Workbench Release Notes

Upcoming Functionality & News

Feature Revisions

Lists

• My approvals - Due Date on Job Invoices:
  Job Sales Invoice documents now display the Due Date on the existing Due Date column.
  
  

  Open

  

Dockets & Daysheets

• Streamline docket line PO number entry:
  The Dockets entry screen now streamlines the process of associating Purchase Orders (POs) by automatically populating the PO field with the oldest incomplete PO line for the selected docket schedule item. Key updates include:

  • The PO line will auto-populate once the Job, Docket No, Type, Line, and Supplier fields are entered.

  • Users can still manually select a different PO if multiple open POs exist or choose to remove the PO association entirely (optional).

  • Validation has been added to warn users if the docket quantity exceeds the outstanding PO line quantity, based on a new control parameter, "Docket Schedule with PO Quantity Check."

  • These changes apply specifically to Dockets and the Dockets tab in Daysheets.

  This update improves efficiency by reducing manual data entry while maintaining flexibility for users.

Purchasing

• Job Procurement Lists - inactive stock items:
  Although the system displays the (Inactive) suffix on the Stock Item picker in the grid for those stock items that have been flagged as inactive, there were cases where users were still selecting them. So we have made a change in the system and inactive stock items cannot be selected when using the grid picker. They can still be searched for using the filters.

• Purchase Orders - Check Over budget validation:
  When using the validation of existing Budget before proceeding with a Purchase Order, either by

  • Job --> Check Against Budget = Enforce Budget/Warn or

  • Control Parameter --> Control Over Budget PO = Yes

• Docket PO flag on Purchase Orders
  The Docket PO checkbox in a Purchase Order has been moved to a more accessible place, the PO General section.
  This flag can only be changed when there are no PO lines. By having it visible users will remember to tick/untick it as they create the PO and before they start adding lines to it.
  
  

Stock

• Stocktake - new Stock Groups filter:
  
  

  A new filter has been added to the preparation of the Stocktake step, so users can now also filter by Stock Groups.
  
  
  

Fixes & Technical changes

Integrations

SAP B1

• Improved Handling of Exchange Rate Methods for SAP Integration:
  This update enhances the integration between Workbench and SAP B1 by aligning exchange rate calculations with SAP's settings. Key changes include:
  
  

  • Introduced a new Setting at Financial Company level: SAP Use Direct Exchange Rate Method to indicate the integration should use this exchange rate calculation method for foreign currency transactions.

  • Updated AR and AP exports to apply this setting. When the Direct Method is enabled, the system adjusts the exchange rate by sending FCRate = 1 / FCRate to ensure accurate local currency values in SAP.

• Direct Method (mutiplication): Local Currency (LC)=FC Amount × Exchange Rate

• Indirect Method (division): Local Currency (LC) = Exchange / RateFC Amount​

Xero

• Payroll - Exporting Timesheets with Week Ending date before Xero’s Calendar’s Next Pay Period:
  When trying to export Workbench Timesheets for a period earlier than the Next Pay Period in Xero’s Calendar (be it a week or a fortnight), Workbench was flagging the Batch as successful, but the Timesheets were not created in Xero.
  We have added a new error message to explain the difference in calendar dates and Workbench Timesheet Week ending dates, the batch now fails and Timesheets are not exported until the Next Pay Period in Xero is reverted back to the period in the past that matches Workbench Timesheet Week ending dates. See this article for more details and examples and how deleting a Payrun in Xero might be an option to change the Calendar to the past date.
  
  

• Payroll - Exporting Timesheets fortnightly with Week Ending date after Xero’s Calendar’s Next Pay Period:
  When trying to export Workbench Timesheets for a fortnight after the Next Pay Period in Xero’s Calendar, the batch was successful, but the first Timesheet in Xero did not have hours and the second did. This has been rectified, and both Xero Timesheets are created with the same hours as in Workbench Timesheets.

Upvise

Closed Jobs in Workbench to Auto-archive in Upvise

We have implemented an integration update where Workbench jobs that have been CLOSED will be archived in Upvise. The integration previously archived jobs only when they had been finalised in Workbench.

Previously, in Upvise, it was still possible to record transactions even after a job was closed. However, with the recent change, this is no longer allowed, as the corresponding project in Upvise is now archived automatically.

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)