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Workbench Release Notes
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Scheduled Release - 01 20 April 2024Same as Beta Release. No new build |
Addresses an error on the update SQL script.
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Scheduled Release - |
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17 April 2024 |
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| title | Things we are busy working on... |
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🔐 Project Trust Accounts On Contracts.
🔄 Contract Claims: New approval process on Contract Claims to resemble the certification process.
🗓️ Contract Claims: record claimed and certified values on each Claim (like in Subcontract Claims).
🔎 Custom Views on List screens, and exploring the ability to add extension columns to these views. This will expand your reporting ability on the List screens.
Audit for configuration changes.
⌛ Month End Process.
📈 Analysis graphs on Sales Invoices.
🚧 “External User” Pre-starts in Upvise
(EOI- email “external pre-starts” to support@wbi.freshdesk.com)
🔨 Interval- Based Equipment Maintenance in Upvise (eg. 250 hour increments- 250, 500, 750, 1000 repeat)
New Features
Stock
Enhancements have been made in various areas of the stock module, mainly to simplify and standardise the way stock is costed, and particularly to make it clear how the Average Cost is derived. There are no significant changes to the processing itself.
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Check this useful article to understand all the Stock Costing Methods |
Period Average costing method
Previously the Period Average cost was calculated for each item on the month end stock closeout, and then that cost rate was used for all the following month. But this approach sometimes gave rise to anomalies, where there were large receipts of stock early in the month at significantly increased prices. In this case subsequent stock issues in the month were undercosted.
So the Period Average costing method has been changed so that it is recalculated automatically whenever items are received into stock, or stock value adjustments or inwards transfers are entered.
The calculation is:
[Value of Stock at the start of the period] + [Value of Receipts] + [Value of Stock Value Adjustments] + [Value of Inwards Transfers]
divided by
[Quantity of Stock at the start of the period] + [Quantity of Receipts] + [Quantity of Inwards Transfers]
Last Cost
Previously the Last Cost on stock items and item/locations was updated from the cost on the PO line when the stock was receipted with Inwards Goods. Now the Last Cost updated from the actual costs recorded on AP Invoices which include purchases for stock. This happens as soon as the AP Invoice is approved.
FC Stock Purchases
When a stock receipt cost accrual (JobTransactions) record is created from an inwards goods, where the PO was raised in a foreign currency, the LC Cost is calculated from the FC Cost using the current currency exchange rate.
The exception is where the PO line being receipted is from a PO with a fixed exchange rate, in which case the conversion is at the PO exchange rate.
Stock Returns
The Cost Rate on Stock Returns is now editable. When entering stock returns, display the unit cost as currently, but allow it to be edited. This is to enable the return to be made for the same value as the original issue and avoid leaving a residual balance on the job.
Standard Cost Import
A new import function enables standard costs, by item or item / location, to be populated from an import spreadsheet.
Recosting Utility
A wbUpdateAllStockCosts utility is provided to recalculate and repopulate the Last and Average Cost Rates on all stock items and locations. It should not need to be used in normal circumstances as these rates are updated in real-time as transactions are entered.
Purchasing
Purchasing Catalogues automatic Cost rate updates:
If you want your POs to always have an up-to-date cost (from the last approved AP Invoice) there is a new optional flag on Purchasing Catalogues to update catalogue lines with this last cost.
This will work for both types of Catalogues, those that are supplier-specific, or generic catalogues.
This is independent from stock, and the Stock Costing method chosen (if using Stock management).
Administration
Multi-file Attachments:
Users can now attach multiple files simultaneously, either using Drag&Drop or selecting the files from the file location.
The x can remove a file if you change your mind before the final upload.
The attachment attributes will be used for all files attached at the same time.
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Feature Revisions
Jobs
Budgets - Inherit Sell option on Revenue lines:
We have added the new option 'Inherit Sell' to calculate a Sell value on Revenue lines (on RCE budget type), same as we did on a Quote’s Cost Sheets on the last release.
Purchasing
Purchase Orders
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Numbering - uses Location on setting “Next Purchase Order Number” (or next number by Finco or Global, if By Location is not set)
Only the Location combo is displayed on PO header.
PO Profit Centre = User’s Profit Centre (not visible from the UI)
Note that the Setting "PO Location Default" is applied where a default is set on the User creating the PO.
Profit Centre or Job Profit Centre
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Numbering - uses Profit Centre on setting “Next Purchase Order Number” (or next number by Finco or Global, if not set for the Profit Centre)
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Only the Profit Centre combo is displayed in the PO Header.
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PO Location = Profit Centre’s Location (not visible from the UI)
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Line Refernce in PO lines:
Line Reference value appeared not to save, but it was saved in the database and not displayed. This has been fixed.
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AP Vouchers:
AP Vouchers functionality to add a PDF as the Invoice image has been restored. When loading an attachment, if there is no invoice image the system prompts ‘Is this attachment the invoice image?'.
Stock
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Inwards Goods error:
We fixed an error that was coming up when creating Inwards goods for a line that had either no item code or an item code purchased against a normal Job (not a Stock Location Job).
BOM Import:
A new option to import Bill Of Materials (BOM) is available, and we hope this simplifies the ongoing maintenance of BOMs (wbImportBillOfMaterialsWeb).
It can insert new BOM headers and lines, and update existing headers and lines. It will not handle deleting.
It assumes that the required BOM item exists as a Stock Item.
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Subcontracts
Subcontractor Insurances report:
It has been reviewed to make sure all included companies are Subcontractors (flagged in the Company as Subcontractor and not just a supplier)Work Order - Work centre and Description defaulting:
The Work Centre was not defaulting based on the rule set up in the Activity Group when the Activity changed on the WO line. This has been rectified.Work Order - Job Site address:
The Job site address was not being populated on the WO when using Structured addresses. This has been rectified.Subcontract Claims - New Claim Attachment popup, attachments not working:
When creating a new subcontract claim via +New Claim Attachment, after clicking the button "New Claim" the file Attachments were not working. This has been rectified.Subcontract All in one report (wbSubcontractClaim005):
When a subcontract has a Retention Trust Account (RTA), the Payment Certificate report (Subcontract All in one) had an extra blank page between page 1 and page 2. This has been rectified.
Timesheets
Time Off In Lieu - TOIL in Timesheets:
We have made a small change on the Timesheet screen when TOIL is enabled: The text describing how to enter TOIL quantities has been removed and it now only shows on hover over the Toil Job.
Billing
Reporting Error on Final Invoice:
Clicking on Final Invoice button caused an error mentioning ReportViewer/security. It only happened when no report had been manually rendered in Workbench since the application was restarted. This is a very rare scenario and has been fixed.The Cancel button on Job Invoices was not working (oops) and is now back!
Service Desk
Purchase Orders - defaulting LogNo when created from a Log:
When raising a PO from a Log, the system now auto-populates the Job & LogNo on each new PO line.
Month End
Temporary Utility for the migration of LogNumber from the header to the lines on AP Invoices and AP Vouchers:
This is only there for our Support Team or Consultants to execute if needed. Do not execute this without being advised to do so or having discussed this with Workbench.
FC change on Job Adjustments Batch:
When changing the currency on a Job Adjustment Batch, the FC rate was not being updated. This has been rectified.
Administration
Invalid error when creating a New User:
In some cases when creating a new user an unhandled error “Sequence contains no matching element.” was preventing users from saving it. The workaround was not to assign licences via the Application Access tab in the User, and instead saving it with no licence and assigning the licences via Licence Matrix. We have fixed this issue.
Integration
SAP B1
We have made changes that affect the SAP B1 Integration. Make sure you have the latest version of the SAP Agent for the integration to continue to run smoothly.
Wiise & Business Central
When exporting AR Invoices and AR Credits, the Job Code can be exported as the “Your Reference“ field in Wiise and Business Central. A new option is available on the Business Central Integration screen in Workbench: Pass JobCode to Your Reference
Custom extension version 1.24.0.0 must be installed in the client’s BC instance to support this function. The extension can be downloaded here.
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Subcontracts
We fixed an error ('Object reference not set to an instance of an object.') on subcontract claims that comes up on subcontracts where the job does not have a Contract (typically subjobs)
Service Logs
Optimisation of Mobile Service Logs.
MYOB Advanced
New integration fields:
If set, these will populate the Project and Project Task fields on Bill Detail lines for AP Invoices and AP Credits exported to MYOB Advanced.
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Scheduled Release - 15 April 2024 Purchasing
Stock
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Scheduled Release - 08 April 2024 |
| Expand | ||
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🔐 Project Trust Accounts On Contracts. 🔄 Contract Claims: New approval process on Contract Claims to resemble the certification process. 🗓️ Contract Claims: record claimed and certified values on each Claim (like in Subcontract Claims). 🔎 Custom Views on List screens, and exploring the ability to add extension columns to these views. This will expand your reporting ability on the List screens.
⌛ Month End Process. 📈 Analysis graphs on Sales Invoices. 🚧 “External User” Pre-starts in Upvise (Expression of Interest - email “external pre-starts” to support@wbi.freshdesk.com) 🔨 Interval- Based Equipment Maintenance in Upvise (eg. 250-hour increments- 250, 500, 750, 1000 repeat) |
New Features
Internal Sales
This feature enables one part of the business to “sell” work done to another part of the business.
Why would you want to use Internal Sales?
To ringfence packets of work to show Surplus/Deficit for that discreet task.
Different Divisions or Job Managers are interested in showing margin on their work.
If a task is shown separately as an ‘outsource’ you can get more margin when eventually invoiced to the client.
There are 4 possible scenarios for Internal Sales:
Job to Job -Work done on one Job, is sold to another Job (they could be in different Profit Centres or Financial companies).
Job to Log - Work done on one Job, is sold to a Service Log (Plant Maintenance Log or Service Log)
Log to Log - Work done on a Service Log or Plant Maintenance Log, is sold to another Log.
Log to Job - Work done on a Log, is sold to another Job.
Use Cases:
Civil division is contracted by the Construction division to complete the subdivision work with agreed scope and budget. (Job to Job)
Roading division is contracted to reinstate the asphalt following a watermain repair by the water division. (Job to Log)
Waste division is tasked with emptying all the skips on a regular basis at agreed rates for other divisions and clients. (Log to Job and Log to Log)
Workshop has fixed a vehicle but the ringfenced costs need to be sold at agreed rates to a productive job. (Job to Job or Log to Job)
Work done on a Job in one Profit Centre that needs to be sold to another Job in another Profit Centre or business unit.
Work done on a Plant Maintenance Log (Plant in one financial company) that needs to be sold to a productive Job in another financial company.
Accounting:
Internal sales are simply exported as GL Journals to recognise the appropriate revenue and costs against the different business units in the financials - they do not have GST or get posted to Accounts Receivable.
Internal Sales support Intercompany sales.
Setup:
For setup and how to use it check the steps here
Feature Revisions
Jobs
Budget
Added support for Activity cost default on Revenue and Cost Element budget types. When selecting an Activity type line, the Cost now defaults and can always be changed if needed. It was previously defaulting to $0.
Quotes & Budgets - BOM items in Price Codes can now be applied to Revenue Lines to calculate the right Selling Values.
Price Codes can now be applied to BOM-based revenue lines in Budgets and Quotes i.e. the revenue lines created from a BOM using [*]. In these instances, any Price Code markup/rate definition for the BOM header Item takes precedence over the natural markup/rate dictated by the BOM header Item.
Job list status and Reporting filters:
We have made a change on the Job Reports so the filter for Open/Closed jobs is referenced the same way as it is on the Jobs List:
Purchasing
Consistency of credit PO reinstatement:
When PO Commitments are to be reinstated when processing an AP Credit, we have made changes so the process behaves the same way in AP Invoices and AP Vouchers. This process is enabled with the Control Parameter "Reinstate PO Commitments From AP Credits" set to Yes.
Subcontracts
Create payment flag removed from Subcontract Claims batch:
We have removed the Create Payment check box from the Subcontract Claims batch, as this is no longer required. Payments are imported from the financial system whenever a payment is made against a Subcontract Claim.
Timesheets
Scheduled utilities for Timesheet reminders:
The two utilities that can be scheduled to send email reminders to:Users that have not completed their previous week’s timesheet.
Approvers that have not approved the previous week’s timesheets.
have been enhanced so the Week Ending Date is used to calculate the previous week, rather than using a calendar week ( always ending on a Sunday).
If you haven’t tried them yet check details on how to enable these utilities here
Billing
Revenue journals:
A Revenue Journal batch report can now be printed from the Revenue Journal batches.
Quotes
Multiple spaces on a Stock Item Code:
Cost sheet lines with Stock items with a Stock Item Code with multiple spaces are now supported.
System Setup
Locations now supporting Extension Columns:
Locations now support Extension Views and multiple views can be created.
A default view is included: Default View. The name can be changed.
Integration
MYOB AccountRight
Weekly Import Schedule:
We have updated the frequency of the monthly scheduled task that syncs from MYOB AccountRight to Workbench, to be weekly. This will reduce the times that a user requires to do manual syncs.
Here are the details of this import in case you want to know more:
There is an automated task that is scheduled to perform an import weekly, every Monday between midnight and 1am. This imports:Job Receipts and Payments that have a date within the last 40 days. Note that these documents do not have a 'Last Updated Date'.
Companies and their Contacts that have been created or updated within the last 40 days.
GL Accounts and Leave Balances. All of them as these have no associated dates.
The Import button in the MYOB Integration screen will perform an immediate sync with MYOB, in case you want to import any of the above and you cannot wait for the weekly task to run. Last Update date will display the last time the import was executed.
Xero
Improved error messages:
Instead of showing those long error messages returned by the Xero API, which are sometimes difficult to understand for non-technical people, we now show the portion of that error that will help users understand what the actual issue is and give them an idea of how to fix it.
For example:
“Xero Error: The document date cannot be before the end of year lock date, currently set at 31-Dec-2023“ or “Xero Error: Account code '5-0011' is not a valid code for this document.”
Upvise
Punch Item- “Name” field changed to “Description”
Upvise has addressed an issue where the 'description' field on the punch item was incorrectly labelled as 'name' in several UI views. This led to confusion among end users who mistakenly thought they were supposed to enter their name instead of providing a description of the punch issue. To eliminate this confusion, we have uniformly updated the label to 'description' across all views, including web, Android, and iOS platforms.
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Equipment - “Days Before Maintenance” update
We identified a display issue where, in the absence of date-based service intervals set on equipment categories, a dummy date of -19788 was erroneously shown, even when no date-based threshold was configured. To address this, Upvise have implemented a fix so that the field now remains blank when no date-based intervals have been set, resolving the display inconsistency.
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Licencing - Default to Standard User
Upvise Users are now created in Upvise as Standard Users following the principle of least privilege (POLP).
Workbench Custom Upvise Applications
Workbench will be rolling out updates to several custom Upvise applications developed by our team. These updates are aimed at enhancing stability and performance across all sites.
Resource Scheduler (wbCalendar)
Personal Weekly (wbDailyForm)
Workbench Central (wbCentral)
Attendance Scanner (wbAttendanceScanner)
Form Favourites (wbFavourites)
Safe Work MS (wbSWMS)
Reminder: Upvise Server Infrastructure Update
URL CHANGE: URL to access Upvise has changed from https://www.upvise.com/uws to https://s3.upvise.com
MOBILE APP UPDATE: Mobile users must update their Upvise Mobile application (v7.0 or higher), older versions will be obsolete after 1st May 2024.
Administrators can check Device information for specific users via:
My Account
Manage Users
Devices
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DLL Update (Integration): Workbench updated the DLL to v3.0 in release v4.6.25. On-Premise clients must update before 1st May for the integration to continue to work. Any custom API integrations must be using DLL v3.0 or higher to continue to work after 1st May.
Public Form URL’s and PowerBI/SL export URL’s will change, OLD URL’s continue to work seamlessly during the transition period however clients should gradually migrate over to the new URL.