Contents

• 1 Introduction
• 2 Invoice Automation
  • 2.1 Enhanced control over invoice coding editing for business users
  • 2.2 France specific removal reasons
• 3 Match Orders
  • 3.1 Append invoice history with full PO details used when searching association candidates
  • 3.2 Enable changing invoice type for matched invoices
  • 3.3 Exact match indicator for invoice lines and purchase orders
  • 3.4 User can now match an invoice with deleted purchase order items
• 4 Purchase
  • 4.1 Goods receiving for release orders

2.1 Enhanced control over invoice coding editing for business users

Module(s): Invoice Automation
Feature ID: AP-339
Release: AP Automation and Procurement 25.1

Now it is possible to restrict which business users can add, delete, or edit invoice coding rows in Tasks and Documents for invoices assigned to them. A new user right “Edit coding data” has been introduced to manage these permissions.

By default, all business users with the existing “Review invoices”, “Approve invoices”, “Perform invoice row approval”, “Perform invoice additional approval”, or “Manage invoices in order matching” user rights will automatically get the new “Edit coding data” user right.  To prevent specific business users from adding, deleting, or editing invoice coding rows in Tasks and Documents, go to P2P Administration and manually remove the new user right from those users.

It is also possible to prevent all business users from adding, deleting, or editing invoice coding rows within a specific activity. There is a new activity-level parameter “Prevent editing coding data” has been introduced to implement this restriction in the invoice process configuration. This parameter can be configured for various activities in the invoice process, such as header approval, row approval, and admin approval. When this new activity-level parameter is enabled for a specific activity, business users cannot add, delete, or edit invoice coding rows in Tasks and Documents in that activity. This restriction applies even if the user has the new “Edit coding data” user right. The new activity-level parameter is not enabled by default. If you want to take the new activity-level parameter in use, please contact your Basware consultant or Basware Support.

It is important to note that the new user right and the new activity-level parameter do not impact the Recipient and Next approver columns in coding. These columns remain editable in the business user’s own coding rows, enabling the users to forward their tasks to a new recipient if needed. Additionally, the Next approver column remains editable in header level activities. Both of these new enhancements ensure that only specific business users can manage invoice coding, and only within the specific activities in the invoice process. This improves the quality of invoice coding and saves time, as AP clerks and other users no longer need to spend time correcting coding errors.

2.2 France specific removal reasons

Module(s): Invoice Automation
Feature ID: AP-445
Release: AP Automation and Procurement 25.1

Fifteen new invoice removal reasons have been added to comply with the French e-invoicing mandate. 

The France e-invoicing mandate, effective in 2026, requires domestic invoices to be pre-registered with the local e-invoicing platform, Portail Public de Facturation (PPF), before issuance. Additionally, buyers must report invoice lifecycle statuses to both suppliers and the PPF. The lifecycle statuses are generic and already supported by Basware AP Automation. However, a new required feature is the ability to provide invoice removal/refusal reasons according to the official French specifications.

In Basware AP Automation, the user selects the appropriate removal reason from a drop-down menu. Basware e-Invoice Receiving France extension will automatically map the selected removal reason to a specific code and include it in the mandated lifecycle message sent to the PPF. For more information, see https://www.basware.com/en/compliance-map/france.

Users with the “Manage removal reasons” user right can configure the removal reasons in Data management, in the Invoice removal reasons section. The new reasons are inactive by default but they can be activated as needed, even if compliance with the French e-invoicing mandate is not required.

The new reasons are:

• Incorrect VAT 
• Error in bank details 
• Creditor unknown or different from contract/order
• Incorrect recipient 
• Incorrect validator
• Invoice not compliant with order
• Supporting documentation missing or insufficient
• Not compliant with delivery/non-delivery
• Contract ended 
• Incorrect invoice amount
• Supplier unknown
• Invoice processed elsewhere (Reserved for B2G)
• Payment not received or payment canceled
• Reason other than incorrect validator
• Other: contact your buyer

3.1 Append invoice history with full PO details used when searching association candidates

Module(s): Match Orders
Feature ID: AP-936
Release: AP Automation and Procurement 25.1

Users can now view the effective fields that have been used to find a matching purchase order for an invoice. The fields listed in the invoice history depend on the fields selected as effective in the primary search for matching. This enhancement is in use automatically. 

3.2 Enable changing invoice type for matched invoices

Module(s): Match Orders
Feature ID: AP-1404
Release: AP Automation and Procurement 25.1

When processing invoices in AP Pro, users sometimes need to modify the invoice type. Previously, the invoice type field was locked for matched invoices in the manual matching view. To change the invoice type, users had to move the invoice outside the manual matching activity before making edits.

Now, to streamline invoice processing, the invoice type field is editable at all times. AP clerks can edit the invoice type during manual matching, even if the invoice has already been associated

To change invoice type, the user must have the user right “Change invoice type or organization for invoices in process”.

3.3 Exact match indicator for invoice lines and purchase orders

Module(s): Match Orders
Feature ID: AP-159
Release: AP Automation and Procurement 25.1

Invoice line details that exactly match the corresponding purchase order are now highlighted with a green “100%” indicator. The data comparison includes the following invoice fields: order number, product code, order line number, and delivery note number.

This feature is in use automatically.

3.4 User can now match an invoice with deleted purchase order items

Module(s): Match Orders
Feature ID: AP-1390
Release: AP Automation and Procurement 25.1

It is now possible to enable matching an invoice with an order line or a goods receipt, even if it has been marked as deleted. When enabled, this allows cost allocation from a purchase order to both the original invoice and its offsetting credit memo. Additionally, order lines and goods receipts originating outside Basware can now be marked as deleted, even if they have already been matched in AP Automation. This enhancement streamlines the invoice process.

This option is not enabled by default. and the system works as before, preventing users from matching an invoice with a deleted order line or goods receipt. If a user tries this, the system displays an error message: “Review required due to canceled order lines or goods receipts.” As a result, the invoice will not be linked to the purchase order. 

When matching with deleted purchase order lines or goods receipts is enabled, the system allows the connection between an invoice and the purchase order. In this case, users receive a warning instead of an error.

This feature requires separate activation. To activate it, please contact your Basware consultant or Basware Support.

4.1 Goods receiving for release orders

Module(s): Purchase
Feature ID: ALUSTA-114432
Release: AP Automation and Procurement 25.1

It is now possible to set a blanket order that has release orders to require goods receiving. When goods receiving is required for a release order, a receiving task is generated for the receivers for each release order.