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8.1.0 Features and Functionality (February 1, 2018)

BuyerQuest 8.1.0, released February 1, 2018, included a number of important features and enhancements.

Platform Module

Linked Products Can be Configured and Associated to Products 

The concept of Linked Products associated with items provides support for products requiring mandatory fees for assembly, staging, recycling, or other purpose associated with a product, as specified by the buying organization, a supplier, or a regulatory agency. 

When an item is added to a cart that has a Linked Product associated with it, the Linked Product is also automatically added to the cart. 

Support for associating these items is provided in Product Management in the Admin Control Panel, where Linked Products are associated to Products in the Manage Products Grid. Management of Linked Products is similar to Related Products. Linked Products must be simple products and from the same Supplier as the products they are linked to. 

See Documentation Topics: 

Manage Products Grid 
View Product and Services Details
Manage and View
Saved Shopping Lists
Withdraw or Reorder a Request
Catalog Uploads - Common Fields

Enhancements to Catalog Processing and Workflow with Increased Accessibility and Clarity in Validation and Change Reports

A comprehensive set of improvements to catalog upload processing and reporting provide a streamlined workflow and greater accessibility to clearer and more complete status, validation, and change reporting.    

The Catalog Upload Workflow has been simplified and a redesigned Catalog Updates Grid makes it easier to review catalog upload status and pinpoint catalogs that have failed validation and need further action. 

Additionally, queuing of uploads for additional attributes, custom options, and tiered pricing files is accommodated while a Common Fields file is being uploaded. When a Common Fields file has passed validation and approval and is processed successfully, the additional associated file uploads are run. 

Enhanced Validation and Change Reports featuring additional columns for item name and manufacturer may be downloaded from either the Catalog Updates Grid or the Catalog Details page. 

The Catalog Changes section of the Catalog Details page offers clearer and more complete reporting of changes to individual items and can be easily viewed and downloaded for reference and review. Additional Change Types are displayed and Catalog Changes may be filtered on Change Type for quick targeting and review of key information such as price changes and in_stock status. 

When multiple attributes of an item have changed, the Catalog Changes section offers the ability to review and compare old and new values in a convenient modal (overlay) window.


Status reporting on the Catalog Details Page is clearly indicated and color coded for Failed (Red), Processed Successfully (Green) and states where processing is still ongoing, such as Pending Validation, Pending Approval, and Queued (Blue). 

The Catalog Details page for an upload has been expanded to display additional critical information, such as File Type, Reason for Failure, (if Failed status); and metrics on Errors, Warnings, and Records. 

See Documentation Topics: 

BuyerQuest Catalog Upload and Document Statuses
Catalog Upload - Common Fields
Catalog Upload - Additional Attributes
Catalog Upload - Custom Options
Catalog Upload - Tiered Pricing
Self-Service Catalog Management Overview 
Catalog Upload Status and Validation Reports

Enhancements to Attribute Approval Process and Redesigned Client Attributes Grid 

Management of Additional Attributes benefits from a process redesign to enable an efficient attribute upload process without requiring prior approval of Additional Attributes.

Administrators are no longer required to approve Additional Attributes before they are uploaded to the system. The elimination of this approval stage allows greater success of Additional Attribute file uploads by suppliers -- the Additional Attributes file is not rejected if an attribute does not yet exist in the system. 

All attributes are automatically configured to be viewable upon upload and creation when they are added to the Client Attributes Grid.  Administrators may then adjust which attributes are searchable and filterable in Marketplace in the Client Attributes Grid. 

A redesign of the Client Attributes Grid promotes increased usability and greater clarity of key information. Unnecessary columns have been removed while an additional view-only grid in a separate tab offers data on the number of products the attribute is assigned to (sortable and updated daily), along with the date for when an attribute was added to the system. Note that these changes are specific to the Client Attributes Grid and do not affect system attributes. 

The Pending Attributes Grid has been removed.

In light of this process change, a best practice may be for administrators to request notification of Additional Attributes upload on a supplier-by-supplier basis. 

See Documentation Topics:

Catalog Files - Detailed Description
Catalog Upload - Additional Attributes
Attribute Management
Setting Up the Category Matrix View
Configure Attributes to be Used in Quick Order
User Permissions (ACL)

Redesign of Content Group Selection for Catalogs 

The process for selecting Content Groups for a catalog in a Supplier record benefits from a user-friendly redesign of Catalog Filter in Supplier Information, complimenting the recently added functionality for importing content groups,

Assignment of Content Groups is streamlined with a type-ahead feature in the list of Content Groups for quick pinpointing. Selection of Content Groups is accomplished within a straightforward interface.

See Documentation Topics:

Manage Supplier Information

On Behalf Of is a Permission under Access Control

Control of user enablement is extended and strengthened by the addition of "Request on Behalf of" access control for User Permissions. The additional ACL controls whether a user can or cannot order on behalf of another user. 

See Documentation Topics:

User Permissions (ACL) 

Improvements in Notification Management

A Notifications Preferences section in the Profile Information section provides the ability for a registered user to select the types of emails they receive from the system. This ability to configure email receipt provides a greater level of control over notifications and allows users to specify only the emails they choose to receive.

Configuration options are clearly set out in a separate section in Profile Information, with the defaults set to yes for the user to receive emails.  All registered buyer users who have access to Profile Information may then adjust these email receipt preferences. Notification management is available to buyer users only. 

The list of emails displayed is based on the platform type (configured in the global configuration in the Admin Control Panel) -- Marketplace, P2P, eProcurement, or All. 

See Documentation Topics:

Manage Your Profile

Payables Module

Invoice Grid Enhancement - Filter by Ship to Location

A Ship To Search/Select Filter added to the Invoice Grid provides a quick and easy means to identify invoices based on shipping location -- enabling invoice lookup based on address and location.  This Invoice Grid filter provides type ahead search and allows selection of one or more Ship to Locations for fast reference and processing to accommodate the needs of accounts payable staff. 

See Documentation Topics:

Supplier Invoices
Validate and Track Status of Invoices 

Creation of Credit Memos via cXML

Existing technology for invoices has been extended to offer the means to generate Purchase Order-based Credit Memos via cXML. An incoming cXML for a Credit Memo is processed the same way as for an incoming cXML Invoice. 

The Credit Memo creation via cXML uses the same validation and configuration as exists for Invoices. Credit memos are differentiated from Invoices by the purpose attribute in the header portion of the cXML and Credit Memo amounts are negative values. 

Inbound Credit Memos are verified by Purchase Order ID match to a Purchase Order for the supplier creating the Credit Memo. 

Creation of a credit memo is reflected in the history and inbound cXML for Credit Memos uses the Invoice Transfer Log. 

See Documentation Topics: 

Credit Memo Inbound cXML Specification
Create and View Credit Memos 

Invoice History Includes Reason for Auto-Rejection of Invoice

Invoice history has been expanded to include the reason for an auto-rejection of an invoice. The Invoice Reconciliation Rule triggering the auto rejection is captured in the Invoice History block as a status update, providing clear presentation of this important information for review and further handling. The status update in the History section of the Invoice specifies Header or Line Level, based on the type of exception. 

See Documentation Topics:

Reconcile Invoices and Handle Exceptions
Validate and Track Status of Invoices

Accounting Updates

Changes to underlying data structures for accounting information in the buying workflow provide for increased soundness and stability for storage and display of this critical data. 

All Documents accommodate accounting at the line level only. Header level accounting is no longer associated with documents in the ordering and procurement workflow.