1 Introduction
This document contains descriptions of new features in Basware Purchase-to-Pay 24.12 and its maintenance releases.
2 Invoice Automation
2.1 Enhanced way to change the next recipient in professional view
Module(s): Invoice Automation
Feature ID: AP-335
Release: P2P 24.12
The process of changing the next recipient on invoice coding rows is now more user-friendly. Users can now directly edit the next recipient using a drop-down list, providing an easier and more intuitive way to make changes. Earlier, this action was only available from the coding row’s action menu.
This enhancement is in use automatically, it applies to the professional view in Tasks and Documents.
3 Marketplace
3.1 Enhanced Views interface
Module(s): Marketplace
Feature ID: ALUSTA-115083
Release: P2P 24.12
The Product Manager Admin now has a new user interface for the Views page.
When you click on Views in the Product Manager, the Views directory will open. The Views directory page includes the following:
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Create button: The Create button opens a dialog to create the view.
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Search section: The search section has a search bar to search the views with the Search button on the right. It also has the Type, Users, and Status filters. When the Show tax toggle is enabled, it shows all the views that have tax associated with the agreement.
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The Views section shows all the views created, sorted by relevance. The Views section shows the Name, Status, Updated, Agreement Count, User Count, Assignment Type, and Description columns. The split and details icons are shown on the right of the section. When the split icon is clicked, the Views page divides into two sections: the left side displays a list of views, while the right side shows the details of the selected view. When clicked, the details icon reveals the information about the view on the page. Clicking the arrow icon also splits the view section into a list of views and details of the view selected.
The View Detail page is also divided into two panels:
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On the left side, the header information of the view is shown. The admin has the ability to edit these details and publish them when the view is ready.
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The right section illustrates that the view is linked to various entities within the Marketplace, including agreements, lists, users, categories, checkout forms, and bundles. The functionality to add or update entities is the same as in the previous user interface. The newly introduced feature, Bundles, in version 24.12, is designed to integrate with the updated user interface of the views.
Clicking on the button located to the right of the Sort by option in the left panel will display the lists again while closing the detailed section. On clicking , the detail page of the selected view is shown.
3.2 Frequently ordered items
Module(s): Marketplace
Feature ID: ALUSTA-115076
Release: P2P 24.12
The Frequently Ordered Items feature on the Shop landing page showcases up to eight of the user’s most commonly ordered catalog items, streamlining the reordering process.
The items ordered at least three times within the last four months are included in the section. The items are organized based on their frequency and recency, with the most recent entries displayed at the top. When users click on an item, they are directed to the item detail page, where they can adjust the quantity and add items directly to their basket. This feature streamlines the shopping experience and minimizes the need for repeated searches.
Note: Only catalog items are supported for the Frequently Ordered Items section.
3.3 Multi-supplier bundles for buyers
Module(s): Marketplace
Feature ID: ALUSTA-115100
Release: P2P 24.12
Multi-supplier bundles for buyers offer a streamlined solution by combining products and services from various suppliers into a single, cohesive package tailored to meet buyers’ specific needs. It allows the Product Manager Admin to create bundles that combine products from various suppliers, enabling users (such as the IT department) to order multiple items from different suppliers in a single purchase requisition.
Multi-supplier bundles are available to customers that have the new Views user interface enabled. To enable the Views user interface, raise a request to Basware Customer Support.
When enabled, the Product Manager Admin will be able to see the bundles section in the view’s details.
Click the + icon to create the bundle. The bundle page is divided into three sections: basic information, component items, and item pool. Enter the basic information about the bundle item and save. Select the items and add them to the item pool by clicking them. Select the item link in the last section of the bundle page.
Note: The view must be published to see the items from the agreements when creating a bundle.
When the items are added to the pool, click the + icon next to the item to make it as the component item of the bundle.
Quantity, Type and the Required and Default checkboxes can be changed, while the other fields remain in view-only mode. Save the changes on the item and Commit and Publish the bundle.
When published, the bundle items are shown under the new item type Bundle in the search results. Clicking on the Add button or the Multi-supplier bundle link will open a modal that allows you to change the quantity of the bundle or add optional items to it.
4 Match Orders
4.1 Show matched and expected unit price in matching results
Module(s): Match Orders
Feature ID: AP-152
Release: P2P 24.12
Users can now easily compare the unit price between the invoice and the matched purchase order. When an invoice is matched with a goods receipt, the system shows the Expected unit price either from the purchase order line or the goods receipt depending on the system configuration. The Matched unit price is calculated based on the matched sum and quantity. These fields are visible by default for both professional and business users.
The view for professional users:
The view for business users in review, approval, and matching discrepancy task includes fewer details, and there is no option to hide the new columns.
4.2 Switch between creation date and delivery date in open PO report
Module(s): Match Orders
Feature ID: AP-186
Release: P2P 24.12
The accrual report for open purchase orders can now be generated based on the delivery date on the goods receipt instead of the the creation date, which is the date when the goods receipt was first saved in Basware AP Automation. These two dates are typically the same. However, if a purchase order update from an external source is processed asynchronously in Basware AP Automation, the creation date may differ and be one day later than the delivery date. Using the delivery date allows for more accurate reporting of commitment items within the selected time period.
This feature requires the delivery date to be correctly applied to goods receipts when the data is sent to Basware AP Automation. To enable the use of delivery date as the basis for reporting, please contact your Basware consultant or Basware Support.
5 P2P Admin
5.1 Show a warning message before saving changes to organization identifiers
Module(s): P2P Admin
Feature ID: ALUSTA-114667
Release: P2P 24.12
The organization identifier is a public identifier for an organization element. The identifier is used for many purposes, for example, showing company information in orders, linking external data to the correct organization element, and routing invoices to the correct companies. Accidentally changing the identifier can cause unexpected issues, for example, invoices getting stuck in routing process.
A confirmation dialog is now shown whenever changes are made to organization Identifiers. This helps for prevent accidental changes and avoids causing documents getting stuck in the routing process.
This feature is in use automatically.
6 Purchase
6.1 Purchase Data Access
Module(s): Purchase
Feature ID: ALUSTA-115243
Release: P2P 24.12
Basware Procurement Data is now available via the Data Access. The Data Extract API allows you to access your Procurement production data and use the data for your own reporting requirements. To avail this, please go through the developer web site Data Access APIs Manual | Basware Developer Site.
Following data content is available from Data Access:
- Purchase requisition header
- Purchase requisition line
- Purchase order header
- Purchase order line
- Budget account
- Budget line
- Coding for purchase requisition
- Goods receipt
6.2 Purchase Tools for Power users - Document details enhancements
Module(s): Purchase
Feature ID: ALUSTA-115167
Release: P2P 24.12
We have significantly improved the usability for business users who perform many and complex purchase tasks on a daily basis (power users). The power users have a desktop optimized view for viewing and managing purchase documents (purchase requisitions, purchase orders, and goods receipts). As part of the Tools for Power users, we are introducing new page views on document details which look very similar to our existing AP Pro invoice details pages.
Together with a significantly improved usability, the Tools for Power users introduce several new functionalities for a well-rounded user experience. For instance, the document detail views now have tabs for each document section - allowing users to pin a tab as read-only, while they continue to modify the other tabs.
To enable the view, select Professional view from User settings > Views in desktop mode.
The new detail views enable you to view documents in a split view while simultaneously accessing the list view. This functionality allows for quicker and more efficient actions on documents.
Additionally, you can now pin tabs as read-only while you continue to edit and save other tabs for a better view of the document.
6.3 Set a default purchasing category for a supplier
Module(s): Purchase
Feature ID: ALUSTA-111876
Release: P2P 24.12
Now it is possible to assign a default purchasing category for a supplier. This can be used as a fallback method to resolve the purchasing category, when the category cannot be for example solved by mapping the product’s UNSPSC code to a purchasing category.
The default category can be set in Data Management > Purchasing categories.
Multiple suppliers can have the same default purchasing category, but a single supplier can only have one default category.
This functionality is only available in Integrated shopping experience.
6.4 Set that blanket order needs to be received
Module(s): Purchase
Feature ID: ALUSTA-81221
Release: P2P 24.12
It is now possible to set a blanket order to require goods receiving. When receiving on a blanket order is required, a receiving task is generated for the receivers. The lines are received and reversed based on the same logic as standard order lines. However, blanket order line receivings are updated to matching as service line entry sheets.