Basware Purchase-to-Pay 19.5 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 19.5 and its maintenance releases.

2 Procurement

2.1 Automatic task escalation after defined time period

Module(s): Purchase
Feature ID: ALUSTA-27855
Release: P2P 19.5
Feature Implementation: Basware consultant work is needed

Purchase-to-Pay now supports automatic forwarding for purchase requisition tasks. Consultants can configure this as a scheduled task at the tenant level. If a review or approve task stays with one person for longer than the defined number of days, it is automatically forwarded to that user’s default approver. If the user does not have a default approver set, it is forwarded to their supervisor. Depending on configuration, if the new task owner does not act on the task it either stays with them or is forwarded again, to their default approver or supervisor.

This functionality also works with anyERP configurations. In that case, the task is forwarded to the recipient resolver as defined by anyERP.

2.2 Edit own purchase orders in Purchase Professional Tools

Module(s): Purchase
Feature ID: ALUSTA-50733
Release: P2P 19.5
Feature Implementation: Feature is in use automatically

Previously, professional users who have the “Manage my own purchase orders” user right could not edit their own purchase orders in Purchase Professional Tools, but they needed to go to Edge personal’s Documents page to manage these documents. Now professional users can edit their own purchase orders in Purchase Professional Tools.

2.3 Guided purchasing in Purchasing > Search page

Module(s): Purchase
Feature ID: ALUSTA-48504
Release: P2P 19.5
Feature Implementation: Feature is in use automatically

Guided purchasing shortcuts are now available on the Purchasing Search page. Previously the shortcuts were only available to the user from the Home page. The same shortcuts are displayed on both the Home and Purchasing Search pages.

2.4 More timely triggering of goods receipt task notification emails

Module(s): Purchase
Feature ID: ALUSTA-9768
Release: P2P 19.5
Feature Implementation: Basware consultant work is needed

Earlier, goods receipt task notifications were sent to users starting on the day the purchase order was created. Now it is possible to delay the goods receipt task notifications. The notifications can be delayed a certain number of days, or until the Confirmed delivery date or Desired delivery date is reached.

2.5 Purchase Professional Tools' list view upgrade

Module(s): Purchase
Feature ID: ALUSTA-45489
Release: P2P 19.5
Feature Implementation: Feature is in use automatically

In Purchase Professional Tools, a user with the professional buyer’s user rights can view all the purchase documents in a single list. The list with all the purchase documents is available on the professional tools’ list view.

2.6 Purchase requisition external approval authorization

Module(s): Purchase
Feature ID: ALUSTA-48490
Release: P2P 19.5
Feature Implementation: Basware consultant work is needed

Now in Purchase Edge, it is possible to use anyERP external authorization together with Purchase’s approval right check. For instance, in addition to normal limits, some approvers can have exceptional limits based on given conditions. This means that when approving, depending on the settings, the system can check from anyERP if the approver has exceptional user right limits for approval. When approving, anyERP gets base rights’ check result and can allow the action or make an additional condition checking before allowing or rejecting approval. There is also a possibility to make a conditional confirmation request from anyERP before allowing or rejecting the approval.

2.7 anyERP returns a list of users when forwarding and changing approver

Module(s): Purchase
Feature ID: ALUSTA-51527
Release: P2P 19.5
Feature Implementation: Basware consultant work is needed

Now in Purchase Edge, it is possible to use anyERP to determine the list of approvers for a line or all lines when changing the approver and forwarding an approval task. This way, the listing can be case sensitive and based on the requisition data, instead of just listing all approvers having user rights in the organization.

3 AP Automation

3.1 Disable automatic invoice transfer - phase 1

Module(s): Invoice Automation
Feature ID: ALUSTA-11826
Release: P2P 19.5
Feature Implementation: Basware consultant work is needed

Now it is possible to temporarily stop automatic invoice transfer at the turn of the month.

Taking this new feature in use requires changes to the automatic transfer activity parameters in Configuration tool. There are two new parameters for the automatic transfer activity for configuring this new feature in use.

3.2 More descriptive error messages if approval from email fails

Module(s): Invoice Automation
Feature ID: ALUSTA-42499
Release: P2P 19.5
Feature Implementation: Feature is in use automatically

More descriptive error messages are now added to the email approval confirmation page. User is now able to see what caused the failure, if the invoice is locked or some data has to be edited or added first.

3.3 Waiting goods receipts when referenced order number or delivery note reference is not found

Module(s): Match Orders
Feature ID: ALUSTA-22468
Release: P2P 19.5
Feature Implementation: Basware consultant work is needed

Earlier, if the invoice contained a delivery note number reference but the goods receipt was not available for matching, the automation stopped and user activity was required. Now, the system is able to keep these invoices in the automation loop without user interaction. When this feature is active, the system keeps invoices in automatic matching with the “waiting for goods receipt” status for a pre-defined number of days. The system activates the waiting period when there are no purchase order items with the purchase order number and/or delivery note number referenced in the invoice. The same end result is possible for invoices with line details when the delivery note number is stored in the line details only and the information is used as a key parameter for pairing invoice lines and order items. 

To ensure that invoices with a short payment schedule are handled in time, this feature has an option to stop automation well before the invoice due date. Automation can be stopped if the requested delivery date is expired. When the waiting time is over, the automation stops and the invoice is moved forward according to the process configuration.  

When the invoice is in the waiting queue, the system can send a daily notification of a missing purchase order details to the reference person mentioned in the invoice, or to a named end user. The notification can be configured to start only close to the invoice due date in a way that when the invoice arrives, the automation keeps the invoice first in the “silent” waiting queue.

4 General

Module(s): Purchase
Feature ID: ALUSTA-41349
Release: P2P 19.5
Feature Implementation: Feature is in use automatically

It is now possible to provide custom external links for users on the Home page and Purchasing Search page. Users with the “Manage welcome pages” user right can configure the custom links and choose to display them on one or both pages. These links could direct users to purchasing policies, a company intranet, or other important resources outside of Basware P2P. When a user clicks the link, the configured URL opens in a new tab.