4.7.1 - 14 Oct 2024

Owned by Maria Harreguy
Last updated: Oct 17, 2024
11 min read

Workbench Release Notes

Scheduled Release - 17 Oct September 2024

This release was done to include the ability to display an image on Stok Items.

image-20241016-035245.png

Scheduled Release - 07 Oct September 2024

Contract Forecast

  • A fix was made to avoid doubling up of uncommitted adjustments when refreshing a Forecast.

Stock

  • Stock multipliers stock items on catalogues:
    We added the support of Stock multipliers to be taken into account when calculating Period Average Cost and Last Cost.

 

Scheduled Release - 07 Oct September 2024

 

https://www.youtube.com/watch?v=nh_0fHIZs1I

 

Upcoming Functionality & News

  • AP Vouchers Workflow - approval when Reassigned
    When an AP Voucher is reassigned for approval to someone else (using the Reassign button), the system was only checking the approval $ value limit on the newly assigned approver but was not checking for the "Approve AP invoice" permission. All approvers require this permission, regardless of whether it was originally assigned by the workflow (validation already in place) or assigned using the Reassign functionality (validation now in place).

    Please ensure that all users approving Vouchers have this permission in their Roles, to avoid getting the error below:

    image-20241007-032058.png

Upvise Technical Changes & Server Optimisations

Upvise is implementing technical changes to improve server optimisation, security, and overall system performance on 21st October. In preparation, Workbench will apply the necessary updates to ensure that all Workbench-related code remains compatible before the deprecation deadline. Clients making their own code changes, please refer to the technical documentation.

New Webinar
Workforce Management - 16 October

Register here
Navigating timesheet management and award interpretation can be complex, but it doesn’t have to be. Still dealing with manual reimbursement of staff expenses? you don't have to. Trying to work out who is free to start a new project next week, now you can.

Ideal for HR professionals, payroll managers, and project coordinators, this session will provide practical strategies and tips to enhance your workflow and streamline your workforce management.
 

16 October - Agenda: 

  • Standard Costing Principles and the use of Employee Classes

  • Options for Timesheet Capture

  • Award Interpreter Overview

  • Leave Management

  • Resource Scheduling

  • Expense Claims

  • Future Enhancements

Feature Revisions

User Experience enhancements

  • Job Work Centres descriptions vs Work Centres descriptions
    The following entities now display Job Work Centres descriptions when there is one, instead of the generic Work Centre ones:

    • Service Log:

      1. Timesheets - Also now excludes Closed Job WCs.

      2. Plant Issues

      3. Stock

    • Plant Enquiry:

      1. Recovery tab - also remove direct links to Subcontracts and Contract View.

    • Plant popup - Plant Rates tab

    • Stock Issues

Jobs

  • Contracts - Forecasting - deleting adjustments
    Uncommitted Adjustments and Risk Adjustments that are deleted from a Forecast Period or are zerod out, will not be carried over to the next Forecast period (regardless of when the adjustment was created).

  • Contracts - Project Trust Accounts - Ledger enhancements:
    From 1 July 2024, QBCC changed when a beneficial interest arises in the PTA and when it has to be recorded in the PTA. We have made changes to the PTA Ledger accordingly:

    For further details find the QBCC post here and external expert consultant Laura Hattin’s summary of changes here

Before 1 July 2024, the beneficial interest was recorded when it was liable to be paid (Subcontract Claim Payment Due Date).

From 1 July 2024, the beneficial interest is recorded when the entitlement arises (the date the Payment Certificate is sent by Subcontractor).

 

  • Contract - Allow deleting empty Trust Account

    • If you added a new trust account record by mistake and want to delete the empty line, now you can.

  • Better control over PTA Transfers records
    The reporting in PTA will be based on calendar dates, and these dates fall into the Period in Period Maintenance called Other.
    To avoid having users change or add new records on closed periods that might have been reported and audited already, we have added a bit more control around the updating/deleting/adding of PTA Transfer records.

    • A Transfer record is locked for editing if the Other period is closed (Other Closed is ticked).

    • The system does not allow deleting a record if the Other period is closed (Other Closed is ticked). The following warning message is displayed:
      The record you are trying to delete/update is in a closed Other Period. Re-opening the period will allow you to edit/delete the record.

    • A new record with a date that falls on a closed Other period won’t be saved, and a warning message will be displayed.

A user with the necessary permissions to open a Period in Period Maintenance can always re-open the Other period to amend or add if needed. Any changes to records in the PTA Transfer screen are recorded on the history of each record.

  • Renaming of buttons on the Trust Accounts screen
    To avoid confusion we have renamed the buttons on the Trust Accounts screen to create new trust account records to the exact type of account the button will be creating:
    + New Contract Trust Account → + New Project Trust Account
    + New Subcontract Trust Account → + New Subcontract Ret. Trust Account

Daysheets

  • Entered By, Upvise users not Workbench users
    When using the filter 'Entered By' the options now will display Upvise users that are not Workbench users, in addition to the existing list of Workbench users.

Purchasing

  • Job Procurement
    Tweaks have been made for performance improvements:

    • faster loading of lists

    • better performance when applying the highlight = yes filter.

  • AP Vouchers Credits on Dockets
    When a Credit is applied to an existing AP invoice for Dockets, the Credit was being applied to the Control Job (Docket Control Job i.e. ZDKT job) rather than the Project Job.
    Changes have been made, so the credit is applied correctly.
    In the Invoice Lines tab a summary line for each combination of Job/Activity/Workcentre (an aggregated line) with the aggregated value is displayed (quantities will be ignored).

    Example below:
    Suppose a docket is entered from a schedule for $100, the AP Invoice comes in for $115, but then the AP invoice is fully credited.

    Following are the steps in the process:

Transaction

Amount

Job

GL Account

Dr

Cr

Transaction

Amount

Job

GL Account

Dr

Cr

Docket Entry

100

Project Job

Job Cost

100

 

 

 

Docket Control

Docket Accrual

 

100

AP Invoice

115

Docket Control

Docket Accrual

100

 

 

 

Project Job

Job Cost

15

 

 

 

 

Accounts Payable

 

115

AP Credit

115

Project Job

Job Cost

 

115

 

 

 

Accounts Payable

115

 

Normally when an AP Invoice is credited, the credit is applied to the job on the AP Invoice line. But for dockets this is Docket Control job, and we actually need to apply the credit to the Project job.

Note that all the job and GL balances should net out to zero.

  • AP Vouchers Credits on Stock item purchases
    Similar to the change made on applying AP Voucher Credits to docket purchases, we made changes to the way credit is applied to a Stock item purchase. In this case the Credit must be applied to the STock Job (Stock location), and not to the Stock Clearing Job.

    Stock Purchasing Example:
    Suppose a stock item is purchased on a PO for $100, the AP Invoice comes in for $115, but then the goods are returned for a full credit.
    Following are the steps in the process:

Transaction

Amount

Job

GL Account

Dr

Cr

Transaction

Amount

Job

GL Account

Dr

Cr

Purchase Order

100

Stock Job

 

 

 

Inwards Goods

100

Stock Job

Stock Control

100

 

 

 

Stock Clearing

Stock Clearing

 

100

AP Invoice

115

Stock Clearing

Stock Clearing

100

 

 

 

Stock Clearing

Purchase Variance

15

 

 

 

 

Accounts Payable

 

115

AP Credit

115

Stock Job

Stock Control

 

100

 

 

Stock Clearing

Purchase Variance

 

15

 

 

 

Accounts Payable

115

 

Normally when an AP Invoice is credited, the credit is applied to the job on the AP Invoice line, but for stock, this is the Stock Clearing job. The new change is that the Credit is applied to the Stock job.

Note that all the job and GL balances should net out to zero.

The credit separates out any purchase variance into its own line, going to the stock clearing account and purchase variance activity.

 

  • AP Invoice - 'No Payment Date has been set' warning
    The warning message 'No Payment Date has been set' was displaying too early, even before the Supplier or the Invoice date had been set. This has been changed and the validation now happens when the user Saves or uses the Review or Approve buttons.

  • Saving an AP Invoice
    An unnecessary prompt to confirm if the user wants to save has been removed.

Stock

  • Attachments on Stock Items
    We have added the ability to save file attachments on a stock item. And soon you will be able to preview these attachments from an image carousel, similar to images on a Plant Item.

     

Billing

  • Job Invoice - New Email Token for Claim Templates
    We have added the $InvoiceValueOnly email token to the "Report - Claim" email template. This token allows users to include the invoice value in their email communications, improving clarity when sending out claim-related emails.

Minor enhancements:

  • Moved the following menus to the right positions in the Standard sitemap profile:

    • Plant maintenance Logs will be moved up one place, just before Plant Reports.

    • Contract Claim List will be moved up one place, just before Billing Reports.

Fixes & Technical changes

Fixes:

  • Daysheets - changing Header Date:
    Corrected the validation rules applied when editing a Daysheet header Date as it was incorrectly reporting a validation error on edit. It will still error if the Header date is changed to a date on a different Period, or if the new Header date is not part of the week ending date where the time transactions entered fall into.

  • Service Logs: Form PDFs not syncing from Upvise, for Workbench Email Generated Logs
    Service Logs created with the drag and drop email functionality in Workbench,are synced to Upvise. Any forms created against these Upvise Jobs were not syncing back to Workbench. This has been rectified.

  • Plant budgets - retail values:
    Saving a budget was not populating Retail values, only FC Retail. This has been rectified.

  • Purchase Order - the link to the document included in a message sent from a Purchase Order to other users refers to the wrong document. This has been rectified.

  • Job Scheduler - retain time when event is resized
    In the Job scheduler screen, when the user clicks and drags the Employee into the calendar (1 x Day), then updates the Start time & End Time, the updated time was not retained after extending the event to multiple days. This has been rectified.

  • Subcontract Claims - GST
    Fixed the GST (local) value when manually changed for a foreign currency subcontract claim.

Technical changes:

  • We have optimised the installation scripts. This marks the change in major release from 4.6 to 4.7

 

  • Upvise API- Deprecation of functions (21st October 2024)
    The following deprecated API functions will be removed by 21st October 2024:

    • _icon(name) and _icon2(name, backcolor): Replace with Format.icon(name, style).

    • Button.write(name, onclick): Replace with List.addButton(label, onclick).

    • User.BASE_URL and User.token: These are deprecated and have no replacement.

    Workbench will apply the necessary changes to remove or replace these functions in any Workbench code to ensure compatibility before the deprecation deadline.

 

  • Upvise API- Deprecation of Private API’s (1st January 2025)
    As of 1st Jan 2025, all private APIs in Upvise will be deprecated. To continue using the system effectively, ensure that any non-workbench custom applications are updated to use only the public APIs.

    • You can browse the list of available public APIs by logging in as an Admin and navigating to Settings > Public API from the left pane.

    • For testing non-Workbench custom apps and web app overrides, use the following test URL: https://s3.upvise.com/strict.htm.

    • Open your Chrome Developer Console and review any JavaScript errors to identify calls made to deprecated private APIs.

    • Clients developing their own apps should engage workbench support for advice if needed.
      Click here to Email Workbench Support

 

Upvise

Upvise Daily Import Sync

In addition to the existing hourly sync, the Upvise integration now automatically performs an overnight sync, ensuring all transactions from the previous day are fully imported within a 24-hour window.

Manual imports can still be triggered if needed using the “export/import” option.

How to View the Daily Import: To access the 'Daily Import' data, follow these steps:

Steps

Screen Guide

Steps

Screen Guide

  1. Navigate to Upvise Integration page in workbench via your site map > Administration > Data Transfer > Upvise Integration

 

 

  1. Click “History”

 

 

 

  1. Click the hyperlink for “Daily Import” to view the import data from the past 24 hours.

 

 

Upvise- Server Optimisations (Changes to the web view)

Upvise is introducing some web framework updates in alignment with upcoming technical changes. You now have the option to trial the new web UI by following these steps:

  1. Go to Upvise > Options

  2. Select Preview New UI

Key Changes:

  • The menu options in the 'burger menu' have been reformatted.

  • The menu options in the left pane are now displayed in grey.

We encourage you to explore the new UI and provide feedback.

Before

New UI- After Updates

Before

New UI- After Updates

 

 

 

 

 

 

 

 

Upvise- Daily Diary - Equipment Sorting Method

The sorting method used in daily diary Subforms in the “Equipment” field has been optimised to sort alpha-numerically. This change has been applied to the following daily diary subforms:

  • Equipment Hours

  • Plant Issues

  • Operator Hours with Equipment

  • Equipment Stock Issues

Upvise- Reporting Integration AUS Central Standard Time

The Upvise Reporting integration now supports 'AUS Central Standard Time,' providing enhanced data export functionality for South Australian-based databases. This dynamic setting automatically adjusts for Daylight Savings Time, ensuring accurate and timely reporting year-round.

Settings app > Integration > options icon  > Time Zone

 

 

Things we are busy working on...

Contract Claims: record claimed and certified values on each Claim (like in Subcontract Claims). New approval process on Contract Claims to resemble the certification process.

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: controlled and easy to follow.

Analysis graphs on Sales Invoices.

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