Professional Services Work RITM0022650
Order
Agreement Parties
Customer Agreement Party Customer Main Contact
Legal entity name Esprit Europe GmbH Name Pascal Lorenz
VAT / Business ID 343198008 Title
Address Esprit Allee, Ratingen Email
[email protected]Country GERMANY Phone
Customer Invoicing Address
Organization name Esprit Europe GmbH Contact person Pascal Lorenz
VAT / Business ID 343198008 Email
[email protected]Address Esprit Allee, Ratingen
SAP ID 530162
Basware Agreement Party Basware Main Contact
Legal entity name Basware GmbH Name Andreea Farauanu
Business ID DE 210775733 Title Change Request Manager
Address Roßstr. 96 Email
[email protected] 40476 Dusseldorf
Country Germany Phone
Privacy notice
Basware may process contact data of Customer’s contact persons, collected through the present document, for the
performance of its Services, for contract and customer relationship management and for direct marketing of its
services, in accordance with its Privacy Notice published on www.basware.com/privacy-notice. Customer’s contact
persons can object to processing for direct marketing at any time via the unsubscribe link on each direct marketing
message or via [email protected]. If a contact person has previously already objected to processing of his/her
present contact data for direct marketing, he/she does not need to repeat this.
Services Scope
Our Reference Buyer Reference or Purchase Order Number
RITM0022650 4400057709
Request Details
Enhance Cost Approval ID information in invoices
Please help us to understand the impact of the issue to your business. What would best describe your
situation?
Document number(s):
Details: Hello Basware Support Team,
our idea is to speed up the process described in the second process variant by leaving out the checking step
and including a check against the amount approved in the formerly by the user entered CostApproval-ID
(which is already customized into our Basware-solution).
Idea is that at the point in time the Cost Approval-ID is entered in the header data of the invoice within
Basware (see attached graphic), Basware gets the amount of that Cost Approval from our Microsoft
PowerApp (where our Cost Approval Process is stored) (if the CA ID entered is existing, has the status
"approved" and the currency of CA and Invoice fit).
Basware to save the total amount approved via the Cost Approval. If the invoice amount is lower than the
invoice total in net, the amount consumed by the invoice amount to be stored in a Basware internal table (see
attached graphic as an example). Also a calculation to happen ('Amount of approved CA' - 'Net amount from
current invoice' = 'open CA amount') whose results in combination of the ID of the suppliers' invoice to to
stored in Basware concerning the ID.
Goal is to have a transparency on the consumption status of approved CAs being consumed by one or more
invoices.
The table to be stored in Basware should also be visible for the user in Basware beneath the field where he
entered the Cost Approval-ID in the header data.
I have attached a few graphics which hopefully show up the Change we are wanting to do.
If you have any further questions, please feel free to contact me.
Bests and have a nice weekend,
Pascal
Statement of Work
Delivery Scope:
A. Technical details:
P2P scope:
1. Design and implement a new interface that will collect all relevant information from the CA (Microsoft Power
APP) system for all the invoices (PO and NPO) that have not been 'Processed' yet in P2P on store it in
custom table
JSON GET request for one invoice will be:
https://esprit.sharepoint.com/sites/office365applications/_api/web/lists/getbytitle('Request for cost
approval')/items?&FilterField1=RFCAID&FilterValue1=CA21010164
-- in case there is a need to collect all the information form CA (Microsoft Power APP) for invoices starting
from a specigic timestamp the JSON request will be:
https://esprit.sharepoint.com/sites/office365applications/_api/web/lists/getbytitle('Request for cost
approval')/items?&$filter=Created gt '2023-03-29T00:00:00Z'
Access to the above endpoint should be arranged by the customer and we have to consider that I was not
able to test it via Postman because we need an Esprit internal MS account to get an Access token.
Response will have to be parsed and relevant information will have to be converted/mapped to standard
Basware import XML.
Table should contain the following columns:
CAID | Invoice Number | Invoice Date | Service Date | Invoice Net | Invoice currency | Approved CA volume |
Left over CA after invoice approved | -> this last column will be updated after the invoice has been "approved";
initially the amount can be set up to be similar to the one in column 'Approved CA volume' - logic can be
placed in the process in CustomerGenericTask4 - 80 Due Date and Exg Rate - (at import, initially this column
will be populated with the same amount as Approved CA volume column).
1.1. This table should be set up so that Esprit allowed members (this is possible via "Grant Administrator
Status" with the proper access rights) should be able to check the content and filter the information based on
the CA ID.
2. Introduce a new header data field - Service Date which will mapped at BT import - Network team will have
to provide the mapping and in case there is no data present, the AP has to be able to fill it in the Received
queue.
2. Change invoice process so that for the PO invoices if the "Left over CA after invoice approved" is less than
invoice net amount OR if currencies do not match (invoice currency vs. invoice currency stored in the
Basware table from point 1) will get routed into 2 step approval (40 PO Review + 60 PO Header Approve)
2.1 Multiple CA IDs can be populated on the invoice header while being separated with a semi-colon(;). The
value of all CA IDs should then be summed together as the budget and the highest existing service date
should then be used.
3. Introduce four business rules:
3.1. Change invoice process so we will make sure that after receiving the invoice while going to the review
step we will execute the logic to check if the CA is still sufficient and if not, it will trigger an error when the
person tries to review the invoice (the reviewer will have to return de invoice to the initial step of the process).
3.2. If the Service Date mentioned on the invoice header is in the time interval set (by default will be set to 30
days) -> service date on the invoice header + 30 days <= Service Date from the CA ID (if more than one CA
ID is mentioned, pick the highest Service Date from the one mentioned). Time interval will have to maintained
P2P Admin > Org Structure group level (Esprit_Group) > Additional Data (as in the screenshot attached to my
previous comment). This section will be accessed by Admin Users which have granted the view and manage
organization structure/elements.
3.3. Ensure we have no Credit notes without CA ID sent into the process.
3.4. Ensure that all the invoices have Service date filled in
Network scope:
Scan and capture new field and keyword additions
- Add New field (Service Date) in Header under field matrix of SVG.
- If Service date not found in the invoice from S&C end, we will mark it as blank.
B. Effort also contains:
• CR analysis and management
• Functional / Technical testing
• UAT support + Finetuning
• Move to production + Hypercare
C. Implementation steps
Scoping (Basware)
Implementation to TEST (Basware)
UAT (Customer) and UAT support (Basware)
Documentation (Basware)
Implementation to PROD (Basware)
Final approval (Customer) and 2-weeks hyper care support after go-live (Basware)
Exclusions or items considered out of scope:
Any additional work that is requested beside what was agreed in the "Delivery Scope", it will be treated as a
new change request.
Assumptions:
Access to the above endpoint should be arranged by the customer
Customer to share the keywords and at least 10 sample invoices.
Solution pricing
Professional Services Fees
The professional service fees is based on the estimated effort to deliver the required functionality for the agreed
delivery scope. Any changes to the scope, including new or undocumented requirements, are subject to additional
fees. Quoted fees will be invoiced after 45 days of approving this offer.
Name Price
Professional Services Fee 12 840,00 (EUR)
Commercial and Invoicing Terms
VAT/Sales Tax All prices quoted are exclusive of VAT and Sales Tax which will be
added to the fees and invoiced to the Customer.
Currency EUR
Effective Date 2023.09.25
Payment Term Payment Term for all payments hereunder is 30 days net from the date
of the invoice.
Travel and Expenses Customer shall reimburse Basware for reasonable travel time and
expenses incurred in connection with performing the Professional
Services as agreed by the parties, unless otherwise agreed.
General Terms • Normal office hours on weekdays (public holidays excluded) are from
9:00-17:00.
• Outside the normal office hours professional services shall be
charged as follows:
o Normal Working Days from 18.00 to 20.00: +50%
o Normal Working Days after 20.00: +100%
o Weekends and public holidays: +100%
• The minimum chargeable unit per day on site is 8 hours.
• The minimum chargeable unit per day off site (remote) is 2 hours.
• A change of the agreed go live date can lead to additional hours of
Change Management.
Hypercare After delivery of the change, Basware provides post-implementation
support for 14 days after deployment of the change to Production. Any
changes after sign-off and completion of Hypercare are handled as
separate Change Request and are subject to additional fees.
Signatures
This document is valid until 2023.11.24, should the Agreement not be concluded by that date.By signing this
Agreement, Customer agrees to terms and conditions of the Agreement and agrees to order the services listed in
this Agreement. The Agreement will become effective upon approval and is subject to the terms and conditions that
apply between both parties under the prevailing Sales Agreement.
For and on behalf of For and on behalf of
Esprit Europe GmbH Basware GmbH
Pascal Lorenz Andreea Farauanu
Change Request Manager
Approved via Basware Customer Portal by
Pascal Lorenz
2023-09-25 09:55:00
