Basware Purchase-to-Pay 18.5 New Features


Contents

1 Introduction

This document contains descriptions of new features in Basware Purchase-to-Pay 18.5 and its maintenance releases.

2 Procurement

2.1 Edge search order details: Workflow panel and order history

Module(s): Purchase
Feature ID: ALUSTA-36511
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

Now in Edge, the purchase order’s details view has a Workflow panel showing the main order process steps occurred between the buyer and supplier as well as possible pending tasks in Workplace for buyers or order approver. The full user and system header action history can be seen in the History page including history entries for goods receiving. You can access the History page from the More actions menu.

2.2 Receiving more than ordered in Edge

Module(s): Purchase
Feature ID: ALUSTA-25110
Release: P2P 18.5
Feature Implementation: Customer can take into use

Now the requisitioner can receive goods more than originally was ordered.  The new “Over-receiving allowed” user right must be granted to the requisitioner before being able to over-receive goods.  

2.3 Show more detailed information on the tax code lookup list in free-text form in Edge

Module(s): Purchase
Feature ID: ALUSTA-37528
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

The requisitioner can see more information on the tax picker in a free-text form. The tax picker now shows the name of the tax, tax 1 percent, tax 2 percent, and name of the tax group.

2.4 Organization-specific link to TEM in Edge UI top-level navigation

Module(s): Purchase
Feature ID: ALUSTA-35510
Release: P2P 18.5
Feature Implementation: Basware consultant work is needed

Earlier, it was possible to configure a single URL to Travel & Expenses Management in Configuration Tool. Now the feature has been extended to allow setting different Travel & Expenses Management URLs for different customer organizations.

The Travel & Expenses Management link is visible in the Edge top level navigation if it has been configured.

2.5 View my purchase requisition on the details view in Edge

Module(s): Purchase
Feature ID: ALUSTA-5403
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

Purchase users can now see different purchase documents in Edge. Purchase documents can be accessed from the Documents page.

2.6 Personal users’ header level purchase order actions(read-only) in details view in Edge

Module(s): Purchase
Feature ID: ALUSTA-31954
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

Now in Edge Documents > Purchase orders > order detail view, there are added header level actions (Save as PDF, Resend, Confirm, Close/Open) that do not require editing. The owner (who has the View own purchase orders user right) or approver (who has the Approve purchase orders user right) can print the purchase order. The owner can also resend an email order. If the owner has the Manage own purchase orders user right, the owner can confirm an email order and close an XML or email order that he/she owns. Opening a closed own order is possible provided that the owner has a specific Open purchase orders or purchase order lines user right.

3 AP Automation

3.1 Activate smart coding automatically

Module(s): Invoice Automation
Feature ID: ALUSTA-32746
Release: P2P 18.5
Feature Implementation: Basware consultant work is needed

Smart coding is activated automatically for all customers.

3.2 Additional search criteria for Historical table

Module(s): Invoice Automation
Feature ID: ALUSTA-39065
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

Additional criteria are now available in both Workplace Professional search and Edge documents search for the historical invoices’ search. This supports the users to find their documents. The following criteria have now been added: Invoice date, Currency, PO number, Payment plan reference number, Payment plan number, and Contract code.

Criteria mentioned above need to be configured in use for the search criteria to be available.

3.3 Copy invoice in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-35215
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

In Edge personal, a user is able to copy an existing invoice. The invoice can be copied as a debit or credit invoice.

The user needs to have the "Create invoice" user right.

3.4 Enhanced editability of Purchase order and Delivery note fields

Module(s): Invoice Automation
Feature ID: ALUSTA-34444
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

A user can now edit purchase order numbers, delivery notes, and all similarly configured fields also straightly in the field both in the Edge and Workplace user interfaces.

In Edge, the user can copy the values from Excel cells and paste them into the Purchase order numbers field. Copied values are pasted with comma separation.

3.5 Personal smart coding parameter

Module(s): Invoice Automation
Feature ID: ALUSTA-35121
Release: P2P 18.5
Feature Implementation: Customer can take into use (see instructions)

A personal setting parameter has been added to define if smart coding is done automatically already when an invoice is opened for a reviewer/approver.

3.6 Purchase order number and delivery notes available in Update Header Data functionality

Module(s): Invoice Automation
Feature ID: ALUSTA-34940
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

A user can now update also purchase order numbers and delivery notes for several invoices at one go with the Update Header Data functionality.

To update several purchase order numbers, the user has to select the invoices to be updated from any list in the Professional Mode, click More actions > Update Header Data and define the new value or values to the Replace With field in the Update Header Data dialog.

Values from the Delivery notes, Purchase order number, or similar fields can be cleared by entering a space to the Replace With field.

3.7 Disable dynamic automatic matching when a new goods receipt arrives

Module(s): Match Orders
Feature ID: ALUSTA-40052
Release: P2P 18.5
Feature Implementation: Basware consultant work is needed

Previously, order matching was changed to launch matching automatically at the time when a new goods receipt is imported to Basware P2P Match Orders data storage. The matching is started for the invoices that have the same purchase order reference with the goods receipt. This has enabled faster processing time for the invoices in order matching. Now, it is possible to set the system to bypass automatic matching when a new goods receipt arrives. The automatic matching takes place every 24 hours for invoices that are in the waiting goods receipt queue. 

3.8 Manual matching support for business users

Module(s): Match Orders
Feature ID: ALUSTA-21376
Release: P2P 18.5
Feature Implementation: Basware consultant work is needed

Now it is possible to set a manual order matching task to a user who has been granted access to the Matching view. Previously, matching was enabled only for professional users.

The user gets an alert of a new task in Basware P2P by email similarily to other invoice tasks, like approval. The matching task is visible for the user in the new P2P user interface. When the user selects to complete the task, the user is directed to Workplace. Matching in Workplace requires a browser that supports Silverlight.

Assigning a matching task to the user can be done manually or automatically. Once an invoice is in manual matching, a professional user is able to assign the matching task to the user with manual matching rights. A professional user is able to see if an invoice is already assigned to a business user.  

Basware P2P Purchase has an option to define an invoice details reviewer at the time of purchase requisition. When matching an invoice with a purchase order results a matching deviance, the manual matching task can be assigned to the predefined user automatically. Predefined invoice details reviewer can be set only for purchase orders originated from Basware P2P Purchase.

 

3.9 Define many approvers and reviewers to a payment plan

Module(s): Match Plans
Feature ID: ALUSTA-36087
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

Now it is possible to define many reviewers and approvers to a payment plan.

Moreover, it is also possible to define whether the action is required from all of the users or only from one of them.

The reviewers and approvers fields are now available also in Payment Plans > Re-approval Settings.

3.10 Organization is mandatory in search

Module(s): Invoice Automation
Feature ID: ALUSTA-30089
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

Organization is now mandatory when searching for invoices, both in Workplace and Edge. By default, the user's home organization is used in search. The user can still search from multiple organizations by selecting many organizations in the picker.

If advanced search is used, the user can search without organizations.

4 Analytics

4.1 Additional timeframes in Analytics

Module(s): Analytics
Feature ID: ALUSTA-34195
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

When a user subscribes to reports on Analytics, the report’s time period is based on the chosen timeframe dimension. Previously, this was possible for the timeframes shown here:

Analytics now extends the current timeframe selection for improved support of user-subscribed reports. The additional timeframes also function as a filter for the data set on the dashboards providing better timebased analysis for the dashboards.

The new timeframes are highlighted here:

 

The new timeframes: 

4.2 Payment plan example dashboards - header data

Module(s): Analytics
Feature ID: ALUSTA-38341
Release: P2P 18.5
Feature Implementation: Feature is in use automatically

Web Edit examples offer the users examples, which can be used for learning sheet and dashboard creation in web edit, and modify the examples further to their own needs.

Two examples are offered: Sheet example and Dashboard example with 6 sheets.

Sheet Example: Payment Plan Summary - Provides a simple summary table of the active payment plans over common dimensions and measures.

Dashboard Example: Payment Plan Compliancy - Provides three separate ways to assess the compliancy of the active payment plan groups. Exemplifies how sheets can be work in unison with action filters to study one set of data. Calculated field examples can be used as a basis to form new calculations.