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Workbench Release Notes
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| title | Scheduled Release - 10 17 February 2025
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Scheduled Release - 4 February 2025
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Scheduled Release - 27 January 10 February 2025 |
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Upcoming Functionality & News
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Exclude Contract Schedule from Retentions Contract Schedules have an option to indicate that the Schedule should be excluded from Retention calculations: Exclude From Retention We will be applying changes so that this flag is taken into account when calculating Retentions on a Contract Claim.  |
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Due Date on Contract Claims Currently, the calculation of the Contract Claims Due Date is based on the client’s Payment Terms. We will be enhancing the logic to support using contract-specific parameters like in Subcontracts to indicate the basis of the calculation for the Due Date.  |
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New Features
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Enhanced Access Control to Financial Integration Screens
Access to Financial Integration screens (Xero, MYOB AccountRight, MYOB Acumatica, Business Central/Wiise) is controlled solely through licences.
We have introduced enhanced access control with more granular permissions, allowing you to define what each user can do on the integration screens. Users will be able to:
Access only the data synchronization functionality from the financial systems to Workbench.
Access the ability to set up or modify the integration configuration.
Have access to both.
These changes provide the flexibility to safely grant access to users who only need to perform data synchronization, ensuring more secure and role-appropriate access management.
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What you need to know:
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Financial integration screens are available for all role licences (if included in the user’s site map profile).
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2 new permission:
Financials Admin to access the config fields and action buttons.
Financials Sync to access the sync button only.
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Lists
Companies - Stop Credit visibility and notification:
There is a new way to increase visibility of clients who are on Stop Credit.
In the Companies lookup, the Company name will be appended with the (Stop Credit) word.
There is a new Setting ‘Receive Email Notifications For Stop Credit’ at person level to specify all email recipients. These recepients will be emailed when a company Credit Status is changed from or to Stop Credit.
The email will have a link to the company record.
Purchasing
I Input
O for Output
IO for Input & Output new
The rules on Input-Output based sales are:
When all invoiced lines are Job Outputs, Derived code is O
When all invoiced lines are Job Trans, Derived code is I
When invoiced lines are a mix of Job Outputs and Job Trans, Derived code is IO
Additionally:
When the Job Trans invoiced lines are written off, and only Job Ouputs are sold, Derived code is O
When the Job Outputs invoiced lines are written off, and only Job Trans are sold, Derived code is I
When selling the Job Trans at $0, and writing off the Job Outputs, Derived code is I
When selling the Job Outputs at $0, and writing off the Job Trans, Derived code is O
When selling a mix of Job Trans and Job Outputs all at $0, Derived code is IO
Month End
Utilities - Remove Training data:
wbRemoveTrainingProfitCentre has been reviewed to avoid invalid errors when executing it.
This utility is used to delete any data linked to a training Profit Centre commonly used at the beginning of an implementation for testing & training purposes.
System
Event Logs are now saved in UTC time:
Users in any region will see the Log time on their local time.
The event is saved in UTC.
An Event log entry has been made to mark the date from where this change took place:
EventType = ‘System’
Details = ‘EventLog.EventDateTime format changed from Now to UTCNow’
Login / Logout - add users Logout into EventLog:
A new event log has been added to indicate when users log in and log out using the Logout function at the top right corner of the screen. This will not log soft-logout / session expiry.
EventType = ‘Logout’
Administration
General Config - Subject on Email Templates:
All the Workflow email templates now have an email Subject with several tokens as placeholders for different values:
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$Type for document type
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$ReferenceLabel eg. AP Voucher ID
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$Reference eg. VoucherID
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$DocumentDate
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$Job
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$JobDescription
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$Value
Any other token available on the body can be used on the Subject.
Beta Features
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New report only compatible with the new process: Detailed Payment Claim Certificate (Schedule) % Complete
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This report is aimed for Projects where quantities are not relevant. All quantities have been removed and a % Complete has been added (Total Claim To Date * 100 / Schedule Amount)
It reads the Contract Summary from Schedules, not from Budgets.
New section on the Schedule lines grid with a Claim History. When this report is printed after the Claim has been certified it will show clearly when the claim has been undercertified. The Project Manager might want to re-send this to remind their client that they have certified less than what was claimed, as a reminder that this difference will continue to be claimed in future claims.
Previous Claims section on reports:
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wbContractClaim017
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wbContractClaim005
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In Dispute:
A new status is now available on Contract Schedule lines, In Dispute. It can be used to flag a Claimed line on a Contract Claim that was not fully certified and that you do not agree with the certification. The line status can be edited when entering the Certified values on Get Sales. This status will carry over to the following claim to remind the person working on it that there are some values that need to be claimed again.
Status options: Approved, Unapproved, In Dispute.
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Mark as Sent option simplified:
The new option to flag a Claim as Sent to the Client for Certification and as Invoice Sent to the client has been modified making it more intuitive.
When a Claim is internally approved or Certified, the report automatically pops up. On this report screen, there is an option to Mark as Sent and Close (less clicks than before), and an option to go to the email screen where it can be emailed and marked as sent as well.
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Supplier Insurance checking on Purchase Orders:
For those scenarios where Purchase Orders are used to engage many subcontractors on small jobs for a short period (every week different ones), we have now introduced a check for valid Insurances (not expired).
Details:New control parameter to enable this: "Insurance PO Checking"
Checks that an existing Insurance is not expired: Warn, Disallow, No.
Default value = Warn.
For now the company must be flagged as both Supplier & Subcontractor. However, from next version, the Subcontractor flag will not be necessary for validation on POs: having only the Supplier tick will enable the Insurances tab.
Subcontractor will enable the Insurances tab. Supplier enables it to be selected as a supplier in the PO.
Purchase Order List - enhance Profit Centre Group security:
The existing control parameter ‘PO List uses Profit Centre Groups’ has been enhanced so the Purchase Ordes do not display on the user’s list when a Job on the PO lines is not part of the user’s Profit Centre Group.
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Feature Revisions
Lists
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Job Budget
Support for Plant Class and Plant group instead of a specific Plant Item:
On 4.7.5 we added the ability to quote a Plant Class or Plant group instead of a specific Plant Item. Same functionality has been added to Budgets.
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Purchase Order List - enhance Profit Centre Group security:
The existing control parameter ‘PO List uses Profit Centre Groups’ has been enhanced so the Purchase Ordes do not display on the user’s list when a Job on the PO lines is not part of the user’s Profit Centre Group.
Job Procurement - improved Summary displays AP Invoiced
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AP Invoiced - shows line quantities that have been AP invoiced, does not include unapproved AP vouchers. AP invoices are reconciled to PO lines not receipts.
Issued - shows line stock quantities issued for stock requisitions
Receipted - shows uninvoiced line quantities receipted ie. Receipted - AP invoiced. This is an aggregate quantity as AP invoices are reconciled to PO lines not receipts.
Ordered O/S - shows unreceipted / uninvoiced PO line quantity ie. PO qty - max( Receipted, AP invoiced)
Requisitioned - shows unissued line stock quantities requisitioned ie. Requisitioned - Issued
Remaining - shows line quantity not procured ie. Required - Requisitioned - Ordered O/S - Receipted - Issued - AP Invoiced
Required - shows the line quantity for this procurement list item
Better filters on AP Invoices Enquiry:
Since AP Invoice numbers can be either numeric or a mix of letters and numbers, we have improved the filtering options:
The Reference column has changed to Invoice No:
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Added Start with and Like options, and Like is the new default
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Foreign Currency on Xero AP Payments:
In some countries with large exchange rate fluctuations (like Papua New Guinea), our clients find it valuable to be able to capture the prevailing FC rate and LC value on Payments for Foreign Currency Accounts Payable.
For this reason we have made some enhancements on the Xero integration for Payments:Xero API integration now brings back extra information on AP Payments:
PaymentExchangeRate and PaymentLCValueThis columns are not visible from the UI. They will only be used for reporting purposes outside of Workbench.
New nullable columns PaymentExchangeRate and PaymentLCValue to the Payments and wbif.PaymentsTrf tables.
Sharperlight reporting can be used to identify where there are significant differences between exchange rates on the AP payment and the original AP invoice.
Subcontracts
Direct access to Contracts and Job Enquiry from a subcontract
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Derived codes on Job Invoice Lines for Input Output based charge types:
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The Insurances tab is now enabled for Suppliers in the Company maintenance screen. Subcontractor flag is not necessary for validation of Insurances on POs.
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Feature Revisions
Purchasing
Restricting AP Vouchers and AP Invoices Lists by Profit Centre Group Security:
The AP Vouchers List and AP Invoices List can now be restricted based on Profit Centre Group (PCG) security. When enabled, users will only see vouchers and invoices that contain jobs within their assigned PCG.
This functionality is controlled by the existing parameter "AP Invoice List uses Profit Centre Groups." If any job within a document falls outside the user’s PCG, the document will not be visible in the list.
Quotes
Improved search for quote numbers:
You can now search for a 2-digit quote and the suggested list will be triggered. Previously it required 3 digits.Quote - creating budgets from Cost Sheet with long Description:
An unhandled error has been fixed where the creation of Budgets would fail if the description of the Cost sheet was too long.
This is handled now and the description will be truncated to match the accepted budget description length.
Service Desk
Upvise button as a shortcut to open Upvise:
The Upvise button on Service Logs works when the Service Log is linked to an Upvise Job. However, users also want to use it as a short-cut to open Upvise when a Log has been created from an email.
So now the Upvise button will display and can be used when the Log has been created by dragging and dropping an email to create the Log.
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Fixes & Technical changes
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Fixes & Technical Changes:
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Workbench API
Foreign Keys update:
A change has been made to allow foreign keys to be updated using TableRowAPI method.
Upvise
Upvise Integration:
Integration Settings Redesign.
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Things we are busy working on...
🔎 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.
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