Basware Purchase-to-Pay 23.8 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 23.8 and its maintenance releases.

2 Procurement

2.1 Agreement expiry email sent to multiple recipients

Module(s): Marketplace
Feature ID: ALUSTA-107221
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

Earlier, the agreement expiry notice was sent only to the creator of the agreement, 30 days before the agreement expired. Now the agreement expiry email can be sent also to the users on the approval list. This can be useful if, for example, the agreement creator is not working for that company anymore. All the users set in the approval schema will be notified 30 days before the agreement is going to be expired.

 

2.2 Enhancement to Award Quote dialog (Buyer side Quick Quote)

Module(s): Marketplace
Feature ID: ALUSTA-107220
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

Buyers are sometimes asked for a reason why a certain supplier was awarded for an RFQ. To make the decision fare, the buyers can now add a reason for awarding.

When awarding the supplier, a new selection list Reason for awarding is shown in the Award Quote dialog. The buyer can select one of the standard reasons or select Other reason to define their reason for awarding the supplier. Selecting a reason can be made mandatory by enabling the toggle Require reason for awarding in the Sourcing view. If the toggle is enabled the buyer needs to select a reason for awarding. Otherwise it is optional. 

Note: Enabling the toggle Require reason for awarding will not affect the requests that were created before it was enabled 

     

 

The buyer can now include attachments when sending email to the awarded supplier. Click Add attachments to add attachments of type PDF, DOC, XLS, or TXT, with a maximum size of 10MB.

 

                

 

Module(s): Marketplace
Feature ID: ALUSTA-107222
Release: P2P 23.8
Feature Implementation: Basware consultant work is needed

It is now possible to use the Federated (integrated) Search with Amazon for Business in Marketplace. When this feature is configured for your organization, the users can search items from Amazon Business catalog within the Marketplace catalog. When searching, the users can access a carousel bar with Amazon items, which becomes available when there are at least five catalog items. A maximum of 24 items from Amazon for Business can be available in the carousel bar. When users click Go to they are redirected to the item’s detail page in the Amazon for Business website. 

Note: This feature is available only for the customers that have enabled the Integrated Shopping Experience, and Amazon for Business has been configured for their organization. To get this feature enabled, contact Basware Support at https://basware.service-now.com/bw and Request a service. 

 

2.4 Add links to free-text form instructions

Module(s): Purchase
Feature ID: ALUSTA-103382
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

Now it is possible to add links to free-text form instructions. This allows, for example, providing links to policies or guidelines that are related to creating purchase requisitions.

The links can be added in Data management > Free-text forms, in the Form properties. The links will be visible together with the instructions when the user is filling in a free-text form.

2.5 Advanced search improvement: Line data sums to be displayed in list view

Module(s): Purchase
Feature ID: ALUSTA-102174
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

Earlier, if a user performed a line-level search in Advanced search, the sums shown in the results were header-level sums. Now the advanced search has been enhanced, and the sums shown in the line-level search are totals of the line.

2.6 GR import enhancements: other receiving types and reverse in anyERP

Module(s): Purchase
Feature ID: ALUSTA-98883
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

When importing a goods receipt with Basware API or anyERP to P2P Purchase, you can now select the receiving method through the purchase order line (Quantity/Net sum/Gross sum). The default method is Quantity.  Also, the anyERP import of goods receipts now supports reversing the receiving order. The reverse is stated with a negative value on the receiving method that is used for receiving.

2.7 Pinning tabs functionality for Purchase documents in Pro tools.

Module(s): Purchase
Feature ID: ALUSTA-105384
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

Professional users are now able to utilize the tab pinning feature. Once a tab is pinned, it assumes a read-only status, and any modifications or edits are restricted exclusively to the other tabs.

2.8 User should be able to hide the summary tab.

Module(s): Purchase
Feature ID: ALUSTA-105403
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

Professional users can now enjoy more screen space to view their documents without the distraction of the summary tab. This improvement aims to optimize the user experience, and enables a more streamlined and focused workflow.

 

2.9 User should be able to view and navigate to multiple documents.

Module(s): Purchase
Feature ID: ALUSTA-90279
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

Professional users can now effortlessly view multiple documents with just a single click! With this latest enhancement, related documents will automatically open in new tabs when accessed. This streamlines your workflow and provides a seamless browsing experience without the hassle of constantly navigating back and forth between documents. This also provides the convenience of simultaneous viewing.

3 AP Automation

3.1 Data Management - Export to Excel support for Data Maintenance tables

Module(s): Config Tool
Feature ID: ALUSTA-65792
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

Users can now export data from all tables in Data Management > Table maintenance to Excel. Export to Excel action is available to all users.

3.2 Selecting Organization is not mandatory when searching on Table maintenance

Module(s): Config Tool
Feature ID: ALUSTA-102780
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

Earlier, it was mandatory to select an organization when searching on the Data management > Table maintenance. Now it is no longer mandatory, users can search without entering any search criteria. A maximum of 1,000 rows can be shown at a time.

3.3 Advanced search and dimension based visibility for business users

Module(s): Invoice Automation
Feature ID: ALUSTA-97909
Release: P2P 23.8
Feature Implementation: Feature is in use automatically

The invoice searching capabilities have been significantly improved for business users in the professional view.

Advanced search is introduced to the Documents page for a more versatile invoice search. With the advanced search, users can use dedicated fields as search criteria. These may include value pickers, range inputs, and toggles. They can also target the search better for more precise results.

 

Users can save time and effort by saving their favorite searches for later use.

 

Another big improvement is the possibility to search for all invoices within a given dimension. Previously, users could only search for the invoices that they had completed a task for, or had a discussion on. Automatically matched invoices or other invoices of interest without a task or discussion to a user were not visible in the invoice search results. It is now possible to give the users visibility rights to view all invoices in a certain dimension or several dimensions with different values. For example, a cost center owner can search for all invoices in their cost center. A project manager can search for invoices in certain projects. A buyer can search for invoices where they are named as owners. This gives improved visibility into spend and reduces the need for business users to ask for the data from AP clerks.

Users who have been granted visibility to certain dimensions have two separate search modes in the advanced search. My search criteria is used for searching with the criteria that the user has been granted the visibility rights for. The second search criteria field (my criteria) determines which visibility dimension and values are used.

 

To search for invoices based on the visibility rules, the users must have the user right Search for invoices based on visibility rules. To define the rules, a user right Manage invoice visibility rules is needed. The visibility rules are defined in Data management > Invoice visibility rules. 

 

In Data management the business users can be granted visibility based on different header and coding row fields and all custom fields. Users can have many different fields as criteria and one criteria can have several values (max 200). For example, a user can have visibility to ten different cost centers and three different suppliers’ invoices. One organization can have up to 20,000 user-specific rules in total.

 

Before the user-specific rules can be set, the used criteria must be selected. There can be a maximum of ten criteria in one organization. The selected criteria are inherited to low level organizations to make the configuration easier. Please be careful not to select unnecessary criteria. 

3.4 Match with bestfit the rest of the invoice total after line level matching

Module(s): Match Orders
Feature ID: ALUSTA-93196
Release: P2P 23.8
Feature Implementation: Basware consultant work is needed

Automation level for purchase order based invoices gets one step forward. Earlier a user action was required when some invoice lines were automatically associated with a referenced purchase order but some lines were not. Now the the sum of the invoice lines that have not been automatically associated is calculated, and the correct order items are searched based on the sum instead of line details. This same functionality is used if none of the invoice lines can be associated.

This feature is automatically in use if automatic recognition methods are enabled for Match Orders, and if bypassing the invoice line details as the secondary matching option is allowed. 

To activate the automatic recognition methods for invoices where the lines cannot be associated with a purchase order yet, and to start enjoying from the benefits of this feature, please contact your Basware consultant or Basware Support.

4

4.1 SmartCoding module pre-training for coming changes

Module(s): Invoice Automation
Feature ID: ALUSTA-106595
Release: P2P 23.8
Feature Implementation: Basware consultant work is needed before customer can take into use

Basware SmartCoding is a machine learning based service that proposes dimension values based on how invoices were coded earlier.

Sometimes the values change, and there can be coding chart changes. Changes can be for example, a new account, cost center, tax, or project codes. Sometimes the cost center is fetched from the user information which can also change.

To put these changes into use on the expected day, we can train SmartCoding by giving it old and new values including the date that the changes occurred.

  1. When the customer knows that there will be data changes, they will request SmartCoding re-training with a Service now ticket, an example CSV file will then be provided to the customer so that mapping the old values to new ones can be done.
  2. When customer sends CSV file to Basware, it is uploaded by machine learning engineers to SmartCoding.
  3. The training data set is updated based on the CSV file.
  4. New values will be proposed to customer invoice coding.
  5. This work is done free of charge.

 

 

 

4.2 SmartCoding user rights

Module(s): Invoice Automation
Feature ID: ALUSTA-105848
Release: P2P 23.8
Feature Implementation: Customer can take into use

SmartCoding is a machine learning base service that propose invoice coding.

SmartCoding has its own settings and reports in Data Management. Earlier it was enough to have the right for “Manage coding templates” to see also the SmartCoding settings and reports. To enable restricting the access to the SmartCoding settings and reports, there are now two new user rights:

 

4.3 SmartPDF - Self-validation

Module(s): Invoice Automation
Feature ID: ALUSTA-106795
Release: P2P 23.8
Feature Implementation: Basware consultant work is needed before customer can take into use

The invoice origin service is used for identifying document types in Basware P2P.

There are multiple different services where invoices can come from. Now there is a new invoice service type, “SmartPDF - self-validation”.

Invoice origin service info can be used, for example, to search or sort invoices.

The invoice origin service can be set visible from the P2P screen configuration.