Workbench Release Notes

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Hotfix Release 4.6.22.2

Scheduled Release - 05 December 2023

• A hotfix has been released to address an issue where Job Sales invoices cannot be approved.

Beta Release 4.6.22.1

Scheduled Release - 04 December 2023

New Features

...

At the beginning of a Project, especially in businesses like Plumbing Services and Concreters, there is most likely a detailed list of materials that will be required for the entirety of the project. This list might have been used to quote the Project. It could be created from Workbench’s Quote module (with stock items and materials) or an external estimating software, either way, it can then be imported into a Job Budget and then added to a Job Procurement list to order and manage as the Job progresses. A variation or extra materials/stock items can always be added later, via a Budget Variation or directly on the Procurement List.

Job Procurement lists are fundamentally all about a fixed quantity and potentially a fixed cost value by project(s). It is easier for site supervisors/foremen to draw down on stock/material quantities rather than creating a standard purchase order and worrying about costs, etc.

Benefits of Procurement Lists for the organisation:

• Quick and efficient quantity draw-down ordering of material/fixtures for the procurer at the sub-job level.

• Fixed quantities are ultimately fixed, so in a perfect world quantity procurement should never be short or oversupplied.

• In some cases, fixed quantity procurement of materials and fixtures for large sites can be claimed (Revenue) upfront. However, the ordering of procurement lists by sub-job can greatly assist with expense cashflow alleviating strain on the business finances.

• In the case of a business that has the Stock module setup, a standard set of parts/materials such as PVC Pipe, Copper, and Clips, that is consumed regularly for many projects via the yard/warehouse can be procured more efficiently and faster by drawing down on the list and creating the stock requisition.

• Ability to export a list of items from a Procurement list to send to a Supplier as a Price Request, and import the returned file to update Rates directly on the List.

• Multiple people working on the same Procurement List? we have improved communication between Field users/Foreman, and the procurement team creating the Purchase Orders.
  

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• More details on Setup & Configuration here

Plant Service Logs widgets

...

Users managing Plant Maintenance Logs can now see at a glance what work is in the queue, and prevent work from going unnoticed or late.
A new card per Service type displays a count of the Logs per status. Clicking on each count will display the list of the specific Logs that fall in that category and status. Users can still use the filters if they want to find other records.

Plant Item Main tab - Redesign

...

Feature Revisions

Job

• Jobs List

  • Improved performance when opening a Job from the Job list. It was taking too long for Jobs with a high volume of Purchase Orders.

• Job Budget

  • Job Budget - bad link in Review/Approval email:
    In the email notification to users to Review or approve a Job Budget, the link to the actual budget was broken. This has been rectified.

• Contracts

  • Performance enhancements on Contract Claim reports:
    To optimise the rendering speed on some contract reports, we have made the following changes:
    

    1. wbContractClaim002 Contract Claim Schedule - All Items

       1. Replaced wbrsContractClaimScheduleLinesAll with wbrsContractClaimScheduleLines_Std

       2. Removed InvoiceAddress dataset; used address from wbrsContractClaims

    2. wbContractClaim003 Payment Claim Certificate

       1. Removed InvoiceAddress dataset; used address from wbrsContractClaims

    3. wbContractClaim005 Detailed Payment Claim Certificate

       1. Replaced wbrsContractClaimScheduleLinesAll with wbrsContractClaimScheduleLines_Std

       2. Removed InvoiceAddress dataset; used address from wbrsContractClaims

       3. Removed SetFooter dataset; unused

    4. wbContractClaim012 Contract Claim Schedule by Line Status

       1. Replaced wbrsContractClaimLines with wbrsContractClaimScheduleLines_Std

       2. Removed InvoiceAddress dataset; used address from wbrsContractClaims

    5. wbContractClaim015 Detailed Payment Claim Certificate by Line Status

       1. Replace wbrsContractClaimScheduleLinesAll with wbrsContractClaimScheduleLines_Std

       2. Removed wbrsContractClaimLines

       3. Removed InvoiceAddress dataset; used address from wbrsContractClaims

       4. Removed SetFooter dataset; unused
          

Dockets and Daysheets

• Contractor Daysheets

  • Initialise FinCo for non-employee users:
    Contractor daysheets can be entered by external people, users that are not flagged as employees. However, when creating a new user that is not an employee the Financial company of this user was not being set (as there was no Profit Centre selection).
    The system now sets the User’s Finco to the financial company of the Company the user is linked to. This allows them to enter Daysheets with no issues.

Purchasing

• Purchase Orders

  • Purchase Order - list of Workflow Approvers issue:
    We fixed an issue with the approval and the available approvers on Workflows.

  • Purchase Order - PO line pagination is not reset on opening another PO:
    Pagination of the PO lines was not reset on opening each new PO, leading users to think lines were missing, but were just on previous pages and they needed to navigate back.
    This has been rectified and a PO starts from Page 1 each time a PO is opened.

  • Purchase Order lines - docket receipts:
    When a PO line is receipted with a Docket entry in a Daysheet, the details of the dockets are displayed in the popup screen accessed via the Details hyperlink on each PO line.
    

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• Vouchers

  • New Due date filter:
    A new Due date filter has been added to the Vouchers list with the following options =, >=, <=, between (equals, greater or equals, less than or equals, between)

Stock

• Stock Issues batch - quantity rounding:
  Quantity value in a Stock Issues batch now allows for 4 decimal places.

• Tracking Category on Stock Issue Recoveries:
  Analysis1 (tracking category) on stock recoveries is now populated with the ExportCode of the profit centre of the stock location, so this information is exported to the financials.

Subcontracts

• Subcontractor Portal

  • Subcontractors were unable to save a Variation Request. This has been rectified.

• Subcontract Retention Trust Accounts Balance reporting:
  Subcontract Retention Statement:
  We have made enhancements to this report in line with other client-facing/external reports:

  • Removed report file name and reference to the Workbench instance.

  • Headers appear on every page (not only on the first one).
    

    Image Removed

Plant

• Maintenance Log from Plant Enquiry:
  When opening a Plant Maintenance Log from Plant Enquiry, it now opens the Log with all the relevant Plant logs, rather than the Service Log design screen.

Billing

• Forecasts - exclude Finalised Jobs on Revenue Forecasts:
  When creating a new Revenue Forecast, Finalised Jobs will not display in the list and a revenue forecast will not be created for these jobs after being finalised.

Datasheets

• Inactive Datasheet templates:

  • Deactive name has been changed to Inactive.

  • On My Datasheets, users cannot create a new Datasheet from an inactive template.

  • On filters using a Datasheet template name, the 'inactive' label is now appended to an inactive template to make the user aware that the template is inactive.

Administration

• User password reset
  A 404 error message was displayed on the Reset password screen. This has been rectified, and it now displays like below:
  

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Integration

Upvise 

Access to Upvise Integration screen in Workbench:

...

We have expanded the access to this screen to the Data Entry and Job Costing licences, as there are other types of users (not only Finance and System Admin) that require access to the export/import functionality.
A user with a Data Entry or Job Costing licence will have the simplified view to use the "Export / Import" button. Last Update date is now also editable so users can backdate an import date, Save and Import.
Finance licences or higher continue to have full access to the screen.

Export Logs from Workbench to Upvise Jobs:
Service Logs created using the new functionality Drag & Drop can now be automatically exported to Upvise, so they can be allocated and actioned from there.
There is a new Control Parameter that when enabled will create a new Scheduled task which will find Service Logs created from an email and not exported to Upvise yet, and export and create a corresponding Upvise Job.
Criteria to export a Service Log from Workbench to Upvise Jobs:

...

Created from an email (FromEmail = true)

...

No source ID, meaning it was not crate din Upvise and synced to Workbench (SourceId is null)

...

Has a Company allocated (Company is not null)

...

Workbench Release Notes

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Hotfix Release 4.6.22.4

Scheduled Release - 12 December 2023

• AP Invoices:

  • Changing the GST Type to zero-rate value on Invoice lines caused error message. This has been rectified.

General Release 4.6.22.3

Scheduled Release - 11 December 2023

• GST defaults on Job Adjustment and Stock Issues:
  Changes were made to not have GST type defaulted on Stock issues and Job adjsutments, as this was affecting other areas.

Upvise

• Leave Job for Upvise Instances with multiple Fin Cos
  Syncing of leave time will now use the correct Leav job for the finco the employee belongs to determined by its Profit Centre.

Hotfix Release 4.6.22.2

Scheduled Release - 05 December 2023

• A hotfix has been released to address an issue where Job Sales invoices cannot be approved.

Beta Release 4.6.22.1

Scheduled Release - 04 December 2023

New Features

Purchasing - Enhancements to Job Procurement Lists:

How about making the purchasing process more efficient next year? This could be your 2024 New Year resolution… and an easy one to complete

Image Added

At the beginning of a Project, especially in businesses like Plumbing Services and Concreters, there is most likely a detailed list of materials that will be required for the entirety of the project. This list might have been used to quote the Project. It could be created from Workbench’s Quote module (with stock items and materials) or an external estimating software, either way, it can then be imported into a Job Budget and then added to a Job Procurement list to order and manage as the Job progresses. A variation or extra materials/stock items can always be added later, via a Budget Variation or directly on the Procurement List.

Job Procurement lists are fundamentally all about a fixed quantity and potentially a fixed cost value by project(s). It is easier for site supervisors/foremen to draw down on stock/material quantities rather than creating a standard purchase order and worrying about costs, etc.

Benefits of Procurement Lists for the organisation:

• Quick and efficient quantity draw-down ordering of material/fixtures for the procurer at the sub-job level.

• Fixed quantities are ultimately fixed, so in a perfect world quantity procurement should never be short or oversupplied.

• In some cases, fixed quantity procurement of materials and fixtures for large sites can be claimed (Revenue) upfront. However, the ordering of procurement lists by sub-job can greatly assist with expense cashflow alleviating strain on the business finances.

• In the case of a business that has the Stock module setup, a standard set of parts/materials such as PVC Pipe, Copper, and Clips, that is consumed regularly for many projects via the yard/warehouse can be procured more efficiently and faster by drawing down on the list and creating the stock requisition.

• Ability to export a list of items from a Procurement list to send to a Supplier as a Price Request, and import the returned file to update Rates directly on the List.

• Multiple people working on the same Procurement List? we have improved communication between Field users/Foreman, and the procurement team creating the Purchase Orders.
  

  Image Added

• More details on Setup & Configuration here

Plant Service Logs widgets

...

Users managing Plant Maintenance Logs can now see at a glance what work is in the queue, and prevent work from going unnoticed or late.
A new card per Service type displays a count of the Logs per status. Clicking on each count will display the list of the specific Logs that fall in that category and status. Users can still use the filters if they want to find other records.

Plant Item Main tab - Redesign

...

Feature Revisions

Job

• Jobs List

  • Improved performance when opening a Job from the Job list. It was taking too long for Jobs with a high volume of Purchase Orders.

• Job Budget

  • Job Budget - bad link in Review/Approval email:
    In the email notification to users to Review or approve a Job Budget, the link to the actual budget was broken. This has been rectified.

• Contracts

  • Performance enhancements on Contract Claim reports:
    To optimise the rendering speed on some contract reports, we have made the following changes:
    

    1. wbContractClaim002 Contract Claim Schedule - All Items

       1. Replaced wbrsContractClaimScheduleLinesAll with wbrsContractClaimScheduleLines_Std

       2. Removed InvoiceAddress dataset; used address from wbrsContractClaims

    2. wbContractClaim003 Payment Claim Certificate

       1. Removed InvoiceAddress dataset; used address from wbrsContractClaims

    3. wbContractClaim005 Detailed Payment Claim Certificate

       1. Replaced wbrsContractClaimScheduleLinesAll with wbrsContractClaimScheduleLines_Std

       2. Removed InvoiceAddress dataset; used address from wbrsContractClaims

       3. Removed SetFooter dataset; unused

    4. wbContractClaim012 Contract Claim Schedule by Line Status

       1. Replaced wbrsContractClaimLines with wbrsContractClaimScheduleLines_Std

       2. Removed InvoiceAddress dataset; used address from wbrsContractClaims

    5. wbContractClaim015 Detailed Payment Claim Certificate by Line Status

       1. Replace wbrsContractClaimScheduleLinesAll with wbrsContractClaimScheduleLines_Std

       2. Removed wbrsContractClaimLines

       3. Removed InvoiceAddress dataset; used address from wbrsContractClaims

       4. Removed SetFooter dataset; unused
          

Dockets and Daysheets

• Contractor Daysheets

  • Initialise FinCo for non-employee users:
    Contractor daysheets can be entered by external people, users that are not flagged as employees. However, when creating a new user that is not an employee the Financial company of this user was not being set (as there was no Profit Centre selection).
    The system now sets the User’s Finco to the financial company of the Company the user is linked to. This allows them to enter Daysheets with no issues.

Purchasing

• Purchase Orders

  • Purchase Order - list of Workflow Approvers issue:
    We fixed an issue with the approval and the available approvers on Workflows.

  • Purchase Order - PO line pagination is not reset on opening another PO:
    Pagination of the PO lines was not reset on opening each new PO, leading users to think lines were missing, but were just on previous pages and they needed to navigate back.
    This has been rectified and a PO starts from Page 1 each time a PO is opened.

  • Purchase Order lines - docket receipts:
    When a PO line is receipted with a Docket entry in a Daysheet, the details of the dockets are displayed in the popup screen accessed via the Details hyperlink on each PO line.
    

    Image Added

• Vouchers

  • New Due date filter:
    A new Due date filter has been added to the Vouchers list with the following options =, >=, <=, between (equals, greater or equals, less than or equals, between)

• AP Invoices:

  • A new validation has been added that checksthat a Zero-rated GST type on the AP Invoice line matches a $0 GST value. The system will not allow saving a line where the GST is $0 and the GST type is non-zero rated GST, or viceversa - a non-zero GST $ value with a Zero-rated GST type. An error message will be displayed.

Stock

• Stock Issues batch - quantity rounding:
  Quantity value in a Stock Issues batch now allows for 4 decimal places.

• Tracking Category on Stock Issue Recoveries:
  Analysis1 (tracking category) on stock recoveries is now populated with the ExportCode of the profit centre of the stock location, so this information is exported to the financials.

Subcontracts

• Subcontractor Portal

  • Subcontractors were unable to save a Variation Request. This has been rectified.

• Subcontract Retention Trust Accounts Balance reporting:
  Subcontract Retention Statement:
  We have made enhancements to this report in line with other client-facing/external reports:

  • Removed report file name and reference to the Workbench instance.

  • Headers appear on every page (not only on the first one).

  • Changed Period/ Year to Month Year, to reflect until what period of time the data included in this statement is.
    

    Image Added

Plant

• Maintenance Log from Plant Enquiry:
  When opening a Plant Maintenance Log from Plant Enquiry, it now opens the Log with all the relevant Plant logs, rather than the Service Log design screen.

Billing

• Forecasts - exclude Finalised Jobs on Revenue Forecasts:
  When creating a new Revenue Forecast, Finalised Jobs will not display in the list and a revenue forecast will not be created for these jobs after being finalised.

Datasheets

• Inactive Datasheet templates:

  • Deactive name has been changed to Inactive.

  • On My Datasheets, users cannot create a new Datasheet from an inactive template.

  • On filters using a Datasheet template name, the 'inactive' label is now appended to an inactive template to make the user aware that the template is inactive.

Administration

• User password reset
  A 404 error message was displayed on the Reset password screen. This has been rectified, and it now displays like below:
  

  Image Added

Integration

Upvise 

• Access to Upvise Integration screen in Workbench:
  

  Image Added

  
  

  We have expanded the access to this screen to the Data Entry and Job Costing licences, as there are other types of users (not only Finance and System Admin) that require access to the export/import functionality.
  A user with a Data Entry or Job Costing licence will have the simplified view to use the "Export / Import" button. Last Update date is now also editable so users can backdate an import date, Save and Import.
  Finance licences or higher continue to have full access to the screen.
  

• Export Logs from Workbench to Upvise Jobs:
  With the new Drag & Drop functionality from Email, Service Logs can be easily created and automatically sent to Upvise. This allows for efficient allocation and action directly from Upvise.

  To enable this feature, a new Control Parameter has been introduced. When activated, it syncs Service Logs created from emails to Upvise, and concurrently exports and generates a corresponding Upvise Job.

  Here is the criteria for exporting a Service Log from Workbench to Upvise Jobs:

  • The Service Log must be created from an email.

  • It should not have a source ID (null), indicating that it was not initially created in Upvise and synced to Workbench.

  • The Company field must be filled.

  • The Job Code field must be filled.

Form Module Override

Upvise has communicated that the Form Module Override control will be disabled at the end of February 2024. This change is part of our ongoing efforts to enhance the Upvise platform and ensure a streamlined and efficient user experience. The Workbench team will be conducting a comprehensive analysis of all Upvise sites. During this process, we will identify and assess any instances where the Form Module Override control is currently in use.

Workbench will actively engage with a client where we have been able to identify non-standard use however clients who are aware of non-standard customisations to their forms should engage workbench support.