Basware Purchase-to-Pay 20.11 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 20.11 and its maintenance releases.

2 Procurement

2.1 New supplier directory user interface

Module(s): Marketplace
Feature ID: ALUSTA-73768
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

Administrator buyers can now view suppliers in their community in the Directory tab with a refreshed and simplified user interface. 

Users can search for suppliers using a text search, or filter on different attributes. 

By clicking a supplier’s name, the user can see all of the available information about the supplier. 

The information shown above is provided by the supplier during the registration process. Suppliers can update most of these details at any time under Settings > Organization Management. Details that can be updated are: 

Please note that Short Name and D-U-N-S number are read-only.

2.2 Support for eCl@ss classification standard

Module(s): Marketplace
Feature ID: ALUSTA-78168
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

Product classification is a vital part of making a product catalog available to a supplier’s entire customer base. Previously, Basware Marketplace only supported UNSPSC classification. However, many companies use the eCl@ss classification standard instead of UNSPSC to categorize their goods and services. 

Catalog items can now be uploaded using either eCl@ss classification or UNSPSC. This can be used by suppliers uploading their price lists and buyers uploading agent agreement items. 

2.3 Copy purchase order as a new draft requisition

Module(s): Purchase
Feature ID: ALUSTA-68262
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

Users can now copy a purchase order to a new purchase requisition draft, to quickly and easily reorder items from a supplier. The Copy as requisition draft action is available for personal and professional users when viewing purchase order details. After the user copies a purchase order to a requisition draft, the new draft is immediately opened so that the user can edit its details and submit it to the workflow. 

Professional users:

Personal users:

2.4 Dynamic budget management in Edge

Module(s): Purchase
Feature ID: ALUSTA-73113
Release: P2P 20.11
Feature Implementation: Basware consultant work is needed

Previously, only manual budgets could be managed in Edge. Now, dynamic budgets can also be viewed and managed from the Edge interface. With the appropriate user rights, users can view, manage, or activate manual budgets from the Data Management menu. Users can also archive old budgets and comment on budgets. This new feature helps current users of legacy Workplace continue their transition to the Edge interface, and gives new customers the flexibility to choose the best budgeting method for their organizations.

2.5 Manage EXT_CUST_RESOLVER tables in Data Management

Module(s): Purchase
Feature ID: ALUSTA-76859
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

System administrators can now manage the following customer resolver tables from Edge Data Management:

Users can add, edit, and delete any of these tables and the data within them. 

The separate edit type views have been added for each table to provide support for separate localizations of column names in each table.

2.6 Purchase Pro Tools - Copy a purchase order as new draft requisition from the list view

Module(s): Purchase
Feature ID: ALUSTA-73009
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

Users of Purchase Professional tools can now copy a purchase order as a requisition draft quickly and easily from the list view of purchase orders. After the user copies a purchase order, the new draft requisition is immediately opened so that the user can edit its details and submit it to the workflow.

2.7 Purchase Pro Tools - Copy a requisition as a draft from the list view

Module(s): Purchase
Feature ID: ALUSTA-76237
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

Users of Purchase Professional tools can now copy a purchase requisition as a draft quickly and easily from the list view of requisitions. After the user copies a requisition, the new draft requisition is immediately opened so that the user can edit its details and submit it to the workflow.

2.8 Purchase Professional Tools split view - Discussions, Related documents, and Attachments tabs

Module(s): Purchase
Feature ID: ALUSTA-70240
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

When viewing purchase documents in Purchase Professional Tools, buyers can now see the following information for their selected document while using Split view.

To see these panels, users must first click the Split View icon. Additional document information will be added to the split view in future releases.

Full Purchase Professional Tools page with Discussions panel

 

Attachments panel

 

Related Documents panel

2.9 Purchase requisition data export using OpenAPI

Module(s): Purchase
Feature ID: ALUSTA-70383
Release: P2P 20.11
Feature Implementation: Customer can take into use

Now it is possible to export purchase requisition data from Basware Purchase-to-Pay to Basware OpenAPI when the requisition approval workflow processing has finished (in Ready for Ordering, Canceled, or Rejected status). Exporting is set up in Purchase Configuration. This way your external system, using OpenAPI, can receive data on costs that were approved or canceled during the approval process in Basware P2P Purchase.

3 AP Automation

3.1 AP Pro - Import automatic coding for invoices

Module(s): Invoice Automation
Feature ID: ALUSTA-75074
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

Users of AP Pro can now import automatic coding to invoices where header data has been added or changed since the first attempt at automatic coding. This feature is useful in cases where coding may have failed the first time due to missing header data or some other issue. The AP clerk can now fix the header data and click Import automatic coding to add the coding fields to the invoice.

 

3.2 AP Pro - Send to manual matching

Module(s): Invoice Automation
Feature ID: ALUSTA-72928
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

AP Pro users can now send invoices to manual matching, to complete matching on partially matched invoices or fix possible matching errors. Users can select the Send to manual matching action for any invoices in Transfer status that have been in automatic or manual matching earlier in the workflow. You must have the Manage invoices in Transfer user right to send these invoices to manual matching. 

3.3 Manual Matching - View the sum of many selected purchase order or invoice lines

Module(s): Invoice Automation
Feature ID: ALUSTA-28239
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

In AP Pro manual matching, the user can now select several purchase order items or invoice lines and hover over them with the mouse to see the total sum and quantity of all selected lines. This information can be helpful, for example, if a user wants to match several purchase order items to one invoice header. The user can easily see if the total of the selected items matches the invoice header or not. 

3.4 Personal manual matching tasks can be completed in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-66767
Release: P2P 20.11
Feature Implementation: Customer can take into use

Personal users are now Workplace free! They no longer need to navigate to Workplace to complete their manual order matching tasks. Instead, AP Pro manual order matching is now enabled for personal users as well. When a user clicks Start Matching from the Tasks list, they can perform the matching directly in Edge, as shown below. 

Important: After 20.11, organizations must have AP Pro enabled for personal users to be able to perform personal order matching tasks. AP Pro is not supported on old web browsers like Internet Explorer, so users must access the application using modern web browsers like Google Chrome, Mozilla Firefox, or Microsoft Edge. If needed, users can still access Workplace directly using Internet Explorer. 

Additionally, AP Pro users can now assign order matching tasks from the Edge interface. From the list view, it is easy to see who the order matching tasks are assigned to and how long they have been pending.  

3.5 Tools for power users - AP Pro invoice detail view for semi-professional users

Module(s): Invoice Automation
Feature ID: ALUSTA-71843
Release: P2P 20.11
Feature Implementation: Customer can take into use

In Basware Purchase-to-Pay version 20.11,  we have significantly improved the usability for personal users who perform many and complex invoice tasks on daily basis (we call them “power users”). These users now have a desktop-optimized view for performing activities such as invoice coding. As part of these “Tools for power users,” we are introducing new invoice details pages that function similarly to our existing AP Pro invoice detail pages. Not only has usability been significantly improved for our power users, but we have also introduced several exciting new functionalities. On the invoice detail page, we have improved discussions, invoice coding, image viewing, and more. The interface is designed to speed up the overall processing time of invoices.

This view may be turned on at the organization level using a tenant setting. Users can also choose to take the new view into use themselves from User settings.

Here is a sample detail view for a power user while reviewing an invoice:

Coding templates

Users who do invoice coding on a daily basis benefit from decreased processing time as the coding rows are now shown in a grid format. The grid makes it easy to add and edit many lines quickly. Also, multiple coding rows can be added/edited/deleted simultaneously. The time taken to complete invoice coding can also decrease significantly, thanks to the newly introduced support for coding templates. Power users can save coding that they use frequently as a template, then import it onto other invoices for quick and easy coding.

Users can also import automatic coding manually if they have changed some header level details and want the coding to the automatically applied based on the new information. 

Cost distribution

Personal users who perform coding row approvals can now clearly visualize their costs and costs assigned to other AP clerks. Simultaneously updating multiple coding rows with changes to recipients, cost centers, etc. is much easier, clearer, and less time-consuming.

Support for invoice lines

Power users can also manage invoice lines much more easily. In addition to adding, deleting, and editing invoice lines quickly, these users can import and export invoice lines using Excel spreadsheets. This feature is especially useful to those handling many invoice lines on a daily basis, and those with manual order matching tasks. 

View invoice image and details

Personal users now benefit from enhanced invoice detail viewing options. It is now easier to see invoice data, and users can set up their screens to view the invoice image along with any two tabs of their choice. The invoice image viewer is also enhanced with tools to add or delete an image, zoom, rotate, and open the image in a new tab.

Also in this view, users can link invoices from the Related documents tab. Users can link several invoices easily by clicking Link invoices and searching for them using the many available search options.

Duplicate invoices

Enhanced invoice creation for personal users prevents the creation of duplicate invoices and provides the users with a list of all invoices that the current invoice is a duplicate of.  

3.6 AP Pro - Accrual reporting for invoices

Module(s): Invoice Automation
Feature ID: ALUSTA-4046
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

Accrual reports can now be accessed and run from AP Pro. Users can select a date, choose whom to send an email notification about the report, and select the preferred language and region for the recipients. The report then lists all open invoices balances as of the selected date. The accrual reports can be found under Accounts Payable → Accrual reports. For users to access accrual reports, they must have the View invoices user right.

Users can either choose Today or a Custom date. Reports run for today include all open invoices on the current date. By selecting instead a custom date, users can see open balances for past dates. Additionally, users can choose to use either the voucher date or the transfer date as a report criterion when they select a custom date. 

Reports are generated using a background task, so users can leave the page and do other tasks while the report is being created. After the report complete, users can download it in Excel format. Notification emails are sent to all users listed in the Email Notification section when the report is ready to be downloaded.

The generated accrual reports are available for download for up to 1 year after their creation date. After this period, they are automatically deleted.

The columns in the accrual report are the same as the ones for coding row search in AP Pro. Therefore, the columns of the accrual report are configurable. Ask your Basware consultant if you want to add or remove columns from the report.

3.7 AP Pro - Calculate taxes

Module(s): Invoice Automation
Feature ID: ALUSTA-34785
Release: P2P 20.11
Feature Implementation: Basware consultant work is needed

In AP Pro, users can now use the Calculate taxes action to send coding rows to anyERP for tax calculations. This action is available for any organization that has Calculate taxes enabled for their invoice process. 

If your organization has already had tax calculations enabled in Workplace, this feature is now available automatically in AP Pro. If you would like to enable tax calculations using anyERP for your organization, contact your Basware consultant. 

3.8 AP Pro - Support for entity rules when user requests manual approval

Module(s): Match Orders
Feature ID: ALUSTA-70516
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

In Manual Matching, entity rules are not supported when a user requests manual approval. Entity rules can validate data, check that required fields are filled in, and otherwise ensure that documents are following your organization’s business rules when sent to approval.

If you already have entity rules configured in Workplace, they now work automatically in AP Pro. To start using entity rules or add new entity rules to your configuration, contact your Basware consultant. 

3.9 AP Pro - Support for expressions on invoice lines

Module(s): Match Orders
Feature ID: ALUSTA-72729
Release: P2P 20.11
Feature Implementation: Feature is in use automatically

In AP Pro, invoice lines now support expressions. Expressions can be used for calculating net and gross sums, for example.

If you already have expressions configured for your invoice lines in Workplace, they now work automatically in AP Pro. To start using expressions or add new expressions to your configuration, contact your Basware consultant.