Vendor settings – ISPnext Helpcenter

The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
Procurement

Via Setup → Vendors the menu Vendor Settings are available.

Supplier settings are used to add default settings to a specific supplier. For instance, a standard easy route can be assigned that is added immediately when reading in. This can, of course, still be overwritten/removed so that a different route is used.

Click to add settings for a (new) vendor.

Three tabs are currently available for settings: General, AP Automation and Procurement.

Tab General

Field	Function
Company	The company in which this vendor is available.
Vendor	The vendor, these come from the ERP system. You can search for a vendor. By pressing space once you will get an (abbreviated) list of available vendors.
Default currency	The vendor's default currency.
Chamber of Commerce	The vendor's Chamber of Commerce number. Note: If the ERP already supplies a Chamber of Commerce number, that has priority. If the Chamber of Commerce number is not filled, the number is taken from the verndor settings.
GLN	The vendor's global location number.
Search code	The search code of the vendor.
Logo	Optionally, a picture can be added as the logo of the vendor. This will be shown in the 'Webshop' menu.
Active	Allows the vendor item(s) to be browsed in the chosen company.

Tab AP Automation

Field	Function
Invoice routing	With this a standard simple route can be designated if this vendor is recognized.
Sender Email Addresses (for recognition)	Enter one or more email addresses from which suppliers send their invoices. Incoming emails from these addresses can be automatically linked to the correct supplier in AP Automation.
*Autocoding Debit Invoices	*Select the desired Coding Template to be used for automatic coding per invoice type (debit). If a recognition error occurs, a manual check will have to be performed on the concerning invoice.
*Autocoding Credit Invoices	*Select the desired Coding Template to be used for automatic coding per invoice type (credit). If a recognition error occurs, a manual check will have to be performed on the concerning invoice.
Automatching	Turn automatic matching for the supplier on or off. It is possible to enable this for both Debit or Credit invoices.
Wait for goods	A number can be entered here that indicates how many goods are being waited for as standard.
Freight cost coding line	This allows the freight cost coding line to be filled in automatically.
Order cost coding line	This allows the order cost coding line to be filled in automatically.
Packaging Costs Coding Line	This allows the packaging costs coding line to be automatically filled in.
Amount 1 coding line	This allows the amount coding line to be filled in automatically.
*Standard VAT Group or Standard base country	This allows the standard VAT group or the standard base country to be filled in. *This functionality may differ per ERP system, and is not available for every ERP system.
Default VAT	This allows the standard VAT to be entered. Note: This setting is used if VAT cannot be determined from previous steps in receiving the invoice, processing the invoice or anywhere else in the process. As such, this setting does not override other settings.
Default reviewers	This allows a default reviewer to be set.
Use payment term of purchase order	This allows the payment term of the purchase order in Procurement to be filled in automatically.
Custom fields	Multiple custom fields can be added based on the desired additional fields.

*Note: this functionality can be activated through additional configuration and may involve additional costs. If you would like to have this functionality, please submit a change request to our support department. The support department will assess the change and share a cost estimate with you.

Procurement Tab

Function Fields

Field	Function
Block vendor for free request	Allows a vendor to be excluded for a free request in Procurement. When enabled, it is not possible to place an order with that vendor via a free request.
Purchase request routing	Allows you to specify a default route when a purchase request is created for this vendor.
Purchase order routing	Allows you to specify a default route when a purchase order is created for this vendor.
Place order automatically	With this enabled requests that are created via this vendor will automatically be turned into orders. This skips the approval process.
Hide Price on Purchase Order for Supplier	If enabled, price information such as price per unit, amount, and total amount will not be displayed on the PDF sent to the supplier.
Hide Quantity on Purchase Order for Supplier	If enabled, quantity and unit will not be displayed on the PDF sent to the supplier.
Item group	Allows a default item group to be specified when an order is placed with this vendor. The detailed coding depends on the article group. MaterialGroup mapping will overrule this standard item group.
E-mail	This is the e-mail address that is used for notifications and confirmations to the vendor. For example, if a order has been created the confirmation will be sent to this e-mail address so they can pick it up from their end. It is strongly discouraged to use a valid vendor address in a test environment.

Fields & Functions OCI Active

Field	Function
OCI Active	This activates the vendor for OCI usage.
Webshop URL	The URL that is used to start the webshop. This is information the related webshop should be able to provide.
Parameter Username	This is the parameter that is used for the username. The corresponding vendor should be able to provide the right parameter. Several examples are: username user pushin_username
User name	This is the actual username that is used to login unto the vendor's webshop. Be aware, it is not advised to either use a 'hashtag' (#) or an 'and' (&) symbol as a part of the username. The username has to be set up by the vendor of webshop to make sure it has the right authorization.
Parameter Password	This is the parameter that is used for the password of the user that is used to login. The corresponding vendor should be able to provide the right parameter. An example is: password.
Password	This is the actual password of the user that is used to login unto the vendor's webshop. Be aware, it is not advisable to either use a 'hashtag' (#) or an 'and' (&) symbol as a part of the password. The password has to be set up by the vendor of the webshop.
Parameter Hook URL	This is the parameter that a webshop uses to sent back a shopping cart.
Delivery time (days)	The standard delivery time of the webshop. This is a numerical value in days.
Fieldmapping	This is the mapping between the fields that the OCI interface sents and the corresponding fields in ISPnext. The following format is used for each field. Each on a new line: OCI_FIELD#isprequestlinefield isprequestlinefield: delivery_time description external_article_number item_category (to be mapped, see below) long_description price quantity unit (to be mapped, see below)
MaterialGroup Mapping	A MaterialGroup Mapping is used to convert the webshop item groups to ISPnext item groups. This uses the following format for each field, each on a new line: Materialgroup then a hashtag (#) followed with the code of the item group: OCI_MATERIALGROUP#item_category_code To make more than one mapping, use a new row. For example: assets#AS facilities#FC 4500#AS 5400#FC This mapping overrules the standard item group.
Unit mapping	Unit mapping is used to map a unit the webshop sends back to a unit that is known in ISPnext. Units of measure in ISPnext might be different than the units that are used in the webshop. By creating a a unit mapping you link a description the webshop uses belongs to a specific unit of measure in ISPnext. A unit mapping is created by using what the webshop sends then a hashtag (#) followed with the code of the unit of measure in ISPnext. This uses the following format for each field, each on a new line: OCI_unit#unit_of_measure_code To make more than one mapping, use a new row. For example: pieces#PCS boxes#BXS kilograms#KG hours#HR
URL parameter	The mapping used is to convert web store identifiers to ISPnext identifiers to ensure it can be added to the web store for unique identification. The following format is used for each field. Each on a new line: UserEmail#platform_accounts_user_email UserID#platform_accounts_user_erp_id RandomIdentifier#what_even_is_this Always in this order: <OCI value>#<ISP value> The identifiers are added to the web store URL. It is important to know that this can lead to errors if the web store identification is not recognized. This indirectly only uses existing identification such as user email and user (ERP) ID.
cXML mapping	The cXML mapping can be configured by writing a # following with fixed value. This addition ensures that the header tags are correctly configured with a webshop order. Adding cXML Mapping The following fields can be used for cXML mapping: FromDomain#<value> FromIdentity#<value> ReceiverDomain#<value> ReceiverIdentity#<value> SenderDomain#<value> SenderIdentity#<value> SharedSecret#<value> <value> can be value To use the cXML mapping, the fields above can be added to the cXML field in the vendor settings. Enter the value desired in <value>. For example FromDomain#02345 or FromIdentity#AB1234. Save the mapping by clicking the save button. Situations:* leaving one or more values blank: If a specific value is left blank from a field, the field remains blank. Do not add any field: The current/standard situation is maintained for that field. Do not use some fields: The current/standard situation is maintained for all fields available in the current/standard situation.

Tab Audit

Tab General

Tab AP Automation

Procurement Tab

Tab Audit

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