BASWARE HOLDINGS LIMITED

Basware ePayments

A card enabled prompt payment service enabling buyers to pay suppliers using virtual procurements cards. Providing enhanced VAT-compliant line level data for easy reconciliation of transactions using existing monthly card statements. The use of a master merchant means that suppliers do not have to accept procurement cards to receive payment.

Features

• Pay suppliers using virtual procurement card without issuing physical cards
• All the benefits of procurement cards including rebates and insurance
• Full line item level data (level 3 data)
• Enhanced data including finance codes etc on statement for reconciliation
• Reconcile payments using your existing card solution
• Line level VAT data for VAT reclaim
• Suppliers paid by Faster-Payments so don’t need to accept cards
• Suppliers paid using master merchant within 72 hours

Benefits

• No invoice processing
• Meet prompt payment guidelines
• Improved cash-flow for buyers and suppliers
• Improved cash-flow for buyers and suppliers
• Increase rebates
• Optimal efficiency – end-to-end electronic paperless process
• Process integration efficiencies without costly integration
• Seamless – no need to change processes
• Services of a master merchant means inclusion for SMEs

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at paul.newman@basware.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

763124983734227

Contact

Paul Newman
0845 603 2885
paul.newman@basware.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Procurement
  • Order management and orchestration

  Financial

  • Financial and Accounting Applications
  • Accounts Payable Applications
  • Accounts Receivable Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Basware ePayments is an extension to the Basware Marketplace service that enables payments to be made to suppliers using a virtual card. It has pre-built integration with solutions from vendors including: Oracle R12/Fusion, SAP ECC/S4H, Unit 4, Advanced Business Solutions, Proactis, Civica, Integra and Capita.
• Cloud deployment model: Public cloud
• Service constraints: We operate a rolling maintenance programme, with releases normally scheduled on monthly basis outside of core hours. The release schedule is designed to protect the live computing environment through the use of formal processes and procedures and to facilitate software and possibly hardware releases into the managed IT environment. The timing and activities of the planned maintenance will be in accordance with the schedule unless otherwise specifically agreed and will be carried out during non-core hours with release notes provided to nominated customer contacts.
• System requirements: User access via a supported browser (TLS 1.2 or higher)

User support

• Email or online ticketing support: Yes
• Support response times: Within 1 hour during normal business hours Monday to Friday, excluding Bank Holiday and weekends.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: ServiceNow test the accessibility of their products using the assistive technologies JAWS, NVDA, and VoiceOver.
• Onsite support: Yes, at extra cost
• Support levels: Basware offers two elements of post go live services to its customers in the areas of Service Desk and Customer Service Management. The Service Desk provides a channel of communication, information, and resolutions to customers in connection with assistance for unplanned interruptions to a Service or a reduction in the quality of a service or requests for a task or action to be performed or information be provided. The service operates several different service levels which:; ; 1) Determine the response times dependent on severity of the incident raised; ; 2) Support targets for the levels of marketplace availability; ; 3) Assist in the management of interruptions to service for planned maintenance and upgrade.; ; Designated Customer Service Managers work with our customers to understand their business strategy and development plans to assist the customer in realising the business value from their solution and Basware experience. The CSM will work with the customer to understand their processes, internal key performance indicators including driving supplier adoption. The CSM will also build the improvement roadmap in collaboration with the customer and support the customer with incident escalation via the service desk where required.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: Here are four distinct phases to the implementation of the Basware Marketplace:; (1) The project Start-up, working with Basware consultants this phase will lay the foundations for a successful implementation.; (2) The Build phase then includes delivering the technical integration and organisation readiness activities needed to utilise the system.; (3) Following the build comes a Launch and Run phase where the customer organisation goes ‘live’ with the system and shifts from pure project to an operational setting and eventually full business as usual and,; (4) Finally Advance which transitions from delivery of phase 1 of the solution back in to iterative cycles of Build and Launch to deliver additional functionality, process, content and/or users across the organisation until the projects objectives are met.; These project phases are supported by the Project Management, Senior project sponsorship and Stakeholder engagement activities that are critical to the project’s success.; On-site training is provided during the build phase on a train-the-trainer basis and the implementation and operations are fully supported with additional material such as online documentation training videos.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: As it is an entirely managed service it is simply a matter of ceasing access to the service and ensuring that all client owned information is returned to them. This is part of the service provided. If the service is terminated then all business documents and associated metadata held within the Customer's systems can be exported using the application's export functionality by the Customer. Metadata will be in human readable format.
• End-of-contract process: On completion of the call off, we can simply cease the services and the processes for doing so are clearly articulated within the arrangement. As it is an entirely managed service it is simply a matter of ceasing access to the service and ensuring that all client owned information is returned to them. All confidentialities relating to the services are maintained indefinitely as part of the arrangement.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Many pages are optimised for screen size and touch.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The service interface is accessible either via direct login or via Punch-Out. The service interface provides access to both the procurement and system administration tools. System administration tools are only accessible via direct login. The system functionality available to each user is determined by their role. The role for each user is determined by the system administrators. When accessing the solution via Punch-Out, the system administrators can also determine which procurement functions are available to their end users as well as the catalogues and content that they have access to.
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Internal testing using tools to verify the level of compliance with WCAG standards.
• API: Yes
• What users can and can't do using the API: There are two principle APIs for the service:; 1) Punch-out API. This is an API that enables customers to access the system from their own ERP/P2P system. It supports industry standard punch-out mechanisms including cXML, Oracle OAG XML and OCI. Once they have accessed the system, the users are able to undertake various activities on the platform based upon their user role.; 2) Transaction Engine API. The transaction engine is a sophisticated and proven middleware platform that enables integration between customer and supplier systems for the transmission and receipt of transaction documents such as purchase orders and invoices. The transaction engine supports a wide variety of options and can be configured to interface with virtually any end system using various API types.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: Basware uses databases with sharding to separate customers over multiple database instances. Our platform is based on parallel micro services running over multiple virtual servers in the cloud. We also use queuing and batching for large tasks to reduce load issues. CPUs, memory and instances are all flexible in the cloud.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide monthly reporting to customers that includes:; - Service desk calls showing split by incident/request including priority; - Service desk performance (open/closed calls); - System availability; - Service desk availability; - Transaction volumes/values; - Spend analysis by commodity; - Supplier volumes; - Supplier status reports
• Reporting types:
  • Real-time dashboards
  • Regular reports
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: The service can be scheduled to export data and image files on a regular basis. Documents can be bulk uploaded in XLS, XML and CSV formats. Basware can support virtually any structured data format.The service will export individual transactions either grouped into a batch or as separate invoice sets (content, image & attachments). The latter is the more common method of transfer. These can be Zipped and signed as required.
• Data export formats:
  • CSV
  • Other
• Other data export formats: XML
• Data import formats:
  • CSV
  • Other
• Other data import formats: XML

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Service availability is 99.9% of time during a combination of Core and Non-core hours. Core Hours is classed as 0800 to 1800 Monday to Friday (excluding Bank Holidays) and Non-Core Hours is all other times.; Non-Core hours can be reduced by 12 hours per month for planned maintenance and 48 hours in the month of a major upgrade.; A service credit regime is included as part of the Service Level Agreement.
• Approach to resilience: Available on request
• Outage reporting: Email alerts

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Basware has documented logical access controls, for requesting and granting access rights to production systems and applications. Access is on a role-based model, approved by management. Access rights are removed from operating systems and applications immediately after termination/transfer of employment and specific notification from HR or supervisors. Access profiles defining roles based on user job functions are documented and used to restrict access. These follow the principle of least privilege. Root, Administrator and other privileged operating system level access to production system is restricted to authorised individuals. Operating system and applications are configured to enforce minimum requirements for password quality/expiration.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Basware’s UK services are operated under an ISO 27001 ISMS certified by a UKAS accredited certification body and a Cyber Essentials Plus certification.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: The Basware solution has been built to be managed by our customers and configuration changes would typically be carried out by the customer organisation. Basware's software as a service offering does not work on the approach that our customers are buying services from us for configuration changes. If Basware is required to make changes then a formal and documented change management process must be followed. Configuration changes are documented as change request tickets.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Systems are scanned for vulnerabilities at regular intervals. Customer production systems are scanned weekly. Customer and internal IT production systems are scanned internally with privileged system credentials for: hard-to-find vulnerabilities and configuration errors, installed software patches, and system configuration compliance against applicable benchmark standards. Risks are recorded in a risk register. The risk assessment includes business impact assessment, threat assessment, and vulnerability assessment. Risk management includes risk mitigation actions, risk avoidance, risk transfer, and risk acceptance in full or in part. Risk mitigation may include preventive, reactive, and corrective actions. Reactive and corrective actions are triggered by risk realisation.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: If production systems and business applications generate security events, for example both successful and failed instances of user logon and logoff, changes in privileges, such as user and access management, software changes and removal, system and application configuration changes, and significant system events. Create, read, update, and delete access on customer data is monitored. Exceptional access (outside of standard data flow) generates security events. Security events are transferred to a secure monitoring system as soon as events are generated and buffered locally to prevent event loss in case of break in communications with the secure monitoring system.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Production environments are monitored for incidents and failures and incident tickets are opened for anomalies. Monitoring includes internal and external performance. Production environment activity is monitored by reviewing most common system and application log events in weekly meetings. Event logs are collected and stored. A service level agreement (SLA) for service availability and performance is in place. Performance against the SLA is monitored, measured and reported to customers on a monthly basis including statistics on incident management.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: Yes
• Connected networks:
  • Public Services Network (PSN)
  • Police National Network (PNN)
  • Health and Social Care Network (HSCN)

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: A806870b-ae18-413f-a6e9-4899090dd958
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: Bdfe7d2a-1287-4a83-9890-1c4cf6250aff
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Other measures to provide equality of opportunity for disabled people and those with health conditions into employment, including becoming a Disability Confident employer and inclusion of supported businesses in the contract supply chain
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at paul.newman@basware.com. Tell them what format you need. It will help if you say what assistive technology you use.