Basware Integration Admin Guide Basware P2P 17.2

Transcription

1 Basware Integration Admin Guide Basware P2P 17.2 Copyright Basware Corporation. All rights reserved..

2 Table of Contents 1 Basware Network Integration Basware Network Integration Enablement Required Configuration Sending a Purchase Order Vendor Response to Purchase Order Delivery PO Delivery Errors Closing or Deleting a Purchase Order Field Mapping for Purchase Orders Invoices Basware Network Vendor Data Management Vendor Data Sync for Basware Network Scan & Capture Manually Running the Vendor Data Sync Manual Vendor Data Extract for Basware Network Vendor Manager Manually Extract Vendor Data from Basware Network P2P AP Automation Integration P2P AP Automation Integration Required Setup Session Synchronization - P2P Purchase Manager to P2P AP Automation Invoices from P2P AP Automation Invoice Receiving Discrepancy Accounts Coding Segments with P2P AP Automation Integration Budgets Affected by P2P AP Automation Integration Copyright Basware Corporation. All rights reserved..

3 1 Basware Network Integration Invoice Manager integrates with the Basware Network to receive and process invoices from vendors. 1.1 Basware Network Integration Enablement The following system settings must be set by the global administrator before Basware Network integration can function. Required System Settings Basware Network root end point Basware Network REST API Username Basware Network REST API Password Basware Network Endpoint Identifier Required Configuration The following system setting must be configured: Basware Network Scheme ID. This is a tenant-specific setting, value provided by Basware, that assists in matching the vendor to invoices received through Basware Network Basware Network Buyer Party Identification. This is a tenant-specific setting that identifies the tenant within the Basware Network Basware Network Purchase Order UBL Delivery Address. This is a URL identifying where the purchase order is posted Basware Network Purchase Order HTTP Post Username. This is the username that authenticates Basware P2P's posts to the Basware Network server for creation, update, or deletion of POs Basware Network Purchase Order HTTP Post Password. This is the password that authenticates Basware P2Ps's posts to the Basware Network server for creation, update, or deletion of POs Basware Network PO Response Status Updates - HTTP Post UserName. Set to BCNPOUser Basware Network PO Response Status Updates - HTTP Post Password. Set to BCNTest-1 Vendor attributes for Integration must also be configured for the vendor receiving the purchase order: FromRole ToPartyID Copyright Basware Corporation. All rights reserved.. 3

4 ToRole Sending a Purchase Order When configured, purchase orders are automatically sent through Basware Network to the vendor upon delivery in addition to the current setting for purchase order delivery method (Manual, , cxml, etc). Once sent, the purchase order status in P2P Purchase Manager changes from New to Delivered. If the purchase order is edited in any way in the system after being delivered, it will be redelivered through Basware Network to the vendor. This includes adding, deleting, and substituting PO lines. If purchase order lines are added during invoicing or the related invoice is voided, the purchase order updates are not sent to the vendor through Basware Network. The history of Basware Network posts for a purchase order is displayed on the Purchase Order Detail page Vendor Response to Purchase Order Delivery After delivery, the vendor can respond to the purchase order to Confirm or Reject it. The status of the PO is then updated in P2P Purchase Manager to reflect the response PO Delivery Errors If a PO delivery fails, the status of the undelivered PO changes to Undeliverable in P2P Purchase Manager. The user can select the purchase order in the Purchase Order Admin List, click View POs, then click Resend to attempt to send the purchase order again. The error is also logged in the following file for troubleshooting purposes: [InstanceName]_BCNPOInterface.log Additionally, the date of export and the message is stored in the DataExports table and displayed on the View Purchase Order page Closing or Deleting a Purchase Order If a user clicks Close PO or Delete PO on the Purchase Order Admin List, a notification is sent to Basware Network with the new purchase order status. Copyright Basware Corporation. All rights reserved.. 4

5 1.1.6 Field Mapping for Purchase Orders XML Node HEADER - Header.Messaging.UserMessage PartyInfo.From.PartyId PartyInfo.From.Role PartyInfo.To.PartyId PartyInfo.To.Role P2P Purchase Manager Value System Setting BCN Buyer Party Identification (999915) VendorAttributes.FromRole VendorAttributes.ToPartyId VendorAttributes.ToRole Body - Order UBLVersionID 2.0 CustomizationID ProfileID ID SalesOrderID IssueDate IssueTime Note RequestedInvoiceCurrencyCode DocumentCurrencyCode LineCountNumeric BuyerCustomerParty.Party.PartyIdentification. ID FI1012 Empty string PO_Number PO_Number DateFormat(Application.TZ.Now(),"yyyy-mmdd") TimeFormat(Application.TZ.Now(),"HH:mm:ss ") PurchaseOrders.POInstructions Vendors.CurrencyCode Vendors.CurrencyCode number of lines on PO System Setting BCN Buyer Party Identification (999915) BuyerCustomerParty.Party.PartyName.Name System Setting Company Name (505) BuyerCustomerParty.Party.PostalAddress.Str eetname BuyerCustomerParty.Party.PostalAddress.Cit yname BuyerCustomerParty.Party.PostalAddress.Po stalzone PurchaseOrders Bill to location AddrLine1 and AddrLine2 PurchaseOrders Bill to location City PurchaseOrders Bill to location PostalCode Copyright Basware Corporation. All rights reserved.. 5

6 BuyerCustomerParty.Party.PostalAddress.Co untrysubentity BuyerCustomerParty.Party.PostalAddress.Co untry.identificationcode BuyerCustomerParty.Party.Contact.Name BuyerCustomerParty.Party.Contact.Telephon e BuyerCustomerParty.Party.Contact.Electronic Mail SellerSupplierParty.Party.PartyIdentificationID schemeid="nbcu-sap-id" SellerSupplierParty.Party.PartyName.Name SellerSupplierParty.Party.PostalAddress.Stre etname SellerSupplierParty.Party.PostalAddress.City Name SellerSupplierParty.Party.PostalAddress.Post alzone SellerSupplierParty.Party.PostalAddress.Cou ntrysubentity SellerSupplierParty.Party.PostalAddress.Cou ntry.identificationcode SellerSupplierParty.Party.Contact.Name SellerSupplierParty.Party.Contact.Telephone SellerSupplierParty.Party.Contact.Telefax SellerSupplierParty.Party.Contact.ElectronicM ail Delivery.DeliveryAddress.SteetName Delivery.DeliveryAddress.CityName Delivery.DeliveryAddress.PostalCode Delivery.DeliveryAddress.CountrySubentity Delivery.DeliveryAddress.Country.Identificatio ncode Delivery.DeliveryParty.PartyName.Name Delivery.DeliveryParty.Contact.Name PurchaseOrders Bill to location State PurchaseOrders Bill to location Countries.isoCountryCode Users.DisplayName Users.PhoneNum Users. VendorAttributes.ToPartyId VendorName Vendors AddrLine1 + AddrLine2 + AddrLine3 Vendors.City Vendors.PostalCode Vendors.State Countries.isoCountryCode Vendors.Contact1 Vendors.phone1 Vendors.fax Vendors.vendor Ship To Location AddrLine1 + AddrLine2 Ship To Location City Ship To Location Postal Code Ship to Location CountryName Ship to Location Country ISO Code Vendors.vendorName PurchaseOrders.AttentionLine Copyright Basware Corporation. All rights reserved.. 6

7 Delivery.DeliveryParty.Contact.Telephone Delivery.DeliveryParty.Contact.Telefax Delivery.DeliveryParty.Contact.ElectronicMail AnticipatedMonetaryTotal.LineExtensionAmou nt.currencyid="[documentcurrencycode]" AnticipatedMonetaryTotal.TaxExclusiveAmou nt.currencyid="[documentcurrencycode]" AnticipatedMonetaryTotal.TaxInclusiveAmoun t currencyid="[documentcurrencycode]" AnticipatedMonetaryTotal.PayableAmount currencyid="[documentcurrencycode]" Users.PhoneNum Users.FaxNum Users. PurchaseOrders.POTotalOC POTotalOC -TaxesOC - Taxes2OC PurchaseOrders.POTotalOC PurchaseOrders.POTotalOC Purchase Order Line Details OrderLine.LineItem.ID OrderLine.LineItem.Quantity unitcode="[lineuom]" OrderLine.LineItem.LineExtensionAmount currencyid="[linecurrency]" OrderLine.LineItem.Price.PriceAmount currencyid="[linecurrency]" OrderLine.LineItem.Price.BaseQuantity unitcode="[linebaseuom]" OrderLine.LineItem.Item.Description OrderLine.LineItem.Item.Name OrderLine.LineItem.Item.SellersItemIdentificat ion.id Current Line Iteration Count PODetails.OrderQuantity / lineuom = UNUOM PODetails.OrderQuantity * PODetails.UnitCostOC / linecurrency = Vendor CurrencyCode PODetails.UnitCostOC / linecurrency = Vendor CurrencyCode 1 Items.ItemDesc Items.ItemName Items.ItemSKU 1.2 Invoices Invoice Retrieval P2P Purchase Manager users can currently retrieve invoices submitted through Basware Network and process them in Invoice Manager. Once integration is set up, invoices are retrieved every 15 minutes via scheduled task PITVendorNetworkIntegrationTask.cfm_InstanceName. The task also retrieves all images and attachments associated to the invoice. If multiple invoice images are present, the first image file is saved as the invoice image and the others are treated as attachments to the invoice. Invoices are pulled from Copyright Basware Corporation. All rights reserved.. 7

8 Errors with processing are logged in the following places: PITVendorNetworkIntegrationTask.log Instance_BCNInvoice.log If an error occurs when saving an invoice or downloading attachments, an is sent to the administrator address set in system setting Admin Contact . Invoice Validation When an invoice is sent to P2P Purchase Manager from the Basware Network, P2P Purchase Manager processes the invoice into the appropriate queue unless one of the following errors is present: Cannot determine the tenant ID Currency code > 3 letters InvoiceNum > 30 characters PO_Number >32 characters Failed invoice validation If the invoice cannot be saved by P2P Purchase Manager, a response is sent back to the Basware Network and the invoice status reflects failed delivery to P2P Purchase Manager. Invoices can be successfully saved into the system if the following issues exist: InvoiceNum is blank Vendor cannot be matched DueDate is invalid Currency code is blank (defaults to PO, vendor, or tenant default currency) ItemName and/or ItemSKU too long (truncated and saved, does not match to P2P Purchase Manager catalog item) Vendor Invoice Matching Invoices from the Basware Network are now matched by the following values when received by P2P Purchase Manager: First match attempt: accountingsupplierparty.partyidentification.schemeid on incoming document to system setting Basware Network Scheme ID accountingsupplierparty.partyidentification.id on the incoming document to the Vendor Account Code in P2P Second match attempt, only used if first match fails: accountingsupplierparty.partyidentification.schemeid on incoming document to system setting Basware Network Scheme ID Supplier's PartyID from Basware Network to Vendor's Public Identifier (field name determined by system setting Label for Vendor Public Identifier). Often the vendor's Tax Identification Number. Supplier's PostalZone from Basware Network to Vendor's ZIP code in P2P Third match attempt, if first and second matches fail: Supplier's Name from Basware Network to Invoice Vendor Name in P2P Supplier's full address from Basware Network to Vendor's full address in P2P If no values are matched to the incoming invoice, the invoice is placed in the tenant s Basware Network work queue and the vendor must be selected manually by a user. Copyright Basware Corporation. All rights reserved.. 8

9 Invoice Manager Invoices downloaded through Basware Network can be viewed and managed in Invoice Manager, just like other invoices. If an invoice has errors after being saved, it can be accessed in the Inbound work queue and is labeled as Basware Network Invoices. The user can then view, correct, or delete the document. Figure 1: Invoice Manager Work Queue with Basware Network Invoices Once the invoice is received and processed, P2P Purchase Manager sends a response back to Basware Network indicating one of two results: The invoice was accepted, processed, and is in Ready for Payment status. P2P Purchase Manager sends a BusinessAccept response to Basware Network. The invoice was declined. P2P Purchase Manager sends a BusinessRejected response to Basware Network Debugging/Testing Invoice Processing Two test files have been added to the Test/TestCases folder to allow debugging or processing a specific invoice by the Basware Network s BUMID.?BUMID={BUMID} ReadBCNInvoice.cfm GetBCNAttachment.cfm This file gets the Basware Network invoice document and dumps it on the screen if we want to easily see the invoice data we are getting. This file reads a particular invoice into the system to process the invoice. This file gets the Basware Network invoice attachment and downloads it to the local temp directory. Credit Notes If a vendor has issued a credit note to the buyer through the Basware Network, the credit note is processed similar to an invoice. P2P Purchase Manager converts all header-level currency values such as InvoiceTotal, Tax, and Freight from positive values to negative values. For line items, the line cost is converted to negative but the line quantity remains positive. All other Copyright Basware Corporation. All rights reserved.. 9

10 invoice validation and processing remain the same. Credit notes are reflected on the associated purchase order as a negative receipt. Credit notes are pulled from Basware Network Vendor Data Management Vendor Data Sync for Basware Network Scan & Capture Basware Network Scan & Capture extracts data from a scanned image of an invoice and turns it into an e-invoice file. To work properly with P2P Purchase Manager invoice retrieval, all current vendor information must be synced with the Scan & Capture service. P2P Purchase Manager accomplishes this by sending a vendor data extract via FTP to Basware Network, ideally on a daily basis. P2P Purchase Manager PSO Techs can work with clients to schedule an extract convenient for their locations and timezones. The following system settings are required: Basware Network Scan & Capture Vendor Sync FTP Type Basware Network Scan & Capture vendor Sync FTP Server Basware Network Scan & Capture vendor Sync FTP Username Basware Network Scan & Capture vendor Sync FTP Password Basware Network Scan & Capture vendor Sync FTP Write Directory Vendor data extracts are in a pipe-delimited file with the following specifications: Supplier Extract Field Comments Mandatory / Optional P2P Purchase Manager Field EInvoice_Address Can be found from unit matrix from SVG document Mandatory US+UsrItem5 Company_Number ERP Company Code Mandatory TenantCode Company_Name Legal Company name Mandatory TenantName Supplier_Number ERP Vendor number Mandatory AccCode Supplier_Name Vendor Name Mandatory Vendors.InvoiceVend orname Supplier_Address_1 PO Box Mandatory AddrLine1 Supplier_Address_2 Street Mandatory AddrLine2 Supplier_Address_3 Supplier_Postcode City, State, Country(ISO std) (Comma as separator) City Postal Code or Zip code Mandatory Mandatory AddrLine3 VendorZIP TelephoneNo Telephone number Optional Phone1 FaxNo Fax number Optional Fax Copyright Basware Corporation. All rights reserved.. 10

11 Supplier Extract Field Comments Mandatory / Optional P2P Purchase Manager Field VAT_Registration_ Number Bank_Account_Numb er_1 Bank_Account_Numb er_2 Bank_Account_Numb er_3 Bank_Account_Numb er_4 VAT registration number Bank Account 1 Mandatory except for the US Mandatory except for the US NA - IGNORE NA - IGNORE Bank Account 2 Optional NA - IGNORE Bank Account 3 Optional NA - IGNORE Bank Account 4 Optional NA - IGNORE IBAN_Number1 IBAN Account 1 Mandatory except for the US IBAN_Number2 IBAN Account 2 NA - IGNORE IBAN Account 2 Optional NA - IGNORE IBAN_Number3 IBAN Account 3 Optional NA - IGNORE IBAN_Number4 IBAN Account 4 Optional NA - IGNORE Swift_Code_2Swift_C ode_1 Optional NA - IGNORE Swift_Code_2 Optional NA - IGNORE Supplier_EDI_ID CurrencyCode CustomField01 Supplier Unique Identifier (E.g. DUNS) used for Portal Currency (this will be blank because same supplier may have multiple currency codes in SAP) Contains the vendor country's English name Mandatory, can be the same as Supplier_Number Optional Mandatory AccCode CurrencyCode CustomField02 Optional NA - IGNORE CustomField03 Optional NA - IGNORE Manually Running the Vendor Data Sync To run the extract for Scan & Capture Data Sync: 1. Log in to a Basware Network-enabled tenant. 2. Run the following URL: Integrations/BCN/BCNScanCaptureVendorSync.cfm?type=Export The system will generate a pipe delimited file with the active vendor information and the file will be placed in the FTP server location based on the FTP information provided in the system settings. The errors or successful transfer of the file to the FTP will be logged in the BCNFTP.log file Copyright Basware Corporation. All rights reserved.. 11

12 1.3.3 Manual Vendor Data Extract for Basware Network Vendor Manager Administrators for tenants with Basware Commerce Network enabled can export vendor master data into a flat file if needed. The master data is generally used for Basware Vendor Manager, which enables buyers to invite their suppliers to provide their information via Basware Network. The exported file is in comma-delimited format with the following specifications: Field Category Basware Network Field Description Company erpid Vendor's identifier in your ERP system. Company partnername Official name of your vendor. Company countryofregistr ation Vendor's country of registration. Company partyid Vendor's identifier. This may be the vendor's VAT number, sales tax number, taxpayer identification number (TIN), or other public identification number. Company GLN Vendor's Global Location Number (GLN). Company DUNS Vendor's Data Universal Numbering System (DUNS) number. Contact contacttype Description of this contact Contact contactname Name of the contact Contact Contact contactelectronic Mail contacttelephon e address Telephone number Contact contacttelefax Fax number Fax P2P Purchase Manager Field Acccode VendorName CountryName UserItem5 "primary contact" Contact1 Vendor Phone1 Address addresstype Type of address "remit-to" Address cityname City City Address postalzone Postal code PostalCode Address addressline Street address Concat AddrLine1, 2 and 3 Required YES YES YES Copyright Basware Corporation. All rights reserved.. 12

13 Field Category Basware Network Field Description P2P Purchase Manager Field Address countryid Country CountryName Address countrysubentity State, county or other sub Bank bankname Name of the vendor's bank Bank Bank Bank bankbranchnum ber bankbranchnam e bankbranchaddr ess Number of the bank's branch Name of the bank's branch Address of the bank Bank swiftcode SWIFT code of the vendor's bank Bank iban Vendor's bank account number in IBANformat Bank accountnumber Vendor's bank account number Bank accountholderna me Account holder's name Bank currency Currency of the bank account CurrencyCode Required Manually Extract Vendor Data from Basware Network To extract vendor data from the Basware Commerce Network: 1. Navigate to > Vendors > Run Basware Network Extract. 2. Choose whether to export only the vendors that have changed since the last extract was run, or extract all vendors. 3. Click Export Vendor data. The vendor data is downloaded into a flat file. Copyright Basware Corporation. All rights reserved.. 13

14 2 P2P AP Automation Integration Purchase Manager integrates with Basware's AP Automation to complete the Purchase-to-Pay business process. 2.1 P2P AP Automation Integration Required Setup The following system settings must be configured for the P2P AP Automation integration to function: Enable P2P AP Automation Integration. Set to Yes P2P AP Automation Image Viewer Endpoint. Defines the URL from which invoice images are pulled from P2P AP Automation Users to notify for missing goods receipt from P2P AP Automation. Specifies which users receive or internal notifications regarding P2P AP Automation invoices in receiving discrepancy Group to use for missing goods receipt notification from P2P AP Automation. If Group is selected in system setting 15003, the group to be notified is specified by this setting. 2.2 Session Synchronization - P2P Purchase Manager to P2P AP Automation Purchase Manager users with P2P AP Automation integration enabled can be automatically logged into to P2P AP Automation when they log in to Purchase Manager. This provides a more seamless integration between the two modules. The P2P AP Automation session remains alive as long as the Purchase Manager session is alive, and when the user logs out of Purchase Manager or P2P AP Automation either manually or via idle timeout, they are automatically logged out of the other module. After logout, the user is redirected to the Purchase Manager login page. If a user logs out of AP Automation (Edge or Silverlight) and then logs back in, they are returned to the page from which they last logged out of, whether that is AP Automation Approval or AP Automation Dashboard. The following system settings must be configured for session synchronization to work: Enable P2P AP Automation Integration. Set to Yes P2P AP Automation Endpoint P2P AP Automation Tenant Code P2P AP Automation Application ID P2P AP Automation API Key Copyright Basware Corporation. All rights reserved.. 14

15 The user must also have the following permission: Can access AP Automation. Be sure to set these values correctly and verify them with the Basware P2P AP Automation team. Additionally, the User Profile page displays a field for Alusta Username when system setting is set to Yes. Configure this field with the username for the user's Alusta account. The field can also be populated through user import as AlustaUsername. If the Alusta Username field is not configured, the system checks the regular username to see if it matches with an Alusta username in the specified tenant. If so, it creates the session. If not, the appropriate error message displays. User Access to P2P AP Automation User's access to P2P AP automation is managed with the following permissions: Can access AP Automation Dashboard. If enabled, user can access the AP Automation Dashboard link in the Invoicing menu Can access AP Automation Approval. If enabled, user can access the AP Automation Approval link in the Invoicing menu. 2.3 Invoices from P2P AP Automation Data from invoices in P2P AP Automation is saved to the P2P Purchase Manager system and matched by the following: Vendor Location PO Line ID Purchase Order Invoices When a PO invoice is saved in P2P Purchase Manager and matched to a purchase order, the View PO page displays the reconciliation history between the purchase order and the invoice. If system setting P2P AP Automation Image Viewer Endpoint is defined, the Invoice Number is a hyperlink that the user can click to view the invoice image. Copyright Basware Corporation. All rights reserved.. 15

16 Figure 2: View PO with Reconciliation Table When a purchase order invoice is entered successfully, the following areas in P2P Purchase Manager are updated to match the invoiced values: PO Line Invoiced Quantity and Cost information is updated to match the invoice PO Status set to Reconciled Item costs and List Price Savings are updated under the following conditions The invoice setting Update Vendor Catalog Cost on Reconciliation is turned on If the item is tied to a contract and Allow Price Updates is turned on for the contract Inventory item cost if invoice setting Update Inventory Item Cost on Reconcile is turned on Asset cost, if the invoiced line item is received into P2P Purchase Manager as an asset. Freight, which is identified as the sum of all line items from P2P AP Automation where POLine_ID=0, Receipt_ID=0, and LineNumber=0. Cost adjustments are not made for non-po invoices. Blanket Purchase Order Invoices P2P AP Automation invoices can be reconciled with Blanket Purchase Orders against receipts and against free-form invoicing. Processing and voiding the invoice works the same as with normal purchase order invoices. Items added during free-form invoicing are added to the associated blanket PO. The following information must be provided during the API call for free-form invoicing to work properly: ItemSKU is required ItemName is required POLine_ID must be omitted or set to 0 Receipt_ID must be omitted or set to 0 Unit should be provided. If not, defaults to EACH. Voiding Invoices Invoices from P2P AP Automation can be voided. Any adjustments caused by previously saving the invoice are reverted. This includes changes to the: Copyright Basware Corporation. All rights reserved.. 16

17 PO Invoice Cost/Quantity Item Catalog Cost Asset Cost Inventory Cost Auto Receiving on invoice When P2P AP Automation has a missing goods receipt discrepancy, the system sends a notification to the ExInvoice.Discrepancy API which attempts to auto-receive the PO lines in discrepancy (when Vendor or PO line or Item Category is set up to auto-receive on invoice) and then send the out to the identified discrepancy user for any remaining discrepancy. The system will also check the existing receiving limits system settings Receiving Tolerance type and Receiving: Over-Receiving Tolerance Percent (in decimal), The system does not check the user discrepancy limits. If a user manually receives items, the discrepancy amount may not be correct, because discrepancy amounts are always determined by API call. Auto-receiving does not happen on the PO if there is an item with an invoiced quantity that is greater than the tolerance limit. 2.4 Invoice Receiving Discrepancy If, during processing, an invoice entered in P2P AP Automation triggers a receiving discrepancy due to a missing receipt match, a user with P2P AP Automation and P2P Purchase Manager integration can resolve the discrepancy in the P2P Purchase Manager system. The process follows these general steps: 1. An invoice without matching receipts is entered into P2P AP Automation. 2. When P2P AP Automation recognizes the invoice has a receiving discrepancy, it sends a notification via API to P2P Purchase Manager. 3. P2P Purchase Manager sends an and/or internal notification to users and groups as identified in system setting and The contains a link to the Receive Purchase Order page. 4. On the Receive Purchase Order page, the user can resolve the discrepancy by updating the receipt information. 5. On the next scheduled task, P2P AP Automation picks up the updated receipt information and resolves the invoice discrepancy in P2P AP Automation. The following system settings affect the functionality: P2P AP Automation Image Viewer Endpoint Users to notify for missing goods receipt from P2P AP Automation Groups to use for missing goods receipt notification from P2P AP Automation User's personal Notify Via settings: Internal Messaging, , or both. Copyright Basware Corporation. All rights reserved.. 17

18 2.5 Accounts Coding Segments with P2P AP Automation Integration In order to transfer P2P Purchase Manager accounts coding segments to external P2P AP Automation segments, the following functionality is in place. This functionality only occurs if system setting Enable P2P AP Automation Integration is set to Yes and system setting Accounting Code Selection Type is set to Split Field Entry Format. Configure Coding Segments When P2P AP Automation integration is enabled, step 2 of Configure Coding Segments found at > Accounting > Accounts Coding Types includes an additional required field: External System Field Name. The field stores the corresponding name of the coding segment in the external system, which is P2P AP Automation in this case. Figure 3: Configure Coding Segments - step 2 Accounts Coding Splits in the API The return structure format of VAPI method PURCHASEORDER.GET is enhanced to return accounting codes broken up into segments. Example: Suppose we have configured accounting segments to have three fields delimited by hyphen, with external system field names "External1", "External2", "External3". If a PO line uses accounting splits, and one of the splits is "abc-def-ghi", the API will now return a structure like this: { "External1": "abc", "External2": "def", "External3": "ghi", } Additionally, if the PO line utilizes a line-level accounting code rather than accounting splits, the API will treat this line-level code as a 1-line split worth 100% of the value of the row. Copyright Basware Corporation. All rights reserved.. 18

19 If P2P AP Automation integration is not enabled, the accounting splits are returned as the original concatenated string (i.e. "abc-def-ghi") and line-level accounting codes are not treated as a 1-row accounting split. 2.6 Budgets Affected by P2P AP Automation Integration Do not use P2P Invoice Manager with P2P AP Automation Integration enabled. This may result in budget errors since P2P AP Automation invoices pull accounting splits from a different source than P2P Invoice Manager invoices. When P2P AP Automation Integration is turned on and GL Budgets are enabled, purchase order invoices and non-purchase order invoices from P2P AP Automation are recorded against GL budgets. Purchase Order Invoices If the purchase order has no commitments to the GL budget, the purchase order information may not be reflected on the budget. Non-Purchase Order Invoices Purchase Manager and Budget Manager do not include access to view information on nonpurchase order invoices. When a budget audit is performed, the invoice number displays on the audit, but is not linked to the P2P AP Automation invoice. Copyright Basware Corporation. All rights reserved.. 19