Basware Purchase-to-Pay 21.12 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 21.12 and its maintenance releases.

2 Procurement

2.1 Marketplace User Teams

Module(s): Marketplace
Feature ID: ALUSTA-91110
Release: P2P 21.12
Feature Implementation: Consultant & Customer

Earlier, a user’s ability to manage content in Product Manager was controlled by roles. When a user had a role assigned, they always had full access to the role - for example, a user with the Product Management role could access and modify all of their organization’s agreements, views, media, and so on. In many cases, that level of access was not required because, for example, some users only needed to manage a few agreements and should not be able to access other agreements. 

With User Teams, it is now possible to separately control which users have access to modify each agreement and view.

Create and manage teams

First, User Teams must be enabled by a Basware consultant. When that is complete, users with the Buyer administrator role can manage user teams from Settings > Organization management. 


On the Organization management page, the user can see how many teams the organization has, and click the settings icon to manage teams.

Here, the user can see all of the existing teams. By clicking a team in the hierarchy, the user can add a team, reorder the teams, or delete a team. They can also reorder teams by clicking and dragging them up and down the tree.

The hierarchy is organized so that “parent” teams are on the left and “child” teams are on the right. The parent teams are the most general and the child teams are more and more specialized. It is possible to have up to 5 levels. If a child team is given access to certain content, all of its parent teams also have access to the content. For example, if the group Stationery is given access to a specific agreement, Buyers and Admin can also access that agreement. 

Users can add a child team under any level of the hierarchy (up to 5 levels) by clicking Add child team. 

By clicking on a team and then scrolling to the bottom of the page, the user can see all of the users, agreements, and views that are associated to the selected team. 

Add users to teams

Users can be added to teams from the User Management section by switching toggles on and off. 

Add teams to agreements

After teams are created, users can assign teams to agreements. When a team is assigned to an agreement, users in that team who have permission to manage agreements can manage the assigned agreement. Users who are not in that team but have permission to manage agreements can see the basic information for the agreement in the Agreements directory, but they cannot edit the agreement or view the details.

To assign a team to an agreement, a user with the Product Manager role can go to Product Manager > Agreements and either open an existing agreement or create a new one. 

By default, agreements are assigned to all teams. The label for all teams is Universal. To assign the agreement to a specific team, the user can click the Access field and select the team they want to assign. Only one team can be assigned to an agreement at a time. 

Note: If the team assigned to the agreement has parent teams, all parent teams can also access the agreement. If an agreement is assigned to a child team and that team is deleted, the access is moved to that team’s parent team. 

Add teams to views

After teams are created, users can assign teams to views. When a team is assigned to an view, users in that team who have permission to manage views can manage the assigned view. Users who are not in that team but have permission to manage views can see the basic information for the view in the Views directory, but they cannot edit the view or see the details.

To assign a team to an view, a user with the Product Manager role can go to Product Manager > Views and either open an existing view or create a new one. 

By default, views are assigned to all teams. The label for all teams is Universal. To assign the view to a specific team, the user can click the Access field and select the team they want to assign. Only one team can be assigned to an view at a time. 

Note: If the team assigned to the view has parent teams, all parent teams can also access the view. If an view is assigned to a child team and that team is deleted, the access is moved to that team’s parent team. 

2.2 Marketplace items in Purchase - Your requisition and Summary page changes

Module(s): Purchase
Feature ID: ALUSTA-91254
Release: P2P 21.12
Feature Implementation: Feature is in use automatically

With this feature, Shop users can see the item types in the Your requisition and Summary pages. The item types are shown for items that were checked out from Marketplace to Purchase. New supported item types are bundle, price break, quote items, items from Scanmarket and Amazon Business (when available). Item type information will be added to the other purchase screens in future releases.

3 AP Automation

3.1 Favorites in header-level recipient picker in AP Pro and Tools for power users

Module(s): Invoice Automation
Feature ID: ALUSTA-87163
Release: P2P 21.12
Feature Implementation: Feature is in use automatically

The favorite functionality is now available in the header level recipient picker in AP Pro and in the professional view in Edge (“Tools for power users”). It makes it convenient and easy to manage and find your favorite recipients.

Adding a new favorite recipient happens simply by clicking a star icon next to your favorite recipient.

All your favorite recipients can be found from the Favorites tab.

3.2 Find user groups easily in AP Pro and in Tools for power users

Module(s): Invoice Automation
Feature ID: ALUSTA-83783
Release: P2P 21.12
Feature Implementation: Feature is in use automatically

The recipient selection dialog has been enhanced by making it easier to find user groups. Now, all the available user groups can be found from the Groups tab.

3.3 Replace modal dialogs with floating panels

Module(s): Invoice Automation
Feature ID: ALUSTA-82727
Release: P2P 21.12
Feature Implementation: Feature is in use automatically

Some dialogs have been enhanced by making their location on the screen adjustable by the end users. This is useful for example in cases when the dialog blocks information in the background. These changes have an affect on the following dialogs in invoices and spend plans in AP Pro and in the professional view in Edge (“Tools for power users”).

3.4 Show digital signatures on PDF images in AP Pro and in Tools for power users

Module(s): Invoice Automation
Feature ID: ALUSTA-83167
Release: P2P 21.12
Feature Implementation: Feature is in use automatically

The PDF viewer in AP Pro and in the professional view in Edge (“Tools for power users”) has been enhanced by making digital signatures visible in the PDF images.

3.5 Usability enhancement to supplier picker

Module(s): Invoice Automation
Feature ID: ALUSTA-70876
Release: P2P 21.12
Feature Implementation: Feature is in use automatically

The usability of the supplier field in invoice and spend plan administration has been enhanced in AP Pro. If the user knows the supplier’s code, they can directly enter it to the supplier field and press Enter or Tab from keyboard without the need to wait for search results. Basware P2P will validate the input value in background and select the supplier if the input value was correct. 

3.6 Batch action for invoice task approval and review in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-3389
Release: P2P 21.12
Feature Implementation: Feature is in use automatically

Invoice reviewers and approvers now have the ability to complete multiple invoice tasks at once in Edge. Users of the Professional view can select up to 500 invoice tasks in the task list’s Invoices tab and either approve or review all of them at the same time. The actions can be done on invoice tasks in both header and row level. A new user right “Review and approve invoices in batch” is required for users to have access to the functionality. 


3.7 Order type shown in matching results

Module(s): Match Orders
Feature ID: ALUSTA-87715
Release: P2P 21.12
Feature Implementation: Feature is in use automatically

The document type can now be seen in Matching result. This gives important information to the user on what kind of a document was used in association.

3.8 Validation rule to prevent credit memos to match with positive GRs

Module(s): Match Orders
Feature ID: ALUSTA-78637
Release: P2P 21.12
Feature Implementation: Basware consultant work is needed

Some ERP systems do not accept negative coding lines for purchase order based debit invoices. Automatic order matching already has a parameter “Match with the same sign” that indicates to the system to match an invoice only with order items that has the same sign than the invoice header sum. With this new validation rule, it is possible to block and notify users about the match that will result in problems at the time of the invoice transfer. 

3.9 Supplier filtering on the plan reference picker

Module(s): Spend Plans
Feature ID: ALUSTA-89872
Release: P2P 21.12
Feature Implementation: Feature is in use automatically

The spend plan picker on invoice header data now has a supplier picker available. When opening the picker, the invoice’s supplier is prefilled in the dialog and the user can directly see the spend plan rows regarding this supplier. This enhancement makes it faster and more convenient to find a spend plan row to match with. Earlier, Basware P2P was showing spend plan rows from all different suppliers.