Kickstarting 2025, we’re rolling out powerful enhancements across a number of the Basware modules to make your processes faster, smarter, and more efficient. Whether you’re managing invoices, purchase orders, supplier agreements, or travel expenses, these updates are designed to help you work more effectively.
What’s New at a Glance
- Asynchronous Invoice Removal to improve data integrity
- Smarter Budget Tracking with change history logs
- Flexible Invoice Matching (even with deleted PO items)
- Multi-Supplier Bundles for seamless procurement
- VAT Refund Reporting now available in WebAdmin
Read on to discover how these updates can help streamline your workflows.
AP Automation Module: Greater Control, Compliance, and Data Accuracy
The AP Automation Module is getting a major upgrade with features that give you tighter control over invoice processing, improved compliance capabilities, and enhanced data integrity.
Key Highlights:
- Asynchronous Invoice Removal: Invoices are now only deleted from Basware after successful removal from external systems (like ERPs), reducing the risk of data mismatches. If the removal fails, you’ll receive clear error messages and can retry the process or choose to remove the invoice from Basware only.
- Enhanced Invoice Coding Controls: You can now restrict who can add, delete, or modify coding rows, reducing errors and ensuring data accuracy. Permissions can be tailored at both user and workflow levels.
- Compliance-Ready for France: New invoice removal reasons support the upcoming French e-invoicing mandate, with automatic mapping to regulatory codes.
- Streamlined Task Reassignment: Quickly change the next invoice approver directly from the invoice screen—no more navigating through multiple menus.
Why It Matters:
- Improved Data Integrity: No more discrepancies between Basware and external systems
- Faster Workflows: Simplified task reassignment reduces bottlenecks
- Stronger Compliance: Easily meet evolving regulatory requirements
How to Activate:
- Asynchronous Invoice Removal: Contact your Basware consultant
- Invoice Coding Controls: Adjust user rights in P2P Administration > User Management
- France-Specific Removal Reasons: Activate under Data Management > Invoice Removal Reasons
- Next Recipient Changes: Available automatically in professional views
Match Orders Module: Flexible Matching and Streamlined Reporting
The Match Orders Module has been enhanced to make invoice matching more flexible, reduce manual intervention, and improve reporting accuracy.
Key Highlights:
- Match Invoices with Deleted Items: You can now match invoices to purchase order lines or goods receipts even if they’ve been marked as deleted. Instead of blocking the process, the system provides a warning so you can proceed when needed.
- Change Invoice Types Anytime: No more unmatching invoices just to correct the invoice type—edits can now be made on the fly.
- Exact Match Indicator: Instantly spot perfect matches with a clear “100%” green indicator, saving time during reviews.
- Accrual Reports by Delivery Date: Generate reports based on the delivery date for more accurate financial insights.
- Side-by-Side Unit Price Comparison: See both matched and expected unit prices, making discrepancies easy to identify.
Why It Matters:
- Fewer Errors: Improved matching accuracy reduces reconciliation issues
- Time Savings: No need to redo work just to correct invoice details
- Better Reporting: More accurate accrual data for financial planning
How to Activate:
- Matching with Deleted Items: Contact Basware Support
- Invoice Type Changes: Grant the “Change Invoice Type” right in P2P Administration
- Exact Match Indicator & Unit Price Display: Enabled automatically
- Accrual Reports by Delivery Date: Contact your Basware consultant
Purchase Module: Smarter Budgeting, Streamlined Ordering, and Data-Driven Insights
The Purchase Module is packed with updates that simplify budgeting, improve order management, and offer deeper insights through enhanced data access.
Key Highlights:
- Track Budget Changes with Full History: View who made changes, what was changed, and when—perfect for audits and financial reviews.
- Quick Navigation: Jump directly from budget rows to related purchase requisitions or orders, saving time.
- Automated Blanket Order Closure: Set conditions for blanket orders to auto-close, reducing manual oversight.
- ERP Integration: Seamlessly import blanket orders from any ERP system.
- Flexible Approvals: Assign up to 20 receivers per purchase order, enhancing collaboration.
- Data Access via API: Extract procurement data easily for advanced reporting.
- Default Purchasing Categories: Ensure consistent data classification even for incomplete orders.
Why It Matters:
- Audit-Ready: Full transparency for budget tracking
- Faster Procurement: Automated processes reduce manual work
- Seamless Data Flow: Enhanced ERP integration simplifies operations
How to Activate:
- Budget Navigation & Change History: Enabled automatically
- Blanket Order Automation & ERP Imports: Configure in Purchase Order Management or contact Basware Support
- Receiver Group Enrichment & Goods Receiving Tasks: Adjust in Purchase Requisition Configuration
- Procurement Data Access: Activate via the Data Extract API in the Basware Developer Portal
- Default Purchasing Categories: Set in Data Management > Purchasing Categories
Marketplace Module: Smarter Shopping and Supplier Control
The Marketplace Module has been optimized to improve the buying experience and offer greater control over supplier relationships.
Key Highlights:
- Set Minimum Order Values: Prevent low-value orders that don’t meet supplier requirements, reducing unnecessary costs.
- Frequently Ordered Items: Reorder faster with up to eight of your most-purchased items featured on the Shop landing page.
- Multi-Supplier Bundles: Combine items from different suppliers into one purchase requisition—perfect for departments like IT that manage multi-vendor orders.
- Enhanced Views Interface: Manage catalogs and supplier data more intuitively with a refreshed interface.
Why It Matters:
- Faster Reordering: No more repetitive searches
- Cost Control: Avoid unnecessary low-value orders
- Supplier Flexibility: Order from multiple vendors in a single process
How to Activate:
- Minimum Order Value: Configure in Organization and Agent Agreements
- Frequently Ordered Items: Enabled automatically for catalog items
- Multi-Supplier Bundles & Enhanced Views: Contact Basware Support to enable the new views interface
Travel and Expense Module: Greater Visibility, Control, and Reporting
The Travel and Expense Module now offers better visibility into expenses, more flexible reporting, and improved control over approvals.
Key Highlights:
- VAT Refund Reports in WebAdmin: Generate VAT reports directly—no more reliance on older tools like WinAdmin.
- Customizable Vocabulary: Tailor customer data terminology to fit your organization’s needs.
- Group Expenses by Category: View expenses organized by category instead of date, providing clearer insights.
- Improved Dimension Visibility: See all dimension groups in expense documents at a glance.
- Recipient Filtering: Quickly find the right approver with unit-based filtering.
- Enhanced Document Search: Find expense documents faster with advanced filtering options.
Why It Matters:
- Simplified Reporting: VAT refunds are easier to manage
- Clearer Expense Tracking: Grouping and filtering options improve visibility
- Streamlined Approvals: Filter by unit to speed up approval workflows
How to Activate:
- VAT Refund Reports: Enabled automatically in WebAdmin
- Vocabulary Customization: Available by default for admin users
- Expense Grouping & Dimension Visibility: Adjust in User Settings > General Settings
- Recipient Filtering: Configure via Basic Data > Application Settings (MOBILE.RECIPIENT_UNIT_FILTER)
For assistance with activating any of these features or for more detailed guidance, please contact your Basware consultant or visit the Basware Support Portal.