Basware Purchase-to-Pay 23.12 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 23.12 and its maintenance releases.

2 Procurement

2.1 Configured info message on punchout to supplier website

Module(s): Marketplace
Feature ID: ALUSTA-109443
Release: P2P 23.12
Feature Implementation: Customer can take into use

Admin users can configure an info message to be shown to the users before punching out to the supplier’s website. The message will be shown as a pop-up and it tells users important information about the visit to the supplier’s website. Users can choose not to show the message again. 

An Admin user with the Product Manager role can configure the message in Product Manager´s Punchout Agreement > Shopping Alert field.

2.2 Match exact search word in item name or manufacturer name

Module(s): Marketplace
Feature ID: ALUSTA-109498
Release: P2P 23.12
Feature Implementation: Feature is in use automatically

A new option Match Search Word has been added to Search Options. When this option is selected, the search uses the exact search word in the item name or manufacturer name and ignores stemming. Stem is the base or root form of a word. For example, if user searches for “run”, the results will also show “ran” and “running” as they share the same stem. The Match Search Word option does not consider stemming in any languages used by the users. Thus, it partly matches the text which is entered in the search.

In the images, you can see the difference between the search results when the filter is applied and not applied for the Finnish word “kaappi”.

Note: To get more accurate results, users have to enter a minimum of three characters. 

Module(s): Marketplace
Feature ID: ALUSTA-109442
Release: P2P 23.12
Feature Implementation: Basware consultant work is needed

Marketplace now supports integrated search compatible with OCI standards. When this feature is configured for your organization, users can search for items from the supplier’s website catalog within the Marketplace catalog. When the users search with a keyword, a new tab appears on the search page, displaying items from the supplier’s website.

 

Note: This feature is available to customers who have enabled Integrated Shopping Experience and when the supplier has the integrated search feature. To get this feature enabled, contact Basware Support and Request a service. 

2.4 Budget’s spend status in P2P Purchase

Module(s): Purchase
Feature ID: ALUSTA-105999
Release: P2P 23.12
Feature Implementation: Feature is in use automatically

Now, spend is calculated in the list and detailed view in Data management > Budgets. The list view shows Allocated total and Remaining total. The detailed view shows Allocated total, Remaining total and also allocation totals per usage status (Pending total, Reserved total, and Spent total).

3 AP Automation

3.1 Matching deviation sum and cross currency

Module(s): Match Orders
Feature ID: ALUSTA-94672
Release: P2P 23.12
Feature Implementation: Feature is in use automatically

Earlier when the user needed to approve a matching deviation, the actual deviation sum was used for checking the user’s approval limits

Now the deviation sum is converted into user’s company currency, and the converted sum is used for checking if the user’s approval limit is enough

 

Example: 

Earlier the sum 100 SEK was compared to the users approval limit (50) and the user was not able to approve the deviation.

Now the deviation sum 100 SEK is converted to EUR. It is 8.75 EUR, and the user can approve the deviation.

4 Networked AP

4.1 Brand renewal for Basware P2P

Module(s): Invoice Automation
Feature ID: ALUSTA-108959
Release: P2P 23.12
Feature Implementation: Feature is in use automatically

Basware P2P has been renewed with new images and colors. The colors in the navigation bar in Basware P2P, Analytics, and Insights have been renewed, and  the status graphs in the AP Pro and the Purchase Professional Tools have been updated with new colors.

 

4.2 Invoice access reports

Module(s): Invoice Automation
Feature ID: ALUSTA-109252
Release: P2P 23.12
Feature Implementation: Basware consultant work is needed

There is a new feature available in Basware P2P which enhances information security of the invoice processing. When this new feature is enabled, Basware P2P keeps a log of the users who access your invoice data and when they access it. This helps you to process invoices more securely and to fulfill the possible local regulations and legislation.

In addition to the log of what invoices the users have viewed and when, Basware P2P keeps a log of what kind of invoice searches the users have made and when in Basware P2P. It is also possible to create reports of this data in Data management.

When the feature is enabled, there are two new pages available in Data management:

1) Data management > Data retention for document access

On this page, there are organization-specific settings for how long the invoice access data and invoice search query data are retained. On the General settings tab the user can define data retention period for the invoice searches that contain multiple organizations. The user can also define the language and regional format that the search parameters are saved in.

There is a new user right “Manage data retention for document access" that is required for accessing the new page.

 

2) Data management > Document access reports

Users can create two kinds of reports on this page:

The reports are available for 30 days, after which they are automatically deleted.

There are two new user rights “Create document viewing reports" and “Create document search query reports” related to the reporting functionality. At least one of these is required to access the Document access reports page, and to create reports.

The feature also affects user deletion in Basware P2P Administration. When the feature has been enabled for the tenant, users cannot be deleted in P2P Administration anymore, if their last login time is within the data retention period set for the user’s home organization. This prevents deleting users who might have entries in the document access log.

By default, the feature is disabled. There is a new tenant setting “DefaultDataRetentionPeriodForDocumentAccess” that can be used to enable or disable the feature. If the value for the setting is “0”, the feature is disabled. A value greater than 0 means that this feature is enabled and the number indicates the default value for how many months the document access data is retained. For example, “12” means that the feature is enabled and the document access data is retained for 12 months.

To enable the feature, please contact your Basware consultant or Basware Support. In the request, mention how many months you want the default data retention period to be. You can override the default retention period later from the Data management > Data retention for document access.

4.3 Save search criteria

Module(s): Invoice Automation
Feature ID: ALUSTA-108301
Release: P2P 23.12
Feature Implementation: Feature is in use automatically

Searching invoices from the Documents page has been improved. Now the search criteria and search values from the user’s previous search are restored. The restored criteria include search mode and other values in the basic search fields and in advanced search. This makes searching faster for users who use the search frequently and who often search with the same search criteria. 

The previous date range is restored only if a preset date range was used the last time (for example, “Last 12 months”). The same preset date range is applied to the following search, and it is calculated from the current date. If the user has used some other date range, the default date range is applied to the next search.

Historical status is not restored even if it was used previously. Historical invoices have less available search criteria, and it is better not to include them in all searches.

4.4 Support for JPEG attachment files

Module(s): Invoice Automation
Feature ID: ALUSTA-109194
Release: P2P 23.12
Feature Implementation: Feature is in use automatically

Users can now add JPEG files to the attachments. Earlier it was not possible to add JPEG files as attachments.

4.5 Support for Microsoft Internet Explorer 11 has ended

Module(s): Invoice Automation
Feature ID: ALUSTA-103733
Release: P2P 23.12
Feature Implementation: Feature is in use automatically

Microsoft Internet Explorer 11 is no longer supported by Basware P2P and Basware P2P Administration. This ensures the best possible user experience and maintains the highest level of security.

If the user tries to navigate to Basware P2P or to Basware P2P Administration with Internet Explorer 11, the system shows an error message regarding an unsupported browser version.

4.6 View the content of the dispute email messages

Module(s): Invoice Automation
Feature ID: ALUSTA-11786
Release: P2P 23.12
Feature Implementation: Feature is in use automatically

Invoice dispute functionality in Basware P2P can be used for contacting the supplier whenever a problem has been detected with the invoice, and discussion with the supplier is needed. This functionality has now been enhanced so that the sent dispute emails are automatically saved as invoice attachments. This brings many benefits to AP clerks and business users. Firstly, it is convenient for the users to see the details of the dispute emails that have been sent to the supplier. The dispute emails are saved automatically, so working time is saved because the users no longer need to manually add this information to the invoices after disputing. Also, it is not anymore possible to forget to add this information.

The dispute emails can be found below the new Read-only attachments category on the Attachments tab. The read-only attachments are added by the system and they cannot be modified by the users. The invoice’s original XML file can be found in the read-only attachments. The read-only attachments do not consume the quota for the number of attachment files.

Users can add and remove attachment files in the Editable attachments category. We have also made an enhancement here, so that now the users can add attachments that are in EML format. Earlier it was not possible to add EML files as attachments.

 

A new history entry is written to the invoice when a dispute email has been added as attachment.

4.7 Match invoice with multiple delivery note number references

Module(s): Match Orders
Feature ID: ALUSTA-108303
Release: P2P 23.12
Feature Implementation: Feature is in use automatically

Automatic order matching for consolidated invoices has been improved. Previously matching failed if the invoice had multiple delivery note number references and no invoice line details. Instead of successful matching, the invoice stayed in the automatic waiting queue for new goods receipts. Now the system can recognize and match the goods receipts with multiple delivery note numbers referenced in an invoice.