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iBaan E-Enterprise

Administrator's Guide for iBaan Payments Manager 1.0

A publication of:

Baan Development B.V. P.O.Box 143 3770 AC Barneveld The Netherlands

Printed in the Netherlands

© Baan Development B.V. 2002. All rights reserved.

The information in this document is subject to change without notice. No part of this document may be reproduced, stored or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Baan Development B.V.

Baan Development B.V. assumes no liability for any damages incurred, directly or indirectly, from any errors, omissions or discrepancies between the software and the information contained in this document.

Document Information

Code: U7810A US Group: User Documentation Edition: A Date: August, 2002

i

Administrator's Guide for iBaan Payments Manager 1.0

1 Introduction 1-1 2 iBaan E-Enterprise suite 2-1

E-Enterprise suite design 2-1 iBaan E-Enterprise architecture 2-2 Benefits of the architecture 2-2 Use of Microsoft Web tools 2-2 iBaan E-Enterprise technology 2-3 Thin client 2-3 Multitier setup 2-3 Product architecture 2-4 Client 2-4 Middleware 2-5 Database server 2-6 Personalization and membership 2-6 Back-end integration architecture 2-7 Installation 2-8

3 Navigate iBaan E-Enterprise 3-1 E-Common 3-3 E-Dashboard 3-3 E-Catalog 3-4 B2B server 3-4

4 To set up E-Common 4-1 Users 4-1 New Users option 4-2 Users option 4-6 Currencies 4-8 Business partner 4-13

5 To set up E-Dashboard 5-1 Define BIS 5-3 Define BIS Instances 5-5 Define the BIS selection rule 5-8 Define BIS selection rule instance 5-12

6 To set up B2B Server 6-1 Set up document type 6-2

Table of contents

Table of contents

Administrator's Guide for iBaan Payments Manager 1.0 ii

Set up the distribution list 6-3 Set up publication list 6-6 Set up send method 6-9

7 To set up E-Payments Manager 7-1 Basic data 7-1 Parameters 7-2 Companies 7-7 Cards 7-9 Card 7-9 Card Providers 7-15 Vendors 7-17 Items 7-19 Mapping scheme 7-25 Customer bank 7-27

Administrator's Guide for iBaan Payments Manager 1.0iii

This document is a User’s Guide that provides information on the iBaan Payment Manager. This document is intended for administrators responsible for the installation of iBaan Payments Manager. This document provides the setup procedure for the E-Enterprise suite of products and the iBaan Payments Manager.

The information in this User’s Guide is divided into the following chapters:

Chapter 1, “Introduction,” provides a brief overview of the functionality of iBaan Payments Manager 1.0.

Chapter 2, “iBaan E-Enterprise Suite,” provides an overview of the iBaan E-Enterprise suite.

Chapter 3, “Navigate iBaan E-Enterprise,” describes how to navigate the iBaan Payments Manager and E-Manager pages.

Chapter 4, “To set up E-Common,” describes how to set up user logins.

Chapter 5, “To set up E-Dashboard,” describes how to set up E-Dashboard.

Chapter 6, “To set up E-Collaboration,” describes how to set up E-Collaboration.

Chapter 7, “To set up E-Payments Manager,” describes how to set up iBaan Payments Manager.

About this document

About this document

Administrator's Guide for iBaan Payments Manager 1.0 iv

Administrator's Guide for iBaan Payments Manager 1.01-1

This chapter provides a brief overview of the functionality of the product.

iBaan Payments Manager 1.0 is intended to provide simpler, more user-friendly payment solutions, thereby improving customer satisfaction.

E-Payments Manager is part of the E-Enterprise Suite of iBaan, and is a Web-based application that works closely with iBaan ERP financials. The Payments Manager uses iBaan as a base for business transactions.

The following sections describe the functionality that Payment Manager supports:

Administration of Procurement cards (P cards)

Procurement cards, or P cards, are corporate cards used to procure items. iBaan Payments Manager 1.0 facilitates purchases through procurement cards. Periodically, the P card provider sends the consolidated card statements to the companies using the P cards. The card user matches the statement with the purchase data, maintained for reference. The manager approves the statement, the reconciler reconciles the card statement, and the administrator invoices the consolidated card statement. Payment of the invoice is handled in the back end and is outside the scope of iBaan Payments Manager 1.0.

Administration of Travel and Expense (T&E) cards

Travel and Expense cards are corporate credit cards usually used to cover expenses incurred during travel, such as tickets, hotels, car rentals, and so on. T&E cards reduce the need for cash advances, thereby reducing interest payments. The card user receives the card statement from the card provider. After the user matches the statement and the manager approves the statement, the administrator can then invoice the statement. Payment of the invoice is handled in the back end and is not in the scope of iBaan Payments Manager 1.0.

1 Introduction

Introduction

Administrator's Guide for iBaan Payments Manager 1.0 1-2

Process customer-initiated receipts

This functionality of iBaan Payments Manager 1.0 enables customers to view the following:

Invoices. Assigned and unassigned credit notes. Advance receipts. Unallocated receipts, including planned-receipt schedules.

If the customer accepts the invoice amount, they can initiate payments on the Web. If the customer disputes an invoice, the dispute data is entered so that the issue can be resolved quickly to facilitate invoice collection.

Supplier look-ups

This functionality of iBaan Payments Manager 1.0 enables suppliers to access the relevant data from the client’s back-end system. The supplier can view the following:

Invoices. Payment details of all the invoices. Planned payment schedules linked to each invoice. Debit notes (purchase credit notes) linked to the invoices. Unlinked debit notes. Advance payments. Unallocated payments. Standing orders to that supplier. Balance amount of each document.

An option is provided which enables the supplier to view the summary of balances, including invoices, advance receipts, unallocated receipts, credit notes, anticipated amount, order balance and total balance. If the supplier also happens to be a customer, the iBaan Payments Manager 1.0 also displays the summary of customer balance and the net balance.


The iBaan E-Enterprise suite uses Internet technologies to offer enterprise functionality to customers, suppliers, and to users in an organization. Based on a common platform, the iBaan E-Enterprise suite delivers seamless integration with iBaan ERP’s entire range of products on a common platform. iBaan Payments Manager is a Web-based application that runs on the E-Enterprise platform, and is integrated with the iBaan back end.

The iBaan E-Enterprise applications can either be operated stand-alone, or can work with iBaan ERP 5.0c or BAAN IV as the back end.

E-Enterprise suite design The iBaan E-Enterprise suite is developed according to the following design principles:

A multitier distributed application model, developed using Microsoft technologies, with an independent presentation logic, business logic, and data storage logic.

Scalable applications to process concurrent users and to be accessible through slow network connections.

Independent browser to operate with software that is already in use.

Decoupled with back-end systems so that applications are release-independent. The related application must have an open system.

Well-designed authorization and security to maintain budget and cost information relevant to iBaan Payments Manager.

Easy installation due to minimized client-side installations and minimal required system run-time attention.

2 iBaan E-Enterprise suite

iBaan E-Enterprise suite


iBaan E-Enterprise architecture The architecture for iBaan E-Enterprise products is based on the Microsoft Pages Distributed Internet Applications Architecture (Pages DNA) to deliver robust, scalable, and distributed Internet applications. The key elements of the platform include the following:

Internet information server Active server pages Component Object Model (COM) Microsoft transaction server Microsoft Message Queue Server and Microsoft SQL Server Microsoft Visual Studio Connectivity packs Netscape iPlanet LDAP Server

Benefits of the architecture The iBaan E-Enterprise architecture delivers the following common platform benefits:

Reduced training with easy-to-use and minimal number of Web pages. Simplified access with a single security process. Reduced complexity with shared application services such as personalization. Reduced support costs with shared administration services and standardized

development tools. Easy integration with third-party products to expand solution capability.

iBaan E-Enterprise customers also benefit from the Microsoft-centric architecture in another important way: iBaan is focused on developing specialized business applications based on existing intellectual property, instead of recreating lower-level services that are generally available in most development platforms. In this way, iBaan has a better chance to exceed customer expectations of product functionality and quality.

Use of Microsoft Web tools iBaan E-Enterprise products are developed with the help of Microsoft tools. Visual InterDev is used to build Web applications and to provide integration with the Microsoft Web server and Internet Information Server (IIS), to deploy and test the applications. The languages used are Visual Basic Script and Visual Basic. Visual SourceSafe is used to store application sources including older versions.



Visual SourceSafe integrates with both Visual InterDev and the Web server. This integration with the Web server is performed with FrontPage extensions. For more information on these tools, refer to the Microsoft documentation.

Tools such as Visual InterDev enable you to easily modify the application. For example, you can use DTC (Design Time Control) to create functionality so that the resulting application contains generated scripts that can easily be modified.

iBaan E-Enterprise technology A company’s choice of technology for E-commerce applications is influenced by scalability, system load, and performance. iBaan E-Enterprise has been designed to take advantage of two principles: a thin client and a multi-tier setup.

Thin client The reason for the development of iBaan E-Enterprise is to increase profitability by offering customer remote service capabilities. This service must be accessible and involve only the smallest possible investment in an IT infrastructure by business partners. For this reason, iBaan E-Enterprise uses a thin client for many of the E-Enterprise products.

Multitier setup A commonly used setup for Internet applications is a two-tier architecture. The setup consists of a client side with a Web browser, and a server side with the application logic and databases. iBaan E-Enterprise uses a multitier setup. The minimum number of tiers is three.

The tiers are:

The client side with the Web browser. The server side with business logic, including Internet Information Server (IIS), Microsoft Transaction Server (MTS), and the middleware application, such as iBaan Sync or Master Data Sync.

The server side with the databases. Using an extra server for the ERP backbone, or by placing IIS or MTS on multiple servers, you can create a multi-tier setup with more than three tiers.

The advantages of a multi-tier setup are the following:

Improved security for the back-end database. Improved scalability, because performance can be controlled better. Reduced risk of total failure through spread over separate machines.



Product architecture The following figure illustrates the architecture of the iBaan Payments Manager solution:

Netscape (4.0 or above) or

InternetExplorer (4.0

or above)

Client Browser

Web Server

Application Server

Database Server

Microsoft Internet

Information Server

Microsoft Transaction

ServerMicrosoft

SQL Server ( E-Common E-Payments Local Data )

Request for an ASP or HTML

Page

HTML Page isReturned

Non- Transaction Com dlls

BOIs ERP Data Base

Via Baan Open World

ERP Data

Using DSN and Database Driver

Using DSN and Database Driver

Data

Data

Middleware

Figure 2-1 Technical architecture

The entire technology involved in the architectural design can be divided into the following three parts:

Client Middleware Database servers

Because information can flow through more than one level in the middleware, iBaan Payments Manager 1.0 architecture is an n-tier architecture.

Client The client, which is a browser, is the interface through which the user interacts with the solution. The user logs on to iBaan Payments Manager through the Internet/intranet (internal employees usually log on using the intranet) with the help of a browser. The figure in the previous section shows the versions of browsers that iBaan Payments Manager supports.

The request from a user for particular information results in a request for an ASP page or an HTML page.



Middleware The middleware of iBaan Payments Manager consists of a Web server and an application server.

The Web server is Microsoft's IIS or Internet Information Server, and receives the request for an HTML page from the client (browser) and, as a result, makes a request to the application server.

The application server is a location where the business logic resides. The application server is the place in which the applications reside. These applications can be divided into the following:

COM DLLs Transaction COM DLLs, which reside in Microsoft Transaction server

(MTS). BOIs

Using the business logic stored in one or a combination of these three entities, the data in the database server can be retrieved, inserted, modified, or deleted. The data retrieved, with or without manipulating the database, by the application server is passed on to the client (browser) through the Web server.

The use of a particular type of application server depends on the functionality that you want to achieve. Each type of application has different functionality, as described in the following sections.

COM DLLs

A DLL is a function that contains the business logic in the form of a class. To instantiate a class, you must create an object, which is why a COM DLL can also be called a COM Object.

The business logic that belongs entirely to a specific part of a solution is written in one COM DLL. For example, the customer-initiated receipts business logic is contained in one COM DLL, while the expense registration is written in another COM component. These components are usually used in cases in which no dependent or related transactions exist and data manipulation in various tables is completely independent.

COM DLLs in MTS

Some transactions involve the manipulation of multiple tables of database simultaneously. If data insertion in one of the table fails, then the entire transaction must be rolled back along with the removal of data that was already inserted in the first table.



BOIs

BOIs contain the business logic that is present in the iBaan back end. For more details, refer to the BOI documentation.

Database server This server stores all of the iBaan Payments Manager data. The database server is divided into the following two databases:

E-Payments database iBaan back end

E-Payments database

The E-Payments database is an SQL database server, which stores all the data that is relevant for iBaan Payments Manager. E-Payments database contains all the transaction data, as well as the master data from iBaan back end.

The main purpose of storing data in SQL database is to enhance the performance of the solution. This enhancement is necessary because users request data over the Web and the HTML page with all the relevant data must be fetched from the database at a faster pace. The process slows down if the data must be manipulated, including retrieval, from the iBaan back-end database without the SQL.

iBaan back end

The iBaan back end provides the rich functionality of purchase invoices, direct debits, and so on. The master data, such as ledger accounts, dimensions, years, and periods, are available only in the iBaan back end.

Personalization and membership For details on personalization, membership, and other salient features of the E-Enterprise Server architecture (EES), refer to the documents on the EES architecture.



Back-end integration architecture The iBaan E-Enterprise architecture facilitates communication with various types of back-end systems.

iBaan E-Enterprise can not only integrate with iBaan systems, but can also provide an abstraction layer called the back-end component to enable easy integration with other back-end systems.

The back-end component defines the following:

iBaan back-end server or any other back-end system A Port on the back-end server to receive and send data Company number

The integration with iBaan back end takes place through iBaan OpenWorld (BOW) technology.

To enable the integration with a new back-end system, you must use the back-end component to provide a new implementation in the communication layer for that specific back-end system. This hides the complexities of the various communication mechanisms from the users.

Figure 2-2 Back-end integration architecture



Installation The installation process takes care of the following:

Creates the Web site and installs the Web software. Creates databases and installs data, including the I18N data. Creates a repository that contains version and installation information.

Depending on whether the customer wants to perform customizations and development, a development environment must also be created. The procedure to create a development environment consists of the following steps:

1 Create a Web development environment. 2 Install VSS database. 3 Install Visual InterDev (if not already available).

For more information about the installation procedure, refer to the Installation Guide.


The chapter provides an overview of how to navigate through the various components in the E-Enterprise product suite.

When the user accesses the Web site on which iBaan Payments Manager is installed, the user is presented with a page, as shown in the following figure, that enables the user to log on to the Web site:

Figure 3-1 Logon page To access the administrator pages, the default logon is Administrator, and the default password is baan.

3 Navigate iBaan E-Enterprise

Navigate iBaan E-Enterprise


When the user logs on to the Web site, the default page appears, as shown in the following figure:

Figure 3-2 E-Enterprise Server home page To configure common data and define the parameters, click E-Manager.



The following sections describe the various products of the E-Enterprise product suite that are part of the iBaan Payments Manager.

Figure 3-3 E-Manager page

E-Common E-Common is used to set up logins for the users, and to define currencies, business partners, and the parameters.

E-Dashboard E-Dashboard provides the critical integration between the E-Enterprise product suite and the iBaan ERP product suite. E-Dashboard enables the administrator to set up:

The middleware used for data transfer. E-Dashboard is used to define the Business Information System (BIS) for the required middleware.

Details of the iBaan ERP system, in the BIS Instance. The BIS Instance is an entity in E-Dashboard, used to retrieve and send data.



User-defined rules, used to retrieve data from iBaan ERP. A rule determines the iBaan ERP system or the iBaan ERP company from which the data is retrieved.

E-Dashboard is used to set BIS selection rules, BIS selection rules fields, BIS selection rule instances, and BIS selection rule instances field values to set up the user-defined rules.

E-Catalog E-Catalog is used to specify the units in which the product is bought.

B2B server The B2B server supports collaboration between business partners in a trading relationship by publishing business documents on a Web server and making these documents accessible to a business partner through a browser.


This chapter describes how to set up E-Common as applicable to iBaan Payments Manager 1.0. You must define the following data in E-Common:

Users Currencies Business partners

Users To create the user logins, you can use one of the following two options:

New Users Users

You can use the Users option to create new logins directly in E-Common. Alternately, end users can request a login with the choice of their user ID and password. In that case, you must configure only a few fields on the New Users page and give the access to users to start using iBaan Payments Manager.

4 To set up E-Common

To set up E-Common


New Users option

Figure 4-1 Logon page

To set up E-Common


On the Logon page, click New. The user registration form appears, as shown in the following figure:

Figure 4-2 New user registration form In the new user registration form, take the following steps:

1 Enter the relevant details.

2 Select the application.

3 Click Submit.

To set up E-Common


The following page, the Welcome page, opens:

Figure 4-3 The iBaan Enterprise Server page Click Continue. The iBaan Payments Manager home page opens.

To set up E-Common


An e-mail message is sent to the administrator who can provide the new user with the required access permissions.

Figure 4-4 iBaan E-Enterprise Server home page You must first define user roles for the users for all the four modules of iBaan Payments Manager 1.0.

P card

You must define the following roles for the users:

Card user Approver Reconciler Administrator

T&E cards

You must define the following roles for the users:

Card user Approver Administrator

To set up E-Common


Supplier lookups

You must define the supplier role for the user.

Customer-initiated receipts

You must define the following roles for the user:

Customer AR Clerk

Users option You can create new logins directly in E-Common using the Users option. Click the Users option on the navigation pane. The Select a User to Edit or Delete page opens, as shown in the following figure:

Figure 4-5 Select a User to Edit or Delete page

To set up E-Common


In the Select a User to Edit or Delete page, take the following steps:

1 Click Add New User. The Add New User page opens, as shown in the following figure:

Figure 4-6 Add New User page

2 Fill in the fields on the Add New User page.

3 Select the application and the user roles.

4 If the user is a payment customer, the business partner must have a BIS customer code. If the user is a payment supplier, the business partner must have a BIS supplier code. If the user is a T&E card user, you must define the finance company and the card approver. If the user is a P card user, the card approver must be defined.

5 Enter Registered User in the User Type field to make a new user a registered user.

To set up E-Common


Currencies Define the currencies you want to use for the transactions. You must set one of the currencies as the home currency and define the currency rate between the currency defined and the home currency. Click Currency in the navigation pane. The Select a Currency to Edit or Delete page opens, as shown in the following figure:

Figure 4-7 Select A Currency to Edit or Delete page

To set up E-Common


On the Select a Currency to Edit or Delete page, take the following steps:

1 Click Add Currency. The Add Currency page opens, as shown in the following figure:

Figure 4-8 Add Currency page

2 Define the currency, enter a description, and click Add to add the currency to the existing list.

To set up E-Common


3 Click Currency on the Select a Currency to Edit or Delete page. The Edit Currency page opens, as shown in the following figure:

Figure 4-9 Edit Currency page

4 Click Update to save the changes.

5 Click Delete Currency to delete a currency.

6 Click the Currency link. The View Currency Rates link appears.

To set up E-Common


7 Click View Currency Rates. The Select a Currency Rate to Edit or Delete page opens, as shown in the following figure:

Figure 4-10 Select a Currency Rate to Edit or Delete page

8 Click the Add Currency Rate link. The Add Currency Rate page opens.

9 Enter the effective date, expiry date, euro sales rate, and rate factor in the Add Currency Rate page.

10 Click Add to add the currency rate.

To set up E-Common


11 Click Effective Date on the Select a Currency Rate to Edit or Delete page. The Edit Currency Rate page opens, as shown in the following figure:

Figure 4-11 Edit Currency Rate page


13 Click the Delete Currency Rate link. The Delete Currency Rate page opens. Click Delete to delete the currency rate.

To set up E-Common


Business partner You must define the business partner. The business partner can be a supplier, a customer, or a card provider. Click the Business Partners option in the navigation pane. The Select a Business Partner to Edit or Delete page opens, as shown in the following figure:

Figure 4-12 Select a Business Partner to Edit or Delete page

To set up E-Common


In the Select a Business Partner to Edit or Delete page, take the following steps:

1 Click Add Business Partner. The Add Business Partner page opens, as shown in the following figure:

Figure 4-13 Add Business Partner

2 Define a business partner.

3 Define a BIS customer if the business partner is a customer at the iBaan back end.

4 Define a BIS supplier if the business partner is a supplier at the iBaan back end.

5 Select the business partner currency.

6 Click Add to add the business partner.

To set up E-Common


7 Click Business Partner on the Select A Business Partner to Edit or Delete page. The Edit Business Partner page opens, as shown in the following figure:

Figure 4-14 Edit Business Partner

8 You can change the business partner, the BIS customer, the BIS supplier, or the currency.

9 Click Update to save the changes. Click the Delete Business Partner link to delete a business partner.

To set up E-Common



This chapter describes how to set up E-Dashboard as applicable to iBaan Payments Manager. When a user requests data from iBaan ERP, E-Dashboard plays a critical role in the exchange of the data from and to the iBaan back end. If iBPM is integrated with iBaan ERP, the iBaan integration pack for iBaan ERP must be installed.

Refer to the Installation guide for iBaan Payments Manager and the Installation Guide for iBaan Payments iPack for iBaan ERP 5.0c for more details.

E-Dashboard must be set up appropriately to retrieve the data from a specific iBaan ERP system and a specific company in that system.

To establish back-end connectivity and to exchange data, the administrator must set up the following:

BIS. BIS instance. BIS selection rule. BIS selection rule field. BIS selection rule instance.

BIS determines which middleware technology of iBaan must be used to interact with the iBaan ERP system. The BIS instance records the details of the component ID, which in turn specifies the back-end server, the server port, and the company number.

5 To set up E-Dashboard

NOTE

To set up E-Dashboard


To set up E-Dashboard, click E-Manager E-Dashboard. The following page opens:

Figure 5-1 E-Dashboard



Define BIS Click BIS on the navigation pane. The BIS page opens, as shown in the following figure:

Figure 5-2 BIS page



On the BIS page, take the following steps:

1 Click Add BIS to define a new BIS.

Figure 5-3 Add BIS on the BIS page

2 The user must specify the Back-end Information System and the integration component used. iBaan Payments Manager uses iBaan OpenWorld to integrate with the back end.

3 The user must define BIS of the type OpenWorld 5.0 to connect to iBaan ERP 5.0c.

4 The Integration Component is OW5BACKEND.OW5BACKEND.

5 Click BIS on the BIS page to open the Update BIS page and update the existing record.

6 Click Delete BIS link to delete a record.

7 Click the BIS Properties link on the Update BIS page to define the BIS properties. The user must define the BIS properties for each BIS. The BIS of type BOW will have a property value defined called compnentid. This property value must be defined for each BIS Instance.

8 Click BIS Properties on the BIS page to open the Update BIS page and update the existing record.

9 Click Delete BIS Properties link to delete a record.



Define BIS Instances Click the BIS Instance option on the navigation pane. The BIS Instance page opens, as shown in the following figure:

Figure 5-4 BIS Instances page



On the BIS Instances page, take the following steps:

1 Click the Add Instance of Business Information System link to define a new BIS instance. The Add BIS Instance page opens, as shown in the following figure:

Figure 5-5 Add BIS Instances page

2 Select a BIS Instance.

3 Select the BIS you defined previously.

4 Enter a description.



5 Click Add. The BIS Property Value page opens, as shown in the following figure:

Figure 5-6 BIS property values page

6 Define the BIS property values.

7 Define the property value for the BIS Instance.

8 Select the bus component, which is the appropriate value for the E-Dashboard to connect to the iBaan back-end server.

9 Click the Delete Instance of Business Information System link to delete an instance of a Business Information System (BIS).



Define the BIS selection rule Click the BIS Selection Rule option on the navigation pane. The BIS Selection Rule page opens, as shown in the following figure:

Figure 5-7 BIS Selection Rules page



In the BIS Selection Rules page, take the following steps:

1 Click the Add BIS Selection Rules link. The BIS Selection Rules page opens, as shown in the following figure:


2 Specify the BIS selection rule name. For iBaan Payments Manager, the value is E-Payments. In addition, provide a description for the selection rule.

3 Click Add.

4 The BIS selection rule is added to the existing records.



5 Click BIS Selection Rule Name. The BIS Selection Rule page opens, as shown in the following figure:


6 Click the Fields per BIS Selection Rule link. The BIS Selection Rule Fields page opens, as shown in the following figure:

Figure 5-10 BIS Selection Rule Fields page



In the BIS Selection Rule Fields page, take the following steps:

7 Click the Add BIS Selection Rule Field link.

8 The BIS Selection Rule Fields page opens, as shown in the following figure:

Figure 5-11 BIS Selection Rule Fields page

9 Select the BIS Selection Rule Name as E-Payments, as defined previously.

10 Specify the Field Name as Company and enter a field description.

11 Select Field Type as Numeric.

12 Click Add.

13 Click the Delete BIS Selection Rule link to delete a BIS selection rule.



Define BIS selection rule instance Click the BIS Selection Rule Instances option in the navigation pane. The BIS Selection Rule Instances page opens, as shown in the following figure:

Figure 5-12 BIS Selection Rule Instances page



On the Selection Rules Instances page, take the following steps:

1 Click Add BIS Selection Rule Instance link. The following page opens:

Figure 5-13 BIS Selection Rule Instances

2 Specify the BIS Selection Rule Name. For iBaan Payments Manager, the value in this field is E-Payments.

3 Select the BIS instance defined previously.

4 Select the BIS selection rule name defined previously.

5 Define a BIS selection rule instance name.

6 Click Add. As a result, the BIS Selection Rule Instance is added to the existing records.



7 Click BIS Selection Rule Instance Name on the BIS Selection Rule Instance page. The following page opens:

Figure 5-14 BIS Selection Rule Instances page

8 Specify the BIS instance and the BIS selection rule instances name.

9 Click Update to update the record.

10 Click Delete BIS Selection Rule Instance to delete a record.

11 Click the BIS Selection Rule Instance Field Values link.



13 The BIS Selection Rule Field Values for Rule Instance page opens, as shown in the following figure:

Figure 5-15 BIS Selection Rule Field Values for Rule Instance page

14 Specify the Field Value and click Update to update the records.


The B2B Server, earlier referred to as E-Collaboration, is used to receive XML statements from the card provider. The card provider logs on to the system to publish the document. When the document is published, the card user’s company administrator can upload the statement to database. The card provider can also send the card statement to the administrator by e-mail. In that case, the administrator can upload the system to the database.

To set up E-Collaboration, you must define the following:

Document type Distribution list Publication list Send methods

To set up B2B Server, click E-Manager B2B Server. The B2B Server Maintenance page opens, as shown in the following figure:

Figure 6-1 B2B Server Maintenance page Click the Document Types link. The Document Types page opens, as shown in the following figure.

6 To set up B2B Server

To set up B2B Server


Set up document type

Figure 6-2 Document Types page

Click the Add Document Type link. The following page opens.

Figure 6-3 Add Document Type page



1 Define the Document Type ID.

2 Enter a description of the document in the Description field.

3 Link the document type to an XSL file name.

4 Click Add to add the document type.

5 Click Document Type to change or edit the existing document type on the Edit Document Type page.

6 Click the Remove Document Type link to delete the document type.

Set up the distribution list You must define the distribution list to which the document, which in this case is an XML file, is linked. The distribution list is the list of users to whom the document is sent. Click the Distribution List option in the navigation pane. The Select Document Type for Distribution List page opens.

Figure 6-4 Select Document Type for Distribution List page



Click Document Type. The Distribution List for Document Type page opens, as shown in the following figure:

Figure 6-5 Distribution List for Document Type page

In the Distribution List for Document Type page, take the following steps:

1 You must select the business partners to whom you must send the document. In this case, the business partner is the company that uses the iBaan Payments Manager.

2 Click the Add Business Partner link to select a business partner from the list. Each business partner includes a number of individual users.

3 Click the Remove All Business Partners link to delete the business partners.



4 Click Business Partner. The Select Users for Distribution List page opens, as shown in the following figure:

Figure 6-6 Select Users for Distribution List page

5 Select the users to whom the document is sent.

6 At the bottom of the page are the Update, Cancel, Select All, and Unselect All commands, which you can use to update, cancel, select, and unselect the users.



Set up publication list The publication list is a list of users who can publish the document. To set up the publication list, take the following steps:

1 Click the Publication List option in the navigation pane. The Select Document Type for Publication List page opens, as shown in the following figure:

Figure 6-7 Select Document Type for Publication List page



2 Select the document type. The Publication Lists for Document Type page opens, as shown in the following figure:

Figure 6-8 Publication Lists for Document Type page

3 Select the business partners from whom you receive the document. In this case, the business partner is the card provider.

4 Click the Add Business Partner link to select a business partner from the list. Each business partner includes a number of individual users.

5 Click the Remove All Business Partners link to delete the business partners.



6 Click Business Partner to open the Selected Users for Publication List page, as shown in the following figure:

Figure 6-9 Selected Users for Publication List page

7 Select the users to whom the e-mail is sent or who can publish the document.

8 At the bottom of the page are the Update, Cancel, Select All, and Unselect All commands to update, cancel, select, and unselect the users.



Set up send method The user must link the send method to the document to specify the method by which the document is downloaded.

To specify the send method, take the following steps:

1 Click the Send Methods link in the navigation pane. The Select Document Type for Send Method page opens, as shown in the following figure:

Figure 6-10 Select Document Type for Send Methods page



2 Select the Document Type. The Select Business Partner for Send Method page opens, as shown in the following figure:

Figure 6-11 Select Business Partner for Send Methods page



3 Select the business partners to whom the document is sent. In this case, the business partner is the company that uses the iBaan Payments Manager. The Send Methods page opens, as shown in the following figure:

Figure 6-12 Send Methods page



4 Click the Add Send Method link. The Add Send Method for Document Type page opens, as shown in the following figure:

Figure 6-13 Add Send Method for Document Type page

5 Select Send Protocol of the type Method Call.

6 To upload a P card statement, the DLL is Bepaymentscards, the Class Name is statements, and the Method Name is InsertPstatementxml.

7 To upload a T&E card statement, the DLL is Bepaymentscards, the Class Name is statements, and the Method Name is InsertTEstatementxml.


The chapter describes how to set up iBaan Payments Manager to enable the user to conduct business over the Web. To set up iBaan Payments Manager click E-Manager iBaan Payments Manager.

The setup consists of the following:

Basic data Cards Lookups

Basic data The basic data setup consists of the parameters and the companies. The parameters required for the various modules are set up here. Companies are defined in the iBaan back end. The iBaan Payments Manager connects to these companies to retrieve and post data in the iBaan back end.

7 To set up E-Payments Manager

To set up E-Payments Manager


Parameters Click the Parameters option in the navigation pane. The iBaan Payments Manager Parameter List page opens, as shown in the following figure:

Figure 7-1 iBaan Payments Manager Parameter List page

The following is the list of parameters defined for iBaan Payments Manager:

Archive After Days The number of days after which the AR Clerk can send the dispute log to dispute history in the Customer Initiated Receipts (CIR) module.

Card Administrator Mail ID If the check box is selected, a mail is sent to this email id when the Approver sends approved TE card statements for invoicing.

Card Reconciler Mail ID If the check box is selected, a mail is sent to this email id when the Approver sends approved TE card statements for reconciliation.

Dispute Notification Mail ID If the check box is selected, an email with dispute information is sent to this email id when the customer disputes a document in the CIR module.



Error Path For Uploading The path wherein an error log is stored with the details of the success or failure of the upload process of the card statements. If there is an error in the XML statement, the error information is also stored in the error log. The Error log file name will be named as follows:

ErrorLogOfPStatementXML<Date Time>.txt for a P Card statement. ErrorLogOfTEStatementXML<Date Time>.txt for a TE Card statement.

Group Company The Group Company in the Baan backend with which the iBPM application is integrated.

Interest Dimension1 The default dimension of type 1 for the interest ledger account.





Interest Ledger Account The default for the interest ledger account.

Invoice Transaction Type The transaction type used to create an invoice in the Baan backend for the Card Statements.

Matching Tolerance in Base Currency The difference between the Company Amount in the P Card Statement line, and the purchase log amount in base currency, within which the matching is allowed.

Matching Tolerance in Percentage for Matching The percentage difference between the Company Amount in the P Card Statement line, and the purchase log amount within which the matching is allowed.

Partial Invoice for TECards If the checkbox is selected, partial approval and invoicing is allowed for TE Cards.



Send Email to Approver If the checkbox is selected, an email is sent to the Approver, when the P Card user or TE Card user sends the card statement for approval, and a link for approval is also provided.

Surcharge Dimension1 The default dimension of type 1 for the Surcharge ledger account.





Surcharge Ledger Account The default for the Surcharge ledger account.

TE Dimension1 The default dimension of type 1 for the TE ledger account.

TE Dimension 2 The default dimension of type 2 for the TE ledger account.




TE Ledger Account The default for the ledger account used for the cost invoice created in the Baan backend.

TE User Dimension1 The default dimension of type 1 for the TE User ledger account.







TE User Ledger Account The default for the User ledger account in TE Card Statements. The User amount is posted to the TE User Ledger account.

Time Interval For CIR Deletion in minutes The time interval after which unaccessed documents in the Supplier Lookups module, and CIR module will be deleted from the database. The minimum time interval allowed is 60 minutes.

User Log Data File The file to maintain information about the customers and suppliers’ logging details, when they access the documents from the Baan backend. This log file is updated when the customers or suppliers access the documents.



In the iBaan Payments Manager Parameter List page, do the following:

1 Define the parameters and the values of the parameter.

2 Click the parameter to change the value. The Maintain Parameters for iBaan Payments Manager page opens, as shown in the following figure:

Figure 7-2 Maintain Parameters for iBaan Payments Manager page




Companies 1 Click the Companies option in the navigation pane. The Select Company to Edit

or Delete page opens, as shown in the following figure:

Figure 7-3 Select a Company to edit or delete page



2 Click the Add Company link. The Add Company page opens, as shown in the following figure:

Figure 7-4 Add Company page

3 Define the companies, the transaction type, and the transaction series for P cards and T&E cards.

4 Click Add to add a company.

5 Click Delete to delete a company.

6 Click Company on the Select a Company to Edit or Delete page to view and edit the company data.



Cards The cards setup involves defining the card users (P cards and T&E cards); the card providers; the vendors, and the items that can be procured from the vendors.

Card Click the Cards option on the navigation pane. The Select a Card to Edit or Delete page opens, as shown in the following figure:

Figure 7-5 Select a Card to Edit to Delete page



1 Click the Add Card link. The Add Card page opens, as shown in the following figure:

Figure 7-6 Add Card page

2 Enter the card number.

3 Select the card provider and the card user.

4 Specify the card type. The card can be of the following types:

P card T&E card

5 Click Add to add the card.



6 Click Card Number on the Select a Card to Edit or Delete page. The Edit Card page opens. Edit the card details on this page. The page has the Delete Card link, which you can click to delete a card.

If the card is a P card, the Edit Card page also includes the Items and Vendors by Card link, which you can click to open the Select Item Code to Edit or Delete page, as shown in the following figure:

Figure 7-7 Select Item Code to Edit or Delete page

7 The Select Item Code to Edit or Delete page enables the user to change the Item code and the corresponding Vendor code.



8 Click Item Code. The Edit Items and Vendors page opens.

Figure 7-8 Edit Items and Vendors page

9 Click Select to change the Item code and the Vendor code.



10 Click the Delete Items and Vendors link on the page. The Delete Items and Vendors page opens.

Figure 7-9 Delete Items and Vendors page

11 The Delete Items and Vendors page enables the user to delete a record.

12 Click Back to Items and Vendors by Card page link to return to the Select Item Code to Edit or Delete page.



13 Click Link Items and Vendors to Card link on the Select Item code to Edit or Delete page. The Add Items and Vendors page opens.

Figure 7-10 Add Items and Vendors page

14 Click Select to select the Item code and the Vendor code.

15 Click Back to Items and Vendors by Card page link to return to the Select Item Code to Edit or Delete page.



Card Providers Click the Card Provider option in the navigation pane. The Select a Card Provider to Edit or delete page opens.

Figure 7-11 Select a Card Provider to Edit or Delete page



In the Select a Card Provider to Edit or Delete page, take the following steps:

1 Click the Add Card Provider link. The Add Card Provider page opens, as shown in the following figure:

Figure 7-12 Add Card Provider page

2 Enter a card provider.

3 Enter description of the card provider.

4 Select the currency and the business partner defined in E-Common.

5 Click Add to add the card provider.

6 Click Delete to delete a card provider.

7 Click Card Provider on the Select a Card Provider to Edit or Delete page to view and edit the card provider details.



Vendors Click the Vendors option in the navigation pane. The Select a Vendor to Edit or Delete page opens, as shown in the following figure:

Figure 7-13 Select a Vendor to Edit or Delete page



In the Select a Vendor to Edit or Delete page, take the following steps:

1 Click Add Vendor. The Add Vendor page opens, as shown in the following figure:

Figure 7-14 Add Vendor page

2 Enter the vendor code and the vendor name.

3 Specify the e-mail ID of the vendor. In case of disputes, the dispute mail is sent to this e-mail ID.

4 Click Add to add the record.

5 Click Delete on the Select a Vendor to Edit or Delete page to delete a record.

6 Click Vendor Code on the Select a Vendor to Edit or Delete page to view and edit the vendor details.



Items Click the Items option in the navigation pane. The Select Item to Edit or Delete page opens, as shown in the following figure:

Figure 7-15 Select an Item to Edit or Delete page



1 Click Add Item. The Add Item page opens, as shown in the following figure:

Figure 7-16 Add Item page In the Add Item page, take the following steps:

2 Enter the item code and the item description.

3 Click Select to select the code of the vendor from whom you buy the item.

4 Click Add to add the item.



5 Click Item Code on the Select an Item to Edit or Delete page to view and edit the item details. The Edit Item page opens, as shown in the following figure:

Figure 7-17 Edit Item page

6 Click Select to select the code of the Vendor from whom you buy the item.

7 Click Delete Item link to delete a record.



8 Click the Vendors By Item link. The Select Vendor to Edit or Delete for an Item page opens, as shown in the following figure. The page lists the vendors linked to an item.

Figure 7-18 Select Vendor to Edit or Delete for an Item page



9 Click Vendor Code to edit the vendor price, the currency, and the units. The Edit Vendor by Item page opens, as shown in the following figure:

Figure 7-19 Edit Vendor By Item page

10 Click Select to change the currency and the units of the item to be purchased.

11 Click the Delete Vendor By Item link to delete a record.



12 Click the Link Vendor to Item link on the Select Vendor to Edit or Delete for an Item page. The Link Vendor to Item page opens, as shown in the following figure. This page enables the user to link vendors to the items selected for procurement.

Figure 7-20 Link Vendor to Item page

13 Click Select to select the vendor code, the currency, and the units of the item to be procured.

14 Enter the price of the item to be procured.

15 Click Add to add the new record to the existing list.



Mapping scheme You must define the GL Codes and the various ledger accounts and dimensions used to post the transactions to the iBaan back end.

Click the Mapping Scheme link in the navigation pane. The Select GLCode to Edit or Delete page opens, as shown in the following figure:

Figure 7-21 Select GL Code to edit or delete page



In the Select GL Code to Edit or Delete page, take the following steps:

1 Click Add GL. The Add GL page opens.

Figure 7-22 Add GL page

2 Enter the GL code, the ledger account, and the dimensions.

3 Click Add to add the GL code.

4 Click Delete on the Select GL Code to Edit or Delete page to delete a GL code.

5 Click GL Code on the Select GL Code to Edit or Delete page to view and edit the GL code details.



Customer bank For each BIS customer, define the bank code and the bank available to the customer. Click the Customer Banks option in the navigation pane. The Select BIS Customer to View Customer’s Banks page opens, as shown in the following figure:

Figure 7-23 Select BIS Customer to View Customer’s Banks page



In the Select BIS Customer to View Customer’s Banks page, take the following steps:

1 Click Add Customer Bank. The Add Customer Bank page opens, as shown in the following figure:

Figure 7-24 Add Customer Bank page

2 Enter the BIS customer, the bank code, and the bank account.

3 Click Add to add the customer bank.

4 Click Delete on the Select BIS Customer to View Customer’s Banks page to delete a BIS customer.



5 Click BIS Customer on the Select BIS Customer to View Customer’s Banks page. The Select Customer Bank to Edit or Delete page opens, as shown in the following figure. This page lists the banks linked to the BIS customer.

Figure 7-25 Select Customer Bank to Edit or Delete page



6 Click Bank Code. The Edit Customer Bank page opens, as shown in the following figure:

Figure 7-26 Edit Customer Bank page

7 Enter the bank account and select the Default Bank check box if this bank is the default bank to be linked to the BIS Customer. Click Update to save the record and open the Select Customer Bank to Edit or Delete page. Click Delete to delete the record.

U7810A US - Administrator's Guide for iBaan Payments M ·Ê*baansupport.com/docs/baan/Administrator guide for iBaan... · 2017. 12. 4. · Introduction Administrator's Guide for iBaan

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