4.6.10 - 26 Jun 2023

Owned by Maria Harreguy
Last updated: Jun 28, 2023
8 min read

Workbench Release Notes

Hot fix Release 4.6.10.4

Scheduled Release - 29 June 2023

  • Upvise:
    Project PO old forms:
    This fixes a very particular issue where old Purchase Order forms on Projects are being used, and these POs were not being imported into Workbench.

General Release 4.6.10.2

Scheduled Release - 26 June 2023

  • Reverted changes on managing access to data imports, that were released on Beta 4.6.10.1, but we rolled back on 4.6.10.2.

  • Stock:

    • For ‘Standard' stock costing method only: Changes on the Period Opening values displayed on the Opening stock transactions on Stock Transactions list have been made. This is a display change only. The screen was always howing the current Standard rate and the calculated Cost using the current rate; where now it displays the Cost at the time and Rate calculated from that.

Beta Release 4.6.10.1

Scheduled Release - 19 June 2023

New Features

Billing

  • Surcharges and Discounts on AR Invoices:
    New functionality to generate an invoice line on an AR Invoice, as a % of the sales value which is derived from the sales value at the time of billing or as a fixed Rate.
    This can be used in different scenarios like applying discounts, adding Fuel charges, and a specific scenario is for Limitation of Liability for Equipment Hire.
    For businesses that hire equipment, and where a customer’s insurance cover does not extend to hired equipment this can be used to create a charge for that Limitation of Liability (LOL). The LOL charge is common to the hire industry and is normally 11% of the Plant Hire amount.

Setup

A. The list of Surcharge and Discounts is accessed from the menu Billing - Billing Setup - Surcharge and Discounts.
B. A surcharge (or discount) is defined either as a percentage or fixed rate, with positive values for surcharges and negatives for discounts.
C. The Invoice Sales Code and Description define the data for the generated line.
D. Specifies the Invoice line Sales Code to which the Percent is applied.
E. The surcharge (or discount) links specify where this is selected by default (not applied) either based on job or company (client).

Billing
F. On invoicing a related job or client company, use the Perform option to display the Surcharge and Discounts popup.
G. The linked surcharge (or discount) will be auto-selected but the user may elect to amend the selection as required.
H. Click apply to evaluate the surcharges and discounts that inserts manual invoice line based on their setup.
I. The surcharges and discounts are evaluated individually in order of sequence. In the example, two rules were linked and applied.
J. Rule sequence 10 ‘$115 discount’ is applied as a fixed value of -$115 with a ‘Sales’ sales code.
K. Rule sequence 20 ‘3 pct surcharge’ is applied as 3% on the total of lines with ‘Sales’ sales code
i.e. 3% * (7175.58 - 115) = 211.81
so depending on the generated lines' sales code, a later rule may apply to an adjusted value.

System Setup

  • General - GL Accounts:
    A new screen has been created where General Ledger Accounts and their details can be imported. This can be used for reporting purposes, where a report can read what kind of account it is and its name.
    There is a Data Import to import them. Note that on each import all accounts are deleted and re-created.
    Columns:

    • Sequence No

    • GL Code - this cannot be edited.

    • Description

    • Section (Type)

    • Subsection (SubType) optional

    • Category - 1 = Revenue, 2 = Job Cost, 3 = Other Cost

 

Feature Revisions

Jobs

  • Contracts - Forecast:

    • The Balance of Budget (BOB) calculation on forecasts by work centre, was not calculated properly when there was a Cost Category configured. This has been rectified.

    • Validation for Forecast updates:
      Further validation has been introduced so only a Forecast on a the first open period can be refreshed or created. Forecasts on Closed periods (past and future) cannot be refreshed or created.

      The system will now only allow the creation or refreshing of a Forecast in the first open Forecast Period, which is the Period that displays when you first select the Forecast tab.

       

      If you believe that you have selected the correct Period and are not able to create or refresh, then the Period Ends maintenance screen will need to be checked.
       

      After opening the Period Ends screen, change the filter to "Forecast Closed = no".

      Then review the open Forecast Periods and close the previous/old periods that are not required.



  • Budgets:
    The default Description field on At Cost Element and At Revenue and Cost Element inputs has changed for the following line types:

    • Plant: description was populated with the Activity, and is now populated with the Plant description.

    • Item: was also populated with the Activity, and has now changed to Item description (catalogue item or Stock item).

Lists

  • Companies Use GST flag:
    An update on how Workbench populates the Use GST flag on new companies synced from a financial system has been introduced.



    For new companies, the Use GST flag will be set to true only if the template company has it set to true AND the GST Number/ABN is populated in the financial system. A company must meet both criteria to have the Use GST flag enabled.

    For existing companies, the GST number/ABN will be populated only if this is updated/populated in the financial system. If the GST Number/ABN is empty in the financial system, the GST Number in Workbench will not be deleted.

Purchasing

  • Purchase Orders- Default Job Site address:
    When a new PO is created and an Address Job is selected, the Address Title now defaults to Job Site Address, which is the most commonly used address type if a Job has been selected. This pre-populates the address with the address on the Job Site. The Address title can be changed to any of the other options.



Subcontracts

  • Send email to subcontractor after approval? :
    A new setting has been added to enable/disable the question prompted after approving a Subcontract Claim.
    Setting: Enable Subcontractor Email Prompt on Subclaim Approval
    Enabled by default. Global setting only.

    • We have also changed the message in the pop-up screen to reassure the approving user that an email is not sent to the Subcontractor as soon as the Yes button is clicked. The yes button will open the Subcontract Payment Certificate report, so the approver can review it and send it if all is ok with it. By default the email to send the report to is populated with the Subcontractor Contact Email.

 

 

Plant

  • Financial Summary in Plant Enquiry:
    The Recoveries value was not being included in the Revenue Total, affecting the Profit/Surplus value. This has been rectified.

Expense Claims

  • AP Invoice creation when approving a Credit Card Claim:
    For users that had only a Credit Card Expense Claim company (and not the reimbursable expense claim company), on approval of the Credit card when the AP invoice is created the creation of this was failing. This has been rectified.

Billing

  • AR Invoice pdf attachment:
    A new validation has been added when an AR invoice is being emailed to a client. if the email does not include any attachments (like the Invoice PDF), the user will be prompted to try and send the email again, to prevent an email from being sent without a report attached.
    An example of when this could happen is if the user waits for an extremely long time before submitting the email, and the generated pdf gets deleted from the system because it's only meant to be temporary.

Month End

  • WIP Adjustments:
    A new filter has been added to find results that are different to a specific WIP Accrual value.

     

Administration

  • Application Access - Licence Matrix:

    • The new tab Contact Information now supports saving names that have apostrophes, or dashes. Even though the user already existed in Workbench, this screen was failing to save contacts with these characters in the name.

    • Purchased Licence (licence portal):
      For those of our clients that have already migrated to the new licence regime where the licence portal is available in the Licence Matrix screen, a new pop-up message will appear to users with a System Admin licence OR an Administrator role, if there is no designated Licence Administrator.

      This means the permission ‘Workbench Licencing Administrator’ has not been assigned to any users. To designate a Lic Admin you can do so by assigning the Workbench Licence Administrator role or by adding this permission to any other role. The licence administrator names will display in the Purchased Licences tab.

 

Integrations

Upvise

  • Expense Claims import from Upvise:
    When importing an Expense Claim into Workbench, for a user with a name that exists as an employee and a non-employee, the system is now defaulting to use the employee person over the non-employee person with the same name.

  • Training Records:
    When a Training Record is submitted with no expiry, there will be no task generated.

  • Equipment Records & Matrix:
    When an Equipment Record is submitted with no expiry, there will be no task generated. Blank records will display in the matrix in Grey instead of blue.

  • Job POs not linking to Service Log:
    A bug has been remediated where Job POs were not linking to the service log on import to Workbench from Upvise.

  • Upvise Plant Offhire Form:
    Where a plant assignment end form is processed, the "Off" flag on the plant assignment line in Workbench is now ticked along with the end date of the assignment populated.

  • Deprecate standard Upvise Template folders:
    Upvise form groups "Jobs", "People", "Companies", and "Plant" will no longer auto-create via the Upvise integration.

  • Job Imports
    A bug impacting Job imports using the Job Import spreadsheet has been resolved by Upvise.