4.7.2 - 28 Oct 2024

Owned by Maria Harreguy
Last updated: Nov 03, 2024
11 min read

Workbench Release Notes

 

Scheduled Release - 28 Oct 2024

  • Fixes:

    • AP Voucher Credit - unable to apply an AP Credit to an existing AP Voucher.

    • Budgets: Increased maximum of Cost Lines on Revenue and Cost Element input type.

    • Contract Claims - Get sales: The new variance column on Get Sales should only be enabled when using the new progress claim process which captures Certified values as well as Claimed Values. This new column was displaying when it shouldn’t and this has been fixed.

Scheduled Release - 21 Oct 2024

Upcoming Functionality & News

 

Plant Meter Redesign

A review of the Plant Meters tab is underway with the objective of providing improved usability and

maintenance. You can look forward to these enhancements in a future release.

 

Contract Progress Claim Process - upcoming changes you need to know

The new Claiming process for Contract Claims is now ready and in beta phase with some clients.
This will be soon documented in detail so you can look into it and get your users ready to start using it.

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New Certified amounts on Get Sales

 

Retention Types - tidy up

A few changes will be made in the next release to improve understanding of Retention Types. Nothing to worry about. They are aimed at making them easier to use and avoid confusion.

image-20241021-211941.png

  1. Step by Percent (Schedule Type):

    • when selecting this one on a Retention Type, the current label Estimate Basis will change to Schedule Basis. This is just a fix.

    • Increased Costs, Other Costs, Recharges, and Contingency options will be removed from the Schedule Types, as these are not options for Schedule Types when creating a Contract Schedule. Only Original and Approved Variations are valid types, and these are the types that the Retention calculation includes when generating retentions on a Contract Claim.

  2. Subcontracts - valid retention types:
    Any Retention Types with the type Step by Percent (Schedule Type), will not be available as a selectable option on a Subcontract, as this is not a valid one, and if chosen Retentions are not calculated. This type is only valid for Contracts.

 

 

New Features

Stock

  • Image on a Stock Item
    Stock items can have many attachments, and one of those attachments can be an image of the actual stock item and be displayed on the main tab.
    For an image file attachment to display as a stock image, it must have the 'Stock Item Images' File Group, and always the latest file imported is the one that will display.

    If you require bulk import of images, please contact our Support Team. There is no standard import as it really depends on how you currently store your Stock images (file names, file structure and location, and rules for mapping an image to a stock item).

Feature Revisions

User Experience enhancements

  • Yes! you can now search for an activity description using the default filters!
    You are welcome

  • Attachments tab:
    On any document across the application, Attachments now have pagination, which means if you have a large number of attachments you will see 20 per page. This also resolves an issue when using the sorting function where not all attachments were displayed.

Jobs

  • Contracts - Trust Accounts Ledgers

    • Filter by Subcontractor:


      As the records on the Ledger grow it is too hard to find the associated transactions on all sections of the Ledger for a specific Subcontractor. Use the new Subcontractor/Supplier filter to isolate PTA/RTA data for a specific Subcontractor/Supplier.

      There is also a requirement for reporting purposes, to be able to show records for a specific Subcontractor (as per QBCC).

      When the subcontractor filter is used the data will be filtered as follows:

    • Complete Subcontractor section with all its records.

    • Bank Account section & Head Contractor sections will only display records related to the subcontractor (Excludes PTA Out, PTA In, AR Receipts)

  • Contract Trust Accounts Ledgers - New Bank Reference column:
    To assist users in doing the month-end statement balance reconciliation between the records in Workbench Trust Accounts Ledger’s Bank section and the Bank statement from the Bank, we now expose and export the Bank Reference column. This Bank Reference comes from the PTA Transfer records, where a specific Bank transfer reference can be entered.

  • Contract - Cashflow error when no Forecast Period opened:
    The system now handles opening the Cashflow screen even when no Forecast Period is opened. It now displays an informative error message so the user can resolve, and load the Chasflow screen again.

  • Contract - Schedule lines Amount
    When a user changes the quantity on a line in a Claim Schedule, then clicks on another line (inside the grid) instead of tabbing off, the Amount value was not re-calculating based on the updated quantity. This
    has been fixed.

  • Job Budgets

    • New Budget line type:
      The Cost-Element and At Revenue & Cost-Element input formats have been enhanced to support a supplier Catalogue Line cost line type. Note - Purchase Multipliers are not supported.


       

    • Maximum of Cost lines under a revenue and Cost Element budget type:
      The maximum number of Cost lines under a Revenue line has been increased from 100 to 200 lines.

    • New Budget line type to add to Procurement:
      The ‘Add to Procurement’ function on Budget has been enhanced to support the new Supplier Catalogue Line type, and are included in the existing aggregation rules.

Lists

  • People details:
    For Privacy reasons, and because it is not appropriate data to store in Workbench on a Person’s record, we have removed the following fields (on the Person Maintenance screen, Main tab):

    • Home Phone

    • Fax

    • Personal Address

  • My Approvals - export and sorting by Job:
    Sorting by the Job column was only sorting the current page and not the complete dataset. Also, the export to Excel was not working. Both issues have been fixed.

Purchasing

  • Job Procurement Lists

    • See update on Job Budgets.

Timesheets

  • New file-based Payroll export for Smartly payroll system.

Expense Claims

  • Support for new review/approval functions on Expense Claims Workflows

    On Workflow approvals, you can now choose different function options for review and approval:

    • Job manager and Job Account Manager functions will look into the first line’s Job on the Expense Claim.

    • Timesheet Group Expense Claim Primary approver or Administrator. If multiple Administrators and/or Approvers exist, a pop-up to select a Reviewer/Approver will display:

System Setup

  • Workflows - improved error message:
    When saving a Workflow schema with the same entities as an existing one, the error message now provides detailed information so the user can identify that existing Workflow Schema.
    The message now also includes Document Type, Workflow Schema Name, and Workflow Type.

Administration

  • Users logins
    The system will now create a log entry when a user logs in to Workbench. A date and time and Person ID will be recorded. For now, this is stored in the Event log in the database, and sometime in the future there will be access to an Event Log screen.

Minor enhancements:

  • Workflow Delegation:
    Fixed End Date display, where a date with time 11-06-2024 23:59:59, was displaying as the following dat 12th, instead of 11th.

Fixes & Technical changes

Fixes:

  • Navigation buttons to Contract & Subcontracts from Job Enquiry have been restored.
    Removed by mistake when removing them from a Plant Enquiry.

  • Job Procurement list - lines highlighted in blue:
    Fixed a highlight issue for lines that had to be highlighted in blue due to incomplete comments, and lines that were not supposed to be highlighted in Blue when the latest comment was ticked as completed and was not.

  • Intercompany Duplicate AP Invoices:
    In a situation where duplicate inter-co AP Invoices were created, the GL Analysis on the source batch report could not render because of a SQL error. fixed.

  • Email template for Upvise Integration:
    Email template Integration - UpviseUserCreated, had a link to an old Upvise URL. This has been updated.

  • Payroll batches - allow any opened Time Period End Date:
    A Payroll batch can now be created in future periods as long as the Time Period End Date is opened, regardless if the user is skipping open Time Periods.

  • Generate timesheet from Scheduler for Night shifts:
    Night hours entered on the Work Group Timesheets which are populated by the Scheduler resulted in negative timesheet hours when generated from the Work Group Timesheets. Fixed.

  • Expense Claims email notifications on Workflow approvals:
    Workflow emails for Expense Claims will not be sent if the setting "Expense Claim Workflow Email Enabled" is not enabled.

  • Upvise API- Deprecation of functions (21st October 2024)
    The following deprecated API functions have been deprecated

    • _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.

  • 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

Integrations

SAP B1

  • Enhancement to the SAP integration to support the scenario of paying AR Credits through Outgoing Payments. This will fix an issue where some AR Credits were showing as outstanding in Workbench when they had already been settled in SAP.

 

Upvise

Personal information removed from sync to Upvise:
The following personal details will no longer sync from a person/user to Upvise:

  • Home Phone

  • Fax

  • Personal Address

These fields have also been removed from the User Interface on the Person Maintenance screen for improved privacy and data management.

Personal Weekly - NEW Settings

Two new settings have been introduced to the Personal Weekly app for easier and more accurate Daily Diary creation:

  1. Add Daily Diary Templates: A new option allows for quick and easy addition of Daily Diary templates, streamlining the diary creation process.

  2. Mandatory Form Linking: This setting enforces that any form requiring a link to a project, Or Job, mandates the selection before the form can be created, ensuring all forms are properly linked for accurate record keeping and reporting.

 

Only the templates configured in the personal weekly app will be available to the user. If the user has a role assigned, the templates can be further restricted by role.

These updates enhance usability and help maintain data consistency across the system.

These settings are now available for system administrators, applying to all Personal Weekly users.

 

 

Server Optimisations (Changes to the web view)

Upvise has introduced some web framework updates in alignment with technical changes.

Key Changes:

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

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

Before

New UI- After Updates

Before

New UI- After Updates

 

 

 

 

 

 

 

 

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)