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Workbench Release Notes

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Hotfix Release 4.6.

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6.

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4

Scheduled Release - 18 April 2023This addresses an issue on AP Vouchers where GST was not auto-calculated. General release has been postponed for one week07 May 2023

Creating a new user/not employee, displays an invalid error where the system expects a Financial Company for the user, however users that are not employees do not require a Financial company. This has been rectified.

General Release 4.6.6.3

Scheduled Release - 01 May 2023

Hotfix Release 4.6.6.2

GST calculation on Vouchers:
The GST field in the AP voucher tab was no longer auto-calculating and the totals were not automatically calculating either (NET, GST and TOTAL). This has been rectified.

Beta Release 4.6.

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6.1

Scheduled Release - 11 24 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.

These contacts must be populated by each Workbench client (will not be populated by your Consultant or the Support team), and must be kept up to date, and replaced by active employees if one of them leaves the company. This will enable us to communicate the right information to the right people if required.

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.
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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.
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- 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.
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Billing

Job Outputs - improved filters:
Users can now filter by Client and also different options when searching by Job Code.
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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 is ticked, then no WIP Accrual 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.
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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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Lists - Companies:
- Company addresses format:
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  In order to facilitate address integration across our partner systems we can now support the use of six address fields for street line 1, street line 2, Suburb, City, State, and Country. This will ensure that the corresponding address components are passed appropriately at other integration points.
  
  This is especially required if you are using Upvise Jobs, so addresses are exactly the formatting Upvise requires, and your Upvise Jobs have the correct location for your employee to get to.
  The intention is to formalise the address structure in Companies, and new fields have been added to introduce this address structure on Job Site Address, Purchase Order Delivery Address, and Service Log Site Address. When this Address structure is enabled by the new control parameter 'BETA FEATURE - Structured Addresses', a manual sync of companies from the financial system will be required if you want each address field in the financials system to map to the exact address field in Workbench.
  From then on, any action will use structured address fields, but if sourced from pre-existing data it may require manual intervention to align if desired.
  For step-by-step details on how to migrate from the original address structure to the new one please check this article

Feature Revisions

Jobs

Budgets:
- Budget Entry - Plant picker filter improvements with Plant Group and Class:
  On budgets using Revenue and Cost Element, and At Cost Element, a plant picker can be used to find the plant that needs to be added to the budget line. Better filters have been added to this picker, so users can search in a list of plant items filtered by Plant Group and/or Plant Class.
Job Profit reports:
Contract Claim Accrual values are now included in their respective Revenue columns in Job Profit reports.