Basware Purchase-to-Pay 18.9 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 18.9 and its maintenance releases.

2 Procurement

2.1 Create requisition to other organization in Edge

Module(s): Purchase
Feature ID: ALUSTA-348
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

Now the requisitioner can define to which organization purchase requisitions are created in Edge Purchasing. The user can set the organization from the organization selector in Purchasing. This feature can be used if the requisitioner has purchasing user rights granted to more than one organization.


2.2 Goods receipt data import

Module(s): Purchase
Feature ID: ALUSTA-18879
Release: P2P 18.9
Feature Implementation: Basware consultant work is needed

Now it is possible to import goods receipt documents to P2P Purchase. When orders are created in P2P, the P2P internal order number and line numbers are exported. It is possible to import the goods receipt document, with a unique receiving number, to that order (identified by P2P internal numbers), and receive lines without manual receiving in P2P Purchase. For instance, if the goods are delivered to a warehouse and receiving is done there, the receiving document can be imported to P2P and thereby execute the receiving task partly or fully. The receiving document is stored and can be searched for. After that the order data export sends out the corresponding external receiving and its external receiving number.

2.3 Marketplace as a new product type

Module(s): Purchase
Feature ID: ALUSTA-31029
Release: P2P 18.9
Feature Implementation: Feature is in use automatically


Items from Marketplace now have a separate product type visible in P2P. Also Analytics is now able to distinguish between Marketplace items and items from other external webshop. In the past, P2P has been treating Marketplace items like items from any other external webshop (that is the product type has been “External webshop product”). 

2.4 Task executing actions from Search Details

Module(s): Purchase
Feature ID: ALUSTA-41031
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

Now in Edge Documents > Purchase orders > order details view, it is possible to execute supplier tasks (XML response) and perform order approval. Now supplier rejection (XML response) will set the order directly to “supplier rejected” status, instead of “ordered”. The owner with the Manage own purchase orders user right only acknowledges the corresponding task in Edge details or cancels it in Workplace. With supplier confirmed (XML response), P2P Purchase no longer generates an info task in Workplace or Edge but the order gets confirmed. Still it can be canceled from Edge Order details or Workplace. In order details view, the order approver can execute the order approval task (approve, return, or forward) and also the owner can cancel the approval request.

2.5 Personal users’ line level purchase order actions and history in details view in Edge

Module(s): Purchase
Feature ID: ALUSTA-31959
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

Now in Edge Documents > Purchase orders > order detail view and order line details view, there are line actions (Add comment, Close line, Open line) that do not require editing. The owner or approver can add a line comment to a purchase order. If the owner has the Manage own purchase orders user right, the owner can close lines. Opening an own closed order line is possible, provided that the owner has a specific Open purchase orders or purchase order lines user right.

2.6 Copying purchase requisition in Edge

Module(s): Purchase
Feature ID: ALUSTA-19260
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

It is now possible to create a copy of a purchase requisition. The user does not have to start creating a requisition from scratch, if there is a need to create a similar requisition that has already been done earlier.

2.7 Deleting purchase requisition line in draft phase in Edge

Module(s): Purchase
Feature ID: ALUSTA-28563
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

It is possible to delete a purchase requisition line. There is a line level action Delete line in the Lines panel.

2.8 Review task with editing data on purchase requisition review phase in Edge

Module(s): Purchase
Feature ID: ALUSTA-5405
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

Review is a phase in purchase workflow where a person or persons can give advice whether a purchase requisition should be approved or not. There can be multiple review phases. The final decision about approving a requisition is however done by the approver. The review phase is now supported in Edge too.

3 AP Automation

3.1 Copy invoice

Module(s): Invoice Automation
Feature ID: ALUSTA-40577
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

In Edge personal, a user is able to copy an existing invoice for example as a basis for a payment request or credit note. The invoice can be copied as a debit or credit invoice.

3.2 Cross currency matching support

Module(s): Invoice Automation
Feature ID: ALUSTA-24197
Release: P2P 18.9
Feature Implementation: Basware consultant work is needed before customer can take into use

Order matching (automatic and manual) now supports matching an invoice with purchase orders in different currencies. The invoice currency is leading the matching process. This is required as the invoice needs to be processed in document currency. During the association and validation, a conversion of the purchase order values takes place with the existing exchange rates defined in Basware P2P. The calculated values are used during the association and validation process to have a correct and successful match performed. Currency conversions might cause inaccuracy in calculated values. The system can be now configured to allow small fluctuation between the invoice sum and the received sum to prevent unnecessary waiting goods receipt queue.  

For example, a purchase order can be created in United States Dollars (USD), but it is agreed that the supplier can send their invoices in Euros (EUR). The invoice sum is slightly higher, 488.72 EUR, than what is expected in the purchase order. The received sum is 550.00 USD (483.22 EUR). The system is configured to accept small differences between the invoice sum and the received sum. The invoice is matched automatically. The automatic process is stopped due to a price validation rule that failed.

The user is able to view all details of the failure in invoice currency. The expected value and the deviation are shown in the invoice currency even in a situation where the matched purchase order is having another currency. 

It is also possible to have a purchase order where one order line is having a different currency compared to the other purchase order lines. 

Activating cross currency matching benefits also matching in situations where the invoice and matched purchase orders are having equal currency. The absolute tolerance values set in bestfit recognition methods, price differences, and unplanned additional cost settings are then fixed in home currency of the configuration. The given absolute tolerance value is always converted, the tolerance value remains the same disregarding the invoice or purchase order currency. For example, if a price validation accepts 10 EUR difference, the system will convert the given value towards the invoice currency and ensure that the matched sum is not exceeding the allowed tolerance.

4 Analytics

4.1 Committed Spend: Web-edit Datasource

Module(s): Analytics
Feature ID: ALUSTA-41307
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

4.2 Tableau upgrade to 10.5.3

Module(s): Analytics
Feature ID: ALUSTA-39144
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

4.3 Committed Spend - Overview

Module(s): Analytics
Feature ID: ALUSTA-34625
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

4.4 Row level task users to be added to Coding row main data source

Module(s): Analytics
Feature ID: ALUSTA-30960
Release: P2P 18.9
Feature Implementation: Feature is in use automatically

The following fields have been added to InvoiceCodingRowMain data source in custom:

5 Platform

5.1 Access reason user interface

Module(s): P2P Admin
Feature ID: ALUSTA-36997
Release: P2P 18.9
Feature Implementation: Basware consultant work is needed

Basware personnel has limited access to customer data for providing support. SaaS Three customers may request Basware personnel to document the reason for each access. Now the documented reasons are made visible in the Basware P2P user interface, in user login history.

5.2 Basware users excluded from user selection lists

Module(s): P2P Admin
Feature ID: ALUSTA-36651
Release: P2P 18.9
Feature Implementation: Basware consultant work is needed

Selected members of Basware personnel have limited access to customer data for providing support. For some customers, these Basware users have been visible in user selection lists. Now Basware users are hidden from user selection lists for all customers.