Basware Purchase-to-Pay 22.4 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 22.4 and its maintenance releases.

2 Procurement

2.1 Creation date and resolution added to Quick Quote RFQ Directory list

Module(s): Marketplace
Feature ID: ALUSTA-95554
Release: P2P 22.4
Feature Implementation: Feature is in use automatically

Because end users sometimes need to know when a request for quotation was created, that information is now available for all RFQs in the RFQ directory. Also, when an RFQ has been archived, buyers may be interested in seeing how the RFQ was resolved. Therefore, we added the resolution information as well. 


2.2 Quick Quote messaging response - Option to send to one or all suppliers

Module(s): Marketplace
Feature ID: ALUSTA-95551
Release: P2P 22.4
Feature Implementation: Feature is in use automatically

Previously when a buyer responded to a message in Quick Quote, the default setting was “Reply to all”. This caused some buyers to accidentally send a reply to all suppliers when they meant to only respond to one supplier. Now, the default has been removed and the buyer is prompted to select whether to “Reply” or “Reply to all” when responding to a message. This enhancement prevents buyers from accidentally replying to all and helps reinforce the principle that all suppliers should receive the same information. 

2.3 Select multiple suppliers at once to add to request for quotation

Module(s): Marketplace
Feature ID: ALUSTA-95555
Release: P2P 22.4
Feature Implementation: Feature is in use automatically

When a user in Quick Quote wanted to create a request for quotation and search for suppliers, it was only possible to select a single supplier in that context. Now the search filter allows the user to search and select up to 100 suppliers, so they can more quickly add many supplier to a request for quotation.

2.4 Marketplace item types shown on purchase order

Module(s): Purchase
Feature ID: ALUSTA-91259
Release: P2P 22.4
Feature Implementation: Feature is in use automatically

With this feature, personal users can see the item types in the purchase order pages. The item types are shown for items that were checked out from Marketplace to Basware Purchase. The supported item types are bundle items and Amazon Business (when available). New supported item types will be released in the future.

2.5 Validation added when editing different item types from Marketplace on purchase documents

Module(s): Purchase
Feature ID: ALUSTA-91260
Release: P2P 22.4
Feature Implementation: Feature is in use automatically

Validation has been added to Basware Purchase, so that users cannot make invalid changes to items on purchase requisitions or orders that have been ordered from Marketplace. The type of information that can be changed varies depending on the item type, and users are guided to only make changes that they are allowed to make for each item type. 

Now, the supported item types are bundle items and items from Amazon Business. Support for other item types will be added in future releases. 

2.6 Contract search logic improvements

Module(s): Purchase
Feature ID: ALUSTA-93126
Release: P2P 22.4
Feature Implementation: Feature is in use automatically

Earlier, a contract was seen as “valid” if the current date was within the contract’s validity period and the contract was set as active. This logic also decided which contracts were visible in contract picker to be selectable in a purchase requisition. This logic has now been refined so that validity period of a contract no longer limits if the contract can be used or not. Instead, any contract that is set as active can be used. 

Based on this logic, contract search logic in Purchase Personal and in Purchase Professional Tools has been updated. The radio button Valid contracts / All contracts has been changed to Active contracts / All contracts. Validity period search criteria now follows this logic: If any part of the contract’s validity period is within the given dates, then it is a match.

2.7 Export list of documents against contract to Excel

Module(s): Purchase
Feature ID: ALUSTA-85538
Release: P2P 22.4
Feature Implementation: Feature is in use automatically

To ensure good performance, the list of orders against a contract is limited to 500. If you want to see the full list of orders, export the list to Excel using the table’s More actions menu > Export to Excel.  

If you do not yet have contract spend collected for documents, contact Basware Support to enable the feature. You must be importing contracts with the open Contracts API, and the tenant setting “ContractSpendEnabled” must be set to True.

2.8 Show contract spend for invoices in Purchase Professional Tools

Module(s): Purchase
Feature ID: ALUSTA-84428
Release: P2P 22.4
Feature Implementation: Feature is in use automatically

Contracts in Purchase Professional Tools has now a tab Invoices that lists all invoices that have the contract in question selected in the Contract number field in coding. This provides contract spend visibility for invoices. Contract spend is enabled only for the contracts that have been imported using Contracts API and where the spend collection has been enabled. Contract spend for an invoice is triggered when the invoice is successfully transferred.

The sum of all invoices associated with this contract is shown as Invoices total above the document list.

The UI shows up to 500 invoices. To see all invoices associated to the contract, you can export the list to Excel. 

Navigation to contracts will be added under Accounts payable in future releases.

If you do not yet have contract spend collected for documents, contact Basware Support to enable the feature. You must be importing contracts with the open Contracts API, and the tenant setting “ContractSpendEnabled” must be set to True.

2.9 Show contract spend for spend plans in Purchase Professional Tools

Module(s): Purchase
Feature ID: ALUSTA-90265
Release: P2P 22.4
Feature Implementation: Basware consultant work is needed

Contracts in Purchase Professional Tools now has a new tab - Spend plans. This tab lists all spend plans that have the contract selected in the Contract number field of the spend plan header. This provides contract spend visibility for spend plans. Contract spend is enabled only for the contracts that have been imported using Contracts API and where the spend collection has been enabled for the contract. Spend plans are considered as contract spend if the spend plan is Active. If it is deactivated, the spend is removed from the contract.

The sum of all spend plans using this contract is shown as Spend plans total above the document list. The list shows up to 500 spend plans. If you have more than 500 spend plans for a contract, you can export to Excel to see all spend plans.

Menu navigation to contracts will be added under Accounts payable in future releases.

2.10 Contract metadata export and contract spend export

Module(s): Purchase
Feature ID: ALUSTA-84466
Release: P2P 22.4
Feature Implementation: Basware consultant work is needed before customer can take into use

Collected contract spend can now be exported to an external system using new ExportedContracts API and ExportedContractSpends API. The export is triggered when requested and when new spend for a contract has been collected. There is one minute buffer to avoid exporting data too frequently.

ExportedContracts API exports the contract metadata and the summary of contract spend for all three document types - order, invoice, and spend plan. ExportedContractSpends API exports each spend event separately for more detailed handling. 

Contact Basware Support to enable the feature. The export APIs must be enabled by a Basware consultant using the following tenant settings:

Contract spend is collected only for contracts that have been imported using Contracts API.

The new APIs can be found here: ExportedContracts and ExportedContractSpends

3 AP Automation

3.1 Contract number as read-only value in additional cost settings coding

Module(s): Invoice Automation
Feature ID: ALUSTA-90056
Release: P2P 22.4
Feature Implementation: Feature is in use automatically

On coding rows for invoice additional costs, the contract number field (if it’s set to be visible) is shown as an empty read-only field. This is done because additional cost coding can have multiple suppliers and a contract number is supplier-specific. Instead, the contract number for the invoice is pulled from the purchase order that is matched with the invoice. 

If contract spend needs to be collected for additional costs, ensure that the additional cost distribution types is not: 

Distribution types are set up in Data management > Additional cost settings.

3.2 Contract selection in invoice coding for professional users

Module(s): Invoice Automation
Feature ID: ALUSTA-82931
Release: P2P 22.4
Feature Implementation: Basware consultant work is needed

It is now possible to add a contract number in invoice coding. For PO-based invoices, the contract number comes from the order in matching.

Contract number can also be added manually in invoice coding. The Contract number field can be configured as a contract picker that lists all the active contracts for that supplier that have been imported using Contracts API. This enables collecting contract spend for invoices.

To configure your existing contract fields to use the selection list, contact Basware Support. 

It is also possible to add an imported contract in coding templates in Data management.

Contract spend reporting is triggered upon a successful transfer of the invoice document.

3.3 Map contract number from purchase orders to invoice coding lines

Module(s): Match Orders
Feature ID: ALUSTA-82930
Release: P2P 22.4
Feature Implementation: Basware consultant work is needed

Contract number can be now be mapped from purchase order lines to invoice coding during order matching. The mapping enables collecting contract spend for PO-based invoices.

The mapping must be configured in the Configuration tool. To enable this feature, contact Basware Support.

3.4 Contract selection in spend plans for professional users

Module(s): Spend Plans
Feature ID: ALUSTA-82929
Release: P2P 22.4
Feature Implementation: Basware consultant work is needed

It is now possible to collect data about how much contracts have been used with spend plans. This feature is supported only for contracts that have been imported using the open Contracts API. To connect a spend plan to a contract, it is now possible to configure the Contract number field in the spend plan header data as a Contract selection list. This list opens a dialog all active imported contracts for the supplier in question. You can search for the contract you want to connect to this spend plan and add it.

The Contract number field with selection list is configured by default for the new customers. However, the contract fields for existing customers remain as they are. To configure your existing contract fields to use the selection list, contact Basware Support.