Contents

• 1 Introduction
• 2 Procurement
  
  • 2.1 Goods receipt Related Documents includes other associated goods receipts
  • 2.2 Goods receipt detail page includes Related Documents section
  • 2.3 New supplier registration user interface
  
  
  • 2.4 Prevent matching for closed purchase order lines without receipts
  • 2.5 Import goods receipts with OpenAPI
  • 2.6 Import purchase orders with OpenAPI
  • 2.7 Prevent reviewers from also approving in purchase requisition workflow
  • 2.8 Purchase Professional Tools - Renamed “Requisitions and orders” to “Requisitions, orders, and receipts”
  • 2.9 Purchase document discussions included in daily summary emails
  • 2.10 Purchase Professional Tools split view - Header tab
  • 2.11 Purchase document layout improvements
• 3 AP Automation
  
  • 3.1 AP Pro - User interface text overrides
  • 3.2 Enhanced reporting on invoice changes
  • 3.3 Improved lookup list usability on invoice header data and coding
  
  
  • 3.4 Invoice’s Related Documents section links to purchase requisitions and orders
  • 3.5 One-action-only improvement across workflow activities
  • 3.6 AP Pro - Import coding for up to 2000 rows
  • 3.7 AP Pro - Update header data for many invoices at once
  • 3.8 AP Pro - Edit organization and invoice type during invoice processing
  • 3.9 Import attachments to invoices
  • 3.10 Manual Matching - Enable manual matching for many invoices at once
  • 3.11 Manual Matching - Subsequent debits/credits

• 4 General
  
  • 4.1 EXT table support in Edge Data Management

2.1 Goods receipt Related Documents includes other associated goods receipts

Module(s):
Feature ID: ALUSTA-73240
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

For purchase orders that have been partly received, it can sometimes be helpful to the receiver to refer back to the previous receipts against the purchase order. The Related documents panel of the goods receipt details page now includes any previous goods receipts for the same purchase order, if the order has been partly received.

2.2 Goods receipt detail page includes Related Documents section

Module(s): Invoice Automation, Purchase
Feature ID: ALUSTA-64691
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

The goods receipt task page now includes links to the purchase requisition and purchase order of the items being received, in the Related documents section. The user can click a document to view its details and better understand the items they are receiving. 

When there is more than one item to receive, all items will be unchecked when the user opens the goods receipt. This change of behavior prevents a user from accidentally receiving all items in Basware P2P when only some of the items have been delivered. 

Furthermore, the goods receipt task page has been aligned with the purchasing documents. The page now has panels to the left and right, with document details on the left and related information on the right.

 

2.3 New supplier registration user interface

Module(s): Marketplace
Feature ID: ALUSTA-73414
Release: P2P 20.9
Feature Implementation: N/A

For many organizations, registering suppliers to Marketplace is a critical step to managing their purchase-to-pay processes. Suppliers who are registered can add and update their own catalog items in Marketplace, ensuring that the most current item information is available and saving hours of work for a buying organization’s procurement professionals. However, the registration process must be easy for suppliers to complete and easy for buying organizations to manage. 

To reach those goals, the supplier registration has been redesigned to be easier to use and more understandable. 

Buyer contract managers, who have access to Supplier Registration, can see all suppliers who have been invited to join Marketplace. The buyer contract manager can:

• Invite suppliers to join Marketplace 
• Send reminders to suppliers who have been invited but have not registered
• : Target invited suppliers that they are interested in following more closely 
• :  View activity details for suppliers who have not yet registered
• : Remove suppliers who have been invited but have not registered

When inviting a new supplier, the manager can now work with an improved user interface. 

After the user has invited the supplier, suppliers receive a link via email to the supplier registration new user interface. From the link, they only need to fill in their organization details and accept Basware’s terms and conditions.  

2.4 Prevent matching for closed purchase order lines without receipts

Module(s): Order Matching, Purchase
Feature ID: ALUSTA-66882
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

Previously, if a purchase order line that had not been received was closed in Basware P2P, the line could always still be matched to invoices. This behavior caused some confusion because organizations that closed purchase orders in their ERPs could not match those purchase order lines in the ERP, but the same organizations could match closed purchase order lines within Basware P2P. 

Now it is possible to disable allowing matching for closed purchase order lines without receipts, to better align the purchase order process for organizations that manage purchase orders both through ERPs and directly in Basware P2P.

An organization’s system can be configured using a tenant setting to allow or not allow matching after a purchase order line is closed: 

• If allowed (configuration set to “True”): closed purchase order lines that have not been received can be matched to invoices. Closed cost lines, which are never received, can also be matched to invoices. This is the default, and current, behavior.
• If not allowed (configuration set to “False”): closed purchase order lines that have not been received cannot be matched to invoices. Closed cost lines cannot be matched to invoices. 

To set this configuration to “False”, contact Basware Support. Note that only purchase order lines that are closed after the configuration is changed will be affected. Purchase order lines that have been received are not affected by this configuration and behave as usual.

2.5 Import goods receipts with OpenAPI

Module(s): Purchase
Feature ID: ALUSTA-70371
Release: P2P 20.9
Feature Implementation: Basware consultant work is needed

It is now possible to import goods receipts and reversals/returns to Basware P2P using OpenAPI. Purchase orders are received based on valid imported goods receipts, and receipts are reversed based on valid imported returns. 

This feature is useful for organizations that typically use an external system to receive goods, and would like to have the goods receipt information imported to Basware P2P where it can be automatically matched to an invoice and/or factored into Analytics insights on purchasing and receiving.

This feature is enabled automatically for all customers who currently use OpenAPI, but it does require a consultant to update the data schema. If you want to enable Basware OpenAPI use for your organization, please contact Basware Support. 

2.6 Import purchase orders with OpenAPI

Module(s): Purchase
Feature ID: ALUSTA-70320
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

It is now possible to import purchase orders to Basware P2P using OpenAPI. Valid purchase orders are created in Basware P2P and sent to the supplier based on the supplier’s settings and the purchase order data. 

This feature is useful for organizations that typically use an external system to create purchase orders, and would like to have the purchase order information imported to Basware P2P where it can be received against, automatically matched to an invoice, and/or factored into Analytics insights on purchasing and receiving.

This feature is enabled automatically for all customers who currently use OpenAPI. If you want to enable Basware OpenAPI use for your organization, please contact Basware Support. 

2.7 Prevent reviewers from also approving in purchase requisition workflow

Module(s): Purchase
Feature ID: ALUSTA-68786
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

Some business processes require that at least two different people look at a purchase requisition before it is approved. For example, it may be a requirement that one person reviews the document but a different person approves it. Basware P2P has now been enhanced with a setting to permit this restriction. When setting up the Review process, the organization can choose whether or not to allow the reviewer to also approve the documents on which they were a reviewer.

2.8 Purchase Professional Tools - Renamed “Requisitions and orders” to “Requisitions, orders, and receipts”

Module(s): Purchase
Feature ID: ALUSTA-68234
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

The Purchase Professional Tools dashboard tab was previously named Requisitions and orders. That name did not accurately represent that all purchase documents can be managed there - purchase requisitions, purchase orders, and goods receipts. 

The tab is now named Requisitions, orders, and receipts.

2.9 Purchase document discussions included in daily summary emails

Module(s): Purchase
Feature ID: ALUSTA-60194
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

Users who receive notifications from Basware P2P as a daily summary email have been able to see which invoices have discussion updates. Now, these users can also see which purchase documents have updated discussions in the daily summary emails. This additional visibility helps users with purchase documents stay up to date on document activity and respond promptly to discussions.

2.10 Purchase Professional Tools split view - Header tab

Module(s): Purchase
Feature ID: ALUSTA-68517
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

When viewing purchase documents in Purchase Professional Tools, buyers can now see the document header details in split view by clicking the Header tab. Note: To see the header details panel, users must first click the Split View icon. 

Additional document information will be added to the split view in future releases.

 2.11 Purchase document layout improvements

Module(s): Purchase
Feature ID: ALUSTA-54872
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

The layout of purchase requisition, purchase order, and goods receipt detail pages has been improved. It’s now easier for users to find the information they need and make edits quickly. 

Each page is arranged with a left panel and a right panel. The divider between the panels is adjustable - users can click and drag it to find their optimal page layout. To the left are the sections that the user will most likely need to edit, such as Header data or Lines. For purchase requisitions and orders, Lines are now shown above Addresses in the panel, which makes the item information easier to find. To the right is the additional information related to the purchase document - Workflow, Discussions, Attachments, and Related documents.

To improve the page layout for purchase requisitions, the Lines section no longer shows the purchasing category for each item. Instead, if a user needs to see the purchasing category, they can just expand the line. 

 

3.1 AP Pro - User interface text overrides

Module(s): Invoice Automation
Feature ID: ALUSTA-72847
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

Customized user interface texts are now available in AP Pro.

For organizations that have previously used customized texts in the Workplace user interface, those customizations are now automatically visible in the AP Pro interface, with no additional configuration necessary.

Haven’t used customized texts for AP Pro yet? You can change many of the texts in the interface to match your business processes or provide custom instructions to your users. Contact Basware Support to discuss setting up custom texts with a consultant. 

3.2 Enhanced reporting on invoice changes

Module(s): Invoice Automation
Feature ID: ALUSTA-73207
Release: P2P 20.9
Feature Implementation: Basware consultant work is needed

Sometimes business requirements demand more detailed reporting of all changes made to invoices. While document history is always available, it is possible to enable additional logs and reporting for invoices. When the additional logs are enabled, more History entries such as “Invoice header changed” and “Invoice coding changed” will be recorded. For these instances, Basware consultants can then identify the detailed changes that were done. It is also possible to receive customized reports generated by Basware based on the additional logs.

This feature must be enabled using a tenant setting. To find out more about this feature and enable it for your organization, contact Basware Support.

3.3 Improved lookup list usability on invoice header data and coding

Module(s): Invoice Automation
Feature ID: ALUSTA-64422
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

Usability of the lookup lists in invoice header data and coding has been enhanced to improve keyboard usability, efficient data entry, and search visibility.

Firstly, the user can enter a value in a field and press Enter or Tab from the keyboard to validate the value. User does not need to wait for the search results to select a value. This makes coding the invoices faster and more convenient.

Secondly, if a lookup list has more than two columns configured, the user can open a search dialog to see all configured columns.

3.4 Invoice’s Related Documents section links to purchase requisitions and orders

Module(s): Invoice Automation
Feature ID: ALUSTA-68525
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

When processing invoices, AP Pro users may want to see more details from the purchase documents related to each invoice. Now, the associated purchase requisition and purchase order can be directly accessed from the Related documents tab of the invoice. 

Purchase orders created in Basware P2P are shown in the standard purchase order details format. Purchase orders retrieved from an external system and brought into Basware P2P also have a detailed view that shows key information. 
The links to the purchase document details are available only for the users with the appropriate permissions. 

3.5 One-action-only improvement across workflow activities

Module(s): Invoice Automation
Feature ID: ALUSTA-71523
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

Groups of users are often selected as reviewers and approvers for invoices. When a group is selected, it is possible to require the review or approval action from only one of the selected users or from all selected users. 

If only one user is required to perform the action, the other selected users were previously not allowed to be reviewers or approvers for any future part of the invoice process. This limitation prevented some organizations from using their preferred review and approval processes, in which some users are part of both the review and approval user groups. 

Now this feature has been enhanced. Any user who has not performed a review or approve action before can be selected for a future review or approve task on the invoice, as long as that user has the necessary user rights.

3.6 AP Pro - Import coding for up to 2000 rows

Module(s): Invoice Automation
Feature ID: ALUSTA-45608
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

AP Automation users can now import up to 2000 coding rows from an Excel file to an invoice. The system processes the import in sets of 250 rows, and the user can see the real-time progress of the import in the dialog box.

3.7 AP Pro - Update header data for many invoices at once

Module(s): Invoice Automation
Feature ID: ALUSTA-34786
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

When working with many invoices, AP Pro users may need to update the header information for many similar invoices at once. It is time-consuming to do this one-by-one, so a more efficient solution was needed.

Now, users can select up to 2000 invoices in Received, Matching, Workflow, and Transfer statuses, then update any of their header data fields with the Update header data action. The user selects the fields they want to update, enters the existing value in the Find column for each field, and then enters the new value in the Replace with column for each field. 

• If the Find field is empty, it defaults to All. All selected invoices will be updated with the value in the Replace with field.
• If the Replace with field is empty for a non-mandatory field, that field will be cleared. Replace with cannot be empty for mandatory fields.

To update header fields on invoices as a batch action, the user must have the "Update invoice header data in batch" user right.

3.8 AP Pro - Edit organization and invoice type during invoice processing

Module(s): Invoice Automation
Feature ID: ALUSTA-25269
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

When processing invoices in AP Pro, users sometimes need to change the invoice type or the organization. Previously this was not possible when the invoice was in process such as approval or in transfer, so the invoice's processing had to be canceled before the user could edit the invoice and send it back to process. 

To make invoice processing more efficient, AP clerks, invoice reviewers, and invoice approvers can now edit the invoice type and organization during invoice review, approval, and transfer. Invoice type and organization can be changed also for invoices that are in manual order matching, if the invoice has not been associated.

To change invoice type or organization, the user must have the new user right "Change invoice type or organization for invoices in process".

3.9 Import attachments to invoices

Module(s): Invoice Automation
Feature ID: ALUSTA-17776
Release: P2P 20.9
Feature Implementation: Basware consultant work is needed

Attachments can now be imported through anyERP and added to invoices automatically. Attachments cannot be imported to historical invoices. When importing attachments, the same limitations regarding size, type, and number of attachments apply as when adding attachments manually. 

This feature must be enabled using a tenant setting. To enable importing attachments for invoices, contact Basware Support.

3.10 Manual Matching - Enable manual matching for many invoices at once

Module(s): Match Orders
Feature ID: ALUSTA-37976
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

Previously, AP Pro users could only move one invoice at a time from "Waiting for goods receipts" status to manual matching. Now, users can select many invoices at one time, then click Enable manual matching to move all of the invoices. This allows the user to spend less time moving the invoices to manual matching, and more time processing the invoices and handling deviations.

3.11 Manual Matching - Subsequent debits/credits

Module(s): Match Orders
Feature ID: ALUSTA-38417
Release: P2P 20.9
Feature Implementation: Feature is in use automatically

Now AP Pro supports the linking of invoices and credit memos with purchase orders that have already been matched and invoiced, in a process called subsequent debit/credit matching. This feature is useful when a user needs to associate an additional invoice or credit memo that has been received for a fully or partially matched purchase order. For example, the additional invoice or credit memo could include freight charges or a bulk discount. This functionality has been available in the Workplace user interface, but it has been streamlined in AP Pro for even more efficient invoice processing.

When matching subsequent debits/credits, there is no impact on the matched quantity or sum of the purchase order. The quantity and amount of the subsequent debit/credit are treated separately from the purchase orders and goods receipts they are matched to. However, the subsequent invoice does inherit the coding from the selected purchase order lines or goods receipts. If several purchase order lines are selected, the coding for the subsequent debit/credit is divided equally among all matched items selected.

From the Manual matching interface, the user can quickly match a subsequent debit/credit:

1. Open the invoice or credit note that is considered the subsequent debit/credit. 
2. Search for and select the associated purchase order lines - you can select one or many lines.
   
   • Note: if the purchase order line you are searching for is already matched, make sure you use Advanced search to also search for matched and partially matched purchase order lines.
3. From the purchase order line's Actions, click Process as subsequent.
4. Enter the quantity and amount of the invoice or credit note.

The coding from the selected purchase order line is applied to the selected invoice. The user can see the association between the purchase order and invoice by clicking the infotip beside the PO number after the matching is complete.

Unlike in Workplace, the user here does not need to first create an invoice line, enter the amount and quantity, then process the invoice line as subsequent. However, it is still possible to perform the task that way for users who are accustomed to it.

Subsequent matching can also be done with unmatched purchase order lines and goods receipts. Normally this matching scenario is used when the supplier requires prepayment. A subsequent match does not change the overall matching status because it has no impact on the matched quantity or sum of the purchase order. 

Sum-based subsequent matching is supported and can be enabled by a Basware Consultant using a tenant setting. Sum-based subsequent matching is used when the coding for the subsequent debit/credit can be split proportionally based on the matched quantity for all selected purchase order lines. By default the coding is split equally for all purchase order lines.

4 General