Basware P2P 21.11 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 21.11 and its maintenance releases.

2 Procurement

2.1 Matrix items available for buyer-managed content

Module(s): Marketplace
Feature ID: ALUSTA-90989
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Previously, it was only possible for suppliers to create product matrices for catalog content. Now, it is also possible for buyer organizations to create product matrices for catalog content that they manage themselves. 

A product matrix simplifies the catalog users’ view into your product selection. If you offer a product that comes in multiple variations, a product matrix lets you link these variations under a single item. For instance, if you are selling t-shirts that come in multiple sizes and colors, you can link each of these under a single “matrix master” item. When the buyer opens this item, they can select their preferred size and color from a drop-down list, and put the item in their shopping basket.

When a matrix item is set up in the catalog, it appears like this to the user:  

Buyers can use the Super Content Loader to create their product matrices. To create a matrix, catalog managers follow these steps:

  1. Create the matrix master item, such as “Apple iPhone 13 Pro.”  For the matrix master item, list the custom attribute name (with no value) for each option that you want to make available to users. Ex. Colour, Memory
  2. Create all of the possible items to go within the matrix, such as the white 128Gb version and the black 256Gb version. You need to define a separate item with a unique Item ID for each variation.
  3. Add the custom attribute name and value for each unique item within the matrix. These attributes create the options that the users can select in the catalog. Ex. Colour - White, Memory 128; Colour - Black, Memory - 256.
  4. In the Matrix Master column for each item, enter the item ID of the matrix master item. 
  5. Upload the Super Content Loader.

For more information on creating matrix items, refer to the user guides. 

Each item within the matrix can also be found in the catalog as a standalone item by entering its unique item ID as the search criteria. 

2.2 Super Content Loader - Associate images to items using file names or URLs

Module(s): Marketplace
Feature ID: ALUSTA-90988
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Previously, if suppliers and buyer admins wanted to add images to items that they were uploading with the Super Content Loader, they had to provide a URL for the image. However, oftentimes catalog managers did not host their images on the internet and could not provide URLS. In these cases, the users needed to add images to each item manually and or create and upload a separate association file

Now, the Super Content Loader can also contain references to images in the Media library. If item images are not available via a URL, the supplier or buyer admin can upload the PNG or JPEG images that they want to use into the Media library. Then, they simply enter in the Super Content Loader the file names for the images to show with each item.  

An item can have many images associated with it by entering the file names or URLs on separate lines in the worksheet - see the image below. The first image listed will become the main image. The images must first be updated to the Media library before the Super Content Loader is uploaded, or the images will not be associated correctly.

2.3 Advanced search for goods receipts in Purchase Professional Tools

Module(s): Purchase
Feature ID: ALUSTA-62277
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Users of purchase professional tools can now use Advanced search to find goods receipts. Advanced search allows users to search either goods receipt header data or line data with up to 10 criteria. By clicking Save, the user can save their search, and easily run it again later by clicking View saved searches and selecting it from the list. 

To access advanced search, users must first click any goods receipt status in the status chart. 

2.4 Change purchase order sending method for individual orders in Purchase Professional Tools

Module(s): Purchase
Feature ID: ALUSTA-84460
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Now it is possible to change the sending method for a purchase order when viewing a requisition in Purchase Professional Tools, either from the List and Details view or from the document details. This action allows users to change the sending method from a Network purchase order to an email purchase order. This can be useful if, for example, the item is a free-text form item that requires additional communication with the supplier. Changing the sending method can also be useful if it is necessary to send a blanket order to a supplier that, by default, receives Network orders. 

The action to change the sending method can be found from the Purchase orders tab in the purchase requisition document view:

A user can select Change sending method, then select the preferred method and provide the supplier’s email address if it is not already available in the P2P Admin tool. Multiple email addresses can be added to the supplier’s email address field.

The user can also choose if the order will be sent as a self-service order. Self-service orders are used when the ordered items should be picked up from a store instead of the supplier delivering the ordered items. The order can be sent either to the supplier and other email recipients or only to the other email recipients. If the self-service order is handled by the purchase requisition owner, there is a shortcut for adding the owner’s email address. Multiple email addresses can be added to the email field.

2.5 Create release orders in Purchase Professional Tools

Module(s): Purchase
Feature ID: ALUSTA-86321
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Now professional users can create release orders in Purchase Professional Tools purchase order list view and document views. 

Release orders are an optional part of the blanket order process. When a blanket order that requires releases is first created and sent to the supplier, it informs the supplier, but the supplier needs to wait for the release orders to deliver and invoice. When the buyer is ready to receive part of the blanket order, they create a release order and send it to the supplier, detailing the monetary amount of the items or services the supplier should deliver at that time. Release orders specify the monetary amount of an item that should be delivered, such as 2000 euros of graphic design services out of a total 5000 ordered.

When users have selected a blanket order that requires releases, the Create release order action is available in document actions.

After a user has selected Create release order, the user then selects the lines they are releasing and defines the sum to be released for each line.

After selecting the lines and providing the sums to be released, the user can edit the release order draft and send it to the supplier.

Create release order cannot be done as a batch action.

If you are interested in using blanket purchase orders and release orders, request for the new feature to be enabled through the Basware Support Portal.

2.6 Export blanket purchase orders with anyERP

Module(s): Purchase
Feature ID: ALUSTA-88631
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

It is now possible to export blanket orders and release orders from P2P Purchase to external systems with anyERP-based export. 

Below is a sample of the exported purchase order data containing blanket order fields.

If you are interested in using blanket purchase orders and release orders, request for the new feature to be enabled through the Basware Support Portal.

2.7 View blanket order validity period in Purchase Professional Tools list view

Module(s): Purchase
Feature ID: ALUSTA-90274
Release: P2P 21.11
Feature Implementation: Basware consultant work is needed

Now it is possible to view blanket purchase orders’ validity period in the purchase order list view in Purchase Professional Tools.

If you are interested in using blanket purchase orders, request for the new feature to be enabled through the Basware Support Portal.

3 AP Automation

3.1 “Professional view” users can require a fixed flow for tasks with multiple recipients

Module(s): Invoice Automation
Feature ID: ALUSTA-86548
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Personal users of Basware P2P invoice who have enabled “professional view” for invoices and spend plans now have more options when completing tasks. When reviewing and approving invoices, if the user adds more than one recipient for the next invoice task, they can select the option Fixed workflow. When Fixed workflow is enabled, the user can then define in which order the upcoming tasks must be completed. 

With this addition, there are now three ways to handle multiple recipients for tasks: 

  1. Action required by all recipients, no fixed workflow: All selected recipients must complete the next task. The recipients can complete the task in any order. 
  2. Action required by only one recipient: Only one of the selected recipients must complete the next task.
  3. Action required by all recipients, fixed workflow: All selected recipients must complete the next task. The recipients must complete the task in the defined order.

The Fixed workflow option is only available if the next activity is Review or Approval. 

3.2 Improved search for supplier drop-down lists

Module(s): Invoice Automation
Feature ID: ALUSTA-88244
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

When searching for suppliers in the AP Pro invoice header data, search results only include suppliers whose supplier code or name match the user’s input. Previously the search results included suppliers with other data matching the input, which led to unnecessary results in the list. If a user wants to search by another criteria, such as Bank account, they can open the dialog by clicking the three dots (…) and then search by other criteria. 

3.3 Show more characters by default in invoice and spend plan history

Module(s): Invoice Automation
Feature ID: ALUSTA-78734
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Now, users can see history entries containing up to 250 characters without needing to click a Show more link in the invoice and spend plan History panels. The Show more link is used for history entries that are longer than 250 characters.

Allowing longer history entries helps users review document history more quickly, especially in cases where there are manual matching errors with long history texts. 

3.4 Warning message when canceling invoice with status “Transfer in progress”

Module(s): Invoice Automation
Feature ID: ALUSTA-81779
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Previously, it was possible for a user to to unknowingly cancel the process for invoices in Transfer in progress status if the user didn’t notice the invoice status when canceling multiple invoices at once. While it is necessary in some uncommon cases to cancel the invoice process even when the invoice is in this status, it may cause the invoice to be transferred to the ERP twice. To prevent this in AP Pro the it is now only possible to cancel an invoice process for single invoices in the Transfer in progress status. Additionally, a warning is shown when a user clicks Cancel process, Cancel and resend, or Select process for invoices in this status.

4 Platform

4.1 Use existing session when user logs into Basware P2P from 2+ browser tabs

Module(s): Platform
Feature ID: ALUSTA-85212
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Previously when users navigated to Basware P2P’s Edge user interface through the login page, a new user session was always created for the user. This occasionally caused issues such as a “Session count exceeded” notification or an HTTP 403 error, especially if the user had more than one tab open in the same browser.

Now, if a user has Basware P2P open in one tab, but logs in again in another tab of the same browser, the user’s existing session data is reused. This means that the user will not exceed their allowed number of sessions or encounter 403 errors from using multiple tabs.

Note: This enhancement makes it slightly easier for users with shared workspaces to access the previous user’s session. This may occur if the users use the same browser and the previous user does not log out first. Always make sure that you log out from Basware P2P when you are finished using it if you use a shared workspace. 

4.2 Warning in Basware P2P Administration if deactivated user is set as a backup

Module(s): Platform
Feature ID: ALUSTA-88968
Release: P2P 21.11
Feature Implementation: Feature is in use automatically

Basware P2P Administration now provides more informative messages and warnings regarding backup person management. If an administrative user tries to add a user who cannot log in as a backup person for another user, the system now asks for confirmation before completing that action.