Contents

• 1 Introduction
• 2 Procurement
  • 2.1 New way to handle matrices in Product Manager
  • 2.2 Super content loader in Product Manager
  • 2.3 Conditional external confirmation before sending purchase order or order updates to supplier
• 3 AP Automation
  • 3.1 AP Pro - Process-related actions are shown as separate menu items
  • 3.2 External image viewer displays date and time based on region settings for single sign-on users
  • 3.3 AP Pro - Cancel and resend single invoices
  • 3.4 System approve coding lines

• 4 Analytics
  • 4.1 Improved Paid On Time KPI breakdown
  • 4.2 Spend Insights

2.1 New way to handle matrices in Product Manager

Module(s): Marketplace
Feature ID: ALUSTA-73766
Release: P2P 20.10
Feature Implementation: Feature is in use automatically

It is now easier to create and manage matrix items in the user interface. Matrix items are typically used when an item is sold with different options. For example, a shirt can be available in different colors and sizes, such as in the image below. Only suppliers can create matrix items.

This development simplifies the way that suppliers create matrix items in Product Manager. Note that if you want to use matrix items, you can instead use our new Super Content Loader template to import your entire catalog at once, including matrixes.  

To create matrix items in Product Manager, the supplier must:

1. Create or import the items that are to be included in the matrix. Each item should have Custom Attributes set that reflect the options available in the matrix
   • For example, the Large Red blouse above would have the following custom attribute names and values: 
     • Size: L
     • Colours: Red
2. Create the matrix master item with the same custom attribute names. 
3. Add the item IDs for the items to be included in the matrix.
4. Save and publish the changes.

When shown in the price list, the matrix master item will simply have a list of the matrix items and a list of the custom attribute names.

2.2 Super content loader in Product Manager

Module(s): Marketplace
Feature ID: ALUSTA-73780
Release: P2P 20.10
Feature Implementation: Feature is in use automatically

Buyers and suppliers have been using the Content Loader template to efficiently upload items to Marketplace. However, users have been limited to uploading only the basic information about items using the Content Loader template. If the user wanted to add bundles, matrices, custom attributes, images, or other details, they would need to do separately in Product Manager. 

Now, we have made uploading all item information easier than ever with the Super Content Loader. Super Content Loader is a new Excel file template that customers and suppliers can use to upload content to Marketplace. The template is an Excel (xls) based file only, and can be uploaded using the new Loader functionality in Product Manager. With this new template, content loading is as easy as possible for suppliers and buyers. Suppliers can now add matrix items, bundles, custom attributes, images, and more using the template, to give their buyers a smooth and professional purchasing experience. 

The new template uses colors to group related fields in the sheet. For example, the custom attributes are orange and bundle item fields are blue. Instructions for use and detailed field descriptions are also included in the template. Below is a snapshot of the template that can be used by suppliers.

Suppliers can upload the following information using the Super Content Loader as the single source file:

• Item ID
• Item Name
• Description
• Keywords
• Custom attribute names and values - these can be custom attributes for individual items or attributes for the matrix items.
• Item type (standard, delivery, or matrix)
• Item class (goods or services)
• Bundle items, bundle link, information if the bundle item is optional or not
• Link matrix items to their matrix master
• Delivery type and delivery attribute
• Tax code
• Class Scheme (UNSPSC) and version (8 or 19)
• Class code
• Delivery Item ID (for standard or matrix items), if a delivery item exists
• Sales unit of measure
• Number in order unit - for example, 500 sheets of paper per pack
• Quantity interval
• Manufacturer name
• Manufacturer part ID
• Lead time
• Comparison unit of measure
• Comparison scale
• Template name, if you want to add a template to your items
• Mark the item as searchable or not - important for matrix items. For example, the supplier can decide if the searchable item should be the matrix master item or if users can search also for single items in the matrix.
• Mark the item as available or not-  important for suppliers who use automation or upload content often. When items are temporarily out of stock, they can be shown as unavailable.
• Minimum order quantity
• Price - can be used with minimum order quantity to set up price breaks
• Mark if the item requires Price on Request or not
• Link to images
• Other URL links and their display labels

Buyers can upload the following information using the Super Content Loader as the single source file:

• Item ID
• Item Name
• Description
• Keywords
• Custom attribute names and values
• Item type (standard or delivery)
• Item class (goods or services)
• Delivery type and delivery attribute
• Tax code
• Class Scheme (UNSPSC) and version (8 or 19)
• Class code
• Delivery Item ID (for standard items), if a delivery item exists
• Sales unit of measure
• Number in order unit - for example, 500 sheets of paper per pack
• Quantity interval
• Manufacturer name
• Manufacturer part ID
• Lead time
• Comparison unit of measure
• Comparison scale
• Template name, if you want to add a template to your items
• Mark the item as searchable or not
• Mark the item as available or not-  important for buyers who use automation or upload content often. When items are temporarily out of stock, they can be shown as unavailable.
• Minimum order quantity
• Price - can be used with minimum order quantity to set up price breaks
• Mark if the item requires Price on Request or not
• Link to images
• Other URL links and their display labels

The template in English will be available by October 1 from here in ServiceNow.

The Super Content Loader will be available in other languages from the Content Loading Templates in the next release.

2.3 Conditional external confirmation before sending purchase order or order updates to supplier

Module(s): Purchase
Feature ID: ALUSTA-71879
Release: P2P 20.10
Feature Implementation: Basware consultant work is needed

Now it is possible to use anyERP advanced validation to validate purchase order data in the purchase order process.  When enabled, validation happens before the order is sent to the supplier, and again each time the user saves and sends updates to the purchase order.

This feature must be activated by a Basware Consultant. Advanced validation can be configured to only take place for certain conditions, such as only for purchase orders sent to a specific supplier.

3 AP Automation

3.1 AP Pro - Process-related actions are shown as separate menu items

Module(s): Invoice Automation
Feature ID: ALUSTA-75042
Release: P2P 20.10
Feature Implementation: Feature is in use automatically

Thanks to feedback from users of AP Pro, we have now made process-related actions available directly in the action menu. Previously, the process actions were combined under the Edit process action and required an extra step from the user to access them. 

3.2 External image viewer displays date and time based on region settings for single sign-on users

Module(s): Invoice Automation
Feature ID: ALUSTA-69835
Release: P2P 20.10
Feature Implementation: Basware consultant work is needed

When displaying invoices, the External Image Viewer now respects local time settings for single sign-on users. 

Two new settings have been introduced and must be configured by Basware consultants:

1. External image viewer time offset: The time shown on the invoice is based on the offset defined in this setting.
2. External image viewer region code: This setting is used for selecting the date format and number format for the invoice.
   • Single sign-on: The date format and number format are typically shown based on the user’s region settings. If the user’s region settings are not present, then the region set this setting will be used. If the value of this setting is also not present, then the region code defaults to en-US.
   • Token-based authentication: Date format and number format are shown based on the region set this setting. If the value of this setting is not present, then the region code defaults to en-US.

3.3 AP Pro - Cancel and resend single invoices

Module(s): Invoice Automation
Feature ID: ALUSTA-34774
Release: P2P 20.10
Feature Implementation: Feature is in use automatically

Users can now cancel and resend single invoices from AP Pro. Previously, the action was only available for a batch of invoices.

3.4 System approve coding lines

Module(s): Match Orders
Feature ID: ALUSTA-73603
Release: P2P 20.10
Feature Implementation: Basware consultant work is needed

Earlier a user was forced to approve all invoice coding lines on detailed level invoice approval. This was required even when some of the coding lines were generated by Matching without any deviance, like a price difference between an invoice and the matched purchase order. 

Now, Basware P2P can be configured to detect situations where a coding line is the result of a match without matching deviance. These coding lines are marked as system approved. User approval is required only for the coding lines that are the result of a match with one or more matching deviance’s. This will save time by no longer requiring users to do unnecessary row approval tasks. Users can also focus more directly on matches with deviance’s. 

Feature is supported in Automatic and Manual Matching

To enable automatic approval for invoice coding lines matched without deviance, contact Basware Support.

4.1 Improved Paid On Time KPI breakdown

Module(s): Analytics
Feature ID: ALUSTA-72711
Release: P2P 20.10
Feature Implementation: Feature is in use automatically

Paying your suppliers on time for goods and services purchased is important because late payments can lead to lost money through penalties in interest and fees. Additionally, late payments can damage your reputation and relationships with your suppliers. This can have an effect on your credit ratings and reduce the likelihood of getting potential savings through healthy supplier relationships.

The Paid on Time KPI measures the number of invoices paid on or before the due date as a percentage of all invoices handled by the Accounts Payable Department during that period. 

A low value for this metric is typically an indicator of highly manual or inefficient invoice workflow processes, problems with supplier invoice submission guidelines, and inadequate employee training which hampers performance.

Consequently, keeping track of this number is essential in measuring how well your workflows are performing and identifying where the issues are.

The Paid on Time KPI calculation logic and the respective KPI outcomes have now been improved to ensure that invoice volumes are aligned and consistent with the other KPIs. This change will also provide better visibility on 

• Invoices paid late due to disputes - Enables you to work with your suppliers to improve invoice data quality
• Invoices paid late due to late arrival to P2P - Enables you to work with your suppliers to improve the invoice submission process.
• Invoices paid early and whether the discount captured was the best possible
• Invoices that have been transferred but are missing the payment response - This bracket of invoices are now excluded from the calculation

The Paid on Time KPI has been updated on both the AP KPI: Overview and AP Financial: Past Payments dashboards.

4.2 Spend Insights

Module(s): Analytics
Feature ID: ALUSTA-72620
Release: P2P 20.10
Feature Implementation: Feature is in use automatically

With the recent developments in the global market, widespread financial uncertainties have quickly increased organizations’ interest in controlling costs. In fact, spend consolidation has become one of the most important strategies for organizations. However, before cutting unnecessary costs, organizations are keen to understand where exactly they are spending their money.

To meet this need, we have introduced a new spend dashboard called Spend Insights. This dashboard is built on the backbone of Basware P2P, which can capture 100% of invoice data for your organization. Using this data, the dashboard can provide 100% spend visibility into both direct and indirect spend.

The Spend Insights dashboard enables you to run detailed spend analyses to answer questions such as:

• How much is my total P2P spend with suppliers?
• How much of the spend is pre-approved?
• How much of the spend is contractual?
• Who are our suppliers?
• Who is the purchaser/purchasing entity?

The Spend Insights dashboard provides:

• Insights into your spending patterns to understand how much is being spent and where it is being spent
• Tools to monitor your spending and manage your risk by seeing if you are overdependent on certain suppliers
• Filters that show top spend drivers and how compliant spending is among them

The dashboard also introduces data-driven recommendations that provide insights on the key spend drivers that you should focus on.