Basware Purchase-to-Pay 19.3 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 19.3 and its maintenance releases.

2 Procurement

2.1 Enhanced validation messages in Purchase in Edge

Module(s): Purchase
Feature ID: ALUSTA-28613
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

Field validation has been redone in Edge Purchase and the usability of purchase document editing is now significantly increased. Missing mandatory data, rules, and advanced validation are done in a systematic manner. A requisition opened in the finalize state is automatically validated.

2.2 Good receipts document details view to Purchase Professional Tools

Module(s): Purchase
Feature ID: ALUSTA-48764
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

Reversing of goods receipts was previously available to Edge personal users only. Now also professional users can reverse goods receipts in Purchase Professional Tools.

2.3 Professional user’s exception handling actions and action to manage pending approval tasks in purchase requisition details view in Edge

Module(s): Purchase
Feature ID: ALUSTA-38129
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

Now, a professional buyer can edit and fix issues of purchase requisitions that are in the exception state. Also, a professional buyer can skip a pending approval task from the task panel of purchase requisition header details in Purchase Professional Tools. Skipping an approval task requires that the user has the “Skip approval task” right and that skipping the task does not exceed the defined limit for the user.

2.4 Professional user’s finalize actions in purchase requisition details view in Edge

Module(s): Purchase
Feature ID: ALUSTA-38130
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

Starting from this release, a professional buyer can manage purchase requisitions that are in the finalize state in Purchase Professional Tools. The professional buyer can also edit all purchase requisitions that are in the finalize state. The user can perform the needed action to get the purchase requisition onward in the workflow. This functionality is available to all users with the “Use Purchase Professional Tools” user right.

2.5 Purchase requisition’s line-level setting “Receive goods automatically” in Edge

Module(s): Purchase
Feature ID: ALUSTA-15239
Release: P2P 19.3
Feature Implementation: Basware consultant work is needed

Now it is possible to set at the purchase requisition’s line level that a line will be automatically received. To take the setting into use, the Receive automatically field needs to be configured visible in the purchase requisition’s Line details for Edge. By default, the field is not visible.

The new Receive automatically field can also be added to Edge free-text forms.

If Receive automatically has been selected for a line, the user will have no task for goods receiving for this line. The line is automatically marked as received once the purchase requisition has been approved and the corresponding purchase order has been created. The goods receipt document will be created by the system.

2.6 Purpose and requisition owner visible in task list for purchasing tasks in Edge

Module(s): Purchase
Feature ID: ALUSTA-34797
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

The Edge task list has been enhanced so that users can easily see in the purchase requisition, purchase order, and goods receipt tasks whose requisition the task is for and what is the purpose of the requisition. Earlier, the document’s latest action was visible in the collapsed view on the task list. Now, the users can see the latest action in the expanded view of the task.

2.7 Self-service order in Edge

Module(s): Purchase
Feature ID: ALUSTA-50893
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

A setting is added for defining the recipient of the purchase order. This allows the purchase order to be sent only to the requisition owner if the requisition owner wants to walk to the market with the order or call the order details to the supplier.

Also, a setting is added for automatically attaching a purchase order PDF in XML orders. This allows suppliers using XML orders to see the P2P-generated purchase order PDF and the additional fields not currently included in XML orders nor supported in Portal.

2.8 Supplier address and ABN field available in Purchase documents’ supplier picker

Module(s): Purchase
Feature ID: ALUSTA-38608
Release: P2P 19.3
Feature Implementation: Basware consultant work is needed

With this new feature, requisitioners can see suppliers’ postal address and supplier-specific Australian business number when creating a purchase requisition. If the customer wants to start using this new functionality, a consultant must take the feature into use in the Configuration tool.

2.9 Supplier changes to a ”Received” XML order are not ignored

Module(s): Purchase
Feature ID: ALUSTA-48627
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

The support for supplier responses to XML orders has been enhanced so that if a user has marked some or all of the ordered items as received, the supplier’s change request or reject responses will not be ignored by the system.

If the supplier sends a change request to a received or a partly received XML order, the changes proposed by the supplier will be immediately updated to the purchase order document. The user must, however, reverse any goods receipts before the user can accept the proposed changes or reject the supplier’s counteroffer and cancel the order.

If the supplier rejects a received or a partly received XML order, the user must reverse any goods receipt documents before the order becomes rejected in the system and the user can acknowledge the rejection.

2.10 Manual budget view and selection in Purchase in Edge

Module(s): Purchase
Feature ID: ALUSTA-40084
Release: P2P 19.3
Feature Implementation: Customer can take into use

Edge now supports manual budgets. The user can select one budget from predefined budgets for a requisition in draft phase. Budgets have rules for allowed categories and suppliers - a requisition that does not follow the rules cannot be sent for approval. The budgets have coding values that will be set for the requisition once the budget has been selected.

2.11 Improved attachment handling in Purchase in Edge

Module(s): Purchase
Feature ID: ALUSTA-46921
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

Line attachments can now be seen and opened in the Attachments panel in Purchase.

 

2.12 Split coding and adjust split percentages in purchase orders in Edge

Module(s): Purchase
Feature ID: ALUSTA-44528
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

Edge now supports splitting coding and editing split percentages in purchase orders. The order header level shows the most important split in the Lines panel and all the details and advanced actions are done in order line details in the Coding panel.

2.13 Cancel purchase requisition in post-draft phases in Edge

Module(s): Purchase
Feature ID: ALUSTA-40951
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

Earlier, canceling a purchase requisition was possible in the draft and confirm phases only. The possibility to cancel a purchase requisition is now added also to later phases.

2.14 Enrich requisition on Edge document creation

Module(s): Purchase
Feature ID: ALUSTA-46335
Release: P2P 19.3
Feature Implementation: Basware consultant work is needed

In Edge, it is now possible to enrich the purchase requisition's header custom fields and existing coding data before sending the requisition to the approval process. After the "order now" (before sending to process) or "edit requisition" (before the draft phase) activities, data related to process selection or default coding can be updated using anyERP. If the update fails, the purchase requisition is moved to the draft phase without updates.

3 AP Automation

3.1 Automatic coding difference distribution

Module(s): Invoice Automation
Feature ID: ALUSTA-43882
Release: P2P 19.3
Feature Implementation: Basware consultant work is needed

The system can handle invoice coding differences automatically during the invoicing process, or users can manually fix invoice coding differences with the Fix coding difference action in the invoice’s coding panel.

  

The coding difference is fixed with the predefined difference settings in the coding templates. When the invoice’s coding difference is within the tolerance set in the coding template, the system will fix it. If it is out of tolerance, the difference will stay and the user will need to manually fix it.

Coding difference templates can also be inherited to sub-level organizations. Sub-level organizations will, however, always use their own difference template, if one exists.

3.2 More efficient coding

Module(s): Invoice Automation
Feature ID: ALUSTA-44947
Release: P2P 19.3
Feature Implementation: Feature is in use automatically

Invoice details layout is now enhanced to better support viewing the invoice image together with the coding.

Invoice image is now placed to the left in the panel of its own, allowing user to scroll the image separately.

Coding is placed to the bottom of the page taking the whole screen width enabling the user to view more at one glance.

Header data, Workflow, Discussions, Attachments, and Related documents can be found from the right.

In addition, the Coding panel’s height can be adjusted to view more or less coding data at time. This is very helpful for example when selecting multiple rows or comparing coding rows.

The user is now able to view more coding fields in the summary row in big screen sizes. The maximum number of columns to be shown is now 12.

The layout is responsive so that in smaller screen sizes, less columns are shown on the coding summary row. On a mobile phone, the different layout with less data is shown by default.

Tax sum and Net or Gross sum are always shown as standard fields on the right. The rest of the fields are shown according to the screen configuration order (column_index), so that as many of the first fields are shown as can fit to the screen size.