1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 23.2 and its maintenance releases.

2 Procurement

2.1 Button added to basket summary to go directly to checkout

Module(s): Marketplace
Feature ID: ALUSTA-103084
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

In the Basket summary next to the Marketplace catalog, users can now directly check out without needing to view the shopping basket first. To do so, the user clicks the (Checkout) icon in the basket summary.

2.2 Format text in item templates using Markdown

Module(s): Marketplace
Feature ID: ALUSTA-103082
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

When creating an Item Template, text formatting is now available for buyer guidance text and all other field labels. Formatting is implemented using the markup language Markdown.

To add formatting when creating an item template, click and drag the field into the Form items box, then enter your text with formatting in the Label field or in the Buyer guidance Text field. For guidance on how to add formatting, click the infotip next to the field:

When formatting is implemented, catalog users can see it in the item details:

2.3 Quick Source for Buyers (user interface renewal for Quick Quote)

Module(s): Marketplace
Feature ID: ALUSTA-102958
Release: P2P 23.2
Feature Implementation: Basware consultant work is needed

Quick Source for buyers is a quoting tool designed for the tactical request for quotations. Tactical here means that we support routine and often reactive purchasing methods to address immediate business needs. You can think of it as finding the best product or service in best time for best price.

With Quick Source we can help our customers digitize their procurement process so they have the visibility of the approved suppliers that can be used. It also gives high level transparency to the organization about the origin of every individual’s buying decision and provides easy way to find unapproved buying patterns, prices, or potentials briberies which can occur when manually processing of RFQs.

In the new user interface, Quick Source can be easily used to create request for the quotation. It is the best alternative for emails to send the tactical requests to suppliers. It lets the potential buyer know the cost even before they commit to the purchase.

With this lightweight quoting tool buyers can raise requests and get the quotes from registered or unregistered suppliers. The request should provide allof the crucial details to the suppliers. This helps suppliers to know the actual requirements of the buyer and create an accurate quote with minimal cost. When the buyer creates and send the request, the relevant suppliers receive an email about buyer’s request and can respond with the quotation in the system. After the buyer get the responses from supplier(s), they can award the request to the supplier that best meets their requirements, then add the item to the basket to finish the purchasing process.

Quick Source can be used when:

the product or service cannot be a ”catalog item” for various reasons: for example the product is highly configurable.
the supplier cannot fix the price because of raw materials volatility, wages volatility, inflation, etc
the buyer has specific requirements for the product or service they want to buy.
it is important to increase the transparency around supplier selection.

To start using Quick Source, request the new feature from Basware Support.

2.4 Teams with Quick Source

Module(s): Marketplace
Feature ID: ALUSTA-103300
Release: P2P 23.2
Feature Implementation: Basware conslutant work is needed before customer can take into use

With Quick Source, buyers can raise requests to the suppliers. However, by default all requests are visible to all Quick Source users, and there is no way to hide requests raised for one department from other departments. Now it is possible to select groups of users who can view certain requests in Quick Source by using User Teams, found in the Organization Settings.

For more information on the original User Teams feature, see this article.

Teams now has two types:

Management
Quick Source

By default, teams are Management teams. This means they can be used to control which agreements and views the assigned users can manage.

You can also set teams as Quick Source teams. This means they can be used to control access to price on requests in Quick Source that would otherwise be restricted.

Set a default team per framework agreement

When setting up a framework agreement or DPS framework agreement, you can select a Quick Source team. The selected team becomes the default team that has access to requests created from this framework agreement, if the requests are otherwise set as Restricted. This is set from the Sourcing team field:

By default, Universal is selected, which means created requests are visible to all users in the organization who have access to Quick Source.

When managing a request created from this framework agreement in Quick Source, the user can override this default and select another Quick Source team, or set the request as Personal.

Configure access on restricted requests in Quick Source

When some teams are set up as Quick Source teams and, in Quick Source, a user sets a price on request document as Restricted, then the user can select a team to give access to:

If they select Personal, the request can only be accessed by the person who has created it.
If they select a Quick Source team, all users assigned to that team can access the request.

Note: This is an optional feature and can only be used by organizations who use the Marketplace Standalone product.

2.5 Upload Excel and Word file types as media files for Marketplace items

Module(s): Marketplace
Feature ID: ALUSTA-103039
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

Previously in Product Manager, in the media section users could upload PDF documents and image files, then assign them to Marketplace items. With 23.2 release, it is now also possible to upload Excel and Word files as media.

2.6 Usability enhancements for organization selection - sorting and search bar

Module(s): Marketplace
Feature ID: ALUSTA-102292
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

Audience: Purchase requisitioner

When a user wanted to select another organization for purchasing by clicking on the upper right organization name in Marketplace, it was required to scroll through the whole list of organizations in the drop-down list to find the required organization. Now the organizations are sorted by organization name and a search box has been added, where a user can enter the organization name. This enhancements makes it easier for the end user to find the required organization.

2.7 Additional fields to advanced search in purchase documents

Module(s): Purchase
Feature ID: ALUSTA-98769
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

Users of Purchase Professional Tools can now search for documents by supplier name, contract number and purchasing category using Advanced search. These criteria can also be added to a saved search to easily search again later.

2.8 Change PO owner after order has been created

Module(s): Purchase
Feature ID: ALUSTA-90847
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

Now it is possible for the professional users to change the owner of a purchase order. This can be useful, for example, if the previous owner has left the company or has a new role in the same organization. The owner can be changed for a single document or for multiple documents. If there are any open purchase order tasks and the new owner has “Manage my own purchase orders” user rights, the active tasks will be transferred to the new owner.

It is also possible to add the new owner as a goods receiver.

2.9 Enhanced filters in the Purchase Professional Tools list view

Module(s): Purchase
Feature ID: ALUSTA-84209
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

The filters in the Purchase Professional Tools list view have been enhanced to provide better filtering options and an improved user experience.

2.10 Purchase Professional Tools - Cancelled and rejected documents shown under the “All documents” filter

Module(s): Purchase
Feature ID: ALUSTA-98675
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

In Purchase Professional Tools, canceled and rejected purchase orders and requisitions are now shown under the All documents filter.

Module(s): Purchase
Feature ID: ALUSTA-85502
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

The Export to Excel action has been added to the More actions menu in the top right of the purchase documents list, to improve consistency with other areas of Basware Purchase-to-Pay.

2.12 Show approvers and reviewers in Purchase Professional tools list views

Module(s): Purchase
Feature ID: ALUSTA-99236
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

In professional screens, it is now possible to configure requisition line-level reviewers and approvers as a column in requisition list views. The requisition line-level approver can also be configured for the Purchase order screens. Contact Basware Support to enable this feature for your organization.

3 AP Automation

3.1 Precoding handling settings for each dimension when SmartCoding is used

Module(s): Invoice Automation
Feature ID: ALUSTA-95212
Release: P2P 23.2
Feature Implementation: Customer can take into use

In SmartCoding Premium, it is now possible to configure how precoded values should be handled for each coding dimension. The options are:

Use invoice process settings (default)
Overwrite precoded values
Do not overwrite

These settings are found in Data management > SmartCoding settings.

3.2 SmartCoding for infrequently used suppliers

Module(s): Invoice Automation
Feature ID: ALUSTA-95626
Release: P2P 23.2
Feature Implementation: Customer can take into use

SmartCoding is now also supported for suppliers that your organization uses infrequently. There is an additional method to create invoice coding proposals for suppliers who send a too few invoice documents to result in high-quality proposals by the standard prediction service.

Currently fewer than 5% of the invoice volume of our customers is coming from low-volume suppliers. We can improve the SmartCoding prediction with this new setting, in which coding row proposals are based on the supplier’s previous invoices.

This can be enabled in Data management > SmartCoding settings.

3.3 SmartCoding not shown for invoices with Matching-generating coding

Module(s): Invoice Automation
Feature ID: ALUSTA-94225
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

Now, the system will not show SmartCoding proposals if the invoice has first gone through SmartCoding but was later sent to Matching. In these cases, the coding generated in Matching is used instead.

3.4 Updated SmartCoding proposals available when invoice data changes

Module(s): Invoice Automation
Feature ID: ALUSTA-97531
Release: P2P 23.2
Feature Implementation: Feature is in use automatically

When Smartcoding proposals already exist but then invoice data changes, the user is now notified that the invoice data has been changed and new SmartCoding proposals may exist. For example, if a user adds a Reference person to the invoice data, the proposal for Cost Center may change to a more accurate value.

Now the user can click Apply new proposals in the Coding section to use the new SmartCoding proposals.

Basware Purchase-to-Pay 23.2 New Features

Contents