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Workbench Structure

Workbench Structure

Overview

Workbench offers comprehensive job management capabilities, seamlessly integrating with multiple systems and providing mobile functionality. The following diagram illustrates the Workbench framework and its connections with other entities as outlined below.

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Detailed structures and framework of Workbench

Workbench System

Key Modules

The central focus is the job, functioning as a business project. This core focus offers comprehensive insights into all job costs, detailing their origins and distribution. Key modules include:

  • Jobs: Manages flexible jobs components as described in the Work Breakdown Structure, includes templates, budgets, variations, contracts, cost-to-complete, cash flows, and Work In Progress.

  • Procurement: Covers the instead of all purchasing process with purchase requisitions, purchase orders, procurement lists, site dockets, vouchers, and invoices.

  • Billing: Includes invoices, credits, bulk billing, contract claims, retentions, and claim accruals. Read more.

  • Plant Management: Tracks the usage, profit & loss, budgets, daily issues, hire schedules, maintenance, and faults. Read more.

  • Stock: Manages catalogues, multiple locations, various goods, serial number tracking, and stocktaking. Read more.

  • Workforce: Handles scheduling, timesheets, contractor, dockets, award interpreter, leave requests, and expense claims.

 

General Properties And Features

In addition to these core modules, Workbench includes features that are extensively applied across various modules:

  • General Ledger Accounts: General Ledger Accounts can be imported to be used later in reports or throughout the system

  • Tax: Workbench enables the creation of various tax types based on GST categories, accommodating the operational needs of businesses and the tax requirements of different countries.

  • Currencies: Workbench supports multiple currencies. System administrators have the ability to add or modify currencies, their respective rates, and the conversion rate between Local Currency (LC) and Foreign Currency (FC), which can be updated at any time.

  • Retention: In Workbench, retentions are utilised within the Contract Reports and Subcontracts to reserve payments for a specific duration, typically after the expiration of a maintenance or warranty period. It is possible to establish various codes to cater to distinct client needs, and certain codes may apply to both Contract Reports and Subcontracts.

  • The Project Trust Account is supported by Workbench. It is a dedicated bank account for construction projects, ensuring secure payment management for contractors, subcontractors, and suppliers. This reduces insolvency risks and ensures funds are exclusively used for project-related expenses. Read more

  • Locations in Workbench are used for multiple purposes:

    • The source of default document numbering such as Job Sales Invoices and Purchase Order numbers when creating various records in Workbench.

    • The physical locations of groups of Employees.

    • The physical locations of groups of Companies.

    • To hold the Letterhead/Logo to be printed on documents (such as Purchase Orders and Job Sales Invoices) for that Location.

    • A location is attached to a Profit Centre, and a Profit Centre is attached to a Person.

 

Reporting

In Workbench, each module has its own reports that can be accessed in the Site map:

  • Contract Reports

  • Job Reports

  • Purchase Reports

  • Stock Reports

  • Subcontract Reports

  • Plant Reports

  • Timesheet Reports

  • Billing Reports

  • Scheduling Reports

  • System Reports

Reports can be customized through the System Setup by a System Administrator. Additionally, integrated reporting software is available for use.

 

Data Transfer And Integration

Workbench offers the Data transfer function to integrate to other systems:

  • ERP / Financial System: MYOB, Xero, SAP Business One, Business Centre for:

    • ERP / Financial System: The core system that handles Accounts Payable (AP), Accounts Receivable (AR), General Ledger (GL), and Payroll.

    • Accounts Payable: Manages AP & AR invoices, GL journals, and timesheets for payroll.

    • Accounts Receivable: Handles client and supplier records, payments, and receipts.

  • Reporting system: SharePoint, Power BI, Shaperlight for generating reports.

  • Third-Party Systems Integration with external tools:

    • CRM Tools

    • Estimating Programs

    • Excel Spreadsheets

    • AP Automation Tools (e.g., Kofax)

    • Timesheeting Systems.

    • Inventory Systems

    • Xtracta for image document.

  • Workbench APIs are available to other systems and businesses for integration.

For any Workbench API integration enquiry, contact us via enquire@workbenchinternational.com.

 

Workbench Mobile (Upvise)

Supports a variety of operations, particularly for field activities through Upvise, a third-party mobile software that integrates with our Workbench system as a partner.

  • Labour: Training & tickets, scheduling, timesheets, and expenses.

  • Equipment: Prestart, fault tracking, scheduling, meter readings, geo-location, and maintenance.

  • Site Safety / Compliance: SWMS (Safe Work Method Statements), digital forms, incident tracking, and knowledge base.

  • Project Management: Drawings, tasks, and punch items.

  • Quality: Inspection test plans, test certificates, and punch lists.

 

 

 

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