eGov 3.09 / BASDA 3.09 Check list

Introduction

The purpose of this page is to provide enable an online shop to decide whether they can or should implement eGov/BASDA 3.09 to enable an integrated shopping experience with FMS. 

Web site

Suppliers would need to be able to change their web site to enable a logged in user for a school to 'check out to eGov 3.09' or 'FMS'.  In essence this would require that the site saved the basket and could provide it when asked in the eGov format.

This has many advantages to the shop because the website will typically offer the correct and current prices for goods for that particular user when compared to a static catalogue.

Interface

In addition to their existing interface the shop would need to implement the eGov/BASDA  3.09 SOAP service. The main functions of which are:

• Get Index (List of documents)
• Get Document (basket, invoice, credit note)
• Post Order

Please note that this is somebody else's standard and it isn't PPG's prerogative to change it. As such it is theoretically possible to implement this without our help, however the tools available to TIs for this purpose and guidance from PPG make the journey far simpler. 

Back end order processing

Once schools download a basket, it will create an unauthorised order in FMS.  This order can then be amended:

• Quantities changed
• Lines removed

but can't introduce anything new.  For example the basket had 100 footballs at £30 each.

The receiving system might get an order for 1 football at £30 or 200 footballs at £30 or it may never receive the order. The receiving system needs to decide whether to accept the amended order at the prices offered or to reject it. If it rejects it then it could send an updated basket for approval. The order could be placed perhaps a year after the basket was imported which would require the same acceptance logic to be applied.  PPG cannot advise on the detail of the acceptance algorithm but the system in principle should accept baskets returned without change as orders within 7-28 days of the basket being saved as the 'happy path'.

Invoices

It is optional whether the shop offers download of invoices/credit notes but if it does, these invoices can only apply to goods ordered via eGov 3.09.  The usual issue with invoices is one of timing.  Many schools will ask for paper copies of invoices.  Many systems are efficient at sending these out.  The problem arises if the school receives the paper invoice and keys it before subsequently downloading the invoice via FMS from the web site because it will get confused.  Suppliers have previously put warnings on to the invoices - This invoice is available electronically please download in FMS and please do not enter manually.  Other strategies would be to save paper or to provide the invoices in batches after a suitable delay or a mixture of approaches.

Recommendation

'Shops' considering offering this service for FMS customers receive the many benefits of accurate pricing on orders.  For new providers we would:

• Recommend signing up as technical integrators and licensing our assistance tools.
• Getting access to a copy of FMS (Chargeable)
• Getting access to development support
• [Optional: Having a consultancy session]