Workbench Release Notes

Hotfix Release 4.6.21.4

Scheduled Release - 28 November 2023

Xero:
Fix an issue where some timesheets were not being exported on the Payroll batch.

General Release 4.6.21.3

Scheduled Release - 27 November 2023

Hotfix Release 4.6.21.2

Scheduled Release - 22 November 2023

Xero:
Rolledback changes done to lines with Cost rate $0 (see Integration section for details).

Beta Release 4.6.21.1

Scheduled Release - 20 November 2023

New Features

Jobs

Contract Claim Accruals process enhancements:
We have made changes to this process so that it is re-runable.

The new changes are only enabled with a new beta control parameter until we decide to make the change permanent. Use control parameter ‘BETA FEATURE - Enable Finalise Feature for Contract Claim Accruals’

The way the process has always worked makes the generation of claim accruals essentially irreversible because the system creates the reversal and moves the Entered and Approved claims into the next period as part of the process. So if there is something wrong, like an unapproved claim that should have been approved and exported, or maybe something wrong with the GL coding, the process could not be re-run.

New Contract Claim Accruals process

Previous version of Contract Claim Accruals screen

Changes done:

Removed the Profit Centre filter option on contract claim accrual generation as we want to ensure that accruals are always generated for all Entered and Approved claims.
When the claim accrual is generated with the [Generate & Batch] button, a batch of accrual records is created as of now, but it does not move the claims into the next period, nor does it create a reversal batch. An Accrual Record Count is populated on the screen (it is a count of Contact Claims included in the batch).
The claim accrual batch report can be run and checked, and if there are any changes required, the accrual can be regenerated with the [Generate & Batch] button.
The claim accrual batch can be exported and if there are any problems, the accrual can be unexported and regenerated, until it is right.
At this stage, the claim accrual records are flagged as provisional and are not included in reporting or on the Month End tab of the Job Enquiry. This is to avoid double counting the unapproved revenue (or cost) in the period.
Then, when the claim accrual batch is exported successfully, a new function in the claim accrual screen is available to Finalise the batch. This does the following:
- moves the claims into the next period
- creates the reversal batch
- removes the provisional flag on the accrual records
Things to consider:
- the system does not allow a new batch to be created if either
  (a) there is an existing unfinalised batch for that FinCo and period or
  (b) there are no unapproved claims for that FinCo (i.e. the accrual batch would be empty)
- Regenerating accruals removes the existing accruals before generating new ones.
- use control parameter to enable this new process.

New Subcontract Claim Accrual Process:
Similar to the way Contract Claim Accruals batches are created, we have now introduced the ability to create accruals for Subcontract Claims with a status of Entered or Approved before closing the financial period and need to be accrued. This is part of a bigger initiative that we are working on that is a solid and robust Month End Process that will capture accurately all Job transactions to reflect the Job’s accurate financial status.
This process can be executed from Month End/ Processes, same as Contract Claim Accruals.
And follows the exact same logic as Contract Claim Accruals new process described above:
- When the subcontract claim accrual is generated with the [Generate & Batch] button, a batch of accrual records is created as of now, but it does not move the claims into the next period, nor does it create a reversal batch. An Accrual Record Count is populated on the screen (it is a count of Subcontract Claims included in the batch).
- The subcontract claim accrual batch report can be run and checked, and if there are any changes required, the accrual can be regenerated with the [Generate & Batch] button.
The subcontract claim accrual batch can be exported and if there are any problems, the accrual can be unexported and regenerated, until it is right.
At this stage, the subcontract claim accrual records are flagged as provisional and are not included in reporting or on the Month End tab of the Job Enquiry. This is to avoid double counting the unapproved revenue (or cost) in the period.
Then, when the subcontract claim accrual batch is exported successfully, a new function in the subcontract claim accrual screen is available to Finalise the batch. This does the following:
- moves the subcontract claims into the next period
- creates the reversal batch
- removes the provisional flag on the accrual records
Things to consider:
- the system does not allow a new batch to be created if either
  (a) there is an existing unfinalised batch for that FinCo and period or
  (b) there are no unapproved subcontract claims for that FinCo (i.e. the accrual batch would be empty)
- Regenerating accruals removes the existing accruals before generating new ones.

Resource Scheduling

Enhancements on Job Scheduler:

To better assist those users scheduling multiple resources in a Project, like Employees, Plants, and needing visibility of what part of the project these resources are working on or should be working on, we have introduced

1. Navigation to past weeks, to be able to see what had been scheduled in the past.

2. Ability to schedule plant and employees at a Work Centre Level or Job level.

3. A new column Hours that displays the actual hours estimated to complete the work by an employee vs the hours the employee has been allocated to this event based on the % of Event and the Work Hours of the employee in the Employee’s profile.
For example, if a person works 8 hours per day and is assigned to a job with a 50% event percentage, the allocated hours will be 8 hours - 50% = 4 hours. This way, you can track the progress and performance of each job work centre.

Job Scheduler Viewer has same enhancements:

Reporting

Hyperlinks on SSRS reports:
We are enhancing our SSRS reports to support navigation from one report to another more detailed subreport using hyperlinks on a report record.

In the video below, there is a simple example of a Company List report, in which each Company name is a hyperlink that takes the user to a subreport displaying further details on the company. Navigation back to the original report is done by a link as well.

These URL links must be defined in the SSRS report. Control parameter ‘Report Server Folder' and 'Workbench V4 base URL’ can be used to construct the hyperlink URLs. In the future, we will provide an SQL function to build the URLs.

Feature Revisions

Purchasing

Vouchers
- Data script for Voucher Logs compatibility:
  Log support in Voucher was moved from header to line level. For backward compatibility, we have created a one-off script that will populate the log on the lines for those Vouchers already in progress with Log at the header level.
Purchase Orders
- Mobile purchase Orders not displaying saved lines:
  Approvals of POs created from the Mobile PO screen could not be approved as the saved lines were not being displayed. This has been rectified.
- Purchase Order Workflow - Assign Approver popup:
  When only one Reviewer was available in the approval workflow the pop up screen to assign a reviewer was not displaying not allowing the user to select the approver (when there were more than one possible approver). This has been rectified.

Subcontracts

Retention Trust Account details on a Subcontract can now be queried from a Sharpelright report, as this has been added to the Sharperlight Data model 2.5.2.0
Subcontract Retention Trust Accounts Balance reporting:

The Review step is now optional. This is to cater for those cases where the person who generates the report and also sends the report is the same one, so reviewing wouldn’t be required; Generate & Bulk Send would suffice.
Subcontract Retention Management screen Totals:
Totals at the bottom of this screen now include ALL the results in the filters applied, (and not only the current page).
Subcontract Retention Statement:
We have made enhancements to this report in line with other client-facing/external reports:
- It displays the letterhead of the Location on the Subcontractor company.
- Added Excl GST on the Retention balance column.
- Improved formatting of the Retention Trust Accounts details (table format).
- Removed Job Account Manager
- The supplier name only appears once now.
- Order of the list is By Job Asc
Work Order - Deleting a Subcontract Claim doesn't uncomplete completed lines where appropriate:
When a Subcontract Claim is deleted the system now will ensure that
1. outstanding values are restored,
2. the purchase order line completed value is set to zero (uncomplete) where relevant,
3. and the work order (header) completed value is set to zero (uncomplete).

Quotes

Enhancements:
- The Markup from an Activity Code now populates a line after entry.
- Fixed a NaN (Not a Number) error value displaying sometimes on the Area, Weight, and Volume fields.

Service Desk

Log Write Off Utility:
When logs are billed, especially on a quoted basis, unbilled transactions could end up incorrectly recorded in WIP, even though the log is finished with. A new utility has been created to retrospectively write off transactions on billed logs.
Utility Parameter: Year/Period
At some stage, we will change the billing process to handle this.
Service Logs List - Import emails into Logs - UI enhancements:
The drag & drop area for emails to be created into logs was too large and was taking up too much space. We have reduced its size, so it does not take up space from the Logs List. Functionality remains the same.

System Setup

Creating a new activity from an existing activity:
When creating a new Activity copied from an existing one, ta fix has been made to ensure the Activity Groups are also copied from the original one.
Closing a Work Centre:
When a Work Centre is closed, on either the Job screen or Contract screen, the system now populates the JobWorkCentres.ClosedByID (person who closed the WC) and ClosedDate columns. Or alternatively, remove the date if opened.

Administration

Licence Matrix- What’s included in each licence:
A new print icon has been added for ease of access to the report that shows what screens in Workbench each licence can access. Each licence name is also a hyperlink to this report, but to make it more obvious it can now also be executed from the new print icon.
Licence Matrix guidance warnings:
The guidance message when assigning role licences to users that already have a Finance and System Admin licence now ignores any third-party licences being assigned like Sharperlight and Upvise.

Integration

Xero

Error Message When Cost Rate is 0: This changes have been rolledback on a hotfix.
When exporting AP and AR Invoices to Xero if any one of the lines has a cost rate (FCamount/quantity) less than 0.005, then the invoice won’t be exported and the user will get an appropriate error message. This is because Xero will round the cost rate down to 0 (rounds to 2 decimal places), which is not valid.

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 Data Entry or Job Costing licence will have the simplified view to use the "Export / Import" button.
Finance licences or higher continue to have full access to the screen.