Workbench Release Notes

Leave Management

• Leave requests can now support fractions of an hour:
  Fixed a display issue where leave requests were not displaying correctly. Data was ok, only a display issue.

Job sales invoices - incorrect status

• Fixed an issue where the incorrect workflow status was being displayed in Job Invoices List.

Things we are busy working on...

Project Trust Accounts On Contracts.

Contract Claims: New approval process on Contract Claims to resemble the certification process.

Contract Claims: record claimed and certified values on each Claim (like in Subcontract Claims).

Custom Views on List screens, and exploring the ability to add extension columns to these views. This will expand your reporting ability on the List screens.

Audit for configuration changes.

Month End Process.

Analysis graphs on Sales Invoices.

🔨 Interval- Based Equipment Maintenance in Upvise (e.g. 250-hour increments- 250, 500, 750, 1000 repeat)

ITP Module in Upvise (Email support@wbi.freshdesk.com for Expression of Interest)

Upcoming Changes

Contract Claim Process - upcoming changes you need to know

Open

Schedule-Based Sales - new Get Sales screen

We will soon make changes to improve the Claiming process on Contract Claims, and users will soon be able to:

1. Capture This Claim Claimed Values

2. Capture this Claim Certified Values.
   
   

With the Contract schedule claiming process, we recognise the importance of capturing the final certified value and the actual claimed value to have a full picture and history of the claims (similar to how it is done on Subcontract Claims).

This means there will be a slight change in the process in which we aim to replicate the two stages in a real scenario. This will be released in the upcoming release and announced in the Release Notes.

Open

Feature Revisions

Purchasing

• Vouchers - performance improvement:
  Changes have been made to improve the performance on the Vouchers list screen. No visible changes in the User Interface (UI).

Subcontracts

• Work Order - stop Edit/Delete of Attachments in Approved WO:
  Attachments in Approved WO can no longer be edited/deleted.

Timesheets

• Daily Timesheet - editable Plant Issue activity:
  Plant issue’s default Activity code can now be edited and changed (same behaviour as in Daysheet Timesheets).

Leave Management

• Leave requests can now support fractions of an hour:
  Leave requests can now be requested in days, hours, and a fraction of an hour. The fraction of an hour should be the same as what a user can enter on a Timesheets. For example, if the Timesheets time intervals are 15 minutes, then the minimum request should be 15 minutes and not less.
  
  

Billing

• Job Invoice - default GST Type for Clients that are not GST registered:
  For a Job that does not have the Use GST flag ticked, when a Contract Claim or Sales Invoice is processed, the GST Type Code in the Control Parameter "GST Type for No GST Client" will be used to populate the Invoice lines GST type CODE and not defaulted from the Sales Code. If the CP is not populated, the system will use the first 0% GST Type Code.
  
  

• Changing Activity on Time transactions when selling:
  When using Input-based billing (Cost plus) users can change the activity on a Time transaction to sell the work done by certain employees as something different. For example, work done as a Skilled Labourer to a Foreman. Typically, a Price code with a combination of activities and Employee classes would be needed so the time transaction can not only be re-costed (due to the change in Activity) but also can be re-priced (based on the Price code rule for the Employee Class + the new Activity) when generating the invoice.

  • The Invoice radio button has to be selected for the Activity to be editable.

  • Only users with specific permission (Edit Activity Code on Time Transactions ) can edit the Activity.

  • The selected Activity will be validated as per usual against the Job Activity Group.

  • The transactions with Activity changes will be recosted and repriced on clicking Save and Generate Billing for invoice generation.

  • Activity changes will be logged in the invoice history.

Another way of achieving this is by using Labour Costing Groups, which set specific rules on a Job to map an Employee Class to another Employee class automatically at Timesheet entry.

• New History & More button on Job Invoices:
  We renamed the Perform button, which groups all actions on a Job Invoice, to More (in line with the design in Purchase Orders).
  There is also a new option called View History, where the event 'Line Activity Edited' is recorded (related to the functionality described above).
  
  

   

• Slight design change on Job Sales Invoices

  • You will notice a new pencil at the end of each Job Invoice, which opens Debt Management screen, which before was accessible via a hyperlink on the Outstanding amount.
    
    

  • The Currency filter is not available anymore. We will soon release options to create multiple Views of the Job Sales Invoices, where you can have a View in Foreign Currency and a View in Local Currency.
    
    

Fixes

Jobs

• Contracts - Project Trust Account Eligible Costs report:
  It now excludes paid AP Invoices & Subcontract Claims.

• Job import error:
  We fixed an error when importing subjobs with a job numbering like '.01'.

Stock

• Fixed report Stock Valuation Now Report by Location to use the current Valuation Method (instead of always using average)

Subcontracts

• Misleading error on subcontract claims:
  When a subcontract claim is batched, and navigating away from this page an invalid error comes up even after saving. This has been fixed.

Timesheets

• Payroll Detail Report:
  Ordering of data has been fixed, regardless of whether using filters to run the report or not.

Month End

• Export Control - check export batch permission:
  When the "Batch Administration" Permission is not present, disable the Export button regardless of the licence.

Integration

Workbench API

• Modified APInvoicePurchaseOrderDetail to accept GST Value and GST type:
  Clients using the API method APInvoicePurchaseOrderDetail are getting an error when creating an AP Invoice from lines where the GST on the activity is a non-zero GST type and passing a GST value greater than $0 and vice versa.

  To overcome this error, we have added support for GSTTypeValue field in the APInvoicePurchaseOrderDetail API. Calls to APInvoicePurchaseOrderDetail can include a GST Type Code on the rows, and this will be used to populate the invoice line, rather than the GST type code on the activity. Note: if GSTTypeValue is left blank then the GST Type on the activity will be used, to support backward compatibility.

  Example API request body, including the new GSTTypeValue property:
  
  

  { "Form": { "Key": { "BatchNo": "2172014" }, "DialogHeader": { "InvoiceNo": { "StringValue": "5791" }, "APReference": { "StringValue": "AG Reference" }, "InvoiceDate": { "DateValue": "08-Aug-2017" }, "PaymentDate": { "DateValue": "08-Aug-2017" }, "PONo": { "SelectedValue": "600113" }, "Supplier": { "SelectedValue": "1357" } } }, "Rows": [ { "ThisQuantityValue": { "CellNumValue": "1.00" }, "ThisValueValue": { "CellNumValue": "4000.00" }, "ThisGSTValue": { "CellNumValue": "500.00" }, "GSTTypeValue": { "CellId": "P3" }, "RemainingQuantityValue": { "CellNumValue": "0.00" }, "RemainingValueValue": { "CellNumValue": "0.00" }, "LineCompleted": "true", "CurrentKey": { "PurchaseOrderLineId": 1547 } } ] }

MYOB Advanced

• AP Payments not being imported:
  Due to a recent MYOB Advanced update where the Type property on the “Cheques and Payments” details screen has changed from “Check” to “Payment”, the AP Payments were not being imported. Workbench has been updated to look for the new type.

Xero

• Leave exports failing when leave title too long:
  Leave applications were failing to export to Xero when the combination of the employee name plus batch number, which is populated on the Leave description in Xero, was greater than 50 characters (example: Example: "WB Employee: SusanaBeladioamandiru, Batch: 1240003"). This is now trimmed after 50 characters.

Upvise

New “Group” filter in Asset & Equipment Combo Box

Upvise released a new group filtering option for “Asset” and “Equipment” Groups within the Form Template Combo field Editor. Now, whenever "Asset" or "Equipment" Type Combo is selected, you can easily specify the desired Asset Group or Equipment Group directly in the filter options.

Benefits:

Aligns the combo box options with other combo box filters like "Contacts."

Streamlines the template customization process, making it more intuitive and efficient for users to manage and categorize their assets and equipment effectively.

Mobile Equipment Sort Order- Categories

In response to feedback from plant managers, the sorting functionality in the mobile view of equipment listings by category has been changed. Previously, equipment was sorted by description, leading to confusion among managers who rely on unique IDs for quick and accurate equipment identification.

The sorting logic in equipment categories has been updated to align with the general equipment list view, which sorts by Equipment ID. This enhancement ensures that equipment items are consistently listed by their IDs, facilitating easier access and improving operational efficiency by enabling quicker identification and fewer errors in equipment handling.

Job Completion Settings - Mandatory Forms

Previously, users could select any form, regardless of its linkage to a specific job, as a mandatory form in the Job Completion options. (Jobs > Options > Job Completion)

• With this update, the selection is now refined to only allow the choice of Form Templates that are directly linked to a Job.

• This change ensures that the forms used are relevant to Jobs, improving the accuracy and efficiency of job reporting and completion processes.

Downloading Punch Items to Excel

Upvise fixed an issue in the Task module where users were unable to download or export Punch Items to Excel.

• Previously, when users clicked on the cloud icon in the Punch Items tab and selected "Download to Excel," no action occurred.

• This functionality has now been restored, and users can successfully export their Punch Items directly to Excel.

Expense Claims - Project Code

Many clients and users recognise projects primarily through their unique project codes (wb Job Codes). Project Codes are now visible next to project descriptions in the Expenses app in Upvise, making it easier to identify and select the correct project at a glance.

Benefits:

New Role feature - Reset to Draft these form groups

This new feature enables all users assigned to these roles to revert all forms within specified form groups back to draft status.

• This functionality is particularly useful for allowing a group of users to reset forms that have been submitted but require revisions.

• This ensures workflows can be adjusted and resubmitted efficiently.

• This new feature is Accessible via the toolbar menu on the web interface only, and is not a mobile-supported function.

To enable this new role feature, administrators should navigate to Manage Users > Roles, select the desired role, and complete the configuration. Once configured, any user with this role will have access to this functionality.

Improved Sync Process for Finalised Service Logs - Upvise Integration

Previously, when a backdated sync was performed in Upvise, any service logs that were marked as "Finalised" during the Upvise sync could inadvertently revert to a state allowing further edits. This occurred even if the logs had been finalized in Workbench, leading to potential data inconsistencies and unintended modifications.

We have refined the synchronization process to respect the finality of service logs in workbench.

• Now, once a service log is marked as "Finalised" in Workbench, it will no longer revert to an editable state during subsequent Upvise syncs.

• This ensures that data integrity is maintained, preventing any changes to logs that have been officially completed.

Benefits:

Upvise Resource Scheduler - Project Code

We've added a new placeholder for the project code field in the SMS template used for notifications from the resource scheduler.

• This update allows you to include unique project codes (Wb Job Codes) in your SMS messages.

• This enhancement responds to feedback from many clients who recognise their projects primarily through these unique codes, making it easier for users to identify project-related notifications at a glance.

Jobs Display Update- “Linked To” fields

An update in the web view has been implemented on Jobs to enhance usability and declutter the interface.

• The "Linked to" fields have now been relocated to a dedicated "Linked Item" tab.

• This adjustment fosters a more organised display and simplifies navigation, aligning with Upvises efforts to streamline interactions across other Upvise modules like Tasks and Assets.