Workbench Release Notes

Business Central/ Wiise

• GST on AP Credits:
  Revised the AP Credits to use the value inclusive of GST to align with the AP Invoices API. This is to eliminate potential mismatches that may arise since Business Central performs its own calculation of the GST value.

Stock

• Average Cost Initialisation:
  Following the changes done on the Beta release, we fixed a bug where on Manual Stock adjustments the InitialFlag was being saved incorrectly when there were no close-out records.

New Features

Open

Schedule-Based Sales - new Get Sales screen

With the Contract schedule claiming process, we recognise that is important for our clients to capture not only the final certified value but also the actual claimed value to have a full picture and history of the claims (similar to how it is done on Subcontract Claims). So with this in mind, we have improved 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.
   
   

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

Open

1. Project Manager or Finance user creates the claim and enters the claimed values.
   Claimed To Date or This Claim values are editable. The Certified values section is non-editable.

    

2. The contract Claim is approved internally.

3. PM sends the Claim to the Client.

   • This step means generating the Payment Claim Certificate report and emailing it from Workbench or downloading the PDF to send it outside of Workbench.

   • The pdf is attached to the Contract Claim.
     
     

4. At this stage, a new action button becomes available on the Contract Claim - Certify:

    

   Once the PM receives the agreed certified values from the client, they process them by navigating to Get Sales with the new [Certify] button. The Claimed values section is now disabled, and the Certified values are editable.
   The check box can be used to indicate the certified is the same as the claimed value.
   
   

5. Finalise
   Once certified, use the Finalise button to confirm any changes entered and re-send the Invoice to the client. The Tax Invoice pdf will display Status: Sent

Stock Items Cost initialisation on new implementations or new items:

To simplify the initialisation of Stock Items in a new implementation, or when creating new items, we have changed the way the Stock Item Cost (all costing methods) can be initialised per Item per Location.

The existing data import, Stock Adjustments, now recognises when there is no existing opening balance for the Item/Location when importing, and will process that record as the initialisation and populate the Cost and quantity for that Item/Location.

This same import, stock adjustment is used in different scenarios:
1- Initialisation:
The item will have a Quantity, Cost (whether its is Average Cost, Last Cost, or Standard Cost), and Location, and there is no existing Cost Value for the item and location. So it can be used in new implementations or after setting up a new Stock Location, to initialise the Cost value for the new location.

2 - Update Cost Value:
The item imported has a quantity = 0. This will indicate to the system that the user wants to update the Cost for the item/location.

3- Stocktake adjustments:
These adjustments are intended to only update the quantity in stock after a Stocktake was performed. No value changes.

We will soon make changes on the Setup Wizard Stock section to reflect the new simplified way of initialising Cost on Stock Items per Location.

Data import existing Stock Opening Balances has been deprecated. And data import Stock By Period Initialisation will be deprecated soon (only required to migrate from Legacy Stock to new Stock method).

Feature Revisions

Jobs

• Job Enquiry:
  The values displayed in Job Enquiry screen are saved in memory for faster rendering and better performance. We have made enhancements so these values in Job Enquiry are refreshed after any changes done on Timesheet, Purchase Orders, Job Sales Invoices, Subcontract Claims, AP Invoices screens

Stock

• Bill of Materials - activities allowed:
  Changes have been made so that when lines are created on a Bill of Material (BOM), the activity types allowed exclude Activity Types of Retention, Revenue, Prepayment, and Forecast Bal.

• Stock Month End includes Stocktake Adjustments in close out:
  Changes were made so Stocktake Adjustments factor into the quantity at Stock Close Out, but do count for the period average cost calculation.

• Handle error when multiple System Catalogues exist:
  When creating a new Stock Item and the system has more than one System Catalogue, the system was not handling this properly and throwing an unhandled error. This has been fixed.

Subcontracts

• Subcontract Claim - support certifying a zero-claimed line:
  It is a valid scenario for a subcontractor to have claimed $0.00 but the Head Contractor wants to certify a different value. The system now allows positive and negative values to be certified for $0 claimed lines.
  A common example is to certify a negative $ value to record a contra charge for defects.
  
  

Plant

• Plant Location change not syncing to Upvise:
  The change of plant location from the Change Plant Locations screen was not updating the Updated Date stamp causing the change not to sync to Upvise. This has been fixed.

• Removing Driver from a Plant Item:
  When a Driver is removed from a Plant Item, this action is now recorded as an Event Log.

Timesheets

• Mobile Timesheets - selecting Logs:
  On Mobile Timesheets, the Log picker should now limit the selection to Logs which Jobs are in the User’s Profit Centre Group and Logs on Jobs that are not Closed and/or Finalised.

Billing

• Job Sales Invoice - excluding Retention sales code from manual lines:
  On Manual lines in Job Invoices, we have made a change so the Sales Code for Retentions is not available for selection. This is only available when adding a line with the [+Retention Line] option.

Month End

• Utilities - Error on Job Transactions Reallocation:
  Users were getting an error when the Reference column exceeded 20 characters. The system will now truncate the value entered in the Reference column, not allowing more than 20 characters.

System Setup

• Jobs - Trust Accounts:
  As part of the Project Trust Accounts functionality that we are working on, we have introduced a new column, GL Trust Cash Account, and renamed the existing one, GL Retention Liability Account.
  
  To validate that Payments to subcontractors, payments of Subcontract Retention Funds (retention releases), and client deposits have been done from and into the correct Cash Accounts, we have now introduced the GL Trust Cash Account, which will indicate the GL Code for the actual Cash Account on the financial system.
  Column GL Account Code has been renamed to reflect the information it stores: the Retention Liability Account, which is used when exporting Subcontract Claims with retention withheld.
  
  
  

  
  
  

   

Administration

• Job Costing Licence changes:
  Docket Reconciliation access is now included in a Job Costing licence.
  
  

• Users on legacy licences with only a timesheet licence had no access to Change their password. This has been changed.
  
  

Integration

MYOB Advanced

• New integration fields:
  New optional fields added to the MYOB Advanced Integration: Default AP Project & Default AP Project Task
  
  If set, these will populate the Project and Project Task fields on Bill Detail lines for AP Invoices and AP Credits exported to MYOB Advanced.

Upvise

FINAL Reminder: Upvise Server Infrastructure Update

As previously communicated:

• 15^th April

• 17^th March

• 19^th Feb

1. URL CHANGE: URL to access Upvise has changed from https://www.upvise.com/uws to https://s3.upvise.com

2. MOBILE APP UPDATE: Mobile users must update their Upvise Mobile application (v7.0 or higher), older versions will be obsolete after 1st May 2024.

Administrators can check Device information for specific users via: 

• My Account 

• Manage Users

• Devices

3. DLL Update (Integration): Workbench updated the DLL to v3.0 in release v4.6.25. On-Premise clients must update before 1st May for the integration to continue to work. Any custom API integrations must be using DLL v3.0 or higher to continue to work after 1st May.

4. Public Form URL’s and PowerBI/SL export URL’s will change, OLD URL’s will no longer be supported from 1st May.

Pre-Start Display

We're excited to introduce enhancements to the Pre-Start Utilisation screen in Upvise on the mobile app, incorporating the following additions:

• Equipment ID (Plant Code)

• Equipment Description

• Model

• Manufacturer

• Service Due Date

• Service Due (Hours/Kilometres)

These enhancements are in alignment with an upcoming feature, "External User Pre-starts" in Upvise. This innovative approach empowers operators and subcontractors to seamlessly conduct pre-starts, even without an Upvise license. (Expression of Interest - email “external pre-starts” to support@wbi.freshdesk.com)

The new Pre-start display is designed to offer a clear overview and will be visible to all users completing a pre-start. Check it out below:

Benefits:

Improved auditability and compliance: By displaying service due information and other relevant details on the Prestart Utilization Screen, users can easily track and verify equipment maintenance schedules, enhancing auditability and compliance.

Enhanced communication: The ability to view additional information on the Prestart Utilization Screen promotes better communication between operators, site managers, and mechanics regarding equipment maintenance needs and schedules.

Workbench Custom Upvise Applications

Workbench will be rolling out updates to several custom Upvise applications developed by our team. These updates are aimed at enhancing stability and performance across all sites. The release of these updates will occur on 29th April to all clients using workbench applications. Details below:

Resource Scheduler (wbCalendar)

• NEW “SMS Default” setting. This allows sites to customise the SMS sent within the resource Scheduler application. See more- SMS in Upvise.

• Administrators will be able to select from a series of Placeholders in the SMS template

• When Sending the SMS via “Notify Users” this will be the default SMS which can then be further modified before sending where required:

• SMS sent from the scheduler will be recorded against the employee's contact record as a note.

• Contact our Support Team to implement the Resource Scheduler in Upvise

Personal Weekly (wbDailyForm)

• Hide the left pane as this showed in error on older versions

• Validate “Week Ending” from Upvise standard setting

  • Timesheets > Options > Staff Reports > First Report Date.

  • The day selected will be reflective of the “Week Ending Date” for Personal Weekly application

• Contact our Support Team to implement the Personal Weekly App for Daily Diaries/Timesheets in Upvise

Workbench Central (wbCentral)

• Job SMS Default Setting- used for setting the default SMS sent from the Jobs Calendar to Job Owners. See more- SMS in Upvise.

• Contact QR code Setting

• PO Numbers

Attendance Scanner (wbAttendanceScanner)

• Scanning optimisations for QR codes, introducing a scan delay between scans

• Contact our Support team to implement the "Attendance Scanner" in Upvise

Form Favourites (wbFavourites)

• Configuration Bug for new deployments

• Contact our support team to implement the Form Favourites app in Upvise

Safe Work MS (wbSWMS)

• Optimisations made to resolve navigation bug within the web-app.

• Dashboard now displays Safe Work Header forms only, subforms were not required to display in this view

• Contact our Support Team to Implement the "SWMS Module" in Upvise

PDF Downloads- Imports to Workbench

We've made an update to the integration, ensuring that Upvise Form PDFs are now imported only once upon creation. In the rare case that a PDF hasn't synced to Upvise, it can be manually exported. This adjustment addresses performance concerns such as slowdowns or crashes within Upvise.

• More Information: PDFs Import to Workbench