Basware Purchase-to-Pay 19.8 New Features


 Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 19.8 and its maintenance releases.

2 Procurement

2.1 “Last comment” to purchase orders’ list view in Purchase Professional Tools

Module(s): Purchase
Feature ID: ALUSTA-52463
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

A new column for the latest comment has been added to the purchase orders’ list view in Purchase Professional Tools. 

2.2 Contract metadata import via OpenAPI in Purchase

Module(s): Purchase
Feature ID: ALUSTA-53433
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Now it is possible to import contract metadata from a contract system via Basware OpenAPI to appear in Edge Documents > Contracts. This way, you can import initial contract metadata and update existing contracts. Contract data can be used in P2P Purchase. OpenAPI provides feedback on errors that occurred in OpenAPI like authentication and data format validation as well as errors that occurred in P2P Contracts like business validation. In addition to contract metadata, there can be external URLs included for instance to provide direct drill back to the contract system’s login.

2.3 Copy as draft action in Purchase Professional Tools

Module(s): Purchase
Feature ID: ALUSTA-49986
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

It is now possible to create a copy of a purchase requisition in Purchase Professional Tools. The professional user does not have to start creating a requisition from scratch if there is a need to create a similar requisition that has already been done earlier.

2.4 Copy coding on a purchase requisition for professional users in Edge

Module(s): Purchase
Feature ID: ALUSTA-54280
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Users can now copy coding values from one purchase requisition line to other lines when they access the purchase requisition from the Procurement tab.

2.5 Editing confirmed XML purchase orders in Edge

Module(s): Purchase
Feature ID: ALUSTA-48462
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Earlier it was possible to edit an XML order only if the supplier had proposed changes to the order. Now the users can also make changes to an XML order confirmed by the supplier. Users can first make the necessary changes to the order document after which they can request order changes from the supplier.

2.6 Goods receiving tasks with multiple recipients

Module(s): Purchase
Feature ID: ALUSTA-9845
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Now in P2P Edge’s purchase requisitions, it is possible to state up to twenty receivers to each order created. Each of them would get a receiving task, and they all can receive their part of the order or one of them can receive the order fully. One of the receivers is stated as a goods receiver to contact that appears in outgoing documents as the receiver. Alternative to receiving, goods receiver can forward the task to someone else or a professional user can add a new receiver. P2P Purchase no longer supports informative tasks about goods receiving tasks that are forwarded to backup users. Informative goods receiving tasks are no longer generated. All pending informative goods receiving tasks in Workplace are removed.

2.7 Purchase requisition and purchase order data import with supplier email address

Module(s): Purchase
Feature ID: ALUSTA-52290
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Now, it is possible to define order sending data already in the requisition and order import’s XML for each order generated in the purchase requisition’s Purchase orders tab. When importing, all lines for the same supplier are grouped (depending on the sending method) by payment term and contract number to the purchase requisition’s Purchase orders tab. You can define unique order sending data to each of these groups because they generate an order of their own.

With email orders, you can specify the order to be sent to owners’ or suppliers’ email addresses or both. With XML orders, you can define the purchase order to be sent as an email to owners instead of the XML order or in addition to the XML order. Also, you can define if the purchase order PDF is to be added to the XML order.

2.8 Free-text form data management in Edge

Module(s): Purchase
Feature ID: ALUSTA-47814
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Starting from this release, a professional user with the “Manage free-text forms” user right will be able to manage free-text forms from Data Management. The user can use the gear icon next to the user’s name on the right-hand side to navigate to the Data Management page. Depending on the user rights the Free-text forms, External webshops, or both the tabs will be shown to the users.

The user can manage the free-text forms here. There is no change in the functionality of managing free-text forms; only the navigation to this tab has been changed. 

2.9 Selecting goods receiver in “Get approval” dialog in Edge

Module(s): Purchase
Feature ID: ALUSTA-55512
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

The Get approval dialog now has a new selection for Goods receivers where one or more receivers can be selected for the ordered goods.

2.10 Copying selected coding field values from a purchase order line to selected target lines in Edge

Module(s): Purchase
Feature ID: ALUSTA-44527
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Previously, users could only copy coding on purchase requisitions. Now, users can also copy coding values from a selected line to one or more target lines on a purchase order. Users can access copy coding functionality from their personal document search and from Professional Tools.

2.11 Configurable behavior when copying purchase requisition

Module(s): Purchase
Feature ID: ALUSTA-53005
Release: P2P 19.8
Feature Implementation: Basware consultant work is needed

Previously, when a purchase document was copied to a new purchase requisition, current item prices were always copied to the new requisition. Also, the cost center was always re-evaluated to match the current user’s cost center.

It is now possible to configure these behaviors when a purchase document is copied to a new purchase requisition. Using tenant settings, the tenant can choose the following:

2.12 Removal of all references to Workplace tasks from Edge

Module(s): Purchase
Feature ID: ALUSTA-51626
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

In the Edge task list, there has been a reference to some tasks that still need to be handled in Workplace. Now the need for those references does not exist anymore. There are discussions that are not related to a specific document, info tasks and announcements that stay as Workplace-only features and there is no need to refer to those in Edge. Now Edge users can handle all their tasks in Edge. 

3 AP Automation

3.1 Automatic coding difference distribution enhancement part 1

Module(s): Invoice Automation
Feature ID: ALUSTA-55452
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Coding difference handling has been enhanced so that when the coding difference parameter (net, gross, or tax sum) is selected in Configuration tool, the system only fixes the selected sum difference and does not touch the other sum differences.

Earlier, the system fixed all sums. If invoice header data was incomplete, for example, the tax sum was missing, then fixing all sums did not work properly.

Module(s): Invoice Automation
Feature ID: ALUSTA-40848
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Users can no longer view or modify the From address in the invoice dispute action. This will decrease the possibility of dispute emails being rejected. 

Moreover, the users can now define an email address where the suppliers should send the replies to. This new field is available in Edge and Workplace user interfaces.


3.3 Releasing invoices from dynamic discount process

Module(s): Invoice Automation
Feature ID: ALUSTA-53126
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Now also the professional users can manage invoices that are in transfer and waiting for dynamic discount better than before. A professional user is able to cancel the invoice process for these invoices, earlier this was not possible. Now the professional users are also able to bypass the dynamic discounting and directly move an invoice to payment. This would mean that the invoice is transferred without dynamic discount. 

3.4 All possible invoice lines matched automatically when the order is only partly received

Module(s): Match Orders
Feature ID: ALUSTA-28106
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Now professional users can process invoices with line details faster than before. Invoice lines that have a reference to an existing goods receipt are matched automatically. This way the manual work concentrates only on the invoice lines where the matching goods receipt is missing. The solution is built only for standard purchase order lines. Support for return and service purchase order lines will follow.

This feature is only in use if it is allowed in the configuration.

3.5 Additional cost enhancements

Module(s): Match Orders
Feature ID: ALUSTA-21984
Release: P2P 19.8
Feature Implementation: Basware consultant work is needed before customer can take into use

Additional cost coding creation has been enhanced. Cost coding can now be created in several different ways.

Also, the additional cost tolerance works now both ways. The tolerance sum is considered as positive and negative. For example, tolerance “5” is for sums -5 and +5.

Additional cost type configuration can be inherited to sub-organizations.

4 Analytics

4.1 Semi-responsive user interface with centered iFrame

Module(s): Analytics
Feature ID: ALUSTA-53979
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

Analytics user interface is enhanced from 1024*768 to a more responsive resolution with a ranged width of 1040 - 1400 px & height 850 -1050 px. The iFrame is also centered. For example, the view on iPad dynamically scales and fits both in portrait and landscape.

4.2 Tableau Upgrade to 2018.2

Module(s): Analytics
Feature ID: ALUSTA-53427
Release: P2P 19.8
Feature Implementation: Feature is in use automatically

New Tableau Version brings the following features & improvements:

Nested sorting
Users can now enjoy a more intuitive sorting experience. Sort dimension values within the context of each pane for better top- or bottom-n analysis of your data. This allows sorting by a measure within another measure.

Cross-database join performance improvement
Users can now enjoy the faster performance on cross-database joins when combining a small file-based table with a larger database table.

Web authoring improvements
Web authoring continues to become more powerful. This release includes the ability to create annotations on the web, the addition of familiar keyboard shortcuts, find data fields through search, and enable better control over sorting during web authoring.

ISO-8601 standard weeks
Added ISO standard calendar support to Tableau. Users can now use ISO-8601 defined weeks in calculations and visualizations for better calendar-based analysis.