Advanced Ordering & Order Balance (B2G) - Upcoming Release

Introduction

The Advanced Ordering and Order Balance enhancement is implemented to ensure full compliance with the latest IMDA Peppol Advanced Ordering requirements. This enhancement strengthens how the system manages, tracks, and presents order information across the entire order process, including:

• Order Transaction (New Order)
• Order Change
• Order Cancellation
• Order Balance

With these improvements, the system is now able to accurately reflect order updates, order changes, order cancellations, and remaining order balances based on the latest IMDA specifications.

This user guide provides a detailed explanation of the new fields, system behaviours, and user interface updates introduced as part of the enhancement. It also offers clear and step-by-step guidance to help users understand how to create, update, and manage Advanced Orders and Order Balances effectively and accurately.

For the complete list of mandatory and optional fields required for e-invoice submission

via InvoiceNow, please refer to the IMDA E-Invoice Submission Technical Guide: Guide E-invoice Submission via InvoiceNow Technical

1.     Setup Government Agency as Your Customer (Business Unit)

User are required to setup Peppol ID and Business Unit code for government agency in their customer card information.

Buyer Peppol ID is validated based on the Entity Type within the Government UEN that contains ‘GA’, ‘GB’ or ‘GS’.

User click ‘BU List’ Button and dropdown Business Unit list will appear, user choose the Business unit that they want and click ‘OK’ button.

2.     Import Order/Response Status

• Under File menu, select Sync e-Order/Status option to directly import supplier Sales Order and Order Status into ABSS system.
• Specific the date range and click 'Sync' button. 

If the import status shows “ERROR”:

1. Open File Explorer.
2. Navigate to the ABSS Connect log folder.
3. Open the latest log file and check the error message details.

Common error codes:

• Error -3: Contact card not found
  The supplier/customer contact does not exist in ABSS. Create the contact card and perform the sync again.
• Error -4: Transaction already imported
  The document has already been imported previously. No further action is required.
• Error -8: Invalid item mapping
  The item in the incoming order is not mapped to an ABSS item. Configure the item mapping and sync again.

• Buyer Purchase Order will be sync in as Sales Order transaction.

• You can then view the imported transaction from Sales Order screen.

1. Additional Details

• Click the ‘Additional Details’ button at the right top corner of the screen to view additional order information like Order Balance, Order Line#, Order Line Note and order line Delivery Date.

2. Response (B2B)

• Supplier can also click the ‘Response’ button to open the Order Response Status window and feedback to the order request.

• Select the response type (AB – Acknowledge or AP – Accepted) from the dropdown, then click the ‘Send’ button to submit your response indicating whether you acknowledge or accept the order.

3. Order Log

• Supplier can also track any Change Order Requests, Cancellation Order Requests, and Order Balance records from buyer in Order Log. (if available).
• Click the ‘Order Log’ button to open the Order Transaction Log window.

3.     Receive and Handle Order Change

After importing the Order Change from Buyer, user can view the Sales Order then click the ‘Order Log’ button, navigate to Order Change tab to see the order change request.

Click the ‘View’ hyperlink under the Action column of the transaction list to view the order change details.

Order Change Details screen displays, supplier can click ‘Accept’ button to accept the buyer’s change request. Once accepted, system will update the changes onto order details lines as per requested and send the updated status to notify the Buyer. 

Alternately, supplier can also reject the change request by clicking the ‘Reject’ button. System will then prompt error message “This order cannot be rejected in the system. For Government (B2G) orders, cancellation must be done by the issuing agency. Please contact the agency directly.”, no changes will be made to existing order detail lines.

Important Note:

For Government (B2G) orders, order change rejection cannot  be done on the Supplier side.

4.     Receive and Handle Order Cancellation

After importing the Order Cancellation Request from Buyer, user can also click the ‘Order Log’ button, navigate to Order Cancellation Tab to see the order cancellation request.

Click the ‘Order Cancel ID’ hyperlink in the transaction list to view the order cancellation details.

Order Cancellation Details screen display with the cancellation reason notes, supplier can then click the ‘Accept’ button to approve the cancellation request.

Once accepted, the system will update the order status to Cancelled and send updated status to notify the Buyer.

5.     Order Balance

For Government (B2G) orders, the Buyer may send Order Balance updates to reflect the remaining outstanding order quantity.

After importing the Order Balance from buyer, supplier can click the ‘Order Log’ button,

navigate to Order Balance tab to view the order balance updates.

Click the ‘View’ hyperlink under Action column to view the Order Balance details.

Order Balance Details screen with the remaining balance quantity will be displayed, supplier can view the details and proceed with subsequent follow up shipment arrangement.

Reference:

For detailed definitions and requirements of e-invoice fields transmitted via

InvoiceNow, please refer to the IMDA E-Invoice Submission Technical Guide: Guide E-invoice Submission via InvoiceNow Technical