BASWARE AP PRO FREQUENTLY ASKED QUESTIONS


Index:

  1. What is the official name of AP Pro?
  2. What is Basware AP Pro?
  3. How is AP Pro different from the existing Basware AP solution?
  4. What are some the new features of AP Pro? 
  5. What do customers need to do to enable AP Pro?
  6. How can I navigate to AP Pro?
  7. What is the Activity center?
  8. What can I do with the grid in AP Pro?
  9. Can I use AP Pro and Workplace side-by-side?
  10. Can I personalize my view in AP Pro? Will my preferences be kept if I log out and log back in? 
  11. What web browsers does AP Pro support?
  12. Is accrual reporting supported in AP Pro?
  13. Are invoice lines supported in AP Pro?
  14. Is removal of invoice lines supported in AP Pro?
  15. Why don't the numbers in the overview panels always align with the total of all sub-statuses?
  16. Can I select multiple statuses, or does the invoice list only show the status that I selected most recently?
  17.  Can I search invoices that are in automatic processes? 
  18. Can I search for invoices by payment date?
  19. Is grouping the invoice list by icon supported in AP Pro?
  20. When I am searching invoices in the list, can I export the search results to Excel?
  21. Can I save and share search criteria? 
  22. Will the Overview page come to AP Pro?
  23. How can I easily clear many selected search criteria? 
  24. Can business users use the AP Pro manual order matching now that it is available for AP clerks?
  25.  Can I open an invoice image in a new tab or window? 
  26. What can I see in the Workflow tab of an invoice? Can you see who is the next recipient in the workflow? 
  27. Is the Workflow tab used for row approvals?
  28. How can I update invoice header fields for multiple invoices at the same time?
  29. When showing disputed invoices, I can only see invoices that are currently in dispute. How can I search for invoices, which have been disputed but are now resolved?
  30. Does Advanced Validation work in the same way as it does in Workplace?
  31. If I arrange the AP Pro grids in a specific way, are my preferences saved? And can I reset them to the original configuration?
  32. Does AP Pro support wildcard searches when using the grid filters? 
  33. How does AP Pro support Shared Service Centers?
  34. Can "Show only lines with exceptions" be enabled by default in configuration?
  35. Does AP Pro support manual matching? 
  36. Can I see invoice lines created by Best Fit in manual order matching? 
  37. Does AP Pro support service purchase orders? 
  38. From Manual matching, can I see which order was associated to the invoice and what values were used?
  39. Can you see other invoices associated to the purchase order in manual order matching?
  40. What information can you find in the Matching results? 
  41. How do I move an invoice with validation errors out of manual order matching?
  42. Can I access EXT tables in the new user interface?
  43.  Can I change the display order of the invoice history and comments? It currently displays the latest entry at the bottom.
  44.  Is there a link available between AP Pro and Workplace?
  45. Can I use AP Pro and Workplace side by side?


1. What is the official name of AP Pro?

It is "AP Pro".

2. What is Basware AP Pro?

Basware AP Pro is a new user interface for accounts payable professional users in the Basware Purchase-to-Pay solution. AP Pro represents the future of Accounts Payable and offers a great user experience for all our customers. Release 19.12 and the new interface were just the beginning and more great features are forthcoming over the next releases that will increase automation, drive touchless processing and improve exception handling.

3. How is AP Pro different from the existing Basware AP solution?

AP Pro offers a major improvement in user experience. It is much faster and easier to use, increasing performance of the invoice processing and deviation management process. AP Pro takes the user experience further as it is browser agnostic. The current Workplace user interface is based on the Microsoft Silverlight technology and it works only on the Internet Explorer browser and Microsoft will end support for the Silverlight in October 2021. AP Pro, in comparison, is based on HTML5 technology. It doesn’t require any plugins or apps and works on most of the modern browsers (like Google Chrome, Firefox, Safari, Microsoft Edge).

4. What are some the new features of AP Pro? 

AP Pro has been designed keeping professional users in mind, based on customer feedback and enhancement requests we have received over the last few years. The main objective of AP Pro is to enable users to be more efficient and perform their tasks much more quickly. It provides a uniform user experience for professional users and introduces a new, actionable dashboard with improved search functionality.

Key new features:

One-stop shop experience: AP Pro has a smart and powerful home page view offering a one-stop shop experience. Status graphs at the top of the page provide users with an overview of all pending invoices in the system and can immediately start working on relevant tasks. Users no longer need to navigate between different parts of the applications to access all their tasks. Having all invoices in one view makes invoice processing, especially deviation handling, faster than ever before. Users can now handle most of the invoice processing directly from the split views on this page. This saves time and effort compared to navigating back and forth between the invoice list and invoice details view. Users can also modify the user interface in many ways to fit their needs. Possibilities to customize the view are much more comprehensive in AP Pro than in Workplace.

New control state: User-specific settings are saved in a new control state, ensuring that users get their favorite view every time they log in.

Comprehensive searches: Invoice search has been enhanced in many ways in AP Pro. For example, there are many different date criteria available on quick search and there are more search criteria available in the advanced search than earlier. Users can also save searches making it easy to perform the same search next time.

Powerful invoice list: There is a major improvement on the invoice list grid. The invoice list is faster to use and also offers new capabilities like Pivoting and Pinning. Pivoting (similar to what is available in Microsoft Excel) allows users to display invoice data in a much more efficient manner and provides new insights to the data available. Invoice list filtering has also been improved. Quick filters allows easy filtering, and column filters provide possibility for multi-criteria filtering that was not possible in Workplace.

Support for PDF images: AP Pro fully supports PDF invoice images. This makes it easier to read, find and utilize the data in the images. For example, users can copy text from PDF images and find text from the PDF images. Users can even edit the PDF images in AP Pro in the receipt phase of the invoice process.

5. What do customers need to do to enable AP Pro?

Enabling AP Pro is very easy. There are two toggles ("EdgeApPro" and "DynamoDBControlState") that need to be enabled on the customer tenants. If you would like to enable AP Pro for your AP teams, contact your Customer Service Manager (CSM) or create a case in ServiceNow.

6. How can I navigate to AP Pro?

AP Pro has been added to our main navigation in Edge. Users who have access to both Edge personal and AP Pro will see a new section in the navigation bar called "Accounts Payable". You can easily navigate between the different modules using these sections: Home, Tasks, Accounts Payable, etc.

7. What is the Activity center?

The Activity center contains an overview of the batch actions you have performed on documents. You can view the results of all of your batch actions. If an action was not successful or not performed correctly, you can easily filter for the documents that need to be retried. The content of the activity center is user-specific. It is not possible to see batch actions that have been performed by other users.

8. What can I do with the grid in AP Pro?

The grid in AP Pro is very powerful and supports many ways of working. Standard functionalities exist such as organizing your columns, setting your personal favorite order of columns, hiding columns you don't need, or pinning key columns to the left or right of the grid so they are always in view. When working with the content, the grid supports sorting columns, filtering columns (even with blank values), grouping, and pivoting.

9. Can I use AP Pro and Workplace side-by-side?

Yes! In the 19.12 release we introduced multi-session support. For example, you can work on your invoice queue in AP Pro, and switch easily to Workplace to do updates to spend plans.

Note that AP Pro runs in modern web browsers (such as Chrome, Firefox, Safari, or the most recent Microsoft Edge) but Workplace requires Internet Explorer 11, so the two solutions must be run in two different browsers. The URL is different between AP Pro and Workplace, so you can easily bookmark these solutions in their proper browsers.

10. Can I personalize my view in AP Pro? Will my preferences be kept if I log out and log back in?

Yes, AP Pro remembers your basic settings, like column ordering and pinning. Actual search criteria are not remembered, such as a search on invoice number 1234. Your settings will even be kept after AP Pro is updated each month.

11. What web browsers does AP Pro support?

Any modern web browser can be used to access AP Pro.

12. Is accrual reporting supported in AP Pro?

Accrual reporting became available in AP Pro with the 20.11 release, and the functionality exceeds what we currently offer in Workplace. 

Accrual reporting is the first report in AP Pro that allows data extracts exceeding 5,000 coding rows. You can define the parameters for the accrual report, then AP Pro creates the report in the background. You don't need to wait for the report to be completed - AP Pro notifies you, and anyone else you want to notify, when it's ready for download.

13. Are invoice lines supported in AP Pro?

Invoices lines support is available in AP Pro (starting with release 20.4). Invoice handling, automatic order matching, and manual order matching can use the invoice line content. Starting with release 20.11, invoice lines also support expressions.

Also, business users (reviewers and approvers) can use invoice lines by enabling Tools for Power Users (available with release 20.11). These tools bring a desktop-like user experience for business users, who have many complicated tasks to perform. This is done by enabling our powerful invoice detail pages for these users. This feature also includes manual order matching for business users, removing their dependency on Workplace. 

Users can enable Tools for Power Users for themselves in User Settings, by selecting "Professional invoice details view."

14. Is removal of invoice lines supported in AP Pro?

Invoices line removal is available in AP Pro (starting with release 20.4).

15. Why don't the numbers in the overview panels always align with the total of all sub-statuses?

The large number to the left of the panel can differ from the total of all the sub-statuses to the right of the panel. The number to the left represents the total invoice documents. However, a single document can contain multiple sub-statuses, such as two row approval tasks with missing recipients. In that case, the invoice is counted twice in the list of sub-statuses.

In the displayed example, there a total of 141 invoice documents pending in the workflow. These documents contain a total of 145 sub-statuses. This is because some documents have multiple sub-statuses due to row level activities. 

16. Can I select multiple statuses, or does the invoice list only show the status that I selected most recently?

There are various ways to search with status. First, there are the quick links from the overview panel. All documents with the selected status will be displayed in the search results. You can recognize what search criteria is being used from the tags above the grid. The example below shows all invoices with the status "Workflow". The tag is displayed as "In workflow".

To extend your search to invoices in all statuses, you can remove the tag "In workflow" and click Search again. The result is now all invoices pending in P2P.

To search for two or more statuses, you can use Advanced search. From the Advanced search, you can select many different criteria. From the Status drop-down list, you can select multiple invoice statuses or status groups. For example, if you select Matching, you will search for all invoices with one of the following statuses: In manual order matching, Waiting for goods receipts, In manual spend plan matching.

17. Can I search invoices that are in automatic processes?

Yes, you can search for invoices that are pending in an automatic process. This search option is available in the Advanced search. You can select any of the defined automatic processes, such as In anyERP. In the Status field, you can find many automatic processing statuses.

Please note that you can't perform this search in combination with searches for invoices in other statuses. Therefore, it is not possible to search for invoices in an automatic process and invoices in some other status, like Workflow, at the same time. 

18. Can I search for invoices by payment date?

Yes, payment date available as a search criteria when you use Advanced search.

19. Is grouping the invoice list by icon supported in AP Pro?

Grouping by icon can be problematic, especially if you want to export the data afterward because you cannot export the icons themselves. To solve this issue, we have introduced the Notice column. This column contains the text that corresponds to the displayed icon. This new column can be used for grouping and exports.

20. When I am searching invoices in the list, can I export the search results to Excel?

Yes, you can export data to Excel from various lists in AP Pro. You can find this action from the 3 dots icon > Export to Excel. Other actions you can take are also found from this action list.

21. Can I save and share search criteria? 

You can save your search criteria from the advanced search dialog. By saving searches, you can easily repeat specific searches that you need regularly, such as searching for a specific cost center. These saved searches are currently for personal use only, and can't be shared with other users. We are gathering feedback from customers on the possibility of sharing saved searches. Please let your Basware consultant or Support team member know if you would like the ability to share saved searches. 

Please note that saved searches are not meant for extensive reporting. Search results are limited to 5000 rows. A separate development track is ongoing for reporting in AP Pro. Bigger report needs should not be done as a normal search, but instead should run in the background and deliver a downloadable file. We have introduced the first report like this in release 20.11, with our Accrual Reporting feature. 

22. Will the Overview page come to AP Pro?

No, the Overview page in its current format in Workplace will not exist in AP Pro. Instead, the panels at the top of AP Pro give you insight into the outstanding backlog. All graphs that were available in Workplace are now accessible from Analytics or can be created using a search in AP Pro.

23. How can I easily clear many selected search criteria? 

Currently, you need to remove the search tags one by one. We have a pending enhancement to enable "Remove all criteria" to address this need.

Alternatively, you can use one of the quick searches from the overview panel to instantly generate a new search with a single criteria.

24. Can business users use the AP Pro manual order matching now that it is available for AP clerks?

Yes! With release 20.11, we introduced Tools for Power Users. These tools bring a desktop-like user experience for business users, who have many complicated tasks to perform. Among many other improvements, we also support manual order matching for business users, removing their dependency on Workplace. 

Users can enable Tools for Power Users for themselves in User Settings, by selecting "Professional invoice details view."

25. Can I open an invoice image in a new tab or window? 

Yes, in AP Pro you can open the invoice in a new tab. You can then arrange your workspace as you like and see all the information you need about the invoice while you are processing it. The invoice image window will automatically update when you select the next invoice to work on.

26. What can I see in the Workflow tab of an invoice? Can you see who is the next recipient in the workflow?

The Workflow tab in the invoice shows the tasks that have been performed and the tasks to be performed next on the invoice. You can also edit the pending tasks from this tab.

In Workplace, this same functionality was known as Task Management.

27. Is the Workflow tab used for row approvals?

The Workflow tab contains all approvals for the invoice document. However, you can't maintain row approval tasks from this panel. Instead, you can edit row approval tasks by opening the invoice and editing the invoice coding rows.

28. How can I update invoice header fields for multiple invoices at the same time?

In AP Pro we have many batch actions available. In release 20.9 we introduced a batch action called "Update header data". With this action, you can update one or many invoice header fields for all the invoices you have selected at once time.


29. When showing disputed invoices, I can only see invoices that are currently in dispute. How can I search for invoices, which have been disputed but are now resolved?

It is only possible to search for disputed invoices if they are still in dispute. After the dispute is resolved, there is no active status to indicate that it was disputed. However, the History tab for any invoice will show if it was disputed and resolved in the past. 

30. Does Advanced Validation work in the same way as it does in Workplace?

Yes, AP Pro follows the same behavior for advanced validation that Workplace does.

31. If I arrange the AP Pro grids in a specific way, are my preferences saved? And can I reset them to the original configuration?

With the powerful grids in AP Pro, you can put grid columns in any order, hide columns, and pin columns to the left or right of the grid so they are always visible. When you make customizations, they are saved for you, and can be accessed even if you use AP Pro in a different browser, or after a version upgrade. 

It is also possible to reset the grids to the default configuration. From the user menu in the top right corner, click Restore default settings to remove your customizations. 

32. Does AP Pro support wildcard searches when using the grid filters? 

The filters in the AP Pro grid use a "like"-style filtering. Partial searches, like "ane", will return values such as "Jane" and "Kane". 

33. How does AP Pro support Shared Service Centers?

In 20.4, we introduced a feature called Workload Management in AP Pro. This feature enables organizations to distribute their invoice backlog across their AP workforce. More information about this feature can be found from our timeline card.

https://releases.basware.com/features?card=ALUSTA-64034

34. Can "Show only lines with exceptions" be enabled by default in configuration?

In AP Pro, we added support to reduce the number of lines available in the user interface based on matching validation errors. This is a user-specific setting, and it is saved in your configuration after you toggle it to on. Once you set your preference with the toggle, it is available for all documents. 

35. Does AP Pro support manual matching? 

Manual order matching is fully supported in AP Pro. Similar functionality as in Workplace are supported. All advanced matching features, such as unplanned additional cost matching and subsequent order matching, are supported. 

Manual spend plan matching is not yet supported. Basware recommends that you use the automatic routing functionality for spend plans to route failed spend plan invoices straight to workflow instead of going to manual spend plan matching first. If you have invoices in manual spend plan matching, there are these actions available: Request manual approval and Confirm (that includes force match).

36. Can I see invoice lines created by Best Fit in manual order matching?

Yes. Invoice lines are supported in AP Pro. The support is available for invoice lines created automatically or during the invoice import. Invoice lines that were generated by Best Fit have a different identifier than other invoice lines.

37. Does AP Pro support service purchase orders? 

Yes, service purchase orders are supported in manual order matching. Required details for service orders can be added to the user interface using screen configurations, if they are not already available.

38. From Manual matching, can I see which order was associated to the invoice and what values were used? 

Yes, you can see all associations from a section in the invoice called "Matching results".  Here you can see which associations have been made and what values were used during the association.

The "Matching results" contains all information about the association, including identified matching errors like failed price differences. The associations containing matching errors include an error icon. For invoices that contain many associations and errors you can also hide all successful associations. This helps you to only focus on the deviations. You can filter on deviations by selecting "Show only lines with exceptions". 

39. Can you see other invoices associated to the purchase order in manual order matching? 

Yes, from the purchase order search panel you can find all invoices associated to the purchase order. The Actions menu from purchase order search has a new action called "Associated documents". This opens a dialog with all invoices that are associated to the selected row.

40. What information can you find in the Matching results? 

Matching results contains information about all of the associations in order matching. Matching errors show if matching validation rules fail. Each validation rule can return an error message. It is possible to have both price and quantity differences on the same or another association.

41. How do I move an invoice with validation errors out of manual order matching?

In Workplace, we had a dedicated action for this called "Force Match". In AP Pro we combined the this action with the "Confirm" action. The Confirm action in AP Pro means that you completed your matching deviation handling activity and you want to move the invoice forward in the process. Based on the matching result, invoices can either go straight to "Ready for transfer" (no matching validation errors) or to Workflow due to matching validation errors. 

So, in AP Pro you don't need to select a separate action to launch the Workflow activity. You can just confirm your action on the invoice and the system will take care of the following steps in the invoice life cycle.

42. Can I access EXT tables in the new user interface? 

Yes. From our main navigation, you can access a module called Data Management. Here you will find various self-service configuration tools for Basware Purchase-to-Pay. You can access this section from the Gear icon > Data management.

One of the available sections within Data Management is called "Table maintenance". Here you can access the various EXT tables to be maintained for your processes. This feature is available as of release 20.9.

43. Can I change the display order of the invoice history and comments? It currently displays the latest entry at the bottom. 

In AP Pro we changed the order of entries in the History section of the invoice. We display the latest entries at the bottom of the panel and we navigate the user automatically to this part of the history. So, you always have the latest entry directly in view and you can scroll upwards to see earlier entries. The order of entries cannot be changed.

44. Is there a link available between AP Pro and Workplace? 

There is no link available. This is because AP Pro runs on HTML5, which requires a modern web browser and cannot be accessed with Internet Explorer 11. However, Workplace requires support for Silverlight, which is only available in Internet Explorer 11. Therefore, no direct hyperlink is possible. 

Basware P2P does support multi-session, if you need to access AP Pro and Workplace. This means that you can run AP Pro in one browser and Workplace in a second browser, side-by-side.

45. Can I use AP Pro and Workplace side by side?

We understand that it takes some time to get used to a new user interface and a new way of doing things (even if it is simpler and more efficient). So, to ensure that there are no disruptions to your operations, multi-session support has been introduced to allow users to work in Workplace and AP Pro side-by-side in different browsers. For example, your AP users can work on their invoice queue in AP Pro, and switch at any time to Workplace to make updates to spend plans.

WANT TO LEARN MORE ABOUT AP PRO? CONTACT OUR SUPPORT TEAM.