Advanced Ordering & Order Balance (B2B)

1.    Overview

ABSS is introducing Advanced Ordering support for the Business-to-Business (B2B) flow to comply with IMDA's Peppol e-Invoicing requirements. This enhancement enables structured order submission and response handling between buyers and sellers via the InvoiceNow / Peppol network.

The existing flow remains unchanged. The new B2B capabilities extend the flow with:

• Order Response — Seller can acknowledge, approve, conditionally accepted or reject a received Purchase Order.
• Order Change — Both Buyer and Seller can initiate modifications to an existing order.
• Order Cancellation — Either party can cancel an order, subject to the other party's acceptance.
• Order Balance — Buyer can report the remaining balance quantity on a fulfilled order.

For B2B: Buyers can trigger Order, Order Balance, Order Change, and Order Cancellation. 

Sellers can trigger Order Response - and through Order Response, can also trigger and Order Change (using response code CA) or Order Cancellation (using response code RE).

2.    Order Response (Seller Side)

After receiving a Purchase Order from the Buyer, the Seller can send an Order Response to communicate the order status via the InvoiceNow network.

Supported Response Codes

Code	Meaning
AB	Acknowledged – Order received but not yet processed.
AP	Approved – Order accepted without amendment.
CA	Conditionally Accepted – Seller proposes changes to the order.
RE	Rejected – Seller rejects the order.

How to Send an Order Response (Seller)

1. Open the Sales Order that was received from the Buyer.
2. Click the 'Order Log' button. 

3. Open the Order Response tab. The Order Response Status screen will appear.
4. Click 'New' button to create a response.

5. From the dropdown, select a response code:
   • AB – Acknowledge
   • AP – Accepted
   • CA – Conditionally Accepted (use this to propose changes)
   • RE – Rejected (use this to cancel)

          6. Click 'Send'. The system will transmit the response to the InvoiceNow network.

          7. To view a log of all order responses sent, click the 'Order Log' button on the Sales Order screen.

3. Order Change

3(a) Seller Sends an Order Change (via Order Response CA)

The Seller can propose modifications to an existing order by sending a Conditionally Accepted (CA) Order Response with line-level changes.

1. On the Sales Order screen, click 'Order Log'.

2. In the Order Response tab, click 'New' button.

3. Select 'CA' – Conditionally Accepted. A 'Change Order' button will appear.

4. Click 'Change Order'. The Change Order screen will open, showing all order lines and user can make changes on the Item Number, Quantity, Price and Delivery Date Time. User can also click 'Reject' in the action column if they want to reject the item. 

5. Click 'Send'. The system will transmit the payload, update the Sales Order, and record the transaction log.

3(b) Buyer Receives an Order Change (from Seller CA)

When the Buyer receives an Order Response with code CA, the system validates the response.

Buyer actions:

• Accept the changes → System sends an Order Change payload (AP). Message: "The change request has been accepted. The acceptance status has been sent to the seller."
• Reject the changes → System sends an Order Cancellation payload (RE). Message: "The cancellation request has been rejected. The rejected status has been sent to the seller."

All Order Response transactions are logged with Document ID, Date & Time, and Response Code.

1. Sync the Order Response - CA.

2. Go to the Purchase Register screen and open the Order page.

3. Click the Order Log button and open the Order Response tab.

4. Click the 'CA' hyperlink in the Response Code column to open the Order Change screen.

5. Click the 'Reject' or 'Accept' button to reject or accept the Order Change from the seller.

Note: If the buyer accepts the Order Response - CA, the system will create an Order Change log and send an Order Change request to the seller. The seller must then accept the Order Change request for the Order Change process to be completed successfully.

3(c) Buyer Sends an Order Change

The Buyer can also initiate an Order Change directly from the Purchase Order screen.

1. Open the relevant Purchase Order.
2. Click 'Order Log' → Go to the Order Change tab.
3. Click 'New' button. The Change Order screen will open.

4. The Change Order screen will open, showing all order lines and user can make changes on the Item Number, Quantity, Price and Delivery Date Time. User can also click 'Delete' in the action column if they want to remove the item. 

5. Click 'Send'. The Change Order payload is sent to the Seller, and a new transaction is recorded in the Order Log.

3(d) Seller Receives an Order Change (from Buyer)

The Seller can view and act on received Order Changes from the Sales Order screen.

Seller actions:

• Accept → Sales Order is updated. System sends Order Response payload AP. Message: "You are about to mark this order as Accepted. Once confirmed, the order changes will be updated in the system."
• Reject → Sales Order remains unchanged. System sends Order Response payload RE. Message: "The order will be marked as Rejected. The Sales Order will remain unchanged, and the Rejected status will be sent to the Buyer."

1. Sync the Order Change.

2. Go to the Sales Register screen and open the Order page.

3. Click the Order Log button and open the Order Change tab.

4. Click the 'View' hyperlink in the Details column to open the Order Change screen.

5. Click the 'Reject' or 'Accept' button to reject or accept the Order Change from the buyer.

 

4. Order Cancellation

4(a) Seller Sends an Order Cancellation

The Seller can reject and cancel an order by sending an Order Response with code RE.

1. On the Sales Order screen, click 'Order Log'.

      2. In the Order Response tab, click 'New' button.

        3. Select 'RE' – Rejected, then click 'Send'.

4(b) Buyer Receives an Order Cancellation (from Seller)

When the Buyer receives an Order Response with code RE, the system validates the response.

All Order Response transactions are logged with Document ID, Date & Time, and Response Code.

1. Sync the Order Response - RE.

2. Go to the Purchase Register screen and open the Order page.

3. Click the Order Log button and open the Order Response tab.

4. Click the 'RE' hyperlink in the Response Code column to open the Order Cancellation screen.

5. Click the 'Accept' button to accept the Order Cancellation from the seller. For Order Cancellations initiated by the seller, the buyer can only accept the cancellation request.

Note: If the buyer accepts the Order Response - RE, the system will create an Order Cancellation log and send an Order Cancellation request to the seller. The seller must then accept the Order Cancellation request for the process to complete successfully.

4(c) Buyer Sends an Order Cancellation

1. Open the relevant Purchase Order.

2. Click 'Order Log' → Go to the Order Cancellation tab.
3. Click the 'New' button to create a new order cancellation request.

4. Click the 'Send' button to send the cancellation request. The system generates and sends the Order Cancellation payload to the Seller.

5. A new transaction entry is recorded in the Order Log with Document ID, Date & Time, and Cancellation Status.

4(d) Seller Receives an Order Cancellation (from Buyer)

When a Buyer sends a cancellation, the Seller can review and respond:

• Accept Cancellation
  • Message: "The order has been cancelled. The cancellation status has been sent to the buyer."
  • Order status updated to Cancelled.
  • System sends Order Response payload AP.
• Reject Cancellation
  • Message: "The cancellation request has been rejected. The rejected status has been sent to the buyer."
  • Order remains unchanged.
  • System sends Order Response payload RE.

1. Sync the Order Cancellation.

2. Go to the Sales Register screen and open the Order page.

3. Click the Order Log button and open the Order Cancellation tab.

4. Click the 'View' hyperlink in the Details column to open the Order Cancellation screen.

5. Click the 'Reject' or 'Accept' button to reject or accept the Order Cancellation from the buyer.

6. Once the seller accepts the Order Cancellation, the order status will be updated to Cancelled.

 

5. Order Balance

The Order Balance feature allows the Buyer to send a balance update to the Seller, indicating the remaining quantity of an order, including a zero balance.

Buyer Sends an Order Balance

1. Open the relevant Purchase Order.

2. Access the Order Log and navigate to the Order Balance tab.
3. Click 'New' to create an Order Balance record and enter the latest balance information.

4. Click 'Submit' to send the Order Balance notification to the seller.