Workbench Release Notes

New Features

Internal Sales

This feature enables one part of the business to “sell” work done to another part of the business.

Why would you want to use Internal Sales?

• To ringfence packets of work to show Surplus/Deficit for that discreet task.

• Different Divisions or Job Managers are interested in showing margin on their work.

• If a task is shown separately as an ‘outsource’ you can get more margin when eventually invoiced to the client.

There are 4 possible scenarios for Internal Sales:

• Job to Job -Work done on one Job, is sold to another Job (they could be in different Profit Centres or Financial companies).

• Job to Log - Work done on one Job, is sold to a Service Log (Plant Maintenance Log or Service Log)

• Log to Log - Work done on a Service Log or Plant Maintenance Log, is sold to another Log.

• Log to Job - Work done on a Log, is sold to another Job.

Use Cases:

• Civil division is contracted by the Construction division to complete the subdivision work with agreed scope and budget.  (Job to Job)

• Roading division is contracted to reinstate the asphalt following a watermain repair by the water division.  (Job to Log)

• Waste division is tasked with emptying all the skips on a regular basis at agreed rates for other divisions and clients.  (Log to Job and Log to Log)

• Workshop has fixed a vehicle but the ringfenced costs need to be sold at agreed rates to a productive job.  (Job to Job or Log to Job)

• Work done on a Job in one Profit Centre that needs to be sold to another Job in another Profit Centre or business unit.

• Work done on a Plant Maintenance Log (Plant in one financial company) that needs to be sold to a productive Job in another financial company.
  

Accounting:

• Internal sales are simply exported as GL Journals to recognise the appropriate revenue and costs against the different business units in the financials - they do not have GST or get posted to Accounts Receivable.

• Internal Sales support Intercompany sales.

Setup:
For setup and how to use it check the steps here

Feature Revisions

Jobs

• Budget

  • Added support for Activity cost default on Revenue and Cost Element budget types. When selecting an Activity type line, the Cost now defaults and can always be changed if needed. It was previously defaulting to $0.

  • Quotes & Budgets - BOM items in Price Codes can now be applied to Revenue Lines to calculate the right Selling Values.
    Price Codes can now be applied to BOM-based revenue lines in Budgets and Quotes i.e. the revenue lines created from a BOM using [*]. In these instances, any Price Code markup/rate definition for the BOM header Item takes precedence over the natural markup/rate dictated by the BOM header Item.
    

    

• Job list status and Reporting filters:
  We have made a change on the Job Reports so the filter for Open/Closed jobs is referenced the same way as it is on the Jobs List:
  

  

Purchasing

• Consistency of credit PO reinstatement:
  When PO Commitments are to be reinstated when processing an AP Credit, we have made changes so the process behaves the same way in AP Invoices and AP Vouchers. This process is enabled with the Control Parameter "Reinstate PO Commitments From AP Credits" set to Yes.
  

Subcontracts

• Create payment flag removed from Subcontract Claims batch:
  We have removed the Create Payment check box from the Subcontract Claims batch, as this is no longer required. Payments are imported from the financial system whenever a payment is made against a Subcontract Claim.
  

  

  
  

Timesheets

• Scheduled utilities for Timesheet reminders:
  The two utilities that can be scheduled to send email reminders to:

  • Users that have not completed their previous week’s timesheet.

  • Approvers that have not approved the previous week’s timesheets.
    
    have been enhanced so the Week Ending Date is used to calculate the previous week, rather than using a calendar week ( always ending on a Sunday).
    
    If you haven’t tried them yet check details on how to enable these utilities here

Billing

• Input Based Get Sales - edit Activity on Get Sales for Time Transactions

• Revenue journals:
  A Revenue Journal batch report can now be printed from the Revenue Journal batches.
  

Quotes

• Multiple spaces on a Stock Item Code:
  Cost sheet lines with Stock items with a Stock Item Code with multiple spaces are now supported.

System Setup

• Locations now supporting Extension Columns:
  Locations now support Extension Views and multiple views can be created.
  A default view is included: Default View. The name can be changed.
  

  

  
  

Integration

MYOB AccountRight

• Weekly Import Schedule:
  We have updated the frequency of the monthly scheduled task that syncs from MYOB AccountRight to Workbench, to be weekly. This will reduce the times that a user requires to do manual syncs.
  
  Here are the details of this import in case you want to know more:
  
  There is an automated task that is scheduled to perform an import weekly, every Monday between midnight and 1am. This imports:

  • Job Receipts and Payments that have a date within the last 40 days. Note that these documents do not have a 'Last Updated Date'.

  • Companies and their Contacts that have been created or updated within the last 40 days.

  • GL Accounts and Leave Balances. All of them as these have no associated dates.
    

  The Import button in the MYOB Integration screen will perform an immediate sync with MYOB, in case you want to import any of the above and you cannot wait for the weekly task to run. Last Update date will display the last time the import was executed.

Xero

• Improved error messages:
  Instead of showing those long error messages returned by the Xero API, which are sometimes difficult to understand for non-technical people, we now show the portion of that error that will help users understand what the actual issue is and give them an idea of how to fix it.
  For example:
  “Xero Error: The document date cannot be before the end of year lock date, currently set at 31-Dec-2023“ or “Xero Error: Account code '5-0011' is not a valid code for this document.”

Upvise

Punch Item- “Name” field changed to “Description”

Upvise has addressed an issue where the 'description' field on the punch item was incorrectly labelled as 'name' in several UI views. This led to confusion among end users who mistakenly thought they were supposed to enter their name instead of providing a description of the punch issue. To eliminate this confusion, we have uniformly updated the label to 'description' across all views, including web, Android, and iOS platforms.

Equipment - “Days Before Maintenance” update

We identified a display issue where, in the absence of date-based service intervals set on equipment categories, a dummy date of -19788 was erroneously shown, even when no date-based threshold was configured. To address this, Upvise have implemented a fix so that the field now remains blank when no date-based intervals have been set, resolving the display inconsistency.

Licencing - Default to Standard User

Upvise Users are now created in Upvise as Standard Users following the principle of least privilege (POLP).

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.

• Resource Scheduler (wbCalendar)

• Personal Weekly (wbDailyForm)

• Workbench Central (wbCentral)

• Attendance Scanner (wbAttendanceScanner)

• Form Favourites (wbFavourites)

• Safe Work MS (wbSWMS)

Reminder: Upvise Server Infrastructure Update

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 continue to work seamlessly during the transition period however clients should gradually migrate over to the new URL.