2.1 Address field rationalization in standard purchase order PDF template

Module(s): Purchase
Feature ID: ALUSTA-16322
Release: P2P 16.11
Feature Implementation: Feature is in use automatically

The PO PDF is the print out format of a purchase order and it is attached to an order sent by email to a supplier. The following addresses can be included in a standard PO PDF:

• supplier’s address
• invoicing address
• delivery address 
• buyer’s address 

The main change is that now in all of these four addresses also Street address and Additional Street address are visible and Postal code will be shown before the Country.

Now the invoicing address starts with Invoicing address name instead of Company name. This change allows using the name of the company to which invoice management has been outsourced.

Now the primary source of the buyer’s address, placed in the footer of the PO PDF, is the buyer’s default postal address instead of the invoicing address. The invoicing address will be used only if the postal address is not available or there are many postal addresses but no default postal address is defined.

2.2 Tenant setting for automatic closing of purchase orders

Module(s): Purchase
Feature ID: ALUSTA-17115
Release: P2P 16.11
Feature Implementation: Basware consultant work is needed

Now it is possible to configure for a tenant if and when purchase orders are automatically closed. This can be configured in General Data maintenance CMN_TENANT_SETTINGS ClosePOwithGrRequiredInDays. The default value is 14, which means that purchase orders are automatically closed after 14 days after they have been fully received. If the value is set as 0, the automatic closing is disabled, and users need to manually close purchase orders.

3.1 Automatic forwarding of escalated invoices

Module(s): Invoice Automation
Feature ID: ALUSTA-14913
Release: P2P 16.11
Feature Implementation: Basware consultant work is needed before customer can take into use

The automatic task forwarding feature has been enhanced. It is now possible to fetch one or more recipients for an automatically forwarded task from Basware anyERP. The recipients returned from Basware anyERP will be checked to ensure that they are valid Basware P2P users and that they have not processed the task before. The task will be returned to an AP clerk if the Basware anyERP does not return a new and valid task recipient. Earlier, the tasks were first forwarded to the user’s default approver or supervisor, and finally to the AP clerk. It was not possible to fetch task recipients from Basware anyERP.

3.2 Cancel and resend support in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-3385
Release: P2P 16.11
Feature Implementation: Feature is in use automatically

Invoice processing in the Edge client has been improved by introducing the Cancel and resend function. Cancel and resend restarts the invoice process. The action is available in the task list and in the invoice details view.

3.3 Create invoice in Edge

Module(s): Invoice Automation
Feature ID: ALUSTA-3438
Release: P2P 16.11
Feature Implementation: Feature is in use automatically

Users with the Create invoices user right can create new invoices in the Edge client. To create an invoice, a user must add an image, header data, and optionally also invoice coding before validating the invoice. This function can be found under Invoicing in the Edge client.

3.4 Personal user is able to drill down to Payment Plan Details view by having only review user rights

Module(s): Match Plans
Feature ID: ALUSTA-13769
Release: P2P 16.11
Feature Implementation: Feature is in use automatically

Now it is possible for a Personal Mode user who has the Review payment plans right to drill down to the Payment Plan Details view from a collaboration message and from the Related Documents tab in the Invoice Details view. In addition, a Professional Mode user can now collaborate on a payment plan with a Personal Mode user who has the Review payment plans user right.

3.5 User is able to select one action only for the next activity

Module(s): Invoice Automation
Feature ID: ALUSTA-1536
Release: P2P 16.11
Feature Implementation: Feature is in use automatically

Invoice task handling in the Edge client has been enhanced. It is now possible to set a task as one-action-only in case the invoice process supports this. The one-action-only setting becomes available when more than one task recipient is selected.

3.6 Validation rule to check that all invoice lines are associated

Module(s): Match Orders
Feature ID: ALUSTA-7139
Release: P2P 16.11
Feature Implementation: Basware consultant work is needed

Now it is possible to stop a purchase order invoice in the manual matching if any of the invoice lines is unmatched. If the invoice has no line data captured this validation rule is not effective.

4.1 As an analytics user I would like to know if an invoice is paid within discount date

Module(s): Analytics
Feature ID: ALUSTA-16073
Release: P2P 16.11
Feature Implementation: Feature is in use automatically

In order for users to get more detailed information on invoice payment the Paid on time dimension has been improved. The Paid on time dimension is used on AP KPI: Overview, AP KPI: Details, and AP Financial: Payments dashboards. In previous version the field distinguished only invoices that have been paid before due date. In this change the invoices paid on or before has been grouped together as Paid on or before due date and a new field value has been added: Paid when discount available to show invoices that have been paid during a period when there was an available cash or dynamic discount. The new field has been renamed as Payment details to better reflect the changes.

4.2 Invoice value higher than PO purchase price

Module(s): Analytics
Feature ID: ALUSTA-15078
Release: P2P 16.11
Feature Implementation: Feature is in use automatically

There are fields added to Purchase Custom, which can be used in web-authoring mode. The fields are available in PurchaseOrderLine datasource (purchase order line level data). These new fields allow the user to see how much have been matched on each purchase line, which makes it possible to calculate the difference of the order total and invoiced total via matching.

Descriptions of the included fields that help to assess the difference between ordered value and matched value on order lines:

• Current total: Shows the most up-to-date (both net or gross total, company available) of the order line.
• Matched total: Shows how much has been matched on the order line (both net or gross total, company available).
• Goods receipt usage: Describes how goods receipts are used in matching for the order line.
• Order status: Can be used to include only fully received orders.
• Fully received time: Can be used to include only fully received orders.

With the above mentioned fields it is possible to include only order lines that have been fully received and with more value matched than the original order line value. This information can be further used to calculate the average difference in percentage per supplier to set the matching tolerance according to matching history.

4.3 POs not yet received even if the promised delivery date has passed

Module(s): Analytics
Feature ID: ALUSTA-15080
Release: P2P 16.11
Feature Implementation: Customer can take into use (see instructions)

New fields have been added to the Purchase Custom reporting area and they can be used in the web authoring mode. The fields are available in both PurchaseOrder (purchase order header level data) and PurchaseOrderLine (purchase order line level data) data sources. These new fields make it possible to follow up the delivery performance of suppliers.

Descriptions of the included fields that help to assess the supplier delivery performance:

• Confirmed delivery date: Date when a supplier has confirmed the goods to be delivered in the supplier confirmation process
• First goods receipt time: Time when the first delivery has been registered
• Fully received time: Time when the delivery has been completely registered
• Current quantity: Most up-to-date quantity of units ordered (only available on order line level)
• Received quantity: Quantity that has been registered as delivered with goods receipt (only available on order line level)

Together these fields allow the user to calculate the average difference between the confirmed delivery date and when the first goods have been received or when the goods have been fully received. In addition, the user can check the quantity still to be received on the order line level.

4.4 Purchase custom reporting in analytics

Module(s): Analytics
Feature ID: ALUSTA-12318
Release: P2P 16.11
Feature Implementation: Feature is in use automatically

There are three new Purchase web-authoring data sources available, which can be accessed through the Analytics Procurement project. The new data sources allow Analytics users to create own reporting on purchase data, which previously has been only accessible through standard reports.

The data sources cover requisition process and ordering process. Both header level data and line level data is available. The order line level data also contains invoice matching data.

The data sources are organized hierarchically in a cascading fashion meaning that the next data source level always contains previous level dimensions and measures. The content of each data source is described below with corresponding folders where the user can find the data fields:

1. PurchaseRequisition: Contains header level data on requisition process organized on requisition header level.

   • Dimensions folders: Organization - 10 fields, Requisition - 21 fields

   • Measures folders: Requisition - 12 fields

2. PurchaseOrder: Contains all data from previous data source with ordering process data organized on order header level.

   • Dimensions folders: Order - 19 fields

   • Measures folders: Order - 9 fields

3. PurchaseOrderLine: Contains all data from previous data sources with ordering process data and matching data organized on order line level.

   • Dimensions folders: Order line - 30 fields, Matching - 7 fields

   • Measures folders: Order line - 31 fields, Matching - 4 fields

There are also calculated fields to count the number of requisitions, orders and order lines accordingly. Each data field is provided with a tooltip description.

4.5 Un-invoiced POs which have already been received

Module(s): Analytics
Feature ID: ALUSTA-15079
Release: P2P 16.11
Feature Implementation: Customer can take into use (see instructions)

In the Purchase Custom, PurchaseOrderLine (purchase order line level data) data source there are seven dimensions and four measures to follow order lines being matched with invoice lines. With this data the user can check order lines that have been fully or partly matched (and the sum still available for matching) and the order lines that have not been matched yet (no invoice data matched on the order line).

The most relevant new dimensions are:

• Order matching type: Describes the purchase order type, which affects matching. The order types are standard, framework, return, and service.
• Goods receipt usage: Describes if goods receipt is required in matching and if goods receipt based invoicing is in use.
• Matching outcome: Describes the current outcome of matching: not matched, partly matched, matched, unmatched.
• Value is available for matching: Shows if the purchase order line still has value available for matching.

The new measures are:

• Available for matching: Shows the total amount (either gross or net total, company) available for matching on purchase order line.
• Matched: Shows the total amount (either gross or net total, company) already matched on purchase order line.