Basware Purchase-to-Pay 16.9 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 16.9 and its maintenance releases.

2 Procurement

2.1 “Goods receipt not required” can be defined for tenant

Module(s): Purchase
Feature ID: ALUSTA-9395
Release: P2P 16.9
Feature Implementation: Basware consultant work is needed

Now it is possible to configure in Configuration tool that goods receipt tasks are not created in the customer tenant at all. In this case, the personnel does not need to mark goods as received at all and no goods receipt documents are created.

Now it is also possible to configure in Configuration tool the number of days when an order line of type no goods receipt required is automatically closed. The days are counted from the order date. The default value is 14 calendar days. If the value is empty or 0, it means that the user must close the order lines manually.

2.2 Goods receiving based on purchase order in Edge

Module(s): Purchase
Feature ID: ALUSTA-12072
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Previously, Basware Purchase-to-Pay created goods receipt tasks per purchase requisition. After this release, the system will be able to create goods receipt tasks per purchase order also in Edge. For example, if there are three different suppliers in a purchase requisition, the system will create three goods receipt tasks - one for each supplier.

Previously, goods receipt tasks could be done in the task list in Basware Purchase-to-Pay. Now goods receipt tasks will be done in a separate details view. Users can navigate to the details view from the task list by clicking links in a task list item or by clicking the “Receive” button.

In the goods receipt details view, users can see the purchase order lines that should be marked as received and information about the purchase order. Users can then mark all items that have remaining quantities as received. In this release, it is not possible to partly receive a purchase order (partly receiving a purchase order means to deselect some items or change quantities). Users can also comment on the goods receipt task and forward the task to another user in the details view.

2.3 Goods receiving based on purchase order in Workplace

Module(s): Purchase
Feature ID: ALUSTA-11100
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Previously, Basware Purchase-to-Pay created goods receipt tasks per purchase requisition. Now the tasks will be created per purchase order. For example, if there are three different suppliers in the purchase requisition, the system will create three goods receipt tasks - one for each supplier.

The goods receipt task grid no longer displays comments from the purchase requisition. Instead, the grid displays the latest comment from the goods receipt task. The goods receipt History and Comments tab displays the history of the purchase requisition and the goods receipt task.

2.4 More granular user rights to Shop

Module(s): Purchase
Feature ID: ALUSTA-6271
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

The user rights for the Shop section have been made more granular, enabling the administrator to configure in a more detailed way what the users will see in the Shop section of the user interface.

Instead of just allowing a user to use the shopping functionality or not, now it is possible to specify per user or user group whether the Basware Marketplace, the catalog items, the free-text items, and the external webshops are available for the purchase requisitions separately.

2.5 PR line level actions to PR header details in Edge

Module(s): Purchase
Feature ID: ALUSTA-9565
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

In Edge, the purchase approver can now complete purchase requisition’s line level actions from the purchase requisition’s header details view. The purchase approver can approve, reject, forward, or add comment on line level in Edge.

2.6 PR line level actions to PR line details view in Edge

Module(s): Purchase
Feature ID: ALUSTA-10682
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

In Edge, the purchase approver can now complete purchase requisition’s line level actions from the purchase requisition’s line details view. The purchase approver can approve, reject, forward, or add comment on line level in Edge.

2.7 Payment term on order header only

Module(s): Purchase
Feature ID: ALUSTA-3434
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Now it is possible to send the payment term in an XML order and in an order change to supplier. Therefore, the payment term field has been moved from the order line to the order header. The purchase order creation logic has been enhanced so that only one payment term per order is allowed (applies to both email and XML orders). In addition, only one contract per order is allowed for XML orders. Previously Basware Purchase-to-Pay created one order per supplier. Now also the number of payment terms and contracts have effect on the number of orders created.

2.8 Support for additional fields in purchasing categories

Module(s): Purchase
Feature ID: ALUSTA-9431
Release: P2P 16.9
Feature Implementation: Basware consultant work is needed

Now it is possible to set an additional default invoicing dimension value behind category in Purchase Data Management. If set, the data will be populated to the purchase requisition’s and purchase order’s Invoicing tab along with the account and tax data based on set category or category change. This field can be used for instance to determine the cost type of purchase.

2.9 Supplier classification defaults and permission code support

Module(s): Purchase
Feature ID: ALUSTA-10458
Release: P2P 16.9
Feature Implementation: Basware consultant work is needed

Now it is possible to use the default supplier class as one of the advanced user right dimensions in the purchase requisition’s approval workflow.

2.10 Approval limit used in row approval allocation

Module(s): Purchase
Feature ID: ALUSTA-9358
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Now it is possible to configure per row approval step if lines are allocated directly to an approver with sufficient approval limit. The lines do not go to conditional phases but directly to a person with sufficient limit in that approval step. Other parameters determine what is the used limit. When the user forwards lines or changes the next approver, the system looks for a person with sufficient limit.

2.11 Many row approvals with limit check in PR approval workflow

Module(s): Purchase
Feature ID: ALUSTA-3064
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Now it is possible to set per row approval step if the limit is checked in that step or not. That is, there can be more than one approval step with limit check in one approval process. For example, there can be row approval steps with limit check where the first row approval step with limit check is done to all purchase requisitions. The second row approval with limit check step is done only to purchase requisitions where the total is greater than 10 000. Other parameters determine what is the used limit.

2.12 Row approval with dimension total check

Module(s): Purchase
Feature ID: ALUSTA-13916
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Now it is possible to define with advanced user rights if the approval step requires sufficient limit to the same dimension lines’ total value instead of purchase requisition total value. The approver needs to have limit to all the lines’ full cost in a purchase requisition that is going to the same dimensions.

2.13 When changing purchasing category on requisition, system verifies supplier against new category supplier settings

Module(s): Purchase
Feature ID: ALUSTA-12263
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

This feature provides improved support in a case where an end user changes the purchasing category when a purchase requisition is editable. Earlier if the user changed the purchasing category, the system emptied the Supplier field. Now, the system retains the earlier selected supplier. Only if the usage of that supplier is not allowed in the newly selected purchasing category, the system clears the supplier selection. It is possible to limit the usage of suppliers in a specific purchasing category in Data Management settings.

3 AP Automation

3.1 Dispute an invoice in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-3381
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Users can now dispute invoices in the Edge client. The Dispute invoice action is available in the task list and in the invoice details view.

3.2 Link to Knowledge Base in task list view in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-12481
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Users can now see a link to Basware Knowledge Base in the Need assistance? panel on the task list view. The knowledge base contains articles and tutorials about Edge.

3.3 Review and forward support in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-3443
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Edge Invoice now supports the Review and forward action, where the user can both review the invoice and forward it to another user at the same time. This feature is only in use if it is allowed in the configuration. The action is available in the task list and in the invoice details view.

3.4 User group support in recipient selection in Edge Invoice

Module(s): Invoice Automation
Feature ID: ALUSTA-3380
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Selecting user groups as recipients is now supported.

A group can be used as a recipient when it has been defined as a recipient user group in Basware P2P Admin.

3.5 View on hold invoice from the task list

Module(s): Invoice Automation
Feature ID: ALUSTA-3410
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Users can now put invoices on hold and release them from hold in the Edge client. The Put on hold and Release actions are available in the task list and in the invoice details view.

3.6 Associating subsequent invoice against Framework or Service PO

Module(s): Invoice Automation
Feature ID: ALUSTA-13438
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Now it is possible to match subsequent debit and credit invoice lines with service purchase order lines and framework purchase order lines in the Matching view.

3.7 Filter search results with invoice company and supplier

Module(s): Match Orders
Feature ID: ALUSTA-12411
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

Purchase order search and goods receipt search in the Manual Order Matching view have been improved to filter the search results automatically with company and supplier set for the open invoice. This means that the advanced search is active by default and the system has prefilled the company and supplier fields automatically. A user can change the values in the advanced search view to search for purchase orders of another company and supplier. 

A user can also disable company and supplier filters by clearing the values the corresponding fields in the advanced search.

4 General

4.1 Details page main panel actions shown as icons (Edge)

Module(s): Invoice Automation, Purchase
Feature ID: ALUSTA-7520
Release: P2P 16.9
Feature Implementation: Feature is in use automatically

To support mobile use, the main panel action buttons in the Edge client have been changed from text buttons to icon buttons. Icon buttons leave more space for other content.

The following action buttons have changed: