Workbench Release Notes

Beta Release 4.6.5.1

Scheduled Release - 11 April 2023

New Features

• Application Access:

  • Licence Matrix - new Contact Information tab:
    A new tab has been added that will be used to store active employees as:

    • Admin Contact - the person to communicate with regarding the status of the system or any operational matters e.g. new features, outages, etc.

    • Commercial Contact - the person who makes decisions around the number of user licences, new modules, etc.

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Please fill them out as soon as you can. At the moment they are not mandatory but they will become mandatory fields to be completed on each Workbench instance, and Admin users will get reminders at login.

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Feature Revisions

Jobs

• Job Budget:

  • Budget Entry - At Revenue & Cost:
    FC Revenue was not being re-calculated when editing Markup or FC Sell Rate on the Revenue line. This has been rectified.

  • Emailing a budget variation or scope change to a client:
    We have created an email template to be used with Budgets, so users can configure the budget template for when they email scope changes or variations on the original budget to their clients. The email will have the budget report as an attachment and this pdf file name will have the Budget Internal reference.
    Remember that there are internal and external facing Budget reports, some display the Costs and some don’t.
    

    

Purchasing

• Purchase Requisitions:

  • New PR cannot be created for Jobs that are Closed, nor Purchase Orders can be created if the Job on the Purchase Requisition is now closed. An error message advising the user of this will be displayed and the PO will not be created.

• AP Vouchers:

  • Replace AP Invoice pdf from Xtracta with a more recent one:
    Users might need to load an updated AP Invoice pdf, more recent than the pdf processed by XTracta, and they can now do so from the Attachments screen on the Voucher. The pdf processed by Xtracta must be deleted (this will unlink the document to the AP Voucher), and the new pdf must be attached. A note with the DocumentID from Xtracta will be added as a Comment for audit purposes.
    

    

  • New PO Type filter on AP Vouchers list:
    A PO Type filter has been added to Voucher List to support the use of specific PO types. A voucher will matched if any voucher line has an associated PO of the specified filter type.

  • Duplicate AP invoice number validations:
    Made a typo and entered a space before or after an AP Invoice number and you did not notice? Workbench has added extra validation to help users, especially those using manual vouchers, identify when duplicate AP invoices are being entered:

    • Trim invoice number for spaces when saving manual vouchers.

    • Cater for leading spaces on the duplicate numbers function so these will be detected correctly.

  • Display Work Centre on Voucher’s Docket Lines tab:
    Work Centre can now be enabled to be displayed on the Docket Lines tab on a Voucher. Use the 'Voucher Docket Line List' grid on Grid Management to enable it.

Timesheets

• Week-Based EBA Profiles with Leave:
  Leave is now considered in the calculation of week-based profiles. Those profiles use the 'Wk' Day value.
  

  

Billing

• Job Outputs - improved filters:
  Users can now filter by Client and also different options when searching by Job Code.
  

  

Service Logs

• Service Log list:
  A new filter has been added to be able to see a list of logs raised by a specific user: ‘Raised By'.

• The General tab has had a few enhancements:

  • New Expected Value (currency)

  • New Reference field

  • Log Comments has been renamed to Log Details

  • The service Agreement field will not display if there is no data in the ServiceAgreement table (note: Service Agreements can only be maintained from the Workbench legacy platform - MDE).

  • The Asset field will not display if there is no data in the Assets table.
    

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Month End

• Batch export notes:
  Adding to the new functionality released on 4.6.3, with the new History button on each batch, the system will no longer populate the Batch Notes, and this text field can be used by users to add any references/comments. The field has a limit of 1000 characters.
  Any actions performed on the batch (Closed, flagged as Not for Export, Exported, Re-opened,) are now displayed on the Events on the History button.

System Setup

• Jobs - WIP Codes:
  A new flag has been added to the WIP Codes screen called ‘No WIP if Invoiced', for input-based WIP methods.
  If the flag on the WIP Code is ticked, then there is no WIP Accrual if will be generated when there is ANY invoicing on the job. This is to cater for the scenario with small jobs which have been completed and invoiced, but are still not finalised because there are still costs (e.g. AP Invoices) to come. There will be no more invoicing on these jobs, so WIP Accrual is not required.

• Workflow Schema reports:
  The report to print a specific Workflow schema has been modified to only include the Workflow being viewed rather than all of them.

Administration

• Users:

  • Licence not saving:
    When assigning licences to a User from the Application Access tab the first licence line was not saving. This has been rectified and only happened for legacy licences (not the new licence scheme).

• Data imports:

  • Validation on Jobs Import:
    On the wbImportJobsWithTemplate import, a new validation has been added to verify that either the AR Account or the Parent Job Code is populated.

General

• Work Centre picker suggestion not filtered:
  A recent change to trigger the Work Centre suggestions immediately had a side effect on the picker filtering, and that has been rectified.

• User settings initialisation:
  There are some initialisation scripts which update Settings values based on MDE data (Workbench legacy platform).

  This was causing problems in that Settings values are getting overwritten with incorrect data.

  The following scripts have been modified so that the Setting values are not updated, just created if they are not already there:

  • wbweb_InitialiseAPInvoiceApproversLimit

  • wbweb_InitialisePOApproversLimit

  • wbweb_InitialiseWOApproversLimit

Integrations

Upvise

• Daily Diary:

  • A minor bug was fixed in the Daily Diary causing an error when generating project hours on the mobile.

  • Daily Diary- Enhancement to default equipment hours & Equipment stock issues on Equipment job:
    For Daily diaries created on equipment repair jobs in Upvise, the system can now populate the equipment into the equipment hours subform and the equipment stock issues subfrom. Clients wanting this enhancement should engage Workbench support.

• New Setting - Manager can reset form status to Draft:
  Upvise has introduced a new setting called "Manager can reset form status to draft".

  Please engage Workbench support to have this function applied to your site”. You can find this in Forms/options/user rights, and once the custom change has been done by the Support team this new functionality will work.
  

  

  This will enable "manager" type users to reset forms to draft.

  Previously only Admin type users could reset forms to draft.

• Upvise structured address and site contact enhancements:

  • Projects:

    • On Projects, a State address field is synced from Workbench.

    • Workbench Log’s Postcode (coming from the Job’s site address) is now exposed on the Service Log and synced to Upvise’s Job.

    • The Site Contact from Workbench is now synced to the Upvise ‘Contacts’ field.

  • Companies:

    • The State field is now synced from a Workbench Company to Upvise.

• New PO Number Range Application available:
  Where the Upvise PO number range has been set in Workbench and subsequently modifications need to be made to the range, the application will allow you to edit existing number ranges from which the PO range should begin (Next PO Number filed is editable). Available to admin-type users. Changes must be done on both places, Workbench numbering (setting ‘Upvise Purchase Order Numbers’ and Upvise PO numbers App).
  This will help in those scenarios where a mistake has been made setting up numbers in Workbench a change needs to be done. Because these setting values are only synced to Upvise once, then any further changes after that sync must be done in both places.
  

  

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