BOLO Integration Admin Guide Basware P2P 17.3

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1 BOLO Integration Admin Guide Basware P2P 17.3 Copyright Basware Corporation. All rights reserved..

2 1 Introduction 1.1 BOLO Basware P2P Integration BOLO is a third party solution that automates various finance and operational business requirements of the upstream oil and gas companies. Its functionality includes accounting, production and operation, land and lease management, compliance and audit, tax, and asset management. BOLO integration for Basware P2P includes a two-way integration with the BOLO system, as well as provides additional BOLO-specific Basware P2P functionality. Basware P2P integrates with BOLO to extract the necessary data (AFE, company, cost center, JIB deck, and accounting codes) and presents that information to the users in Basware P2P. The data retrieved from BOLO is used in the Basware P2P workflow process to associate the data points from requesting, purchasing, and invoicing. The BOLO Integration is an integration utility plugin which is installed on the Basware P2P instance by your Basware P2P Implementation Team. The plugin installs the entire configuration. The wrapper is managed by a configuration file. This file defines the elements used in the BOLO wrapper. Contact your Basware P2P Implementation Team or Client Care Team for more assistance with installing and configuring BOLO Integration. When the wrapper is installed, the following occurs in Basware P2P: Enables BOLO Integration. Provides the default configuration for the fields in Basware P2P for BOLO. Installs the BOLO Accounting Output report. Installs the import specification for accounting codes. BOLO Integration can be disabled in the configuration file. Contact your Basware P2P Implementation Team or Client Care Team for more assistance with installing and configuring BOLO Integration. Once the integration is installed and configured, the following fields are now available in various pages in the Basware P2P Platform: AFE Account code Company Cost center JIB deck The changes are made on the following pages: Shopping Cart Shopping Cart Splits View Order Request Copyright Basware Corporation. All rights reserved.. 2

3 Detail Approval Request Splits View Purchase Orders Purchase Order Splits The BOLO account information can be viewed on the following pages: Receiving Invoice Entry View Invoice Pre-Process Post-Process Post-Approval Invoice Approval Financial Discrepancy Receiving Discrepancy In addition to BOLO Integration, the ProcureIt Integration Connector (PITIC) is required to complete the integration with BOLO. Reference the ProcureIt Integration Connector Guide and contact your Basware P2P Implementation Team or Client Care Team for assistance with PITIC. 1.2 BOLO Accounting Export When BOLO Integration is installed, a default BOLO Accounting Export report is available for installation. This accounting export must be present in order to run the BOLO AP Export. The following permission is required to install the BOLO AP Export report: 22 Manage Reports Figure 1: Report Task Center Copyright Basware Corporation. All rights reserved.. 3

4 Figure 2: Report Installer Install the BOLO Accounting Export To install the BOLO Accounting Export: 1. From the Dashboard, navigate to Reports > Reports > Reports Dashboard. 2. Click [install report]. 3. Select the Custom Reports radio action. 4. Click Install Reports BOLO Accounting Export Report The BOLO AP Accounting Export can be run manually and/or scheduled. It is recommended that this report is scheduled. The AP export generates the invoice export file for BOLO. One file for each invoice is generated and the batch is sent in a zip file. When invoice images are attached to an invoice, the BOLO AP Accounting Export has an option for the invoice images to be exported with the invoices. The exported images can be sent in a separate file and stored in a folder that is explicitly for invoice images. Figure 3: BOLO Accounting Output Report Copyright Basware Corporation. All rights reserved.. 4

5 Figure 4: Sample BOLO AP Export File Format BOLO AP Response Once the AP export sends the invoice to BOLO, a response file is sent to Basware P2P with the statuses of accept or reject. The status is updated in Basware P2P with the feedback message. The response is a utility program which is installed during the BOLO wrapper installation. Please contact your Basware Implementation Team or Client Care Team for more information. Figure 5: Responses from BOLO - Accept Invoice Copyright Basware Corporation. All rights reserved.. 5

6 Figure 6: Responses from BOLO - Reject Invoice 1.3 BOLO Imports When BOLO Integration is enabled, the following import specification maps need to be created to bring information from BOLO to Basware P2P: Accounting Code Vendor The BOLO account code information and vendor information are imported into Basware P2P through import specifications. Both of the import specifications allow the adding, updating, and deleting of information. Reference the General Admin Guide (Chapter 3) for more information and contact your Basware Implementation Team or Client Care Team for assistance with import specifications. BOLO Accounting Import The accounting code import specification map allows the user to import accounting codes from BOLO into Basware P2P. PITIC allows administrative users to import account code data from BOLO into Basware P2P. The user must create the import specification map before defining a connection with PITIC. Once this is completed, the administrative user needs to use the import specification map ID when defining the PITIC connection. When PITIC runs the task, the file is generated in a specified format. The user then runs the import specification or schedules the import. BOLO Vendor Import PITIC allows administrative users to import vendor data from BOLO into Basware P2P. The user must create the import specification map before defining a connection with PITIC. Once this is completed, the administrative user needs to use the import specification map ID when defining the PITIC connection. When PITIC runs the task, the file is generated in a specified format. The user then runs the import specification or schedules the import. Because there are no Vendor Account Code fields imported from BOLO, the import specification needs to identify the vendor by the name in the Vendor Name field. Copyright Basware Corporation. All rights reserved.. 6

7 Basware P2P recommends that this vendor import specification is scheduled to run nightly, shortly after PITIC is scheduled to run. For example, if PITIC runs at 1:00 AM, the vendor import specification needs to be scheduled to run at 1:30 AM or later. Other BOLO Data Imports PITIC is also used to import other BOLO data for Basware P2P. This includes AFE, JIB deck, cost center, and company. Copyright Basware Corporation. All rights reserved.. 7