Basware Purchase-to-Pay 24.8 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 24.8 and its maintenance releases.

2 Invoice Automation

2.1 AP Pro: Copy invoice

Module(s): Invoice Automation
Feature ID: ALUSTA-39974
Release: P2P 24.8

Professional users can now copy existing invoices in AP Pro. Previously, only personal users could copy invoices. In AP Pro, you can now copy up to 500 invoices in a batch. This is useful, for example, if you need to copy automatically removed invoices back into the process when their processing time has ended in Cloud Data Model tenants.

The Copy action is available for all invoices in any status. It creates a draft invoice and links the original invoice as a related document. Dispute emails and other attachments are also copied to the new draft. The new invoice origin “Copied by professional user in P2P" is used to help search for copied invoices.

Additionally, the Copy as credit memo action is available for invoices with a positive gross total, and the Copy as invoice for invoices with a negative gross total. These actions copy the invoice and switch all amounts from positive to negative and vice versa, making it easier to create a credit memo from an invoice, or an invoice from a credit memo.

Copying requires “Create invoices” user right for professional mode.

2.2 Basware Invoice Enrichment

Module(s): Invoice Automation
Feature ID: ALUSTA-107674
Release: P2P 24.8

Basware Invoice Enrichment is now available. It is a new solution for enriching invoices and ensuring the quality of invoice data before invoices enter the AP process or ERP system. It is designed for customers who are not yet ready for full AP processing with Basware but need a powerful tool to manage incoming invoices. With Basware Invoice Enrichment they can enrich data, dispute invoices, and remove unwanted documents and duplicates before transferring them for AP processing.

For more information, see Basware blog - Basware Invoice Enrichment

2.3 Business rule for remove invoice action

Module(s): Invoice Automation
Feature ID: ALUSTA-111548
Release: P2P 24.8

You can now define business rules for removing invoices. The business rules enable showing error or warning messages when a user tries to remove an invoice. This enhancement helps prevent incorrect invoice removals and reduces manual work caused by errors.

To enable this enhancement, please contact your Basware consultant or Basware Support.

2.4 Invoices in transfer in progress status included in the accrual report

Module(s): Invoice Automation
Feature ID: ALUSTA-97055
Release: P2P 24.8

Invoice accrual report now includes invoices with the “Transfer in progress” sub-status. Earlier, these invoices were not included in the report.

To exclude these invoices from the accrual report, filter the results in Excel.

Module(s): Invoice Automation
Feature ID: ALUSTA-113523
Release: P2P 24.8

The PDF invoice image viewer has been enhanced.

Firstly, the printing dialog is not opened automatically anymore. Earlier, the printing dialog was opened automatically on some specific PDFs. This enhancement is automatically in use.

Secondly, it’s now possible to disable hyperlinks in PDF images to improve security. A new tenant setting “PdfHyperLinkEnabled” can be used to disable hyperlinks. By default, the hyperlinks are active. To disable them, please contact your Basware consultant or Basware Support. 

2.6 Update coding batch action in coding templates in Data management

Module(s): Invoice Automation
Feature ID: ALUSTA-113046
Release: P2P 24.8

It is now possible to update coding dimensions for several coding templates at a time. Update coding batch action is available in Data management > Coding templates.

The results of the batch update can be seen in the Accounts payable > Activity center.

2.7 When statistics show that supplier typically sends invoices that result in multiple coding rows, SmartCoding has options how to create coding

Module(s): Invoice Automation
Feature ID: ALUSTA-111579
Release: P2P 24.8

Basware SmartCoding is a machine learning based service that proposes invoice coding.

By default SmartCoding proposals can be applied to only one coding row, but SmartCoding recognizes if the invoices of a specific supplier usually have multiple coding rows. To define how to create coding for these invoices, you can use the new SmartCoding settings:

You can also choose to mark the invoice unreliable in the database. Contact Basware Support to define a different process for unreliable invoices.

The  new settings can be found in Data management > SmartCoding settings:

3 Marketplace

3.1 Ability to show or hide the filter options on the Search page

Module(s): Marketplace
Feature ID: ALUSTA-113399
Release: P2P 24.8

Admin users now have the ability to hide the filters from the search result page of Marketplace. This helps them to shown only those filters that their users will use when searching for the item.

A new section Shopping Filters is introduced in Organization management. The admin users can unselect the toggle for the filters that they do not want to show to their users. 

3.2 Item template fields mapped to Purchase fields

Module(s): Marketplace
Feature ID: ALUSTA-113415
Release: P2P 24.8

Buyer admins or consultants can now map item template fields with the purchase fields and they can be shown on P2P Purchase. 

A new field NEW_ITEM-BW-TEMPLATE-FIELD-[enter_variable_name_on_item_template] must be mapped with the purchase field in the Marketplace settings.

The values entered in the item template fields are sent to Basware Purchase and with mapping them to specific fields will show in P2P Purchase.

3.3 Multi-shopping baskets

Module(s): Marketplace
Feature ID: ALUSTA-112567
Release: P2P 24.8

Multi-shopping basket is the capability given to the users to create and manage multiple baskets. The admin user can create multiple baskets on behalf of other users and manage them accordingly. The users can also create and keep the baskets for as long as they want. To use the multi-shopping basket feature, raise a request to enable the feature from the Basware Customer Support https://basware.service-now.com/bw.

When enabled, the user can create multiple baskets with the “+” button in the basket section of the My Basket page. When an item is added to the basket, the basket takes the currency of the item added to it. The user cannot add items with a different currency than the currency of the first item in the basket. for external sources like external webshops, free-text forms, and items from quick source, baskets are automatically created when the currency of the selected basket does not match with the selected basket currency. A maximum of 15 shopping baskets can be created manually. 

Note: The pre-requisite for the feature is that the customer uses Integrated Shopping Experience. 

3.4 Override supplier with additional information in agent punchout agreements

Module(s): Marketplace
Feature ID: ALUSTA-113400
Release: P2P 24.8

The Additional information section in an agent punchout agreement can be used to override the main supplier in the punchout agreement. Some punchouts may have different suppliers depending on the location, sub-organization, or country. When the user punchouts to the main supplier website and brings the item back to our procurement system, the sub-supplier set for the punchout is passed to P2P Purchase and a purchase requisition is created with the sub-supplier instead of the main supplier.

For example: The Dell punchout has different sub-suppliers based on the region or location. When the user brings the item back from the webshop to the basket, on checkout, the supplier information passed to P2P should be the sub-supplier information instead of the Dell supplier. 

In the Additional information section, the Product Manager user must provide the following information:

Select the Supplier Details checkbox to override the punchout supplier information with the sub-supplier information.

On the agent agreement, in the Supplier section, pass the Ref Domain same as the identifier used in P2P. Pass any value in the Ref field as the supplier reference will be picked from the Additional information section. 

3.5 Same items are not consolidated into one item

Module(s): Marketplace
Feature ID: ALUSTA-113402
Release: P2P 24.8

Punchout items, where the same item related to uniforms (but with different names and logos), printing templates (with customized information), and so on, can have the same SKU but different custom information, were considered as single items. In checkout from the basket, they were consolidated into a single item.

Now the items are considered as individual items and not merged into one when checked out from basket.

 

3.6 Supplier matrix user interface

Module(s): Marketplace
Feature ID: ALUSTA-113431
Release: P2P 24.8

Suppliers can now create matrix items with the new matrix page.

To get to the new page, the supplier must click the Create button on the Matrix Directory page of the price list.

The new user interface has four sections:

Basic Information: In the section, the supplier provides the basic information of the matrix such as name, image, description, and language of the matrix.

Option Sets: The Option Sets section is used to define the option sets and options to generate signatures. For instance, for the item “T-shirt”, the option sets could be color and size, the options of color could be red, blue, and so on, and the options for size could be S,M,L, and so on. The supplier must save to generate the signatures in the Signatures section.

Signatures: Signatures are used to map options and the items. The items added in the Items section can be linked to the options added in the signatures. The signatures that have items assigned will only show to the user when the price list is published. The unassigned signatures can be filtered with the toggle Show unassigned signatures on top. The supplier can search for the signatures with the search option.

Items: The supplier must add items to the pool with Select Item. The selected items can then be assigned to the signatures. Item details can be viewed by expanding the item. The unassigned items can be filtered with the toggle Show unassigned items only. The supplier can search for items with the search option. 

Also the matrix uploaded with Super Content Loader can be viewed on the Edit Matrix page.

3.7 Supplier name can be updated in agreements

Module(s): Marketplace
Feature ID: ALUSTA-113398
Release: P2P 24.8

Sometimes catalog suppliers register in Marketplace with their auxiliary names instead of their official company name.  If the agreements are already created with the supplier’s auxiliary name, it was not possible to change them to their original name. 

Now the supplier name can be changed and will be reflected on the organization, punchout agreements, and other places where the supplier name is shown. 

To change the supplier name, please contact Basware Customer Support at https://basware.service-now.com/bw. 

4 Match Orders

4.1 Ability to view discrepancies in a purchase order based invoice

Module(s): Match Orders
Feature ID: ALUSTA-109554
Release: P2P 24.8

When invoice automation detects an issue that can be resolved by updating a purchase order referenced in an invoice, business users can receive a matching discrepancy task. After the assigned user updates the purchase order, the invoice is automatically reprocessed and validated based on the revised details. If the validation is successful, the invoice moves to the next stage in the process.

The matching discrepancy task improves the flexibility of the invoice process by allowing the same user to be assigned the task multiple times. The task can address various matching errors, for example:

The matching discrepancy task gives dedicated business users direct access to invoice details when the system identifies an issue with a purchase order-based invoice. This reduces the automatic waiting period, although it then requires manual activity. Business users with an assigned matching discrepancy task can view the invoices on the Tasks page. The task can be completed by clicking Complete task. Ideally, the system should retain the invoice in the touchless process by completing the task automatically after the user has updated the purchase order details.

The discrepancy task offers similar actions to the user as the manual order matching task. Additionally, invoices can be sent to manual matching if the issue cannot be resolved by updating the referenced purchase order.

Professional users can view invoices with matching discrepancy tasks in the Workflow main status and Pending task sub-status. 

To search specifically for invoices with discrepancy task, users can use the advanced search feature.

4.2 Automatic matching without goods receipts and validation with receipts

Module(s): Match Orders
Feature ID: ALUSTA-109889
Release: P2P 24.8

Now the users can verify price differences already before the goods receipts are recorded to the purchase order referenced in an invoice. If price difference is recognized, a matching discrepancy task is created, and the user who receives it can view the invoice details and decide the next action to resolve the detected difference. If no issues are found, except the missing goods receipt, the invoice stays pending in the matching discrepancy task until the goods receipt is done and the earlier match can be verified based on the updated purchase order details. This feature works only with standard purchase orders where goods receipts are required but matching is done with purchase order line. 

4.3 Recipient resolver for PO based invoices

Module(s): Match Orders
Feature ID: ALUSTA-111036
Release: P2P 24.8

Discrepancies such as variations in price or quantity within the purchase order-based invoices are typically addressed by designated business users associated with the corresponding purchase orders. Previously, customization was required to enable automatic assignment of recipients for manual invoice tasks. Now, the solution has been enhanced to assign invoice tasks, such as header review and header approval, to specific user roles, including Buyer, Owner, Reference person, and Other.

Manual invoice tasks can be assigned to all connected users or only to those who are linked with the purchase order lines that have discrepancies. Linking the resolver to the manual task streamlines the process by populating user selections within the user picker interface during manual assignment. If matching purchase order based user resolver is not activated for your organization yet, and you would like to activate it, please contact your Basware consultant or Basware Support. 

5 Purchase

5.1 Data Management: Allow only some inbound fields to be configured in Marketplace settings

Module(s): Purchase
Feature ID: ALUSTA-108997
Release: P2P 24.8

The Marketplace settings in Data Management have been enhanced. Now only custom fields from Marketplace can be mapped to Purchase fields that are not already reserved for fixed mappings. This allows having custom mappings that are required for example by external webshops. However, this preserves the integrity of the shopping integration. This restriction only applies to Integrated shopping experience.

5.2 Order row approval: anyERP resolver

Module(s): Purchase
Feature ID: ALUSTA-101842
Release: P2P 24.8

The purchase order approval workflow now supports a custom anyERP resolver in row approval. It is possible to customize approvers for each line based on the order data when the order has changed.

5.3 Order row approval: Configure the changes that cause re-triggering of approval

Module(s): Purchase
Feature ID: ALUSTA-102954
Release: P2P 24.8

It is now possible to specify which field changes require re-approval when you edit a purchase order. For selected numeric fields, you can also set a tolerance for how much of an absolute increase is allowed without requiring approval.