SYSTEM ADMINISTRATION MANUAL

This document provides information to facilitate administration of the Eyvo eBuyerAssist application. It is designed to enhance the performance and ensure efficient usage of the product. Using this manual, the System Administrators can find more information on configuring the application and performing specific tasks.
Eyvo eBuyerAssist provides a set of comprehensive work flow tools that will help you in improving the purchasing efficiency of your organization. This system contains all the tools required to centralize and manage your purchasing operation. The system can cater to a small departments with few users up to a large worldwide enterprises with thousands of users.
Each User requires a license for each module that they wish to use, therefore, you must purchase enough User Licenses to cover the individual number of modules that are required. Although users cannot share a license, you can reallocate the existing licenses to different Users.

EBA-Power Enterprise.Net (EBA) is a workflow management tool for the production of purchase orders to Approved Vendors via a secure approval process.
The Administration Module enables the SA to perform tasks related to User Management, Request Management, Order Management, Data Management and set the Environment Parameters.

WHO SHOULD READ THIS MANUAL?

This manual is designed and prepared for System Administrators who are responsible for administrating the system. Administration tasks may be as simple as adding new Users to the system to configuring the approvals workflow and setting various system default switches. The role of the System Administrator (SA) is important in maintaining the Eyvo eBuyerAssist. The Administrator is also responsible for the overall strategy of the information system, its features, process functionalities and process limitations.

SUMMARY OF WARNING AND CAUTION STATEMENTS

The system uses the Standard Numeric Format defined in the Regional Settings of the PC on which the application is running. The application displays the financial values without their currency symbol. The initial system’s date and time is set to the local web server’s settings.
It is very important to disable Pop-up blockers or set the Pop-up blockers to permit the pop-ups from the application URL. This refers to both Internet Explorer pop-up blockers and any additional pop-blockers you may be running e.g. Google Toolbar. Throughout the application after modifying the content in a screen, click Save, else the content may not be updated in the database.
The login URL https://[company code].ebuyerassist.com may vary depending on the hosting site. For more information on Acquiring Licenses please contact support@eyvo.com
Please Note:

• The fields with a red tip are Mandatory fields.
• The local currency is by default USD and can be changed prior to any orders being entered into the system.
• The System base currency code cannot be modified with live orders on the system.
• The Purge Order Files procedure is irreversible. So before performing the procedure, ensure that all the data is backed up using a standard rotational and retention cycle of not less than 2 weeks.

TECHNICAL SUPPORT

Requests for technical support should be made either through the Eyvo Website or by an email to support@eyvo.com
You can also visit http://www.eyvo.com for more information regarding technical support.

SYSTEM REQUIREMENTS AND INSTALLATION

Eyvo eBuyerAssist is a Client/Server application accessible at the URL https://[company code].ebuyerassist.com.
This section explains the minimum system configuration required for the successful operation of the application.
CLIENT SIDE REQUIREMENTS - HARDWARE REQUIREMENTS
Super VGA (1080 x 768) or higher-resolution monitor with 256 colors.
CLIENT SIDE REQUIREMENTS - BROWSER REQUIREMENTS

• Internet Explorer version 11.0 or above, Google Chrome version 58 or above, Firefox version 53 or above or Microsoft Edge. JavaScript and cookies should be enabled on browsers
• Please ensure that you disable Pop-up blockers (e.g. Google's Toolbar) or set the Pop-up blockers to permit the pop-ups from the application URL https://[company code].ebuyerassist.com
• Occasionally, anti-virus software may also block the application URL.

Password Policy

To verify the identity of users and to safeguard the system, passwords must be managed in an efficient manner. Passwords must meet the below requirements and should not be shared with anyone. Additional security options provided must be utilized wherever possible.

• Passwords are mandatory to gain access to the system.
• Passwords should be 10-20 alphanumeric characters including an uppercase.
• 3 failed password attempts will make Captcha mandatory.
• 6 failed password attempts will make OTP mandatory.
• 9 failed password attempts will block the account.
• Only a System Administrator can unblock a blocked account.
• Passwords are stored in an encrypted format.
• Initial passwords will need to be changed at first use.
• A new password shall not be the same as the last 5 previously used passwords.
• Additional system securities include the below:
• Two Factor Authentication that works with Google Authenticator.
• Secure Password switch that asks users to update passwords periodically by setting the duration time for a password.
• Login with One Time Password option is available.

BASIC WORKFLOW

The below process explains the steps to be followed before you start using the application:

• The System Administrator (SA) first logs in as Sysadmin and assigns basic User information for the entire User population such as Name, User ID, Password, and Email Address. They also need to allow relevant User access to all data files and expenditure codes.The Approval process can be setup later after the database is populated at the user's end.
• The Actual Users can login (using their newly assigned user ids and passwords) and start entering data such as suppliers, cost codes, delivery points, invoice points etc. All these fall under Data files and Account Codes.
• Once the Users have entered the relevant details, the SA should sign back into the Administration module and complete setting up individual Users.

LOG IN DETAILS

• To login, go to your company URL and enter your User ID and Password as shown in Screen: III. Initially a default SA is set up for you with the following details:
  ID: sysadmin
  Password: sysadmin
  

  
  

  As part of Eyvo’s security policy the password is temporary – you will be asked to enter a new one upon first logging in using the Main System URL. ** Please note that passwords are case sensitive ** and should have 10-20 alphanumeric characters including an uppercase.

  
  Tip: If you are a new User or you have forgotten your login id and password, please click on the appropriate link at the bottom of the Login Screen.
  
  This screen will also show you the latest updates of our application.

MAIN SCREEN

When a System Administrator logs into the main application, Screen: III would be visible as shown below:

You can also view the log details of a particular System Administrator or all of them by clicking on the View Log Details link as shown on Screen: III. this can be further granulated by the start and end date. Check the box for "Show User Location" for the IP Address of the SA to show on the report.

1. User Maintenance
2. Invoice and Payments
3. Environment Settings
4. Supplier Management
5. Data Management
6. Sites
7. Audit Logs

USER MAINTENANCE

This category has the following functions as shown in Screen: IV.

USER REGISTER

1. The User Register as shown in Screen: V [A] allows the SA to add new Users. Along with this, it gives the SA the option to find Users and displays various User related reports.
   

   
   

   The highlighted icon on the above screen will show you the log details. This is similar to an event log that will show you all the changes made by the system administrator to this user's details.

2. The SA can add a new User by clicking on the Add New button on the User Register listing page to see Screen: V [B].
   

   
   

   The SA will enter the details as well as select User Type and the appropriate check boxes for data files, expenditure codes and system defaults.
   Note:
   • The red indicator on a field means that it is mandatory
   • User type “Others” can be an approver, view requests, orders and RFQ in read-only mode and receive goods on behalf of Buyer and Senior buyer.
   • User type “Buyer” can be assigned a single order limit. A Buyer can see their own orders only. A Buyer can edit requests created by him or the ones he has taken ownership for and can view all requests created by other Buyers.
   • User type “Senior Buyer” can add/edit/view their requests, orders as well as other Buyers, Senior Buyers.
3. Once done, the SA will click on NEXT to see Screen: V [C]:
   

   
   

   • On this screen, the SA can enter the user's details, assign the licence, module/function access/permissions, etc.

   • Note: Each User will need a license to access the system and will see modules/functions that they have been given permissions for.

   • A Proxy Approver can be selected here. This proxy approver will receive all the pending approval emails on the user’s behalf when the user status is “User Status” is switched off. This is usually done when a user is away on a vacation or due to an illness, etc.

   • Two-Factor Authentication can be enabled here.

   • The SA can also switch on the Adaco/ Sun System Sync if this user needs to be given the permission to run the sync manually.

   • Invoice HOD Approver:
     In the Invoice approver tab, the user can select T-Code(s) by clicking on the T-Code(s) icon. The selected T-Code(s) will be assigned to the user. The user will be able to approve invoices as HOD approvers.

   
   

   Properties can also be assigned to the user under the Property Tab as shown below. A user can belong to multiple properties. This can be done after the SA has entered the data for properties under Sites> Site Master.

   
   

   Access to modules and functions can be assigned under Permissions and can be granulated as needed as shown in Screen: V [E] below.

   
   

   Once done, click on Save and on a successful update, the message Update Successful will get displayed on the bottom of the screen.

4. The System Administrator can also search for Users on the User Register Listing page. Enter details in the Search field, select the relevant dropdown on the User Register Screen to get the desired search results.

   
   

5. The SA can generate various reports under the Search Report dropdown as shown in Screen: V [E].
   

   
   

   1. User Listing - This report lists all the categories as per the headers on the User Register listing page.
   2. Invoice Approval Listing by User - This report will show all the users with their corresponding T-Code(s).
   3. Invoice Approval Listing by T-Code(s) - This report will show all the T-Code(s) with their corresponding users.
   4. Log Details for all users - This report will show you all the changes done in the system. This is similar to an event log and can be further filtered using the Start Date, End Date, User Type, User Name and you can also choose for the report to show you the User Location (includes the IP Address, City and Country of the user).
   The SA can print, export or email these reports as shown in Screen: V [I].
   

   
   

USER BATCH UPDATE

This function allows the System Administrator to update the functional access for the Users in multiple batches thus saving a lot of time. The User Batch Update screen as shown in Screen: VI allows the SA to update a batch using the Batch Update and User Type dropdowns:

USER MASS UPDATE

This function provides the option to give or remove permissions to all the Users or to specific Users at a time. To perform a mass update, the SA needs to click on User Maintenance> User Mass Update to reach Screen: VII. Each option available will further give instructions to proceed.

1. To give all users all the permissions, click on Give all users all permissions in Screen: VII to see Screen: VII [A].

   

   Click on “OK” for the system to update your request.


2. To remove all permissions from all the Users, click on Remove all permissions from all users as shown in Screen: VII to see Screen: VII [B].

   

   Click OK for the system to update your request.


3. To give selected permissions to all Users, click on Give all users selected permissions as shown in Screen: VII to see Screen: VII [C].

   

   Click on the appropriate check boxes, select the permission type from the dropdown and click on Submit for the system to update the changes.


4. To give all permissions to selected users, click on Give selected users all permissions in Screen: VII to see Screen: VII [D].

   

   Select the permission type in the dropdown, check the desired username checkboxes and click on Update for the system to make the changes.


5. To give selected permissions to specific Users, click on Give selected users selected permissions as shown in Screen: VII to see Screen: VII [E].
   

   
   

   Click the appropriate checkboxes, click on the Next tab to see Screen: VII [F].
   

   
   

   Your selected option from the first screen will show at the bottom. Select the appropriate user checkboxes and click on Update for the system to make changes.

USER SYSTEM ADMINISTRATORS

This is the section where the System Administrators themselves are maintained. We suggest that at least two System Administrators must be appointed to maintain User File records, to set system defaults and other options, and to ensure regular backup of user data.

1. The System Administrator screen will show all the existing details and will give an option to add a new System Administrator.
   To search for an existing user, add the name in the search field and use the relevant dropdown to narrow your search as shown in Screen: VIII [A].

   
   

   
   

2. To add a System Administrator, click on the Add New button and fill the details as shown in Screen: VIII [B]. Once done, click on Save.

   
   

   
   

INVOICE AND PAYMENTS

This category has the functions as shown in Screen:XXV

Dynamic Invoice Email

The Screen XXVII has 3 functions as shown below:

Switch the Invoice Email button to “Yes” if you want to receive an invoice PDF from a supplier through email and process the Invoice in your system. You can choose from the following two options:

Auto Generate Email - A dynamic Email ID will be generated for each Order displayed on the order screen and on the Order PDF, sent by the system to the supplier. The supplier sends an Invoice PDF for the newly generated Email ID for that specific Order.

Generic Email - A one-time company-specific email will be generated which the supplier can use and send an Invoice PDF.

In both the options, the invoice will get automatically uploaded under the Order > Invoices > Attached Invoice(s) section of the application. The Buyer of the Order will be notified with an email when an invoice is attached to the Order. If the Invoice cannot be read correctly, External Invoice Validator will be notified with an email and the attachment. The Invoice file also will be found under Invoice Matching > Menu > Bulk External Invoice Approval.

Switch the Invoice Email OCR button to “Yes” to enable the system to read the Invoice that a supplier emails as an attachment. Invoice details such as Invoice Number, Invoice Date, Invoice Amount and PO Number are extracted from the document using OCR technology. The data is then used to dynamically generate an Invoice in the system and place the Invoice under Order > Invoices > External Invoice section of the application. An email notification with the Invoice attachment is sent to the Invoice Validator.

Select a user to be the Generic Invoice Approver on this screen. This user will validate invoices that are assigned to the orders when they come through emails as a PDF attachment.

Dynamic Invoicing

Select a user to be the Generic Invoice Approver on this screen. This user will validate invoices that are assigned to the orders when they come through emails as a PDF attachment.

Once attached it then displays a 'Read Invoice' option - which if selected then sends the Invoice PDF to an external OCR process - that returns the values it sees on the invoice and this creates a new Invoice record in the system.

The user then gets the opportunity to compare the physical PDF image with the values the system 'read' to ensure there are no OCR errors.

It allows the buyer to manually select an invoice which 'reads' the Invoice Number, Invoice Date and the Invoice Amount and gives the buyer an option of creating the invoice record.

Selecting No here will turn off this whole process.

Invoice Number Uniqueness

Under this section, the SA will be able to select the type of invoice system you need to define in your system. The SA can select from three options as shown below in Screen: XXIX and then click on Save.

1. Set unique invoice per order
2. Set unique invoice per supplier
3. Set unique invoice per system

The option you select will decide the type of invoice that the system accepts.

ENVIRONMENT SETTINGS

This category has the following functions as shown in Screen: XXXII.

Accounting Period

The Accounting Period can be set here which will be used on the Invoice txt file that our application exports to be synced to Sun Systems. The below screen shows all the existing accounting periods that can be searched using the relevant dropdown.

To add a new Accounting Period, click on the Add New button as shown on the above screen.

Add the details required, switch on the Active button and click on Save once done.

CORPORATE LOGO

This menu provides the option to upload the Corporate Logo that is to be displayed on the Purchase Order..

To update the Corporate Logo, Click on Select File and select the logo file as shown in Screen: XXXIV
Click on Upload and the logo will be displayed in the display area and the size of the file will be displayed below. The SA can also delete the logo by clicking the Delete button.

CURRENCY EXCHANGE RATE:

The SA can select the number of days post which the system will update the currency rates from Google’s Web Currency API.

EXPENDITURE CODE NAMES

This section allows the Administrator to modify the system to use more familiar account code terminology. As an example, all the expenditure code names can be renamed to names such as Account Code, Cost Code, General Ledger Code, Project Code etc. This would reflect the terminology used in your own organization. Expenditure codes 1, 2 and 3 are used on the Requisition/Order Header and apply on the order as a whole, whereas Expenditure codes 4, 5 and 6 apply to each Requisition/Order Line as shown in Screen: XXXVIII

The SA needs to click Save once the details are added. On a successful update, the message Update Successful is displayed at the bottom of the screen.

FINANCE SETTINGS:

This screen permits you to modify the Currency Code, Currency Name and the Default Tax %. Any currency code can be used as per ISO4217 as adopted by the international banking community. The SA can also select whether the tax should be picked from the Delivery File or Supplier File on Orders as shown in Screen: XXXX.

Select the Price Type:-

i)When user tick on Net Price Radio button,User can see following changes in Order as shown in Screen:XXXX(A)

ii)When user tick on Gross Price Radio button,User can see following changes in Order as shown in Screen:XXXX(B)

The SA can also select whether the system should display Net Price or Gross Price on the system.

Enter the details and click Save. On successful update, the message Update Successful is displayed at the bottom of the screen.

Financial Period

Setting the financial year and switching the Auto-Increment ON will ensure that the system automatically updates itself to the new fiscal year on reports etc.

SMTP SETTINGS:

The SA has 2 options to send emails out of the EBA system as shown in Screen: XXXXIII.

1. If you want to use your own email server for sending outbound emails, you need to select the 'Use SMTP Server' option and enter the credentials that will enable this feature. All emails will be sent through one generic user account that you enter. This generic email account should have been setup by your System Administrator before using this option.
2. If users want outbound emails to go from their personal email account then select the 'Enable Individual User Email Accounts' option. User will have to enter their personal email credentials under 'Personal Details' after they login to the system. All outbound emails will be sent through user email account and will appear in their 'sent email' box. If user does not enter their personal credentials, by default email will be sent using eBuyerAssist SMTP.

Once SA selects the option and enters the correct credentials, a test email will be sent out to confirm the working of your email settings.

SELECT TIME ZONE

The SA needs to select the relevant time zone here as shown in screen: XXXXIV.

SYSTEM SECURITY:

There are multiple functions as shown in Screen: XXXXV [A].

1. Secure Log in – If the SA checks this box, then Users will need to enter details in the Captcha box as an additional security check before logging into the system as shown in Screen: XXXXV [B].

   
   

   
   

2. Two – Factor Authentication – The SA can check this box for additional security. If this box is checked, Users have to activate their individual security by updating their profile and selecting Two Factor Authentication.
3. Enforce every user – You can enforce Tow Factor Authentication for all users at the same time by switching on the “Enforce every user” switch.
4. External Approval Log in – If the SA checks this box, Approvers will need to enter their credentials when they try and access the EBA system through the approval email.
5. Secure password – Switch this on if you want users to update their passwords periodically. Once switched on, you can decide the number of months post which users will be asked to update their passwords.
6. Login with One Time Password (OTP) – Switch this option on if you want users to login with One Time Password (OTP).
7. IP Restriction – Switch this on to enable IP restriction. Once switched on, you can restrict the IP addresses and enter exceptions where required.
8. Single Sign On – This can be used to sign into the eBA application as an alternate option.

Once the relevant options are switched ON/OFF, the SA needs to click on Save. On a successful update, the message Update Successful well get displayed at the bottom of the screen. (Screen: XXXXV [B])

SYSTEM SWITCHES

This provides various options to SA to set in the system, which will reflect on the workflow as shown in Screen: XXXXVI [A] and Screen: XXXXVI [B].

These options are as follows:

1. Allow Self–Registration – This step allows any potential User to register themselves through the Self-Registration hyperlink on the login page. However, they will not be able to log in until a System Administrator assigns them an available license. If this option is checked, the User will the option as shown in Screen: XXXXVII [A] on the log in page.

   
   

   
   

   Users can enter their own details through this link. Upon clicking the link, the User will see Screen: XXXXVII [B] to enter the details.

   
   

   
   

   Once the details are entered, the User needs to click Submit which will display the message as shown in Screen: XXXXVIII [C].

   
   

   
   

   The user will also receive the below email as shown in Screen: XXXXVII [D]:

   
   

   
   

   At the same time, an email will be sent to the System Administrator alerting him/her that the system has registered a New User as shown in Screen: XXXXVII [E].

   
   

   
   

2. Data Listing Option – The number of data listings shown on each page will be as per this number selected.
3. Request Email to Purchase Department - Selecting this will allow the system to advise the purchasing department when a new requisition has been entered.
4. Tax Label - This is the tax type that will appear on all screens and reports, for E.g. Sales Tax, VAT, etc.
5. Reference Number – This is a user definable soft label. What is entered here will appear on requests and orders.
6. Order Negative And Zero Value – The SA can check this box if purchase orders should be allowed to have negative and zero values.
7. GR Invoice Mandatory - Select if you want to allow the system to create Invoice only when Goods Received is done.

SUPPLIER MANAGEMENT

This category has the following functions as shown in Screen: XXXXVIII

External Supplier

The SA can see this link which allows new vendors to register to do business on your system. The URL as shown in Screen: XXXXIX, can be published on your corporate website as it is specific to your company.

Select a user here who will receive an email and will be responsible to accept/reject a new supplier’s registration.

Supplier Credentials

This screen shows the supplier credentials with the option available to the System Administrator to select the suppliers that should get these details via an email. A report is also available with the details.

Data Management

This function enables the SA to archive selected historical order data. To do so, the SA needs to enter the Start and End Date and click on Continue as shown in Screen: XXXXXXI [A].

The next page will show orders as per their status to select from. Check the boxes of the orders you wish to archive. You will need to enter the reason to archive. Once the details are entered, the SA can click on Archive to have the selected orders removed from the system as shown in Screen: XXXXXXI [B].

Once you click on Archive, you will be able to see the archived orders under Archived Order History as shown below:

You can also click on the PDF button next to Archived Order History to see the details as a report as shown below

To reset details, click on the Reset button. This needs to be done before you click on Archive.

Note: The procedure is not reversible.

Users will need to be given permission to access the archived orders as shown below:

Note: The archived orders consist of the order header, order line and invoice attachments only. The main purpose of archiving the data would be to retain it at the backend. However, this process would remove the selected orders from the Order Listing.

SITES

This category has the following functions as shown in Screen: XXXXXXVIII.

SITE FUNCTION

Sites is a feature that allows you to deploy the system on a per company site basis where your Users can be linked to one or more sites. Users will not be able to see Data Files, Account Codes and Orders on a site that they are not linked to.

User can also Rename ‘Sites’ to be whatever you would like it to be called as shown in Screen XXXXXXIX [A].

Site Master

You can see multiple sites within the application as shown in the Screen: XXXXXXX [A].

For every site, you can add Company Name, Address, Company Logo, Select Purchasing Manager, Order Buyer, Validator Group, and Master Data Handler as shown in the below Screen: XXXXXXX [B]

Add the details under the Basic Details Tab as required on this screen.

Under the Select Property Manager/Approver tab, select a Purchasing Manager, Validator Group, Order Buyer and Master Data Handler.

The System Administrator can, as shown in Screen: XXXXXXXI [E], can also view reports i.e. User-Site Listing Report or Site-User Listing Report.

The following is an example of the three reports. The User-Site Listing Report can be seen in Screen: XXXXXXX [F] and the Site-User Listing Report can be seen in Screen: XXXXXXX [G].

Validator Group Listing will show Validator group code along with the selected user(s) as seen in Screen: XXXXXXXI [E].

These reports can also be exported to PDF, Excel, Word, HTML or RTF. They can also be emailed.

Validator Group

The validator group comprises of such users who will receive a notification when Invoice is logged. Only one user from the validator group is required to validate and accept the Invoice.

In the below Screen: XXXXXXXI [A], the System Administrator can add a new Validator Group by clicking on the Add New button.

Audit Logs

Supplier Portal Audit Log Details

This report will show you all the changes done in the Supplier portal by the Supplier . This is similar to an event log and can be further filtered using the Start Date, End Date, Supplier Code and Search Criteria.

Sysadmin Log

This report will show you all the changes done in the system by the System Administrators. This is similar to an event log and can be further filtered using the Start Date, End Date, Sysadmin User and you can also choose for the report to show you the User Location (includes the IP Address, City and Country of the user).

User Log

This report will show you all the changes done in the system by the users. This is similar to an event log and can be further filtered using the Start Date, End Date, User Status, Group (includes account codes, data files,request, orders, etc), Criteria that can be typed in and you can also choose for the report to show you the User Location (includes the IP Address, City and Country of the user).

Archive Log

The system will update the details on the 1st of Jan each year and will archive the logs for the past year automatically. You can search for details based on the criteria's as shown below.

A report based on the criteria's selected can be seen as below.