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Business Network Quick Guide

Here you can continue or start your company’s digitization journey! With OpusCapita Business Network Portal you collaborate more efficiently and in a more automated way with your customers and suppliers.

Overview

Manual processes for catalog, order and invoice are made 100% electronic, which means that you minimize errors and slow handling of business transactions.

Manage your catalogs, receive and check the purchase order status and send electronic invoices, all in Business Network Portal – an efficient cloud-based tool featuring;

  • Catalog management – upload and share Catalogs between business partners
  • Order management – receive orders, flip orders to invoice
  • Invoice management – create invoices, send invoices
  • Integrate via EDI to all of your business partners
  • Use PEPPOL messaging and eDelivery to access EU

This will significantly improve your business efficiency. Here’s how you get started with OpusCapita Business Networks Portal:

Learn more about the services

To start to collaborate with customers electronically, you need to set up a business process between buyer and supplier in the Business Network Portal. With this in place, you can use the portal to manage electronic catalogs, orders, and invoices. This will significantly improve your business efficiency.

E-Catalogs

Why: Electronic orders deliver a secure process, where no order is missed, where an order automatically can be turned into an invoice, and where all order history is saved and traceable.

How: Orders can be registered directly in the Business Network Portal or uploaded from your ERP system via an integration.

Go to E-Catalogs >>

E-Orders

Why: With electronic orders, you will never miss an order and you will be able to track order history and turn the order into an electronic invoice.

How: You can either receive your order in the Portal or through direct integration to your ERP.

Go to E-Orders >>

E-Invoices

Why: With eInvoices you enable faster payments at the same time as it is cost-efficient and environmentally friendly.

How: Use the portal to key in your invoice, flip an order to an invoice, or send it electronically from your ERP, or through your e-invoice service provider.

Go to E-Invoices >>

Got questions?

E-Catalogs

In Business Network Portal you have the option to use three different catalog formats. See the different alternatives below, click the preferred option to learn more about the process.

Supplier with eCatalogs

Small and mid-sized suppliers, with stable prices, can upload a catalog to the Business Network Portal using excel or BME:cat format.

Uploading electronic catalogs to the Business Network Portal is easy. Use either excel or the BMEcat standard. After uploading the catalog, your customer should validate and confirm the content. After that, your customer can start sending orders through the Business Network Portal.

Excel process flow

To upload your static catalog using OpusCapita excel template follow these steps:

For more information on how to upload a catalog User Guide Catalog

BMEcat process flow

BMEcat is an exchange format for catalog data in catalog management. The BMEcat format is based on the XML technology and allows a standardized exchange of catalog data. Provide your catalog data in BMECat 1.2 or BMECat 2005. Use BMECat 2005 for catalogs in multiple languages. To upload your catalog in BMEcat follow these steps:

 

For more information about how to build a catalog file in either format, see BMECat 1.2. and BMECat 2005.

How to configure static catalog

  1. Select the Supplier in Segmentation document.
  2. Change Condition Flag in ERP for Sending PO via BNP
    NOTE: Conditional sub-step if “optional outbound is scope for this supplier)
    INFORM SAP IT – eg. Who is the trigger
  3. Buyer approval for OC to contact supplier. This is an optional step if the Buyer determines request for OC assistance is probable due to volume or complexity
  4. Gathering Supplier Data. Choose the static catalog template to be provided to the supplier. You must determine if BME-CAT or XLS is valid for supplier.
  5. Informing Supplier by buyer (email and/or call). Email is default BNP campaign however phone contact may be necessary or helpful
  6. Create an Onboarding Campaign BNP
  7. Start Onboarding Campaign BNP
  8. Reminder to Registration (when needed)
  9. Supplier must register in BNP as prerequisite for digital trading and to allow BNP usage.
  10. Supplier uploads catalog in BNP following guide instruction. OpusCapita monitors catalog upload and reviews.
  11. Buyer receives email from system requesting approval. Buyer moves to system, checks reports and approves in SmartBuy.
  12. Create / Integrate Catalog in new/already existing customer view (visibility control)
  13. Inform Users about new onboarded content. Buyer can inform users after visibility step is completed.
  14. OpusCapita Customer support commences supporting the supplier post onboarding
  15. Supplier notification via email for catalog content updates
    Note: There is no time to live for catalog from OC. Supplier may have internal date for price validity

NOTE: Steps 10-15 can be repeated for refresh of catalogs however step visibility not necessary

Supplier with OCI/PunchOut catalogs

Suppliers with extensive catalogs, with frequent price changes, can set up an integration between their webshop and the Business Network Portal.

Open Catalog Interface (OCI) is an open and standardized interface for exchanging catalog records between procurement systems (customer) and your shop system. A commonly used term for this interface is also “PunchOut”. With a PunchOut catalog, the user can access the catalog data via the Internet.

For OCI / PunchOut catalogs, go through the following process:

How-to use OCI/Punchout >>

How to configure punch out catalog

  1. Select the Supplier in Segmentation document.
  2. Change Condition Flag in ERP for Sending PO via BNP
    NOTE: Conditional sub-step if “optional outbound is scope for this supplier)
    INFORM SAP IT
  3. Buyer approval for OC to contact supplier.
  4. Informing Supplier by buyer (email and/or call).
  5. Supplier contacted by OpusCapita
  6. (Optional) Supplier provides Keywords to Punchout. Keywords searchable only applied if required
  7. (Optional) OpusCapita adds Keywords to System
  8. OpusCapita provides OCI (PunchOut) Parameter – which template)
  9. OpusCapita create PunchOut Connection as test.
    OC tests connection & validates details (VAT, language, country) and informs buyer ready for test
  10. Buyer tests PunchOut connection as test. Buyer informs if failed and items to fix as iteration. Buyer accepts and informs OC if ready to publish
  11. OpusCapita copying Punchout Script to production system. Buyer receives email for approval
  12. Buyer approves onboarded PunchOut and informs OpusCapita via email
  13. Create / Integrate Catalog in new/already existing customer view (visibility control)
  14. Inform Users about new onboarded content. Buyer can inform users after visibility step is completed.
  15. OpusCapita Customer support commences supporting the supplier post onboarding

Supplier with catalog managed by the customer

For suppliers of services, there is a catalog solution where you should accept a predefined excel sheet including your services and prices. Contact your customer to set this up.

How to configure framework order

  1. Segment the suppliers into “EDI”, “BNP” or “Einvoice/Broker” for receiving channel of invoice
  2. For suppliers in segment EDI, follow 5.4.2 Sub category Supplier EDI to initiate Supplier onboarding by assisted engagement. Note, EDI suppliers exit the process here
  3. Buyer approval for OC to contact supplier. This is an optional step if the Buyer determines request for OC assistance to execute the onboarding campaign
  4. Create campaigns in BNP, when selecting invoice channels pick both BNP and E-invoice/Broker options
  5. Start Onboarding Campaign BNP
  6. Reminder to Registration (when needed)
  7. Supplier must register in BNP as prerequisite for digital trading and to allow BNP usage.
  8. Supplier selects its preferred way of submitting their invoice. Key-In via BNP or E-invoice via Broker with whom OpusCapita has interoperability agreement
  9. Buyer is notified via BNP campaign manager when a supplier has performed registration and chosen their means of submitting invoices. The onboarding process stops here for suppliers who has chosen Key-in via BNP
  10. Suppliers who has chosen to submit its invoices via Einvoice/Broker submits a test invoice
  11. Buyer reviews invoice content in test invoice to confirm that the content matches its invoice content requirement and submits its feedback to supplier
  12. If content is denied by buyer, supplier corrects its content and perform step 8 and buyer performs step 9. This is repeated until invoice content matches buyer invoice requirement
  13. Buyer approves the supplier test invoice and informs supplier to change its forthcoming invoices via Einvoice/Broker
  14. OpusCapita Customer support commences supporting the supplier post onboarding

How to configure service configurator

  1. Select the Supplier in Segmentation document.
  2. Change Condition Flag in ERP for Sending PO via BNP
    NOTE: Conditional sub-step if “optional outbound is scope for this supplier)
    INFORM SAP IT
  3. Buyer prepares price sheet (catalog) and submits to OpusCapita. Product is standardized for every supplier – no changes. Supplier is only able to respond on price changes
  4. Approval to contact supplier by Buyer to OpusCapita
  5. Informing Supplier by buyer (email and/or call). Email is default BNP campaign however phone contact may be necessary or helpful
  6. OpusCapita uploads the (by the Buyer prepared) Smartform price sheet it into BNP (on behalf of the supplier).
  7. Create an Onboarding Campaign BNP
  8. Start Onboarding Campaign BNP
  9. Reminder to Registration (when needed)
  10. Supplier must register in BNP as prerequisite for digital trading and to allow BNP usage
  11. Create / Integrate Catalog in new/already existing customer view (visibility control)
  12. Inform Users about new onboarded content. Buyer can inform users after visibility step is completed.
  13. Supplier notification via email for catalog content updates
    Note: There is no “time-to-live” (ttl) for catalog from OC. Supplier may have internal date for price validity

Supplier without catalogs

For suppliers providing services against a framework contract, e.g., energy, facility services or telecommunications, no catalog is required. As a supplier, you are requested to send invoices electronically.

Read more about e-invoices here.

Supplier with eCatalogs

Small and mid-sized suppliers, with stable prices, can upload a catalog to the Business Network Portal using excel or BME:cat format.

Uploading electronic catalogs to the Business Network Portal is easy. Use either excel or the BMEcat standard. After uploading the catalog, your customer should validate and confirm the content. After that, your customer can start sending orders through the Business Network Portal.

Excel process flow

To upload your static catalog using OpusCapita excel template follow these steps:

For more information on how to upload a catalog User Guide Catalog

BMEcat process flow

BMEcat is an exchange format for catalog data in catalog management. The BMEcat format is based on the XML technology and allows a standardized exchange of catalog data. Provide your catalog data in BMECat 1.2 or BMECat 2005. Use BMECat 2005 for catalogs in multiple languages. To upload your catalog in BMEcat follow these steps:

 

For more information about how to build a catalog file in either format, see BMECat 1.2. and BMECat 2005.

How to configure static catalog

  1. Select the Supplier in Segmentation document.
  2. Change Condition Flag in ERP for Sending PO via BNP
    NOTE: Conditional sub-step if “optional outbound is scope for this supplier)
    INFORM SAP IT – eg. Who is the trigger
  3. Buyer approval for OC to contact supplier. This is an optional step if the Buyer determines request for OC assistance is probable due to volume or complexity
  4. Gathering Supplier Data. Choose the static catalog template to be provided to the supplier. You must determine if BME-CAT or XLS is valid for supplier.
  5. Informing Supplier by buyer (email and/or call). Email is default BNP campaign however phone contact may be necessary or helpful
  6. Create an Onboarding Campaign BNP
  7. Start Onboarding Campaign BNP
  8. Reminder to Registration (when needed)
  9. Supplier must register in BNP as prerequisite for digital trading and to allow BNP usage.
  10. Supplier uploads catalog in BNP following guide instruction. OpusCapita monitors catalog upload and reviews.
  11. Buyer receives email from system requesting approval. Buyer moves to system, checks reports and approves in SmartBuy.
  12. Create / Integrate Catalog in new/already existing customer view (visibility control)
  13. Inform Users about new onboarded content. Buyer can inform users after visibility step is completed.
  14. OpusCapita Customer support commences supporting the supplier post onboarding
  15. Supplier notification via email for catalog content updates
    Note: There is no time to live for catalog from OC. Supplier may have internal date for price validity

NOTE: Steps 10-15 can be repeated for refresh of catalogs however step visibility not necessary

Supplier with OCI/PunchOut catalogs

Suppliers with extensive catalogs, with frequent price changes, can set up an integration between their webshop and the Business Network Portal.

Open Catalog Interface (OCI) is an open and standardized interface for exchanging catalog records between procurement systems (customer) and your shop system. A commonly used term for this interface is also “PunchOut”. With a PunchOut catalog, the user can access the catalog data via the Internet.

For OCI / PunchOut catalogs, go through the following process:

How-to use OCI/Punchout >>

How to configure punch out catalog

  1. Select the Supplier in Segmentation document.
  2. Change Condition Flag in ERP for Sending PO via BNP
    NOTE: Conditional sub-step if “optional outbound is scope for this supplier)
    INFORM SAP IT
  3. Buyer approval for OC to contact supplier.
  4. Informing Supplier by buyer (email and/or call).
  5. Supplier contacted by OpusCapita
  6. (Optional) Supplier provides Keywords to Punchout. Keywords searchable only applied if required
  7. (Optional) OpusCapita adds Keywords to System
  8. OpusCapita provides OCI (PunchOut) Parameter – which template)
  9. OpusCapita create PunchOut Connection as test.
    OC tests connection & validates details (VAT, language, country) and informs buyer ready for test
  10. Buyer tests PunchOut connection as test. Buyer informs if failed and items to fix as iteration. Buyer accepts and informs OC if ready to publish
  11. OpusCapita copying Punchout Script to production system. Buyer receives email for approval
  12. Buyer approves onboarded PunchOut and informs OpusCapita via email
  13. Create / Integrate Catalog in new/already existing customer view (visibility control)
  14. Inform Users about new onboarded content. Buyer can inform users after visibility step is completed.
  15. OpusCapita Customer support commences supporting the supplier post onboarding

Supplier with catalog managed by the customer

For suppliers of services, there is a catalog solution where you should accept a predefined excel sheet including your services and prices. Contact your customer to set this up.

How to configure framework order

  1. Segment the suppliers into “EDI”, “BNP” or “Einvoice/Broker” for receiving channel of invoice
  2. For suppliers in segment EDI, follow 5.4.2 Sub category Supplier EDI to initiate Supplier onboarding by assisted engagement. Note, EDI suppliers exit the process here
  3. Buyer approval for OC to contact supplier. This is an optional step if the Buyer determines request for OC assistance to execute the onboarding campaign
  4. Create campaigns in BNP, when selecting invoice channels pick both BNP and E-invoice/Broker options
  5. Start Onboarding Campaign BNP
  6. Reminder to Registration (when needed)
  7. Supplier must register in BNP as prerequisite for digital trading and to allow BNP usage.
  8. Supplier selects its preferred way of submitting their invoice. Key-In via BNP or E-invoice via Broker with whom OpusCapita has interoperability agreement
  9. Buyer is notified via BNP campaign manager when a supplier has performed registration and chosen their means of submitting invoices. The onboarding process stops here for suppliers who has chosen Key-in via BNP
  10. Suppliers who has chosen to submit its invoices via Einvoice/Broker submits a test invoice
  11. Buyer reviews invoice content in test invoice to confirm that the content matches its invoice content requirement and submits its feedback to supplier
  12. If content is denied by buyer, supplier corrects its content and perform step 8 and buyer performs step 9. This is repeated until invoice content matches buyer invoice requirement
  13. Buyer approves the supplier test invoice and informs supplier to change its forthcoming invoices via Einvoice/Broker
  14. OpusCapita Customer support commences supporting the supplier post onboarding

How to configure service configurator

  1. Select the Supplier in Segmentation document.
  2. Change Condition Flag in ERP for Sending PO via BNP
    NOTE: Conditional sub-step if “optional outbound is scope for this supplier)
    INFORM SAP IT
  3. Buyer prepares price sheet (catalog) and submits to OpusCapita. Product is standardized for every supplier – no changes. Supplier is only able to respond on price changes
  4. Approval to contact supplier by Buyer to OpusCapita
  5. Informing Supplier by buyer (email and/or call). Email is default BNP campaign however phone contact may be necessary or helpful
  6. OpusCapita uploads the (by the Buyer prepared) Smartform price sheet it into BNP (on behalf of the supplier).
  7. Create an Onboarding Campaign BNP
  8. Start Onboarding Campaign BNP
  9. Reminder to Registration (when needed)
  10. Supplier must register in BNP as prerequisite for digital trading and to allow BNP usage
  11. Create / Integrate Catalog in new/already existing customer view (visibility control)
  12. Inform Users about new onboarded content. Buyer can inform users after visibility step is completed.
  13. Supplier notification via email for catalog content updates
    Note: There is no “time-to-live” (ttl) for catalog from OC. Supplier may have internal date for price validity

Supplier without catalogs

For suppliers providing services against a framework contract, e.g., energy, facility services or telecommunications, no catalog is required. As a supplier, you are requested to send invoices electronically.

Read more about e-invoices here.

E-Orders

In Business Networks Portal eOrders can be exchanged using two different alternatives, depending on the volume of orders.

Business Network Portal

In Business Network Portal the supplier to receive purchase orders and confirmations, and send order confirmations and shipping notifications. This works very well for small to medium order / invoice volumes. When a new document is uploaded to Business Network Portal, you will automatically receive an email notification. Use the portal to view, download, and create documents.

When you have registered in the Business Network Portal, you can use the portal to interact with your customer in a 100% electronic way. Depending on the type of business relationship you and your customer have, you can configure your workflow to meet your need. Several communication services can be leveraged between customer and supplier, see the picture below. Every time something new happens in the portal, you will get a notification via email.

To learn more about what you can do in the portal look at the tutorial videos >>

Or read more in Supplier user manual >>

Integration via EDI

For large order volumes, the preferred alternative is an integration between your ERP system (e.g. SAP) and Business Network Portal, using EDI. If you have already registered to Business Network Portal, jump directly to configure the portal.

If you have high volume PO and invoice exchange with your customer we recommend you to integrate these process with EDI. This will make your administration easier and less costly. To integrate with EDI you will be following the process below.

For information on how to integrate with EDI read more in chapter 2.2.

E-Invoices

OpusCapita makes it easy for any organization to use e-invoices with their customers. The solution is all you need, to succeed with a broad adoption of e-invoicing.

OpusCapita network

In the Business Network Portal, you can flip a purchase order to an invoice, or manually key-in the invoice data.

User manual

PEPPOL network

OpusCapita provides an access point for PEPPOL, a certified international standard, that manages the routing and handling of documents and transactional messages. Learn more in chapter 2.1 in the Supplier Guide.

Supplier Guide

Interoperability network

To integrate via a Service Provider, the supplier must have access to an EDI or eInvoicing Service Provider with which OpusCapita has an interoperability agreement, on which the technical connection between the supplier’s Service Provider and OpusCapita depends. Learn more in chapter 2.3 in Supplier Guide.

Supplier Guide

Traditional EDI

OpusCapita has decades of experience in building point-to-point EDI connections. Our services can solve even the most demanding connections regardless of the content or business partner, following best practices: plan, build, run and optimize. Learn more in chapter 2.2 in Supplier Guide.

Supplier Guide

If you don’t have a solution but want a fully automated process as described above, please contact us.

Help

To understand the services offered in the Business Network Portal, and how to get started and set-up the business process for you, here are videos and instructions that can help you get started with your new electronic business.

If you can’t find an answer to your question, please contact our Customer Service.

Description documents

Tutorial videos

PO FLIP: HOW TO CREATE AN INVOICE OUT OF AN ORDER?

INVOICE KEY-IN: HOW TO CREATE AN INVOICE FROM SCRATCH?

Coming soon!