Administrator's Guide - Baan Implementation Help, Consulting and ...

iBaan E-Procurement 2.2 

Administrator's Guide

A publication of: 

Baan Development B.V. 

P.O. Box 143 

3770 AC Barneveld 

The Netherlands 

Printed in the Netherlands 

© 2003 Baan Development B.V. 

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 



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: U7523F US 

Group: User Documentation 

Edition: F 

Date: April, 2003

Table of contents 

1 Introduction 1-1 

Description 1-1 

Design principles 1-1 

iBaan E-Enterprise architecture 1-2 

Benefits of the architecture 1-2 

The use of Microsoft Web tools 1-2 

iBaan E-Enterprise technology 1-3 

Thin client 1-3 

Multitier setup 1-3 

Portals 1-4 

Web Server architecture 1-5 

Back-end integration architecture 1-6 

Installation 1-7 

2 To navigate the iBaan E-Enterprise Suite 2-1 

E-Enterprise Manager 2-1 

iBaan E-Procurement 2-2 

B2B Server 2-3 

E-Sales 2-4 

3 To set up iBaan E-Procurement 3-1 

Approval maintenance 3-1 

Approval parameters 3-2 

Buyer parameters 3-4 

Approval rules 3-5 

Approval rule filters 3-8 

Approval Rules Overview 3-10 

Budget maintenance 3-11 

Budget dimensions 3-13 

Budgets 3-15 

Budget lines overview 3-20 

Check loops 3-22 

Search budgets 3-22 

Requisition maintenance 3-24 

Requisition parameters 3-24 

Buyer assist rules 3-26 

Buyer assist rules exceptions 3-27 

Administrator's Guide 

i



ii 

Business rules 3-28 

Invoice processing setup 3-32 

Invoice parameters 3-32 

Baan financial system settings 3-34 

Approval settings 3-36 

Supplier Settings 3-38 

Reason codes 3-41 

Period 3-42 

Delete invoice 3-43 

Additional Charges 3-44 

Services in E-Procurement 3-45 

iBaan E-Procurement close received requisitions 3-45 

iBaan E-Procurement consolidate send service 3-46 

iBaan E-Procurement automatic invoice matching 3-46 

iBaan E-Procurement export invoices service 3-46 

iBaan E-Procurement purge invoices service 3-46 

iBaan E-Procurement check mail service 3-47 

iBaan E-Procurement import requisition service 3-47 

iBaan E-Procurement transfer approval entries 3-47 

4 To use iBaan E-Procurement 4-1 

Requisitioner 4-1 

Purchase requisition 4-2 

To create a purchase requisition 4-2 

Track and trace a requisition 4-3 

Receiving 4-3 

Warehouse requisition 4-4 

To create a warehouse requisition 4-4 

Track and trace a warehouse requisition 4-5 

Approver / budget controller 4-5 

Self Billing 4-9 

5 To customize iBaan E-Procurement 5-1 

About customizations 5-1 

Baan environment infrastructure 5-1 

New releases and bug fixes 5-1 

How to customize iBaan E-Procurement 5-2 

Guidelines 5-2 

Procedure 5-3 

To build self-service lookups for interactive publishing 5-6 

How to internationalize iBaan E-Enterprise 5-6 

6 Application management 6-1 

BOI Generator 6-1


XSL style sheets management 6-14 

7 To set up OWB 7-1 

Purpose 7-1 

To configure E-Sales 7-1 

To configure E-Procurement 7-2 


iii



iv

About this document 

This document describes the setup procedure and background of iBaan 

E-Procurement, which forms part of the iBaan E-Enterprise Suite. This guide is 

intended for administrators who are responsible for the implementation of the 

iBaan E-Enterprise Suite. 

The information in this guide is divided into the following chapters: 

Chapter 1, “ iBaan E-Enterprise Suite architecture,” provides a global description 

of the iBaan E-Enterprise Suite and the underlying architecture. 

Chapter 2, “To navigate the iBaan E-Enterprise Suite,” describes how to navigate 

through E-Procurement. 

Chapter 3, “To set up iBaan E-Procurement,” describes how to set up 

E-Procurement. 

Chapter 4, “To use iBaan E-Procurement,” describes how to use E-Procurement. 

Chapter 5, “To customize iBaan E-Procurement,” describes how to customize 

E-Procurement. 

Chapter 6, “Application management,” describes the application management 

perspective of E-Procurement 2.2. 

Chapter 7, “To set up OWB,” describes the OpenWorld Buying set up. 


v

About this document 


vi 

Definition of terms 

Administrator 

The person who sets up E-Procurement at a company site and maintains 

master data. 

Business partner 

Can be supplier, customer, or both. 

Customer 

A business partner who makes purchases from your company. 

Supplier 

A business partner who supplies stocked and non-stocked materials, or 

services to your company. 

Employee 

A person in your company who is registered in the user details, and possesses 

a contact ID known to Baan. In this guide, the employee is the person who: 

− Publishes information to a business partner. 

− Requests purchase of stocked and non-stocked materials or services 

(requisitioner). 

− Approves requisitions (approver). 

− Buys stocked and non-stocked materials or services (buyer). 

− Controls budgets (financial officer).

1 Introduction 

Description 

The iBaan E-Enterprise Suite uses Internet technologies to offer enterprise 

functionality to customers and suppliers, as well as to users in an organization. 

Depending on a common platform, the iBaan E-Enterprise Suite delivers 

seamless integration with Baan’s entire range and a single point of design and 

maintenance. The E-Enterprise applications can: 

Operate stand-alone. 

Be linked to iBaan ERP (or Baan IV). In this case, the applications exchange 

data prevents double data entry and improves data accuracy. 

Design principles 

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 thousands of concurrent users. Therefore, 

accessible through slow network connections. 

Independent browser to operate with software already in use. 

Decoupled with backend systems so that applications are release- 

independent. The philosophy is: develop once and use on any related 

application. The related application must have an open system. 

Authorization and security are well designed to maintain budget and cost 

information and purchase orders/requisitions that are directly sent to 

suppliers. 

Easily deployed because client-side installations are minimized and the 

system only requires minimal run-time attention. 


1-1

Introduction 


1-2 

iBaan E-Enterprise architecture 

The architecture for iBaan E-Enterprise products is based on the Microsoft 

Windows Distributed interNet Applications Architecture (Windows DNA) to 

deliver robust, scalable, and distributed Internet applications. Key elements of 

this platform include: 

Internet Information Server. 

Windows 2000, Active Server Pages. 

Active Data Objects. 

Component Object Model (COM). 

COM +. 

Microsoft Message Queue Server and Microsoft SQL Server. 

Microsoft Visual Studio. 

Benefits of the architecture 

The iBaan E-Enterprise architecture delivers the following common platform 

benefits: 

Reduced training with easy-to-use and consistent user interfaces. 

Simplified access with a single security process. 

Reduced support costs with shared administration services and standardized 

development tools. 

Easy integration of third-party products to expand solution capability. 

Customers of iBaan E-Enterprise benefit from the Microsoft-centric architecture 

in another important way: Baan is focused on developing specialized business 

applications based on existing intellectual property, instead of recreating lowerlevel 

services that are generally available in most development platforms. As a 

result, Baan exceeds customer expectations of product functionality and quality. 

The use of Microsoft Web tools 

Microsoft tools are used to develop iBaan E-Enterprise products. Visual InterDev 

is used to build Web applications and to provide integration with the Microsoft 

Web server, 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 carried out with the FrontPage 

extensions. For more information on these tools, refer to Microsoft 

documentation.

iBaan E-Enterprise technology 

Introduction 

A company’s choice of technology for e-commerce applications is influenced 

primarily by the technology available. However, scalability, system load, and 

performance also play a major role in the decision. iBaan E-Enterprise is 

designed to take advantage of two principles: a thin client and a multitier setup. 

Thin client 

The idea behind iBaan E-Enterprise is greater profitability by offering Web 

ordering services. The service must be accessible and require the smallest 

possible investment in an IT infrastructure by business partners. Therefore, iBaan 

E-Enterprise uses a thin client. Most of the computer power required is at the 

server side (your system) and not at the business-partner side (the client). The 

business partner must install only a Web browser. 

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), COM+, and the middleware application. 

The server side with the databases. 

To create a multitier setup with more than three tiers, use an extra server for the 

ERP backbone or place IIS or COM+ on different servers. The advantages of a 

multitier setup are: 

Improved security for the backend database. 

Improved scalability, because performance can be controlled better. 

Reduced risk of total failure through spread over separate machines. 


1-3

Introduction 

Portals 


1-4 

iBaan E-Enterprise portals provide a secure and personalized online environment 

for users to tap the power of iBaan enterprise applications. A combination of 

content, applications, and data makes the portal the interaction hub for commerce 

and collaborative planning. Applications for sell-side and buy-side commerce, as 

well as collaborative planning applications, build on the static information to 

facilitate anytime, anywhere access to rich transaction systems and to raise the 

information visibility across the supply chain. A complete suite of self service 

lookups with templates designed for specific roles delivers the real-time data 

needed to complement the commercial applications with end-to-end customer 

experience. 

Baan delivers additional applications that successively build on the capabilities 

of the portal and enable organizations to manage the relationships with their 

trading partners and enhance the productivity of their employees. As the portal 

becomes indispensable, online equity, a strong preference to conduct business 

through the portal, leads to greater satisfaction, incremental business, and lower 

overall costs.

Web Server architecture 

Introduction 

The Web Server architecture consists of the following software components: 

Microsoft Internet Information Server 5.0. 

COM+ 

iBaan E-Enterprise Server 2.5. 

Figure 1-1 shows the interaction of various components. 

Browser 

HTML 

HTML 

Figure 1-1 Web Server architecture 

Internet / Intranet 

HTML GET 

ASP 

ActiveX 

Server 

Application 

Session 

When a user requests a certain Web page, the Web server carries out an Active 

Server Page (ASP). The result is an HTML page that can run in the following 

browsers: 

Netscape 6.0. 

Internet Explorer 4.01, 5.0 and 5.5. 

While the ASP executes, users can access built-in objects provided by the Web 

server as well as other COM components in the iBaan E-Enterprise environment, 

for example, E-Catalog. These iBaan E-Enterprise components provide the 

business logic that determines the application rules. All iBaan E-Enterprise COM 

components run in the context of the COM+, which provides the necessary 

scalability and transaction processing. Both the ASPs, as well as the COM 

components, access a Microsoft SQL 2000 database that contains all iBaan E- 

Enterprise application data. 


1-5

Introduction 


1-6 

Back-end integration architecture 

The iBaan E-Enterprise architecture facilitates communication with several types 

of backend systems. iBaan E-Enterprise not only integrates with Baan systems 

(currently iBaan 5.0c), but it also enables easy integration with other backend 

systems by providing an abstraction layer that is called the backend component. 

This architecture is illustrated in Figure 1-2. 

The component integrates with iBaan 5.0c through iBaan Open World (BOW). 

As you can see in Figure 1-2, you can create integration with a new backend 

system by providing a new implementation in the communication layer for that 

specific backend system. 

With BOW, all the BOIs are available in the form of COM objects, which can be 

directly started from the Business Logic of E-Enterprise Applications. 

HTML 

XSL 

XML 

API 

Backend 

Component 

Active Service 

Pages 

(DTC) 

Figure 1-2 Back-end integration architecture 

Communication Middleware 

BOW4 

BOW5 

BOW 

BOW 

BOI 

Repository 

Backend 

BaanERP 

BaanERP

Installation 

The installation process takes care of the following: 

Creates the Web site and installs the Web software. 

Creates databases and installs data, of which the I18N data is a part. 

Creates a repository that contains version and installation information. 

Other installation issues not relevant in this context. 

Depending on whether the customer wants to customize and develop, a 

development environment must also be created. To do this: 

Create a Web development environment. 

Install VSS database. 

Introduction 

For more information on the installation procedure of iBaan E-Procurement 2.2, 

refer to the Installation Manual. 


1-7

Introduction 


1-8

2 To navigate the iBaan E-Enterprise 

Suite 

The opening page of iBaan E-Enterprise is divided into two sections: E-Manager 

and E-Procurement. 

E-Enterprise Manager 

In the E-Enterprise Manager, the system administrator maintains all the basic 

data of iBaan E-Enterprise for the following components: 

E-Common 

Data shared by iBaan E-Enterprise applications is defined in E-Common. 

E-Catalog 

Maintains multivendor product catalogs, which offer the stocked and nonstocked 

products and services to all registered users that is, employees. 

E-Approval 

Maintains approval rules for requisitions. 

E-Budget 

Maintains budgets with different dimensions. 

E-Requisition 

Maintains business and buyer assist rules for requisition process flows. 

E-Invoice 

Maintains invoicing set up details. The settings made govern the matching 

and approval of invoice and the backend system to which the invoice are sent 

for further processing. 

B2B Server 

Maintains all the business document routing information along with users 

who can publish and receive the documents. 

E-Dashboard 

In the context of E-Procurement, E-Dashboard indicates to which back-end 

logical companies E-Procurement is linked. 


2-1

To navigate the iBaan E-Enterprise Suite 


2-2 

iBaan E-Procurement 

iBaan E-Procurement is an internet-based procurement solution that 

complements Baan’s ERP-based procurement functionality. E-Procurement 

integrates with iBaan ERP, but enables users to operate their stocked and nonstocked 

materials procurement process without ERP as well. 

iBaan E-Procurement streamlines the typical paper-based procurement process. It 

incorporates spending rules and approval workflow processing so that the 

purchase department is only involved on an exceptional basis. 

The Welcome page specifies the various roles that are available to users. A user 

clicks a role supported by specific business processes. Click E-Manager to 

display the iBaan E-Procurement Manager Main menu, which contains the E- 

Dashboard and B2B Server components and links to the other iBaan E- 

Enterprise modules, such as: 

E-Catalog 

E-Common 

E-Approval 

E-Budget 

E-Invoice 

E-Requisition 

E-Procurement enables: 

Employees to access multivendor product catalogs and to place requisitions. 

Approvers/budget holders to review and approve requisitions and to control 

the consumption of available budgets. 

Buyers to assist requisitioners, send and monitor purchase orders, and to 

maintain catalogs. 

Suppliers to receive requisitions, deliver goods and services, and to provide 

periodical content updates. 

Accounts Payable Officer (financial person) to monitor budget expenses, 

process invoice, create invoice, match and approve invoice, export invoice to 

backend for payment, and review invoice accrual. 

Buying and supplying organization to exchange business documents. 

To read more on how employees can use the different roles in 

E-Procurement, refer to Chapter 4, “To use iBaan E-Procurement.”

B2B Server 


B2B server provides a platform for companies and their business partners to 

share business documents. B2B server makes information more accessible and 

enables business partners to interact online. As a result, decreases cycle times, 

improves the accuracy of communication, and reduces the overall cost of doing 

business. B2B server enables interaction between business partners, such as to 

send purchase orders from the buyer to the supplier or to send invoices from the 

supplier to the supplier. 

Part of this information exchange can consist of documents to be sent to your 

business partners, such as requests for quotations, purchase orders, or contract 

confirmations. Forecasts and shipping notices can be published from an iBaan 

ERP system by using XML, and are stored in a document repository. Suppliers 

are then notified by e-mail of a pending request, and can access a secure Web site 

to view, approve, or import the document to their particular backend system. To 

resolve complex pricing or availability issues, suppliers can initiate real-time 

interaction with the buyer by using Microsoft NetMeeting. Suppliers can also 

access a comprehensive set of self-service lookups including purchase orders, 

status, item receipts, and invoices. Your own system keeps track of what the 

business partner does with the message. 

B2B server is a low-threshold alternative to EDI and is the first in a series of 

collaborative products from Baan. 


2-3



2-4 

E-Sales 

E-Sales implements a complete, unassisted, business-to-business selling process 

over the Internet. E-Sales application is imperative for Open World Buying. 

E-Sales integrates with iBaan ERP and Baan Sales to enable customers and 

prospects to: 

Browse 

Interact 

Configure 

Order 

Monitor products 

E-Sales is a secure and personalized module, a multimedia product catalog, 

product configuration (positioned as an add-on), and Web order entry. 

Customers also have immediate access to key information in the selling cycle 

through self-service lookups that include templates for sales orders, the delivery 

status, invoices, and item availability. E-Sales features a complete set of 

administration tools to manage security, user personalization, and catalog 

content. 

Some products require more than a simple catalog selection to be added to the 

order. Product configuration enables the user to configure these complex 

products and services. 

E-Procurement deals with E-Sales in one situation: Open World Buying (OWB). 

This is the concept of leveraging the supplier’s existing catalog in E-Sales, and 

making purchases from that particular catalog. In this case, the E-Procurement 

user: 

Punches-out to E-Sales, to make a selection of products after checking out. 

Selected products are sent to the E-Procurement application as Order 

Requests for further approval. 

Purchase order is sent to E-Sales, and there further handled as Sales orders. 

For more information in the setup of OWB, refer to Chapter 7, “To set up 

OWB.”

3 To set up iBaan E-Procurement 

This chapter describes how to set up iBaan E-Procurement. For details to setup 

common data in E-Procurement, refer to the Administrator’s Guide for 

E-Enterprise Server (U7702A US). 

iBaan E-Procurement , consists of: 

Approval 

Budget 

Requisition 

Invoice 

Each of these modules has parameters assigned that help assessing and routing of 

the requisition. Supplier module is also present in iBaan E-Procurement but it 

does not contain any manager pages. The following sections will detail the data 

setup in the aforementioned modules of E-Procurement. 

Approval maintenance 

An approval mechanism is activated after a user has submitted a requisition line 

for approval. This approval mechanism investigates whether the requisition line 

must be approved or not. If a requisitioning line requires approval, e-mail can 

also be sent to the approver. The requisitioning process continues until all 

approvers have approved. Based on the parameters, the approval process is 

determined. 


3-1

To set up iBaan E-Procurement 


3-2 

Approval parameters 

To access the Approval Parameters, click E-Manager E-Approval 

Approval Parameters. The following window appears: 

The Approval parameters are a set of factors that determine the sequence in 

which the Implicit Approval rules are applicable. The parameter also details 

information relating to approval through mails and time-bound intervals for 

approval. The parameters consists of the following: 

Spending limit Sequence: The sequence in which the Implicit Approval rule 

relating to Spending Limit is executed. Spending limit is the maximum 

amount up to which the requisitioner can request in a single requisition. If the 

requisitioner exceeds his spending limit then his manager should approve the 

requisition. The default value is set to 1. 

Contract Sequence: The sequence in which the Implicit Approval rule 

relating to Contract Consumption is executed. The maximum amount 

allocated in a specific contract. If a contract is over consumed then the buyer 

must approve the requisition. The default value is set to 1. 

Budget Sequence: The sequence in which the Implicit Approval rule relating 

to Budget Consumption is executed. Budgets are defined for a specific 

administrative office, commodity combination. If a particular budget is over 

consumed then the budget holder's approval is required to for the requisition 

to be sent to the supplier. The default value is set to 1.


The aforementioned three implicit rules can be executed sequentially or 

parallel or both based on the sequence set. The lowest sequence number rule 

is executed first. 

Time interval for Approval (in days): The maximum time period (in days) 

that a requisition will remain with the approver for review and action. In case 

approver does not act on the requisition within this stipulated time-period, the 

requisition is transferred automatically by the system to the substitute 

approver . For time-bound approval functionality, this field must be filled. 

Email ID of application: The mail id used to represent the E-Procurement 

application for sending in all the mails to the users such as requisitioners, 

approvers, buyers, and suppliers. If this field is not filled, the approver cannot 

send the return the mail. 

Use this page to edit approval parameters. To edit an existing approval 

parameter: 

1 Edit the necessary fields. 

2 Click Submit to save the changes. 


3-3



3-4 

Buyer parameters 

To access the Buyer Parameters, choose E-Manager E-Approval Buyer 

Parameters. The following window appears: 

The buyer can be approached for approval, assistance and consolidation of a 

requisition. If the buyer does not act on a requisition within this stipulated timeperiod, 

the requisition is transferred automatically by the system to the substitute 

buyer The buyer parameters define the time interval for specified action taken by 

the buyer. The buyer parameters list consists of the following: 

Time interval for buyer approval (in days): This is the maximum time 

period (in days) that a requisition will remain with the buyerError! 

Hyperlink reference not valid. for approval and action. 

Time interval for buyer assistance (in days): This is the maximum time 

period (in days) that a requisition will remain with the buyer for assistance 

review and action. 

Time interval for consolidation (in days): This is the maximum time period 

(in days) that a requisition will remain with the buyer for consolidation 

review and action.


Use this page to edit buyer parameters. To edit an existing buyer parameter: 

Edit the necessary fields. 

Click Submit to save the changes. 

Approval rules 

To access the Approval Rules, choose E-Manager E-Approval 

Approval Rules. The following window appears: 

All the Approval Rules maintained in iBaan E-Procurement will be listed. 

To search for an approval rule: 

1 Enter either the entire approval rule or a few characters of the description 

followed by * as a wildcard. 

2 Click . 

3 A list of approval rule that meet the search criteria are listed. 

To edit or delete an approval rule, click on an existing approval rule. 


3-5



3-6 

To add a new approval rule, click on Add Approval Rule, the following window 

appears: 

This page contains the following fields: 

Description: A unique description of the Approval rule. 

Detailed Description: Description of the approval rule in complete detail. 

Basket Approval: If set to Yes, indicates approval rule is applicable for 

entire basket else it indicates approval rule is applicable for the individual 

requisition line. Basket Approval is applicable only to Requirement Approval 

of Purchase Requisitions. If this check box is selected, the Commodity field 

is unavailable. 

Requisition Type: iBaan E-Procurement supports two types of requisitions 

namely Purchase Requisition and Warehouse Requisition. 

Approval Type: iBaan E-Procurement supports two types of approval 

namely Buyer Approval and Requirement Approval . If Approval Type is 

Buyer Approval then the Basket Approval field is not available and 

Requisition Type can have only one value; Purchase Requisition. Rule 

Applies for Consolidation field is available.


Rule Applies for Consolidation: If set to Yes, the approval rule applies for 

requisitions after they have been consolidated by the buyer. If this checkbox 

is cleared then approval rule applies to non-consolidated (normal) 

requisitions. 

If this checkbox is checked then Administrative Office field is made 

unavailable. The default value for administrative office in such case is All 

that is, approval rule is applicable for all administrative offices. 

Administrative Office: The approval rule applies to all requisitioners who 

work in this administrative office . The default value is All, which means the 

approval rule is applicable to all admin offices. 

Commodity: The approval rule applies to all the products that belong to this 

commodity. If not set to any particular value, the rule is applicable to 

requisition containing product of any commodity. This field becomes 

unavailable if the Basket Approval check box is selected. 

Sequence: This number indicates the sequence in which the approval rule 

will be applied to the requisition. If the approval rules picked up during the 

approval process of the requisition have the same sequence number, then all 

the approval rules are executed simultaneously. If the sequence numbers are 

not the same then the approval rules are executed sequentially with the 

approval rule with least sequence number being executed first. 

Effective Date: The date from which the approval rule is valid. 

Action Type: This field indicates the system-initiated action once the 

Approval Rule is applied. This enumerated field contains three types of 

possible actions namely: 

− Approved: Requisition line is set to approved state. Further approvals are 

not required 

− Rejected: Requisition line is set to rejected state. Further approvals are 

not required. 

− Approval Required- Requisition line has to be approved by the user 

specified in the Approver field. If this option is selected then Approver, 

Send Email and Execute Next Rule fields are available. 

Approver: User responsible for approving the requisitions applicable for the 

given approval rule. 

Send Email: If this field is set to yes, then mail notification is sent to the 

approver indicating that at requisition is waiting for approval. 

Execute Next Rule: Indicates if any rule having sequence higher than the 

current rule's sequence can be applied to the requisition. 


3-7


NOTE 


3-8 

Approval rule filters 

Approval rule filters enable you to add additional conditions based on flexible 

properties from the requisition line. 

To access Approval Rule Filters,. The following window appears: Click 

E-Manager→E-Approval→Edit Approval Rules 

To edit an existing approval rule: 

1 Edit the fields. 

2 Click Update to save the changes. 

To delete an existing approval rule, click Delete. 

If an approval rule is deleted, all approval rule filters attached to it are also 

deleted


Now on clicking, Add Approval Rule Filter the following window appears: 

Field descriptions: 

Approval rule: This field displays the description of the approval rule for 

which the approval rule filter is being added. 

Field Description: This list box contains all the flexible properties and fixed 

requisition properties. The field description, operator and field value become 

the filter criteria. When filter is added for the approval rule then the filter 

criteria must be satisfied for the approval rule to be executed. 

Operator: Describes how the field description is related to the field value. 

The operators include lesser than, lesser than/equal to, greater than, greater 

than/equal to, equal to, not equal to, contains, in, and not in. In case of In and 

Not in operators, you can use a semicolon (;) to separate multiple values. 

Field value: The value for the description field is entered here. 

Click Submit to include the Approval Rule filter or click Cancel to undo the 

inclusion. 


3-9



3-10 

Approval Rules Overview 

To access Approval Rules Overview, Click E-Manager→E-Approval→ 

Approval Rules Overview. The following window appears: 

Use this page to make selection of approval rules based on: 

Search Admin Office by User ID: When user logon code is entered here, in 

the search field Administrative Office, the administrative office of the 

entered user is listed. 

Administrative office: The office for which Approval Rules must be entered. 

The administrative office is selected from the drop-down list. 

Commodity: Enter the commodity value for which Approval Rules must be 

listed . To select the commodity, click Select. To select all the commodities, 

click All. 

Approver: Enter the name of approver for whom the applicable Approval 

Rules must be listed. 

Requisition Type: Enter the Requisition Type for which Approval Rules 

must be listed. 

Basket Approval: When Requisition Type has value Warehouse Requisition 

then the Basket Approval field is not available. If Basket Approval is set to 

True, only those approval rules that are applicable for the basket are listed.

Budget maintenance 


To set up budgets and budget dimensions, access the Budget Maintenance 

functions click E-Manager, and then click E-Budget. 

You must carry out the following procedures, in sequence, to set up budgets and 

budget dimensions in E-Budget: 

Charge Types 

Maintain Charge Types is a means to determine where to post a budget 

requisition amount. If iBaan E-Enterprise is linked to iBaan ERP, the charge 

type also determines the ledger account in iBaan ERP Finance where the 

requisition amounts must be posted. 

Click E-Manager→E-Budget→Charge Types to access Charge Types. 

The following window is displayed which contains list of all the charge types 

maintained in iBaan E-Procurement: 


3-11



3-12 

Click Add Charge Type to add new charge types. The following window 

illustrates the same: 

Field Descriptions: 

Charge type code: The code for the charge type is displayed. 

Description: The description for the charge type is displayed. 

Ledger account code: Code that is maintained in the backend is displayed. 

Charge type is used to establish a link between a budget in iBaan E- 

Procurement and the ledger account code.

Budget dimensions 


Budget dimensions are attributes on which you want to control budgets. E- 

Procurement supports a flexible dimension system in which you can define your 

own dimensions for each administrative office, based on fixed or flexible 

requisition-line properties. 

Click E-Manager→E-Budget→Budget Dimensions to access the Budget 

Dimensions. The following window appears: 

All the budget dimensions that are maintained in iBaan E-Procurement will be 

listed. 


3-13



3-14 

To add a budget dimension, click Add Budget Dimension and the following 

window appears: 


Office Description: This is the Administrative office. When this office is 

attached to a Budget, the corresponding budget dimensions reflect in that 

budget. 

Name 1, Name 2 and Name 3: Are the dimensions of the budgets. This is an 

alias given to the properties/attributes that will be selected (refer to 

Type1/Type2/Type3) while adding a budget dimension.

Budgets 


Budgets can be defined by charge type and office, and optionally by flexible 

dimensions. From maintain budgets you can also define the relations between 

budgets (build a hierarchical budget structure). 

Click E-Manager→E-Budget→Budgets to access the Budget as illustrated in 

the following figure: 

This page displays all the list of budgets that are maintained in iBaan E- 

Procurement. 

To edit or delete a budget, click on the existing budget. 


3-15



3-16 

To add a budget, click Add Budget to open the following window : 


Budget Code: The code for the budget is displayed. 

Budget Type: The type of Budget is displayed. Budget Types help create 

budget structures. iBaan Procurement supports the following budget types: 

− Standard Budget: A standard budget can only have a parent (aggregated) 

budget or can only be used as a budget. 

− Aggregated Budget: An aggregated budget can be a parent of other 

aggregated (child) budgets and/or standard (child) budgets. All requisition 

amounts that are posted to the child budgets are also posted to the 

aggregated (parent) budget. An aggregated budget cannot have budget 

dimensions. 

Currency: Currency settings for this budget are displayed. Amounted posted 

to this budget will be in this currency. 

Administrative office: Amounts of the requisitions raised by the 

requisitioners who belong to this Administrative office will be posted to this 

budget. If this field is left blank, then this budget is applicable to all the 

administrative offices.


Charge Type: Determines where a budget requisition amount is posted. 

iBaan E-Procurement is linked to iBaan ERP, the charge type also determines 

the ledger account in iBaan ERP Finance where the requisition amounts must 

be posted. 

Budget holder: The name of the budget holder is displayed. 

Always Approval by Budget Holder: If you select this checkbox, approval 

by the budget holder becomes mandatory. 

Warn budget holder at (multiple of) percentage: When the requisition is 

raised, the budget holder will be warned in percentages, if the requisitions 

overshoots the set budget limit. 

From the Edit Budget page, as displayed, Budget Relations and Budget lines can 

be maintained. 

On Clicking, Edit Parent Budget Relations / Edit Child Budget Relations the 

following window appears wherein the parents/children for the given budget can 

be assigned. 


3-17



3-18 

If you click Add Budget Line, the following window appears: 

Budget line with effective and expiry date along with budgeted amount can be 

entered here.



Budget Code: The budget code for which budget line need to be modified. 

Charge Type: The charge type of the budget. 

Currency: The currency code of the budget in which all amounts will be 

maintained. 

Effective date: The date from which the budget will be applicable. 

Expiry date: The date until which the budget is valid 

Budget : Maximum amount that can be used in the given time (specified 

previously). 

Not approved amount: The amount of those requisitions that are not yet 

approved. 

Approved Amount: The amount of those requisitions that are in Approved 

state. 

Sent Amount: The amount of those requisitions that are in Sent state. 

Received Amount:. The amount of those requisitions that are in received 

state. 

Closed Amount: The amount of those requisitions that are in closed state. 


3-19



3-20 

Budget lines overview 

For each budget, you can add one or more budget lines (with several effective 

/expiry dates). Budget amounts can be entered in this function, and the E- 

Procurement system updates the consumed amounts and control budget 

exceeding. 

Click E-Manager→E-Budget→Budgets→Budget Lines Overview to access 

the Budget Lines as shown in the following figure: 

Use this page to display the budget lines of one budget or of a range of budgets. 

To display the budget lines: 

The lines of the selected budget(s) are displayed. 

If the budget (line) code is clicked, the budget's validity period and the budget 

amount can be edited or deleted. 


Budget Code: The budget code is entered. 

Effective date: The date from which the budget will be applicable. 

Expiry date: The date until which the budget is valid 

Budget : Maximum amount that can be used in the given time (specified 

previously).

NOTES: 

Available Amount: The amount still available in the budget. 


Available %: The percentage of amount still available in the budget. 

All budget amounts are displayed in the budget currency. 

The requisition's currency can differ from the budget currency. If so, the system 

recalculates the requisition's amounts to the budget currency. 

If all requisitions related to the budget are closed and deleted, the budget line can 

be deleted. 

If all budget lines are deleted, the budget can be deleted. 

Sometimes, Budget consumption amounts must be re-calculated. You must carry 

out the Repost Budgets procedure to recalculate the consumed budget amounts. 

Click E-Manager→E-Budget→Repost Budgets to access the Repost Budgets 

as shown in the following figure: 


3-21



3-22 

Check loops 

Maintain Check Loops is a means to check loops in the budget. In Budgets, you 

can maintain both parent and child budgets. This session identifies if there are 

any closed loops in the budget. 

Click E-Manager→E-Budget→Check Loops to access Check Loops as shown 

in the following figure: 

If loops are not found, then No Closed Loops found in the given range of 

Budgets message is displayed. Otherwise, the details of the closed loop is 

displayed. 

Search budgets 

You can search budgets based on specified criteria such as: 

Administrative office 

Charge type 

Commodity 

Currency 

Product description 

Property 

User

The following figure provides more details: 


To search for a specified budget: 

1 Select a field. 

2 Specify an operator. 

3 Specify a filter value. 

Click Search, the budgets which satisfy the mentioned criteria are listed. 


3-23


NOTE 


3-24 

Requisition maintenance 

Requisition parameters 

The requisition process is determined, based on the parameters. 

After change of the parameter, the E-Enterprise package in the COM + 

application has to be restarted to make the parameter change effective in the 

application. 

To access the Requisition Parameters, choose E-Manager E-Requisition 

Parameter list. The following window appears:

The requisition parameters list consists of the following options: 


Close all in days before now: All the requisitions that must be closed 

automatically before the set date. 

Close all PO in days before now: All requisitions for which purchase order 

is present at the backend, and which must be closed automatically before the 

set date. 

Commodity from and Commodity to: Consolidation is carried out for this 

commodity range. 

Default buyer: When the purchase order and purchase requisition are 

imported and the Buyer field is not entered, then the default buyer is picked 

up. 

Default requisitioner: When the purchase order and purchase requisition are 

imported and the Requisitioner field is not entered, the default requisitioner 

is picked up. 

ESourceIntegrationsImplemented: If this parameter is enabled, then the 

RFQs can be raised for a requisition by the appropriate buyer. 

ImplementBasketApproval: Indicates whether basket approval is enabled. 

If you select this parameter, the application functions based on Basket Level 

Approval only. 

Import Time interval: The purchase order and purchase requisition in the 

form of XML, can be uploaded into the database. NT service carries out the 

aforementioned task after the specified time interval. 

Non-Working day 1 and Non-Working day 2: The non-working days are 

set. These days are not taken into account when time-bound approval 

calculations are carried out. 

Requisition Processing Includes Tax: Based on this parameter, the 

requisition costs can either include or exclude tax. 

Send Directory PH: Purchase requisitions can be converted into an XML 

file and the same are stored in the specified directory. 

Send Directory Wh: Warehouse requisitions can be converted into an XML 

file and the same are stored in the specified directory. 

Send File Ph: The file name of the exported purchase requisition. 

Send File Wh: The file name of the exported Warehouse requisition. 

Supplier from / Supplier to: Consolidation is carried out for this supplier 

range. 


3-25



3-26 

Buyer assist rules 

Requisitions can be raised for various products. For some of the products, price 

or suppliers can vary frequently. For products that vary, the buyer can make 

modifications for these requisitions before approval mechanism starts. For 

wizard created requisitions, the supplier or the product is often unknown; these 

requisitions can also be configured for Buyer Assistance. 

To access the Buyer Assist Rules, choose E-Manager E-Requisition 

Buyer Assist Rules. The following window appears: 

Click Add Buyer Assist Rules, to add buyer assist rules. 

Field descriptions: 

Rule description: The description of the buyer assist rule that is applicable to 

the requisition is displayed. 

Source of requisition: The source of the requisition is displayed. The 

requisition can have its source from either a Catalog, Wizard or Imported. 

Select the source of requisition from the drop-down list. 

Administrative office: The administrative office of the requisition is 

displayed. Select the administrative office from the drop-down list. 

Commodity code: The commodity code of the requisition is displayed.

Buyer assist rules exceptions 


From Edit Buyer Assist Rule window as shown in the following figure, click 

Add Exception to add exceptions for the Buyer Assist Rule. 


3-27


NOTE 


3-28 

Click Add Exception, the following window appears: 

Exceptions can only be maintained for those fields that have ‘All’ selected for 

the respective buyer assist rule. 

Business rules 

The requisition process can be carried out by the definition of Business rules. 

These business rules define how a requisition flows through the requisitioner’s 

and supplier’s organization, subsequent to the approval process. 

A business rule can be defined by: 

Business partner (supplier). 

Requisition type. 

Source of requisition . 

Office. 

Commodity code. 

Effective dates. 

Origin of requisition. 

Costs.

Based on the values of these criteria you can define: 


If a requisition must be sent to the BIS system (iBaan ERP) or can be 

published to a supplier/user through B2B Server. 

If Maintain Receipts must be included in the process. 

If receiving and inspection must be included in the process. If Yes, mention 

the receivers and inspectors. 

If an action must be applied to a requisition, depending on the source of the 

requisition. 

If consolidation is not required. 

You must carry out the Maintain Business rules procedure to set up business 

rules in E-Requisition. 

Click E-Manager→E-Requisition to access the Business rules as shown in the 

following figure: 


3-29



3-30 

Click Add Business Rule to add a new business rule as shown:



Rule Description: Enter the description of business rule in this field. 

Supplier: The supplier's id is entered in this field. To select a supplier from 

the list of existing suppliers, click Select. This field appears only when the 

requisition type is a Purchase requisition. 

Administrative office: The administrative office is entered. Select the 

administrative office from the drop-down list. 

Requisition Type: The type of requisition is entered. iBaan E-Procurement 

supports two types of requisition namely, Purchase Requisition and 

Warehouse Requisition. Select the type of requisition from the drop-down 

list. 

Source of requisition: The source of the requisition is entered. Select the 

source of requisition from the drop-down list. The requisition can originate 

from either the Catalog, Wizard or Imported. This field appears only when 

the requisition type is a Purchase requisition. 

Commodity Code: The code for the commodity that has been requisitioned 

is entered. To select a commodity code, click Select. To select all the 

commodity codes, click All. To clear the contents of the commodity codes 

field, click Clear. 

Products: Enter the product in this field. To select a product from the 

existing list, click Select. A list of products are displayed, select the relevant 

products checkbox, and then click Select, or else Cancel. The products listed 

are based on Requisition type, Supplier, Source of Requisition and 

Commodity Code. 

Currency code: Enter the currency code. Select the currency code from the 

drop-down list. The code of the currency in which the transaction will take 

place. Baan ERP converts the product currency in to the set currency code. 

This field appears only when the requisition type is a Purchase requisition 

Cost from and cost to : The document rules apply to the requisition whose 

amount falls well within the cost range. This field appears only when the 

requisition type is a Purchase requisition. 

Effective date: The date from which the business rule is valid is entered. 

Expiry date: The date on which the business rule will expire. 


3-31



3-32 

Consolidate: If this check box is selected, iBaan E-Procurement consolidates 

all the requisitions so that they can be sent together by the buyer at one time 

under one order. This field appears only when the requisition type is a 

Purchase requisition. 

Send to file: Baan E-Enterprise transfers the requisition to a file. 

Send via ERP system: Baan E-Enterprise transfers the requisition to the 

linked BAANIV or iBaan ERP system. The remaining action fields (with the 

exception of consolidate) are replaced by the order series, order type, and 

purchase office that must be entered. The purchase office is displayed only 

when the type of requisition type is Purchase. 

Maintain receipts: If this check box is selected, the requisitioner can receive 

goods by means of desktop receiving. If this check box is cleared, the 

requisitioner can only close the Sent requisitions. If Maintain Receipts is 

enabled then the receiving mode can have one of the following three modes, 

namely, Receive by Requisitioner, Receive by buyer, and Specify receivers. 

If the Specify receivers mode the Shipping address (Is the default delivery 

address ) is displayed and this field is optional. If Inspection is enabled, then 

the inspection mode can have the following two modes namely, Inspect by 

Requisitioner and Specify Inspectors. Incase of Specify Receivers and 

Specify Inspectors the receivers and the inspectors can be selected. 

Document type: The document type determines which distribution list must 

be used for sending requisitions. 

Invoice processing setup 

E-Procurement contains processes, which can be set up to activate several types 

of invoice processing for various situations. Invoicing mechanism in E- 

Procurement, essentially serves to validate the invoice/credit card statement 

received from customer/credit card company. To set up the invoice processing 

environment variables, you must carry out the following procedure. 

Invoice parameters 

Invoice Parameters enables you set up various parameters, which determine 

invoice process. Here, you define if BIS is used for invoice processing. Also 

defined here are the details of the Invoice Export Directory and the Invoice 

Export File.


To access the Invoice Parameters, choose E-Manager E-Invoice Invoice 

Parameters. The following window appears: 


ACCOUNTFORTAXLINE: The ledger code applicable for the tax lines in 

the Invoice. 

ADDITIONALCHARGELINESTART: The additional charge line added 

to the invoice starts with this position number. BAANIMPLEMENTED: 

This field determines whether for Invoice export, Baan Backend system can 

be used or not. If the value is checked then Baan Backend system can be used 

for exporting invoices. 

DATELASTPURGE: The latest date when the exported invoices are purged 

by financial person 

DEFAULTTAXTYPE: The default for the tax type when entering an 

Invoice. This can have values Header, Line or Cumulative. 

INVOICEEXPORTDIR: The directory in the web server to where the 

approved invoices can be exported. 

INVOICEEXPORTFILE: The name of the XML file to which the approved 

invoices can be exported. 


3-33



3-34 

RECALCULATETAXAMOUNT: If this parameter is set, then tax will be 

recalculated during Invoice Matching/Approval process. Recalculation take 

place with the formula Recalculated Tax = Invoice Amount * Requisition 

Tax Percentage / 100. 

TAXCODEFORADDITIONALCHARGELINES: The tax code applicable 

for the additional charge lines added to the invoice. 

Baan financial system settings 

The details of the backend, to which the approved invoice will be exported for 

final payment, is defined. The user can define information for the iBaan ERP 

Financial system depending upon the backend BIS selected. 

To access the Baan Financial System Settings, choose E-Manager E-Invoice 

Baan Financial System Settings. The following window appears:


Click Add Baan Financial System Settings, to add the settings. The following 



Effective Date: The date from which this system settings are valid. 

Transaction Type for Purchase Invoice: Approved Purchase Invoices in 

iBaan E-Procurement are exported to Baan Backend as approved cost 

invoices. To maintain these transactions in Baan backend, it is mandatory to 

specify the transaction type. The transaction type that is supposed to be used 

for the Purchase Invoice is specified. 

Transaction type for debit notes: Approved Debit Notes in iBaan E- 

Procurement are exported to Baan Backend as approved cost invoices. To 

maintain these transactions in Baan backend it is mandatory to specify the 

transaction type. The transaction type that is supposed to be used for the debit 

notes is specified. 

Batch reference: When the transactions are created and processed in the 

Baan backend, batch reference to be used is specified. 

User id of the administrator: The administrator's user id is displayed. 


3-35



3-36 

Approval settings 

Matching and approving an invoice is validated against the requisition details. 

For certain suppliers, some of the mismatch points can be overlooked by 

explicitly instructing the system through Approval Settings. In the setting for 

each supplier, you can define the requisition-invoice attributes; which ones must 

be matched and which ones can be overlooked. 

To access the Approval Settings, choose E-Manager E-Invoice 

Approval System Settings. The following window appears:


Click Add Approval Setting to add approval settings. The following window 

appears: 


Supplier: Enter the name of the supplier for whom the approval settings will 

be applicable. Click Select to select the name of the supplier. 

Effective date: The date from which the approval setting will be valid for the 

given supplier 

Ignore non-matched requisition: If this checkbox is selected, then even if 

the invoice for goods supplied by the supplier does not match with the 

requisition, the difference is ignored and invoices are matched and approved. 

Ignore credit card difference: If this checkbox is selected, then even if there 

is a difference in the value of credit card invoice statement and requisition 

amount, the difference is ignored and invoices are matched and approved. 

Ignore quantity difference: If this checkbox is selected, then even if there is 

a difference in invoice quantity and received requisition quantity, the 

difference is ignored and invoices are matched and approved. 

Ignore item description difference: If this checkbox is selected, then even if 

there is a difference in the item description between the invoice and 

requisition description, the difference is ignored and invoices are matched 

and approved. 


3-37



3-38 

Ignore unit difference: If this checkbox is selected, then even if there is a 

difference in invoice unit and that of requisition unit, it is ignored and 

invoices are matched and approved. 

Ignore Amount difference: If this checkbox is selected, then even if there is 

a difference in the invoice amount and requisition amount then it is ignored 

and invoices are matched and approved. 

Ignore if product not received: If this checkbox is selected, then even if the 

product is not received, invoice can be matched and approved. 

Supplier Settings 

Supplier settings are the supplier specific options for Automatic/Manual 

Matching, Exporting, and Purging of an invoice. Also defined is the option for 

Self Billing and supporting documents. 

To access the Supplier Settings, choose E-Manager E-Invoice Supplier 

System Settings. The following window appears:


Click Add Supplier Settings, to add settings for the supplier. The following 



Supplier: The name of the supplier is entered. Select the supplier's name 

from the drop-down box. 

Automatic Matching: If this checkbox is checked, then the invoice is 

matched automatically. The system takes care of matching the invoice. 

Automatic Exporting: If this checkbox is checked, then the invoice is 

exported automatically. In other words, the invoice is exported to the Baan 

Backend or XML file. 

Automatic Purging: If this checkbox is checked, then the invoice is purged 

or archived automatically after the invoice is exported to the backend or 

XML file. 

Amount Tolerance: If there is a difference in the amount, the system checks 

if the amount is within the tolerance band. If the amount falls within the 

tolerance pattern, payment is made in accordance to the invoice, otherwise, 

the amount difference signal is generated. 

Lower Limit ( in percentage %) : The lower limit of the amount is 

mentioned in percentage is entered. 


3-39



3-40 

Upper Limit (in percentage %): The upper limit of the amount is 

mentioned in percentage is entered. 

Lower Limit Amount (in Home currency): The lower limit of the amount 

in home currency is entered. 

Upper Limit Amount (in Home currency): The upper limit of the amount 

in home currency is entered. 

Pay after receipt: If this checkbox is checked, then when goods are 

delivered, payment is made accordingly. 

Self-billing: If this checkbox is selected, the invoice is raised on behalf of the 

supplier and payment is made accordingly. Self-billing takes place only when 

the requisitioned items are delivered. 

Send Remittance Advice (with self-billing): If this checkbox is checked, a 

remittance advice is sent along with self-billing. You can send remittance 

only when self-billing is set. 

Send Invoice (with self-billing): If this checkbox is checked, an invoice is 

sent to the supplier once self-billing is done. 

Remittance advice document type: The Remittance advice document type 

is an acknowledgment for the goods received. Select the remittance advice 

document type from the drop-down list. 

Invoice document type: The document used to send invoices. In this 

document, the person to whom this invoice needs to be presented is included. 

Select the Invoice document type from the drop-down list.

Reason codes 


The reason for either approval or rejection of the invoice is entered. 

To access the Reason Codes, choose E-Manager E-Invoice Reason 

Codes. The following window appears: 


Reason Code: The code used to identify the reason to approve/reject 

generated signal, this code is referred through out Invoice module 

Description: The description of the reason code. 

Click Add Reason Code, to add new reasons. 


3-41


Period 


3-42 

The timeframe is maintained and used in Accrual Overview. 

To access the Period, choose E-Manager E-Invoice Period. The 

following window appears: 


Year: The year to which the period belongs. 

Period: The sequence number that identifies the period in a given year. 

Period Start date: The date from which the period is valid. 

Processed: If checked it means that all the financial transactions for the given 

period are closed that is, all the accrued invoices are settled. 

To add a period, click Add Period

Delete invoice 


Administrator with Financial role can delete Invoices. 

To access the Delete Invoice, choose E-Manager E-Invoice Delete 

Invoice. The following window appears: 


Invoice Line ID: An identification number of an invoice line maintained in 

iBaan E-Procurement system by the Financial person. This number is auto 

numbered and generated at the time of importing an invoice. 

Invoice Number: The Invoice Number as maintained by the supplier. 

Invoice: The complete invoice details along with Header and Line number 

Supplier: The business partner who sent the invoice. 

Item: The product for which the invoice has been created. 

Invoice state: Invoice state indicates the process step at which invoice is 

present at this moment. 

Amount: The amount for which the invoice is created. 


3-43



3-44 

Additional Charges 

The additional charges that the user can enter against the invoice is listed here. 


Additional Charge Type: The additional cost type code. 

Description: The description of the additional cost type. 

Account: The ledger account code to be used to post this additional charge. 

Tax Percentage: The tax percentage applicable for this additional cost.

Services in E-Procurement 


E-Procurement contains the following services that enable you to run certain 

actions at preset time intervals, without human interaction. The following are the 

list of services that are available in iBaan E-Procurement. 

iBaan E-Procurement close received requisitions 

The name of the executable for this service is EECRRSvc.exe. It is used for 

automatic closing of requisitions that have been sent but not yet received, and to 

close the requisitions that are received through iBaan ERP. 

You can set two parameters to control the closing of requisitions. The parameters 

can be edited in the Parameter List pages in the E-Requisition part of E-Manager. 

CloseAllInDaysBeforeNow: This parameter controls the closing of all received 

requisitions, whether received through iBaan ERP or E-Procurement. You can set 

the number of days from the present to start closing requisitions. As a result, all 

received requisitions, until the specified date, will be closed. 

CloseAllPOInDaysBeforeNow: This parameter controls the closing of all 

received purchase orders, whether received through iBaan ERP or E- 

Procurement. You can set the number of days from the present to start closing 

requisitions. As a result, all received requisitions, until the specified date, will be 

closed. 

To disable these functions, set a negative number. For example, you want to 

remember the setting of 30 days in the past, but want to deactivate the closing of 

purchase orders. 

1 On the Manager pages of E-Requisition, select Parameter List. 

2 Click CloseAllPOInDaysBeforeNow and add a minus (-) sign in front of the 

value 30. Now this part of the service is disabled. 


3-45



3-46 

iBaan E-Procurement consolidate send service 

The name of the executable for this service is EECSSvc.exe. This service is used 

to combine requisitions with the same (type of) requirement and the same 

destination (buyer, supplier) in one XML document or one Baan purchase order. 

You can set two parameters to control the Consolidate Send Service. The 

parameters can be edited in the Parameter List pages in the E-Requisition part of 

E-Manager. 

Buyer From: Start with buyer. 

Buyer To: End with buyer. 

Commodity from: Start with commodity. 

Commodity To: End with commodity. 

With these two parameters, you can set an alphabetical range on the names of 

buyers. All requisitions that have the To Consolidate state and buyers with 

names in this range, will be consolidated and sent. 

iBaan E-Procurement automatic invoice matching 

The name of the executable for this service is EEMatchInvSvc.exe. It is used for 

automatic matching of invoices that have been imported but not yet matched. 

During matching, the signals generated are based on supplier settings for invoice. 

The time interval for executing this NT service can be defined as a parameter for 

the NT Service. 

iBaan E-Procurement export invoices service 

The name of the executable for this service is EEExportInvSvc.exe. It is used for 

exporting invoices that are already approved. Exporting of invoices will follow 

the usual process itself. The time interval for executing this NT service can be 

defined as a parameter for the NT service. 

iBaan E-Procurement purge invoices service 

The name of the executable for this service is EEPurgeInvSvc.exe. It is used for 

purging the exported invoices. The time interval for executing this NT service 

can be defined as a parameter for the NT service.

iBaan E-Procurement check mail service 


The name of the executable for this service is chkmlsvc.exe. It is used to check 

mails and parse them to update requisition status in the database. The time 

interval for executing this NT service is defined in the Approval parameter. 

iBaan E-Procurement import requisition service 

The name of the executable for this service is EERequisitionImportSvc.exe and it 

is used to import requisitions. The time interval for executing this NT service can 

be defined as a parameter for the NT service. 

iBaan E-Procurement transfer approval entries 

The name of the executable for this service is EETransferAppEntriesSvc.exe and 

it is used to transfer approval entries as a part of the Time-bound procedure. The 

time interval for executing this NT service can be defined as a parameter for the 

NT service. 


3-47



3-48

4 To use iBaan E-Procurement 

This chapter describes iBaan E-Procurement’s benefits to your employees and 

suppliers. For information about setting up E-Procurement, refer to Chapter 3, 

“To set up iBaan E-Procurement.” 

Several employees play a distinct role in the E-Procurement process. Potentially, 

every employee of a company can play a role and an individual employee can 

play multiple roles, for example, requisitioner and approver. The user details 

defines the roles an employee is permitted to play. 

To access the iBaan E-Procurement end user functions, on the Main menu, click 

E-Procurement and click the role you want to perform from one of the 

following roles. 

Requisitioner 

A requisitioner is an employee who has been given the authority to submit a 

purchase request, called a requisition. This requisition can fulfill departmental 

requirements (for example, office supplies). The main procedures to be carried 

out by a requisitioner are: 

Create a requisition. 

Track and trace a requisition. (Including rejections and resubmissions) 

Desktop receiving. 

You can create two types of requisitions namely, Warehouse Requisition and 

Purchase Requisition. If the requirement can be catered to from the warehouse, a 

warehouse requisition is raised. Similarly, if the requirements must be purchased 

from a supplier, a purchase requisition is raised. 


4-1

To use iBaan E-Procurement 


4-2 

Purchase requisition 

To create a purchase requisition 

To access this procedure, on the Main menu click E-Procurement, click the 

Requisitioner role, and on the left pane click Purchase Requisition. You can 

perform the following tasks on the Requisition page: 

Browse catalog. 

Requirement wizard. 

Import. 

View or change the basket. 

Browse catalog 

Users can select products by browsing through the available catalogs, or by 

carrying out a product search. The product search only represents products from 

the catalogs that the employee is authorized to requisition. Users can perform a 

product search on all product attributes, some specific product attributes, and on 

product properties. 

Users can view general product data, property values, attached files, simulate 

requisition approval entry, and purchase-specific product data before the product 

is requested. To add a product to a requisition basket, the user enters the 

requested quantity and clicks Add. 

Users are able to specify the values of requisition-line properties before the 

submission of the requisition. 

Requirement wizard 

Users can define their requirements of non-catalog products or services by using 

the Requirements wizard. After finalization of the wizard, a requisition line is 

generated and added to the basket. You can ensure that a requirement wizard 

created requirement is always sent to the buyer for checking and completing, by 

setting appropriate buyer assist rules in the master data of E-Procurement. 

View or change the basket 

After all products are collected, users can look at the requisition basket to view 

the stored requisition lines. Finally, users can: 

Change the basket and delivery information. 

Click Remove or Remove All to remove one or more requisition lines. 

Enter the part number and the quantity and click Add, to add one or more 

requisition lines for quick ordering. 

Click Buyer Assist to ask buyer assistance for one or more requisition lines.

Click Simulate to simulate requisition approval entries. 

Click Update to save changed requisition header information. 

Click Delete to delete the complete requisition. 

Click New to create a new basket. 


Click Report to print a report with requisition lines by supplier to fax. 

Attach files to a requisition to provide more information to supplier and/or 

buyer and approvers. 

Track and trace a requisition 

To access this process, on the Main menu, click E-Procurement and click the 

Requisitioner role and Purchase Requisition tab. You can perform the 

following tracking and tracing tasks on the Requisition page: 

View requisitions per status. 

Search through requisitions (on key words). 

View closed requisitions and previous baskets with View Requisition 

History. 

View the remarks of the approvers. 

Requisitions with the following status can be viewed: 

Created 

Submitted 

Buyer Assist 

Approved 

Rejected (requisitioner can alter the requisition and re-submit). 

To Consolidate 

Sent 

Received 

Closed 

Receiving 


Requisitioner role. The requisitioner can: 

Receive 

Inspect 

Backorder 


4-3



4-4 

The goods requisitioned can be received and inspected by the users as mentioned 

in the business rules. Persons other than the requisitioner can receive and inspect 

the goods on behalf of the requisitioner. 

Warehouse requisition 

To create a warehouse requisition 

To access this procedure, on the Main menu, click E-Procurement and click the 

Requisitioner role and Warehouse Requisitions tab. You can perform the 

following tasks on the Requisition page: 

Browse products. 

View or change the basket. 

Browse products 

Users can select products by browsing through the available product list, or by 

carrying out a product search for stocked items. The product search only 

represents products from the list of stocked products. Users can perform a 

product search on all product attributes, some specific product attributes, and on 

product properties. 

Users can view general product data, property values, attached files, and simulate 

requisition approval entry before the product is requested. To add a product to a 

requisition basket, the user enters the requested quantity and clicks Add. 

Users are able to specify the values of requisition-line properties before the 

submission of the requisition. 

View or change the basket 

After all products are collected, users can look at the requisition basket to view 

the stored requisition lines. Finally, users can: 

Change the basket and delivery information. 

Click Remove or Remove All to remove one or more requisition lines. 

Enter the part number and the quantity and click Add, to add one or more 

requisition lines for quick ordering. 

Click Simulate to simulate requisition approval entries. 

Click Update to save changed requisition header information. 

Click Delete to delete the complete requisition. 

Click New to create a new basket.


Click Report to print a report with requisition lines by supplier to fax. 

Attach files to a requisition to provide more information to supplier and/or 

buyer and approvers. 

Track and trace a warehouse requisition 


Requisitioner role and Warehouse Requisition tab. You can perform the 

following tracking and tracing tasks on the Requisition page: 

View requisitions per status. 

Search through requisitions (on key words). 

View closed requisitions and previous baskets with View Requisition 

History. 

View the remarks of the approvers. 

Requisitions with the following status can be viewed: 

Created 

Submitted 

Approved 

Rejected (requisitioner can alter the requisition and re-submit). 

Sent 

Closed 

Approver / budget controller 

An approver is a manager who has been given the authority to approve submitted 

requisitions by requisitioners. The approver is usually the department and/or 

business unit manager responsible for a group of employees and responsible for a 

set of budgets. The main processes to be carried out by an approver are to: 

Review submitted requisition lines 

To access this process, on the Main menu, click E-Procurement and click 

the Approver role. The Approval page shows all requisitions to be 

approved. On the Purchase Requisition tab, the purchase requisitions to be 

approved are shown, whereas on Warehouse Requisition tab, the warehouse 

requisitions to be approved are shown. 

Upload attachment to requisition line 

While reviewing the requisition, the approver can see the attachment 

uploaded by the requisitioner, or other approvers, as well as the upload 

attached to the requisition. To review the requisition, click Attach new file to 

this requisition link. 


4-5



4-6 

Review budget availability for proposed requisition 


the Approver role. The Approval page shows the budget consumption 

balance per budget line. (This is only for Purchase Requisitions). 

Approve or reject requisition line 


the Approver role. The Approval page enables you to approve the 

requisition lines. If there are lines to be approved, this page can also be 

activated from the Roles Overview page. Approvers can see the detailed 

description of the Approval rule and enter their remarks/comments. 

Time bound approval 

When the requisition is presented to the approver for approval, and the 

approver does not act on the approval within a stipulated time, the requisition 

is presented to another approver. The requisition has a timeframe attached. 

Approval hierarchy 

When the requisition that is presented to the approver exceeds the approval 

limit, the approver and the approver’s manager must both approve. Until, the 

requisition amount is within the approval limit, the approver’s manager is 

picked. 

Buyer 

A buyer is a professional who works for the purchasing department that is 

usually responsible for the procurement of one or more commodity types. For 

example, office supplies, ICT hardware and software, temporary help. The buyer 

carries out the following processes: 

Review of all requisition lines (buyer assistance) 


the Buyer role. The Buyer page shows you all requisition lines that require 

buyer assistance. The buyer can send requisitions to E-Source and also 

transfer the requisition to another buyer. 

Monitor and approve in-process requisition lines 


the Buyer role. To monitor and approve requisition lines in process, click 

Requisitions. 

Buyer approval 

If you select the Buyer Approval check box in Approval rules, it becomes 

mandatory for the buyer to approve the requisition.


Buyer hierarchy 

If the requisition presented to the buyer exceeds the buyer limit, then the 

buyer and the buyer’s manager must both approve. Until, the requisition 

amount is within the buyer limit, the buyer’s manager is picked. 

Delete closed requisition lines 


the Buyer role. On the Buyer page, you can click Close Requisitions to 

change the status of selected requisitions, or click Delete Received 

Requisitions to delete closed requisitions. 

Upload and view attachments 

To upload an attachment, on the Main menu, click E-Procurement and click 

the Buyer role. On the Buyer page click, Attach new file. To view a 

requisition, click on the link under the description heading for attachments. 

Review product changes 

To review the product updates offered by the supplier, on the Main menu, 

click E-Procurement and click the Buyer role. On the Buyer page, you can 

click Review Product Changes. 

Consolidate requisitions 

To consolidate the requisitions based on supplier and commodity, on the 

Buyer page click To Consolidate. 

All Requisitions 

To view all the requisitions irrespective of the user. This view is available 

only for the buyer who has the Administrator’s role. 

Supplier 

In the context of E-procurement, a supplier provides product and services 

content, periodic updates (XML product and price updates), or maintains the 

supplier’s part of the catalog remote (through Web front-end application). The 

suppliers receive requisition lines in the Inbox (B2B Server) and most 

importantly, deliver the goods and services as requested in the requisition lines. 

A supplier carries out the following main processes: 

Uploads the XML file with products and prices. 

Updates the details of the product supplied by them, and present the products 

for corresponding buyer approval. 

Retrieves requisitions through B2B Server. 


4-7



4-8 

Enters Invoice for payment: The entry is made either through the embedded 

B2B component (uploading XML-document and sending to buyer), or 

through Quick Invoice Entry Web front-end for the supplier/credit card 

company. 

Accounts payable officer 

The accounts payable (AP) officer plays an important role in the financial backoffice 

processing of invoices received from suppliers upon delivery of the goods 

and services. In case of direct send orders, requisition-line details and receipts are 

not available in iBaan ERP. Therefore, the AP officer can use the requisition-line 

history and receipts to match the invoices to the receipts before authorizing the 

invoice for payment. The main processes to be carried out by an accounts 

payable officer are to: 

Monitor budget expenses 


the Financial role. This page shows the budget consumption balance per 

budget line. 

Invoice matching 

This page enables the user to view invoices and make a selective display of 

invoices based on their ID, Status, Supplier, and Invoice types. From the 

linked pages, requisitions can be processed further. This function enables the 

processing of invoices from a certain status to the next. 

Matched invoices 

This page lists all the invoices with the status Matched. To go to the Invoice 

detail page, click Invoice. Listed on this page are the details of the 

requisition, as well as the generated signals. From the linked pages, a 

requisition can be processed further. 

Approved invoices 

This page displays the Approved Invoice. Invoice export to the backend, can 

be initiated from the linked pages. 

Exported invoice 

This page lists the invoices that have been Exported to the backend and have 

not been deleted. 

Accrual overview 

This page shows all the requisitions for which goods have been received but 

Invoiced, not Approved. It shows the accrual amount for a given period.


Payment of invoice received from suppliers 

This process enables the financial officer to match and approve the invoice 

against a requisition line. And, subsequently, export the approved invoice to 

the backend for payment. 

Manual transaction 

The financial officer can enter an invoice that is sent by the supplier through 

either fax, hardcopy, and so on. 

Self-Billed Invoice 

The self-billed invoices can be generated against receipts. 

Self Billing 

E-Procurement provides a means of making the invoice matching process 

extremely simple: Self-Billing. With this concept, the buying organization 

creates an invoice based on what is received. This invoice is approved by 

definition and sent to the supplier, to let the supplier know the amount being 

paid. 


4-9



4-10

5 To customize iBaan E-Procurement 

NOTE 

About customizations 

You can use iBaan E-Procurement as it is, or you can customize to suit your 

requirements. If you change the standard settings of iBaan E-Procurement, you 

can modify the look and feel without modifying the Web pages. 

To customize, you must use two separate environments, the production 

environment, and the development environment. You make modifications first in 

the development environment and then thoroughly test them. Only then, must 

you deploy the modifications to the production servers and make them available 

to the users. 

Baan environment infrastructure 

The development infrastructure used to develop iBaan E-Enterprise, consists of a 

test environment and a development environment. 

The test environment consists of a number of desktops running several browsers 

and, one or more servers to run the Web site and contain the application 

databases. 

The development environment consists of a number of one or more central 

servers and development desktops. The servers contain the Visual SourceSafe 

(VSS) database, the Web site, and the application databases. The development 

desktops run the development environment (Visual InterDev) and contains local 

copies of the Web site for debugging purposes. The test server is updated from 

the development server by copying the Web projects using Visual InterDev. 

New releases and bug fixes 

If you have made modifications, you cannot directly install a new release without 

losing your modifications. To avoid this, you must install the new release in your 

development server. The release notes of the new release describe which files are 

new, which files are changed, and how they are changed. 

iBaan E-Enterprise is built using a script library that affects the functioning of 

the whole application. Do not customize this library. It is not placed under the 

control of SourceSafe. 


5-1

To customize iBaan E-Procurement 


5-2 

How to customize iBaan E-Procurement 

With every new release or bug fix, you face the problem of how to merge your 

customizations with the new release. If you do not install the new release, the 

problem only gets worse because you have to take care of your own development 

of iBaan E-Enterprise. In addition, the more releases you skip, the harder it is to 

get back in synchronization with standard version. 

This section describes how you can best approach the customization of iBaan 

E-Enterprise. 

Guidelines 

If you are going to make customizations and want to be able to install new 

releases, you must set up a development environment separate from the 

production server. The development environment is integrated with Visual 

SourceSafe (VSS) to install new releases. VSS contains all the sources of the 

ASP and HTM pages within a Web project. You do not need to have the sources 

of COM objects, so they are not supplied. 

Before you can make customizations, you must create a new project by 

branching the project that contains the standard product inside VSS. All 

modifications will be made on this new project. Unmodified files are in reality 

still linked to the original project. This new project will be deployed to the 

production environment. 

Here are some guidelines on how to make your customizations: 

Avoid using client-side scripting (CSS) on the client-side pages, because CSS 

does not work for older browsers. 

Avoid using design-time controls (DTC) on end-user pages, because they put 

a significant load on the Web server. 

Do not modify database schemes within a standard application. This makes it 

impossible to automatically upgrade to a new version. 

Do not use FrontPage to modify Web pages, because it conflicts with the use 

of Visual InterDev and damages the Web pages. 

Avoid splitting or merging files of the standard package. This makes merging 

much more complicated.

Procedure 

Install development tools 


Refer to the Microsoft documentation for information on how to install Visual 

InterDev, and Visual SourceSafe. 

To create a branch 

The following steps summarize how to use Visual SourceSafe explorer to create 

a branch of the Web project for iBaan E-Enterprise. This new project is used to 

make modifications. Refer to the VSS documentation for an explanation of these 

steps. 

1 Start SourceSafe explorer and left-click on the root node ($/). 

2 On the menu bar, click File, then click Create Project. A dialog box appears. 

3 Name the project Customized. 

4 Click Customized. 

5 On the menu bar, click SourceSafe, then click Share. A dialog box appears. 

6 Select the Branch after Share check box. 

7 Click on the EE11 node. 

8 Click Share. A dialog box appears. 

9 Select the Recursive check box and click OK. 

10 An hourglass is displayed while the new project is made. This can take up to 

20 minutes. 

11 When the process finishes, click Close. You now have a shared project. 

Every file must be pinned. You can do this manually by pinning every file, or 

you can use the command line option. You must unpin a file before you can 

change it. 


5-3



5-4 

To configure InterDev for customizations 

The following steps describe how to use Visual InterDev to change the project 

connection. After you connect the newly created project to the Web site, the 

original VSS project is no longer connected to the Web site. Instead, the 

connection is owned by the new VSS project. 

1 Start your EE11 project in Visual InterDev. 

2 On the menu bar click, Project, click Source Control, then click Change 

Connection. A dialog box appears. 

3 Type the name of the new project (for example, $/customized/ee11) and click 

OK. 

4 An hourglass is displayed while the new project is made. This can take up to 

20 minutes. 

5 Click OK. 

6 On the menu bar, click Project, click Web project, then click Refresh 

project view. 

7 On the menu bar, click Project, click Web project, then click Synchronies 

Files. 

The Visual InterDev project now points to the customizable files. You can 

change these files without risk. Refer to the Microsoft Visual InterDev 

documentation for information about using these tools. 

Introduction of a new version or bug fix 

The Baan installation software takes care of replacing the necessary files when 

you install a new version or bug fix. Following is a summary of the installation 

process: 

Update existing files as follows: 

− Unlink the ASP files in the root project. 

− Check out all ASP files to a temporary directory. 

− Replace the files with the new versions. 

− Check in the replaced files. 

− Link the ASP files again. 

Add new files: 

If a particular file does not exist, the program looks for an .ini setting to find 

the customized files directory, and to branch the file to that directory.

NOTE 


Remove existing files: 

If a file has been removed in a bug fix, the program unlinks and removes the 

file. 

To merge a new version with customizations 

If you have made any customizations, you must merge your changes with the 

new release. Although VSS supports the merging of files, much of the task must 

be performed manually. Using automatic merging can be dangerous. 

If you are merging two files where one is a branch of the other, you can use the 

visual merging support of Visual SourceSafe. 

Visual SourceSafe provides a dialog box that visually shows the difference 

between the files. You click whether to merge the files by Selecting, Accepting, 

or Rejecting. The following procedure describes how this is carried out. 

If files are replaced, split, or merged with others, you cannot use Visual 

SourceSafe. Instead, you must carry out the rework manually. 

Set visual merge option 

It is important to set the visual merge option to Yes first, otherwise a hidden 

merge takes place. 

1 Start VSS client. 

2 On the menu bar, click Tools, then click Options. 

3 On the General tab, set Use Visual Merge to Yes and click OK. 

To merge customizations 

The following steps take care of visually merging the two files. This creates a 

new version of the file, so that you can fall back to an older version or compare 

the changes later. 

1 In VSS client, open Customized Project. 

2 Select the file with the customizations. 

3 On the menu bar, click SourceSafe, then click Merge Branches… 

4 In Visual Merge, click the changes you want to keep. 

5 Save the file. This automatically checks out the file. 

6 Check in the changed file. Visual SourceSafe asks you if you agree with the 

changes. 


5-5



5-6 

Update the production server 

The HTTP poster component must be installed on the production server. You use 

the Deploy option to copy the Web from the development server to the 

production server. You must make the deployment target in Visual InterDev, and 

point the deployment target to the production server’s virtual directory. If you 

use this option, you do not need to install FrontPage extensions, however, it is 

quite slow. 

To build self-service lookups for interactive publishing 

In the Baan Open World scenario, self-service lookup for interactive publishing 

is absent. At a high level the process is: 

Build a new BOI for the iBaan 5.0c or iBaan ERP back end: 

− Define the BOI with the BOI builder. For more information, refer to the 

BOI Builder Developers Guide. 

Build a new self-service lookup: 

− Create ASP page with embedded BOI (DTC) in Visual InterDev. 

− Select the Publish check box when configuring the DTC for the BOI to 

enable document publishing. 

− Register ASP in the E-Dashboard application. Refer to E-Dashboard 

Maintenance. 

Link the self-service lookup to the dashboard 

1 Define the dashboard – refer to “E-Dashboard Maintenance” in 

Administrator’s Guide for E-Enterprise Server 2.5 (U7702A US). 

2 Link the page to the dashboard – refer to “E-Dashboard Maintenance” in 

Administrator’s Guide for E-Enterprise Server 2.5 (U7702A US). 

3 Set user authorization for the dashboard – refer to “E-Dashboard 

Maintenance” in Administrator’s Guide for E-Enterprise Server 2.5 

(U7702A US). 

How to internationalize iBaan E-Enterprise 

To internationalize iBaan E-Enterprise, please refer to the Administrator’s Guide 

for E-Enterprise Server 2.5 (U7702A US).

6 Application management 

BOI Generator 

A BOI is a Business Object Interface developed to integrate Baan with other 

third party applications and legacy systems. 

To generate Builder Based BOI, carry out the following steps: 

1 Start the BOI Builder (ccboi0102m000) session. 

Figure 6-1 BOI Builder (ccboi0102m000) session 


6-1

Application management 


6-2 

2 Enter the session name that you want to link to the BOI, for example, Units. 

Figure 6-2 Units session in the BOI Builder 

3 Select the input criteria for the BOI. 

4 Click Generate BOI, the following screen appears. 

Figure 6-3 Selecting the Methods in BOI Builder 

5 Select the required BOI methods. Click OK, the following screen appears. 

Figure 6-4 Updating the data dictionary in BOI Builder


6 Click Yes to update the Data Dictionary. This completes the BOI generation. 

To maintain and compile the BOI DLL, start the Program Scripts/Libraries 

(ttadv2530m000) session. 

To create Function Server DLL 

1 Run the ttstpcreatdll session to create Function server DLL, which must be 

linked to the BOI DLL. 

Figure 6-5 Run Program (ttdsk2080m000) session 

2 Give the details of the package, module, and session name. Name of the 

function server must start with fSessionName. Click Continue. If the 

Function Server Type BOI is used, the Function Server is created and must be 

included in the Libraries of the BOI DLL. If you select DAL based BOI, you 

do not need to add anything in the libraries. 

Figure 6-6 Create Session DLL (ttstpcreatdll) session 

Save the changes you have made and return to the previous screen. Click 

Compile. 


6-3



6-4 

BOI Builder generates several files for each BOI. The most important files 

are filename.dcd and filename.qcd, which is used by the BOI proxy generator 

(TIGER TOOL). The BOI Builder generates the following files: 

− filename.bc 

− filename.doc 

− filename.dcd 

− filename.tab 

− filename.qcd 

The aforementioned files are generated in the home directory of the user, if the 

user sets Update Data Dictionary to No. If the Update Data Dictionary is set 

to Yes, the data dictionary is updated and the aforementioned files will be present 

in the home directory of the user. 

You generate Java files, from the .dcd and .qcd using TIGER TOOL. These Java 

files must be compiled to receive Java classes. You must copy the class files into 

CLASS PATH. For more information, refer to the Baan 5.0c guide. 

Generation of Java Classes 

1 Start the iBaan OpenWorld Studio BOI Compiler application. 

2 Select the DCD and QCD files generated previously. Click the Java Classes 

Option button. 

3 You have the following three options: 

− Java 

If you select the Java option, you can generate Java Classes for the DCD 

and QCD. These Java Classes can be used for testing BOI using Java 

clients. 

− Baan 4GL DLL 

Click Generate to generate the Baan 4GL DLL. Check that the output 

directory is correct.

CAUTION 


− Only check DCD/QCD 

This option can be used to check the generated DCD and QCD. You can 

use this option to check for the errors in DCD and QCD. 

Figure 6-7 BOI Compiler 

Generate COM DLLs 

1 Start the Visual Java++ Application. 

2 Create a new project of the exact name as that of the specified DCD. 

The project must be created in the same directory as that which has the 

DCD/QCD and the Java Class files. 

Figure 6-8 New Project 


6-5



6-6 

3 On the Project menu, select the Properties option and set the following 

parameters: 

4 On the COM Classes tab, select all the Classes except Form1. 

Figure 6-9 COM Classes tab


5 On the Output Format Tab, select COM DLL as the Packaging Type. 

Figure 6-10 Output Format tab 

6 Click Apply, then click OK. 

7 On the Build menu, select Build to generate the COM DLL. 

8 Solution Update Succeeded is the message prompted on successful 

generation of the COM DLL. 

Modeler Based BOI 

To create a Modeler-based BOI, five steps are involved in the procedure of the 

creation of a BOI: 


6-7



6-8 

Generate the QCD/DCD 

1 Start the iBaan OpenWorld Studio BOI Modeler application. 

2 Open the specified Baan Repository from the given path. 

Figure 6-11 Open Repository 

When you open the repository, the following window appears and contains a 

list of all the database tables of the Baan application. 

Figure 6-12 BOI Modeler

NOTE 


For every table there is an associated manager containing the default methods of: 

1 List 

2 Show 

3 The Manager is used to generate the QCD while the table is used to generate 

the DCD. 

4 To generate a DCD, select a table and right click. Select the Generate DCD 

option. 

Figure 6-13 Generate DCD for Units 

Figure 6-14 Generate QCD for UnitsManager 

This completes the generation of DCD/QCD for a specific table. 


6-9



6-10 

Repeat the previous procedure for other tables if required. 

To generate Java Classes 

1 Start the Baan OpenWorld Studio BOI Compiler Application. 

2 Select the DCD and QCD Files generated above. Click Java Classes. Here, 

you have three options: 

− Java 

If you select Java, you can generate Java Classes for the DCD and QCD. 

These Java Classes can be used for testing Java clients using BOI. 

− Baan 4GL DLL 

Click Generate, to generate the Baan4GL DLL. Check that the output 

directory is correct. 

− Only Check DCD/QCD 

This option can be used to check the generated DCD and QCD. The 

developer can use this option to check for the errors in DCD and QCD.

CAUTION 

Generate COM DLLs 


1 Start the Visual Java++ Application. 

2 Create a new project with the same name as that of the specified DCD. 

The project must be created in the same directory as the one that has the 

DCD/QCD and the Java Class files. 

3 On the Project Menu, select Properties and set the following parameters: 


6-11



6-12 

4 On the COM Classes tab, check all the classes except form1.


Under the Output Format Tab, select COM DLL as the Packaging Type. 

5 Click Apply and then OK. 

6 On the menu option Build, select Build to generate the COM DLL. 

7 “Solution Update Succeeded” is the message prompted on successful 

generation of the COM DLL. 

To generate BOI Wrapper DLL 

Create a new DLL, which calls all the generated COM DLLs from the above 

process steps. This wrapper DLL will provide easy interface for the iBaan 

Procurement DLLs to invoke backend integrations. In this wrapper DLL, for 

each Baan backend integration a separate class is created. 


6-13



6-14 

XSL style sheets management 

XSL style sheets are text files that include an XSL code to translate XML to 

HTML and to parse XML documents in B2B. 

Extensible Style Language (XSL) is a language for creating and maintaining 

style sheets. Each of the style sheets contains rules for presenting a class of XML 

source documents. There are two parts to the presentation process. First, the 

result tree is constructed from the source (XML). Then, the Result tree is 

interpreted to produce formatted output on a display, on paper, in speech, or in 

other media. 

Baan E-Enterprise 2.2 uses XSL to translate XML documents coming from backend 

systems to formatted HTML. XSL here defines the user-interface layout, 

such as colors and positioning information. 

Some generic XSL style sheets are provided in the iBaan E-Enterprise 

installation. They can be found in the/xsl folder. These style sheets 

can be customized and maintained to create a consistent look and feel with the 

whole Web site.


The following list represents the available style sheets in iBaan E-Enterprise, 

where it can be used (or is used), and their function. 

XSL Style sheet Application Function 

ee20requisitionnew.xsl B2B Server Viewing the requisition details 

ee20RFQ.xsl B2B Server Viewing RFQDetails(E-Source Integrations) 

ee20warehouserequisition 

new.xsl 

B2B Server Viewing Warehouse requisition details 

EE22ADDNEWTAGS.xsl B2B Server Add new tags to existing XML file when 

forwarding documents 

EE22Address.xsl B2B Server View Address 

EE22Invoice.xsl B2B Server Generic Invoice for E-Collaboration 

EE22POACK.xsl B2B Server Purchase Order Acknowledgment 

EP22AckEdit.xsl B2B Server Edit Acknowledgment details 

EP22AckView.xsl B2B Server View Acknowledgment details 

EP22ReqToAck.xsl B2B Server Transferring requisition to acknowledgment 

GenericReq.xsl B2B Server viewing requisitions sent by the buyer or 

requisitioner to the supplier 

OrderStyle.xsl B2B Server Generic Web Order Copy for E-Sales 

RequisitionImport.xsl B2B Server Importing requisition 

submit_CCStatement 

(2).xsl 

B2B Server Importing credit card statement 

submit_CCStatement.xsl B2B Server Importing credit card statement 

submit_electronicinvoice.x 

sl 

B2B Server Importing Invoice 

View_RemittanceAdvice.xs 

l 

B2B Server Viewing remittance advice details 

View_Requisition.xsl B2B Server viewing requisitions sent by the buyer or 

requisitioner to the supplier 


6-15



6-16 

To maintain XSL style sheets 

Working with XSL style sheets means that you need thorough knowledge of the 

structure of the XML document you are going to present and how you want to 

present data. This also means that you must be familiar with the XSL language 

for parsing and with the HTML language for presentation. 

At this moment, there are some tools on the market that enable you to create or to 

modify XSL style sheets. But all of them are still user-unfriendly and difficult to 

understand. The best way to create and edit style sheets is to use a good editor 

(such as Notepad). 

To create an XSL style sheet 

Use the following code to create a style sheet. 

 

 

 

 

 

 

To format XML documents 

After you have created an XSL style sheet, you must think about how you would 

like to format the data that resides in the XML stream. Suppose you have the 

following XML stream that contains customer data: 

 

 

WWWNormal 

Customer 

 

0001Normal 

Customer 

 

 

The document opens with the tag . Each record is tagged with 

.


You want an XSL style sheet that translates this document to an HTML table list. 

In this case, add the table tag in the style sheet. 

 

 

 

 

 

 

 

 

 

Now you fetch the headers of the records from the style sheet. Since the headers 

are the same for all records, you only need to fetch the header from the first 

record. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


6-17



6-18 

 

 

 

 

 

 

For more information, refer to http://www.w3.org/TR/WD-xsl. On the Microsoft 

Web site there is also a good workshop to learn about XSL: 

http://www.microsoft.com/xml.

7 To set up OWB 

NOTE 

NOTE 

Purpose 

This section guides the users in setting up their system to run the Open World 

Buying scenario. This requires a set up on both the iBaan E-Procurement and the 

E-Sales side. 

To configure E-Sales 

Once the requisitioner has submitted the basket, E-Sales sends an OWB Request 

to the buying site (E-Procurement). Default page to receive OWB Requests from 

sales site into E-Procurement is http:////erequisition/integration/orderrequest.asp. 

Once the buying site has sent the approved OWB order to E-Sales, E-Sales will 

send an acknowledgment (triggered by the E-Sales back-end) to the buying site. 

Default page to receive OWB Acknowledgments from selling site into 

E-Procurement is http://// 

e-requisition/integration/acknowledge.asp. 

1 Create a user with same name as your E-Procurement user: 

− Browse to E-Manager/E-Common/Users. 

− Click Add User. 

Make sure the User ID is the same as your E-Procurement user. 

2 Select a business partner for the E-Sales Home Organization parameter: 

− Browse to E-Manager/E-Sales/Sales Parameter. 

− Click Home Organization. 

− Select the business partner that will be used to identify E-Sales. 

The Home Organization is used as supplier ID in all OWB order requests. In 

addition, the home organization is used to provide a default ship-from address 

for incoming OWB requisitions. (This address will be taken from the 

requisitioner’s E-Procurement user table.) 


7-1

To set up OWB 

NOTE 


7-2 

3 Enable OWB for your user’s business partner, and provide an order request 

URL: 

− Browse to E-Manager/E-Common/Business Partners. 

− Set the Enable OWB field to Enabled. 

− Type the URL to the E-Procurement page that deals with incoming order 

requests in the Order Request URL field. 

Default page for E-Procurement is http:///ee11/erequisition/integration/orderrequest.asp. 

To configure E-Procurement 

Once the requisition has been approved, E-Procurement will send approved 

OWB purchase orders to the sales site (E-Sales). Default page to receive 

approved OWB orders from the buying site into E-Sales is 

http:////esales/currentorder/owb_requisition.asp. 

1 Create an E-Procurement business partner and set the Business ID field to the 

E-Sales Home Organization: 

− Browse to E-Manager/E-Common/Business Partners. 

− Click Add Business Partner. 

− Set the Business ID field to the Home Organization parameter value 

defined at your E-Sales site. 

− Set up a user within the business partner to create a distribution. 

− The buyer role for the product to be ordered from E-Sales is deduced from 

the Default Buyer field of the business partner that acts as the supplier. 

Enter the supplier’s default buyer. 

2 Create a B2B document type, and, optionally, add the business partner to the 

distribution list: 

− Browse to E-Manager/E-Common/B2B/Document Types. 

− Click Add Document Type. 

− In the XSL Filename field, enter: ee20requisitionnew.xsl. 

− Leave the E-mail attachment XSL file field empty. 

− Leave the Extended Description field empty 

− Click Distribution List. 

− Click Add Business Partner. 

− Select the user(s) of the business partner you want to notify about a new 

Web sales order.

To set up OWB 

3 Add a Send Method for the Document Type: Change Business Partner to the 

one with the E-Sales Business ID. The Document Push is On. Set the Pipeline 

name to No Pipeline. Change the HTTP address into the URL to the page in 

E-Sales that handles incoming requisitions: 

− Browse to E-Manager/E-Common/B2B/Send Methods. 

− Select the Document Type and click Send Methods. 

− Select Add send method for Business Partner. 

− In the Business Partner field, select the business partner that refers to the 

E-Sales Home Organization. 

− Select the Document Push check box. 

− In the HTTP field, provide the URL of the E-Sales page that will receive 

the requisitions sent. 

4 Add a catalog folder with a hyperlink to the E-Sales Catalog: 

− Browse to E-Manager/E-Catalog/Catalogs. 

− Select a catalog (or create a new one). 

− Click View Catalog Folders. 

− Click Add Catalog Folder and give a name to the folder. 

− Click Add. 

− Click URL in the Catalog Folder. 

− Type the URL to the E-Sales Catalog. 

Remarks 

In the case of a manual installation, please note the following remarks: 

The specification mentioned earlier will work for E-Procurement 2.2 with 

E-Sales 2.2; it will also work for E-Sales 2.3, except for the VAT, Freight 

Costs, and Freight Tax values as specified in E-Sales: These values are not 

incorporated by E-Procurement, so the values for those attributes will be lost 

in the sales order. 

The E-Sales page …/e-sales/currentorder/owb_requisition.asp and all 

E-Procurement pages in directory …/e-requisition/integration/ must facilitate 

anonymous access 

Make sure that the Msinet.ocx (version 6.00.8169 or later) control exists in 

Winnt/system32 directory 

Be meticulous in the specification of the master data in both E-Sales and 

E-Procurement: 


7-3

To set up OWB 


7-4 

Between E-Procurement and E-Sales systems, the values for currencies, 

countries, business partners, and addresses must be available. 

Fill in values for Addresses for Business Partners and Addresses for 

Administrative Offices.

Administrator's Guide - Baan Implementation Help, Consulting and ...

Create successful ePaper yourself

Delete template?

Save as template?