16.11 – Release Notes

New Features

  • Billing & Finance
    • There is now the functionality to have a completely separate invoice number range for a particular project type. [7497]
    • We’ve added a new access code which users require before they can create INTERIM billing approvals – `/createinterimtransaction` [5688]
    • We’ve hidden the “cost all uncosted jobs” button for users who don’t have the access code to be able to do it. [7364]
    • When creating a Project from a Lead the lead editor will automatically have commission set to 100 percent. This will also happen when adding a new Lead Editor via the Project Team tab. [7485]
  • DMG
    • On the Job Search page there is a box for searching by “Service”. This would previously search for any scheduled resources with the entered service attached. Now it searches within other areas of iCFM Jobs too – including DMG. [7333]
    • Added ability to allow/prevent setting DMG job to On Hold, via access code (/dmgonhold). NOTE access code also needs to be enabled via “enable_access_codes” setting. [5706]
    • We’ve changed the DMG screen so that when you add a new request, the screen scrolls back to where you are. Only noticeable on large DMG jobs. [7014]
    • We’ve added the ability to allow clients to have their own table layout in iCFM. This includes adding/removing columns, changing captions, orders, etc. Not every table is supported, and the changes are on a site level basis, not user level. Doing this is not exactly straight-forward, and at the moment someone from CETA will still need to help you if you decide you want to do this. However, it is technically possible to decide which database fields, and in which order you want the DMG control columns to appear. [6134]
    • We’ve changed the DMG control screen to use a user definable grid. This can be set up to show different columns/in a different order, etc. Please speak to CETA if you wish to customise your DMG control tables. We have also added a “fuzzy filter” box to the control page so that you can filter the results shown. Typing into the filter box will remove any rows where none of the cells match the text. [7184]
    • Added ‘Live’ column to Job > DMG ‘Instruction / Billing’ section, which indicates the no. of units currently booked (or actualised, if applicable) on all jobs (linked by the quote). The quoted units are also indicated, and highlighted if the quoted amount is exceeded. NOTE dependant on site-specific config. [6802]
    • You can now specify a time in minutes which will highlight any DMG jobs that are “older” than that time that have not yet been allocated to a user. The setting is `dmg_overdue_allocation`. This will require your administrator to change something in the configuration files of iCFM. You set the number of minutes that you think is late enough to signify a problem. If a DMG request reaches this lateness, it will be highlighted. [7619]
    • When a user starts/stops something on a DMG job, either the entire job (using the VT start/stop link) or the new green play button on the dmg detail, the start/end time is recorded and this will enable us to pull reports on how long a job took, and who actively worked on it, etc. [6859]
  • Project
    • You now have the ability to change the captions/visibility of items on the project menus. [5555]
    • Added a new configuration that hides most revenue-based values on a project and shows cost-based values. This makes more sense to users who monitor a Project’s success using profit margins rather than discount fluctuation. [7646]
  • Purchase
    • We’ve added a new accesscode to allow users to edit Completed purchase orders. The access code is “/allowEditingCompletedPurchaseOrder” [7625]
    • Added setting (“select_purchase_ratecard_department”) to allow PO Budget Code list to come from Combo Box Options (category = ‘ratecarddepartment’). When selected, the Budget Code will propagate through to gekko payroll & department fields. [7435]
  • Quote
    • When creating an interim billing approval the Bid company and contact will be added to the interim billing approval. Previously it would always use the Project company and contact, even if they had been modified on a specific Bid. [7829]
  • Ratecard
    • We have added a new setting (“ratecard_max_discount”) to allow entering a maximum discount value for specific services (per ratecard) in the Ratecard editor. This allows you to block confirmation of quotes if they have grading discounted to more than 20%. Or if Online is more than 40% etc. If this setting is enabled, and discounts are exceeded somewhere within a bid, the line(s) will be highlighted, and quote Confirmation will be prevented. [7478]
  • Resources
    • Added (optional) ability to specify standard, overtime and weekend daily rates for resources, independent of service. These are used to track costs. In addition to the above, Actual Times are entered (in no. standard/overtime/weekend days) on the Job > Schedule tab (in place of the Actual Times tab). Project > Cost Tracker reports have been improved, and show projected and actual times, as well as costs. [7674]
  • Schedule
    • Added the ability to add your own user CSS to the main page. This should allow you to change certain aspects of the way iCFM looks. [7036]

Changes

  • Billing
    • Added ability to specify a currency when creating an interim billing approval (via Project > Summary, or Project > Client Billing > Create Billing Approval (Interim)). [7463]
  • DMG
    • We have made some changes to how the DMG list is drawn and it now refreshes much faster. [6573]
    • Added event queue messages to DMG methods. This means that you can now build services that are triggered by changes to DMG. [7397]
  • Dashboard
    • We’ve hidden reconciliations from any of the screens used by various accounts packages for exporting. [7731]
    • We have streamlined the revenue to bill report tab to make it faster, and more efficient. [7804]
  • Holiday
    • We’ve standardised some of the internal iCal workings so that the iCal link follows industry standard guidelines. [7684]
  • Leads
    • If you press cancel on the “cause of death reason” popup, the lead status is reverted to what it was prior to the cancelled status. [7631]
  • Quote
    • We have stopped the ability from applying a quote template to a confirmed (or later) quote. [7914]
    • It is now possible to define the list of options presented to a user when they try to print a bid. The list can be defined with names, captions and default values – and the selected options will be sent to the custom quote template when the user confirms they want to print. [5210]
  • Reversals
    • It is now possible to create credit notes in multiple currencies. [7688]

Bug Fixes

  • Admin
    • Fixed issue whereby clicking Save multiple times when adding a resource from the resource editor might add multiple records. [7776]
    • Hidden all financial data on the Project summary tab if the user does not have the display finance access code. Also hidden the save links on Projects, Products and Company detail pages if the user does not have the required save permission. [7800]
  • All
    • We’ve made huge changes in our attempts to allow iCFM to support extended character sets. This allows users to save foreign characters, such as é into the database. [4673]
  • Billing & Finance
    • Sometimes when you deleted a costing record, the gekko data would not be updated to reflect this. We have fixed this issue. [8020]
    • Fixed issue when changing the unit charge of a costing row in Client Billing. If a comma was included in the new unit charge, everything after the comma would be cut off. [7916]
    • The exchange rate used to calculate the VAT on an alternative currency invoice now comes from the exchange rate field in the transaction, rather than the currency set up table. [7666]
    • We have prevented users from editing the alternate currency total on accounts transactions when the items attached to that transaction can not be modified. eg. Interim lines. [7793]
    • Fixed a minor issue (unknown to end user) where an SQL error would occur if the transactionID was not passed to the costings on Job page. [7766]
    • Fixed bug where the costing description for internal charges would not update after editing. [8084]
    • Fixed problem which would allow users with /editsavedinvoice access to save invoices which have been allocated an invoice # – this should not be possible. [8039]
    • Fixed issue where invoice detail lines on the export were not converted using the exchange rate [6749]
  • Contact
    • Fixed a small issue when entering a new contact with only one name. [7652]
    • Adding a resource via Contact screen would previously allow invalid Category & Sub Category to be entered. Also, Sub Category 2 field has been added. [7736]
  • DMG
    • A blank input line, (with clip id), is no longer created when adding a new job detail row. [7913]
    • Fixed a small bug where sometimes the old style version of the DMG screen would be loaded automatically, and not the new. [7735]
    • Made sure that it is always possible to Cancel the DMG service menu in the DMG editor. Sometimes there was no method to Close the pop-up. [7805]
    • When creating a new Job from a Project, the dates would be drawn from the Project dates. This was not very useful – and so now they assume today’s date. [7371]
    • Removed the menu width from the DMG input/output menus so they are auto sized. Previously they were forced to be a particular width and long text would get cut in half. [7405]
  • Job
    • Stopped users from being able to alter the actuals on DMG jobs once the job has been costed and later. [8085]
    • It is no longer possible to set a Job to Costed if there are any entities that have not been at some point “re-costed”. [7877]
    • Fixed issue with the job copy function which could possibly have caused incorrect data being displayed in the tool tip for the job on the schedule page. [8096]
  • Leads
    • When adding, removing or editing lead comments it now always refreshes the comment list correctly. [7740]
  • Library
    • Fixed an issue where Gekko data would not always be created when deleting media records from a Project. [7699]
    • The Library Events tab now allows users to order by clicking on column headings. [7728]
  • Other
    • Fixed problem in Combo Box Options, whereby it was impossible to add resource sub categories with the same title as an existing item, even if the item belonged to a different parent category. [7669]
  • Project
    • Fixed some column alignment issues in the program margins export totals [6909]
    • Fixed small issue when changing the title of a quote section. Previously a bit of styling would be lost temporarily. [7597]
    • Double underscores are no longer allowed in new PCS/project alias codes. [8003]
    • Fixed a small issue on the project live confirmation box. Only exists if you use the “project live” functionality. [7850]
    • Fixed some issues with the depot checkboxes on Margins and Margins by Quote on the Project page. Previously the page would reset the checked options to their initialised state – making it impossible to check or uncheck something that had not been the default. [7830]
  • Purchase
    • We’ve changed the PO search grids to site definable plus we added the totals of the POs to the footer of the table. [5639]
    • Added a check to make sure that there was a valid quote ID when a Purchase Order gets Authorised (only validated if config settings mean a quote ID is required). [7529]
    • We have added a check that prevents a user from changing the currency of a Purchase Order after the order has been authorised. [7714]
  • Quote
    • Fixed an issue in the Bid “Apply Discount” tool. Moving from the required total box to the percentage discount box might re-calculate the required total (depending on the decimal places required to meet that exact total). [5344]
    • Fixed a minor error when cancelling the flat-rate pop up on bid lines. [7899]
    • Fixed issue where it would be possible to apply an overall quote discount when a bid was authorised, completed or cancelled regardless of the users permissions. [7952]
    • We have added the ability to turn on a flag on each quote template which will ALWAYS use the description from the template regardless of it has been changed in the ratecard or not. [7672]
    • If you use a MASTER->SLAVE replication method and you experience lag between the servers, we have changed some of the evaluation functions to always go to the MASTER server. This fixes certain problems where the data hasn’t been replicated yet on your SLAVE. [7591]
  • Reporting
    • Artist Hours management report no longer only returns resources with the same cost centre as your user location – unless ‘My Project Location’ is ticked. [7354]
    • We located and resolved a problem which may affect one costing line, during the quote flat read ‘spread’ routine. This would happen if the costing total failed to match the desired total exactly, and one line was slightly altered to achieve the desired total. The VAT rate used (and thus the VAT amount achieved) would have been 100 times too high! [6906]
  • Resources
    • Name, Category and Cost Centre are now mandatory when saving a contact as a resource. [7700]
  • Schedule
    • Fixed issue where the Lasso tool would allow “New” quotes to be attached to Confirmed Jobs regardless of any config settings which would normally stop this behaviour [8040]
    • The “Day Schedule” report (cat gif) now only shows client attending information for jobs that are listed. Previously it was showing information for all jobs from all sites for the date selected. [7823]
    • The drop down for switching a service in the Lasso tool was broken. Now fixed. [7762]
    • Fixed issue which meant that swapping services on jobs via Lasso tool, would result in staff costs not being updated – ie, they would remain as per the original service. [8024]
    • Fixed issue with the default date on the custom date picker in the repeat job tool – when a Job starts on a Friday. It now always selects the following Monday since that is likely to be the next required day. [7705]
  • Search
    • Fixed an issue where pagination did not work on the Contact Projects tab. There was also an issue where the Project status icons did not work so this has also been fixed. [7732]

Work In Progress

The following tickets are still being tested but we plan to have them available for this release.

  • Finance (Change)
    • Certain fields (Legal Ref, Purchase Order #, Title, Details, Printing Notes & Hidden Notes) may now be edited on Invoices (& Deposit Invoices), IF user has suitable permission(s): /editsavedinvoice /allowEditingPreparedInvoices /allowEditingAllInvoices [8061]
  • Purchase Orders (New Feature)
    • It is now possible to add multiple invoices to a Purchase Order. This is a separate list where you simply specify the date, invoice number, and amount. You can Complete the order once the total matches, or there is a discrepancy reason. Invoices can be added at any time (useful when using a single purchase order for an annual subscription). [145]
  • Management (New Feature)
    • Added a new tool for reviewing Producer performance. A simple search tool that allows the user to set a threshold for the difference permitted between quote discount, and achieved discount, and then search by producer to see which Projects have exceeded that threshold. The user can then click on a Project and see a number of project-level reports (bid vs actual for instance). We also hope to have these reports available as a weekly email digest. [8102]
  • Projects (Bug Fix)
    • Fixed an issue in the Bid vs Actual and Margins report. The “No Charged” units column would not report correctly, and would generally show the same number of units as Costeed. This has now been resolved. [8119]