Contents
Summary
This article explains how to navigate the new Procurement view in Basware Purchase and where to access key features and actions while working with purchase documents. The new layout has several benefits:
- Side-by-side data comparison. Users can refer to full document data in the Summary panel while editing header or line data, leaving comments, or doing other actions.
- In each tab, the layout is optimized for larger displays, and show more information at one time for improved efficiency.
- Users do not need to switch each section to Edit mode before editing data, so editing is faster and easier.
To access the Procurement view, you must have the appropriate professional user rights. You must have at least Use Purchase Professional Tools to access the interface. Your access can then be expanded or restricted with the other professional user rights, shown below. User rights are managed in Basware P2P > Gear icon > Basware P2P Administration > Users.
Procurement page
You can access the Procurement page by clicking Procurement from anywhere in Basware P2P. This will open the procurement page with the dashboard at the top of the page and document information below that.
Dashboard
The dashboard, circled below, shows the different document types that you have in process and where in the process they are. You can click any document type or process step in the dashboard to instantly filter the document list below by that criteria.
View and manage documents
On the procurement page, you can choose from two layout options: List view or List and details view. You can switch between the two layouts using these buttons:
List view
When list view is selected, you can see a full-screen list of the documents.
Details view
When list and details view is selected, you instead see a split screen, with the document list on the left and the details of the selected document on the right. With this view, you can see and edit document details while still having access to the full document list.
The document details panel has all of the selected document’s information categorized into tabs. Learn more about each tab from the section Purchase document tabs.
Acting on documents
To take an action on any document, select the document from the document list, then click an action on the right. You will find all available actions for that document from the More Actions menu. You can take actions on documents from either the List view or the List and details view.
Some actions can be done to many documents at once – sometimes called “batch actions”. Use SHIFT + click or CTRL + click (Cmd + click on Mac) to select all documents from the list that you want to act on. Then click the action that you want to perform.
Document details page
Double-click any document in the list to open the details page. The details page is a full-screen view of the details of a single document. On the left side, the Summary panel shows a read-only view of all document details. On the right side, the details panel has all document information categorized into tabs. You can select any tab and, if needed, edit the information in it. Learn more about each tab from the section Purchase document tabs.
From each section in the Summary panel, you can click the left arrow to quickly open the corresponding tab to the right.
To take an action on the document, click an action in the top right corner. You will find all available actions for that document from the More Actions menu.
Purchase document tabs
Purchase document information is categorized into tabs. These tabs are shown on the Procurement page > List and details view and on the Document details page. The available tabs are different depending on the purchase document type. The content of each tab is described below.
Discussions
Shown for PR, PO, and GR.
All messages and replies related to this document can be found here. Click Post a new message to start a discussion.
Workflow
Shown for PR, PO, and GR.
This tab shows the workflow of the document. Some task-related actions like Forward, Skip approval (for requisitions) and goods receipt, change goods receiver (for purchase orders) can also be performed from the Workflow panel.
Header data
Shown for PR, PO, and GR.
This tab shows all header data fields configured for your organization. You can edit this data if you have rights to manage the document. If you have view-only rights, then the data is not editable.
Address
Shown for PR and PO. Not shown for GR.
You can view and manage delivery and invoicing addresses from this tab. If you have rights to manage the document, you can edit the addresses if needed.
The addresses are grouped according to name. The number of lines using each address is indicated in the next column. To edit a particular address, click the edit icon next to it.
To copy an address from one line to another line, click the copy icon.
Lines
Shown for PR and PO. Not shown for GR.
In this tab, the line and coding data is shown. The data is organized into two panels. The top panel shows a grid with Item code, Item, Supplier name, Quantity, Quantity unit, Net total, Currency, purchasing category, Status, Current recipient, and next approver for each line. You can add new lines to purchase requisitions, or new cost lines/free text lines to purchase orders
From the Actions column of the table, you can Add comment to lines, delete and duplicate line and change the task recipient.
In the bottom panel, data is organized into three tabs: line data, coding, and attachment. The line and coding data section shows all fields configured for your organization.
To edit coding data, copy coding rows, or delete coding rows go to the Coding tab.
Add attachments to lines from the Attachments tab.
Purchase orders
Shown for PR only. Not shown for PO or GR.
When viewing purchase requisitions in Purchase Professional Tools, you can see the purchase order details. Professional users can perform action like changing the goods receiver and changing the sending method.
Attachments
Shown for PR, PO, and GR.
All attachments added to header and line level are visible in this tab. You can add/edit/delete attachments. Also, you can select whether to see or hide the line level attachments.
Budgets
Shown for PR and PO only. Not shown for GR.
You can associate budgets to a requisition from the Budgets tab, if you have the rights to do so.
After a budget is associated to a purchase requisition or a purchase order, the budget status and details can also be viewed in this tab.
Related documents
Shown for PR, PO, and GR.
Purchase documents or invoices that are linked to the selected document can be viewed in this tab. You can also click any document to open it, if you have rights to view the document.
History
Shown for PR and PO only.
The History tab is available directly in the document details view for Purchase Professional Tools. For some changes, you can view the exact edits that have been made to different sections of the document.