Skip to main content
Buyerquest Community

8.0.0 Features and Functionality (January 2, 2018)

BuyerQuest 8.0.0, released January 2, 2018, offers new functionality and enhancements to a number of key features.

Additional Resources for Administrators

White Papers and Best Practices 

In addition to Release Notes detailing new and improved features, BuyerQuest also offers in-depth information and best practices for administrators to finetune their BuyerQuest implementations.

Please note the following areas available on this community site:

A Deeper Look at Features -- White Papers offering a deeper dive into key BuyerQuest features.

BuyerQuest Best Practices -- Best Practices for System Administration.

Marketplace Module

Search Enhancement - Search by Supplier or Category 

Enhancements to the search bar in BuyerQuest provide quick and easy targeting of searches to Supplier or Category, in addition to the ability to search by Keyword, SKU, or Part Number. Supplier or Category may be selected to limit a search and search terms entered using the dropdown next to the Search box. 

See Documentation Topics: 

Home Page Slider Display Order is Configurable 

Organizations gain greater control of information displayed to buyers with the ability to configure the display order of home page information and images, known as "Sliders".

The added functionality for configuring the sequence of Home Page Sliders is provided by a Display Order column in the Manage Home Page Sliders grid for easy reference and maintenance from the Admin Control Panel.  Display order follows a numerical sequence in ascending order: 0, 1, 2, etc.

See Documentation Topics:

Increased Visibility of Product Available by Quote Only 

Increased collaboration between buyer and supplier is supported by the expansion of the Stock Availability column to accommodate the value "Available by Quote Only". This status for stock availability is displayed and managed in the inventory tab in the Manage Products area of the Admin Control Panel. 

The status of "available by quote only" is also clearly displayed in product search, product details, product listing pages (in all views), saved shopping list, and product quick view to alert buyers and approvers of this product status. 

When a product is available by quote only, it may not be reordered or added to a cart in any stage of the buying workflow -- this includes quick order, a change order or change request, edit request, invoice, or credit memo. The item price is shown as "determined by quote" in all relevant workflow stages.

See Documentation Topics

Payables Module 

Payment Methods May be Set by Supplier and Content Group 

BuyerQuest provides the option to set payment methods based on supplier or content group, expanding support of the differing needs and practices across franchises and autonomous business units. 

Suppliers and buyers have the choice of using a settlement provider as a payment method and to specifically configure the method to be based on supplier or content group. 

For any given invoice, when the payment method is configured to be through a settlement provider for the supplier and also for the invoice's content group, the invoice will be sent to the settlement provider when it reaches Ok-to-Pay status. 

See Documentation Topics

Invoice Workflow Displays Additional Status - Paid and Partially Paid 

Organizations have greater visibility into the paid status of invoices with the addition of two new statuses for invoices that are OK-to Pay: Partially Paid and Paid

An invoice may move to Partially Paid status only if it is in the OK-to-Pay or Payment Requested status. 

After all validations and approvals are successful, an invoice is moved to Paid status under one of these circumstances:

  • After an invoice status update request is received from the organization's ERP in cXML; or
  • A supplier or user manually updates the status of the invoice to paid.

Details

  • Invoices in OK to PayPayment Requested, and Partially Paid status may have their status updated manually with the Update Status to Paid option in the Invoices grid. 
  • An Invoice Status Update Log listing status update transactions from an ERP system is available in the Connection Reports in the Admin Control Panel. 

See Documentation Topics:

Ok-to-Pay File Extended to Include Credit Memos 

OK-to-Pay export files providing invoice data have been extended to include credit memos, providing comprehensive information in this key payables area. Both header and line-level csv exports incorporate all relevant credit memo data.

Details

  • Support for accounting groups is provided by the inclusion of each accounting group in a separate column in the OK-to-Pay export file, with the accounting values of the associated accounting group featured in separate rows.  
  • The file also supports split accounting in an AllocationPercent field
  • The file supports inclusion of client product attributes configured to be included in purchase orders.

See Documentation Topics:

Purchase Order and Invoice Report Exports Available 

Purchase Order and Invoice Reports may now be scheduled to be exported to meet an organization's need for key data on these transactions. The reports provide data directly from the system, replacing the need for an organization to create and configure custom integrations. Organizations can readily receive key information and use it within their own systems and practices for spend management. 

Both the new reports are included as exports in csv format available from the Admin Panel in Manage File-Based Integrations under Data Loads. Organizations can set the schedule for these reports in the Scheduler.  

Details 

  • Platform type configuration settings of either eProcurement or P2P determine the availability of the reports to organizations. eProcurement includes the purchase order report while P2P includes both the Purchase Order report and the Invoice report.  
  • Reporting can be limited to a date range set in an export configuration, and custom date ranges are also supported. 
  • Each accounting group is included as a separate column in the export file with row values displaying the associated accounting values.
  • Allocation percentages at the line level are featured in a separate column. 
  • The attachments field is populated with paths to line level attachments.

See Documentation Topics:

Platform Module 

Suppliers May Load Multiple Catalogs  

A comprehensive set of system enhancements supports the ability for a supplier to easily upload multiple catalogs using a single file.  Support for multiple catalogs provides immediate benefit to suppliers with a convenient, simplified process, and offers the added advantage of fewer products to upload and manage in the system. 

With this change, the key relationships between Suppliers and Content Groups (Supplier Filtering) will now be between Supplier Catalogs and Content Groups (Catalog Filtering).

Details

  • To support multiple catalogs, a system attribute Catalog is added to every Product.
  • For existing BuyerQuest implementations, all existing products are associated to a Base Catalog (BC) with Supplier-Content Group filtering set to the Base Catalog.
  • Content Groups may be assigned to multiple Catalogs for the same Supplier. 
  • Searches respect the Catalog Filters set in the system.
  • The catalogs field has been added to the Common Fields Upload and to the Category and Products Exports.  

See Documentation Topics:

Supplier User Import  

Management of supplier users is made simpler and more efficient with a supplier user import available under Manage File-Based Integrations.  This functionality speeds the creation of supplier users and provides the ability to efficiently manage key aspects of supplier user creation and configuration with default settings for content group and user permissions. 

See Documentation Topics:

Content Group Import and Export 

BuyerQuest offers an import function for Content Groups, providing for their efficient and accurate creation. The ability to import Content Groups supports autonomous business units needing to create a large number of Content Groups in their BuyerQuest instances. 

Content Groups may also be exported to afford organizations with a means to review existing Content Groups in their systems for reference and maintenance. 

All Content Groups will feature an External ID field as a primary key. Existing Content Groups will be assigned unique ids through a script.

See Documentation Topics:

Budget Split Accounting 

Organizations will benefit from enhanced support for managing and viewing budget information with split accounting available for managing budgets. This enhancement allows for individual line items to be allocated across multiple budgets, providing greater flexibility and granularity in allocating spend. Budget calculations can be based on the allocation percentages of split accounting combinations.

Budget icons display in Shopping Cart and in Checkout pages, providing key information in summary and detail views for each item with clear display of budget status. 

See Documentation Topics:

Superuser Functionality Governed by Access Control Limits Rather than by Content Group 

Efficiency and clarity gains in the management of Superuser functionality are enabled by moving Superuser to the global permissions section of the ACL under a new sub-section "Administrator Permission."  This ACL is defaulted to OFF for any existing User permission groups.

The change implements a new approach to Content Group access that is simpler, affording greater flexibility and efficiency. It enables switching between Content Groups through the configuration of User Permissions, rather than by settings in the Admin Control Panel.

See Documentation Topics:

Category Management Expanded to Include View, Filter, and Sort Category Grid by Supplier or UNSPSC  

Addition of Supplier and UNSPSC columns to the Category Products Grid in Manage Categories enables quick review of products and suppliers assigned to a specific category. Supplier and UNSPSC information can be searched, filtered, and sorted to facilitate quick and easy review and correction of product category assignments. 

See Documentation Topics:

Feature Enhancements

Quick Order - Search Results Show Exact Matches First 

Search in Quick Order on a SKU provides results displaying exact matches to the SKU at the top of the search results listing.  Returned results have a maximum display of 50 results.

See Documentation Topics: