Basware Purchase-to-Pay 17.6 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 17.6 and its maintenance releases.

2 Procurement

2.1 Approval workflow for purchase order total increase approving

Module(s): Purchase
Feature ID: ALUSTA-22960
Release: P2P 17.6
Feature Implementation: Basware consultant work is needed

Now it is possible to request for approval for email or XML purchase orders when the order total has increased above the order approval tolerance. A Workplace header approval task is generated for an approver who has sufficient order approval limit for order total. The approver can either approve the order or return it without approving.

The approval requester can also cancel the approval and continue processing the order within the requestor’s tolerance.

While the order is in approval, it is read only. If the order total gets approved by a person who has sufficient order approval limit, then the approved order total becomes the new approved total and the buyer can continue sending the order to supplier. Also then the tolerance is calculated from the new approved total. This way for instance the manager who approved the requisition lines regarding the order can give approval to the new increased order total and thereby ratify the purchase. The request for approval is possible when purchase order is editable. Approval uses an order-specific approval workflow.

2.2 Date and time shown in purchase order PDF based on organization-specific time zone

Module(s): Purchase
Feature ID: ALUSTA-20143
Release: P2P 17.6
Feature Implementation: Basware consultant work is needed

The purchase order PDF now shows organization-specific date and time. The time zone can be set for an organization in the P2P Admin (default value is UTC).

2.3 Define reason for discount on requisition and order lines

Module(s): Purchase
Feature ID: ALUSTA-24669
Release: P2P 17.6
Feature Implementation: Basware consultant work is needed

In Configuration tool, it is now possible to define a new field Reason for discount for purchase requisition and purchase order lines. This field is shown only on the EHF/EHP XML orders, not on the other purchase order formats.

2.4 Fill in delivery details when receiving goods in Edge

Module(s): Purchase
Feature ID: ALUSTA-5480
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

User can enter the receiving date and delivery note number when receiving ordered goods in the goods receiving view.

2.5 Goods receipt document view in Edge

Module(s): Purchase
Feature ID: ALUSTA-23659
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

User can navigate to goods receipt documents from the goods receiving task view. These goods receipt documents are created when users mark goods as received or reverse receiving of goods.

2.6 Missing goods receipt notification sent by Purchase

Module(s): Purchase
Feature ID: ALUSTA-23485
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

Earlier it was possible to make an anyERP configuration according to which the requester received an email notification if P2P had tried to match a P2P order to an invoice, but goods receipt had not been made. The technical implementation has been changed now: anyERP configuration has been replaced with implementation in Purchase. Now the person that is defined as goods receiver automatically gets this email notification, except when it has been defined in Order Matching category configuration that goods receipts are not required for Matching. anyERP template configuration is still needed to send “Missing goods receipt“ email notification for orders created outside P2P.

2.7 Order status takes cost line into account

Module(s): Purchase
Feature ID: ALUSTA-13824
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

If a purchase order has any cost lines, a cost line does not anymore prevent an order status to be either Received or Closed if no more deliveries are expected.

2.8 View detail information of purchase requisition draft in Edge

Module(s): Purchase
Feature ID: ALUSTA-24389
Release: P2P 17.6
Feature Implementation: Basware consultant work is needed

A requester can now view existing purchase requisition drafts and create new ones in Edge Purchase. In the first phase, the requester can edit some of the purchase requisition draft’s data. On the header level, the requester can edit purpose, desired delivery date, and invoicing address. On the line level, the requester can edit coding data and change the existing delivery address to different predefined delivery addresses.

This feature is available only to selected customers for piloting. 

2.9 Manage address (Global Location Number and Country) according to PEPPOL BIS on requisition and order

Module(s): Purchase
Feature ID: ALUSTA-17105
Release: P2P 17.6
Feature Implementation: Basware consultant work is needed

Users can edit the delivery address on the requisition and order in the Workplace client when the document is editable. Now the users can add/change the Global Location Number (GLN) and select the country from a selection list if these fields are configured as visible and editable in Configuration tool > Screens > Purchase Requisitions and Purchase Orders. When the users add an address for an organization in P2P Administration, country is always selected from the selection list. GLN and country from the selection list are also available for free-text forms.

3 AP Automation

3.1 Duplicate check to historical invoices

Module(s): Invoice Automation
Feature ID: ALUSTA-15976
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

Invoice duplicate check has been enhanced so that it now takes into account invoices which have the historical status. The minimum period for duplicate check is now the current year + 2 previous years but it can be longer because all invoices which do not have the historical status are still always checked.

3.2 Enhanced workflow panel for Invoice details

Module(s): Invoice Automation
Feature ID: ALUSTA-18286
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

The workflow panel for invoices has been enhanced to better express the time flow. Also, it now includes the user avatars to help the user to easily recognize the workflow participants.

3.3 Unsaved data warning for collaboration in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-24292
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

The collaboration functionality has been enhanced so that the user gets an unsaved data warning when navigating away from the page when a collaboration message has been written but not yet sent.

3.4 View discussion indications on task list and search page

Module(s): Invoice Automation
Feature ID: ALUSTA-23724
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

Task list and search views have been enhanced to indicate the user if the document has related discussions or new discussions where the user has been invited to. 

3.5 Smart coding

Module(s): Invoice Automation
Feature ID: ALUSTA-19652
Release: P2P 17.6
Feature Implementation: Please contact your Customer Service Manager

Edge invoice coding has been enhanced with a new feature called Smart Coding. It adds coding to an invoice based on its header data and comparing it to earlier similar invoices, automatic coding templates, and other shared coding templates. 

Smart coding is available in header level tasks only when no coding rows are available. 

Smart coding is initially available to pilot customers only. Please contact the Customer Service Manager if you wish to volunteer for piloting.

3.6 My Settings page with set backup user setting

Module(s): Invoice Automation
Feature ID: ALUSTA-10619
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

Edge now includes the backup user setting. A user can now set a backup user for task handling from User settings.

The user can set several backup users for different periods and also different users for different task types.

3.7 Matching invoice with standalone return goods receipts

Module(s): Match Orders
Feature ID: ALUSTA-20223
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

Now it is possible to match a credit memo with an standalone goods return document. The goods return document has a negative quantity, a negative total and there is no reference to the original goods receipt document. Automatic matching can be activated to match invoices with goods receipts only if their sums have the same sign. If this is the case, the debit invoices are matched with positive goods receipts only and credit memos are matched with the goods return documents. In case of a consolidated invoice that has both positive and negative lines this parameter should be inactive. The most accurate matching result when invoice does not contain lines is to use best-fit recognition methods.


3.8 Matched invoice links in payment plan details view in Edge

Module(s): Match Plans
Feature ID: ALUSTA-24278
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

The details view for schedule-based, self-billing, and budget-based payment plans has been enhanced by adding links to the matched invoices. User can see all details of the matched invoices by clicking the links.

3.9 Payment plan details view enhancements in Edge

Module(s): Match Plans
Feature ID: ALUSTA-23344
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

The details view for schedule-based, self-billing, and budget-based payment plans has many user interface changes to enhance usability. For example, the header data fields have been re-organized and the header data panel is more compact than before.

3.10 Related documents support for payment plans in Edge

Module(s): Match Plans
Feature ID: ALUSTA-23826
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

Now invoice reviewers and approvers can see all details of a payment plan that is related to an invoice. This happens by clicking a payment plan link in the related documents panel in the invoice details view in Edge. Earlier, the invoice reviewers and approvers could only see that the invoice is related to a payment plan but they could not see any details of the payment plan.

4 Platform

4.1 Session timeout warning

Module(s): Platform
Feature ID: ALUSTA-8724
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

User sessions are terminated after a period of inactivity to protect customer data. A new automatic warning some minutes before session termination gives the user a possibility to acknowledge that the user is still using the system. This warning helps the users to avoid unwanted session termination without compromising customer data security. The warning does not interrupt the user if the user is working with other browser tabs. The feature is active for all users after release upgrade.

5 General

5.1 User can be assigned to several user groups from User page and with User import

Module(s): P2P Admin
Feature ID: ALUSTA-23193
Release: P2P 17.6
Feature Implementation: Feature is in use automatically

Now it is possible to assign groups from different organization groups. The system shows all user groups in the User Group picker. User can also search with the organization name or organization code.

There is a new tenant setting: AllowUserGroupsFromAllOrganizations. This setting is disabled by default. With the default settings, the functionality works as previously, so that groups are shown from upper administrative site only. By default, groups cannot be assigned from user home organization’s lower or sibling organization.

This default setting can be changed and enabled so that all user groups from different organization structures will be accessible/visible in the User Group picker and also can be assigned through user import. This would mean that groups can be accessible and assigned from any organization or hierarchy.