Profiles

NES was established to enable interoperability of procurement data between users of the Universal Business Language (UBL). The essence of interoperability in electronic procurement is to agree on, and define a common set of rules related to both the business process and the content of the electronic messages. NES does this through its Profiles.

NES has defined 8 different Profiles:

Profile 1 – Catalogue Only
Description

This profile describes a process comprising only an electronic Catalogue. It allows a Supplier (or third party acting on a Supplier´s behalf — Provider) to send a Catalogue to a Customer (or third party acting on a Customer´s behalf — Receiver) describing Items (goods or services) available for purchase.

This profile allows the Catalogue document to update an existing Catalogue by replacing entire Catalogue Lines. In this case, the Catalogue document will contain only the Catalogue Lines that are to be added, deleted and/or updated. To facilitate this usage, the Catalogue Line contains an action code describing how the recipient should process the Catalogue Line.

Note: if updates of Item specification and Item pricing information are required in isolation from each other, refer to NES Profile 2.

If a contract between the Customer and the Supplier exists, its terms overrule those stated in the Catalogue.

This process is intended to result in acceptance or rejection of the Catalogue in full by the use of a business level Application Response.

Specification htm
Document pdf
Guidelines & Validation Tools link
Profile 2 – Catalogue with Updates
Description

This profile describes a process comprising an electronic Catalogue, Catalogue Item Specification Update and Catalogue Pricing Update. It allows a Supplier (or third party acting on a Supplier´s behalf — Provider) to send a Customer (or third party acting on a Customer´s behalf — Receiver) a Catalogue describing Items (goods or services) available for purchase.

This profile allows the Catalogue document to update an existing Catalogue by replacing entire Catalogue Lines. In this case, the Catalogue document will contain only the Catalogue Lines that are to be added, deleted and/or updated. To facilitate this usage, the Catalogue Line contains an action code describing how the recipient should process the Catalogue Line.

This profile specifically allows only Item specifications (not prices) to be updated in isolation via a Catalogue Item Specification Update document and prices (not Item specifications) to by updated in isolation via a Catalogue Pricing Update document.

If a contract between the Customer and the Supplier exists, its terms overrule those stated in the Catalogue.

Note: the update of an Item specification and price requires a Catalogue document with an ‘update´ action code on the relevant Catalogue Line.

This process is intended to result in acceptance or rejection of the Catalogue or Catalogue update document in full by the use of a business level Application Response.

Specification htm
Document pdf
Guidelines & Validation Tools link
Profile 3 – Basic Order Only
Description

This profile describes a process comprising only an electronic (purchase) Order. It allows for electronic ordering of goods and services/services that are non-standard or not easily described in catalogues.

The Order may refer to a framework agreement for its terms and conditions; otherwise the Customer’s terms and conditions apply.

The Order may contain Items (goods or services) with Item identifiers and Items with free text description. Because of this, the internal processes for transaction handling at the Supplier are expected to require manual intervention.

This process is intended to result in acceptance or rejection of the Order, but such responses are external e.g. by phone or email.

This profile can be used with no or little integration to ERP systems.

Specification htm
Document pdf
Guidelines & Validation Tools link
Profile 4 – Basic Invoice Only
Description

This profile describes a process comprising only an electronic Invoice. It is intended for situations where invoicing is electronic but where matching of the Invoice to other electronic documents may not be practicable. The Invoice is a self-contained document with respect to commercial and fiscal requirements.

It is not a primary objective of this profile to facilitate automatic order matching and/or cost allocation; the profile assumes limited or no procurement data content and limited or no aligned and synchronized identifiers in the system to match the transaction.

This profile can be used with no or little integration to ERP systems. It may be introduced with minimal advance exchange agreement if coding schemes are not used.

This profile may cover Invoice factoring arrangements.

Specification htm
Document pdf
Guidelines & Validation Tools link
Profile 5 – Basic Billing
Description

This profile describes a process comprising an electronic Invoice and, potentially, an electronic Credit note. It is intended for situations where invoicing is electronic but where matching of the Invoice to other electronic documents may not be practicable. The Invoice and Credit Note are self-contained documents with respect to commercial and fiscal requirements.

Billing anomalies are resolved by the issuing of a Credit Note and/or a subsequent Invoice.

It is not a primary objective of this profile to facilitate automatic Order matching and/or cost allocation; the profile assumes limited or no procurement data content and limited or no aligned and synchronized identifiers in the system to match the transaction.

Large parts of the Invoice may be expressed as text rather than identifiers and codes e.g. the Invoice may contain Items (goods or services) with Item identifiers and Items with free text description.

This profile can be used with no or little integration to ERP systems. It may be introduced with minimal advance exchange agreement if coding schemes are not used.

This profile may cover Invoice factoring arrangements.

Specification – Invoice htm
Specification – Credit Note htm
Document pdf
Guidelines & Validation Tools link
Profile 6 – Basic Procurement
Description

This profile describes a process comprising an electronic (purchase) Order, an electronic Order Response Simple, an electronic Invoice and, potentially, an electronic Credit Note. Billing anomalies are resolved by the issuing of a Credit Note and/or a subsequent Invoice.

The Order may refer to a framework agreement for its terms and conditions; otherwise the Customer´s terms and conditions apply.

The Order may contain Items (goods or services) with Item identifiers and Items with free text description. Acceptance or rejection of the Order in full is communicated by the Supplier to the Customer in an Order Response Simple.

Following purchase and delivery, the Supplier sends the Customer an Invoice that makes reference to the original Order.

This profile may cover Invoice factoring arrangements.

Invoice errors may be resolved by way of a Credit Note and/or a supplementary Invoice.

Specification – Order htm
Specification – Order Response Simple htm
Specification – Invoice htm
Specification – Credit Note htm
Document pdf
Guidelines & Validation Tools link
Profile 7 – Simple Procurement
Description

This profile describes a process comprising an electronic (purchase) Order, an electronic Order Response Simple, an electronic Invoice, an electronic Application Response and, potentially, an electronic Credit Note. Billing anomalies are resolved by the issuing of a Credit Note or a subsequent Invoice.

The Order may refer to a framework agreement for its terms and conditions; otherwise the Customer´s terms and conditions apply.

The Order may contain Items (goods or services) with Item identifiers and Items with free text description. Acceptance or rejection of the Order in full is communicated by the Supplier to the Customer in an Order Response Simple.

Following purchase and delivery, the Supplier sends the Customer an Invoice that makes reference to the original Order. Rejection of the Invoice is communicated by the Customer to the Supplier in a business level Application Response.

This profile may cover Invoice factoring arrangements.

Invoice errors may be resolved by way of a Credit Note and/or a supplementary Invoice.

Specification – Order htm
Specification – Order Response Simple htm
Specification – Invoice htm
Specification – Application Response htm
Specification – Credit Note htm
Document pdf
Guidelines & Validation Tools link
Profile 8 – Basic Billing with Dispute Response
Description

This profile describes a process comprising an electronic Invoice and, potentially, an electronic Application Response and an electronic Credit note. It is intended for situations where invoicing is electronic but where matching of the Invoice to other electronic documents may not be practicable. The Invoice and Credit Note are self-contained documents with respect to commercial and fiscal requirements.

In this profile, Application Response is a business level response used only to notify a disputed Invoice or Credit Note.

It is not a primary objective of this profile to facilitate automatic Order matching and/or cost allocation; the profile assumes limited or no procurement data content and limited or no aligned and synchronized identifiers in the system to match the transaction.

Large parts of the Invoice may be expressed as text rather than identifiers and codes e.g. the Invoice may contain Items (goods or services) with Item identifiers and Items with free text description.

This profile can be used with no or little integration to ERP systems. It may be introduced with minimal advance exchange agreement if coding schemes are not used.

This profile may cover Invoice factoring arrangements.

Specification – Invoice htm
Specification – Application Response htm
Specification – Credit Note htm
Document pdf
Guidelines & Validation Tools link


See the Profile Overview document for more details.

The full set of the current versions of the Profile Definitions may also be downloaded as a zip-file.

The NES profiles are describing business processes and scenarios based on a common application of UBL applicable for both domestic and cross border trade. Each profile documents a context specific use of the UBL constrained by business rules and recommendation for the use of the relevant UBL documents.

As well as, initially, restricting the number of documents used, NES restricts document content in terms of elements and the cardinality of elements. NES contains restricted views of the UBL Common Library and the UBL documents listed above (the NES Common Library and NES document libraries). From these libraries, generic documents are derived e.g. the NES Generic Invoice. These generic documents are further restricted for particular business process contexts.

These contexts or ‘profiles’ describe design-time rules for documents within processes e.g. in the Basic Procurement profile, an Order is always followed by an Order Response Simple.

The profiles also contain scenarios, describing run-time restrictions e.g. in the Basic Procurement profile, Invoice errors can be resolved by the issue of a supplementary Invoice or a Credit Note, depending on whether the error is an overcharge or an undercharge.

Compliance to NES is measured against one or more of the NES profiles. Any party claiming conformance to a NES profile is expected to:

  • Support all of the functions and business rules described for that profile
  • Be able to send and receive all of the messages defined by the profile
  • Be able to understand all of the elements, mandatory or optional, in the Profiled Message Definitions