Contents

• 1 Introduction
• 2 Procurement
  • 2.1 Add simplified and restricted Basware Purchase users as group goods receivers
  • 2.2 Add and delete attachments on purchase orders
  • 2.3 Add external attachments to free-text forms
  • 2.4 Add, copy, and delete purchase order lines
  • 2.5 Forward pending Purchase tasks to backup person at start of backup period
  • 2.6 Import purchase requisitions with OpenAPI
  • 2.7 Migrate historical purchase orders to view in Edge
  • 2.8 Open documents from Purchase Professional Tools in new browser tabs or windows
  • 2.9 Send SmartOrder purchase orders to suppliers through Basware Portal
  • 2.10 View and complete tasks sent to backup user
  • 2.11 Manage cross-references in Edge
  • 2.12 Manage purchasing categories in Edge
• 3 AP Automation
  • 3.1 Have “Action required by only one of the recipients” selected by default
  • 3.2 Forward pending Invoice tasks to backup person at start of backup period
• 4 Platform
  • 4.1 Access Basware P2P in multiple browsers or devices simultaneously

2.1 Add simplified and restricted Basware Purchase users as group goods receivers

Module(s): P2P Admin, Purchase
Feature ID: ALUSTA-60675
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Previously when selecting goods receivers, only individual users with Use Simplified Basware Purchase or Use restricted Basware Purchase user rights could be selected as goods receivers. Now, groups containing users with one of these two user rights can also be selected as goods receivers. This enhancement applies wherever a user selects goods receivers, such as while sending a purchase requisition for approval or changing goods receivers on a purchase order. 

2.2 Add and delete attachments on purchase orders

Module(s): Purchase
Feature ID: ALUSTA-53058
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Earlier, users could add attachments only to purchase requisitions. Now, users can also add attachments to XML and email purchase orders. This way, users can send updated information to the supplier such as images, instructions, specifications, maps, or floor plans. Users can also delete attachments from purchase orders.

When uploading, users can select whether the attachment will be sent to the supplier or saved as an internal attachment. If the user adds or deletes an external attachment, the user must update the order so the supplier is aware of the changes. 

Adding and deleting attachments on purchase orders is only available in the Edge user interface.

2.3 Add external attachments to free-text forms

Module(s): Purchase
Feature ID: ALUSTA-53910
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Requesters and buyer administrators can now add external attachments to free-text forms. With this enhancement, it is easier for the buyer to provide more detailed information to the supplier, such as blueprints or technical specifications. 

Requesters can use the Attachments panel to add the external attachment while adding a free-text form to the purchase requisition. Buyer administrators can add external attachments while configuring the free-text form. External attachments on free-text forms follow the same size limits as attachments on purchase requisitions. 

2.4 Add, copy, and delete purchase order lines

Module(s): Purchase
Feature ID: ALUSTA-53056
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Earlier, users could only add cost lines to purchase orders, such as delivery or packaging fees. Now, users can also add free-text line items to a purchase order. This enhancement adds flexibility to ordering. For example, a user can create a purchase order early in the purchasing process for reference, then later negotiate the exact order content with the vendor.

Free-text lines added to a purchase order must be received, while cost lines do not need to be received. Free-text lines can be added as new lines or copied from existing lines. If a line is incorrectly added, it can be deleted only if the updated purchase order has not been sent to the supplier. After the supplier is updated, the line cannot be deleted. 

The purchase order only needs to be re-approved if the added line increases the order total above the user’s own change limit. 

Adding and deleting free-text lines on purchase orders is only available in the Edge user interface.

2.5 Forward pending Purchase tasks to backup person at start of backup period

Module(s): Purchase
Feature ID: ALUSTA-60325
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Backup users are selected to ensure a user’s Basware P2P tasks get completed while they are out of office or otherwise unavailable. Previously, backup users could not see any of the original user’s pending tasks that were created before the backup period began. The original user’s pending tasks from before the backup period remained unfinished until the user returned to the office.

Now, a user can select the new option Forward pending tasks when configuring a backup task type and user. When selected, any task of that type that exists for the original user before the backup period begins is forwarded to the backup user when the backup period starts. During the backup period, both the original user and the backup user can see and complete the original user’s pending tasks. 

2.6 Import purchase requisitions with OpenAPI

Module(s): Purchase
Feature ID: ALUSTA-58608
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Basware OpenAPI can now import purchase requisitions to Basware P2P. Basware P2P validates the following before creating a new requisition:

• Owner is valid
• Organization is valid
• Requisition does not already exist

Once validated, the new requisition can be created as a draft for its owner or sent to the approval process. Imported purchase orders can have up to 100 line items. 

If you want to enable Basware OpenAPI use for your organization, please contact Basware Support. 

2.7 Migrate historical purchase orders to view in Edge

Module(s): Purchase
Feature ID: ALUSTA-49934
Release: P2P 19.12
Feature Implementation: Basware consultant work is needed

Now it is possible to import, or migrate, legacy purchase order data into Basware P2P. After the import, users of Purchase Professional Tools can search and open the purchase orders in the Migrated orders tab. Migrated orders are read-only and cannot be edited.

2.8 Open documents from Purchase Professional Tools in new browser tabs or windows

Module(s): Purchase
Feature ID: ALUSTA-62168
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Users of Purchase Professional Tools can now open documents and other professional views in new browser tabs or windows. Users can have up to 10 tabs or windows open at a time. 

2.9 Send SmartOrder purchase orders to suppliers through Basware Portal

Module(s): Purchase
Feature ID: ALUSTA-39045
Release: P2P 19.12
Feature Implementation: Basware consultant work is needed

A new purchase order delivery option, SmartOrder, is now available for Basware Purchase-to-Pay. With SmartOrders, buyers and suppliers can collaborate easily on purchase orders even if the supplier does not have a Basware Network account. SmartOrders can be sent to all suppliers who currently receive purchase orders via email in PDF format. With SmartOrders, suppliers can easily provide feedback or make changes on purchase orders, and buyers don’t have to manually confirm or update purchase orders when changes are needed. Instead, these suppliers can have all the same flexibility that’s currently available with XML orders. 

When SmartOrders is enabled and a purchase order is created, the supplier receives an email. By clicking a link in the email, the supplier can view the purchase order in their web browser - no login required. The supplier can accept, reject, or propose changes to the purchase order and send it back to the buyer. If there are changes, the buyer can accept the changes, cancel the order, or propose their own changes in Basware P2P. The collaboration continues until the supplier and buyer are agreed on the terms of the purchase order. Afterward, the buyer can receive the order as usual in Basware P2P. The supplier can also flip the purchase order into an invoice and send it to the buyer for payment. 

This feature is only designed for use with the Edge interface. SmartOrders must be enabled by a consultant. 

2.10 View and complete tasks sent to backup user

Module(s): Purchase
Feature ID: ALUSTA-50552
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Earlier, purchase tasks created and sent to a backup user during the backup period were not available to the original user. Now, all tasks assigned to the backup user are also available for the original user. Either the backup user or the original user can see and complete the task at any time. 

2.11 Manage cross-references in Edge

Module(s): Purchase
Feature ID: ALUSTA-47818
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Users with the Manage cross-reference lists user right can now manage the list of cross-references in Data Management area of the Edge interface. Previously, managing cross-references was only possible in Workplace. Cross-references map an external source of item codes, such as item UNSPSC codes, to Basware purchasing categories. 

The Cross-references option displays on the common Data Management page. 

Users can import new cross-references using an Excel or CSV file, or export to a CSV file. By selecting existing cross-references in the list, users can edit, activate, or deactivate them. 

2.12 Manage purchasing categories in Edge

Module(s): Purchase
Feature ID: ALUSTA-47816
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Users with the Manage purchasing categories user right can now manage the list of purchasing categories in Data Management area of the Edge interface. Previously, managing purchasing categories was only possible in Workplace. 

The Purchasing categories option displays on the common Data Management page. 

Users can edit the purchasing categories’ basic data, suppliers, account codes, and tasks. Users can also activate or deactivate purchasing categories. 

3.1 Have “Action required by only one of the recipients” selected by default

Module(s): Invoice Automation
Feature ID: ALUSTA-63197
Release: P2P 19.12
Feature Implementation: Basware consultant work is needed

Previously, the user always had to click within the recipient picker to select the option Action required by only one of the selected users. Now, a new tenant setting has been added: InvoiceOneActionOnlyAutoChecked. When the tenant setting is enabled, all tasks are automatically set with Action required by only one of the selected users selected by default. The setting applies to all instances of the checkbox in Edge, Workplace Professional, and AP Pro.

3.2 Forward pending Invoice tasks to backup person at start of backup period

Module(s): Invoice Automation
Feature ID: ALUSTA-50553
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Backup users are selected to ensure a user’s Basware P2P tasks get completed while they are out of office or otherwise unavailable. Previously, backup users could not see any of the original user’s pending tasks that were created before the backup period began. The original user’s pending tasks from before the backup period remained unfinished until the user returned to the office.

Now, a user can select the new option Forward pending tasks when configuring a backup task type and user. When selected, any task of that type that exists for the original user before the backup period begins is forwarded to the backup user when the backup period starts. During the backup period, both the original user and the backup user can see and complete the original user’s pending tasks. Analytics records which user has completed the task. 

On Hold and Disputed tasks are excluded from the functionality - they will not be forwarded at the start of the backup period. 

4.1 Access Basware P2P in multiple browsers or devices simultaneously

Module(s): Platform
Feature ID: ALUSTA-57363
Release: P2P 19.12
Feature Implementation: Feature is in use automatically

Users can now more smoothly use Basware P2P on different devices and in different web browsers. A user can have up to three active Basware P2P sessions at one time. For example, the user could be logged in on a mobile phone in its built-in web browser, on a laptop in a Google Chrome window, and on the same laptop in an Internet Explorer window. Or a user can work on a tablet, switch to a desktop for a specific task, and then return to the tablet without needing to re-authenticate on the tablet. 

When the user logs out on one device or browser, they can choose to log out from that one session or from all sessions.