Basware Purchase-to-Pay 23.9 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 23.9 and its maintenance releases.

2 Procurement

2.1 Marketplace landing page UI renewal

Module(s): Marketplace
Feature ID: ALUSTA-108238
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

Marketplace landing page user interface has been renewed. The look and feel of the user interface has been upgraded for the Phase1.  

2.2 New status filter added to supplier’s quick quote

Module(s): Marketplace
Feature ID: ALUSTA-107569
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

A new option Closed - Not awarded has been added to the Status filter in the suppliers quick quote. The option is added to show the results to the suppliers for the opportunities they have lost.

 

2.3 Rating and Reviews in Marketplace

Module(s): Marketplace
Feature ID: ALUSTA-107566
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

The buyer can now leave a review for a product/item that they purchased from Marketplace. This allows them to share their experiences with other buyers and help them make purchasing decisions. 

To enable the feature, a new option Ratings & Reviews must be toggled on under Network, Community and Organization Management. 

When the feature is enabled, the user can give ratings and reviews from the items detail page by clicking Write a review. A dialog will open to rate and add review to the item. The user must give both ratings and reviews to save and show them with the item.

After submitting ratings and reviews, a new section Customer reviews is shown on the items detail page. All the reviews appear as Top reviews with newest on the top. After a rating and review are given, they will be shown with each item on the shopping page. 

Note for Buyer administrators: In Product Manager, in the agreement item listing section, a star icon is available to navigate to the reviews given by the users. The administrators have the rights to delete the review if they find it inappropriate. 

Note: Ratings and reviews are not available for punch-out, free-text form and shared agreements. 

2.4 Supplier withdrawn section in View Response

Module(s): Marketplace
Feature ID: ALUSTA-107567
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

A new section Suppliers who have withdrawn is now shown on the View Response on the Buyer’s Quick Quote. This lets the buyer or the requisitioner know which supplier has decided not to quote and withdrawn from the competition. 

 

2.5 Users enlisted in approval scheme can approve the agreement

Module(s): Marketplace
Feature ID: ALUSTA-107568
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

A new setting Restrict agreement approval has been introduced in Organization > Options to restrict the approval of agreements to only those users that are mentioned in the approval scheme. By default, the setting is toggled off.

With setting toggled off, any user or team can approve or reject the agreement even though they are not enlisted in the approval scheme.

When the setting is toggled on:

Note:

 

2.6 Copying selected line level fields to selected other lines in Purchase professional side

Module(s): Purchase
Feature ID: ALUSTA-67211
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

Professional users can copy line data values from a selected line to one or more target lines on purchase documents. 

 

Module(s): Purchase
Feature ID: ALUSTA-107117
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

Integrated Shopping Experience users have expressed the need to seamlessly connect to the designated free-text forms or to the external webshops. To solve this, administrative users can now associate a unique Marketplace itemID with either a free-text form or a webshop of their choice. This enhancement aims to provide a more comprehensive and flexible shopping experience. The administrative users must enter this ItemID while configuring guided purchasing.

2.8 User can set default delivery and invoicing addresses in Users settings

Module(s): Purchase
Feature ID: ALUSTA-105275
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

End users that have the Manage default addresses user right are now able to define default invoicing and delivery addresses from the User settings page.

2.9 User can split coding rows on the basis of Amount

Module(s): Purchase
Feature ID: ALUSTA-105751
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

Earlier, coding lines could be split on the basis of percentage. From this release onward, the user will be able to split the coding line on the basis of amount.

Note: When the split amount is entered, the split percentage is recalculated since all calculations would still be done on basis of split percentage.

3 AP Automation

3.1 Dividing SmartCoding to multiple coding rows

Module(s): Invoice Automation
Feature ID: ALUSTA-97612
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

Basware SmartCoding is a machine learning based service that proposes invoice coding.

Sometimes the invoice costs must be divided into multiple coding rows. For example, the costs may need to be divided between different account codes.

When SmartCoding proposes coding, it knows if there usually is more than one coding row, and it will inform the user about this. The user can split the coding row to divide the proposed coding into multiple coding rows.

 

 

 

 

When user clicks Split coding row a dialog opens where they can define how to split costs, how many coding rows, which sums.

 

 

 

 

User can find the Split coding row action also from the coding context menu and coding actions.

 

 

 

 

 

 

 

 

 

 

3.2 Invoice export file compatibility with Chrome, Edge, Firefox, and Safari

Module(s): Invoice Automation
Feature ID: ALUSTA-70769
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

With the Invoice export functionality in Data management, the invoices in closed status can be saved to a file. The user can download the file to their own computer. The file contains the following data: invoice header data, purchase order numbers, delivery notes, invoice lines, coding rows, invoice history, invoice images, and attachments.

This functionality can be necessary in several different situations, for example:

This functionality has now been improved so that the exported files are compatible with modern web browsers such as Google Chrome, Microsoft Edge, Firefox, and Safari.

We have also added Accounting voucher number to the invoice list of the export file. The users can use the accounting voucher number, for example, when searching for an invoice from the list.

Sometimes the invoice exports can be massive in size. To reduce impact of the massive exports, it is now possible to export maximum of 100,000 invoices at a time by default. This limitation is configurable and can be increased to a maximum of 200,000. If you need to increase this limitation from the default, please contact your Basware consultant or Basware Support.

3.3 Removal reason concept

Module(s): Invoice Automation
Feature ID: ALUSTA-100301
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

Removing invoices is now easier for all Professional and Business users. The users can conveniently select a reason for removal from the list of the most common reasons, instead of having to write a free text comment regarding the removal. The reasons are available in both single and batch actions.

By default the reasons listed in the dialog are: Duplicate invoice, Missing or incorrect data, Missing purchase order, Non-invoice document (statement), Non-invoice document (other), Processing time expired, and Other.

 

 

The reason for removal and the possible free text comment are both shown in the invoice history.

 

The removal reasons are configured in Data management, in the Invoice removal reasons section. It is possible to select which reasons are active and shown to the users, select whether a comment is mandatory or optional, add a default comment, and also inherit the configuration to the lower level organizations for faster configuration. It is possible to deactivate and hide all of the reasons, in which case the removal dialog will be shown as before. However, it is recommended to use the reasons because they can be useful for analytics and categorization in the future.

3.4 Showing the invoice XML proposal in SmartCoding

Module(s): Invoice Automation
Feature ID: ALUSTA-104080
Release: P2P 23.9
Feature Implementation: Basware consultant work is needed

Basware SmartCoding is a machine learning based service that proposes invoice coding.

Earlier, SmartCoding could only use the invoice data that had been imported in the database, and it made proposals based on that data.

Now SmartCoding has been enhanced to also read the invoice XML document which has more data. This will help SmartCoding to make even better coding proposals.

The XML document is a technical invoice document that has all the information about the invoice. The values can be located in different places in the document depending on how the suppliers create invoices. Now SmartCoding can find these values and use them for coding proposals.

This feature applies to e-invoices.

The SmartCoding analysis will have information on whether customer data is good enough, and if this feature can be activated to the customer.

 

In the user interface, Full invoice data shows the proposal as the top 1 option, if SmartCoding knows that this is the best proposal.

 

 

 

 

3.5 Upgraded PDF viewer component

Module(s): Invoice Automation
Feature ID: ALUSTA-104213
Release: P2P 23.9
Feature Implementation: Feature is in use automatically

The third-party component used for viewing the PDF invoice images has been upgraded. This upgrade improves the user experience and resolves some reported PDF rendering issues.

4 Networked AP

4.1 Support Lookup lists for Invoice lines

Module(s): Invoice Automation
Feature ID: ALUSTA-106888
Release: P2P 23.9
Feature Implementation: Basware consultant work is needed

Lookup list configuration and usage is now supported for invoice lines. Earlier it was only supported for coding rows and invoice header data fields.

Lookup lists are configured in Configuration tool. To configure a lookup list for invoice lines, select “InvoiceRow” in the Target object field. Other values are defined in the same way as for the existing lookup lists for other objects. The lookup list will be available to use for invoice lines in any screens across Basware P2P.