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Beta Release 4.5.6.18

Scheduled Release - 08 Jun 2021

Xero Certification

We are so excited to announce that we have been officially certified as a listing on the Xero app marketplace! We can't wait to introduce our Automation products and services for those looking for help with their day-to-day accounting processes. It's going to make everyone's life just a little bit sweeter.

New Features

Subcontractor Portal - BCI Timesheets

This feature supports the scenario where the preference is for the subcontractor to capture their time directly in Workbench, so require an individual timesheet license; rather than the Daysheets approach where an internal supervisor creates the timesheets on behalf of the subcontractor.

Pre-requisites (as-is)

  • Subcontractor Company is setup indicating ‘Use Buyer Created Invoices’.

  • Employee Class is setup for subcontractor users with a recovery GL Account.

  • Activities are setup for subcontractor users who will be entering standard time activities.

  • Subcontractor User is setup as per Subcontractor Portal user, linked to subcontractor company, but ticked as employee with subcontractor Employee Class.

  • The subcontractor user has the ‘Subcontractor Portal’ license.

New Configuration

  • Site Map Profile for subcontractor users should be ‘Subcontractor Portal’ and this will include Timesheet Daily.

  • Profit Centre Group must be setup to limit to applicable jobs for timesheets .

  • Setting 'BCI Timesheet Job' by FinCo specifies the Job to use for the aggregate transaction when selecting timesheets for a buyer created invoice.

  • Setting 'BCI Timesheet Activity' by FinCo specifies the Activity Code to use for the aggregate transaction when selecting timesheets for a buyer created invoice.

The accounting story

  • We set up a GL Account that we use as a clearing account for this process

  • This is specified on both the employee class recovery GL account (when it will be a credit), and on the activity which we use on the RCTI line (when it will be a debit).

  • So after the labour journal and the AP Invoice have been posted, this clearing account will net to zero in the GL and we will be left with (a) job costs from the timesheet (debit) and (b) Account Payable (credit).

  • There will need to be specific employee classes configured, different from standard employees.

  • We will need a job and activity to put the RCTI line against. These need to be only for this purpose, and be unavailable for use in any other data entry. So Settings for the job and activity to be specified and available by FinCo.

Subcontractor User Process

  • Timesheet Daily will be used by the subcontractor user entering standard time activities; these could be limited by their activity group to the relevant activities.

AP Invoice Process

  • BCI Timesheet Lines button displays a popup of timesheets to select for generating AP invoice summary line. The button is hidden if BCI flag is not enabled.

  • The selected timesheet lines are aggregated and coded as per the BCI Timesheet settings.

  • The standard ‘Recipient Created Tax Invoice with Dockets, Timesheets’ report has been enhanced to accommodate this scenario.

Feature Revisions

Lists

  • Company - Several enhancements have been made to improve the control of company information.

    • Financials tab, Extension Columns tab, Insurances tab now requires their respective permission to edit, specifically 'Edit Company Financial', 'Edit Company Extension Columns', or 'Edit Company Insurances' permissions respectively. These are included on standard Finance and Data Entry roles for backward compatibility.

    • Certificates tab now requires 'Edit Company Certificates' permission, also included on standard Finance and Data Entry roles for backward compatibility. Attachments and the Review tickbox are now supported.

    • A notification email is now available on a new company creation. The recipients defined by the ‘New Company Notification’ setting receive an email based on the ‘Notification - NewCompany’ template.

Purchasing

  • Purchase Order -

    A Recost function is now available on editable POs. This feature updates the Catalogue related PO lines and displays the updated costs and totals in the grid.

    • The current supplier Catalogue Line costs are updated into the lines and totals recalculated.

    • If the current Catalogue Line is from a different supplier than specified in the PO header then if the PO supplier also supplies the catalogue item, the PO Line Code is relinked to the catalogue of the PO supplier, costs are updated into the lines and totals recalculated

  • Inwards Goods - The PO picker has been tweaked to:

    • Rectify an issue where the supplier continued to filter the PO picker after the Supplier picker was cleared.

    • Exclude work orders from the list.

    • Exclude zero outstanding PO’s even though the control parameter ‘Receipt more than To Receipt’ is set to No.

    • Exclude Docket POs.

  • AP Invoice -

    • The Received Date has been moved after Invoice Date in the General section to improve usability.

    • A standard Extension Fields section has been added for client that capture AP Invoices directly. As per usual the extension columns must be defined for Extension Type of APInvoice for the Extension View named Web Portal.

Contracts

  • Forecast - Rectified an error when approving a forecast. This was inadvertently introduced with new beta functionality in 4.5.5.12. 

Work Breakdown

  • Profit Centre Group - Rectified an issue on the Jobs tab that prevented correct pagination.

Stock

  • Stocktake - An additional step was added to the Save action of Stocktake Adjustments to mitigate a scenario that could resulted in unspecified GL accounts.

Dockets

  • Docket Cost Schedule -

    • Added a Job column to the History tab with filters for Job and PO Complete; the Procurement tab now allows lines to be uncompleted.

    • On creating the PO, the Job prompt will now display an indication of the number of POs that would be created in case your filters have hidden some rows.

    • The Activity and Work Centres on the lines to purchase will also be validated against the specified Job and an error display if relevant.

Daily Diary

  • Daysheet - The Docket tab now support validation of the Job/Docket Number combination. The control parameter 'Daysheets Duplicate Docket No Checking' may be set to No, Warn, or Disallow; the default being Warn.

Service Desk

  • Logs Mobile - Optimised the logs list performance and added pagination support.

  • Log - Status vs. Workflow Status - To better support backwards compatibility some of the previous Status behaviours have been re-introduced after the split of the statuses.

    • Completed is again set on the Status field when Complete Date is specified, but only if it is a defined option; this applies on web and mobile screens

    • Allocated will be set on the Status field if the Log is Reopened on web screen

Expense Claims

  • Expense Claim - Rectified an issue to allow attachment of different file types.

Quote

  • Quote - Rectified an issue of the Cost Sheet listing on the Cost Sheets tab where is was not sorting correctly on the Sequence.

Administration

  • Xero Integration - The screen implementing the previous Xero authentication model has been deprecated so there will only be one Xero Integration screen for the current authentication model (OAuth2).

  • Data Import - Updated the import template for Companies (wbImportCompanies).

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