Basware Purchase-to-Pay 23.5 New Features


Contents 

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 23.5 and its maintenance releases.

2 Procurement

2.1 Fee-text form agreement names are the same as the view name

Module(s): Marketplace
Feature ID: ALUSTA-105348
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

Previously, when a free-text form was published, an agreement with a unique name was automatically created, but the agreement name did not mean anything to the customers.

With this enhancement, the agreement name will be the same as the view name. If there are multiple views, the agreement will be named after the view that was created first. If an agreement is created with different items but the same name than an existing agreement, the previous agreement will be replaced by the new one.

To change the naming convention for the existing agreements, all the existing free-text forms must be republished.

2.2 Response format template for buyers in Quick Source for Buyers

Module(s): Marketplace
Feature ID: ALUSTA-105351
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

The buyers can now define the format in which they want the suppliers to respond when quoting back.

For example, if a user wants to raise RFQ for training, they can add three different trainings in Response format to ask the suppliers to quote back for the three different trainings with thee different quotes.

Response format is added to Request and Template pages in the Request details section. 

2.3 Received and invoiced quantities are visible in the purchase order pages

Module(s): Purchase
Feature ID: ALUSTA-85715
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

Received quantity, received sum, invoiced quantity, and invoiced sum are now visible in the line summary of a purchase order.

2.4 Remove tasks belonging to inactive organizations from task list

Module(s): Purchase
Feature ID: ALUSTA-104200
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

 

Open tasks related to inactive organization will not be shown in the task list views

2.5 Net and gross sum budgets

Module(s): Purchase
Feature ID: ALUSTA-10144
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

 

It is now possible to define if P2P Purchase Budgets are based on gross (current) or net (new) values. You can state on budget initiation (create or import) what is the budget's amount type. Budgets total, consumption, and behavior is then based on the budget's amount type. In the system, there can be both types (net and gross) of budgets.

2.6 Order sending settings in Data management

Module(s): Purchase
Feature ID: ALUSTA-102476
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

Ordering in cXML format requires supplier-specific settings. These settings can be now defined in Data management > Order sending settings. To manage the settings, users must have the "Manage order sending settings" user right.

3 AP Automation

3.1 Custom label support in Data management > Table maintenance

Module(s): Config Tool
Feature ID: ALUSTA-97812
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

Earlier, many configuration tables that were maintained by the customers were moved from Configuration tool to Data management. In Configuration tool, it was mandatory to add labels when making any changes to the tables. All updates were stored in the changesets that could be exported and imported, and all changesets were associated with one or more labels. In Data management, it was not possible to use labels.

With this enhancement, using labels will be mandatory in Data management, too. The admin users who are maintaining the tables in Data management > General > Table Maintenance, will be required to add labels for any changes they make. Now each changeset created after the table update in Data management will also be associated with the labels added. Maximum of five labels can be added at a time and a minimum of one label is required to make any changes on this page.

 

 

Users will be able to search for their changesets by labels also in Configuration tool > History page. The labels associated with the changesets are useful for the auditors with their auditing process.

3.2 Move table "GDM_CUSTOMER_PROJECTS" to Data management from Configuration tool

Module(s): Config Tool
Feature ID: ALUSTA-104841
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

System administrators can now manage the "GDM_CUSTOMER_PROJECTS" table in Data management. Previously, the table was managed in Configuration tool.

Users can now add, edit, and delete the table and its data in Data management > General> Table maintenance. 

 

 

3.3 Workload management - new text criteria that enables more accurate invoice assignment

Module(s): Invoice Automation
Feature ID: ALUSTA-100650
Release: P2P 23.5
Feature Implementation: Customer can take into use

Some invoices still require manual work from the AP clerks because of the deviations that happen during touchless invoice processing. To enable efficient manual processing, Basware P2P has a workload management feature that can automatically assign the invoices to AP clerks. The automatic assignments are based on rules that are defined in Data management. With the invoice assignment rules, you can make sure that different deviations are handled by the appropriate AP clerks who can efficiently fix the issues. Each AP clerk gets their own dedicated list of invoices that they can concentrate on.

Previously, the invoice assignment rules were not always extensive enough - some invoices were not assigned to the appropriate AP clerks, and sometimes the team leaders and AP clerks had to re-assign the invoices manually.

Now the invoice assignment rules have been enhanced in the following ways:

With these enhancements, you can now define more specific invoice assignment rules, and because of that, more invoices are automatically assigned to appropriate AP clerks, and there is less manual work.

If  workload management is not activated for your organization yet, and you would like to start enjoying from the benefits of this feature, please contact your Basware consultant or Basware Support. 

3.4 Deviation also from manual coding error

Module(s): Match Orders
Feature ID: ALUSTA-99003
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

Invoices with high value may need a CEO-level approval. If an invoice with high value is overmatched but the deviation is very small, it is possible to approve only the deviation sum instead of the whole invoice sum. This way the users with lower approval limit can approve the deviation, and there is no need to request for approval from the CEO.

Previously, it was not possible to approve the deviation sum for manually coded invoices.

With this enhancement, now also the manually coded invoices belong to the approve deviation feature.

 

 

 

3.5 Match credit memo with an order using positive sum

Module(s): Match Orders
Feature ID: ALUSTA-104306
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

Now a purchase order based credit memo can contain debit lines. Earlier a credit memo that contained both credit and debit lines was split into two invoice documents before it could be fully processed.  

 

3.6 Order refresh with anyERP before automatic matching

Module(s): Match Orders
Feature ID: ALUSTA-94744
Release: P2P 23.5
Feature Implementation: Feature is in use automatically

Now it is possible to configure P2P to automatically update the matching orders with the latest data before a purchase order based invoice is matched automatically. This feature enables the system to match the invoice at hand with the latest purchase order details, such as updated unit price and goods receipts that have been recorded after the scheduled update. Update works for matching orders that have been imported with an XML-based integration channel.

4 Networked AP

4.1 Upgraded component on Save as PDF functionality

Module(s): Invoice Automation
Feature ID: ALUSTA-105666
Release: P2P 23.5
Feature Implementation: N/A

The Save as PDF functionality has been enhanced by changing a third-party component. Earlier it was not possible to save all invoices as PDF, because the earlier third-party component was not compatible with some specific PDF invoice images. With the new component, also the invoices with these specific invoice images can be saved as PDF.