Basware Purchase-to-Pay 22.12 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 22.12 and its maintenance releases.

2 Procurement

2.1 Bill of materials free-text file can now include non-DUNS values in the “Supplier ID code” field

Module(s): Marketplace
Feature ID: ALUSTA-101517
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

We now allow arbitrary values in the bill of materials free-text file for DUNS numbers. In some cases, customers use internal company identifier codes which are not real DUNS codes. The DUNS values are only validated if the value has 9 numeric digits only. In other cases where an arbitrary value will be used, the validation is bypassed and the file is successfully processed. 

For more information about bills of materials, see the new features announcement or the Marketplace user guides.

2.2 Confirmation shown that a purchase requisition has been created

Module(s): Marketplace
Feature ID: ALUSTA-101518
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

When a user checks out a shopping basket in Marketplace. then clicks Get approval on the summary page, the user is directed back to Marketplace. Previously, the system did not show any confirmation that the purchase requisition was created, which caused confusion. Now a notification is shown, confirming that the purchase requisition has been created. With this enhancement, users can feel more confident that their action was successful and their purchase requisition was sent to approval.  

2.3 Variations for matrix items can be set in a custom order

Module(s): Marketplace
Feature ID: ALUSTA-100634
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

Matrix items provide catalog users with a way to select from many variations on a catalog item, such as T-shirt sizes and colors.

Previously, the variations on matrix items were listed in a random order on the item details page, such as this for T-shirt sizes: S, XL, 2XL, XS, L, M. This unexpected order made it harder for users to find the option that they want to select. Now, options on matrix items can be sorted one of two ways: 

To define a custom sort order in the Super Content Loader, enter a comma-separated list of values in the Attribute Value field of the matrix master item, in the same row as the corresponding attribute name. 

Attribute Name Attribute Value
Size XS, S, M, L, XL
2.4 Import purchase requisitions and purchase orders with refund lines

Module(s): Purchase
Feature ID: ALUSTA-93153
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

Now it is possible to import a single order that contains refund lines. Based on agreement with the supplier, the buyer is now able to address partial/full refunding to purchases stated in that order. Refund lines are supported with purchase requisition and order import using either anyERP or Basware API.

2.5 Integrated Shopping Experience - “View basket” button added to free-text forms

Module(s): Purchase
Feature ID: ALUSTA-82777
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

For users of the Integrated Shopping Experience, previously it was not possible to navigate from a free-text form to the shopping basket. Now, a new button View basket is shown when looking at free-text forms, and users can click it to easily navigate to the basket. 

Not familiar with Integrated Shopping Experience? Learn more here.

2.6 Notifications widget available from the Procurement module

Module(s): Purchase
Feature ID: ALUSTA-81341
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

When using Purchase Professional Tools, users can now access the Notifications widget. When the user clicks on any purchase document in the Notifications widget, the document will open using the new professional details view (more information about the new view can be found here).

2.7 Update order task assigned to user after purchase order editing

Module(s): Purchase
Feature ID: ALUSTA-85509
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

If a user makes changes to a purchase order, they will need to update the order once they are done with the changes. In some cases, if changes have increased the purchase order total, the new purchase order total may need to be approved prior to updating the order. Updating is important, because goods receiving for this purchase order is on hold until the purchase order is updated. Also, the changed purchase order is sent to the supplier only if user chooses to send to the supplier while updating the order. Furthermore, the purchase order is only exported to order matching and other relevant external systems only when the purchase order is updated.

Now, when user has edited the purchase order, they will be assigned a task about updating the order. The purpose of the task is to remind the user to finalize the purchase order changes by updating the order. This will be particularly helpful if the user needs to update the purchase order only after it has been approved. 

 

2.8 Users with Purchase Professional view-only user rights can view document details pages

Module(s): Purchase
Feature ID: ALUSTA-98785
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

Earlier, purchase professional buyers with view-only user rights could only see the documents details on the Procurement dashboard using spilt view. From this release onwards, these users can double-click any document in the list to open it and see the full document detail view.

Learn more about the document detail view here. 

2.9 Delivery location scheme ID added to orders sent using Order REST API

Module(s): Purchase
Feature ID: ALUSTA-96766
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

When sending purchase orders using Basware Network, it is now possible to send the scheme ID of the Delivery Location for the delivery addresses. The purpose of the scheme ID is to tell the supplier what the Delivery Location ID is, such as a GLN number. Scheme ID is not supported for custom delivery addresses, only for predefined addresses.

2.10 Professional users can manage spend plans both in Procurement and AP Pro modules

Module(s): Spend Plans
Feature ID: ALUSTA-78635
Release: P2P 22.12
Feature Implementation: Basware consultant work is needed

Previously, spend plans could only be managed from either Procurement or Accounts payable, depending on your system configuration. It is now possible to view, create, and manage spend plans from both Procurement and Accounts payable modules at the same time. To enable this feature, the tenant setting PaymentPlanNavigation must be set to both. Contact Basware Support to enable this feature for your organization. 

The actions available for spend plans are identical in both modules. When this feature is enabled, any batch actions taken on spend plans are visible in the Activity center for both Procurement and Accounts payable. 

3 AP Automation

3.1 Configurable timeout period for invoice searches

Module(s): Invoice Automation
Feature ID: ALUSTA-95881
Release: P2P 22.12
Feature Implementation: Basware consultant work is needed

In AP Pro, the invoice search can run for a maximum of 20 seconds by default. After 20 seconds, the system stops searching and doesn’t show any results.

Now it is possible to increase the maximum search time if your searches frequently take longer than 20 seconds, using the new tenant setting InvoiceSearchTimeout. You should only increase this time if your invoice searches frequently time out. Basware recommends increasing the time to a maximum of 40 seconds. Submit a New Feature Enablement form to change this setting for your organization.

3.2 Invoice search no longer runs automatically upon logging in to AP Pro

Module(s): Invoice Automation
Feature ID: ALUSTA-91338
Release: P2P 22.12
Feature Implementation: Basware consultant work is needed

Earlier, when user logged into or navigated to the AP Pro, the system always did an initial invoice search with default search criteria. This initial search is now disabled because it caused performance issues and the search results were rarely used by AP clerks. With this enhancement, AP Pro loads much faster than before. 

After opening AP Pro, users can click any status on the charts, enter search criteria, or use advanced search to find invoices.

If your organization needs the initial invoice search to run, submit a New Feature Enablement form, requesting to get tenant setting EnableInitialInvoiceSearchInApPro set to True.

3.3 New tenant setting to enable/disable the conditional approval dialog on invoice row approval

Module(s): Invoice Automation
Feature ID: ALUSTA-101265
Release: P2P 22.11.2, 22.12
Feature Implementation: Basware consultant work is needed

In 22.11 release a dialog was introduced in simple view and professional view when performing conditional row level and header level invoice approval (see description here). The dialog caused an unwanted side effect as conditional approval is also used to add an approval step in the invoice process and the dialog is unnecessary in this case.

In 22.12 release the dialog is removed by default but can be activated from a new tenant setting: ApprovalLimitDialog. Contact Basware Support to activate this dialog for your organization. 

3.4 Support for filtered lookups in Update coding

Module(s): Invoice Automation
Feature ID: ALUSTA-99561
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

Earlier the Update coding function in AP Pro did not support updating filtered lookup lists. This meant that in cases where, for example, cost center codes were dependent on the account code, then the cost center code lookup list did not contain any values in the Update coding dialog and the cost center code could not be updated. 

Now it is possible to also update filtered fields by displaying them as text input fields in the dialog. Users can input the old value and new value without lookup list support when updating filtered fields. Fields without a filter can be used as before.

3.5 Send invoice to approval workflow if matched goods receipt is marked as faulty

Module(s): Match Orders
Feature ID: ALUSTA-97942
Release: P2P 22.12
Feature Implementation: Basware consultant work is needed before customer can take into use

Now it is possible to detect using a matching validation rule if an invoice has been matched with a goods receipt that is marked as faulty. When the goods receipt is faulty, this rule can launch an approval flow for the invoice. This new feature requires activating a basic validation rule “Review required for invoices matched with faulty items” in Match Orders and a change in the invoice process configuration. To enable this feature for your organization, contact Basware Support.

3.6 After the matching activity, error messages change to info messages

Module(s): Spend Plans
Feature ID: ALUSTA-90933
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

The spend plan matching related error and warning messages have been enhanced. Now, these matching messages are shown as info messages after the matching activity, for example in approval activity. Earlier, these were shown as errors and warnings after the matching activity, which resulted in a confusing end user experience.

3.7 Spend plan free-text search changed to use “contains” operator

Module(s): Spend Plans
Feature ID: ALUSTA-89334
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

The spend plan free-text search in AP Pro and Documents has been improved so that the search works with “contains” operator when searching from text fields. This means that the search operation will find all results that contain the entered criteria. Searching with the “contains” operator makes it easier for users to find spend plans using text search.

Earlier, the search worked with “starts with” operator, so only results that started with the entered criteria were found.

 

4 Platform

4.1 Accessibility improvements for personal users

Module(s): Purchase
Feature ID: ALUSTA-101218
Release: P2P 22.12
Feature Implementation: Feature is in use automatically

In Basware P2P for personal users, we have made accessibility improvements to the purchase requisition details page and the purchase order details page. Improvements have been made in the following areas: