Basware Purchase-to-Pay 16.2 - New Features



This document contains descriptions of new features in Basware Purchase-to-Pay 16.2.

AP Automation

2.1 Basic validation rule that forces purchase invoices to manual matching

Module(s): Match Orders
Feature ID: ALUSTA-5489

There is a new OM Category validation rule: Require Manual Activity. The rule can be used if the invoice requires additional manual review even if it has been associated already with automatic matching without exceptions.

2.2 Export Invoice & Payment Plan search results to CSV

Module(s): Invoice Automation
Feature ID: ALUSTA-5063

The Invoice and Payment plan document views support now the Export functionality to both MS Excel and CSV format.

By selecting the Export button in any of the search views in the Personal Mode or in any of the Invoice Administration or Payment Plan views in the Professional Mode, the user is presented with a dialog for inputting a file name to which to export the contents of the view and an option to export the search view data into a Excel (.xls) or comma separated values (CSV) formatted file.

2.3 Image enhancements

Module(s): Invoice Automation
Feature ID: ALUSTA-3033

Image viewing has been enhanced. Zooming is now possible with any device. Images are opened on a another tab.

2.4 Self-approve data from PO line to Matching

Module(s): Match Orders
Feature ID: ALUSTA-2984

If a purchase order line has been self-approved during the purchase requisition workflow, that information is taken into account in matching. Self-approved purchase order lines can be identified in matching. Based on that, specific actions, such as additional approval, can be addressed on invoices that are associated with self-approved purchase order lines.

2.5 Support for sealed coding rows setting

Module(s): Invoice Automation
Feature ID: ALUSTA-2608

Editability of coding rows has been enhanced to follow the coding row sealing setting defined in the Invoice Automation configuration. This setting determines if coding rows generated in automatic matching are editable during the workflow or not. 

2.6 Change invoice header data as a batch

Module(s): Invoice Automation
Feature ID: ALUSTA-1244

Updating header data has been enhanced by enabling it for a batch of invoices. With the Update Header Data action up to 2 000 invoices can now be updated at once. Earlier it was possible for a single invoice only. This function is available on the Received, Matching,Workflow, Transfer, and Search list pages.

2.7 Update supplier as a batch

Module(s): Match Plans
Feature ID: ALUSTA-915

Now a Professional Mode user can change the supplier of payment plans by using the Update Supplier action. The supplier of up to 2 000 payment plans can now be changed simultaneously. The action is available in the payment plan list view on the ReceivedWorkflowApproved and Search pages. Earlier, it was possible to change the supplier only in the payment plan details view.

Note! This action overwrites the payment plan’s currency with the new supplier’s default currency if the payment plan does not have any matched invoices. Therefore, we recommend using theReapproval Settings for the Supplier and Currency fields.

2.8 Match invoices from different suppliers to a single budget-based payment plan

Module(s): Match Plans
Feature ID: ALUSTA-842

Budget-based payment plans have been enhanced. It is now possible to match invoices from different suppliers to a single budget-based payment plan. The enhancement has an effect on the automatic payment plan matching as well as the manual payment plan matching. A Professional Mode user can enable this feature by leaving the supplier code field empty in a budget-based payment plan. Earlier, the supplier code field was mandatory data and it was only possible to match invoices from a single supplier.


3.1 Summary email notification to include GR tasks

Module(s): Purchase
Feature ID: ALUSTA-4002

Now, the needers can get an email notification about their open goods receipt tasks only when the task is created. This feature enables that the needers can see all their open receiving tasks in the daily summary email notification, if daily summary email notifications has been configured for the needers.

3.2 Exporting PR/PO/GR search results to Excel

Module(s): Purchase
Feature ID: ALUSTA-3196

Purchase document views support now the same Export to Excel functionality in the Search views as the Invoices and Payment Plans are supporting.

By selecting the Export button in any of the search views, the user is presented with a dialog for inputting a file name in which to export the contents of the view. In addition to the Microsoft Excel formatted .xls files, the user has also the option to export the search view data into a comma separated values (CSV) formatted file.

3.3 Manage cross-reference lists enhancements

Module(s): Purchase
Feature ID: ALUSTA-833
Related feature ID: ALUSTA-899

This feature extends the current cross-reference list function in Data Management > Purchase > Cross-references. Cross-references can now be imported from an Excel file, in addition to CSV files. The activation and deactivation of the cross-reference list is now done with buttons on the toolbar. It is possible to sort and filter source and target classification codes in the table. The keyboard usage has been enabled for basic functions: move, insert, and delete. The users can make changes in the user interface, and mandatory and duplicate values are validated. Cross-reference lists now have a clear preference order.

Link to the earlier self-service instruction

3.4 Free-text form lookup lists in Workplace

Module(s): Purchase
Feature ID: ALUSTA-753

Free-text forms can now be configured to include fields displayed as selectable lists for the Shop users. The lists can have interdependencies, that is they act as lookup lists. For example, the user can choose a Cost center from a list instead of typing in the value. The possible values in the following Project and Account fields are filtered accordingly. In this initial release, the support is limited only to the following Purchase requisitioning invoicing fields:

  1. Cost center (default)
  2. Project (default)
  3. Account (default)
  4. Business unit (additional dedicated)
  5. Profit center (additional dedicated)
  6. Budget (additional dedicated)

Only the following field dependency relationship for lists is supported:

Organization unit - Cost center - Business unit - Profit center - Project - Account.

Fields can be left out from the dependency hierarchy. For example, if Profit center is not used, Project can depend on the selected Business unit. The dependency hierarchy cannot be reversed. For example, Project cannot be dependent from Account.

3.5 Purchase Professional Tool: Basic PR, PO, and GR list & details views

Module(s): Purchase
Feature ID: ALUSTA-527

With the first version of the Purchase Professional Tools module, we introduce a good visibility of purchase documents within the organization's purchase process. A user with the professional buyer user rights can navigate to Purchase Professional Tools. On the tool, the user can use the basic search to find purchase documents, sort and filter the result set. The user can also drill down to a specific purchase document to view the details of the document. This way, the user gains a better understanding of the purchase related to the document.