Vroozi Purchase Release Information March 7 th, 2018

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1 Vroozi Purchase Release Information March 7 th, 2018 What s New Shopper UI Features 1. Approval Workflow Enhancements: This release introduces several approval workflow enhancements for Sourcing Approvers and Financial Approvers. Including: Setting up Out of Office functionality for Financial and Sourcing Approvers Purchase Request approval escalations when a Financial Approver does not act on a PR a. When Out of Office functionality is enabled by your administrator, Approvers can choose from 3 options regarding how the system should handle PR approval requests in their absence: 1. They can choose to forward the approval request to the next approver in the predefined workflow. 2. They can choose a specific Sourcing or Financial approver to send the request to depending on the user s assigned role. 3. Finally, the user may choose to not forward the request at all. 1

2 General Defect Fixes 1. Address Validation: There was an issue with the Vroozi address validator for addresses that included Pre-directions (ex: South, North, etc.). These addresses were not being saved completely and the Pre-direction was missing. This issue has been resolved with this release and you are now able to save complete accurate addresses in your Vroozi system. 2. User Company Default Error: In cases where companies are not utilizing accounting defaults, some users were seeing incorrect line item validation messages preventing them from submitting the Purchase Request. This has been resolved and all line item validations are now working as expected. Admin Profile Features 1. Approval Workflow Enhancements: This release introduces several approval workflow admin configurations for your Sourcing Approvers and Financial Approvers. Including: Setting up Out of Office functionality for Financial and Sourcing Approvers Approval request escalations, when a Financial Approver does not act on a PR a. Regarding escalation approvals, Administrators can specify the rules for how these requests should be forwarded. For example, Administrators can specify the number of days a Purchase Request should be allowed to sit dormant with an approver before the system automatically forwards it to the next approver in the chain. Alternatively, Administrators can specify that the assigned Approver should be reminded a certain number of times about a pending request before it is forwarded to the next approver. b. Administrators can also choose to enable Out of Office functionality for both Financial and Sourcing approvers in their organization from the same screen 2

3 c. Once the Out of Office feature has been enabled by an Administrator, individual Sourcing and Financial Approvers can choose to set up their Out of Office message. d. With the Out of Office feature messaging, Approvers can specify the duration they re going to be unavailable for, and set up a custom message to be sent to the Requester the moment a PR is submitted for approval. 2. Additional Mapping Added to the cxml PO s Transmissions: We have added the Manufacturer Part number and Manufacture Description to the cxml PO mapping with your suppliers. For line items that have this information available, the system will automatically map these to the cxml PO sent to your supplier. No work is required on your end, this is all done automatically when the information is available. 3. Admin Panel cxml Invoice Configuration: We have introduced a flexible cxml invoice configuration modal to allow you to control the required credentials to connect with your supplier. You can get this from the Admin Pane Accounts Payable Settings cxml Invoice Setup View. 3

4 Supplier Discovery Module Features 1. Requester name is now being displayed on the Exception Form when the EF is copied: Prior to this enhancement, users had to manually enter in the requester s name into the exception form when the exception form was copied. Vroozi has automated this process and the requester name is now pre-populated over from the copied exception form. 2. Consistency in the number of records displayed on the drop-down and type-ahead fields: Across the Vroozi platform, there were some drop down or type-ahead fields that were only displaying a selection of 10 or 25 options at a time. Now, it is consistent throughout the platform to display a maximum of 50 selection options across these fields. Users still have the ability to use the type-ahead and type out their search, but they now see more options at a time in case they require help locating the appropriate selection. 4

5 3. Report changes for Exception Form, Quick Contact List, Redbook download report, Supplier, User reports and the User and Supplier exports: Vroozi has changed the way users can export or download reports in the Discovery application. Users will now see a message informing them that their report is being generated. If a report will take some time to extract, Users will also see a message letting them know that their report is ready. In this case, the icon will turn green and the report can be downloaded. The report file name scheme has changed as well and now follows this format: "Quick-Contacts-Report-MM-dd-yyyy-hhmm<servertimezone>". For example: Quick-Contacts-Report PST.xlsx 5

6 Invoice Module 1. Enhancements to Exception Handling of invoices: AP users will now be able to submit an invoice to a group of Exception Handlers for exception resolution, based on what is configured by the Admin. Any Exception Handler (belonging to the group) can then act on the invoice. For example: a. Admin configures multiple Exception Handling groups on the Admin panel. b. AP user submits an invoice to a group of Exception Handlers. 6

7 c. All Exception Handlers (belonging to the group) will be able to view the invoice in their Resolve Invoices page and the invoice is not yet assigned to a specific user. d. Exception Handler #1 assigns invoice to himself/herself. 7

8 e. Exception Handler #1 resolves all exceptions on the invoice and returns invoice back to AP. NOTE: Previously, AP users were only able to submit an invoice back to the Initiator/Requester of the PO. 2. Automatic correction of Invoices returning from Exception Handling: When Exception Handlers submit an invoice back to the AP user with Pay the PO as the recommended resolution and the AP user accepts the provided resolution, the system will modify all the values on the invoice to match the values on the PO; AP users can then readily submit the invoice for approval/posting as-is. Previously, AP users had to manually edit all the values on the invoice to match the PO, which was confusing, time consuming, and error prone. 3. Invoices to open in split-screen mode by default: Invoices will always open in the splitscreen mode by default, if they contain one or more documents. The document(s) attached to the invoice is displayed on the left and the electronic Vroozi invoice document is exhibited on the right. Previously, invoices always opened in the Electronic Invoice mode by default and AP users were not aware if documents were linked to an invoice or about how to view the document(s) uploaded to an invoice. 8

9 4. Enhancements to the Hopper : Significant changes have been performed to how s are downloaded and displayed on the Hopper. These changes are meant to alleviate the limitations of the preceding approach and thereby optimize the success rate of Hopper. General Defect Fixes 1. Issue with posting Approved invoices: AP users encountered issues while posting Approved invoices out of Vroozi because they contained exceptions triggered by other invoices referencing the same PO. Hereafter, AP users will not encounter issues while posting invoices. Additionally, no errors or exceptions will be displayed on invoices in Approved, Ready To Post, Posted, Paid, Partially Paid, and Posting Failed statuses. 9