1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 16.12 and its maintenance releases.

2 AP Automation

2.1 Asynchronous actions for large payment plans

Module(s): Match Plans
Feature ID: ALUSTA-13284
Release: P2P 16.12
Feature Implementation: Basware consultant work is needed before customer can take into use

Users can now perform actions on large payment plans in Professional Mode. In case of a large document, actions may take some time to complete, but users can perform other actions in the meanwhile.

An informative message is shown in the Payment Plan Details view when the plan is considered a large document. By default, a payment plan is considered large if it contains more than 800 coding rows in total. This limit can be configured in the Basware P2P Configuration Tool.

A notification message is shown after starting an action for a large payment plan. The user can clear the notification.

Another notification message is shown after the action has been completed. The user can click a link in the notification to view details of the related payment plan.

2.2 Best-fit must sum up the total of all referenced purchase orders

Module(s): Match Orders
Feature ID: ALUSTA-16886
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

The best-fit recognition methods which try to find matching items on the top level of the purchase order have been changed. Instead of validating the invoice total against each referenced purchase order separately, the system sums up the available sum to match from all of the referenced purchase orders.

2.3 Enable line level association only if there is one matching item found

Module(s): Match Orders
Feature ID: ALUSTA-16572
Release: P2P 16.12
Feature Implementation: Basware consultant work is needed

Now it is possible to prevent the system from automatically matching an invoice line if the action would result in more than one matching purchase order line or goods receipt. If the system identifies many matching purchase order items, the invoice line is marked with an error. A user action is required for invoice lines that remain not associated after automatic matching.

2.4 Enable professional user access when user has rights to manage invoices in order matching

Module(s): Match Orders
Feature ID: ALUSTA-15594
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

Now it is possible to grant a user right to match invoices with purchase orders separately. Previously, users were required to have additional professional user rights in addition to managing invoices in order matching.

2.5 Maintain attachments in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-3378
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

Now invoice reviewers and approvers can view, open, add, and delete attachments in the Invoice Details view in the Edge client. Users can also edit the attachment description.

2.6 Show user name when invoice forwarded from task manager

Module(s): Invoice Automation
Feature ID: ALUSTA-9519
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

Invoice history has been enhanced by showing the name of the user who forwarded a task on the Task Management tab. Earlier the action was displayed as a system action.

3 Procurement

3.1 Delivery address, invoicing address, and supplier information shown on PR header data in Edge

Module(s): Purchase
Feature ID: ALUSTA-12316
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

The purchase approver can now view delivery and invoicing address from the purchase requisition header.

3.2 Marketplace in Edge Shop enhancements

Module(s): Purchase
Feature ID: ALUSTA-7176
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

Previously, Edge Shop users could access the catalog products of Basware Marketplace the same way as external web shops (OCI punch out in the same browser window). Now Marketplace is embedded into Edge Shop for a more integrated user experience. The purchasing process is exactly the same as with external web shops where the users must check out from the external web shop to import the products back to the Edge shopping cart.

This feature includes a few enhancements to the Marketplace - Edge Shop integration:

The shopping cart has been renamed to Your requisition in Edge Shop. From there users can now punch out back to Marketplace basket to edit existing items and to add new items.
The Marketplace basket is cleared only after the user sends the purchase requisition to approval workflow from Edge Shop or clears the Marketplace items from Your requisition view.
The OCI punch-out field LOGINNAME is generated from the combination of user ID and organization ID. This ensures that Marketplace basket is always unique for each organization the user has access to in Purchase-to-Pay Shop.
The OCI punch-out field CLASSVIEWNAME is used to pass the user groups the user belongs to (in the selected buying organization) to Marketplace. In Product Manager this information can then be used in configuring different Marketplace views to different kind of requisitions .

Note that making a checkout from Marketplace basket imports the items to Edge Shop and replaces any existing Marketplace items in the Your requisition view.

In addition, some other UI text changes have been made for a more consistent purchasing terminology.

3.3 PR approve task screens in Configuration Tool to support screen configurations in Edge

Module(s): Purchase
Feature ID: ALUSTA-15393
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

In this release we introduce basic screen configuration to Edge Purchase. Consultant can now define customer-specific screen configurations to purchase requisition header detail and line detail pages. On the header detail page, the header panel is configurable. On the line detail page, the Line data, Pricing data and Coding panels are configurable. Currently, only purchase requisitions that are in approval phase are available in Edge Purchase so configurations must be done accordingly.

3.4 Partial goods receiving in Edge

Module(s): Purchase
Feature ID: ALUSTA-5422
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

Partial receiving was previously not possible in Edge. Now users can receive some purchase order lines or receive the lines partly by changing the quantity.

Also the goods receipt tasks now support optimistic locking. That is, the system handles better the situations where two or more users execute the same task simultaneously.

3.5 Support for additional Purchase variables in email templates

Module(s): Purchase
Feature ID: ALUSTA-12389
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

Basware Purchase-to-Pay now supports the following additional variables for email templates:

Purchase requisition purpose
Purchase order owner full name
Purchase order owner email address
Purchase order number
Purchase order desired delivery date
Purchase order payment term code name
Purchase order note to supplier (from PR header; line level notes are not supported)

The variables have been added to the PR task, PO, GR task, sub-task, and summary email templates in the Configuration Tool General UI Texts Original Translation. After the upgrade these emails, which the system sends, will include the new additional fields.

If the email templates have been modified in Configuration Tool (Modified Translation), the new fields are not included in the emails automatically. Instead, the new variables need to be copied manually from Original Translation to Modified Translation.

3.6 Create EHF/PEPPOL BIS Order in P2P

Module(s): Purchase
Feature ID: ALUSTA-13865
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

Now a P2P Administrator can define a supplier to be an EHF UBL2.1 supplier. In case of an EHF UBL2.1 supplier, many orders might be created from the approved purchase requisition (and confirmed, if applicable) based on the selected suppliers, payment terms, contract numbers, and delivery addresses on the lines of one purchase requisition. The external attachments are moved to the purchase order header in the XML order, but not in the Purchase orders user interface.

3.7 Identify product details from inbound OCI punch out message for EHF/PEPPOL BIS Orders and to be shown in shopping basket

Module(s): Purchase
Feature ID: ALUSTA-13870
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

P2P can now receive product details from inbound OCI punch out message for EHF/PEPPOL BIS Orders.

3.8 My draft requisition has details saved for EHF/PEPPOL BIS Ordering

Module(s): Purchase
Feature ID: ALUSTA-11679
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

A draft purchase requisition may now have product details for EHF/PEPPOL BIS Orders.

3.9 Send EHF/PEPPOL BIS XML Order in UBL2.1 format with identified parties

Module(s): Purchase
Feature ID: ALUSTA-11680
Release: P2P 16.12
Feature Implementation: Feature is in use automatically

For a supplier defined as an EHF UBL2.1 supplier, the XML order is now created in UBL2.1 format.

Basware Purchase-to-Pay 16.12 New Features

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