-down lists. Pop-up boxes are used when a list of options is available. User-defined fieldsrequire text entry and the user may be prompted to browse and select a file or path from adialog box if required. In addition, instead of entering number values that represent definitions(for example, 1= restrict), the definitions are included in a drop-down list. The following is asummation table of system settings values.

Value Type New control used

On or off Yes or No radio actions.

Finite list of options Pop-up window selection box.

File or path Free form text entry and a browse action that opens the

Explorer dialog box for look ups.

Limited selection Drop-down list.

1.2.4 Important Notes

If the global administrator has made changes to a tenant’s system settings and has not resetthe system a couple of things can happen.

If the tenant administrator attempts to reset his system by clicking the reset system link, theReview System Settings page is displayed.

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If the tenant administrator is making changes to his system’s system settings and clicks theClick here to review link, his changes are listed as well as the changes the global administratormade for the tenant.

If the tenant resets his system without reverting the changes to the system settings made by theglobal administrator, the changes are made to the tenant’s system. The changed systemsettings are removed from the tenant’s Review System Settings page and the globaladministrator’s Review System Settings page.

This scenario works in reverse as well. If the tenant administrator makes changes to his systemsettings and does not reset the system, the above scenarios can happen with the globaladministrator.

1.2.5 Limitations

If ColdFusion service is restarted, the current values will be lost and the new values are loaded.This means that all system settings under review will be applied without review. This is afundamental limitation of this function. There is no guarantee that all system setting changes willalways be reviewed.

It is possible that the application scope can timeout, which will trigger an automatic global reset.This will apply the system setting changes without confirmation as well. The setting for theapplication variable timeout can be found in the ColdFusion Administrator/Server Settings/Memory Variables.

In addition, any administrator capable of resetting the system is taken to the Review SystemSettings page to review all current changes when a system reset is performed.

Example:

Admin A changes settings 1, 2, and 3

Admin B changes settings 4 and 5

If Admin B performs a system reset, he sees the changes for all 5 settings. In other words, thereis no intent to create a system of approval routing for system setting changes. If the reset isperformed at the tenant level, the tenant is only able to see changes made to his systemsettings and no other tenants. The tenant administrator is only able to reset his system settingsand no other tenants. If the reset is performed at the global administrator level, the globaladministrator is able to see all the tenant changes. The global administrator is able to reset allthe system settings.

Due to potential conflicts described above, it is always prudent to review changes andreset the system as soon as the system settings are changed.

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1.2.6 Assigning a Global System Setting

Upon completion, all the tenants are assigned the value for the selected global systemsetting.

To assign global system settings:

1. From the Dashboard, navigate to > System > System Settings.

2. Search for the system setting either by ID or name and click Search.

3. Select the system setting group in the first panel.

4. To select a global system setting, click the line with the system setting icon inthe type field to highlight.

5. Assign the value of the system setting, and then click Save Settings.

6. Click the Click here to review link to review the changes.

7. Click Reset System.

8. Click Yes.

The system is reset – the System Reset page is displayed. When the reset is complete, theTenant Administration page is displayed. All tenants are assigned the value specified in theglobal system setting.

1.2.7 Assigning a Global/Tenant Specific Setting

If this is a global change and tenants have been created before this change, thedefault value does not change for these tenants. This change only affects new tenantscreated after the change. The values for the tenants listed in the lower grid need to bechanged individually.

To assign global/tenant system settings:




4. To select a global/tenant system setting, click the line with the system settingicon on it to highlight.

The third panel is displayed with the system setting information and with a list oftenants.

The tenants displayed in this list may have their own values assigned forthe system setting.

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5. Assign the value of the system setting, and then click Save Settings.



8. Click Yes.

The system is reset – the System Reset page is displayed. When the reset is complete, theTenant Administration page is displayed. All new tenants now default to the selected value forthe system setting.

1.2.8 Adding a Tenant in Tenant Specific Settings

To add a tenant in tenant system settings:




4. To select a tenant-specific system setting, click the line with the system settingicon on it to highlight.

5. Click Add Tenant.

6. Double click on the tenant to add.

7. Assign the value of the system setting, and then click Save Tenant Changes.



10.Click Yes.

The system is reset – the System Reset page is displayed. When the reset is complete, theTenant Administration page is displayed. The specified tenant now has the defined value for thesystem setting.

1.2.9 Assigning a Tenant Specific Setting

To assign tenant specific system settings:




4. To select a tenant-specific system setting, click the line with the system settingicon on it to highlight.

5. Double click the tenant to change.

6. Assign the value of the system setting, and then click Save Tenant Changes.


Basware P2P 20.9



9. Click Yes.

The system is reset – the System Reset page is displayed. When the reset is complete, theTenant Administration page is displayed. The specified tenant now has the defined value for thesystem setting.

1.2.10 Reverting Selected Changes for System Settings

To revert selected changes for system settings with changes:


2. When there are system settings that have changes and the system has not beenreset the following message is displayed in the right corner “System Settings havechanged. Click here to review..” Click Click here to review.

3. Click the red x icon to the left of the system setting that is not to be changed.

A confirmation page is displayed.

4. Click Yes.

5. Click OK.

1.2.11 Reverting All Changes for System Settings with Changes

To revert all changes for system settings with changes:


2. When there are system settings that have changes and the system has not beenreset the following message is displayed in the right corner “System Settings havechanged. Click here to review..” Click Click here to review.

3. Click Discard all Changes.

4. Click Yes on the confirmation page.

5. Click OK.

1.3 Session TimeoutGlobal administrators do not receive the Session Timeout pop-up message that tenant usersreceive. The system automatically extends the session for the global administrator. The mainreason for this is to prevent upgrades from failing due to a session timeout.

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1.4 Terms of UseThe global administrator can create and require the acceptance of terms of use for all tenants inan environment. The following system settings control this functionality:

• 11660 - Enable Terms of Use• 11661 - Require Users to Accept Terms of Use

By default, Terms of Use is disabled on an environment. If enabled, the Terms of Use link isdisplayed in the footer of all desktop pages and the mobile app login page. The globaladministrator must upload the contents of the terms of use via > File Manager in order forthe function to work properly.

As of the 17.1 release, this functionality is not intended for use with the regularProduction environments. It is turned on only at the request of Basware businesspartners.

1.4.1 Enabling and Uploading Terms of Use

To enable Terms of Use and upload the Terms of Use contents:

1. Log in as the global administrator.

2. Navigate to > System > System Settings

3. Enable system setting 11610 - Enable Terms of Use.• Additionally, if accepting the terms of use is to be required, enable system

setting 11661 - Require Acceptance of Terms of Use.

4. Navigate to > Other Data > Basware File Manager.

5. Click Upload.

6. In the Upload Type dropdown, select Terms of Use. Click Next.

7. Browse for the terms of use file to upload. Follow the guidelines below for thecontents:• Must be in simple HTML format with inline CSS• For a traditional Terms of Use format, it is recommended to use a simple <h1>

or <h2> heading followed by an <ol> ordered list with each <li> list itemcontaining an <h3> to <h5> heading and <p> paragraph.

• Nested lists, both unordered and ordered, are supported.

8. Click Import File.

The file is uploaded. The Terms of Use contents are updated accordingly and can be checkedimmediately by clicking Terms of Use at the bottom of any page in the desktop application.

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1.5 Reset SystemYou are not directed to another page when you click this link. Reset System forces the systemto go back and read any system settings that have been changed. This feature avoids having toreboot the server.

After any system setting or group of settings has been updated, the system needs to be resetfor the changes to take effect .

The following permission is required to access this functionality:

• 18 – Manage System Settings

Resetting the System

Click the Reset System link on the System menu. Basware P2P immediately updates toaccommodate the changes made.

If the Reset System link is clicked from the System menu group and there are pending systemsetting changes, the Review System Settings page is displayed.

1.6 Clear CacheLocation: > System > Clear Cache

Clearing the cache clears any cached queries and also any files cached by ColdFusionadministrator. In a cluster environment, the cache is cleared on all server nodes.

Since ColdFusion is not stopped when applying maintenance packs in Production, theProduction Team must clear the cache in ColdFusion Administrator on every node. This actionautomates that process, and eliminates the risk of accidentally missing a server node orperforming the wrong action in ColdFusion Administrator.

1.7 Maintenance ModeWhen a system enters maintenance mode, any existing sessions with a tenant ID greater than 1are ended. Any new page requests for users on a tenant other than tenant 1 (globaladministrator tenant) are directed to a static HTML page informing them that the system is inmaintenance mode. The global administrator is allowed to log in to a tenant during maintenancemode using the log in to tenant functionality. VAPI calls return a similar error message. Themaintenance mode state is stored in the Application scope. Thus, a global reset or a forcedreset of ColdFusion services disables maintenance mode.

Once the global administrator enables maintenance a confirmation message is displayed. Anexplanation of how to disable maintenance mode is displayed after the confirmation message.To disable maintenance mode, the global administrator needs to do a global reset of the

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system. However, if the global administrator clicks the Maintenance Mode link while still inmaintenance mode, a message is displayed informing him how to disable maintenance mode.

No scheduled tasks should be scheduled to run when the system is in maintenancemode.

When the Enable Maintenance Mode page is displayed, the global administrator has the optionto enter a custom message that is displayed to users when the system is in maintenance mode.

Figure 4: Maintenance Mode Confirmation page

1.7.1 Entering Maintenance Mode

To enter maintenance mode:

1. From the Dashboard, navigate to > System > Maintenance Mode.

2. If desired, enter a custom message for users. Click Continue.

3. Perform the actions that need to be performed while in maintenance mode.

4. Click the Reset System link to end maintenance mode.

1.8 Scheduled TasksScheduled tasks can be used to schedule automated data imports and any user defined customtasks. Tasks can be set up to run at a particular time, at a particular frequency, or can be runmanually.

The following daily scheduled tasks run behind the scenes to maintain the Basware P2Pplatform:

1. PITMain2. PITHourly3. PITMainDayBegin4. PITEInvoiceRead5. PITEInvoiceCheck6. PITDepreciation7. PITEDI8. PitMail

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9. PitJobProcessor10.PITProcessLevel3CCData

The first three scheduled tasks consist of multiple actions.

Scheduled Task Timing

• PITMain starts at 0-14 minutes after the hour.• PITMainDayBegin always starts 30-44 minutes after the hour.

• This change is to ensure that the two tasks never overlap.• Typically, PITMain only executes for a tenant when the tenant’s system’s local time is

between 11:00 pm and 12:00 am, and PITMainDayBegin only excutes for a tenantwhen the tenant’s system’s local time is between 12:00 am and 1:00 am.• If the system detects that it has been over 24 hours that one of these tasks has not

run for a tenant, the task is executed regardless of the local time.• The reasoning behind this is if it has been over 24 hours since one or both of these

tasks have been last executed, then the tasks failed or they were missed due to asystem outage.

• Basware recommends that reports be scheduled under the ReportManagement module.

• Clients on the Cloud are not able to schedule tasks. Only the globaladministrator is able to schedule tasks.

1.8.1 PitMain

The actions that are included in PitMain are

• Failed Task Notifier• Clean Temp Directory• Daily Check• Update Pending• Cycle Count Check• Update Ordered Quantity• Demand Forecast• EOQ Calculation• Auto Order• Catalog Update Check• Import Update Check• Process Removed Item Units• Create e-invoice Directory Structure• Delete Archived Invoice Files• Remove Old Jobs

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1.8.2 PitHourly

The actions that are included in PitHourly are:

• Populate Expense Receipts• Check Cluster Tasks• Fax Confirm DB• FTP ICC• Check SMTP• Fax Monitor• WO Overdue Check• Fax Process Web• PO Release• Clean Decrypted Import Temp Directory• Email Invoice Check• Process Inbound Invoice• Game Queue Processor

1.8.3 PITMainDayBegin

The actions that are included in PitMaindayBegin are:

• Check Contract Expiration• Reset Vendor Exchange Rates• Generate Standing Orders• Check Currency Gaps• Create Work Orders• Execute Maintenance Tasks• Warranty Notification• Work Order Start Date Check• Expense Advance Overdue Check• Rule Escalation Check• Recurring Invoice Task• Clear Orphaned Customer Data• Item Vendor Active Catalog Update• Item Category Hierarchy Update• Item Category Active Catalog Update• Item Catalog Thumbnail Update• Clear Temporary Invoice Data• Clear Temporary Imports• Expense email Receipts

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• Delete Expense email Receipts• Remove Old Expense Itineraries• Budget Invoice Expense• Check Wait Receiving Discrepancy• Check Receiving Discrepancy• Metrics Tasks• Data Attributes Types Check• Clear Expired SSO Tokens• Solr Data Update• Update Externally Sourced Items Statuses (only for tenants with Bravo Integration

enabled)

1.8.4 Additional Scheduled Tasks

Basware P2P has tasks that run behind the scenes as well. These tasks are:

• eInvoiceRead (10 minutes)• eInvoiceCheck (10 minutes)• Calculate Depreciation (30 minutes)• Depreciation Entry (30 minutes)• Denormalize Invoices for Export (30 minutes)• Vendor Network Integration Task (15 minutes)• PITMpmIntegration (every 15 minutes) - only runs if system setting 22151 - Basware

P2P Product Manager URL is configured.

1.8.5 Task Monitoring

Basware monitors the five daily scheduled tasks listed above. The following information islogged in the database:

• The main name of the scheduled task that ran• Each action has it's own row in the log with start and end times.• The status of the scheduled task

• In Processing• Completed• Exception

• If the scheduled task has an exception, the error message is stored.

If there are any errors when one of the five daily scheduled tasks is running, the system notifiesthe users whose email addresses are listed in system setting 511. The system also alerts thespecified users if a task runs for an extended period.

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Basware does not monitor any other scheduled tasks than these five:

1. PitMain2. PitHourly3. PitMainDayBegin4. PitMail5. PitEDI

1.8.6 Task Management

Figure 5:

Table 7: Task List page action definitions

Action Definition

Add Allows the global administrator to schedule a task.

Edit Allows the global administrator to edit a scheduled task.

Delete Allows the global administrator to delete a scheduled task.

Run Task Allows the global administrator to run a task

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Action Definition

Reschedule Cluster Allows the global administrator to manually reschedule tasks on a

cluster environment after a system reset. This must be done

when servers are added or removed from the cluster.

If a task is assigned to a server that no longer exists inthe cluster, that task is assigned to a new server whenthis action is performed.

Rebalance Cluster Allows a global administrator to rebalance the scheduling servers

when servers are added or removed from the cluster. This action

balances out the number of tasks that are run on each server in a

cluster.

If Rebalance Cluster is executed first, thenReschedule Cluster does not need to be executedsince Reschedule Cluster is a subset of theRebalance Cluster functionality.

When servers are added or removed from the cluster, the global administrator mustmanually reschedule and/or rebalance the cluster from the Task List page.

1.8.6.1 Scheduled Task Addition and Editing

The Add Task page and the Edit Task page have the same attributes.

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Figure 6: Add Schedule Task page

Field Definition

Task Type Select a task type from the drop-down list.

Tenant Select the tenant to schedule the task for.

Task Name Enter a name for the task.

Schedule Task Select a task schedule. The available options are daily, monthly,

once, and weekly.

Interval (Minutes) For

Daily reports only

Enter an interval for the schedule in minutes.

Enter 1440 if daily is selected.

Start Date Select a date using Calendar when the scheduled task should run.

Start Time Select a time for the start of the scheduled task.

Stop Date Select a date when the scheduled task needs to stop.

Stop Time Select a time when the scheduled task needs to stop on the

selected stop date.

Save Output to File Select whether the output of the task should be saved to a file.

File Name If yes is selected in the above field, enter the name for the file.

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1.8.6.2 Adding a Scheduled Task

To add a scheduled task:

1. From the Dashboard, navigate to > System > Schedule Tasks.

2. Click Add.

3. Select a task type from the drop-down list. The following task type is displayed:• Run Custom Task: User run custom task to run any custom task created by

Basware.

4. Fill in the following information on the Schedule Task page:• Task Name• Schedule Timing: Daily (must set interval time to 1440), Monthly, Once, or

Weekly• Interval Time: only required if Schedule timing is set to Daily. Must be set to

1440.• Start Date• Start Time (can be in 12-hr or 24-hr formats)• Stop Date• Stop Time (can be in 12-hr or 24-hr formats)

5. Click Save Output to File to save the output of the scheduled task to a file.

6. Enter a valid file name - must be associated with the current server.

7. Click Continue.

8. If run custom task was selected as the task type, enter the URL and click Set URL.

1.8.6.3 Editing a Scheduled Task

To edit a scheduled task:


2. Select the task to be edited and click Edit.

3. Edit the necessary fields and click Continue.

4. Select the custom task from the drop-down list and click Set URL.

1.8.6.4 Deleting a Scheduled Task

To delete an existing scheduled task:


2. Select the task to be deleted and click Delete.

3. Click OK in the verification pop-up.

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1.8.6.5 Running a Task

There are times when a task needs to be run outside the scheduled time. Select the task andclick Run Task to run the task immediately.

1.8.7 System Tasks

The System Tasks functionality allows the global administrator to manually run daily scheduledtasks for selected tenants. This functionality is particularly useful after an upgrade or amaintenance window if either occurred during one of the system tasks period.

Select Tasks

• PitMain and PitMainDayBegin are the two system tasks that can be run from thispage.

• Only one task can be run at a time.• An entry is added to the audit log whenever a system task is manually executed.• Sample audit entry when a system task is manually executed.• When manually running system tasks in a cluster environment, the global

administrator must be logged in to the system scheduling server.• This is the server that has flagSystemScheduling=1 in the Servers table on the

database.• If the global administrator tries to run a system task manually on another server, the

following error message is shown:

Select Tenants• All enabled tenants are listed – these tenants are sorted by the time the selected task

was last run.• If the time since the selected task’s execution for the tenant is over 24 hours, this

usually means the tenant missed the task due to a maintenance window.• Last executed: unknown displays for new, imported, and/or migrated tenants.• A single tenant or multiple tenants can be selected.• The global administrator running the system task can enter his name. This information

is recorded in the Audit log.

Confirmation• An information message is shown when the task is executed.• Since the task runs in a separate thread, no task out is displayed on this page.

Auditing• An entry is added to the audit log whenever a system task is manually executed.• Sample audit entry when a system task is manually executed.

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Column Name Information Provided

Audit Category system

Audit Subcategory task

Audit Message Manually running PitMainDayBegin for tenants [4,2]. Initiated by

global admin user self-identifying as “Alice”.

Cluster Environment Behavior• When manually running system tasks in a cluster environment, the global

administrator must be logged in to the system scheduling server.• This is the server that has flagSystemScheduling=1 in the Servers table on the

database.• If the global administrator tries to run a system task manually on another server, an

error message is shown

1.8.7.1 Running a System Task Manually

Figure 7: Run System Scheduled Tasks Manually – Step 1 Select Task

Figure 8: Run System Task Manually – Step 2 Select Tenants

Field Definition

Scheduled Tasks Select which scheduled system task you want to run.

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Field Definition

Tenants Select the tenants that need to have the selected scheduled task

run.

To manually run a system task:

1. From the Dashboard, navigate to > System > System Tasks.

2. Select the system-scheduled task to run.

3. Click Next.

4. Select the tenant or tenants that need to have the selected task run.

5. Enter the name of the global administrator manually running the system scheduledtask. The name is recorded in the Audit log.

6. Click Run Task for Tenants.

1.9 Session ManagerThe session manager page allows the global administrator to view all current sessions. Allsessions initially have “unknown” status. The global administrator can use Refresh to get theupdated status for each user. End Session ends that user’s session (forcing the user to log inagain to regain access).

Figure 9: Active Sessions page


• Global Administrator (15)

1.9.1 Viewing the Session Manager

To view the session manager page:

Basware P2P 20.9


1. From the Dashboard, navigate to > System > Session Manager.

2. To update a users's status, click the icon.

The status is updated to active or inactive.

3. To end a user's session, click the icon.

1.10 License InformationThis area requires no entry or management. It is used to review the number of users in theorganization’s setup and how many are being used currently. It also provides systeminformation that is useful for technical support.


• 15 – Global Administrator

The global administrator is able to see full license information on the Tenant Administrationpage. Tenant users with permission to view the license page – permission 18 – Manage SystemSettings, however, see a restricted view of the License page.

• The following fields are not displayed to tenants:• Main Company• Tenants versus Max Tenants• Operating System• OS Info• OS Version• OS Build• Webserver Software• Expiration Date• License by Module• User Count

The following fields only display information relative to the current tenant when view by tenants:

In addition, only the global administrator is able to update the license file or apply patches.

Basware P2P 20.9


Figure 10: License Information page

1.10.1 Viewing the License Page

To view the license page.

From the Dashboard, navigate to > System > License.

1.11 Application of Bundle PatchThe global administrator uploads the patch via the normal patch application process. If theuploaded patch is an upgrade bundle, the confirmation message after the upload indicates thatthis patch cannot be reverted.

The system verifies the database credentials provided before starting the upgrade process, toensure there are no errors executing the database queries. The global administrator is be ableto successfully run queries that include CREATE, INSERT, UPDATE, DELETE, SELECT,ALTER, VIEW, TRIGGER, and DROP statements, as all of these may be needed for databasechanges.

Before applying the patch, the system automatically enters maintenance mode. The globaladministrator is notified and strongly encouraged to perform a full database backup.

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For upgrade bundles, DBMS scripts are applied before the files have been copied. The scriptsare applied one at a time, via an http request, in order to prevent script timeouts. A progress baris displayed to provide feedback on the amount of work to be done. After the DBMS scriptshave run successfully, the patch applies the file changes as usual. When applying patches, allexecuted database queries are logged in a PatchQueries.log file.

After successfully applying the patch, the system automatically runs the necessary upgradetasks and upgrades the system in the database. This automatically resets the system, thusdisabling maintenance mode. In the event of an error, the system will not reset automatically.

If the global administrator has any additional maintenance tasks to perform, he must re-enablemaintenance mode.

1.11.1 Scheduled Upgrades

Scheduling is not permitted for upgrade bundles. This is because the global administrator needsto monitor the situation in case something goes wrong and needs to restore a database backup.A message is displayed on the page where the patch is updated. If the global administrator stillattempts to schedule an upgrade bundle, an error message is displayed.

1.11.2 Reverting Upgrade Bundles

The user is not allowed to revert upgrade bundles. Also, the user is not allowed to revert anypatches that are applied before the most recent upgrade bundle.

1.11.3 Version Update

After running the upgrade bundle, the system runs the UpgradePIT file in order to trigger anyupdates that were not covered in the database scripts. After the UpgradePIT file runs, systemsetting 16923 is updated to the current version. System setting 0 is updated to the currentversion of the database model.

The system checks for the version. It does not allow the application of an alreadyinstalled version, nor does it allow downgrades.

1.12 Manage TenantsThe Tenant List page is used to setup tenants in Basware P2P setup.

The following permission is required to access this functionality.


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The Log in to Tenant function is available to all global administrator users, evenwithout permission 15.

The Tenant List is the default page when the global administrator logs in to the system. On thispage, the following information is found under the Tenant list in this order. Use the first item inthe list as a guide.

1. The name of the tenant.2. The data source for the tenant.3. The tenant ID.

Figure 11: Tenant List

Table 8: Tenant List page action definitions

Action Definition

Add Allows the global administrator to add a new tenant.

Edit Allows the global administrator to edit an existing tenant.

Discontinue Allows the global administrator to discontinue a tenant.

Once a tenant has been discontinued, this actioncannot be undone.

Generate Registration

Token

Used to generate a token and URL for users self-registering for a

tenant.

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Action Definition

API Keys Takes the administrator to the API Keys page, where they can

add and edit SPI key settings.

Reset Tenant Passwords Allows the global administrator to reset the passwords for all

users or for selected groups for a selected tenant.

Reset Tenant Allows the global administrator to reset the system for a particular

tenant without having to reset the entire system for all users.

Reset Data Sources Allows the global administrator to repair a tenant’s data source

and database user.

Log in to Tenant Allows the global administrator to log in to a tenant to resolve

administrative tasks for the tenant.

Set Training Mode Allows the global administrator to create a training mode instance

for the selected tenant.

Export Allows the global administrator to export tenant system settings,

tenant master data, or do a full system export.

Import Allows the global administrator to import tenant information from

a tenant export.

Export Template Allows the global administrator to create a new tenant based on

an existing tenant template.

Export History Allows the global administrator to view the export summary and

download the export file (if the file is still in the file manager) of

exports.

Import History Allows the global administrator to view the import summary and

download the import file (if the file is still in the file manager) of

imports.

1.12.1 Tenant Addition

This page is used to create a tenant. A valid value for system setting 1091 – Absolute Path toAttached Document Directory is required to create a tenant. The Template Type field looks forXML templates in the directory <system setting 1091>/t1/c0/tenantstart. If thedirectory does not exist, it is created and a “default.xml” file is created in the directory. Usingdefault template type only populates the new tenant with the bare minimum items required to

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log in. If this is not in the System Settings table, it is already set in the System Settings Mastertable.

When assigning licenses to tenants, tenants may not receive more licenses to each modulethan are available for the global license. However, over-assignment among tenants is allowed.

Example:

Suppose the global tenant license allows 10 users to the Purchasing module. The globaladministrator creates tenants Client A and Client B, and gives each 10 licenses to thePurchasing module. However, the total number of licenses used by all tenants cannot exceed10. So, if the Client A administrator creates 10 users with access to the Purchasing module, theClient B administrator cannot create any users with access to the Purchasing module.

• After tenant creation is completed, the global administrator is presented with the ID ofthe newly created tenant. If fewer than 10 users were created for the tenant, a list ofthose users will be presented as well. Users created from templates or copied fromglobal tenant will have “Tx” prepended to the user name, where x represents thetenant ID. For example, if the template includes a user named “admin,” and the newtenant has tenant ID 5, a user named “T5admin” is created. The user has a defaultpassword specified in the template data. An option to choose another defaultpassword can be implemented. Contact your Basware Implementation or Client CareTeam for more information.

Figure 12: Add Tenant - step 1

Basware P2P 20.9


Table 9: Add Tenant step 1 field definitions

Field Definition

Tenant Name Enter the name of the tenant.

This is a required field.

Tenant Display

NameEnter the name of the tenant to be displayed in the top right corner.


Tenant

Accounting CodeEnter the accounting code associated with the tenant.

Expiration Date Enter the date the license expires for the tenant. When this date arrives,the tenant and its users will not be able to log in.

If the tenant expiration date exceeds the expiration date of theglobal license, the global license takes precedence.

External Accounts

Coding

Datasource

If applicable, enter a valid datasource from which accounts coding

information is retrieved for the tenant. This value is saved in system

setting 975 - Account Code External Datasource.

Max Users for

Purchasing*Enter the maximum number of users this tenant can assign to Purchasing.

This number cannot exceed the number available for the global license.

The global administrator may over assign the number of users for thismodule for this tenant, but license assignment is based on a first come,first served basis.


Max Users for

Expense*Enter the maximum number of users this tenant can assign to Expense.




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Field Definition

Max Users for

Assets & Work

Orders*

Enter the maximum number of users this tenant can assign to Assets &Work Orders.




Max Users for

Vendor Portal*Enter the maximum number of users this tenant can assign to VendorPortal.




Max Users for

Invoice*Enter the maximum number of users this tenant can assign to Invoice.




Max Users for

Budgets*Enter the maximum number of users this tenant can assign to Budgets.




Template Type* Select the template type to use to load the tenant data.

Time Zone Select the tenant’s preferred time zone from the look. This is a one-time

configuration from the UI. Once the system is in use by the tenant,

Basware recommends that the time zone never be changed.

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Field Definition

Administrator

Name (500)Enter the name of the tenant administrator.


Administrator

Email (505)Enter the email address for the tenant administrator.


Administrator

Phone (510)Enter the phone number for the tenant administrator.


Inbound Fax

Number (560)

Enter the fax number for inbound faxes.

Invoice

Automation Mode

(802)

Select yes, if the tenant is only to have access to Invoice Automation andnot Basware P2P. Select no if the tenant is to have access to BaswareP2P.

If Invoice Automation mode is enabled, the user is not able tohave complete access to all the Basware P2P modules.

• The number in parentheses is the system setting number. The values set inthese fields are stored in the System Settings table.

• Only the fields for the modules enabled are displayed.

Figure 13: Add Tenant step 2

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Table 10: Add Tenant step 2

Field Definition

Outbound Mail (SMTP) Server (442)* Enter the IP address for the tenant’s outboundmail (SMTP) server.


Outbound Mail (SMTP) port (452)* Enter the port number for the tenant’soutbound mail (SMTP).


Outbound Mail (SMTP) User (456) Enter the user for the tenant’s outbound mail

(SMTP)

Outbound Mail (SMTP) Password (458) Enter the password for the outbound mail

(SMTP).

Inbound Mail (POP3) Server (441) Enter the POP3 server.

Inbound Mail (POP3) port (454) Enter the POP3 port number.

Inbound Mail (POP3) User (443) Enter the POP3 user name.

Inbound Mail (POP3 Password (444) Enter the POP3 password.

Inbound Mail (POP3) over SSL (455) Select yes, if POP3 is enabled over SSL.

Select no, if POP3 is not enabled over SSL.

UI Theme Select the appropriate default UI Theme from

the list. Users can change the theme from the

Admin Tools > System > Colors menu option

to any theme specified in global system

setting 411 - Themes installed in the system.

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Figure 14: External Accounts Coding Storage Tables

If a valid External Accounts Coding Datasource is entered in step 1, this page is displayed. Theadministrator can select one or more valid segment table keys from the datasource for eachsegment.

If an administrator removes a table key from a tenant and the accounts codingsegment has records using the table key, the system throws an error.

1.12.1.1 Adding a Tenant

To add a tenant:

1. On the Tenant List page, click Add.

2. Enter the tenant name.

3. Enter the tenant display name.

4. Enter the tenant accounting code.

5. Enter the expiration date for the tenant.

6. Enter the max number of users for Purchasing.

7. Enter the max number of users for Expense.

8. Enter the max number of users for Assets & Work Orders.

9. Enter the max number of users for Vendor Portal.

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10.Enter the max number of users for Invoice Automation.

11.Enter the max number of users for Budgets.

Only the fields for the enabled modules are displayed.

12.Select the template type.

13.Enter the tenant administrator’s name.

14.Enter the email address for the tenant administrator.

15.Enter the phone number for the tenant administrator.

16.Enter the inbound fax number for the tenant.

17.Select whether Invoice Automation is to be enabled or not.

18.Click Next.

19.Enter the IP address for the outbound mail (SMTP) server.

20.Enter the port number for the outbound mail (SMTP) port.

21.Enter the user for the outbound mail (SMTP) user.

22.Enter the password for the outbound mail (SMTP) password.

23.Enter the POP3 server.

24.Enter the POP3 port number.

25.Enter the POP3 user.

26.Enter the POP3 password

27.Select whether POP3 inbound email is enabled over SSL. Yes = enabled.

28.Select the default UI Theme.

29.Click Finish.

30.If applicable, click to select the keys to be used for each accounts coding segmentfor the tenant. This page only displays if a valid External Accounts CodingDatasource was entered in step 1.

31.Click Finish.

1.12.2 Tenant Editing

The Edit Tenant page behaves similarly to the Add Tenant page, except that fewer fields areavailable to edit. When editing a tenant, the number of licenses for a module cannot be reducedto less than the number of licenses currently used.

Example

If Client A has assigned access to Purchasing to 5 users, the minimum possible number oflicenses for this module is 5.

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If the tenant administrator information or the email settings need to edited, this is nowdone through the system settings.

Figure 15: Edit Tenant page

Important Note for Editing Tenants

When editing a tenant and Invoice Automation mode is modified, consider the following:

• Changing from no to yes: This is only permitted if there are no rows in theOrderRequests, PurchaseOrders, and Bills tables. The Invoice Automation Mode fieldis hidden on the edit page if there is information in any of the three tables.

• Changing from yes to no: This is allowed. However, if there are any rows in theOrderRequests, PurchaseOrders, or Bills tables, the user will have a confirmationdialog warning that Invoice Automation is being disabled and this change cannot beundone. This is a one-time change.

1.12.2.1 Editing a Tenant

To edit any of the email settings, go to the System Settings page.

To edit a tenant:

1. Select the tenant to be edited from the Tenant List page.

2. Click Edit.

3. Edit the tenant name if necessary.

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4. Edit the tenant display name if necessary.

5. Edit the tenant accounting code if necessary.

6. Edit the expiration date for the tenant if necessary.

7. Edit the max number of users for Purchasing if necessary.

8. Edit the max number of users for Expense if necessary.

9. Edit the max number of users for Assets & Work Orders if necessary.

10.Edit the max number of users for Vendor Portal if necessary.

11.Edit the max number of users for Invoice Automation if necessary.

12.Edit the max number of users for Budgets if necessary.

13.Edit the Invoice Automation mode if necessary.

14.Click Finish.

15.If applicable, click to edit the keys selected to be used for each accounts codingsegment for the tenant. This page only displays if a valid External Accounts CodingDatasource was entered in step 1.

If an administrator removes a key from a tenant and the accounts codingsegment has records using the key, the system throws an error.

16.Click Finish.

17.Click the Reset Tenant link.

1.12.3 Discontinuing a Tenant

The Discontinue Tenant page allows the user to disable a given tenant. This cannot beundone. Use with extreme caution.

When a tenant is discontinued, users of that tenant are no longer allowed to log in, and licensesused by that tenant are counted toward the total licenses available. All users for that tenant arediscontinued in the data model.

An alternative to discontinuing a tenant is to edit the tenant by setting the expiration date to apast date. This action prevents users from logging into the tenant site and can be reversed bychanging the expiration date to a future date. This way the tenant is temporarily disabled ratherthan permanently discontinued. The licenses used by this tenant still count toward the totalnumber of licenses used.

To discontinue a tenant:

1. Select the tenant to be discontinued from the Tenant List page.

2. Click Discontinue.

3. Click Continue.

A message is displayed stating that the tenant was discontinued successfully.

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4. Click the Reset System link.

1.12.4 API Key Management

Required Permission: 15 - Global Administrator

API keys grant clients access to Basware P2P APIs through the API gateway. The administratorcan add and edit API Keys per tenant. Only one key can be associated to each user in a tenant,and each key must be unique. API Keys are created through the AWS API Gateway.

Figure 16: API Keys administration grid

1.12.4.1 Adding or Editing API Keys

To add or edit API keys:

1. From the Tenant List, select the tenant for which you want to edit the API keys.

2. Click API Keys.

3. Select checkbox beside the key to be edited and click . To add a new key, click.

4. Fill in the following information. All fields are required.• Tenant - select the applicable tenant for the API key.• API Key - enter the text for the user-specific API key. Maximum length 100

characters.• User’s name - enter the user’s login name.• Rate - duplicate information from the API gateway; numerical values only• Burst - duplicate information from the API gateway; numerical values only• Quota - duplicate information from the API gateway; numerical values only• Usage Plan - duplicate information from the API gateway; maximum length 100

characters

5. Click Edit API Key or Add API Key.

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1.12.5 Tenant Password Reset

The reset tenant password action allows the global administrator to reset all user passwords orselected group passwords at one time.

• Passwords are not reset for users who are excluded from password expiration.• A warning message is displayed if all the selected users are excluded from password

expiration.• If some of the selected users are excluded from password expiration, then only a

success message is displayed. A warning message is not displayed.• Users without valid email addresses cannot receive their updated passwords. Once

the passwords are reset, a list of users who do not have email addresses specified inthe Email field on the Add/Edit User page is displayed. One of the following actionsneeds to be taken to allow these users back in the system:

• Enter valid email addresses for the users who do have them and reset theirpasswords.

• Manually enter new passwords for the users listed and informed them of their newpasswords. When passwords are reset and an email is not sent, no one knows thenew password or has access to it.

• The password sent in the reset password email does not expire.

Important Information: Users who login with their username and password must benotified of the password change via email. If they are not notified via email, they needto use the forgot password feature, or all reset passwords have to be reset again sinceno one has access to the passwords.

Users who login via single-sign do not need to be notified of the password change

Figure 17: Reset Tenant Passwords

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1.12.5.1 Resetting Tenant Passwords

Important Information: Users who login with their username and password must benotified of the password change via email. If they are not notified via email, they needto use the forgot password feature, or all reset passwords have to be reset again sinceno one has access to the passwords.

Users who login via single-sign do not need to be notified of the password change

To reset tenant passwords:

1. Select the tenant whose passwords needs to be reset from the Tenant List page.

2. Click Reset Tenant Passwords.

3. Check the Select All Users option or select the specific user groups as to whosepasswords are to be changed.

4. Check the Notify Users checkbox if the users are to be notified via email.

5. Click Reset Password.

6. Click OK.

A success message is displayed.

1.12.6 Reset Tenant

This action allows the administrator to initiate a system reset for a particular tenant, withoutresetting the entire system for all tenants. This is equivalent to an administrator in that tenantselecting system reset.

1.12.6.1 Resetting a Tenant

To reset a tenant:

1. Select the tenant that needs to be reset from the Tenant List page.

2. Click Reset Tenant.

1.12.7 Data Sources Reset

The Reset Data Sources option allows the global administrator to repair a tenant’s data sourceand database user. Each tenant has its own ColdFusion data source and its own MySQLdatabase user. When the user selects to reset the data sources, the MySQL user is deleted (if itexists) and the ColdFusion data source is deleted (if it exists), and a new data source andMySQL database user is created for that tenant. This is only necessary when the configurationis damaged beyond repair.

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1.12.7.1 Resetting Data Sources

To reset a data source:

1. Select the tenant whose data resource needs to be reset from the Tenant Listpage.

2. Click Reset Data Sources.

3. Click Continue.

A message is displayed stating that the tenant data sources were resetsuccessfully.

4. Click the Reset System link.

1.12.8 Log in to Tenant

This action allows a global administrative user or other support user to log in to a tenant’ssystem. The process will create a special administrative user on the tenant with the login name“GlobalAdminLoginT??_x” and the display name "Basware Admin - x”, where x is the user’sdisplay name. The user is given all non-restrictive permissions within the tenant, and may editthe user profile and all permissions. After a confirmation prompt, the user is automaticallylogged in to the selected tenant. This ends the session for the global tenant.

Users do not need permission 15 - Global Administrator to log in to a tenant, but do need to beable to log in to the Global Administrator tenant. All tenant logins via this method are audited.The user does not affect the tenant’s license count.

This global administrator user is intended to be used only to resolve administrative tasks fortenants (example: the tenant administrator has locked himself out of the system). As such, thereare several restrictions placed upon this user:

• The user is not assigned a random password that is never revealed to the user, toprevent the user from being used as a normal user.

• The user has access to every module available to the tenant, but will not contribute tothe number of licenses used by that tenant. (It will be exempt from license checking.)

• No users may be created in the system with a login name beginning with“GlobalAdminLoginT”.

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Figure 18: Global Administrator Logged in to Tenant Site

1.12.8.1 Logging in to Tenant

The changes made by the global administrator while logged in as a tenant overridechanges made by the client.

To log in to a tenant:

1. Select the tenant that the global administrator needs to log in to from the TenantList page.

2. Select the tenant whose instance needs to be logged into.

3. Click Log in to Tenant.

4. Click Continue.

5. If you have logged into this tenant before and set certain permissions, click Yes tomaintain those permissions. Otherwise, click No. You will be given all non-restrictive permissions for the tenant.

1.12.9 Set Training Mode

This action allows the global administrator to create a training mode environment for a selectedtenant. Once a tenant is set to training mode, this action cannot be undone.

When training mode is enabled, the following features are disabled:

• CXML Order Submission• Vendor Connect• E-Invoice Manager• EDI PO Transmission

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When in training mode, any email messages sent by the system is validated against thewhitelist (system setting 552). If any recipients of the email do not match the whitelist, themessage is sent to the addresses defined in the fallback email setting (system setting 553). Theformat of the whitelist is a comma-delimited list. Each item in the must be either an emailaddress or a domain. For domains, the item must begin with the @ symbol. The body of anyemail messages sent out that includes blocked recipients should include a message indicatingthat the message was from a system in training mode and list the intended recipients.

If any recipient (to, cc, bcc) of an email is blocked, the following header is placed at thebeginning of the email.

This message is being set from a Basware P2P system in training mode at ?AbsoluteURL?.

This message would have been sent to the following users in a production system:

To: ?To?

CC: ?CC? (only shown if CC is not empty)

BCC: ?BCC? (only shown if BCC is not empty)

--------------------------------

?OriginalMessage?

Example

Suppose the whitelist is as follows: [email protected] , @hotmail.com, [email protected], andsuppose there are users dave, jason, and steve at each domain aol, gmail, hotmail, and yahoo.Email from the system is allowed as indicated in the table below:

Dave Jason Steve

aol.com

gmail.com Yes

hotmail.com Yes Yes Yes

yahoo.com Yes

• No user at the @aol.com domain receives an email since it is not on the whitelist.• Steve is the only user to receive an email at the @gmail.com address since he is the

only user to have a gmail address.• All three users receive an email at the @hotmail.com address since the domain is

listed.• Dave is the only user to receive an email at the @yahoo.com address since he is the

only user to have a yahoo address.

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Figure 19: Training Mode Setup step 1

Field Definition

Tenant Displays the name of tenant and the tenant ID. This is a non-editable

field.

Outbound Whitelist Enter a list of email addresses or domains. The list is can be comma

or semicolon delimited. The domains must begin with the @ symbol.

Fallback email* Enter a list of email addresses that will receive emails if an email is

sent to an address that is not in the whitelist. This list can be comma

or semicolon delimited. This is a required field.

User Password Enter the default password for all users. This password must meet the

password requirements for the tenant.

Administrator Name* Change the administrator’s name if necessary. This is a required field.

Administrator email* Change the administrator’s email address if necessary. This is a

required field.

Administrator Phone* Change the administrator’s phone number if necessary. This is a

required field.

Inbound Fax Number Change the inbound fax number if necessary.

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Field Definition

Fallback Fax Number Enter the fallback fax number. All outgoing faxes are blocked and

redirected to this number. If this field is left blank no outgoing faxes

are sent.

This is a required field if the fax server is enabled.

If the corresponding system setting is pre-filled, the information is displayed in theappropriate field.

Figure 20: Training Mode Setup step 2 page

Field Definition


field.

Outbound Mail

(SMTP) Server*

Enter the IP address for the outgoing mail server. This is a required field.

Outbound Mail

(SMTP) Port*

Enter the port number used when connecting to the SMTP server. This

is usually 25. This is a required field.

Outbound Mail

(SMTP) User

Enter the user name to be used when sending outgoing mail.

Outbound Mail

(SMTP) Password

Enter the password to be used when sending outgoing mail.

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Field Definition

Inbound Mail

(POP3) Server

Enter the IP address for the server used to retrieve POP3 mail.

Inbound Mail

(POP3) Port

Enter the port number used when connecting to the POP3 server. This is

usually 110.

Inbound Mail

(POP3) User

Enter the username that is used when retrieving POP3 mail.

Inbound Mail

(POP3) Password

Enter the password that is used when retrieving POP3 mail.

Inbound Mail

(POP3) Over SSL

Select Yes to enable SSL over POP3. Select No to disable SSL over

POP3.

Figure 21: Training Mode Setup step 3 page

Field Definition


field.

Enable Scheduled

Custom Tasks*

Select Yes to enable scheduled custom tasks. Select No to disable

scheduled custom tasks.

Enable Scheduled

Reports*

Select Yes to enable scheduled reports. Select No to disable

scheduled reports.

Enable Scheduled

Imports*

Select Yes to enable scheduled imports. Select No to disable

scheduled imports.

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Figure 22: Training Mode Summary page

1.12.9.1 Setting a Tenant to Training Mode

Once a tenant is set to training mode, it cannot be reversed.

To set a tenant to training mode:

1. Select the tenant that is to be set to training mode from the Tenant List page.

2. Click Set Training Mode.

3. Enter the email addresses and/or the domains in the in the Outbound Mail Whitelistfield.

4. Enter the fallback email address or addresses in the Fallback Email field.

5. Edit the administrator name, email, or phone number if necessary.

6. Edit the inbound fax number if necessary.

7. Enter the fallback fax number.

8. Click Next.

9. Change the outbound mail server information if necessary.

10.Change the outbound mail port if necessary.

11.Change the outbound mail user if necessary.

12.Change the outbound mail password if necessary.

13.Change the inbound mail server if necessary.

14.Change the inbound mail port if necessary.

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15.Change the inbound mail user if necessary.

16.Change the inbound mail password in necessary.

17.Update the inbound mail over SSL setting if necessary.

18.Click Next.

19.Select Yes if scheduled tasks are to be enabled. Select No if they are not to beenabled.

20.Select Yes if scheduled reports are to be enabled. Select No if they are not to beenabled.

21.Select Yes if scheduled imports are to be enabled. Select No if they are not to beenabled.

22.Click Next.

23.Click Finish.

24.Click OK.

A success message is displayed.

25.Click the Tenant Reset link.

The tenant is now reset and is in training mode. The words training are displayed in parenthesisbeside the tenant’s name in the Tenant List page.

1.12.10 Tenant Export

Global administrators have the ability to export tenant information. They can do a selectiveexport or a full export. The selective export allows the global administrator to select whichsystem settings are to be exported and which of the following master data objects are to beexported if any.

• Lookups• Exchange Rates• Account Code Templates• Expense Types• Expense Itemizations

For the exchange rates and the Account Code templates, the Vendor ID field is replaced withthe Vendor Name and the Vendor Account Code fields. If the Travel and Expense module is notenabled, Expense Types and Expense Itemizations are not displayed. The system displays thenumber of records in parenthesis for each data type. If there are no records for a data type, it isnot displayed.

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1.12.10.1 Selective Export

Figure 23: Export Tenant Step 1 page

Field Definition

Selective Export Allows the global administrator to select whether system settings

and/or master data is to be exported.

All Settings and Master

Data

Performs a full tenant base data export. This includes all hidden

system settings.

Settings If the global administrator selects selective export and settings, this

allows him to select the system settings and invoice settings to be

exported. Note: If the Procurement setting group is selected, the

Invoice setting group is automatically selected. If the Invoice setting

group is removed, the Procurement setting group is automatically

removed.

Master Data If the global administrator selects select export and master data, this

allows him to select the master data to be exported. The global

administrator has the option to pick which of the following master

data objects to export: Lookups Exchange Rates Account Code

Templates Expense Types Expense Itemizations

The system displays a count of records in parenthesis foreach data type. If the data type has 0 records, it is notdisplayed.

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• If the Travel and Expense module is not enabled for the tenant, the expensetypes and expense items are not displayed.

• When the export is completed, only the tenant-specific settings and theoptionally-tenant-specific-settings which are defined and selected for thetenant are exported. This includes hidden system settings within theselected setting groups.

Figure 24: Export Tenant step 2 – Selective Export – Settings

Figure 25: Export Tenant step 2 – Selective Export – Master Data

Figure 26: Export Tenant step 2 – Selective Export – Setting and Master Data

1.12.10.2 Exporting Selective Export Tenant Settings

To export selective export tenant settings:

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1. Select the tenant whose information is to be exported from the Tenant List page.

2. Click Export.

3. Click Selective Export.

4. Click the Settings checkbox.

5. Click Next.

6. Select the setting group to be exported and click the >.

7. To remove a setting group from the export, select it in the right box and click the <.

.

If the Procurement setting group is selected, the Invoice setting group isautomatically selected. If the Invoice setting group is removed, theProcurement group is automatically removed.

8. Click Finish.

9. To download the exported file, click Download File.

Contact your Basware Implementation or Client Care Team to find formore information.

10.To view the settings report, click Download Settings Report.

1.12.10.3 Exporting Selective Export Tenant Master Data Objects

To export selective export tenant master data objects:


2. Click Export.


4. Click the Master Data checkbox.

5. Click Next.

6. Select the master data types that are to be exported by clicking the checkboxes.

7. Click Finish.


Contact your Basware Implementation or Client Care Team for moreinformation.

1.12.10.4 Exporting Selective Export Tenant Settings and Master Data Objects

To export selective export tenant settings and master data objects:

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2. Click Export.


4. Click the Settings and Master Data checkbox.

5. Click Next.

6. Select the settings and master data types that are to be exported.

7. Click Finish.


Contact your Basware Implementation or Client Care Team for moreinformation.

1.12.10.5 Full Export

When full export is selected, the system performs a full tenant base data export. This includesall hidden system settings.

Figure 27: Export Tenant – Full Export – Summary page (Partial page)

1.12.10.6 Exporting All Data for a Tenant

To export all tenant data:


2. Click Export.

3. Click All Settings and Master Data.

4. Click Next.


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1.12.10.7 Tenant Template Export

The purpose for the exporting a template is to use it during a tenant creation to allow for a quickcreation of a new tenant based on the tenant template.

Examples

• The creation of a pre-configured tenant based on an already setup pre-configuredtenant.

• The creation of an oil and gas tenant based on an out-of-the-box oil and gas setupthat is already setup as a tenant.

The intent is not to use the tenant export template mechanism to sync tenants. That is doneusing the tenant export and import features.

In order to prevent the export of a template that is too large, system setting 17010 – Number ofRecords in a Tenant Template is used to determine the number of records transferred.

When the global admin selects a tenant and selects template export, the system checks thenumber of records in the following tables against the value entered in system setting 17010.

• Locations• Items• Vendors• Users• Accounting Codes• Addresses

If the number of records in any of these tables exceeds the value entered in system setting17010, the global administrator is presented with an error message stating that the tenant hastoo much data to export in a template. The only way to fix this is to increase the value entered insystem setting 17010.

Upon completion, the .pittemplate file is stored in the tenant creation file manager location, andthe global administrator is redirected to a summary page that has an action to download the file.The .pittemplate file is a zip file with an xml manifest file and several .pit files.

During tenant creation, the system lists any tenant files in the tenant creation file managerlocation.

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Figure 28: Export Template page, partial view

Exporting a Template

To export a template:

1. Select the tenant whose setup information is going to be exported in the templatefrom the Tenant List page.

2. Click Export Template.

3. Click OK on the confirmation page.


1.12.11 Imports

The global administrator is able to import tenant data into the system as well as by selecting adata file from the file manager to use for the import. When the global administrator is performingthe import, he receives a confirmation message warning him that the import will overwrite alltransaction data for the selected data. Once the process is started, it cannot be undone. Also, ifthe import contains base data, all the base data for the tenant will be deleted.

The Tenant Import action from the Tenant List page allows the global administrator to importsystem settings (from the .pitsettingsfile) and to import a full tenant export (.pitexport). If thedestination tenant is disabled, only a full tenant import is allowed. The tab-delimited .txt filesgenerated for the selective master data export must be imported via import specs. On a full-tenant import, the system verifies that the destination tenant contains the necessary licenses.The system also verifies that the exported file comes from a Basware P2P system with thesame major and minor version number. This means you cannot export information from a tenantwho is on 10.5 to a tenant who is on 11.4.

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When performing a full-tenant import, any fields in any tables that reference a User_ID must beupdated with the new User_ID, as the User_ID has changed. The IDs for the rules have changeas well.

Upon a successful import, the system provides an import summary page similar to the ExportSummary page. The summary page lists:

• The number of system settings imported.• The number of records imported for each master data type.

If system settings were part of the import process, the Import Summary page displays an actionfor the global administrator to review the system setting changes. Clicking this action takes theglobal administrator to the Review System Setting page.

Import Error

In the event of an error during a full tenant import, the error is logged and displayed to the globaladministrator. The system aborts the process and disables the destination tenant to preventaccess to an incomplete tenant. In the event of an error during a system setting import, the errorshould be logged and displayed to the user, but the changes are rolled back.

Scheduling Imports

The global administrator can schedule imports to run at a later date/time. A list of email addresscan be provided for users to be notified when the import is completed or it fails.

Figure 29: Import Tenant step 1 page

Table 11: Import Tenant Step 1 Definitions

Field Definition

Target Tenant Displays the tenant selected for the import. This is a non-editable field.

Import File* Select the file to import. This is a list of exported files that are located in

the file manager. This is a required field.

Schedule Import* Select no if the import is to be completely immediately. Select yes if the

import is to be completed at another time. This is a required field.

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Figure 30: Schedule Import page

Table 12: Schedule Import Definitions

Field Definition

Target Tenant Displays the tenant selected for the import. This is a non-editable field.

Schedule Date* Allows the global administrator to enter or select a date for the import to

take place. This is a required field.

Schedule Hour* Allows the user to select the time for the import to occur. This is a

required field.

Notification email Enter the email addresses of users that are to be notified when the

import is complete. This email is sent if the import is successful or

unsuccessful.

1.12.11.1 Importing a Tenant without Scheduling

To import a tenant without scheduling:

1. Select the tenant who is receiving the imported information from the Tenant Listpage.

2. Click Import.

3. Select the file to import.

4. Select no for schedule import.

5. Click Next.

A warning message about the system settings being overwritten and that thischange cannot be undone is displayed.

6. Click Continue.

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7. Click Review System Setting Changes to review the system settings that werechanged. This action is displayed only if the any system settings have beenchanged.

8. The tenant must be reset for these changes to take place.

9. To download the imported file, click Download File.

1.12.11.2 Importing a Tenant with Scheduling

To import a tenant with scheduling:

1. From the Tenant List page, click Import.

2. Select the file to import.

3. Select yes for schedule import.

4. Click Next.

5. Enter or select the schedule date in the schedule date field.

6. Select the hour for the import to run in the schedule hour field.

7. Enter the email addresses of users who are to be notified when this import iscomplete in the notification email field.

8. Click Next.

A warning message about the system settings being overwritten and that thischange cannot be undone is displayed.

9. Click Continue.

10.Click Review System Setting Changes to review the system settings that werechanged.

11.The system automatically resets the tenant once the scheduler is run if the importis successful.

12.Emails are sent to the users whose email addresses were entered in thenotification email field regardless if the import was successful or not.

13.To download the imported file, click Download File.

1.12.12 Export History

The most recent exports are kept and displayed in the export history. The fields listed are filename, source tenant name, source tenant ID, and the export timestamp. The globaladministrator is able to view the export summary. If the export file is still available in the filemanager, a link is available to download the file.

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Figure 31: Export History page

Table 13: Export History filter definitions

Filter Definition

Source Tenant ID Enter the ID of the tenant whose information is being filtered for.

Source Tenant

Name

Enter the name or partial name of the tenant whose information is being

filtered for.

From Enter the earliest date the export took place for the tenant the

information is being filtered for.

To Enter the latest date the export took place for the tenant the information

is being filtered for.

Table 14: Export History column definitions

Column Definition

Actions The global administrator can download the export file or view the export

summary.

Source Tenant Displays the tenant name and ID where the export came from.

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Column Definition

Date & Time Displays the date and time that the export occurred.

1.12.12.1 Viewing the Export History

To view the export history:

1. From the Tenant List page, filter for the tenant whose export history is to be viewedand click Export History.

2. To download the exported file, click Download File. This link is available as longas the file is available in the file manager.

1.12.13 Import History

The most recent imports are kept and displayed in the import history. The fields listed are filename, source tenant name, source tenant ID, and the export timestamp and import timestamp.The global administrator is able to view the import summary. If the import file is still available inthe file manager, a link is available to download the file. The import history includes the manualand scheduled imports.

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Figure 32: Import History page

Table 15: Import History filter definitions

Filter Definition

Target Tenant ID Enter the ID of the tenant whose import information is being filtered for.

Target Tenant

Name

Enter the name or partial name of the tenant whose import information


Source Tenant

Name

Enter the name or partial name of the tenant whose export information


Export from Enter the earliest date the export took place for the source tenant that

the information is being filtered for.

Export to Enter the latest date the export took place for the source tenant that the


Import from Enter the earliest date the import took place for the target tenant that the


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Filter Definition

Import to Enter the latest dare the import took place for the target tenant that the


Table 16: Import History column definitions

Column Definition

Actions The global administrator can download the export file or view the export

summary.

Status Displays whether the import was successful or not. If the import failed, a

reason is given.

Source Tenant Displays the tenant name and ID where the export came from.

Target Tenant Displays the tenant name and ID who received the import.

Export Date &

Time

Displays the date and time that the export occurred.

Import Date & Time Displays the date and time that the import occurred.

1.12.13.1 Viewing the Import History

To view the import history:

1. From the Tenant List page, click Import History.

2. Filter for the tenant whose import history is to be viewed.

3. Click the View Summary link to view the Import Summary page.

4. To download the imported file, click Download File. This link is available as longas the file is available in the file manager.

1.12.14 Tables Used in Full and Template Export/Import

When performing a full tenant export or a template export, the tables exported are the oneslisted below. When performing a full tenant import or when creating a tenant against a template,the data is imported from the tables below in this order:

1. SystemSettings2. AccountingCodeGroups3. AssetStatus4. FOBs

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5. LocationGroups6. Locations7. PaymentTerms8. PaymentTypes9. ShipVia10.Units11.Vendor_BillMask12.VendorRegUserGroup13.WOPriorities14.Users15.Groups16.User_Groups17.Objects18.InvoiceTypes19.Object_Rights20.ReportTemplates21.ReportClasses22.Reports23.CRMSiteTypes24.AccountTypes25.WorkOrderCategories26.EDIProcessors27.ContractTypes28.SpendManagerDashboards29.SpendManagerDashboardGroups30.SpendManagerDashboardKPIs31.GroupAttributes32.UserAttributeDefs33.Manufacturers34.VendorTypes35.Vendors36.AccountingCodes37.Addresses38.AssetCategories39.AssetMaintainTypes40.Contracts41.ContractTriggers42.CRMSites43.CurrencyRates44.CusFieldDefs

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45.Depreciations46.FieldSplits47.Lookups48.LookupDetails49.Projects50.UserAttributeTypes51.VendorAttributes52.WarehouseGroups53.Warehouses54.ItemCategories55.ItemCategoryACCCodes56.Items57.ItemAttributes58.ItemAttributeDefs59.ItemUnits60.ItemAssemblies61.ItemAssemblyDetails62.ItemPriceList63.ItemsFreeForm64.ExpTypes65.ExpItemizationDefs66.BillSourceTypes67.CRMNotes68.InvoiceRejections69.InvoiceAttributes70.InvoiceExceptions71.ImportSpecs72.ImportSpecAttributes73.WorkOrderTypes74.InventoryMain75.InventoryLocations76.Rules77.RuleRouting78.RuleRestrictorReferences79.RightDetails80.WorkQueues81.WQObjects82.WQActions83.Mcc84.MccItems

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85.AccountingCodeGroupSpendingLimits86.BillMasks87.BillMaskDetails88.InventoryDetailReferences89.InventoryDetails90.InventoryMainReferences91.InventoryDetailReferencesHistory92.InventoryDetailsHistory93.InventoryMainReferencesHistory94.RulesFieldSplits95.WOVendorReferences96.DataAttributeTypes97.DataAttributes98.DataAttributeTypeMappings99.Keywords100.UserDelegates101.PickListsMain102.PickLists103.LocationAccounts104.ReportInputFields105.ReportAttributes106.ConditionReferences107.UserAttributes108.KPIRights109.PromptsOverrides110.InvoiceMaskFields111.InvoiceMasks112.InvoiceMaskFieldLabels

1.13 Fax AdministrationThe Fax Administration page is used to setup the fax system attributes in Basware P2P.

The following permission is required to set up the Fax Administration Attributes


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Figure 33: Add/Edit Fax System Attributes page

Table 17: Add/Edit Fax System Attributes Page Field Definitions

Field Definition

Account ID This is provided by the service provider and entered by the global

administrator. This is a required field.

Password This is provided by the service provider and entered by the global


Username This is provided by the service provider and entered by the global


Disposition URL This is the URL where the fax service provider sends the fax

acceptance responses. This custom URL requires configuration.

Post URL The fax post URL is provided by the fax service provider.

Outbound XML File This file defines the outbound request format. The file should be

EFax_out.xml if not otherwise specified. This is the default value and

it should not be changed.

Outbound XML Body This file defines the fax body. The file should be

DataOnCallFax_Out_Files.xml if not otherwise specified. This is the

default value and it should not be changed.

Outbound XML

Attachment

This file defines the fax attachment. The file should be

DataOnCallFax_Out_Files.xml if not otherwise specified. This is the


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Field Definition

Status Check URL This is the URL where the fax service provider sends fax status

responses. This custom URL requires configuration.

Status XML File This file defines the outbound status request format. The file should

be DataOncallStatus_Out.xml if not otherwise specified. This is the


When using eFax, the Fax System Attributes page must be configured correctly. Refer to the11.4 Implementation Guide for more information. After the Fax System Attributes have beenconfigured correctly, the following items need to be tended to as well:

WebFax Registration – Contact Client Care to register the client with WebFax. They need anaccount ID, username, and password. All this information is supplied by eFax.

Vendor setup – For vendors to successfully receive faxes, the following information from thevendor’s profile:

• Process Orders Via – must be set to “Fax” if the delivery method for the purchaseorders is fax.

• Process Work Orders Via - must be set to “Fax” if the delivery method for the workorders is fax.

• Process RFQs Via - must be set to “Fax” if the delivery method for the RFQs is fax.• Fax – enter the fax number for the vendor• For domestic calls, a 10-digit number must be entered.• For international calls, the country code must be included.

EFax sends and transmits via the Internet so the area must be included for all faxnumbers. The following information is not needed:

• “1” to dial long distance• “9” if you are required to this number or any other number to access an

outside line.• Basware does not support extensions for fax transmission.

1.13.1 Adding or Editing Fax System Attributes

To add/edit fax system attributes:

1. From the Dashboard, navigate to > System > Fax Administration.

2. Enter the user name provided by the fax service provider.

3. Enter the password provided by the fax service provider.

4. Enter the account ID provided by the fax service provider.

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The remaining fields contain default information and should not be edited.

5. Click Add/Edit Fax System Attributes.

1.13.2 Fax Delivery

Fax delivery for purchase orders, RFQs, work orders, and messages is handled by the systemand eFax. The system generates the document along with the sender and receiver informationas an XML document, and then sends it to eFax which transmits it for delivery.

1.13.3 Fax Status

You are able to check the status of a fax by going to > Other Data > Fax Queue.

Fax statuses for documents in the fax queue are updated during the PITHourly scheduled task(FaxProcessWeb.cfm).

1.14 Manage System EventsThe Manage System Events functionality allows the global administrator to configure andmanage the system’s VAPI events. Access to this page grants the global administrator theability to view, add, edit, or delete the events that are supported by the system.

The global administrator has the authority to manage and configure the system and events forall tenants. This page can be accessed by doing the following:

1. Log in as the global administrator.2. Navigate to > System > Manage System Events.

The following permission is required to Manage System Events:


On the Manage System Events page, the global administrator is able to:

• Add, edit, delete, or view the events for all the tenants in one place.• Filter for tenant name, event ID, event name, event type, or event definition.• Click the Encryption Key or Token link to view in a modal pop-up.

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Figure 34: Manage System Events page

Table 18: Manage Events column definitions

Column Definition

Tenant ID The tenant ID the event was created for.

Tenant Name The tenant name the event was created for.

ID The system generated ID for the event.

Definition The selected event definition. Fired for Account Code Verification is

the only option available at this time. The event occurring.

Name The name assigned to the event. Select the event type for the event

being created. This is a required field.

Type The selected event type for this event. JSON is the only type

supported at this time. The format used to send the data.

Service URL The service URL for this event. The URL to send the information to.

Encryption Key An encryption key is available if a security token was not provided.

Click the link provided to view the key.

Token Click the link to view the token provided by the tenant. An encryption

key is available if a security was not provided.

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Figure 35: Add Event

Field Definition

Tenant* Select the tenant for the event being created. This is a required field.

Event Definition* Select the event definition for the event being created. This is a

required field. Fired for Account Code Verification is the only option

available at this time

Event Type* Select the event type for the event being created. This is a required

field.

Event Name* Enter the event name for the event being created. This is a required

field.

Service URL* Enter the service URL for the event being created. This is a required

field.

Security Token Enter the security token provided by the tenant for the event being

created. If the tenant did not provide a security token, leave this field

blank. An encryption key is created when Add Event is clicked.

Form Parameter

Name*

Enter the form parameter name for the security token provided or the

encrypted security token to be provided. This is a required field.

Information to Know about System Events

Add Event

• An event definition can be used once per tenant.• The following fields are required when adding/editing an event:

• Tenant• Event Definition

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• Event Type• Event Name• Service URL• Form Parameter Name

• The following field is not required:• Security Token

• The tenant should provide a security token. If a security token is not provided whenthe event is added, leave the Security Token field blank.

• When Add Event is clicked and the Security Token field is blank, an encryption key isgenerated for the tenant.

Edit Event• All the fields on the Edit Event page can be edited.• If the tenant provides a security token after an encryption key has been generated, the

encryption key can be replaced with the security token.• Security tokens can be deleted.• Once a security token is deleted and replaced with an encryption key, that security

token is removed from the system to the extent that it never existed.• Encryption keys can be removed from the Security Token field, but they cannot be

deleted from the system.

Event Validations• When Add Event or Edit Event is clicked, a number of validations are performed.• The required fields are checked to verify they are the correct length.• The event definition is checked to verify that the tenant is not already using this event

definition.

Tenant Administrator Manage System Events• The tenant administrator has the ability to manage and configure system events for his

tenant only.• They Manage Events page is accessed by logging in as a tenant administrator then

navigating to > System > Manage System Events.On the Manage Events page,the following columns are available:• Event ID• Event Definition• Event Type• Service URL• Token

• Adding, editing, and deleting events in the tenant environment is done the same as inthe global administrator environment.

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If the tenant administrator does not provide a security token, then an encryption key isgenerated. The tenant administrator must note the key information and store it in asecure location since it is not shown again.

If the global administrator generates the encryption key, the tenant administrator doesnot see and does not have access to the encryption key. The global administrator andsystem administrator need to coordinate how to exchange this secure information.

1.14.1 Adding or Editing an Event

To add/edit an event:

1. From the Dashboard, navigate to > System > Manage System Events.

2. Click the icon.

3. Select the tenant.

4. Select the event definition.

5. Select the event type.

6. Enter a name in the Event Name field.

7. Enter an URL for the Service URL field.

8. If the tenant provided a security token, enter it in the Security Token field. If thetenant did not provide a security token, leave this field blank.

9. Enter the name of the form parameter for the security token or the encryptedsecurity token to be provided in the Form Parameter Name field.

10.Click Add Event or Edit Event.

1.15 Job QueueThe job queue allows users to view the status of submitted jobs and download completed jobs.The job queue processor supports standard reports (Purchase Manager and Invoice Manager).

The job queue processor runs on the server as a system scheduled task, picks up the jobs thatare placed in the queue, and runs them in the order they are received. Jobs are run one at atime with the system checking that no job is currently running before starting the next one (every61 seconds by default).

The jobs processor does the following when executing jobs:

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If… Then…

A job is completedsuccessfully,

The user is notified and is able to download the report from the jobqueue.

A job runs longer thanthe server sessiontimeout,

The job is automatically terminated by jobs processor, and the userwho created the job is notified. The user is able to view the detailsfrom the job queue.

There is an error duringthe job process,

The job status indicates that there was an error when executing thejob and the user is notified. The user is able to view the details fromthe job queue.

A job is terminated bythe global administrator,

The job status indicates that the job was terminated. The user isable to view the details from the job queue.

A job is cancelled byanother user other thanthe job creator,

The job status indicates that the job was cancelled.

Users are notified based on the Notify Via configuration in the user profile.

The following system settings are used to manage this functionality:

• System Setting 21070 – Job Queue Processing Frequency (in seconds)• System Setting 21080 – Days to Keep Job Queue History

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1.15.1 Job Queue Management

Figure 36: Job Queue Management page

Table 19: Job Queue column definitions

Column Definition

Tenant Displays the tenant ID for the user who created the job.

Server Displays the server the job was executed on.

If the job is queued or cancelled, the server is identified as 0since the job has not been assigned to a server.

Job ID Displays the system assigned ID for the job.

Job Name Displays the job name. Example: Order Requests (Standard Report

Name)

Job Type Displays the job type. Example: Reports

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Column Definition

Job Status Displays the status for the job. The statuses are as follows: Queued –

the job is in the queue to run In Progress – the job is being executed

Completed – the job has been executed successfully Cancelled – the

job was cancelled by a user Error – the job was not executed

successfully Terminated – the job was terminated by a global

administrator while the job was in progress

Created By Displays the name of the user who created the job.

Date Created Displays the date and time the job was created.

Date Started Displays the date and time the job was started.

Date Completed Displays the date and time the job was completed.

Table 20: Job Queue action definitions

Action Definition

Cancel Allows the global administrator to cancel a job that has not been executed.

Start Allows the global administrator to start a job that has not been executed.

Terminate Allows the global administrator to cancel a job that is being executed.

• The (details) link displays information regarding the job error or termination.• The (download) link takes the user to the completed job information.

Filter Options

The job queue page can be filtered by the following columns:

• Job Type• Job Status

Users are able to add and delete filters to locate and narrow down the information needed. Thefilters work in a funnel-like fashion to return the results. The first filter returns the most results,and each filter after that keeps narrowing down the information. There is one exception to this.When the same filter is repeated with different criteria, the results matching both filters arereturned.

When the same filter is repeated with different criteria, the results matching both filtersare returned

Grid Filter Features

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• Filters can be added and removed except for the first filter.• Individual filters can be removed by clicking the Remove icon .• All the filters can be cleared at once.• The following column filters support predefined list of values:

• Job Type• Reports• API Call• Imports• Job Status• Queued• In Progress• Error• Completed

• The filter, the max lines displayed, and the sort are maintained (sticky) for a singlebrowser and machine. Once a filter is applied, it is stored in the browser’s cookies.When the user leaves the page and returns to the same page, the same filter isapplied. The filter is saved in the browser’s cookies for 10 days unless the browser’scookies are cleared. If the user modifies, deletes, or creates a new filter, the newestfilter is the filter that is maintained.

When API Call or Imports are selected for job type, no information is returned at thistime since those job types do not exist at this time.

Sort Options

Approvers are able to sort column information in the approval grid by ascending anddescending order from a drop-down menu based on these columns:

• Job ID• Job Name• Job Type• Job Status• Created By• Date Created• Date Started• Date Completed

1.15.2 Cancelling a Job

To cancel a job:

1. From the Dashboard, navigate to > Other Data > Job Queue.

2. Locate the queued job that needs to be cancelled.

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3. Click the checkbox to the left.

4. Click Cancel.

The job status changes from queued to cancelled.

1.15.3 Starting a Job

To start a job:


2. Locate the queued job that needs to be executed.


4. Click Start.

The job status changes from queued to in progress.

1.15.4 Terminating a Job

To terminate a job:


2. Locate the in progress job that needs to be terminated.


4. Click Terminate.

The job status changes from in progress to terminated.

1.15.5 Downloading a Completed Job

To download a completed job:


2. Locate the completed job you want to view.

3. Click (download).

This information is displayed in PDF or Excel format depending on theselection made by the user when the report for the job queue wascreated.

1.15.6 Viewing Details for a Job

To view details for a job:

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2. Locate the job you want to view.

3. Click (details).

1.16 Basware File ManagerThe Basware File Manager has built-in functionality to support Amazon S3 (Simple StorageService) file storage that works in conjunction with a TntDriver.

In order to use the Amazon S3 file storage, the following items must be configured:

Setting Value

System setting 3150 –

File System Type

Must be set to “Amazon S3”


Local File System Path

Must be set to a drive that is mapped to an Amazon S3 bucket using

a tool such as TNT drive. Typically, this is a “T:\” path. This path is

case-sensitive.


Remote File System

Path

This must be set to <bucket-name>/<file-path>. This path is case-

sensitive, and it must use forward slashes. In a typical setup, this is

the same as system setting 1091, except “T:” is replaced with the

bucket name, and all backslashes are changed to forward slashes.

S3 Access Key ID

(Application.config)

A variable named “s3AccessKeyId” must be defined in the

Application.config file. If one does not exist, define it by adding the

following after any <var> tag: <var name="s3AccessKeyId">

<string>YOUR_ACCESS_KEY_ID_GOES_HERE</string> </var>

S3Aws Secret Key

(Application.config)

A variable named “s3AwsSecretKey” must be defined in the

Application.config file. If one does not exist, define it by adding the

following after any <var> tag: <var name="s3AwsSecretKey">

<string>YOUR_S3_SECRET_KEY_GOES_HERE</string> </var>

All file names and file paths in Amazon S3 are case-sensitive.

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1.16.1 Amazon S3 Configuration Tool

This tool is available through the following URL once the global administrator logs in to thesystem:

http://<server>/<instance>/cfms/admin/FileManager/s3config.cfm

This tool displays the current values for system settings 1091, 1093, and 3150.

It validates the Amazon S3 configuration, prompting the global administrator with the errors thatare encountered.

• Generally, error messages contain information directing the global administrator as tohow to resolve the error.

The tool also performs the following validations:• Verifies the required settings are all defined appropriately• Attempts to connect to Amazon S3• Verifies that the buckets for the computer files exists• Puts a file in the local file system drive (from system setting 1091) and waits for up to

1 minute for the file to exist in Amazon S3• Downloads the file from Amazon S3 and confirms that the file contents are as

expected

If all is successful, the tool output looks gives a success message. If the validation fails, theconfiguration tool provides the error as well as instructions on how to fix it.

1.17 Custom Login PageTenants may specify a custom login page using system setting 3070 – Custom Login Page.This setting contains a fully qualified URL that the user clicks from the Login page to beredirected to when accessing the system. This is an optional, tenant-specific setting. If there is asetting for a particular tenant, then that is used. If the setting is not set for a tenant, but it is setglobally (for tenant 1 or 0), then the global setting is used. Otherwise, behavior falls back to thedefault login page.

For example, when single sign-on users access the system, they are directed to the LoginPage. From there, they click the Log in using single sign-on or intranet link. The link is notdisplayed if the user has never successfully logged into the system before or if all the browser'scookies have been cleared.

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When creating a custom login page, it is important for the form to post to the URL<epmshome>/cfms/security/logincheck.cfm. The form must have a field named “LN”which contains the login name, and a field named “PW” that contains the user’s password.

This system setting relies on the user having a cookie in his browser from a previous loginsession in order to know which tenant the user is a member of. This means that if a user logs infor the first time, or if he clears his cookies, he will see the standard login page rather than thecustom login page.

IMPORTANT: It is recommended to work with your Basware Implementation Team orClient Care Team when implementing this option. The wrong implementation locksyou out of the system.

1.18 Logging LevelsSystem setting 515 – Logging Levels provide global administrators, client care, and developerswith various levels of detailed information to debug issues that occur in the system for aninstance or a tenant.

For example if an error is occurring during order request generation, various log statementsmay be written throughout the code to help with debugging the issue in training/productionenvironments.

Information is not written to the log files unless an error occurs at the selected log level andabove. The log level is determined by system setting 515 – Logging Levels. If more informationor details need to be provided, the log level can be lowered to a less severe but more detailedlevel. Refer to the table below for more information. When this is done, the log statements arewritten to the appropriate file.

The information in the log files is then used to identify the cause of the issue.

Rank Log Statement Where the Log Statement is Written

To

Notes

6 FATAL A Fatal log level statement added by a

developer is written to the appropriate

logs when system setting 515– Logging

Levels is set to FATAL.

Fatal logging is the

most severe of the

logging levels and the

least detailed. Fatal

logging has very little

impact on server

performance.

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To

Notes

5 ERROR An Error log level statement added by a


logs when system setting 515– Logging

Levels is set to ERROR or FATAL.

4 WARN A Warn log level statement added by a


logs when system setting 515 –

Logging Levels is set to FATAL,

ERROR, or WARN.

3 INFO An Info log level statement added by a




ERROR, WARN, or INFO.

2 DEBUG A Debug log level statement added by

a developer is written to the appropriate



ERROR, WARN, INFO, or DEBUG.

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To

Notes

1 TRACE A Debug log level statement added by

a developer is written to the appropriate



ERROR, WARN, INFO, DEBUG, or

TRACE.

Trace logging is the

least severe of the

logging levels and the

most detailed. Trace

logging needs to be

used when no other

logging level provide

the information

needed to resolve the

issue. Trace logging

when enabled affects

the server

performance. Enable

trace logging only for

extreme

circumstances.

Log Statement Examples

If system setting 515 is set to TRACE, DEBUG, or INFO, the following log statement writes tothe appropriate log files for the selected logging level and above:Application.u.logEntry(LogText=”My e.g. INFO log statement”, type = “INFO”)

Since the type is set to Info, the following logging information is written: info, warn, error, andfatal.

If system setting 515 is set to ERROR, the following log statement does NOT write to anylogging levels lower than error:

Application.u.logEntry(LogText=”My e.g. WARN log statement”, type = “WARN”)

Since the type is set to Warn, no logging information is written to the log files. When Warn isselected, logging information is written for the following levels: warn, error, and fatal.

1.19 Multi-Tenant Processing - E-InvoicingThe system has the ability for vendors to post invoices to one location even though the vendorhas multiple relationships with different tenants within a Basware P2P multi-tenant instance.The system processes the e-invoice documents at the same time while maintaining dataintegrity and assigning proper tenant information to the e-invoice documents.

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1.20 Chatbot EnablementChatbot allows users to quickly and intuitively access system functions without needing tonavigate menus.

All tenants should have Chatbot system settings configured, regardless of whether the userscan access the Chatbot function or not.

To enable chatbot, each tenant must have a user created in AWS Cognito. This can be done viaa tool accessible by Global Admins. See the instructions in the next topic for how to enableChatbot.

1.20.1 Enable Chatbot for Tenants

Enabling Chatbot requires setting several system settings and creating a user for each tenant inAWS Cognito.

Before completing these steps, you must ensure AWS Cognito and Lex have been configuredto function with Chatbot. The Production team should only need to perform that step once perenvironment. See the standalone guides to "Set Up Amazon Cognito in AWS" and "Set UpAmazon Lex."

To enable Chatbot for tenants:

1. Set the following global system settings for the environment:• 12921 - Enable Chatbot. Set to Yes• 12922 - API Gateway URL to manage AWS Cognito users. Production team

should have this information.• 12923 - API Gateway API Key. Production team should have this information.• 12924 - Lex AWS Region. Production team should have this information.

2. Navigate to > System > Manage Cognito Users.

3. Here you can either create users for all tenants in the environment, or only forspecific tenants.• For all tenants: Enter 0 in the Tenant ID text box.

• For specific tenants: Enter the tenant IDs in the Tenant ID text box, separatedby commas. Then click Proceed.

4. Check the confirmation page to ensure the correct tenants were given a usernameand password.

The created username for each tenant follows the following convention:lexUser_[InstanceName]_[TenantID] and is stored in tenant system setting 12925 - CognitoUsername.

The created password is stored in tenant system setting 12926 - Cognito Password.

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1.20.2 Reset Cognito Users for Tenants

Cognito users, created during chatbot enablement, are disabled automatically if they areinactive for 75 or 90 days. After being disabled, they cannot be re-activated. Instead, they mustbe deleted and new users created in their place.

Global administrators can perform this task from Purchase Manager directly when needed,instead of needing to access the AWS console to delete and re-create a user. This processdeletes the old Cognito user and creates a new one, then saves the user credentials in systemsettings 12925 - Cognito Username and 12926 - Cognito Password.

1. Navigate to > System > Manage Cognito Users.

2. Enter the tenant IDs for the tenants with Cognito users to reset. To include morethan one tenant, separate the values with commas, such as 2,3,4.

3. Click Reset.

A new Cognito user is created for each specified tenant. The new user's username andpassword are stored in system settings 12925 - Cognito Username and 12926 - CognitoPassword.

1.21 Enable Approval Confidence Calculator for TenantsApproval confidence calculator allows users to quickly see the likelihood that an item will beapproved or declined based on data from previous orders and approvals.

System settings related to the Approval Confidence Calculator should only be configured at thecustomer's request. The only setting that the tenant system admin will have access to is theApproval Confidence threshold, which is the minimum Approval Score that is likely to beapproved.

To enable Approval Confidence Calculator for tenants:

1. Set the following global system settings for the environment:• 14000 - Machine Learning AWS region• 14001 - Machine Learning AWS access key ID• 14002 - Machine learning AWS secret access key• 14003 - Enable machine learning• 14010 - Approval confidence calculator model ID• 14011 - Enable approval confidence calculator• 14012 - Approval confidence calculator training path

2. Confirm that the tenant system admin set a threshold value for system setting14013 - Approval confidence threshold percentage.

The machine learning model will start using approval and order data to generate an ApprovalConfidence score on each item in the requestor's shopping cart.

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1.22 Elasticsearch Catalog Search EngineElasticsearch is a search engine based on Lucene. It provides a distributed, multi-tenant-capable full-text search engine with an HTTP web interface and schema-free JSON documents.This is the search engine used to power SmartSearch in the Purchase Manager catalog.Elasticsearch provides users with more relevant results than our previous search methods inmuch less time.

1.22.1 Set Up ElasticSearch on AWS - for Production Team

This task explains the necessary steps involved in setting up Elasticsearch using AWS for anenvironment.

This is mainly for the Production team.

To enable Elasticsearch for a tenant after the setup is done for an environment, skip toElasticsearch System Settings.

1. On the AWS console, create a new domain using the Elasticsearch Menu option.

2. Enter the Elasticsearch Domain Name.

3. Select the Elasticsearch version for the domain.

4. For Node Configuration, enter the number of nodes required for Elasticsearch percluster.

5. Select the instance type.

6. For Storage Configuration & Snapshot Configuration, Production team must tunethose values based on usage. To start, leave them as the default values.

7. Next, set up user access. For User Access, sdelect a template.

8. Allow or deny access to one or more IAM users.

9. Once domain creation is completed, it will have an Endpoint URL like https://search-testdomain-n4ipmzg4wa6fh2xusoptc7w2la.us-east-1.es.amazonaws.com.

10.IT/Production team must create an alias for this URL.

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https://search-testdomain-n4ipmzg4wa6fh2xusoptc7w2la.us-east-1.es.amazonaws.com

https://search-testdomain-n4ipmzg4wa6fh2xusoptc7w2la.us-east-1.es.amazonaws.com

It is recommended to create 2 nodes for Elasticsearch during nodecreation to prevent data loss in case one node fails.

After setting up the domain, you must set up the system settings. See Elasticsearch SystemSettings for more details.

1.22.2 Elasticsearch System Settings

Once the domain creation is completed on AWS, certain values are needed on the systemsettings. These are the system settings needed to enable Elasticsearch for an environment:

• 12911 - Endpoint URL: the alias value of the URL generated by AWS• 12912 - AWS region: like "us-east-1"• 12913 - AWS user access key ID: value of AWS Access key used to sign

Elasticsearch requests• 12914 - AWS user secret key: value of AWS secret key used to sign Elasticsearch

request• 12915 - Enable Elasticsearch: this is a tenant specific setting, visible only to Global

Admins, to enable Elasticsearch for each tenant• 12916 - Elasticsearch catalog index name: this setting will default to 'catalog'. But if

the Production team wants to have multiple local instances running against sameElasticsearch server, they will need to change this setting for at least one of them sothey don't point to the same index.

System Settings 12911 through 12914 are global settings and are used to configurethe IAM user.

To Enable Tenants within an Environment

To enable Elasticsearch for a tenant, when the environment is already set up, ensure setting12915 - Enable Elasticsearch is set to Yes.

Then, to get the most out of Elasticsearch, work with the tenant administrator to create dataattributes with catalog items. See Purchase Manager Admin Guide > Data Attributes withCatalog Items for more information.

1.22.3 Elasticsearch Index

After the system settings are set, and Elasticsearch is enabled, indexes are created for all theitems in the catalog. Indexing is fired after inserting/updating/deleting records in tables used byElasticsearch Index. These triggers add any affected items to the CatalogPendingItems table,which ensures that those items get updated in Elasticsearch the next time the schedule task

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fires. Below is the list of tables and the fields in the tables which triggers Elasticsearch update ifmodified:

Table 21: Tables indexed in Elasticsearch

Tales Indexed Fields within tables indexed

Items: IInvType_ID

ItemAssembly_ID

ItemCategory_ID

ItemDesc

ItemDiscontinued

ItemName

ItemPICURL

ItemPreferredVendor_ID

ItemSKU

ItemThumbnailURL

ItemType_ID

ItemURL

Keywords

Manufacturer_ID

SelectionRule_ID

UsrItem1

UsrItem2

UsrItem3

ItemUnits:

AvgUnitCost

Item_ID

Unit

UnitMultiple

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Tales Indexed Fields within tables indexed

UnitSKU

Manufacturers

ManufacturerName

ItemAssemblies: Discontinue

UserReviewsTotlas: AverageStarRating

Vendors: CurrencyCode

OrderProcessType_ID

Rate

SkipVCWebsiteConfig

UserItem1

UserItem2

UserItem3

VendorConnectLevel_ID

VendorName

VendorParent_ID

VendorType_ID

ItemCategories: CategoryHierarchy

CategoryName

ParentCategory_ID

A catalog update schedule task has been under PITHourly. This task runs hourly and checks ifthere are pending records to be updated into Elasticsearch. If it finds pending records, it createscatalog update job to process the updates. Each job runs every 60 seconds and processes amaximum of 2500 records. There are certain actions that trigger Elasticsearch to updateimmediately.

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Table 22: Index Trigger time

Index Trigger time Actions triggering the index update

Actions that trigger immediate index update: Add item via UI

Edit item via UI

Remove item via UI

Enable/Disable item via UI

Actions that trigger index update within next

1-2 minutes:

Edit a vendor via UI

Edit an item category via UI

Edit a Manufacturer via UI

The actions listed above as "immediate updates" take on average 1 second to show up insearch results. Occasionally, it can take up to 10 seconds. This is due to the speed at whichElasticsearch updates its own index. For the actions that trigger index update within next 1-2minutes, this is based on creation of a Job in the Jobs Queue. Jobs in the queue are processedbased on system setting 21070 - Jobs Queue Processing Frequency. If a user edits a vendor,item category, or manufacturer which contains more than 2500 items, then an additional job iscreated after the first is completed.

Any changes to catalog caused by imports (catalog import, item category import,vendor import) is not reflected in Elasticsearch search results immediately. They areprocessed the next time PITHourly task runs (once per hour).

1.22.4 Manage Elasticsearch

Global administrators and other internal users may need to manage Elasticsearch data. Theycan do so from this page.

The Manage Elasticsearch page can be found at > System > ElasticsearchAdministration. From this page, Production team members, R&D team members, and otherinternal users can view and manage Elasticsearch data for the environment.

Get Instance Info

With this action, you can get basic information about Elasticsearch in the environment,including:

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• The Elasticsearch endpoint. This should match the value in system setting 12911 -Elasticsearch endpoint URL

• Elasticsearch version, build, and Lucene version• All indexes included in this Elasticsearch instance, along with the number of items

indexed in each one. The active index being used in the Basware P2P instance isdetermined in system setting 12916 - Elasticsearch catalog index name. All indexeson this list are valid values for that system setting.

Search Catalog

Enter any tenant ID and text string to see the full structure of returned search data for thatstring. This can be used to test that Elasticsearch has been configured correctly.

Create Index

When Elasticsearch is used for the first time in an environment, a Production team memberneeds to create an index. An index must also be created when the Production site is upgraded.

If an index already exists and you want to replace it with the new index, check the box for Dropindex if exists?

Mark Records for Update

You can use this tool to mark items that need to be updated during the next update. This isespecially helpful if a new column has been added to the Elasticsearch index and it needs to beupdated for some or all items. This action inserts those items into thebase_CatalogPendingItems table, where they will be updated the next time the scheduled taskruns.

Get Elasticsearch Bulk Update File

You can download all data in the base_CatalogPendingItems table. This can help theproduction team know what items and tenants are pending an update, or see if items are gettingstuck and are not processed.

Update Catalog

This action processes any changes that are in the base_CatalogPendingItems table, up to20,000 records. Normally this update is done by scheduled task, but can be done immediatelywith this action.

Search Catalog For Item

Similar to the previous Search Catalog function, you can enter a tenant ID and an item ID tocheck the index for a particular item. Helpful to make sure specific items are being updatedcorrectly in Elasticsearch.

Search Catalog Direct

If you want to search the catalog with raw JSON, you can enter the JSON structure here andsearch the catalog that way.

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Drop Index

Here, you can enter an index name and drop, or discontinue, the index. You must then create anew index for Elasticsearch to work properly.

Export Index Data

This exports all indexed data for a tenant into an NDJSON file. Developers and QA can importthis file to their environment to populate data in their local sites or to get Production data into atest tenant.

Do not use this method to move data from Training to Production or vice versa. Thetenant IDs and item IDs will vary between environments and may overwrite the wrongdata in the environment it's imported into.

Import Index Data

In this section, upload an NDJSON file with index data to populate data for a site.

Do not use this method to move data from Training to Production or vice versa. Thetenant IDs and item IDs will vary between environments and may overwrite the wrongdata in the environment it's imported into.

Get Mappings

Mappings are the Elasticsearch understanding of what type of field each column of data is in theindex. Click Get Mapping for a full list of the columns and field types. Currently, the only validtype is item, but as Elasticsearch functionality is expanded in the system more types may beadded.

Reset Mappings

If a field type has been set incorrectly for a column, or a new column has been added to anindex, you may want to reset the mappings for the index to correctly reflect this new data.Currently, the only valid type is item, but as Elasticsearch functionality is expanded in thesystem more types may be added.

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2 MessagingMessaging provides the global administration the ability to send a broadcast message or fax toall users in the environment.

2.1 Broadcast MessageMessages can be sent to all tenants and their users if needed by using the broadcast messagefunctionality.

The following permission is required to access this functionality.

• Send Broadcast Messages (17)

Figure 37: Send Message to All Users page

Field Definition

Expiration Enter an expiration date. After this date, the message is no longer

available. By default, messages expire one week after they have been

entered.

Enter Message Enter the message to be sent to all tenants and their users.

2.1.1 Broadcasting a Message

Tenants and their users are not able to delete broadcast messages.

To broadcast a message:

1. From the Dashboard, navigate to > Messaging > Broadcast Message.

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2. Select an expiration date for the message by clicking the Calendar icon.

3. Enter the message that is to be sent to the tenants and their users.

4. Click Send Message.

2.2 Fax MessagesFax messages can be sent to tenants or users if needed by using the fax message functionality.

Related Permissions• 32 – Send Faxes to Any Number• 31 – Send Faxes to Basware Users

Figure 38: Send Fax to Number page

Field Definition

To Fax Number Enter the fax number the fax is to be sent to.

Enter Message Enter the message to be sent to include on the fax.

2.2.1 Sending Fax Messages to Tenants or Users

To send a fax message to tenants or their users:

1. From the Dashboard, navigate to > Messaging > Send Fax.

2. Enter the Fax Number of the tenant or user the message needs to be sent in thefax number field.

3. In the Enter Message field, enter the message to be sent.

4. Click Fax Message.

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3 User ManagementUser management is a task that helps create a template to use while creating other tenants inthe Basware P2P system. Proper setup of groups and users reduces the work associated withthe user management process.

The following table describes the process for defining user data.

Stage Task Definition

1 Groups Allows the administrator to perform critical management

functions by assigning users to specific groups with specified

permissions. Create groups for users that need to use similar

areas of the application to reduce the number of permissions

and rules and the amount of user maintenance.

2 Users Persons with access to Basware P2P that has permissions.

3 User attribute

types

Attributes can define additional information for users.

4 Permissions

(explained in

Permissions)

Used to restrict/grant access to pages and reports.

Required Permission• 5 - Manage Users and Groups

3.1 Group ManagementThe group functionality is designed to make administration of the system less complex bygrouping together users that are similar in their system rights, their job functions, or theirlocation assignments. Two types of groups that are typically set up; the functional permissionbased groups and the mapping groups.

Functional groups are those that are assigned permissions giving them the right to complete atask in the system. An example of a functional group is approvers. Everyone in the approvalgroup is given the right to approve requests that are delivered to him or her.

Mapping groups are designed to group people together for the purpose of location assignment.An example of a mapping group is a group of people who can only order from a specificwarehouse or a group that is restricted from viewing or ordering goods from a particular vendor.

The following permission is required:

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• 5 - Manage Users and Groups

Figure 39: Group Management page

Action Definition

Add Allows the user to add a new group.

Edit Allows the user to edit an existing group.

Delete Allows the user to delete an existing group.

Spend Limits Allows the user to set spending limits for user groups.

3.1.1 Group Addition/Editing

The Add Group page and the Edit Group page have same attributes.

Figure 40: Add Group page

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Field Definition

Group Name* Enter the name of the new group. Be sure to name the group in a

manner where the function of the group is recognizable. Categorization

is very important for groups, especially if the organization uses

functional groups and mapping groups. This is a required field.

Group Description Enter descriptive information about the group.

Group e-mail Enter an email address for the group. The entire email address needs to

be entered.

Using Warehouse

Group

Select the warehouse group to which the user group is assigned.

Add Group to Self-

Registered Users

If set to yes, any user who self-registers for the tenant's site is

automatically added to the group.

Add Members Click the magnifying glass on the right hand side of the add members

field to bring up the box displaying the available users in the system.

One or several users can be selected by using the shift or ctrl keys.

3.1.1.1 Adding a Group

To add a group:

1. From the Dashboard, navigate to > Users > Groups.

2. Click Add.

3. Enter the group name, group description, and the group email address.

4. If desired, select a warehouse group for the user group to be assigned to.

5. If the user group is intended to include all self-registered users, select Yes for AddGroup to Self-Registered Users.

6. Click the Search icon to add members to the group using the multi-select pop-up.

7. Click Add Group.

3.1.1.2 Editing a Group

To edit a group:


2. Select the group to edit and click Edit.

3. Edit the necessary fields.

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4. Click Edit Group.

3.1.2 Deleting a Group

Follow these instructions to delete a group:


2. Select the group to delete and click Delete.

3. Click OK on the pop up window.

3.1.3 Setting Spend Limits for Groups

This is a tenant administrator function. Refer to the General Admin Guide for more details.

3.1.4 Define Permissions

Once a group has been created, the administrator must assign the necessary permissions tothe group to enable the group members’ access and use of Basware P2P.

Table 23: Suggested Functional User Groups

Group Scope of Permissions to be Assigned

Administrators Users who have access to the entire set of permissions and settings.

Includes catalog and Report Manager functions.

Requesters Users who are able to create requests.

Approvers Users who are able to approve requests for subordinates.

Purchasing Users who need control over the overall process and have access to all

purchase orders.

Accounts Payable Users who are permitted to enter invoice information.

3.2 User ManagementUser setup and maintenance is one of the most important functions performed in Basware P2P.The purpose is to define the user information including login, name, password, and allocationlocation.

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All users’ passwords in the application are encrypted, eliminating any possibility ofmisuse by any Basware P2P user or database administrator. Password encryption isentirely transparent to the user.

Consider the following permissions and system settings when managing users:• Permission 70 - View Users• Permission 5 - Manage Users and Groups• System setting 820 - Grand New Users Access to System• System setting 825 - New User Message• System setting 875 - Display User on Purchase Order Footer

Figure 41: Users Management page

Table 24: User Management Page action definitions

Action Definition

Attributes Allows the addition of selected information about the user in addition to

the defaults. User attribute types are defined in a different section.

Add Allows the user to add new users into the system.

Edit Allows the user to edit existing users in the system.

Disable Allows the user to disable a user temporarily or permanently from the

system.

Enable Allows the user to enable a user that has been disabled in the system.

Copy User Allows the user to add a user by copying a user profile.

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Action Definition

Grant Access Allows the user access to particular modules in the system. The current

modules available are Purchasing, Assets and Work Orders, Expense,

Invoice, Vendor Portal, and Budgets.

Remove Access Allows the user selectively to remove access from the listed modules.

Generate Token Allows user to generate tokens to be used in API Interfaces. Note: This

functionality needs to be used only if recommended by Basware.

Filtering

Three different filtering options in the User List page below will be available.

• Alphabetical links may be clicked in order to narrow a search parameter.• The And field can be used in order to search for a specific user quickly.• The filter drop-down field can search for the following user types:• Active• Disabled• Show All• Expense• Invoice• Purchasing• Service• Vendor Portal

3.2.1 User Addition and Editing

The Add User page and the Edit User page have same attributes.

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Figure 42: Add User page

Field Definition

First Name* Enter the user’s first name. This is a required field.

Last Name* Enter the user’s last name. This is a required field.

Initials Enter the initials of the user (optional).

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Field Definition

Company’s ID # Enter the company or employee ID.

NT Domain Login Enter NT Domain login for the user if Single Sign On module is installed.

Manager Enter the immediate manager or next approval level for the user.

(Optional)

Accounting Code Enter the accounting code of the user if an accounting code is used for

the user.

Display Name* Enter the display name in the system. This displays on all the main pages

and any time that the user is addressed in the system. This is a required

field.

Login Name* Enter the name used to log in to the system. If single sign on is used, this

still needs to be entered. This login name can be used as an alternative to

the NT login if the user cannot authenticate on the network. This is a

required field.

Password* Enter the password used to log into the system. This password can be

used as an alternative to the NT login if the user cannot authenticate on

the network. This is a required field.

Password

Verification*

Enter the verification of the entered password to ensure that the entered

password was correct. This is a required field.

Password Expires Enter an expiration date if an expiration date of the password is required.

(Optional)

Allowed # of Uses Enter the allowed number of uses. This field defaults to –1, which is

designed to allow the user infinite access to the system. If the user is

permanent, use –1. If a user is temporary or is allowed a specified

amount of uses in the system, a number can be set in this field. This is a

required field.

Phone Number Enter the user’s phone number. This is an optional field, but is displayed

in the directories if available.

Fax Number Enter the user’s fax number. This is an optional field, but is displayed in

the directories if available.

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Field Definition

Email Enter the user’s email. This is used to notify the user of approvals or any

other system email that may be sent. This is an optional field, but is highly

recommended, for receiving system communication.

Spending

Categories

Spending categories are the categories that correspond to the limits

assigned in the spending limits field. Semicolons divide the different

values. The value entered is the Item Category ID. If the values are 0;5;7,

which means that in general, for all categories (0), this user has to get

everything approved as per the corresponding spend limit, but for

exclusion categories 5 and 7. The exclusion categories require additional

rules to be in place for the exception categories to be routed for approval.

If the values are only 5;7, the rules are triggered based on the actual total

of line items on the requisition and the corresponding spend limit for the

category. If the 0 category is used, the order will proceed for approval to

each user’s manager until a manager has the ability to approve the

amount of the purchase. Use (-1) for order requests Use (-2) for

expenses Use (-3) for invoices Use (-4) for assets Use (-6) for non-PO

invoices

Rules for exclusion categories can be any rule type that usesitem category as evaluation criteria. Two rule types that wouldwork in this instance are condition rules and approval rules byitem category. However, rules for exclusion categories are notnecessary if the company does not want any approvalsrequired for the exclusion categories.

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Field Definition

Spending Limits Spending limits is used for approval purposes. The spend limit is the

actual dollar amount that corresponds to an Item Category ID listed in the

spending categories field. There can be limits associated with each

entered category. Semicolons divide different limits. If zero is entered as

a spending limit, this requires each purchase in this category to be

approved by a manager. If spending limits are specified with a 0 or a

negative number (corresponding to the module ID) along with some item

categories, the item categories are treated as exclusion categories. The

spend limit assigned to 0 is used and only applies to items that are not in

the exception categories. Additional rules need to exist in the system to

route the items for approval in the exclusion categories. If spend limits are

specified without using a 0 or a negative number, the rules are triggered

based on the actual totals of line items on the requisition and the

corresponding spend limit for the assigned exception category. Example

1: 0;500;300 This means that in general, this user has to have everything

approved outside of the second and third exclusion categories for which

they have 500.00 and 300.00 limits for which the spend limit values are

essentially ignored. Example 2: 500;300 This means that in general, the

rules are triggered for categories 5 and 7. This is based on the actual

totals of the line items on the requisition and the corresponding spend

limit for the category. If a 0.00 spending limit is used, the order will

proceed for approval to each user’s manager until a manager has the

ability to approve the amount of the purchase.

Bill to Location* This is the location to where the invoices for the purchases should be

sent. This is the default location.

Ship to Location* This is the location to where the goods should be shipped. This is the

default location. If the user has the rights to change the shipping location,

this is assigned in permissions.

Expense Location* The expenses for this user are submitted from this location. This can be

different from shipping and billing, and is only required if the Expense

module is installed.

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Field Definition

Related Vendor

Portal Vendor

This field is used when creating a Vendor Portal user. If creating a Vendor

Portal access for a vendor, select the vendor for whom the access is

being created in this field.

Groups Groups are assigned in this area. Multiple groups can be assigned by

using the shift or ctrl keys.

Notify Via This allows the selection by which the user receives messages from the

system. They can receive email messages, internal messages, or both.

email messages will go to the user’s email account. Internal messages

will be received on the Dashboard. The user will need to log into the

system to receive his messages. Both will deliver the message using both

venues.

Allow Access to

Assets & Works

Orders

This allows access to the Asset and Work Order module. This is the same

function as grant access on the Main page. If grant access has been

used, this will default to yes in the user profile.

Allow Access to

Budgets

This allows access to the Advanced Budgets module. This is the same

function as grant access on the Main page. If grant access has been

used, this will default to yes in the user profile.

Allow Access to

Expense

This allows access to the Expense module. This is the same function as

grant access on the Main page. If grant access has been used, this will

default to yes in the user profile.

Allow Access to

Invoice

This allows access to the Invoice module. This is the same function as



Allow Access to

Purchasing

This allows access to the Purchasing module. This is the same function

as grant access on the Main page. If grant access has been used, this will


Allow Access to

Vendor Portal

This allows access to the Vendor Portal. This is the same function as



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3.2.1.1 Adding a User

To add a user:

1. From the Dashboard, navigate to > Users > Users.

2. Click Add.

The Add User page appears.

3. Complete the required fields.

4. Click Add User.

3.2.1.2 Editing a User

To edit a user:


2. Select the user to edit and click Edit.


4. Click Edit User.

3.2.2 Deleting a User

To delete a user:


2. Select the user to delete and click Delete.

3. Click OK on the pop-up window.

3.2.3 Disabling a User

To disable a user:


2. Select a user who needs to be disabled, and click Disable.


The selected user is disabled and an asterisk is displayed in front of the user’s name on theUser list.

3.2.4 Enabling a User

To enable a user:

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2. Select a disabled user from the list (has an asterisk [*])who needs to be enabled,and click Enable.

3.2.5 Copying a User Profile

Copy User allows the ability to copy a user profile when creating a new user.

To copy a user profile:


2. Select a user from the list to copy, and click Copy User.

3. Edit the necessary fields such as first name, last name, login name, and password.

4. Click Edit User.

3.2.6 Granting Users Access to Available Modules

The specific permissions for the module still need to be configured for the user to beable to perform the tasks in the module.

To grant a user access to available modules:


2. Select a user.

3. From the Available Modules drop-down field, select a module.

4. Click Grant Access.

3.2.7 Removing Users Access to Available Modules

To remove user access to available modules:


2. Select a user.

3. From the Available Modules drop-down field, select a module.

4. Click Remove Access.

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4 PermissionsPermissions drive group and user behavior within Basware P2P. This includes access as wellas restrictions.

General permissions dictate the extent of rights that the groups and users have in the systemon a general level. Permissions typically are assigned on the group level, where they are easierto manage. In some cases, permissions can be assigned on the user level although thispractice is not recommended. These general permissions are not specific to any particulargroup.

The following permission is required to manage user or group permissions:• 6 - Manage Permissions

Figure 43: User/Group Permissions page

Table 25: User/Group Permissions page action definitions

Action Definition

Filter Allows the user to filter the user/group list displayed in the user/group

field.

View Profile Allows the user to view the profile of any selected user/group.

Save Permissions Allows the user to save the changes made to permissions.

Clear All Allows the user to clear any unsaved entries or selections.

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Action Definition

Retrieve Permissions Allows the user to retrieve the permissions for the selected user/group

and permission group.

4.1 Inherited Link

Figure 44: Inherited Link page

When viewing the permissions for a user, if a user inherits the permissions from a group he isassigned, the word Inherited is displayed next to the permission. When a user clicks the link, apop-up window displays all the groups from which the user has inherited that permission.

4.2 Adding or Editing Permissions for a User/GroupTo add/edit permission for a user/group:

1. From the Dashboard, navigate to > Users > Permissions

2. Select the user/group from the user/group drop-down list. Enter filter data to limitthe users/groups that appear in the list.

3. Select the permission group associated with the permission to set.

4. Click Retrieve Permissions.

5. Select the check boxes beside the permissions that are to be set for the selecteduser/group.

6. Click Save Permissions.

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Once permissions are updated and saved, users must log out and log back in for the changesto take effect.

For certain permissions, additional data must be defined before the permission isactive. For example, if the permission 8 – Manage Purchase Orders is set, locationsmust be assigned for the user/group to manage.

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5 Location ManagementCreating location groups and locations in Basware P2P is a task that helps create a template touse while creating other tenants. Proper setup of location groups and locations reduces thework associated with creating location groups and locations.

The security in Basware P2P can be maintained by creating location groups and locations,which help in segregating the management activities and the user access to data based on thelocation (or department) level. Locations (departments) can also be used for reporting.

Various links will be used in order to customize permissions and rules in order to establish theorganization’s purchasing process. In addition, users are linked with locations and groups.

The following permission is required:• 16 - Manage Location and Location Groups

5.1 Location Group ManagementLocation groups are a way by which similar locations can be combined for reporting purposes.For instance, all of the locations in a region can be assigned to one location group or allexpense locations can be assigned to a location group. Location groups are required on theLocation page, so if location groups are not used within the organization, then an unassignedlocation group needs to be created.

Figure 45: Location Group Management page

Action Definition

Edit Allows the user to edit an existing location group.

Add Allows the user to add a new location group.

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Action Definition

Delete Allows the user to delete an existing location group.

5.1.1 Location Groups Addition and Editing

The Add Location Group page and the Edit Location Group page have same attributes.

Figure 46: Add Location Group page

Field Definition

Location Group Name Enter the name of the location group.

Account Code Enter an account code if an account code is used to identify

the location group.

5.1.2 Add Location Groups

To add a location group:

1. From the Dashboard, navigate to > Geographic > Location Groups.

2. Click Add.


4. Click Add Location Group.

5.1.3 Edit Location Groups

To edit a location group:


2. Select a location group to edit and click Edit.


4. Click Edit Location Group.

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5.1.4 Delete Location Groups

To delete a location group:


2. Select the location group to delete and click Delete.


5.2 Location ManagementLocations can be physical locations, departments, cost centers, expense locations, or assetlocations depending on the module(s) being used by the tenant. If goods or services areallocated, charged, or shipped to an entity, they must be set up in the system as a location.

The following permissions are required to manage locations:• 16 - Manage Locations and Location Groups• 68 - View Locations

Figure 47: Location Management page

Table 26: Location Management page action definitions

Action Definition

Edit Allows the user to edit existing location profile.

Add Allows the user to add a new location.

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Action Definition

Accounts Allows the user to assign specific vendor accounts to location. This can

be used for accounting purposes or for restricting users in particular

locations from purchasing from vendors outside of their region.

This is a tenant administrator function.

Disable Allows user to disable a location.

Disabling a Location will add an * before the location name.

Enable Allows the user to enable a location that has been disabled.

Delete Allows the user to delete locations. If there are users assigned to the

location, this location cannot be deleted.

Clear Allows the user to clear any unsaved information.

5.2.1 Location Addition or Editing

The Add Location page and the Edit Location page have same attributes.

Figure 48: Add Location page

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Field Definition

Location Name Enter the name of the location.

Address 1 Enter the first line of the location address.

Address 2 Enter the second line of the location address.

City Enter the location city.

State Enter the location state.

ZIP Enter the location zip code.

Country Select the location’s country. The list is from a standardized country

list.

Location Group Select the location group assignment from the location groups that

have been entered from the Add Location Groups page.

Phone Enter the location phone number. This is displayed in the directory.

The value added in this field is displayed on thepurchase orders for which this location is the ship tolocation.

Fax Enter the fax number. This number is displayed in the directory

(optional).

Email Enter the location email address (optional).

Accounting Code Enter the location account code. This code is typically used in

accounting output files.

Tax Enter the tax for the location.

Tax 2 Enter a second tax if a second tax value is required for the location.

Location Contact Enter the location contact. This field can be used to identify a

contact for the location. It can be used in approval routing or in

sending purchasing notifications/failures to the location contact

(optional).

UDEF 1-5 Names of these user-defined fields that can be identified in system

settings and used for a variety of functions in order to match the

business process requirements.

Basware P2P 20.9


Field Definition

Tax Code Select one tax code from the list to be linked to the location

5.2.2 Adding a Location

To add a location:

1. From the Dashboard, navigate to > Geographic > Locations

2. Click Add.


4. Click Add Location.

5.2.3 Editing a Location

To edit a location:


2. Select the location to edit and click Edit.


4. Click Edit Location.

5.2.4 Deleting a Location

Locations that are associated with invoices cannot be deleted.

To delete a location:


2. Select the location to delete and click Delete.


5.3 AccountsThis is a tenant administrator function. Refer to the General Admin Guide for more information.

Basware P2P 20.9


6 Tenant CreationThis chapter outlines the complex behind-the-scenes process that occurs during tenantcreation.

Basware P2P 20.9


Figure 49: Tenant Creation Workflow

Basware P2P 20.9


Base Data Tables (Required)

1. AccountingCodeGroups2. AssetStatus3. BillMaskDetails4. BillMasks5. FOBs6. LocationGroups7. Locations8. PaymentTerms9. PaymentTypes10.ShipVia11.Units12.UserStatus13.Vendor_BillMask14.VendorRegUserGroup15.WOPriorities16.Users17.Object_Rights18.SystemSettings19.ReportTemplates20.ReportClasses

Allowed Tables

1. LocationGroups2. Locations3. Groups4. GroupAttributes5. UserAttributeDefs6. Objects7. User_Groups8. VendorTypes9. Vendors10.AccountingCodeGroups11.AccountingCodes12.Addresses13.AssetCategories14.AssetMaintainTypes15.AssetStatus16.Contracts17.ContractTriggers

Basware P2P 20.9


18.CRMSiteTypes19.CRMSites20.CurrencyRates21.CusFieldDefs22.Depreciations23.FieldSplits24.GroupAttributes25.Lookup26.LookupDetails27.Projects28.UserAttributeTypes29.VendorAttributes30.WarehouseGroups31.Warehouses

Special Processing Tables

1. Groups2. GroupAttributes3. Users4. UserAttributes5. User_Groups6. Objects7. Object_Rights8. SystemSettings

6.1 Adding Tenants in the Database

1. Insert the tenant into the Tenants table.

Figure 50: Tenants Table

2. Create the DB source and DB user for the tenant.• GenerateDBUser as Data Source Name (EPMS10a3_8)• Generate DBUser password - random password function

Basware P2P 20.9


• Create the User in the mySQL database.• CREATE USER '[Database_UserName]' IDENTIFIED BY

'[Database_Password]'• Assign the permissions to the user.• GRANT SELECT,INSERT,UPDATE,DELETE ON [TableNames] TO

'[Database_User]'• Create mySQL data source for the newly created tenant in the ColdFusion.

3. Insert the record in to the Base_DataSources table for the new tenant.

Figure 51: Base_DataSources table

4. Insert the record for the new tenant into the Base_Companies table for the newtenant.

Figure 52:

5. Insert the record for the new tenant into the Base_Objects table.

Figure 53:

6. Add Tenant Data for the specific tables

Tables that are REQUIRED

Basware P2P 20.9


SystemSettings, AccountingCodeGroups, AssetStatus, BillMaskDetails, BillMasks,FOBs, LocationGroups, Locations, PaymentTerms, PaymentTypes, ShipVia, Units,UserStatus, Vendor_BillMask, VendorRegUserGroup, WOPriorities, Users,Object_Rights, ReportTemplates, ReportClasses

Tables that are Optional

LocationGroups, Locations, Groups, GroupAttributes, UserAttributeDefs, Objects,User_Groups, VendorTypes, Vendors, AccountingCodeGroups, AccountingCodes,Addresses, AssetCategories, AssetMaintainTypes, AssetStatus, Contracts,ContractTriggers, CRMSiteTypes, CRMSites, CurrencyRates, CusFieldDefs,Depreciations, FieldSplits, GroupAttributes, Lookup, LookupDetails, Projects,UserAttributeTypes, VendorAttributes, WarehouseGroups, Warehouses.

Tables that are SPECIAL and require special processing functions

Groups, GroupAttributes, Users, UserAttributes, User_Groups, Objects,Object_Rights, SystemSettings

a. Create a list of Required + Optional tables and loop through it

IF table exist in the Template THEN

If this is special table THEN

Execute specific function for that table to move the data

ELSE

Just move the data from template to the table

ENDIF

ELSEIF (Table does not exist in the template AND table is in the Requited List)THEN

If this is special table THEN

Execute specific function for that table to move the data

ELSE

Just move the data from Tenant 1 to the table

ENDIF

ELSE IF

During this process of data creation and copying, we also create the followingbase data:

Default Group

Default Location

Default Payment Type

Default Payment Term Net 30

Basware P2P 20.9


Default Shipping Option

User Admin (TenantID)

Default Permissions for the User(0,1,2,5,6,7,8,10,11,12,13,14,16,17,18,19,20,21,22,23,24,25,26,30,33,34,36,37,38,40,41,42,43,48,54,56,61,62,63,64,65,66,67,71,74,75,76,77,78,87,88,89,90,91,92,114,11)

7. Insert the following system setting records for the new tenant

Figure 54: System Settings table

8. Create the Import Log Directory for the new tenant.• SystemSetting (3011)\t[n]

9. Update the Tenants table as configured.• UPDATE Tenants SET blnConfigured=1 WHERE Tenant_ID= [TenantID]

10.Generate the message to the tenant administrator and email them with link andlogin information for their site.

6.2 Default Permissions Assigned to a Tenant

Permission Number Permission Name

0 Access System

1 Approve Request

2 Can Receive Items on Own Order Requests

5 Manage Users and Groups

6 Manage Permissions

7 Can Suggest Items

8 Manage Purchase Orders

Basware P2P 20.9



10 Manage Items

11 Manage Vendors

12 Change Password

13 Can Change Ship-to Location during Requesting

14 Can Change Requester Name on Order Request

16 Manage Locations and Location Groups

17 Send Broadcast Messages

18 Manage System Settings

19 Manage Catalogs

20 Manage Manufacturers

21 Manage Payment Terms and Types

22 Manage Reports

23 Run Reports

24 Manage Scheduled Tasks

25 Manage Contracts

26 Manage Rules

30 Manage All Order Requests

33 Can Receive Items for Selected Locations

34 Can Create Purchase Order Invoice

36 Can Create Free Form Order Requests

37 Can Create Custom Favorites List

38 Can View Item Pricing

40 Can Void Invoice

41 Can Enter a Duplicate Invoice

42 Manage Standing Orders

Basware P2P 20.9



43 Manage Own RFQs

48 Can Specify Preferred Warehouse during Requesting

54 Can Specify Line Udefs/Account Codes on Request Lines

56 Can change Item Price on Items to Order Page

61 Manage Accounting Codes

62 Manage Import Specifications

63 Can Split Accounting Codes

64 Can Change Price/Qty on Purchase Orders

65 Can Bypass Vendor Minimums

66 Can Add Items to Item Assemblies

67 Manage Item Assemblies

71 View Purchasing Vendors

74 Change In/Out Status

75 Can Add Users to the Approval Route

76 Can Attach Documents for Purchase Orders and Expenses

77 Search Attachments

78 Review Suggested/Custom Items

87 Manage Currency Rates

88 Can Change Currency on Purchase Orders

89 Manage User Attribute Types

90 Can Establish Vendor Connect Sessions

91 Manage User’s Pick Lists

92 Can Add Additional Lines while Receiving

114 Manage Work Orders

115 View Costs Associated with an Asset

Basware P2P 20.9


6.3 Tenant Creation Processing for SystemSettings Table

Tenant Creation Processing for SystemSettings Table

Figure 55: Tenant Creation System Settings Flowchart

Table 27: Blanket Settings List

System Setting System Setting Name

436 email footer

440 System email address

445 Proxy server IP address

446 CRM email address

565 Company main URL

575 CoAddr1

580 CoAddr2

Basware P2P 20.9



585 CoCity

590 CoState

595 CoPostalCode

5090 Local Area Codes

Table 28: Skipped Settings List


441 System POP3 server

442 System SMTP server

443 Mail account user name

444 Mail account password

452 System SMTP port

454 System POP3 port

455 Enable POP3 over SSL

456 System SMTP server username

458 System SMTP server password

500 Admin contact name

505 Admin contact email

510 Admin contact phone

550 Company name

555 Company main phone

560 Company main fax

Basware P2P 20.9


7 ClusteringThe multi-tenant environment supports clustering.

7.1 Multi-Tenant Cluster Features

Dynamic IP Address

Dynamic IP addresses work with multi-tenancy. In order to configure a cluster using dynamic IPaddresses, a row must be manually added to the Servers table prior to joining the cluster. TheServerID property in the application.config file on that server must then be updated to reflect theServer_ID from the Servers table.

During Application Startup, if a server detects that its IP address has changed from that which isin the system, it will update the Servers table with its current IP, and it makes a cluster call to allthe other servers informing them of the update.

If the cluster servers are not all behind the same private IP, please note the following:

In the Servers table a new column “PublicBaseURL” has been added. This column is optional. Ifa value is specified, it should contain a URL that addresses this server directly, bypassing anyload balancer. If the column is populated, that URL is used for server-to-server communication.If this column is left NULL or blank, the system uses the value from the ServerIP column forserver-to-server communications. Communication by IP address fails if the the servers are notbehind the same private network.

Create/Reset Data Source

When a new tenant is created, or when resetting the tenant’s data source, the system nowcreates the same data source on each server in the cluster.

Patches

The user is able to apply and revert patches, service packs, and upgrade bundles on one serverin the cluster. The files changed are replicated to all servers in the cluster.

Upgrade bundles cannot be reverted.

Maintenance Mode

When maintenance mode is enabled on one server in the cluster, all other servers in the clusterare set to maintenance mode as well.

Basware P2P 20.9


User Sessions

If the servers do not have flagForceStickySession in the Servers table, the user is able to log into one server in the cluster and then use another server in the cluster. The user’s session ismigrated to the other server, without requiring an additional login.

Scheduled Tasks Rebalancing

A Rebalance Cluster action is available on the Scheduled Tasks page in the clusterenvironments. Clicking this action presents the user with a confirmation prompt, informing himthat rebalancing tasks may take several minutes. After the user confirms that he wants torebalance the tasks, the system takes all system tasks and redistributes them amongst theavailable servers, which have flagUserScheduling enabled. The tasks are distributed evenly,with each server having the same number of tasks as the others (±1 task).

The difference between Rebalance Cluster and Reschedule Cluster is that“reschedule” only redistributes tasks which are either not assigned to a server, ortasks which are assigned to a server which is not a user scheduling server.Rebalance, on the other hand, may reassign tasks from a server that is heavily loadedto one that is not.

Figure 56: Rebalance Cluster Menu action

Scheduled Tasks Redundancy

Additional redundancy has been built in to the scheduled tasks. As part of the PITHourlyscheduled task on each server, the following checks are made:

• For the system-scheduling server (there is only one), it pings each of the user-scheduling servers. If any are down, the Servers table is updated, marking the serveras no longer a scheduling server. Then an email is sent to the global administratorinforming him that a server is not available. Finally, any tasks for that server arerescheduled to other servers and a global cluster reset is performed.

Basware P2P 20.9


• For user scheduling servers, it pings the system-scheduling server. If it is unavailable,the server will make itself the system-scheduling server and email the globaladministrator informing him that the system-scheduling server is down. Finally, anytasks for that server are rescheduled to other servers and a global cluster reset isperformed.

• For normal servers, no processing is done.

Figure 57: Hourly Cluster Validation Flowchart

Intra-Cluster Communications

If the cluster is configured such that not all servers are set up behind the same private network,the PublicBaseURL column in the Servers table must be defined for each server. This columnmust be a URL that other servers can use to communicate directly with that server. (If a loadbalancer is present, this must be a URL that bypasses it.) If this field is present, it is used forintra-cluster communications. Otherwise, the server IP address is used.

Basware P2P 20.9


8 IntegrationsSome tenants, often those in the oil and gas industry, can opt in to integration with BOLO,Excalibur, and/or Material Transfer to meet their accounting and asset-tracking needs.

Each of these integrations must be turned on by the global administrator. The administratormust turn on the integration on each server node of the environment in order for it to functionproperly.

This documentation only covers how to enable each integration for a tenant. To learn moreabout BOLO, Excalibur, and Material Transfer, refer to the respective Admin and User Guidesfor each integration.

8.1 Basware NetworkPurchase Manager integrates with the Basware Network to deliver purchase orders to vendors,and to receive and process invoices from vendors.

The following system settings must be set by the global administrator before Basware Networkintegration can function.

Required System Settings

• 999910 - Basware Network Scheme ID• 999911 - Basware Network root end point• 999912 - Basware Network REST API Username• 999913 - Basware Network REST API Password• 999914 - Basware Network Endpoint Identifier• (optional) 999926 - Label for Vendor Public Identifier

8.1.1 Required Configuration

The following system setting must be configured:

• 999910 - Basware Network Scheme ID. This is a tenant-specific setting, valueprovided by Basware, that assists in matching the vendor to invoices received throughBasware Network.

• 999912 - Basware Network REST API Username. Needed if the organization does notuse multiple company, or the API username is not set at the company level (in multi-company configurations).

• 999913 - Basware Network REST API Password. Needed if the organization does notuse multiple company, or the API password is not set at the company level (in multi-company configurations).

Basware P2P 20.9


• 999914 - Basware Network Endpoint Identifier. Needed if the organization does notuse multiple company, or the endpoint identifier is not set at the company level (inmulti-company configurations).

• 999915 - Basware Network Buyer Party Identification. This is a tenant-specific settingthat identifies the tenant within the Basware Network. The value is used only if theBuying Party Identifier is not set for the company or location group for the purchaseorder.

• 999916 - Basware Network Purchase Order UBL Delivery Address. This is a URLidentifying where the purchase order is posted.

• 999917 - Basware Network Purchase Order HTTP Post Username. This is theusername that authenticates Basware P2P's posts to the Basware Network server forcreation, update, or deletion of POs.

• 999918 - Basware Network Purchase Order HTTP Post Password. This is thepassword that authenticates Basware P2Ps's posts to the Basware Network server forcreation, update, or deletion of POs.

• 999920 - Basware Network PO Response Status Updates - HTTP Post UserName.Set to BCNPOUser1

• 999921 - Basware Network PO Response Status Updates - HTTP Post Password. Setto BCNTest-1

Vendor attributes for Integration must also be configured for the vendor receiving the purchaseorder:

• FromRole• ToPartyID• ToRole

Additionally, on the Vendor Profile, the Vendor Account Code must match theaccountingSupplierParty.partyidentification.id.

Buying Company Identifier

The buying company identifier, also called the Buyer Party ID, is stored at the Location GroupLevel or the Company level (for Multi-Company setups). This can be set when creating orediting a location group or company. All purchase orders for that company or location group willreflect that buying company identifier. If the value is not set for a location group or company, thevalue in system setting 999915 - Basware Network Buyer Party Identification is used.

8.1.2 Sending a Purchase Order

When configured, purchase orders are automatically sent through Basware Network to thevendor upon delivery in addition to the current setting for purchase order delivery method(Manual, email, cXML, etc). Once sent, the purchase order status in P2P Purchase Managerchanges from New to Delivered.

Basware P2P 20.9


If the purchase order is edited in any way in the system after being delivered, it will be re-delivered through Basware Network to the vendor. This includes adding, deleting, andsubstituting PO lines.

If purchase order lines are added during invoicing or the related invoice is voided, thepurchase order updates are not sent to the vendor through Basware Network.

The history of Basware Network posts for a purchase order is displayed on the Purchase OrderDetail page.

8.1.3 Vendor Response to Purchase Order Delivery

After delivery, the vendor can respond to the purchase order to Confirm or Reject it. The statusof the PO is then updated in P2P Purchase Manager to reflect the response.

8.1.4 PO Delivery Errors

If a PO delivery fails, the status of the undelivered PO changes to Undeliverable in P2PPurchase Manager. The user can select the purchase order in the Purchase Order Admin List,click View POs, then click Resend to attempt to send the purchase order again.

The error is also logged in the following file for troubleshooting purposes:[InstanceName]_BCNPOInterface.log

Additionally, the date of export and the message is stored in the DataExports table anddisplayed on the View Purchase Order page.

8.1.5 Closing or Deleting a Purchase Order

If a user clicks Close PO or Delete PO on the Purchase Order Admin List, a notification is sentto Basware Network with the new purchase order status.

8.1.6 Field Mapping for Purchase Orders

XML Node P2P Purchase Manager Value

HEADER -

Header.Messaging.UserMessage

PartyInfo.From.PartyId System Setting BCN Buyer Party Identification(999915)

Basware P2P 20.9


PartyInfo.From.Role VendorAttributes.FromRole

PartyInfo.To.PartyId VendorAttributes.ToPartyId

PartyInfo.To.Role VendorAttributes.ToRole

Body - Order

UBLVersionID 2.0

CustomizationID FI1012

ProfileID Empty string

ID PO_Number

SalesOrderID PO_Number

IssueDate DateFormat(Application.TZ.Now(),"yyyy-mm-dd")

IssueTime TimeFormat(Application.TZ.Now(),"HH:mm:ss")

Note PurchaseOrders.POInstructions

RequestedInvoiceCurrencyCode Vendors.CurrencyCode

DocumentCurrencyCode Vendors.CurrencyCode

LineCountNumeric number of lines on PO

BuyerCustomerParty.Party.PartyIdentification.ID

Determined by the ship-to location group onthe PO. If that value is blank, uses systemsetting 999915 - BCN Buyer PartyIdentification

BuyerCustomerParty.Party.PartyName.Name System Setting Company Name (505)

BuyerCustomerParty.Party.PostalAddress.StreetName

PurchaseOrders Bill to location AddrLine1 andAddrLine2

BuyerCustomerParty.Party.PostalAddress.CityName

PurchaseOrders Bill to location City

Basware P2P 20.9


BuyerCustomerParty.Party.PostalAddress.PostalZone

PurchaseOrders Bill to location PostalCode

BuyerCustomerParty.Party.PostalAddress.CountrySubentity

PurchaseOrders Bill to location State

BuyerCustomerParty.Party.PostalAddress.Country.IdentificationCode

PurchaseOrders Bill to locationCountries.isoCountryCode

BuyerCustomerParty.Party.Contact.Name Users.DisplayName

BuyerCustomerParty.Party.Contact.Telephone

Users.PhoneNum

BuyerCustomerParty.Party.Contact.ElectronicMail

Users.Email

SellerSupplierParty.Party.PartyIdentificationIDschemeID="nbcu-sap-id"

VendorAttributes.ToPartyId

SellerSupplierParty.Party.PartyName.Name VendorName

SellerSupplierParty.Party.PostalAddress.StreetName

Vendors AddrLine1 + AddrLine2 + AddrLine3

SellerSupplierParty.Party.PostalAddress.CityName

Vendors.City

SellerSupplierParty.Party.PostalAddress.PostalZone

Vendors.PostalCode

SellerSupplierParty.Party.PostalAddress.CountrySubentity

Vendors.State

SellerSupplierParty.Party.PostalAddress.Country.IdentificationCode

Countries.isoCountryCode

SellerSupplierParty.Party.Contact.Name Vendors.Contact1

SellerSupplierParty.Party.Contact.Telephone Vendors.phone1

SellerSupplierParty.Party.Contact.Telefax Vendors.fax

SellerSupplierParty.Party.Contact.ElectronicMail

Vendors.vendorEmail

Basware P2P 20.9


Delivery.DeliveryAddress.SteetName Ship To Location AddrLine1 + AddrLine2

Delivery.DeliveryAddress.CityName Ship To Location City

Delivery.DeliveryAddress.PostalCode Ship To Location Postal Code

Delivery.DeliveryAddress.CountrySubentity Ship to Location CountryName

Delivery.DeliveryAddress.Country.IdentificationCode

Ship to Location Country ISO Code

Delivery.DeliveryParty.PartyName.Name Vendors.vendorName

Delivery.DeliveryParty.Contact.Name PurchaseOrders.AttentionLine

Delivery.DeliveryParty.Contact.Telephone Users.PhoneNum

Delivery.DeliveryParty.Contact.Telefax Users.FaxNum

Delivery.DeliveryParty.Contact.ElectronicMail Users.Email

AnticipatedMonetaryTotal.LineExtensionAmount.currencyID="[DocumentCurrencyCode]"

PurchaseOrders.POTotalOC

AnticipatedMonetaryTotal.TaxExclusiveAmount.currencyID="[DocumentCurrencyCode]"

POTotalOC -TaxesOC - Taxes2OC

AnticipatedMonetaryTotal.TaxInclusiveAmount currencyID="[DocumentCurrencyCode]"


AnticipatedMonetaryTotal.PayableAmountcurrencyID="[DocumentCurrencyCode]"


Purchase Order Line Details

OrderLine.LineItem.ID Current Line Iteration Count

OrderLine.LineItem.QuantityunitCode="[lineUOM]"

PODetails.OrderQuantity / lineUOM =UNUOM

OrderLine.LineItem.LineExtensionAmountcurrencyID="[lineCurrency]"

PODetails.OrderQuantity *PODetails.UnitCostOC / lineCurrency =Vendor CurrencyCode

OrderLine.LineItem.Price.PriceAmountcurrencyID="[lineCurrency]"

PODetails.UnitCostOC / lineCurrency =Vendor CurrencyCode

Basware P2P 20.9


OrderLine.LineItem.Price.BaseQuantityunitCode="[linebaseUOM]"

1

OrderLine.LineItem.Item.Description Items.ItemDesc

OrderLine.LineItem.Item.Name Items.ItemName

OrderLine.LineItem.Item.SellersItemIdentification.ID

Items.ItemSKU

8.1.7 Invoices

8.1.7.1 Invoice Retrieval

P2P Purchase Manager users can currently retrieve invoices submitted through BaswareNetwork and process them in Invoice Manager. Once integration is set up, invoices areretrieved every 15 minutes via scheduled taskPITVendorNetworkIntegrationTask.cfm_InstanceName.

The task also retrieves all images and attachments associated to the invoice. If multiple invoiceimages are present, the first image file is saved as the invoice image and the others are treatedas attachments to the invoice.

Invoices are pulled from https://api.basware.com/v1/invoices/

Errors with processing are logged in the following places:

• PITVendorNetworkIntegrationTask.log• Instance_BCNInvoice.log

If an error occurs when saving an invoice or downloading attachments, an email is sent to theadministrator email address set in system setting 505 - Admin Contact E-mail.

Invoice Validation

When an invoice is sent to P2P Purchase Manager from the Basware Network, P2P PurchaseManager processes the invoice into the appropriate queue unless one of the following errors ispresent:

• Cannot determine the tenant ID• Currency code > 3 letters• InvoiceNum > 30 characters• PO_Number >32 characters• Failed invoice validation

Basware P2P 20.9


If the invoice cannot be saved by P2P Purchase Manager, a response is sent back to theBasware Network and the invoice status reflects failed delivery to P2P Purchase Manager.

Invoices can be successfully saved into the system if the following issues exist:• InvoiceNum is blank• Vendor cannot be matched• DueDate is invalid• Currency code is blank (defaults to PO, vendor, or tenant default currency)• ItemName and/or ItemSKU too long (truncated and saved, does not match to P2P

Purchase Manager catalog item)• Duplicate Invoice Number - the invoice can be saved in the In Entry queue. If an

invoice is found to be a duplicate, the invoice number is modified to"DUP_Invoicenumber"

8.1.7.2 Vendor Invoice Matching

Invoices from the Basware Network are now matched by the following values when received byP2P Purchase Manager:

• First match attempt:• accountingSupplierParty.partyIdentification.schemeid on incoming document to

system setting 999910 - Basware Network Scheme ID• accountingSupplierParty.partyIdentification.id on the incoming document to the

Vendor Account Code in P2P• Second match attempt, only used if first match fails:

• accountingSupplierParty.partyIdentification.schemeid on incoming document tosystem setting 999910 - Basware Network Scheme ID

• Supplier's PartyID from Basware Network to Vendor's Public Identifier (field namedetermined by system setting 999926 - Label for Vendor Public Identifier). Oftenthe vendor's Tax Identification Number.

• Supplier's PostalZone from Basware Network to Vendor's ZIP code in P2P• Third match attempt, if first and second matches fail:

• Supplier's Name from Basware Network to Invoice Vendor Name in P2P• Supplier's full address from Basware Network to Vendor's full address in P2P

If it is a PO invoice and none of the matching is successful, the system tries to match the vendorbased on the associated purchase order. If it is not a PO invoice, the invoice is placed in thetenant’s Basware Network work queue and the vendor must be selected manually by a user.

Basware P2P 20.9


8.1.7.3 Location Invoice Matching

Incoming invoices are also matched by location, using the Location Identifier on Invoice field.This field is set on the Add/Edit Location page. The value can also be set through Locationimports.

Figure 58: Edit Location with Location Identifier on Invoice field

The location identifier is appended to the endpoint identifier, set in system setting 999914 -Basware Network Endpoint Identifier. The system matches the location for incoming invoicesbased on the location identifier. the set value must match the location identifier set in BaswareNetwork for the location.

If the location identifier is not present or invalid, the invoice is matched using the other matchingmethods.

8.1.7.4 Network Invoices in Invoice Manager

Invoices downloaded through Basware Network can be viewed and managed in InvoiceManager, just like other invoices.

If an invoice has errors after being saved, it can be accessed in the Inbound work queue and islabeled as Basware Network Invoices. The user can then view, correct, or delete the document.

Basware P2P 20.9


Figure 59: Invoice Manager Work Queue with Basware Network Invoices

Once the invoice is received and processed, P2P Purchase Manager sends a response back toBasware Network indicating one of the following results:

• TechnicalAccept - The invoice was saved and processed without any issues. This isfollowed by a BusinessAccept or BusinessReject.

• TechnicalReject - The invoice could not be saved due to some error duringprocessing.

• BusinessAccpet - The invoice was accepted, processed, and is in Ready for Paymentstatus.

• BusinessReject - The invoice was declined or voided.

8.1.7.5 Debugging/Testing Invoice Processing

Two test files have been added to the Test/TestCases folder to allow debugging or processing aspecific invoice by the Basware Network’s BUMID.

• https://ServerURL/InstanceName/cfms/test/TestCases/Basware_Network/ReadBCNInvoice.cfm?BUMID={BUMID}• This file gets the Basware Network invoice document and dumps it on the screen if

we want to easily see the invoice data we are getting.• https://ServerURL/InstanceName/cfms/test/TestCases/Basware_Network/

GetBCNAttachment.cfm• This file reads a particular invoice into the system to process the invoice.

8.1.7.6 Credit Notes

If a vendor has issued a credit note to the buyer through the Basware Network, the credit note isprocessed similar to an invoice. P2P Purchase Manager converts all header-level currency

Basware P2P 20.9


values such as InvoiceTotal, Tax, and Freight from positive values to negative values. For lineitems, the line cost is converted to negative but the line quantity remains positive. All otherinvoice validation and processing remain the same. Credit notes are reflected on the associatedpurchase order as a negative receipt.

Credit notes are pulled from https://aip.basware.com/v1/creditNotes.

8.1.8 Basware Network Vendor Data Management

8.1.8.1 Vendor Data Sync for Basware Network Scan & Capture

Basware Network Scan & Capture extracts data from a scanned image of an invoice and turns itinto an e-invoice file. To work properly with P2P Purchase Manager invoice retrieval, all currentvendor information must be synced with the Scan & Capture service. P2P Purchase Manageraccomplishes this by sending a vendor data extract via FTP to Basware Network, ideally on adaily basis. P2P Purchase Manager PSO Techs can work with clients to schedule an extractconvenient for their locations and timezones.

The following system settings are required:

• 999919 - Basware Network Scan & Capture Vendor Sync FTP Type• 999922 - Basware Network Scan & Capture vendor Sync FTP Server• 999923 - Basware Network Scan & Capture vendor Sync FTP Username• 999924 - Basware Network Scan & Capture vendor Sync FTP Password• 999925 - Basware Network Scan & Capture vendor Sync FTP Write Directory

Vendor data extracts are in a pipe-delimited file with the following specifications:

Supplier Extract

Field

Comments Mandatory / Optional P2P Purchase

Manager Field

EInvoice_Address Can be found from

unit matrix from SVG

document

Mandatory US+UsrItem5

Company_Number Legal Company Code.

Default set in system

setting 999928.

Mandatory CompanyCode

Company_Name Legal Company

name. Default set in

system setting

999927.

Mandatory CompanyName

Basware P2P 20.9


Supplier Extract

Field


Manager Field

Supplier_Number ERP Vendor number Mandatory AccCode

Supplier_Name Vendor Name Mandatory Vendors.InvoiceVend

orName

Supplier_Address_1 PO Box Mandatory AddrLine1

Supplier_Address_2 Street Mandatory AddrLine2

Supplier_Address_3 City, State,

Country(ISO std)

(Comma as

separator)

Mandatory AddrLine3

Supplier_Postcode City Postal Code or

Zip code

Mandatory VendorZIP

TelephoneNo Telephone number Optional Phone1

FaxNo Fax number Optional Fax

VAT_Registration_

Number

VAT registration

number

Mandatory except for

the US

NA - IGNORE

Bank_Account_Numb

er_1

Bank Account 1 Mandatory except for

the US

NA - IGNORE

Bank_Account_Numb

er_2

Bank Account 2 Optional NA - IGNORE

Bank_Account_Numb

er_3


Bank_Account_Numb

er_4


IBAN_Number1 IBAN Account 1 Mandatory except for

the US

NA - IGNORE

IBAN_Number2 IBAN

Account 2

IBAN Account 2 Optional NA - IGNORE

IBAN_Number3 IBAN Account 3 Optional NA - IGNORE

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Supplier Extract

Field


Manager Field

IBAN_Number4 IBAN Account 4 Optional NA - IGNORE

Swift_Code_2Swift_C

ode_1

Optional NA - IGNORE

Swift_Code_2 Optional NA - IGNORE

Supplier_EDI_ID Supplier Unique

Identifier (E.g. DUNS)

used for Portal

Mandatory, can be the

same as

Supplier_Number

AccCode

CurrencyCode Currency (this will be

blank because same

supplier may have

multiple currency

codes in SAP)

Optional CurrencyCode

CustomField01 Contains the vendor

country's English

name

Mandatory

CustomField02 Optional NA - IGNORE

CustomField03 Optional NA - IGNORE

8.1.8.2 Manually Running the Vendor Data Sync

To run the extract for Scan & Capture Data Sync:

1. Log in to a Basware Network-enabled tenant.

2. Run the following URL: http://{servername}/EPMS/cfms/Custom/Integrations/BCN/BCNScanCaptureVendorSync.cfm?type=Export

The system will generate a pipe delimited file with the active vendor information and the file willbe placed in the FTP server location based on the FTP information provided in the systemsettings.

The errors or successful transfer of the file to the FTP will be logged in the BCNFTP.log file

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8.1.8.3 Manual Vendor Data Extract for Basware Network Vendor Manager

Administrators for tenants with Basware Commerce Network enabled can export vendor masterdata into a flat file if needed. The master data is generally used for Basware Vendor Manager,which enables buyers to invite their suppliers to provide their information via Basware Network.

The exported file is in comma-delimited format with the following specifications:

Field Category Basware

Network Field

Description P2P Purchase

Manager Field

Required

Company erpID Vendor's

identifier in your

ERP system.

Acccode YES

Company partnerName Official name of

your vendor.

VendorName YES

Company countryOfRegistr

ation

Vendor's country

of registration.

CountryName

Company partyID Vendor's

identifier. This

may be the

vendor's VAT

number, sales

tax number,

taxpayer

identification

number (TIN), or

other public

identification

number.

UserItem5 YES

Company GLN Vendor's Global

Location Number

(GLN).

‘’

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Network Field


Manager Field

Required

Company DUNS Vendor's Data

Universal

Numbering

System (DUNS)

number.

‘’

Contact contactType Description of

this contact

"primary contact"

Contact contactName Name of the

contact

Contact1

Contact contactElectronic

Mail

Email address VendorEmail

Contact contactTelephon

e

Telephone

number

Phone1

Contact contactTelefax Fax number Fax

Address addressType Type of address "remit-to"

Address cityName City City

Address postalZone Postal code PostalCode

Address addressLine Street address Concat

AddrLine1, 2 and

3

Address countryId Country CountryName

Address countrySubentity State, county or

other sub

‘’

Bank bankName Name of the

vendor's bank

‘’

Bank bankBranchNum

ber

Number of the

bank's branch

‘’

Bank bankBranchNam

e

Name of the

bank's branch

‘’

Basware P2P 20.9



Network Field


Manager Field

Required

Bank bankBranchAddr

ess

Address of the

bank

‘’

Bank swiftCode SWIFT code of

the vendor's

bank

‘’

Bank iban Vendor's bank

account number

in IBANformat

‘’

Bank accountNumber Vendor's bank

account number

‘’

Bank accountHolderNa

me

Account holder's

name

‘’

Bank currency Currency of the

bank account

CurrencyCode

8.1.8.4 Manually Extract Vendor Data from Basware Network

To extract vendor data from the Basware Commerce Network:

1. Navigate to > Vendors > Run Basware Network Extract.

2. Choose whether to export only the vendors that have changed since the lastextract was run, or extract all vendors.

3. Click Export Vendor data.

The vendor data is downloaded into a flat file.

8.2 P2P AP AutomationPurchase Manager integrates with Basware's AP Automation to complete the Purchase-to-Paybusiness process.

Basware P2P 20.9


8.2.1 P2P AP Automation Integration Required Setup

The following system settings must be configured for the P2P AP Automation integration tofunction:

• 15000 - Enable P2P AP Automation Integration. Set to Yes• 15002 - P2P AP Automation Image Viewer Endpoint. Defines the URL from which

invoice images are pulled from P2P AP Automation.• 15003 - Users to notify for missing goods receipt from P2P AP Automation. Specifies

which users receive email or internal notifications regarding P2P AP Automationinvoices in receiving discrepancy.

When system setting 15003 is set to Requester and Substitute, theRequester's status must be Out for the notification to be sent to the users.

• 15004 - Group to use for missing goods receipt notification from P2P AP Automation.If Group is selected in system setting 15003, the group to be notified is specified bythis setting.

8.2.2 Session Synchronization - P2P Purchase Manager to P2P AP

Automation

Purchase Manager users with P2P AP Automation integration enabled can be automaticallylogged into to P2P AP Automation when they log in to Purchase Manager. This provides a moreseamless integration between the two modules. The P2P AP Automation session remains aliveas long as the Purchase Manager session is alive, and when the user logs out of PurchaseManager or P2P AP Automation either manually or via idle timeout, they are automaticallylogged out of the other module. After logout, the user is redirected to the Purchase Managerlogin page.

If a user logs out of AP Automation (Edge or Silverlight) and then logs back in, they are returnedto the page from which they last logged out of, whether that is AP Automation Approval or APAutomation Dashboard.

The following system settings must be configured for session synchronization to work:• 15000 - Enable P2P AP Automation Integration. Set to Yes• 15001 - P2P AP Automation Endpoint• 15005 - P2P AP Automation Tenant Code• 15006 - P2P AP Automation Application ID• 15007 - P2P AP Automation API Key

The user must also have the following permission:• 4203 - Can access AP Automation.

Basware P2P 20.9


Be sure to set these values correctly and verify them with the Basware P2P AP Automationteam.

Additionally, the User Profile page displays a field for Alusta Username when system setting15000 is set to Yes. Configure this field with the username for the user's Alusta account. Thefield can also be populated through user import as AlustaUsername.

If the Alusta Username field is not configured, the system checks the regularusername to see if it matches with an Alusta username in the specified tenant. If so, itcreates the session. If not, the appropriate error message displays.

User Access to P2P AP Automation

User's access to P2P AP automation is managed with the following permissions:• 4201 - Can access AP Automation Dashboard. If enabled, user can access the AP

Automation Dashboard link in the Invoicing menu. Clicking the link takes the user toP2P AP Automation Professional Mode.

• 4202- Can access AP Automation Approval. If enabled, user can access the APAutomation Approval link in the Invoicing menu.

8.2.3 Invoices from P2P AP Automation

Data from invoices in P2P AP Automation is saved to the P2P Purchase Manager system andmatched by the following:

• Vendor• PO Line ID

Purchase Order Invoices

When a PO invoice is saved in P2P Purchase Manager and matched to a purchase order, theView PO page displays the reconciliation history between the purchase order and the invoice. Ifsystem setting 15002 - P2P AP Automation Image Viewer Endpoint is defined, the InvoiceNumber is a hyperlink that the user can click to view the invoice image.

Basware P2P 20.9


Figure 60: View PO with Reconciliation Table

When a purchase order invoice is entered successfully, the following areas in P2P PurchaseManager are updated to match the invoiced values:

• PO Line Invoiced Quantity and Cost information is updated to match the invoice• PO Status set to Reconciled• Item costs and List Price Savings are updated under the following conditions

• The invoice setting Update Vendor Catalog Cost on Reconciliation is turned on• If the item is tied to a contract and Allow Price Updates is turned on for the contract

• Inventory item cost if invoice setting Update Inventory Item Cost on Reconcile isturned on

• Asset cost, if the invoiced line item is received into P2P Purchase Manager as anasset.

• Freight, which is identified as the sum of all line items from P2P AP Automation wherePOLine_ID=0, Receipt_ID=0, and LineNumber=0.

Cost adjustments are not made for non-PO invoices.

If an invoice is associated with multiple purchase orders, it is possible to view other relatedpurchase orders in the Reconciled External Invoices table as well. Each PO number is ahyperlink that takes the user to the Details page for that purchase order.

Basware P2P 20.9


Figure 61: Related purchase orders for the same invoice

Deleted POs.When a purchase order is deleted in Purchase Manager, the PO's flag isDeletedis set to True, and the PO API gets and updates that information on the P2P AP Automationside when the API runs. Deleted POs are exported through the API, then marked as Exported inthe Purchase Order History table and made unavailable for the next call forNewAndChangedPOs.

Blanket Purchase Order Invoices

P2P AP Automation invoices can be reconciled with Blanket Purchase Orders against receiptsand against free-form invoicing. Processing and voiding the invoice works the same as withnormal purchase order invoices.

Basware P2P 20.9


Items added during free-form invoicing are added to the associated blanket PO. The followinginformation must be provided during the API call for free-form invoicing to work properly:

• ItemSKU is required• ItemName is required• POLine_ID must be omitted or set to 0• Receipt_ID must be omitted or set to 0• Unit should be provided. If not, defaults to EACH.

Voiding Invoices

Invoices from P2P AP Automation can be voided. Any adjustments caused by previously savingthe invoice are reverted. This includes changes to the:

• PO Invoice Cost/Quantity• Item Catalog Cost• Asset Cost• Inventory Cost

Auto Receiving on Invoice

When P2P AP Automation has a missing goods receipt discrepancy, the system sends anotification to the ExInvoice.Discrepancy API which attempts to auto-receive the PO lines indiscrepancy (when Vendor or PO line or Item Category is set up to auto-receive on invoice) andthen send the email out to the identified discrepancy user for any remaining discrepancy. Thesystem will also check the existing receiving limits system settings 6501 - Receiving Tolerancetype and 6500 - Receiving: Over-Receiving Tolerance Percent (in decimal), The system doesnot check the user discrepancy limits.

If a user manually receives items, the discrepancy amount may not be correct, becausediscrepancy amounts are always determined by API call.

Auto-receiving does not happen on the PO if there is an item with an invoiced quantity that isgreater than the tolerance limit.

8.2.4 Invoice Receiving Discrepancy

If, during processing, an invoice entered in P2P AP Automation triggers a receiving discrepancydue to a missing receipt match, a user with P2P AP Automation and P2P Purchase Managerintegration can resolve the discrepancy in the P2P Purchase Manager system. The processfollows these general steps:

1. An invoice without matching receipts is entered into P2P AP Automation.2. When P2P AP Automation recognizes the invoice has a receiving discrepancy, it sends a

notification via API to P2P Purchase Manager.

Basware P2P 20.9


3. P2P Purchase Manager sends an email and/or internal notification to users and groups asidentified in system setting 15003 and 15004. The email contains a link to the ReceivePurchase Order page.

4. On the Receive Purchase Order page, the user can resolve the discrepancy by updating thereceipt information.

5. On the next scheduled task, P2P AP Automation picks up the updated receipt informationand resolves the invoice discrepancy in P2P AP Automation.

The following system settings affect the functionality:• 15002 - P2P AP Automation Image Viewer Endpoint• 15003 - Users to notify for missing goods receipt from P2P AP Automation• 15004 - Groups to use for missing goods receipt notification from P2P AP Automation• User's personal Notify Via settings: Internal Messaging, Email, or both.

8.2.5 Accounts Coding Segments with P2P AP Automation Integration

In order to transfer P2P Purchase Manager accounts coding segments to external P2P APAutomation segments, the following functionality is in place.

This functionality only occurs if system setting 15000 - Enable P2P AP Automation Integration isset to Yes and system setting 829 - Accounting Code Selection Type is set to Split Field EntryFormat.

Configure Coding Segments

When P2P AP Automation integration is enabled, step 2 of Configure Coding Segments foundat > Accounting > Accounts Coding Types includes an additional required field: ExternalSystem Field Name. The field stores the corresponding name of the coding segment in theexternal system, which is P2P AP Automation in this case.

Figure 62: Configure Coding Segments - step 2

Basware P2P 20.9


Accounts Coding Splits in the API

The return structure format of VAPI method PURCHASEORDER.GET is enhanced to returnaccounting codes broken up into segments.

Example: Suppose we have configured accounting segments to have three fields delimited byhyphen, with external system field names "External1", "External2", "External3". If a PO line usesaccounting splits, and one of the splits is "abc-def-ghi", the API will now return a structure likethis:

{

"External1": "abc",

"External2": "def",

"External3": "ghi",

}

Additionally, if the PO line utilizes a line-level accounting code rather than accounting splits, theAPI will treat this line-level code as a 1-line split worth 100% of the value of the row.

If P2P AP Automation integration is not enabled, the accounting splits are returned as theoriginal concatenated string (i.e. "abc-def-ghi") and line-level accounting codes are not treatedas a 1-row accounting split.

8.2.6 Budgets Affected by P2P AP Automation Integration

Do not use P2P Invoice Manager with P2P AP Automation Integration enabled. Thismay result in budget errors since P2P AP Automation invoices pull accounting splitsfrom a different source than P2P Invoice Manager invoices.

When P2P AP Automation Integration is turned on and GL Budgets are enabled, purchaseorder invoices and non-purchase order invoices from P2P AP Automation are recorded againstGL budgets.

Purchase Order Invoices

If the purchase order has no commitments to the GL budget, the purchase order informationmay not be reflected on the budget.

Non-Purchase Order Invoices

Purchase Manager and Budget Manager do not include access to view information on non-purchase order invoices. When a budget audit is performed, the invoice number displays on theaudit, but is not linked to the P2P AP Automation invoice.

Basware P2P 20.9


8.3 Basware P2P Product ManagerThe Product Manager integration allows vendors to upload their catalog to the system using aJSON file catalog import, which matches to the vendor on DUNS number (in the vendor profile).The catalog import files are retrieved from an S3 directory and processed via a scheduled taskevery 15 minutes.

Tenant system settings that must be configured for the catalog import:• 511 - Scheduled Tasks Monitoring Contacts• 2108 - Number of Days to keep Import History• 22010 - Basware Customer ID• 22150 - Basware P2P Product Manager Enabled• 22151 - Marketplace Product Manager URL (global)• 22154 - Marketplace Product Manager Support Contact (global)• 22155 - Marketplace Product Manager Catalog File Path (global)• 22156 - Marketplace Product Manager AWS Access Key ID (global)• 22157 - Marketplace Product Manager AWS Secret Access Key (global)

Restrictions for import files:

• Product Manager zip files must contain exactly one .json file.• Product Manager zip files must be 10MB or less. Files exceeding 10MB are not

archived in PM pitdocs location.• If Basware P2P Product Manager Support Contact (SS 22154) is not configured,

errors are instead emailed to scheduled tasks monitoring contact (SS 511). If this isalso not configured, no email is sent.

• In order to use Product Manager menu item link, Basware Access must beconfigured on both Product Manager and Purchase Manager. Otherwise, the user willnot be logged in to Product Manager.

The scheduled task, “PITMpmIntegration”, runs every 15 minutes. The task picks up any *.zipfiles in the S3 directory specified in SS 22155 (using credentials specified in SS 22156 and22157).

The scheduled task attempts to read the .json file from the .zip file and match to a tenant (basedon Basware Customer ID), vendor (based on DUNSNumber), and import specification (basedon matched tenant/vendor). If the match is successful, the system runs the import as usual.Otherwise, an email is sent to the address defined in system setting 22154 (Basware P2PProduct Manager Support Contact).

When processing is complete, the file is archived:• If matching was successful, file is archived in <pitdocs>/t<tenant-id>/c0/

archive/CatalogImport/<import-spec-id>. Note: filename may be differentin order to be kept unique.

Basware P2P 20.9


• If matching was unsuccessful, file is archived in <pitdocs>/t1/c0/archive/CatalogImport/0. (This is same as above except it is for global tenant (t1) andimport spec ID is zero.)

• Old archived files will be deleted based on “Number of Days to keep Import History”(SS 2108). Default value for this setting is 90 days.

New Menu Item: > Catalog > Product Manager . This is available if Basware P2P ProductManager is enabled (SS 22150) and user has permission 19 - Manage Catalogs or 167 -Manage Catalog Import Maps. When clicked, this menu item navigates the user to the ProductManager interface.

The “PITMpmIntegration” scheduled task is not created unless Basware P2P Product ManagerURL (SS 22151) is configured.

An audit entry is recorded for the following:

• File is archived (category=”imports”, subcategory=”archive”, action=”add”)• Old archive file is deleted (category=”imports”, subcategory=”archive”, action=”del”)

Processing details will be written to log file: <instance-name>_t<tenant-id>_Marketplace.log

Product Manager catalog images and thumbnails can display on various pages like Search,Compare, and Item Admin List. The JSON Product Manager catalog import should save theimage tokens properly into the catalog. The media server needs to be configured properly andhave the valid links (tokens).

In addition to the system settings listed above, these settings need to be configured if imagetokens are coming through on the JSON file:

22152 - Basware P2P Product Manager Media Server URL

22153 - Basware P2P Product Manager Media Server Secret Key

No thumbnail images get generated for the items with Product Manager tokens. The systemadds 3 characters to the token and store it in Items.ItemPicURL.

8.4 Basware AccessBasware Access is a way of logging in to all Basware applications. If the tenant is usingBasware Access, the user must first log into the tenant for the system to recognize the tenant.

After that, when a user goes to the Purchase Manager login page and starts typing theirusername, the system will make a call to the discovery API to check whether the user isestablished in Basware Access.

If there is a successful response, the user will be routed to the Basware Access login page toenter their credentials. They will then be routed back to Purchase Manager to carry on with theirdaily tasks. The user will also see a “Login via Basware Access” link on the PM login page ifBasware Access is enabled.

Basware P2P 20.9


If a tenant has Basware Access enabled, all the links in system emails will route to BaswareAccess for login and then back to the intended page in Purchase Manager.

SS 22311 - Enable Basware Access (tenant-specific) and SS 22312 - Basware Access Domain(global) must be configured for Access to function properly.

Changes to Purchase Manager when Basware Access is enabled

When adding and editing a user, the following fields are not shown if Access is enabled:• Password• Password Verification• Generate Random Password (value set to Yes)• Require New Password on First Login (value set to No)• Exclude User from Password Expiration (value set to No)

Additionally when importing users, Password, PasswordExpires, andflagExcludeFromEscalations are not valid fields.

On the Manage Users list, the administrator can no longer Reset Password for any user.

If a user is emailed login information, the login email does not contain the password, a mobiletoken message, or a mobile password.

If a user needs to change their password, the email to do so directs the user to BaswareAccess. If a user forgot their password and clicks Forgot Password, if their email ID exists inBasware access they are directed to Access to change their password.

8.5 Enable BOLO Integration for a TenantBOLO and Excalibur cannot both be enabled for a tenant.

To enable integration with the BOLO accounting application:

1. Log in as the Global Administrator to a server on the environment that contains thetenant you wish to enable BOLO integration for.

You must log in to a server directly. Do not use the main login URL.

2. Navigate to Integration > BOLO > Manage BOLO. This takes you to the BOLOadministration list. Tenants with an asterisk beside their name have BOLOdisabled.

3. Select the tenant for which you wish to enable BOLO and click Enable/Disable. Asuccess message displays and the default configuration is applied.

4. (Optional) Click Field Definition to edit the configuration of BOLO fields for thetenant, up to ten fields.

Basware P2P 20.9


• Alternately, you can select the tenant and click Download Configuration,make changes directly in the XML file, and click Upload Configuration toupload the updated file and change the BOLO configuration.

5. Repeat each of these steps for all servers in the cluster, logging in to each serverdirectly.

To disable BOLO, simply select the tenant to disable it for and click Enable/Disable. A successmessage displays.

8.6 Enable Excalibur Integration for a TenantBOLO and Excalibur cannot both be enabled for a tenant.

To enable integration with the Excalibur accounting application:

1. Log in as the Global Administrator to a server on the environment that contains thetenant you wish to enable Excalibur integration for.


2. Navigate to Integration > Excalibur > Manage Excalibur. This takes you to theExcalibur administration list. Tenants with an asterisk beside their name haveExcalibur disabled.

3. Select the tenant for which you wish to enable Excalibur and click Enable. Asuccess message displays.

4. Click Click here to reset the system to finish enabling Excalibur for the tenant.


To disable Excalibur, simply select the tenant to disable it for and click Disable. A successmessage displays, and you will be prompted to reset the system.

8.7 Enable Material Transfer for a TenantTo enable integration with Material Transfer:

1. Log in as the Global Administrator to a server on the environment that contains thetenant you wish to enable Material Transfer for.


Basware P2P 20.9


2. Navigate to Integration > Material Transfer > Manage Material Transfer. Thistakes you to the Material Transfer administration list. Tenants with an asteriskbeside their name have Material Transfer disabled.

3. Select the tenant for which you wish to enable Material Transfer and click Enable.

4. In the confirmation message, click Continue.

This will clear out all items in shopping carts for the tenant.

5. A success message displays. Click reset the system to complete configuration ofMaterial Transfer.


To disable Material Transfer, simply select the tenant to disable it for and click Disable. Asuccess message displays, and you will be prompted to reset the system.

Basware P2P 20.9


9 User and Session TrackingGoogle Analytics and LogRocket are two tools that can be used for user and session tracking.

9.1 Google Analytics™Google Analytics provides Basware with the ability to track user statistics within the system.Some statistics that can be tracked are:

• Types of browsers used• Types of operating systems used• User display resolution• User workflow• Frequently used pages• Tenant Name*• User Name*

*These parameters require custom dimensions, which can be set up following the steps in Howto Configure Custom Dimensions.

The tracking of analytics is achieved by adding JavaScript to the common header section of thesource code so all pages include the tracking information.

The following system settings are required to enable Google Analytics:

• 1131 – Enable Google Analytics Tracking• 1132 – Google Analytics User Account

9.1.1 Using Google Analytics

Google Analytics is enabled when system settings 1131 – Enable Google Analytics Tracking isenabled and 1132 – Google Analytics User Account has the correct tracking ID entered. WhenGoogle Analytics is enabled, JavaScript is displayed on every page between the <head></head> section. Having the source code in the site provides the ability to track analytics usingthe tracking code that contains the tracking ID.

Assigned Basware Technologies users are able to log in to the Google Analytics interface toview the statistics.

To prevent Basware P2P sites from being indexed by search engines, the following code wasadded to the common head section of the HTML document:

"<meta name= "robots" content="noindex,noarchive,nofollow" />"

Basware P2P 20.9


9.1.2 Configuring Custom Dimensions in Google Analytics

Custom dimensions in Google Analytics allows global administrators to track the activity oftenants and user names on the system, as well as to create reports to see the collected data.

After configuring a Google account and receiving the tracking ID, follow the steps below toconfigure custom dimensions to track tenant name and user name:

1. Log in to Google Analytics and click Admin in the top menu bar.

2. Click the Account dropdown and select the correct account.

3. Click the Property dropdown and select the correct property.

4. In the Property column, click Custom Definitions. Click Custom Dimensions.

5. Click New Custom Dimension.

6. In the Name field, type the Tenant Name. Leave the Scope set to Hit and theActive box checked.

The Tenant Name custom dimension must be created first, with the UserName dimension created second.

7. Click Create. Created Custom Dimension is displayed along with example codesfor this dimension.

8. Click Done.

9. Click New Custom Dimension once again.

10.In the Name field, type User Name. Leave the Scope set to Hit and the Active boxchecked.

11.Click Create. Created Custom Dimension is displayed along with example codesfor this dimension.

12.Click Done.

13.Log in as the global administrator and navigate to System Settings.

14.Open system setting 1132 – Google Analytics Tracking ID and enter the trackingID provided when the Google Analytics account was created. The ID can also befound in Google Analytics in the Admin menu under Property Settings in GoogleAnalytics.

15.Open system setting 1131– Enable Google Analytics Tracking and set it to Yes.

16.Save all changed settings, review settings, and Reset System for the changes totake effect.

9.1.3 Confirming Proper Setup of Custom Dimensions

Google Analytics data takes 24 hours to appear in the reports once data collection begins. Tocheck the custom dimensions before the data becomes available, use the Tag Assistant (by

Basware P2P 20.9


Google) extension from the Google Chrome Web Store, found at https://chrome.google.com/webstore/detail/tag-assistant-by-google/kejbdjndbnbjgmefkgdddjlbokphdefk?hl=en.

Figure 63: Tag Assistant Extension

To enable Tag Assistant and verify your Google Analytics setup:

These steps can only be performed in the Google Chrome web browser.

1. From the Chrome Web Store, navigate to the Tag Assistant extension.

2. Click Add to Chrome, and click Add in the confirmation dialog box.

A confirmation message is displayed. The blue Tag Assistant icon will appear tothe right of your navigation bar.

3. Click the icon to open Tag Assistant and ensure the Google Analytics box isselected.

4. Log in as global administrator. Click the blue Tag Assistant icon.

Tag Assistant displays any tags you have on that webpage.

5. Click Pageview Requests at the bottom of the popup, then click Custom Metrics.

Custom Dimension 1 shows the tenant name. Custom Dimension 2 shows the username. If TagAssistant does not display that, ensure the correct tracking ID from Google Analytics was

Basware P2P 20.9


https://chrome.google.com/webstore/detail/tag-assistant-by-google/kejbdjndbnbjgmefkgdddjlbokphdefk?hl=en

https://chrome.google.com/webstore/detail/tag-assistant-by-google/kejbdjndbnbjgmefkgdddjlbokphdefk?hl=en

entered for system setting 1132 – Google Analytics Tracking ID and the custom dimensionswere entered in the correct order (Tenant Name then User Name).

9.1.4 Creating a Custom Report from Google Analytics

The custom dimensions Tenant Name and User Name can be used to create a custom reportthrough Google Analytics by following these steps:

1. Log in to Google Analytics and click the Customization tab.

2. Click + New Custom Report.

3. Fill out the title and name of the report.

4. Set Type to Flat Table.

5. Set Dimensions to include Browser, Browser Version, Tenant Name, and UserName.

6. Set Metrics to Hits.

7. Click Save.

The custom report is created. Click the report title to view the data.

9.2 LogRocket

LogRocket is a third-party session tracking tool that can be used to troubleshoot issues in thesystem. Configuring the following system settings allows the system to utilize LogRocketsession tracking. Use of this feature requires a LogRocket account.

System setting 1135 - Enable LogRocket (global, optionally tenant-specific) enables LogRockettracking for tenants

System setting 1136 - LogRocket Instance ID specifies the LogRocket instance ID obtainedfrom the LogRocket UI

Certain fields contain sensitive information which will be redacted from LogRocket videos:• Credit Card Numbers on various pages• AES and PGP keys generated from License Info page• Fields that show system setting values on the System Settings and Review Settings

pages

Basware P2P 20.9
