Basware Purchase-to-Pay 16.6 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 16.6.

2 Procurement

2.1 Dynamic workflow - Process selection based on PR data

Module(s): Purchase
Feature ID: ALUSTA-3095
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now it is possible to set many purchase requisition approval processes as active in P2P Purchase. By using process priority and process selection expressions, it is possible to determine, which process the whole purchase requisition goes to. The system selects the process based on requisition header and line data. This way for instance purchase requisitions containing any free-text items would go to complex process, where as purchase requisitions with only catalog items would go to simple process.

Also, as there can be many active processes, Purchase Data Management shows all distinctive review activities from active processes. This way, different active processes can share category review steps having same reviewers as well as have process-specific category review steps.

2.2 Dynamic workflow - Set entry condition in PR process step

Module(s): Purchase
Feature ID: ALUSTA-7006
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now it is possible to set entry conditions for purchase requisition approval process steps. By using entry conditions, you can state in which case the requisition goes to this step or bypasses it. In the process, there can be many review steps sequentially (review 1, review 2, review 3) where one or many reviews are required depending on requisition line and header data. For example, if the header total is more than 5 000 and there are free-text items, you need all 3 review steps. If there are only catalog items, you do not need any review steps. When showing and setting the next approver, the system considers also if the coming approval step would be skipped based on the existing data.

2.3 Dynamic workflow - Row review with anyERP resolver

Module(s): Purchase
Feature ID: ALUSTA-7766
Release: P2P 16.6
Feature Implementation: Basware consultant work is needed

Now it is possible to use anyERP to find reviewers for a requisition line. This is done in the review step of the approval process based on requisition data. This way, it is possible to have for instance several review steps where lines are allocated in each step based on different criteria. Depending on customization, one allocation is for example based on cost center and another based on project code or data combinations.

2.4 Add comment to goods receipt task on my tasks view

Module(s): Purchase
Feature ID: ALUSTA-8192
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The user can add comments to the goods receive task when having a receive task on the my tasks list in Edge. With the feature, the user can clarify the action made to the receive task.

2.5 Attachment panel to purchase requisition header details in Edge

Module(s): Purchase
Feature ID: ALUSTA-8672
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

In Edge, the purchase approver can view attachments added to the purchase requisition when viewing the purchase requisition header details.

2.6 Cost lines as order lines to matching

Module(s): Purchase
Feature ID: ALUSTA-9122
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now, the cost line on the purchase order is considered as a planned cost, and thus delivered to matching. The cost line can be matched to an invoice as a planned cost. The cost line is designed for example for freight costs or anything that must not be received.

2.7 PR header level actions to PR details

Module(s): Purchase
Feature ID: ALUSTA-9251
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

In Edge, the purchase approver can now complete purchase requisition’s header level actions from the purchase requisition’s header details view.

2.8 Related documents panel to purchase requisition header details in Edge

Module(s): Purchase
Feature ID: ALUSTA-8673
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

In Edge, the purchase approver can view different documents related to the purchase requisition when viewing the purchase requisition header details.

2.9 Split rows shown on task list view and on header details in Edge

Module(s): Purchase
Feature ID: ALUSTA-10541
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

In Edge client, the purchase approver can see how the cost are allocated on task and header details views before approving the purchase requisition.

2.10 View my purchase requisition header data on the details view when approving a purchase in Edge

Module(s): Purchase
Feature ID: ALUSTA-5411
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The user can now view purchase requisition details on header level in Edge.

2.11 Approval history states conditional approval

Module(s): Purchase
Feature ID: ALUSTA-8555
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

In final approval, when a user without enough approval limit has approved lines or splits, the history now states “Conditionally approved” for the lines and splits that did not meet the approver’s limit.

2.12 Cost split with split-specific approval workflow - line level actions

Module(s): Purchase
Feature ID: ALUSTA-621
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now it is possible to allocate each split separately based on the dimension of the split. For instance, if a line is split to different cost centers, each split is allocated for approval to the corresponding cost center owner. The approver performs the actions on line level covering all splits allocated to the approver on the selected lines. Selecting a line where the approver has many splits allocated, the approve action approves all the splits on that line allocated to the approver.

2.13 Supplier code and purchase category code as workflow criteria in Advanced User Rights

Module(s): Purchase
Feature ID: ALUSTA-3092
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now its possible to set category code and supplier code as permission codes. These can be used as advanced user rights dimensions in requisition approval workflow.

2.14 Budget creation and activation

Module(s): Purchase
Feature ID: ALUSTA-10274
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Budgets can be created by selecting the Create Budget button in the budget view. Only users who are granted the Manage budgets user rights, can create budgets. For users, who do not have the user right, the button is not visible.

The user is provided with a view to enter the newly created budget information including the validity period and budget rules.

By default, the created budget is inactive. A user with the Activate budgets user right needs to activate the budget to take it into use.

2.15 Budget rule creation and modification

Module(s): Purchase
Feature ID: ALUSTA-9703
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

A user with the Manage budget rules user right is able to create new rules for the selected budget. To the budget rule, the user must enter the organization that the rule applies to and the relevant dimensions that use the rule.

The system saves the created rule as inactive. A user needs to activate the rule before the rule becomes effective.

2.16 Contract data in a detailed view

Module(s): Purchase
Feature ID: ALUSTA-7850
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

From the contract list view, the user can open a selected contract into a more detailed view on the contract data.

Besides viewing the contract data, including the list of suppliers and attachments related to the contract, the user can comment the contract by selecting Add Comment. The comments related to a contract are visible to all users granted with the right to view the contracts.

2.17 Contract list view with basic search

Module(s): Purchase
Feature ID: ALUSTA-7811
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The imported contracts can be viewed in a separate contract list available in Search Contracts for those users granted with the right to view the contracts.

The visible contract list columns can be selected by selecting the Customize Columns. The columns can be ordered and sorted.

In addition, a search functionality is provided to assist the user in finding the contract the user is interested in. Contracts can be searched by contract number or by the organization the contracts relate to. The user has also the option to toggle the visibility of the expired contracts and the previous versions of the existing contracts in the contract list.

2.18 Contract picker for purchase requisition

Module(s): Purchase
Feature ID: ALUSTA-9401
Release: P2P 16.6
Feature Implementation: Basware consultant work is needed

A special contract picker can be configured to be used for the contract field in the purchase requisition line data. As a result of the configuration change, the Contract number field has a Select Contract element, from which the user can open a contract selection list.

In the opened contract selection list, only the valid contracts for user’s organization and the purchase requisition line item’s supplier are shown.

After the selection of a contract from the list, the system changes also the payment term field to contain the contract-based payment term.

2.19 Importing contracts into P2P

Module(s): Purchase
Feature ID: ALUSTA-7739
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Contract metadata can be imported into the P2P system from an external system with a new data import task ImportP2PContracts. Besides the main contract data, the imported information contains also the suppliers related to the contract and the header information on the possible attachments of the contract.

The imported contract data is used in the P2P system only as a reference. The contract master data resides in the external contract management system and when updated, the updated contract information needs to be re-imported into the P2P system.

2.20 Manage purchasing categories as system users - Business Configuration user right

Module(s): Purchase
Feature ID: ALUSTA-6603
Release: P2P 16.6
Feature Implementation: Customer can take into use (see instructions)

Now it is possible to manage purchasing categories also by non-P2P customers, for example by customers who have deployed only the Invoice module. The Manage purchasing categories user right has been moved inside P2P Administration to System Users >  Administrators > User Rights > Business Configuration.

This provides improved support for managing Purchasing categories > Account settings, which can be now managed also by Invoice users and thus used in Analytics even if the Purchase module is not in use.

3 AP Automation

3.1 Add comment to a payment plan

Module(s): Match Plans
Feature ID: ALUSTA-10064
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now a user can add a comment to a payment plan in the Edge client. The action is available both in the task list and in the payment plan details view. The user can also add a comment when completing an action (like review or approve) if the action is configured to require a comment from the user.

3.2 Budget-based payment plan approval in Edge

Module(s): Match Plans
Feature ID: ALUSTA-3490
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now a user can approve a budget-based payment plan in the Edge client. The action is available in the task list view and in the payment plan details view.

The user can see a summary of the payment plan in the expanded panel in the task list view and in the payment plan details view.

3.3 Combine lookup list fields in header data

Module(s): Invoice Automation
Feature ID: ALUSTA-11259
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The Edge client now supports combining and showing the code and name values of a lookup list in one field also in invoice header data. Earlier, this was supported in coding fields only.

3.4 Edge Invoice supports business rule warnings

Module(s): Invoice Automation
Feature ID: ALUSTA-8498
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The Edge client now supports also invoice-related business rule warnings that are defined in the configuration settings. Earlier only business rule errors were supported.

Warnings are notifications that do not prevent saving or performing the action, but only notify the user.

Warning message related to an action:

Warning message related to editing a field:

3.5 Editable date fields in coding rows in Edge Invoice

Module(s): Invoice Automation
Feature ID: ALUSTA-3436
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now it is possible to select a date in the editable date field of a coding row.

3.6 Editable header data in Edge Invoice - phase1

Module(s): Invoice Automation
Feature ID: ALUSTA-3387
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The Edge client now supports editing of invoice header data according to the configurations. At the moment, organization, invoice type, supplier, and delivery notes cannot be edited.

3.7 Enhanced process and comments panel in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-10463
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The Process and comments view has been enhanced to emphasize the latest comment.

3.8 Enhancement for mandatory fields rule

Module(s): Invoice Automation
Feature ID: ALUSTA-9099
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Processing of invalid invoices has been enhanced. Now a user can enter a part of the missing data to an invalid invoice and save the changes. Moreover, the user can now dispute an invalid invoice.

3.9 Forward a payment plan task in Edge

Module(s): Match Plans
Feature ID: ALUSTA-3517
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now a user can forward payment plan review and approve tasks in the Edge client. The action is available in the task list and in the payment plan details view.

3.10 Invoice row approve limit checking enhancement to enable best spend control

Module(s): Invoice Automation
Feature ID: ALUSTA-7112
Release: P2P 16.6
Feature Implementation: Basware consultant work is needed

Row-level approval of invoices has been enhanced by making it possible to compare user’s approval limit with the invoice header total. Now it can be configured whether user’s approval limit is compared with the header total of the invoice or with the rows that user is assigned to approve. Earlier, user’s approval limit was always compared with the rows that user was assigned to approve.

3.11 Payment plan email notifications should redirect users to Edge

Module(s): Match Plans
Feature ID: ALUSTA-8891
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Email notifications related to payment plan tasks have been enhanced. The link in the notification will now direct a user to the Edge client if the Edge client has been enabled for payment plans. Earlier, the links always directed user to the Workplace client.

3.12 Reject payment plan task in Edge

Module(s): Match Plans
Feature ID: ALUSTA-3503
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now a user can reject payment plan review and approval tasks in the Edge client. The action is available in the task list and in the payment plan details view. When rejecting a task, the user must select a reason for rejection. The user can also enter a comment to give more information about the rejection.

3.13 Remove invoice functionality for reviewers and approvers

Module(s): Invoice Automation
Feature ID: ALUSTA-10190
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The Remove Invoice action is now available for personal mode users as well. Users with the Remove invoice user right can now permanently remove invoices. This function is available in the task list view and invoice details view both in the Edge client and Workplace client.

3.14 Review payment plan in Edge

Module(s): Match Plans
Feature ID: ALUSTA-3492
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now a user can review a schedule-based, a budget-based, or a self-billing payment plan in the Edge client. The action is available in the task list and in the payment plan details view.

The user can see a summary of the payment plan in the expanded panel in the task list and in the payment plan details view.

3.15 Schedule-based payment plan approval in Edge

Module(s): Match Plans
Feature ID: ALUSTA-3491
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now a user can approve a schedule-based payment plan in the Edge client. The action is available in the task list and in the payment plan details view.

The user can see a summary of the payment plan in the expanded panel in the task list and in the payment plan details view.

3.16 Self-billing payment plan approval in Edge

Module(s): Match Plans
Feature ID: ALUSTA-3489
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Now a user can approve a self-billing payment plan in the Edge client. The action is available in the task list and in the payment plan details view.

The user can see a summary of the payment plan in the expanded panel in the task list and in the payment plan details view.

3.17 Simple payment plans details view in Edge

Module(s): Match Plans
Feature ID: ALUSTA-9479
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

Payment plans have now an expanded view on the Edge task list page. This view contains a summary of the payment plan.

3.18 Toggle for enabling/disabling row level duplicate recipient check

Module(s): Invoice Automation
Feature ID: ALUSTA-10798
Release: P2P 16.6
Feature Implementation: Basware consultant work is needed

Recipient resolving has been enhanced so that it can be configured to allow header level tasks to be sent to recipients who are also recipients for a row level task for the same invoice.

3.19 Usability enhancements for row approval in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-7396
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The expand function in the task list view has been improved to emphasize the costs allocated to user and other costs. In addition, a link to invoice coding details has been added.

3.20 Invoice history/archive

Module(s): Invoice Automation
Feature ID: ALUSTA-1320
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

A new storage has been added for invoices which are migrated to Basware Purchase-to-Pay. Migrated invoices receive a new status, Historical, and users can view them in read-only mode. Historical invoices can be accessed from professional and personal mode Search pages. However, there are fewer search criteria available than for active invoices and the advanced search is not available for historical invoices.

3.21 Goods receipt items must have gross values to enable gross sum based matching

Module(s): Match Orders
Feature ID: ALUSTA-2847
Release: P2P 16.6
Feature Implementation: Feature is in use automatically

The invoice association with purchase order items can be configured to use net sum or gross sum. Now the goods receipt object has new properties Gross Sum and Gross Price in Match Orders module. When the system is set to match with gross sum this enhancement enables:

The previous versions already supported these functions with option net sum.

Gross sum is transferred automatically from Purchase to Match Orders module. For other ERP systems a consultant must adjust the integration parameters. The consultant can make the new columns, Gross Sum and Gross Price, visible for users in Basware P2P Configuration Tool.

3.22 Row approval support for coding rows added by anyERP

Module(s): Invoice Automation
Feature ID: ALUSTA-11514
Release: P2P 16.6
Feature Implementation: Basware consultant work is needed

Row approval of coding rows added by anyERP is now supported. All coding rows added by a generic anyERP task will get a recipient assigned based on the advanced authorization rules. The recipient resolving for row approval functions now in the same way for as other coding rows created during the invoice process.