September Product Release Notes: Enhanced Content Loading & Approval Flexibility

For our September product release notes, we focus on a series of updates that help streamline order matching, content management, and purchase requisition approval. Below, you’ll find detailed descriptions of these updates, organized by module for your convenience. To see the full list of releases, visit here.

AP Automation Updates

Automatic Matching for Partially Matched Invoices

Feature ID: ALUSTA-109888
Feature Implementation: Available upon request 

The Automatic Order Matching feature has been enhanced to handle invoices that have already been partially matched to a purchase order. Previously, such invoices required manual intervention due to missing goods receipts, but now, once the necessary goods receipts are filed, the system will automatically complete the matching process for the remaining portions of the invoice.

This update ensures that users' manual coding adjustments are preserved during the automatic matching process, reducing errors and manual efforts.

Key Benefits:

• Improved Automation: The system automatically matches remaining items after goods receipts are updated.
• Preserves Coding Adjustments: Users’ coding changes remain intact, even in the automatic matching process.

Matching Invoices with Small Differences

Feature ID: ALUSTA-109888
Feature Implementation: Available upon request 

Basware has also improved the matching logic for purchase order-based invoices with small quantity or price differences. This feature is particularly useful when minor discrepancies arise, such as natural variances in product weight during shipping. The system now allows invoices with slight differences to be matched without requiring additional goods receipts.

Key Benefits:

• Increased Flexibility: Automatically match invoices with small deviations in quantity or unit price.
• Reduces Manual Work: Prevents unnecessary pending tasks caused by minor discrepancies.

If your organization hasn’t activated automatic matching, or if you need assistance enabling these new features, please reach out to your Basware consultant or Basware Support.

Marketplace Module Updates

Lite Content Loader

Feature ID: ALUSTA-113859
Feature Implementation: Available upon request 

In response to customer feedback, Basware has introduced the Lite Content Loader, a simplified tool designed for faster and easier catalog content uploads in the Marketplace. Product managers and suppliers can now use this simplified Excel-based content loader to upload standard products without dealing with complex configurations like bundles, matrices, or custom attributes.

The Lite Content Loader streamlines the process by focusing solely on basic catalog items, making it ideal for organizations that don’t need advanced product features. The tool can be downloaded from Product Manager > Loader > Content Loading Template and comes with instructions and a detailed user guide embedded within the Excel workbook.

Key Benefits:

• Simple and Efficient: Upload basic catalog items quickly without unnecessary complexities.
• User-Friendly Guide: Built-in instructions ensure easy use for both administrators and suppliers.
• No Complex Features Required: Focuses only on standard items, saving time when dealing with basic content.

Purchase Module Updates

Purchase Requisition Header-Level Approval

Feature ID: ALUSTA-112063
Feature Implementation: Available upon request 

The purchase requisition approval workflow has received a major upgrade, allowing for header-level approvals in addition to the existing row-level approvals. This new feature supports more flexible workflows by enabling a mix of both approval types in a single process.

How it Works:

Header approval assigns the entire document to one or more approvers, streamlining the process when row-level approvals are not required.

You can now configure workflows that combine row-level approvals (e.g., cost center approvals) and header approvals for different stages, depending on requisition complexity. The approval process can be customized, allowing either all assigned approvers or just one to approve the document. Approvers can also be chosen manually, via supervisor hierarchy, or customized using anyERP.

Example Scenario: A requisition might first go through row-level approvals for each line item, then proceed to a header-level approval if the total amount exceeds a set threshold, allowing senior management to provide final approval.

Key Benefits:

• Increased Flexibility: Configure approval workflows to meet specific business needs.
• Efficiency: Reduces complexity for simpler requisitions where only one approver is needed.
• Alignment with AP Processes: Harmonizes the requisition approval workflow with invoice approval in Accounts Payable.

This update empowers organizations to design workflows that match their internal approval structures, from straightforward approvals to multi-tiered, complex processes.