Note:

• Permission Reopen Service Logs: This permission enables the Reopen button on Service Logs. Sets the Workflow Status back to Allocated.

• For the configuration and setup of Service Agreements, Log Types, and Log Service Types, the Workbench legacy platform is still required.

• Log No is a system-generated sequential number based on the Next Log Number setting, that can be configured at a Global level, by Financial Company, Location, or Profit Centre relative to the user creating the Log.

• Log By is the name of the user who created the Log.

• Created Date

• Status vs Workflow Status
  Status is a manual selection of custom/user-created statuses defined in Statuses as Log Statuses. They can be manually changed at any time, and in specific steps, updated by actions taken on the Log, to keep it in line with the Workflow Status.
  Workflow Status is always the current status of the Log and is updated by the system depending on which stage the Log is at. This status is split into two: {Progress Status of the Log} - {Billing Status of the Log}.
  Generally updated by actions taken with the buttons or Updated by the Upvise Integration:

  • Entered when just created

  • Allocated when assigned to the employee that will perform the Job. As soon as the Log is created as saved

  • Completed once the Completed Details are populated ( the Log is given a Completed date/time).

  • Finalised is a decision made by the person invoicing, and indicates the Log is locked and no further action is required. This status is often used when the invoicing is not Input or Output based, and there is no link between the actual invoice for the work done on the Log and the Log. This could be that manual lines are created to charge for the work done, rather than using the transactions generated by the Log that can be selected on get Sales. So the user invoicing must indicate that the Log has been finalised. And the Billing Status will still show as Unbilled because the Log transactions have not been included in an Invoice.

    Plus the Billing status of the Log

  • Billed after all the Costs and/or Outputs on the Log have been billed, regardless if the Log has been completed and reopened.

  • Unbilled when there are any unbilled Costs or Outputs on the Log, regardless of the Progress status.

  • Part Billed after the Log was billed and additional Costs/Outputs are added.

Status is a legacy attribute from Workbench MDE (legacy platform) and Workflow Status is a native attribute from Web Workbench. Status columns can be hidden from the Logs list if it is not necessary.

Log Workflow Status & Upvise Job Status: Workbench Logs and Upvise Jobs statuses do not always match 1 to 1. In the Logs List, you can filter using Workbench Workflow Status. There is the option of using the Language Translation feature in Workbench if you want to display the Upvise status equivalent.
Status mapping below:

• Service Agreement displays a list of Service Agreements for selection. If a Client has already been selected, only Service Agreements for this Client will display.

• Original Scheduled will be populated with the Scheduled date and time in which the Log was created. Once created The Scheduled date and time can be changed and use this field to record the original date. This is editable.

• Scheduled or Scheduled Start The date/time when the work is scheduled to be done.

• Expected hours is the number of hours estimated for the completion of the work.

• Expected Value to indicate a quoted amount or approximate amount for the Job. This could be useful for the person invoicing to compare the amount o fthe actual transactions being billed vs the Expected Value. In some cases it can be used as a Quoted value and when invoicing just overwrite all transactions and sell the work for this amount.

• Expected End is the estimated date/time of completion.

• Priority displays a range of priorities that can be configured under the Log Priorities screen. If the Service Agreement has a limited option of Priorities, the available list will be limited by those on the Agreement.

• Allocated To is populated with the name of the employee that creates the Log. It can be changed. This may initially be a Supervisor, who will later change it to the person who will actually perform the work. If the selected Service Agreement has a default Allocate To person, this will be used used to populate the Allocated To person.

• Description: A manually entered description for this Log. There are some options to default the description from other places, which can then be overridden:

  • If the selected Service Agreement has a default Log Description this will populate new Logs under this Service Agreement.

  • If an Asset has an Asset Attribute of 'Log Description' then the Asset Description automatically defaults to the description.

• Charge Type If this is populated, then the log may be billed directly from the Log screen with the Invoice button, and that charge type will be used in the billing process (regardless of the Job’s Charge Type), otherwise, the Invoice button will be greyed out.

• Client If a Client is selected, this serves as the filter for the next selection of Service Agreement.

• Job Code this is the Job Code against which the costs and revenue associated with this Log will be recorded. If the Service Agreement has a default Job Code, this will default.
  This can be either a Client Job or a Plant Item. Equipment repairs or maintenance work are typically recorded via a Service Log.
  If the Job code needs to be chnaged after transactions or Job outputs have been entered you must usea utility for this, as the Job code is locked once transactions have been entered.

• Asset being the Assets to be worked on under this Log. Assets can be created from Assets screen.

• Order No is the Client Order No for this Log (optional)

• Log Type is manually selected from a dropdown list.

• Variation use this filed to link the work carried out on this Service Log to a specific Approved Variation Budget.

• Reference

• Log details provides a space for instructions to the person that will be providing the service.

• Arrived on Site The date/time when the Allocated To person arrived on site to commence work. This will be recorded when the contract under which the work is being done requires this data as a KPI. This will typically be entered by the Allocated To person from his Upvise app or from the Mobile Service Logs screen on Workbench. This data is optional.

• Service Agreement and Asset will not display if this information has not been set (note that this is only maintained from Workbench legacy platform - MDE)

• Address Title is a list of addresses on the Job, Job Site Address and addresses on the Client. Map button opens Google maps on a browser with the address indicated in Site Address

• Site Address will be populated with the address on Address Title selected. It can be manually entered as well.

• Site Contact is a text field to enter the name of a person that will be onsite and can be the primary contact. Contact Phone No and Contact Detail can also be populated and are related to the Site Contact.

Attachments can be loaded here. Also, any attachments loaded on an Upvise Job or sub-Job linked to this Log will be imported back to Workbench and displayed on this tab. Additionally, all Upvise Forms on the Job or subjobs will be attached to the Workbench log as PDF files.

Use Extension columns to define and capture specific data that is not captured on any other standard fields. Use LogHeader Extension type and create views to group data and display on this tab.
The Extension tab supports conditional extension views (These definitions are generally MDE compatible, although minor adjustments to Combo List syntax may be required in some instances).

Steps to create new custom columns and views below:

A. From Extension Column screen select the Extension Type to configure. Use LogHeader (i.e. Log Maintenance) for Service Logs.

B. Click Views to navigate to Extension Views Maintenance.

C. Select the View to edit or create a new view; the example created an 'Address Details' view.

D. We assume there are no appropriate Criteria, so we select New from the ellipsis menu.

E. The Criteria popup is displayed and we specify the details; specifically LogHeader.ServiceAgreementID as the criterion field. If we want a default section that always displays then define a Criteria of 'Form Default' with no table column selected.

F. On save the criteria is available.

G. We select our new criteria.

H. We specify the Criteria Value for which the view is displayed e.g. an ID value of 12; note this time it is a numeric key, in other instances, it may be a more readable string.

I. We specify the fields to display in the view.

J. We Save our view configuration.

K. Preview will display an example from our data if we have any data meeting the criterion.

Time can be entered for any employee that worked on this Job. This screen behaves the same way as any of the other Timesheet entry screens (Daysheets, Timesheets). OutputMeasure can be used to indicate the number of Outputs completed by that person in that period of time. This is not to be confused with Job Outputs on the Outputs tab.

Dockets are designed to capture a variety of bulk supply or external labour items. Dockets provide immediately recognised costs on jobs.

To create dockets, the appropriate Docket Cost Schedules must already be created and applied to Job.

Internal plant issues can be entered here. Only Plant activities are allowed on this tab.

The Plant issues are automatically entered in a system-created Plant Issue batch opened for the period. If there is not an opened batch, the system will create a new one. The batch is assigned to the Financial Company of the Plant Item's Profit Centre: Plant → Profit Centre → FinCo.

Plant Issues that have been invoiced are ready-only and cannot be edited or deleted.

All Purchase Orders created from this Log will be displayed with a direct link to open them to check any further details on these POs.

Every AP Invoice line generated from Purchase Orders linked to the Log will be displayed on the bottom section. There is a direct link to each AP Invoice and each PO, which can be used to verify if goods have been receipted.

This tab allows the user to create Stock issues and Stock returns. The Stock location is defaulted to the Default Stock Location for the ‘Allocated To' person, even if that is is not a valid location for the selected stock item.

For Stock issues, the quantity must be a positive number. For Stock returns, the quantity must be a negative number. Stock returns are permitted on a Stock Location where this Stock did not exist before.

Allows entry of Job Outputs against this Log. The allowable Outputs are those in the Schedule(s) attached to the Job Code on the Log. See Log Outputs

Completed
The date/time when the work on site is Complete. This will be recorded when the contract under which the work is being done requires this data as a KPI. This will typically be entered by the person in charge of the Log. It can be done from Workbench Mobile Logs or from Upvise Jobs. When using Upvise Jobs, Arrived On Site Time, Completed Date, Time, and Details will be synced from the Upvise Job.

When Completed Date/Time are populated, the Log status will automatically change to Completed, becoming read-only. The comments on Completed Details will become the Job Invoice Comment by default.

Financial Summary & Invoices

Provides a grid of financial summary of each Tab with - Tab Description, Quantity, Cost, Retail, Billed, and Margin.
There are two Job Invoices grid:

• First grid includes Invoices that have been created using the [Invoice] button from the Log. These Job Invoices include only transactions from the Log being billed.
  

• Second grid lists invoices created from the Bulk Invoices Creation screen, that include any JobTransactions or JobOutputs relating to Logs (and may also include other transactions to be billed for the Log’s Job). When invoicing from Bulk Invoices Creation, the status of the Log will be changed to Billed, same way is done when invoicing from the Log using the [Invoice] button.
  Note that Value on this grid is the total of billed Transactions and JobOutputs for the log on the invoice, not the Job Invoice total which may include additional costs).

This section can be hidden using Control Parameter 'Log Maintenance Retail Values' to Show/Hide retail values for All jobs. The default value for this CP = Yes

Datasheets can be created directly from a Daysheet. A new datasheet created from here will automatically be linked to the 'Allocated to' user, and linked to the current Log.

A new Datasheet can only be created if a Logs Datasheet Template exists.

Multiple Datasheets can be created.

The purpose of this feature is to make communication about the log easy and effective from one single place. Communicate with people involved in this Job, ask for input or inform them about progress or issues. Message history is recorded and available to everyone with access to the Log. Changes in the workflow status are automatically recorded here by the system, with time and date stamp and user name.

This is a space to plan and schedule the resources required to perform the job. Additionally to the 'Allocated To' person on the main tab, other employees can be scheduled from this tab. The People and Plant scheduled here will also display on People Scheduler and Plant Scheduler. Changes done from the Schedulers will be reflected here and vice-versa.

The list of people available will be limited to the availability for the Start and End time entered on the Resourcing line. This functionality is for scheduling purposes only, and not to raise job costs.

Analysis Transactions tab allows work analysis of what was actually done against this Log. Legacy functionality only compatible with Workbench legacy platform (MDE).

This area can be used to capture specific issues related to the Service Log. This could be related to Health & Safety or any issues or events clearly defined in internal procedures. The Defect types can be defined on Metadata Editor, using DefectType Class:

Multiple notes can be added. However, this tab is mainly used by the Upvise Job integration, and all Notes from Upvise Jobs and subjobs are appended here with an Upvise note type.

• Print prints the default Service Log report.

• Upvise this button only appears if there is a synchronisation of Upvise Jobs with Workbench Logs. Use this button to navigate to the Upvise Job.

• Perform button options:

  • Create Planned Logs:

This option allows a user to duplicate an existing Log into one or multiple ones. After clicking on the button a menu opens a popup screen where the following fields can be specified:

• Start Date

• Frequency - weekly, fortnightly, monthly, quarterly, 6 monthly, annually

• Number of Logs

On confirmation, a set of new Logs will be created.

• Transfer Transactions:
  Opens the Job Transactions Transfer screen displaying by default all the transactions on this Log ready to be selected and transferred to a different Job Code.

• New PO
  Allows creation of a Purchase Order against the Job Code on the Log.

• Invoice will create an invoice with all the transactions that have been entered on this Log so far. When clicking on this button, the user will be prompted to confirm if a Job Invoice is to be created. Once confirmed, a Job Invoice screen will open. See the [Invoicing a Log] section at the bottom of this page for details.