Basware Purchase-to-Pay 18.2 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 18.2 and its maintenance releases.

2 Procurement

2.1 Budget enhancements

Module(s): Purchase
Feature ID: ALUSTA-30426
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

Remove budgets and warning limit % on budget consumed

Now when a user has the “Manage budgets” user right, the user can remove an inactive dynamic or manual budget. The removing closes the budget, puts its status to removed, and after this, the budget behaves like an inactive budget but it cannot be activated anymore. It can only be opened up as read-only in the budget management search. With dynamic budgets, the removed budget rules are no longer considered when creating or editing budgets. The budget lines remain on the dynamic budget (but are not visible on the document) unless further actions are done to their document. With manual budgets, the budget remains in the document unless manual budgets get released in the process.

Also, the warning limit % states how much budget is consumed when giving warning. So when the budget is 10 000, a warning should be given when 8 000 is consumed (80% of the budget).

2.2 Send imported purchase requisition automatically to process

Module(s): Purchase
Feature ID: ALUSTA-3096
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

In the imported requisition data, it is now possible to define if the requisition will automatically be sent to the requisition approval process or not (default). This way the requisition, that passes prevalidation, goes automatically to the requisition process for review and approval. If the requisition contains invalid data, they are validated in the approval process (like finalize step) and need to be fixed there. Process selection and entry conditions can be stated based on autosenttoprocess -flag.

2.3 Search page renamed to Documents

Module(s): Purchase
Feature ID: ALUSTA-33646
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

The document Search page has been renamed to Documents in Edge.

2.4 Combine “Line data” and “Pricing” panels and enable editing in it in draft and approval phases in Edge

Module(s): Purchase
Feature ID: ALUSTA-27670
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

Editing selected purchase requisitions’ fields in Line data and Pricing panels is now enabled. In order to improve Edge usability, the panels are also combined into one. Logically, pricing information is line level information too. The combined panel is called Line data. Editing is possible in Draft and Approve phases. Configuration tool can be used to select the fields that should be editable.

Editing the fields in the combined panel is available only to selected customers for piloting.

3 AP Automation

3.1 Selection list enhancements

Module(s): Invoice Automation
Feature ID: ALUSTA-30891
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

Selection lists are enhanced to contain a separate search field and to show the list contents wider than the field to ease the readability.

3.2 Save invoice as PDF in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-3439
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

Now invoice reviewers and approvers can save an invoice as a printable PDF file to their computers. The action is available in the task list, invoice details views, and create invoice page.

3.3 Smart coding enhancement

Module(s): Invoice Automation
Feature ID: ALUSTA-27557
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

 There are several enhancements related to smart coding in Edge:

3.4 Matching with goods receipt unit price

Module(s): Match Orders
Feature ID: ALUSTA-21597
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

Now order matching is able to consider moving average price in a purchase order. For example, the price of many raw materials is fluctuating, and long standing orders must use the unit price from goods receipts to define the actual purchase price. The ordered value is only directional and not supposed to be used at the time of invoice processing. Earlier, the system lost matching accuracy by calculating matching values with ordered values. Now the matched sum is based on the values defined in goods receipts.

The goods receipt view and goods receipt search use the unit price from the presented goods receipt for calculated value in the Sum to Match field. In the purchase order line view, the calculation uses the unit price from the order line.

This feature is only in use if it is allowed in the configuration. The full coverage of using receipt values is when the order requires goods receipt based matching. With the goods receipt required option only, the automation is able to benefit from different unit prices with goods receipt level best-fit recognition methods.

3.5 Qty * unit price validation rule for goods receipts

Module(s): Match Orders
Feature ID: ALUSTA-25615
Release: P2P 18.2
Feature Implementation: Basware consultant work is needed

Now order matching is able to consider moving average price in a purchase order. For example, the price of many raw materials is fluctuating, and long standing orders must use the unit price from goods receipts to define the actual purchase price. The ordered value is only directional and not supposed to be used at the time of invoice processing. Earlier, the system was not able to alert price differences between invoice and goods receipt unless the deviance was big enough to be noticed when comparing the invoiced values to the ordered values.

The two new basic validation rules for order matching drill down to the goods receipt details. The rules evaluate quantity and price differences when matching with goods receipts. Price validation between invoice and goods receipt enables successful price validation between an invoice and the matched goods receipt when the goods receipt is having different unit price than the order line.

 

Quantity validation between invoice and goods receipt ensure that the matched quantity does not exceed the received quantity in the matched goods receipt. The earlier line-level quantity validation rule compares matched quantity to the overall received quantity on order line.   

 

These validation rules must be activated separately. They are valid only when an invoice is matched with a goods receipt. 

3.6 Maintain payment plan attachments in Edge

Module(s): Match Plans
Feature ID: ALUSTA-3493
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

Payment plan reviewers and approvers can now add attachments, remove attachments, and edit attachment descriptions in the payment plan details view.

3.7 Recurring invoice recognition in Edge

Module(s): Match Plans
Feature ID: ALUSTA-3521
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

Invoice reviewers and approvers can now see an information message in the invoice details view when the system has recognized the invoice being a recurring one.

This helps users to recognize recurring invoices whose processing could be automated by requesting for a payment plan. This increases invoice automation and reduces manual workload in the future.

3.8 Prebook invoice in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-10483
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

Now the invoice reviewers and approvers can prebook invoices. The prebook action is available in the task list page and in the invoice details view in Edge.

4 Analytics

4.1 Improvements to Supplier Spend

Module(s): Analytics
Feature ID: ALUSTA-30050
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

New dimensions have been added to the improved Supplier Spend dashboard. These will provide new angles of vendor spend analysis which the end user can use to identify opportunities for creating PO/PP which ultimately results in improved spend under control. The Supplier Spend Dashboard will help the user in the following ways:

The following features are available in the dashboard:

  1. Total (Running) Spend over overtime– What has happened to my spend or supplier base over the past period of time?


    • This sheets show the trend of spend value and if it is in control or not. Additionally you can view what is the supplier base growth over time and their contribution to the type of spend. Negative Spend as seen on the graph indicates credit invoices.

  2. Organization & Category spend chart – Which department in the organization accounts for the most spend? How is spend ranked across categories? How does total spend roll-up in my organization create increased leverage to reduce procurement costs?


    • This sheet shows top categories (can be expanded up to level 5 category) of spending by various levels of the organization. If you choose one category, then Supplier chart updates and shows you top suppliers for that category. Useful for category managers.

  3. Supplier table – Who are my largest suppliers? What is my based spend per contract per supplier? With which suppliers do I have an opportunity to create contracts?


    • This sheet shows top suppliers based on value and volume. Possible to also cross reference to contracts and payment plans. Useful for sourcing managers.

  4. Dimensions summary – How many suppliers and what is the value of spend in relation to selected coding dimensions in my organization? What is the proportion of my spend has been automatically matched, manually matched or unmatched? Who has been for approving & reviewing invoices?


    • This sheet shows the details on spend in terms of value and volume of invoices by matching rate, payment terms, accounts, cost centers, projects as well as different personas 

4.2 Product related information as part of purchase order line webedit data sources

Module(s): Analytics
Feature ID: ALUSTA-26490
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

To have alignment with fields available in standard procurement dashboards, particularly supplier quality, the following fields have been added to webedit data sources. This will enable more analysis with more detailed dimensions. 

In PurchaseOrder datasource, two new fields have been added:

In PurchaseOrderLine datasource, seven new fields have been added:

5 General

5.1 Home page in Edge

Module(s): Purchase
Feature ID: ALUSTA-23087
Release: P2P 18.2
Feature Implementation: Feature is in use automatically

There is a new home page in Edge. The home page is a welcome page where users can see an overview of tasks, instructions, and sources of information.

More specifically, on this page, the users can:

 

Earlier, the home page contained a list of pending tasks. Now the users can find all pending tasks by navigating to Tasks.