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12.10.0 Release Features and Functionality (October 2022)

BuyerQuest 12.10.0, released in October 2022

Solr 7 Upgrade

The upgrade to Solr7 will be performed when upgrading to 12.10.0 release. This upgrade will increase the document performance

 

Deny Invoice for Supplier User via Front End

What is New

Occasionally, invoices that are in the Okay To Pay status need to be adjusted resulting in the need for Suppliers to deny these invoices in order to create new invoices with the needed adjustments. Release 12.10.0 introduces a new tool allowing Suppliers to deny invoices in Okay to Pay status without the added delay of requesting for their customers to deny the invoice for them every time.

Access to this tool must be granted by the Customer Step 7: Save the new User Permissions Group.Admin in order for the Supplier to have access to denying Okay to Pay invoices. Only the customer can grant this permission to their suppliers, allowing the Customer to specify which Suppliers (if any) will have this ability.

How to Configure (Customer Admin)

Once a Supplier has requested this access from their Customer, the Admin of the Customer must adjust the Supplier User Permissions by either editing an existing User Permission Group or creating a new User Permission Group.

Below are the steps on how to add the “Deny Invoices” ability to a new User Permission Group. For a deeper dive into this task or to learn how to edit an existing User Permission Group, please click Create User Permission Groups.

Step 1: Login as Admin

Step 2: Navigate to Users > Manage User Permissions

Deny Invoices Step 2.png

Step 3: Click on Add New Permissions

Deny Invoices Step 3.png

Step 4: Navigate to the Supplier Permissions

Deny Invoices Step 4.png

Step 5: Select “Enable BuyerQuest Network Access, “View Invoices” and “Deny Invoices”

Deny Invoices Step 5.png

Step 6: Click on the Save button at the top right-hand corner

Deny Invoices Step 6.png

Step 7: Save the new User Permissions Group.

Step 8: Now that we have created a new User Permission Group or edited an existing one, the Supplier whom you wish to grant Deny Invoice ability to needs to be assigned the User Permission Group. Navigate to Suppliers > Manage Supplier Users on the left-hand navigation menu.

Deny Invoices Step 8.png

Step 9: Once in the Manage Supplier Users, search for your Supplier, select their name.

Step 10: Once on the Supplier’s page scroll down to User Type and Permissions and enter the name of the User Permission Group you wish to assign them to.

Deny Invoices Step 10.png

Step 11: Save by clicking Save User at the top right-hand side of the screen.

Deny Invoices Step 11.png

How to Use (Supplier)

Suppliers who would like the ability to deny customer invoices must request access to the Deny Invoices functionality directly from their customer. Once the customer has granted access, Suppliers will be able to deny invoices in the Ok to Pay status right from their portal.

Step 1: Login as Supplier

Step 2: Navigate to BuyerQuest Network > Invoices

Deny Invoices Suppliers Step 2.png

Step 3: Find the Okay to Pay invoice you wish to deny and click on the three dots to the right. Select ‘Deny’

Deny Invoices Suppliers Step 3.png

Step 4: Enter a reason for the denial and click the ‘Deny’ button

Deny Invoices Suppliers Step 4.png

Once the invoice denial has been processed the status of the invoice will change from ‘Ok to Pay’ to ‘Denied’ and notifications will be sent via email.

Deny Invoices Suppliers Step 4b.png

Process Refunds for Credit Memos

What is New

Suppliers create credit memos for returns requested by buyers. When a credit memo is generated by a supplier they will now be able to initiate the transfer of funds to the buyer within the BuyerQuest platform.

Unlike Invoices, Credit Memo refund is a Supplier User action and is only available to Supplier Users. Supplier Users will be able to initiate Refunds against a Credit Memo one at a time.

Access to this Refund action must be granted by the Customer Admin in order for the Supplier to have access to Credit Memo Refunds.

How to Configure (Customer Admin)

Once a Supplier has requested this access from their Customer, the Admin of the Customer must adjust the Supplier User Permissions by either editing an existing User Permission Group or creating a new User Permission Group.

Below are the steps on how to add the Process Refund via BQPay ability to a new User Permission Group. For a deeper dive into this task or to learn how to edit an existing User Permission Group, please click Create User Permission Groups.

Step 1: Login as Admin

Step 2: Navigate to Users > Manage User Permissions

Credit Memo Step 2.png

Step 3: Click on Add New Permissions

Credit Memo Step 3.png

Step 4: Navigate to the Supplier Permissions section

Credit Memo Step 4.png

Step 5: Select “Enable BuyerQuest Network Access, “View Credit Memos” and “Process Refund via BQPay”.

Credit Memo Step 5.png

Step 6: Click on the Save button at the top right-hand corner

Credit Memo Step 6.png

Step 7: Save the new User Permissions Group.

Step 8: Now that we have created a new User Permission Group or edited an existing one, the Supplier whom you wish to grant Process Refund via BQPay ability to needs to be assigned the User Permission Group. Navigate to Suppliers > Manage Supplier Users on the left-hand navigation menu.

Credit Memo Step 8.png

Step 9: Once in the Manage Supplier Users, search for your Supplier, select their name.

Step 10: Once on the Supplier’s page scroll down to User Type and Permissions and enter the name of the User Permission Group you wish to assign them to.

Credit Memo Step 10.png

Step 11: Save by clicking Save User at the top right-hand side of the screen.

Credit Memo Step 11.png

 

How to Use (Supplier)

The initiation of the transfer of funds can be done either from the Credit Memo grid or Credit Memo details page, however, the Supplier must make sure the funds are available for transfer within the corporate holding account. Follow the steps below to complete this task within BuyerQuest once the funds are available in the holding account.

Step 1: Login in as a Supplier and navigate to Buyerquest Network > Credit Memos

Credit Memo Step Supplier Step 1.png

Step 2: Locate the credit memo that needs the transfer of funds. Note, only credit memos in Ok to Pay or Failed Refund status are eligible.

Step 3: There are two places where you can begin the refund process.

  • Right on the Credit Memos Grid: Click on the Actions (three dots on the right) of the credit memo and select the Process Refund via BQPay action.

Credit Memo Step Supplier Step 3.png

  • Within the Credit Memo detail page: Click on the number for the Credit Memo you would like to view/refund. Once you are in the details page, click on the “I want to…” button to expand the options. Select “Process Refund via BQPay”

Credit Memo Step Supplier Step 3b.png

Step 4: Click on “Yes, refund via BQPay” on the confirmation pop-up to complete the task.

Credit Memo Step Supplier Step 4.png

Step 5: Once confirmed, API calls will be made to withdraw funds from the holding account to the Buyers account. During this time the status will change to “Processing Refund”. After the API calls are made the status will change to either of the two status below.

  • IF status changes from “Processing Refund” to “Refund Failed” check the refund record status to find out why the transaction failed. Based on the error described in refund records, reach out to the support team or re-initiate the funds transfer
  • IF status changes from “Processing Refund” to “Paid” this means that the API calls have returned with zero errors. The process of initiating the transfer has begun.

Credit Memo Step Supplier Step 5.png

Step 6: At this point, the API calls have been sent to the holding company and were returned without any errors and so the status changed to “Paid”. The actual transfer of funds can only occur if the Supplier has deposited funds in the holding account. Please note, that the status in BuyerQuest will remain “Paid” regardless of funds deposited since the BuyerQuest platform does not have control over when the Supplier will transfer funds into the holding account. The communication of having the suppliers deposit the funds will be handled outside of the BuyerQuest platform.

  • IF Supplier has not deposited funds in the holding account, the holding account company will reach out to the Supplier to inform them to transfer funds. Funds must be made available for the Buyer to be paid. Once the Supplier has made the funds available, the transfer will take a minimum of two business days to complete.

  • IF Supplier deposited funds in the holding account, the transfer of funds will take a minimum of two business days. The transaction will remain on the “Paid” status on the BuyerQuest platform.

 

Warning when User updates Qty/Unit in Invoice/Credit Memo to prevent Open Amount incorrect calculations

What is New

During the creation/editing of invoice/credit memo the qty & amount remaining is calculated and defaulted by the system. For service items the qty & amount remaining can be based on either quantity or unit price depending on system configuration. We have added a warning that will display if a user adjusts the qty when the system configuration calculation is set for unit price and vice versa as it could result in incorrect default calculations for future Invoices/Credit memos.

How to Configure

No configuration is necessary for this new feature.

New CMS Block in Credit Memo Grid

What is New

The BuyerQuest platform contains several CMS Blocks throughout the platform which give users the ability to customize messages for their Buyers and Suppliers. These static blocks are managed in the Admin Panel under CMS (Content Management System) menu. The 12.10.0 release introduces a new CMS block for the Credit Memo grid. This new block sits just below the Credit Memos title page (see screenshot below). It is customizable just like all content blocks. An example for the use of this space would be for Customer Admins who wish to provide instructions to their Suppliers on how to initiate Credit Memo Refunds.

Below is an example of the new Credit Memo Content Block.

CMS Block.png

For a deeper dive into the Content Management System (CMS) click here.

How to Configure (Customer Admin)

CMS block for Credit Memo Grid is a new option within the CMS configuration. As with other static content blocks, these blocks can be assigned to a single or multiple Content Groups to which the message needs to be displayed. This means only those Content Groups to which the Credit Memo Grid block has been assigned will be able to view the specific message created within the block. See steps below on how to create the new Credit Memo Grid CMS block.

Step 1: Login as Admin

Step 2: Navigate to CMS > Manage Static Blocks

CMS Block Step 2.png

Step 3: Click on the “Add New Block” button on the top right-hand side of the screen.

CMS Block Step 3.png

Step 4: Enter a title for the Block. Take into consideration what you will be communicating in this block and who the audience will be.

CMS Block Step 4.png

Step 5: Enter “cm_grid” into the Identifier field. This field is case sensitive.

CMS Block Step 5.png

Step 6: The Store View field is to be used to determine which languages this specific message will be viewed. If the message you are displaying in this content block is to be viewed as-is to all of your viewers within the Content Groups you are assigning this message to, then select “All Store Views”. However if, for example, the message you are displaying is to be viewed by only your English stores, then select “English” in the Store View field.

CMS Block Step 6.png

Step 7: By Default the Status will be set to “Enabled”. If you wish to change this, simple change the option in the Status field from “Enabled” to “Disabled”.

CMS Block Step 7.png

Step 8: It’s time to add the Content Groups who need to be able to read the message. If you would like to select all of the content groups, make sure to checkbox the “Select all Content Groups, including automatically selecting newly created Content Groups”, however, if you want to specify which group(s) should see this message then make sure this check-box is not selected and move on to Step 9.

CMS Block Step 8.png

Step 9: If you are specifying which Content Group(s) will need to see the message, make sure the “Select all Content Groups,….” is deselected and move the Content Group name or names from the box on the right to the left box using the arrow buttons in the middle. See below.

CMS Block Step 9.png

Step 10: Take notice of “Automatically select newly created Content Groups” check-box. If you do not want newly created Content Groups to see this message then deselect this check-box.

CMS Block Step 10a.png

Step 11: Enter the message within the Content field.

CMS Block Step 10.png

Step 12: Once you’ve completed all of the steps above, click save at the top right-hand corner. Please note, multiple cm_grid CMS blocks can be created to target different content groups.

CMS Block Step 11.png

How to Use

Once the Admin has created the Credit Memo Grid CMS block, those users who are assigned to the Content Groups the CMS block was assigned to will automatically see the message on the Credit Memo Grid just beneath the Credit Memo title page.