Basware Purchase-to-Pay 22.6 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 22.6 and its maintenance releases.

2 Procurement

2.1 Improved notifications to suppliers about withdrawn RFQs

Module(s): Marketplace
Feature ID: ALUSTA-97180
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

Previously, suppliers received a notification that their bid was unsuccessful when a buyer withdrew an RFQ. The notification was confusing to the supplier, so the notifications are now improved for better accuracy. 

Case 1 : If the RFQ has not expired and the buyer withdraws the RFQ:

Case 2: If the RFQ has expired and the buyer withdraws the RFQ:

Learn more about Quick Quote RFQs from the user guides, found in the Basware Support Portal.

2.2 Single notification for the quotes received from multiple suppliers

Module(s): Marketplace
Feature ID: ALUSTA-97179
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

Previously, buyers received an email notification every time a single supplier submitted a quote for an RFQ. If an RFQ was sent to many suppliers, these notifications could overwhelm a buyer’s inbox. 

Now, buyers receive an email notification only for the first quote that they receive from a supplier to an RFQ. No further emails are sent when other suppliers submit their quotes. 

Learn more about Quick Quote RFQs from the user guides, found in the Basware Support Portal.

Module(s): Purchase
Feature ID: ALUSTA-85298
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

When creating or editing custom links that show on the Basware P2P home page or Shop search page, it is now possible to select whether a custom external link is applied to lower organizations. This allows users to define custom external links on a top-level organization and reuse them for the sub-organizations. This feature is particularly helpful for companies that have a large number of sub-organizations that need to access the same links.

When a custom link that is applied to lower organizations is published, it becomes visible for the users of all sub-organizations. If an inherited link is not suitable for the sub-organization, the administrator can hide the link for that organization.

Administrators can only edit inherited links when working with the top-level organization that the link was created for.

Administrators of sub-organizations can add their own custom links for their organizations, even when they are also inheriting links from a top-level organization.

Note that if your organization has Integrated Shopping Experience (ISE) enabled, these links are only displayed on the Home page and not the Shop search page.

2.4 Configure inheritance for guided purchasing shortcuts

Module(s): Purchase
Feature ID: ALUSTA-48692
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

When creating or editing guided purchasing shortcuts, it is now possible to select whether a shortcut is applied to lower organizations. This allows users to define guided purchasing shortcuts on a top-level organization and reuse them for the sub-organizations. This is particularly helpful for companies that have a large number of sub-organizations that need to use the same shortcuts.

When a shortcut that is applied to lower organizations is published, it becomes visible for the users of all sub-organizations. If a shortcut is not suitable for the sub-organization, the administrator can hide the shortcut for that organization.

Administrators can only edit shortcuts when working with the top-level organization that the shortcut was created for.

Administrators of sub-organizations can add their own guided purchasing shortcuts for their organizations, even when they are also inheriting shortcuts from a top-level organization.

2.5 External resources visible for users without Purchase user rights

Module(s): Purchase
Feature ID: ALUSTA-85958
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

Earlier if an organization had added and published links to the External resources section on the Home page, the section could be viewed only by users who had Purchase user rights. Now the sections is also visible for users with Invoice and/or Spend Plan user rights. This extends the usage of the External resources section to customers who do not have P2P Purchase or to users who do not have Purchase user rights.

2.6 Update order messaging delivery status to Basware Portal when using Order REST API

Module(s): Purchase
Feature ID: ALUSTA-86660
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

Earlier when a supplier has sent an order accept, order reject or order change message to a buyer using the Order REST API, the status of the order in Basware Portal has been Delivery in progress even after it has been processed in Alusta Purchase. Now this has been improved so that the status in Basware Portal is either Delivered to recipient or Rejected during delivery. This allows the Portal user to see if the document delivery went as expected or if the message delivery failed for a technical reason that requires the user to take action.

2.7 Updates to the display of Marketplace item types on purchase documents

Module(s): Purchase
Feature ID: ALUSTA-96197
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

When users order some special items from Marketplace, such as items from Amazon Business or bundle items, these items have some different behaviors and rules than typical catalog items. In these cases, Basware P2P informs the user of the different behaviors through informational messages and dialogs. 

In this feature, we introduced some changes to the messages shown to the user. In many cases, the messages were generalized to work with a wider range of special items from Marketplace.

Module(s): Purchase
Feature ID: ALUSTA-91070
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

When selecting a contract, a contract picker opens. The Contract number field in the contract picker is now a link to the contract document details. Clicking the link opens the contract in a new browser tab. Contract numbers only appear as links to users with the Purchase professional user right to view contracts - without this user right, the contract numbers are shown as plain text instead.

Note that the same user right is required for users who open the contract picker from the Accounts Payable module. 

Module(s): Purchase
Feature ID: ALUSTA-94072
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

Previously if contract spend was collected for purchase orders, invoices, or spend plans, the spend was shown in Purchase Professional Tools as a simple list of documents. Now, it is possible to click the document number for any document to open the document. 

For each document, you must have the permission to view the document. If you do not have permission, then the document number is not clickable. 

3 AP Automation

3.1 Batch action support for updating coding rows

Module(s): Invoice Automation
Feature ID: ALUSTA-10455
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

In AP Pro, updating coding and row recipients is now easier and faster with the new Update coding action. The action can be performed on several coding rows on a single invoice or many invoices at once.


The batch action is available for users with the user right Update invoice coding data in a batch. With the batch action, it is possible to update coding row data or recipients of up to 500 invoices or 1000 coding rows at once. User can update one or more different coding fields at the same time and even clear values of non-mandatory fields. If the selected invoices include coding rows with row level task, then also an option is given to update the recipients. 

   


On a single invoice, there are two options for initiating the action. Update coding in the main menu applies the changes to all coding rows. The second option is by first highlighting the rows which need updating and then selecting Update selected rows from the coding menu. This is useful for example when tax code must be updated only on rows with a certain account code or when only half of the a row approver’s rows must be forwarded to another approver. It is possible to change up to 250 rows at once when updating a single invoice.


3.2 Workload management - Manually assigned AP clerk is retained

Module(s): Invoice Automation
Feature ID: ALUSTA-94825
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

The invoice assignment feature has been enhanced based on customer feedback.

Earlier, the system always re-assigned invoices based on assignment rules. Now, a manually assigned AP clerk stays assigned to the invoice when the invoice moves forward or backward in the process. Invoices will be re-assigned based on assignment rules only if they are either unassigned or assigned earlier by an assignment rule.

3.3 New currency code for São Tomé and Príncipe dobra

Module(s): P2P Admin
Feature ID: ALUSTA-96378
Release: P2P 22.6
Feature Implementation: Feature is in use automatically

A new currency was added for Sao Tome and Principe dobra with correct currency code STN. Existing old currency, with currency code STD, was renamed to “(Deprecated) Sao Tome and Principe dobra”. 

3.4 Lookup list data population now takes overwrite property into account for other types than strings

Module(s): Platform
Feature ID: ALUSTA-95718
Release: P2P 22.6
Feature Implementation: Basware consultant work is needed

Previously in AP Pro, lookup lists only supported the overwrite property in Strings fields. Now lookup lists also support the overwrite property in Num and Date fields. 

A new tenant setting has been created: “EnableLookupListCustomOverwriteForNonStrings”.

When set to false (the “legacy mode”), all lookup lists behave as they did before. For string property columns, values 0,1,2,3 work as documented and for numeric/date columns, all the values behave like value “1” behaves for strings.

When set to true, values 0,1,2,3 behave the same way for all property columns (Num, Date, String)

NOTE: If activating this tenant setting, consultants need to check how the Num/Date fields have been configured and understand how they will start to behave.