Contents

• 1 Introduction
• 2 Invoice Automation
  • 2.1 Customizable “Cc” and “Have replies sent to” email addresses in the dispute templates
  • 2.2 Error is shown when document access report creation fails due to too many results
  • 2.3 Select all active organizations in the organization list
  • 2.4 Self-service activation for SmartCoding
• 3 Marketplace
  • 3.1 Buyer matrix user interface
  • 3.2 Price breaks added with item on search result page
  • 3.3 Widget configuration on shop landing page
• 4 Match Orders
  • 4.1 Add attachments to invoices waiting for goods receipts
  • 4.2 Filter results by goods receipt details given for matching order search
  • 4.3 Identify and match returned items in order matching
  • 4.4 UOM validation with synonym codes
• 5 Platform
  • 5.1 Support for Romanian language in AP and Procurement
• 6 Purchase
  • 6.1 In Data management, set per supplier which organization identifiers are passed to the cXML order
  • 6.2 Purchase requisition enrichment for adding new line
  • 6.3 Sum field lengths increased in Purchase user interface
  • 6.4 Tools for power users: Separate settings for professional/simple view under user settings for purchase documents

2.1 Customizable “Cc” and “Have replies sent to” email addresses in the dispute templates

Module(s): Invoice Automation
Feature ID: AP-1459
Release: AP Automation and Procurement 25.3

This enhancement enables the use of customized default email addresses in the “Cc” and “Have replies sent to” fields in the invoice dispute action. Automatically populating these fields with the correct email addresses streamlines the dispute process by reducing manual input. It ensures the appropriate individuals are notified and improves the user experience by automating repetitive tasks.

The default email addresses in the “Cc” and “Have replies sent to” fields can be configured in the dispute templates in Data management > Invoicing > Dispute templates. The “Manage dispute templates” user right is required. You can define one or multiple email addresses for the new fields. Additionally, a checkbox “Include the email address of the user who disputed the invoice” allows you to decide whether to include the email address of the user who disputed the invoice. By default, this checkbox is selected for all existing dispute templates.

2.2 Error is shown when document access report creation fails due to too many results

Module(s): Invoice Automation
Feature ID: AP-1427
Release: AP Automation and Procurement 25.3

This enhancement resolves the usability issue of document access reports failing in Data management due to a very high number of results. Failures will now be automatically detected. and the report status will be shown as “Failed”.

2.3 Select all active organizations in the organization list

Module(s): Invoice Automation
Feature ID: AP-854
Release: AP Automation and Procurement 25.3

This update introduces a new feature in the organization list. Users can now conveniently select all active organizations at once, even if they do not have access rights to the parent organization. This enhancement addresses the time-consuming process of manually selecting organizations, especially for users whose organizations frequently change.

This feature is in use automatically and affects the organization selection lists in Accounts payable > Invoices, Accounts payable > Spend plans, Accounts payable > Accrual reports, and the professional views in Documents > Invoices, and Documents > Spend plans.

2.4 Self-service activation for SmartCoding

Module(s): Invoice Automation
Feature ID: APAI-214
Release: AP Automation and Procurement 25.3

Basware SmartCoding is a machine learning based service that proposes invoice coding.

The SmartCoding module can have multiple organizations. Now it is possible to activate SmartCoding individually for each organization. A new Activate SmartCoding parameter has been added to the SmartCoding settings. Users with access to Data management > SmartCoding settings can specify which organization’s invoices they want to send to SmartCoding.

3.1 Buyer matrix user interface

Module(s): Marketplace
Feature ID: ALUSTA-115863
Release: AP Automation and Procurement 25.3

Buyer Admin can now create matrix items with the new matrix page or view the existing matrix items (uploaded via Super Content Loader file). A new section “Matrix items” is added to the agent agreement (The section is only available on the agent agreement.) Click the cog icon under Matrix items, and access the Matrix directory page.

The new matrix user interface has four sections:

Basic Information: In the section, the buyer admin provides the basic information of the matrix. This information includes name, image, description, and language of the matrix.

Option Sets: The Option Sets section is used to define the option sets and options to generate signatures. For instance, for the item “T-shirt”, the option sets could be color and size. The options of color could be red, blue, and so on, and the options for size could be Small, Medium, Large, and so on. The buyer admin must save to generate the signatures in the Signatures section.

Signatures: Signatures are used to map options and the items. The items added in the Items section can be linked to the options added in the signatures. The signatures that have items assigned only show the user when the price list is published. The unassigned signatures can be filtered with the toggle Show unassigned signatures on top. The buyer admin can search for the signatures with the search option.

Items: The buyer admin must add items to the pool with Select Item. The selected items can then be assigned to the signatures. Item details are viewed by expanding the item. The buyer admin can search for items with the search option. 

For more details, please check ‘Creating matrix items using user interface’ document in Help Portal.

3.2 Price breaks added with item on search result page

Module(s): Marketplace
Feature ID: ALUSTA-115862
Release: AP Automation and Procurement 25.3

Users can view price break information directly with an item on the Search Results page. This enhancement allows them to easily see and select the desired price break option. This information was previously only available on the item details page, which many users may not have accessed. With this update, users can conveniently view and choose the appropriate price breaks.

A new icon is next to the item price if a price break is available. This enables users to conveniently view and choose the appropriate option.

3.3 Widget configuration on shop landing page

Module(s): Marketplace
Feature ID: ALUSTA-115860
Release: AP Automation and Procurement 25.3

On the Shop landing page, end users have the flexibility to choose which widgets to display. This page includes an external web shop, category sections, and a frequently ordered items area. Users can create shortcuts to their desired items. This is possible by selecting specific widgets. This significantly enhances the user’s shopping experience.

To access the widget configuration, click the expand icon on the right side of the Shop landing page.

Users can add or remove available widgets and customize the layout by adjusting the number of rows and columns displayed. A maximum of 2 rows and 3 columns can be configured for each widget.

4.1 Add attachments to invoices waiting for goods receipts

Module(s): Match Orders
Feature ID: AP-458
Release: AP Automation and Procurement 25.3

It is now possible to add attachments to invoices that are waiting for purchase order update.  

This feature is enabled by default.

4.2 Filter results by goods receipt details given for matching order search

Module(s): Match Orders
Feature ID: AP-130
Release: AP Automation and Procurement 25.3

When searching for matching purchase orders using goods receipt details, the goods receipts displayed under the corresponding order line are  now filtered based on the given search criteria. This ensures that only the relevant goods receipt are shown. Additionally, the values in the calculated fields Quantity to match and Sum to match are updated to reflect the returned items. 

This feature is available when searching purchase orders using one of the following criteria:

• Best-fit grouping
• Delivery note number
• Goods receipt number
• Net total of a goods receipt

This feature is in use automatically.

4.3 Identify and match returned items in order matching

Module(s): Match Orders
Feature ID: AP-1621
Release: AP Automation and Procurement 25.3

Goods receipts can now be marked as returned. When matching an invoice with a goods receipt, users will be notified if it involves a returned item. Additionally, it is possible to prevent invoices from being associated with returned items altogether.

4.4 UOM validation with synonym codes

Module(s): Match Orders
Feature ID: AP-1637
Release: AP Automation and Procurement 25.3

Units of measure between purchase orders and invoices can now be validated using predefined synonyms. For example, if an invoice line contains “kg” and the corresponding purchase order line “kilo,” the values will be recognized as equivalent, if the synonym list includes “kg” = “kilo” or “kilo” = “kg.” As a result, these units are accepted and treated as identical.

5.1 Support for Romanian language in AP and Procurement

Module(s): Platform
Feature ID: AC-348
Release: AP Automation and Procurement 25.3

Romanian is the latest language to be supported in Basware AP Automation and Procurement. The new language option will be made available shortly after the 25.3 version is released. If you are interested in using Romanian, request for the new feature to be enabled through the Basware Support Portal.

After it is enabled, users can select Romanian as the user interface language from the User settings page.

6.1 In Data management, set per supplier which organization identifiers are passed to the cXML order

Module(s): Purchase
Feature ID: PUR-2
Release: AP Automation and Procurement 25.3

Previously, you could only enter supplier-specific sender identity in Data management > Order sending settings. Now, there is also the possibility to select which company identifier to use from the ordering organization identifiers in Basware AP Automation and Procurement Administration.

6.2 Purchase requisition enrichment for adding new line

Module(s): Purchase
Feature ID: ALUSTA-113589
Release: AP Automation and Procurement 25.3

Previously, you could only enrich purchase requisitions’ existing lines. You can now add new lines to existing purchase orders in the requisition. You can, for example, add a delivery cost line, to be included on the lines grouped as one order.

6.3 Sum field lengths increased in Purchase user interface

Module(s): Purchase
Feature ID: ALUSTA-90304
Release: AP Automation and Procurement 25.3

Now it is now possible to use unit prices up to 11 digits before the decimal point and amounts up to 13 digits before the decimal point in other amount fields in purchase requisitions, purchase orders, and goods receipt documents. This enhancement allows for large transactions in currencies with low values or when converting to currencies with low values.

This enhancement is available automatically.

6.4 Tools for power users: Separate settings for professional/simple view under user settings for purchase documents

Module(s): Purchase
Feature ID: ALUSTA-113165
Release: AP Automation and Procurement 25.3

You can choose your preferred display option—either simple or professional—for the purchase document list and detail views, independently from their selections for Invoices and Spend plans. We have added a dedicated section on the User settings page, located under Views in desktop mode, where users can enable their preferred views for purchase requisitions, purchase orders, goods receipts, and contracts. The default value is Simple view.

It is important to recognize that the setting influences the creation of purchase requisitions.

This feature is enabled automatically.