17.05 – Release Notes

New Features

DMG

  • We now log an entry in a Job’s history when an operator is assigned a DMG request. [11141]
  • We have changed the colour of Jobs that overrun on the DMG control as they looked too similar to Jobs that were urgent. Overrun Jobs will now be displayed with a Purple background with a Red border. [6219]
  • 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]
  • When you click “Add Request” on the DMG tab now, if there are more DMG requests than can fit on the screen, the screen is automatically scrolled to the bottom so you can get onto filling it out ASAP. [7014]
  • The booked units input has been changed to allow values with two decimal places. [11901]

Finance

  • When creating a Project from a Lead the lead editor will automatically have the commission set to 100 percent. This will also happen when adding a new Lead Editor via the Project Team tab. [7485]
  • Added a feature that allows the producer to specify a % to a member of the team. If that member of the team is scheduled, we can track a commission style cost – based on the entered % and the total revenue of “creative” services (also configurable). This is used rather than specifying a day-rate for artists/creatives who are paid in this way. [12471]

General

  • Tidied up the main menu and added ‘Find’ and ‘New’ links to the Sundry Cost and Contact options. [11311]

Invoicing

  • Added a new config setting which when enabled, will allow a user to edit the costs attached to invoices, (allow_invoice_changes). In order for this to work, the user must have the correct permissions configured in their user profile. [10812]

Leads

  • Added an option to enter additional information when selecting the lead status ‘Passed’. [12802]
  • Creating a new Lead, changing it’s status or creating a Project from a Lead now adds an entry into the company CRM data. [11322]

PO

  • Purchase Orders costs are now displayed correctly on the Project ‘Service Costs’ report. The PO Supplier name is displayed in the resource column. [8106]

Project

  • Added the Project margin percentage to the Project confirmation email. [12351]

Quote

  • If you are looking at the project summary tab and you click “new bid”, you are presented with the “quote templates”. Choosing a template will just create you a bid based on the template and open it. Using the New Bid icon from the project->entity->quotes page will open a New Quote as per the existing methods. [11252]

Quote Auth

  • We’ve added the name of the person who authorised a Bid along with the date it was authorised to the custom quote confirmation pop-up. [7616]

Schedule

  • We’ve added a setting that allows you to control 2nd Pencils within jobs. There is now a setting that will prevent your system from having a job that is NOT 2nd Pencil with any resources within it as 2nd Pencil. [6174]
  • Created a script which will separate the first day from all long form bookings that start on the current date. [11391]
  • You can now specify “dividers” to separate different “groups” of resources on large views. The colour of the divider is fully customised by yourself, but we have included some defaults for you to get started. Simply add captions in the view editor to get started [10621]

UI

  • We have replaced our search screens with new customisable searches. You can have your own search definitions now, so if you want the columns in a different order, or some of the search boxes removed, you can! [9122]

Reporting

  • Added ability to run custom PHP reports from all search results pages. This gives us (and 3rd party developers) the chance to build powerful reports right in to the search pages. Simply do your search, then select the report you want to produce from the results. Each report can be configured as accessible or not via an access code. [7331]

Changes

 

Billing

  • Improved efficiency (therefore speed!) of ‘Cost All Jobs’ feature in Project > Client Billing. [12871]

Finance

  • Fixed issue that would occasionally result in column alignment issue, or missing column in Project > Cost Tracker report. [15631]

Bug Fixes

 

Billing

  • Improved the text and pop-up messages for the Cost Jobs feature. [14601]
  • Cost Jobs feature is no longer available (visible), if $USE_DATE_BASED_ACTUAL_TIMES = 9, as it does not work correctly for the setup. [14751]
  • Fixed issues with reconciliation process: 1) ‘Reconcile’ BUTTON did not set Reconciliation to Prepared once complete. 2) The ‘* RECONCILE *’ LINK would set the Reconciliation to Prepared, even if the process was not fully successful. [13041]

Company

  • Entering a zip code into a company record will now automatically populate the state and country. (currently only working for US zip codes). [11651]

Job

  • Fixed problem with staff costs not being updated accordingly, when: 1) ‘Dragging’ a resource on the schedule. 2) Lassoing job and using ‘Change Resource’. 3) Swapping a resource from within job screen. [11201]
  • Fixed issue causing /save/job/changeServiceOnResourceSchedule2.php page (used in multiple places) to use the wrong staff cost field (resourceservice.overheadrate instead of servicerate), if $HIDE_GROSS_RATE is set to 1. [14771]

Library

  • Event Title and Event Notes search criteria now use wildcard at beginning of search string (as well as at end of search string). eg so that searching for ‘No7’ would return ‘Boots No7’. [14211]

Project

  • Formatted Total Hours column as per other hour columns (ie always 2 decimal places). [12231]

Quote

  • Fixed issues with discountability flag when creating a quote from a template (specifically templates with ‘use_rates’:false). [12141]

Resources

  • Removed validation on resource overhead code, unless the setting $TRACK_RESOURCE_COSTS_IN_GEKKO is on – the user will never be prompted for an overhead code. [10351]

Schedule

  • New depots added to the time zone functions for TXC (Texas Central) and SFO / San Francisco. [16601]
  • New depots added to the time zone functions for Boston and BST (which is short for Boston). [15831]

17.02 – Release Notes

New Features

Dashboard

  • Added a column for “cost to date” to project list on Dashboard home. This means that you can keep track of spending easily on any of your projects that are listed. [9212]

Leads

  • We’ve made an adjustment to how the Lead budget value is used. Now, if you add individual budget lines via the Extra Data tab, the sum of those budget lines will override the budget value entered when initially creating the Lead. Deleting the individual budget lines will reset the value back to the original. [8302]
  • We now display the ‘Cause of Death’ reason in the Lead search results. [8230]
  • We now add an event log entry whenever a Lead changes status. This will allow 3rd party applications to retrieve lead and project data from iCFM when the lead status is changed. [8282]
  • We have added a new ‘Actions’ column to the lead search results. This column contains the icons to change a Leads status. We have also added a new column for Lead status. The cells in this column are shaded in a specific colour to represent the current status, New = Yellow, Active = Orange, Inactive = Red. [8292]
  • We have tidied up the data that is included in the event logs which are created when manipulating a Leads status, stage and adding and deleting comments. The data that is included when making these types of changes is specific to that particular event. [9402]

Printing/PDF

  • We’ve removed some error handling related to PDF functionality as on certain Linux distributions a false error message would be displayed when there was no error occurring. [10321]

Quote

  • Added the ability to enter a maximum discount percentage to each service in the rate card. If you exceed the maximum discount level of a service when creating a bid, the discount percentage on that detail line will be highlighted in Red, and ‘TOO HIGH!’ text will be displayed underneath the discount percentage value. If you have services which have exceeded their maximum discount percentage, then you will be unable to Confirm the Bid, (unless you have the permission to always allow discount on a Bid). Additionally, we have also made it possible to customise the colour that the text is highlighted in if the percentage is exceeded. [6782]
  • Fixed an issue with the priority of rates when creating a new quote. If the user chose a template which included built-in rates, those rates would take priority over any custom rates that the client and/or product had. Now the template rates are only used if there is no other custom ratecard – since the client’s rates (or product) are always more appropriate. [8223]

Quote Auth

  • We’ve added the name of the person who authorised a Bid along with the date it was authorised to the custom quote confirmation pop-up. [7616]
  • If you are using the advanced quote authorisation rules, it is now possible to explain that certain rules override others, so that they do not need multiple approvals. This means that someone with a high level of access can approve rules that might require a lower level (eg). [7815]

Schedule

  • Added a Job status indicator to the bar on the schedule. Sometimes it is possible to have a Job with the status of Pencil, yet one of the resources on the Job might be a 2nd Pencil. The bar would be displayed in Pink – but the Job is technically a Pencil. This change will display a small box in the top corner of a Job in this situation, in the colour of the Job’s status. [7748]
  • The Job context menu on the Schedule page now has an option to split Jobs into months. This method of splitting jobs will automatically include weekends.

DMG

  • Adding an option from the DMG Input menu will now utilise an empty cell if one exists. [11162]
  • The DMG Input and Output columns can now contain unlimited text. Previously they were both restricted to 1000 characters. [8681]

Purchase

  • We have added a new ‘Show Invoices’ button to the Purchase Order header section which will allow you to create a list of invoices that have been received for that particular PO. You can then search for those invoice numbers via the PO search page. [145]

Resources

  • It is now possible to generate unique GUID’s from the resource information pop-up on the main Schedule page. If a GUID already exists for the selected resource, you will receive a message to confirm that you wish to overwrite. [4944]

 

Changes

Admin

  • It is now possible to order Project Types in the drop down for certain locations. NOTE – this is not available for all Depots. [8034]

Billing

  • Fixed issue whereby the project ‘reconciliation’ process would not be fully successful if the reconciliation transaction includes costing line(s) not associated with a quote. [8088]

DMG

  • Fixed an annoyance where the new DMG deadline box behaved a little differently to how it used to. We added a config setting to allow you to put this behaviour back to its “original” methods. If you are finding the new 3-date boxes annoying when booking “DMG” type work – let us know and we can discuss what this setting does. [8235]
  • The Attachment count display box in DMG is no longer editable. [8611]

Finance

  • Added columns to Project > Accruals table: Amount (non-cumulative), Costs or Ratecard (depending on $USE_COST_FOR_YIELD) and Yield. In an effort to show where yield is incorrect, the table will highlight where Costs/Ratecard value is zero (yield will be incorrect in this case). Also, Yield is highlighted where it does not match the desired accrual amount for the accrual period. [9111]
  • Added ability to use either actual units or billable units to calculate staff costs on a Job. Some users found that the rounding was required for what was to be billed to a client, but not what you would be charged by an artist. [8150]

Integration

  • If you want to override some of our styling, or hide controls from the software – it is now possible for us to do this on a site-by-site basis. We have set this up so that it will be possible for you to (at some point) edit this file directly – so you can change the layout yourselves using CSS. [9692]

Job

  • Added a setting to determine whether service booked duration is calculated simply by start/end time difference or adhering to ‘fractional billing’ rules. Dependant on other system settings. Fractional billing is a method we can configure for you – which allows you to do rounding on your actuals. Eg. If an artist does 6 hours – we can round that up to a full day when it comes to charging. There are various options – please let us know if you would like to discuss. [8236]

Other

  • Fixed a timer issue which meant the DMG control page could be initialised more than once and end up constantly refreshing, slowing the system down dramatically. [8248]

Project

  • The total cost table now has the correct access code wrapping it. Previously used /showFinance when it should have been /displayFinance. [7879]

Quote

  • Fixed issue whereby it was sometimes possible to edit one time DISCOUNT on a Confirmed bid. [8881]

Reporting

  • Fixed issue where the Project Profit and Loss report would not be displayed. [10471]

 

Bug Fixes

Billing

  • Fixed problem that would result in incomplete ‘gekko’ data for job(s), after creating a Reversal. [8255]
  • Fixed issue which meant billing approvals created from Project > Summary in an alternate currency would result in the exchange rate being rounded to 2 decimal places. [9112]
  • Internal billing approvals are no longer included in the ‘Billing Approvals’ section on the Project summary page. [9171]

DMG

  • Fixed the missing LOW PRIORITY colouring on the DMG control screen. [8210]
  • We’ve fixed a major bug which was creating multiple refresh timers on the DMG control. If you opened the DMG control and then a different page and then went back to the control, there would be 2 timers refreshing the control page. This was putting the servers under a lot of strain, and we have resolved it. [8209]
  • A blank input line, (with clip id), is no longer created when adding a new job DMG request. This is currently being modified so that a blank line is created automatically – but will be -reused if an option is selected using the green (+) button. [7913]
  • We’ve made it so that the deadline box always shows on all jobs, and if a person tries to save a DMG style job with no deadline, it copies the end date instead. A deadline is required for a new DMG request row to be added. [8167]

Dashboard

  • Fixed issue where the project list would always show the Estimated cost rather than the bid estimates. It is possible to manually type in what you expect the costs to be, via a link at the top of the Purchase Order list on the Project summary tab. This was always being used as the estimate – when often the Bid costs would be more suitable. [10452]
  • The ‘Your Scheduled Jobs’ list on the Home tab of the dashboard now displays a list of services for ‘Purchase Order’ type Jobs in the Resources column. Previously nothing would be displayed in the cell for this type of Job. [8141]

Finance

  • Fixed an issue which caused the status of costing rows to not be updated from ‘Prepared’ to ‘Exported’ when exporting financial data into Sage. [8244]

Job

  • Added a vertical scrollbar to the new service costs table in the Job header – because if there are too many services, some of the other text fields in the header may be obscured. [8159]
  • Improved the gekko engine by preventing data from being queued unnecessarily. Deleting an already costed item from a Job would not clean up the Billing row’s gekko data. [7756]

Library

  • The information in the notes and audio standard is now copied when duplicating media. [8601]

Other

  • Added support for more time zones. [9032]
  • The email which is automatically sent when a Purchase Order is cancelled now uses the user ID to identify the person who authorised the order. Previously we used the initials which would cause issues if your system is set up to allow several users to have the same initials. [8241]

Product

  • Fixed issue where the Product Brand field would not be cleared if you re-selected a Product which didn’t have a brand. [8116]

Project

  • The Project Cross Site Report now includes Purchase Order costs. [8108]
  • If custom Quote Confirmation rules are in place on your system, it is now possible to have specific rules override others. This will circumvent the requirement for several people to sign off on a rule when only a single high-level authorisation will suffice. If this doesn’t make sense to you – it is probably because you are not using our custom-quote authorisation rules. You can safely ignore it – but if you want to implement a complex system of approvals before you can print out bids – please ask us about it. [6815]
  • If using the overtime tracking methods, there was an issue where actual hours would not be shown correctly in the Cost Tracker. This has now been fixed. [9632]
  • Fixed issue where billing menu was hidden behind pop up, Z order when viewing a Project. [8207]
  • Removed outdated ‘Gekko Created Date’ from various project tabs. [8441]

Purchase

  • The Purchase Order section totals now come from the supplier invoice amount if the PO has been completed. [8140]
  • We fixed a bug which meant that “auto-completing” a PO would copy the price including VAT when it should have omitted the tax. [8277]
  • Fixed issue with the currency validation on the purchase orders. Now it checks to see if you are actually changing the currency before alerting that you cannot. [9591]

Quote

  • Fixed a bug which prevented you copying and pasting a quote detail line. [8212]
  • Fixed bug with the quote detail Reset staff cost link which did not work when clicked. It is possible to manually enter an estimated staff cost on a row – and there was no way of switching it back to the automatically calculated value. [8117]

Ratecard

  • Fixed problem whereby ‘Outstanding Services’ screen was not working as it should (it was actually showing ‘Actuals Collection’ screen). [8931]

Resource

  • Fixed inability to view resource weekend (W/E) and overtime (O/T) rates (if enabled) in Resource List editor. [8361]
  • Fixed display issue with Overhead Code dropdown in Resource List editor. [8270]

Schedule

  • Fixed issue with dynamic view creation on the schedule which would not always render correctly if the ‘show all jobs’ checkbox was not ticked [9161]

Sundry

  • Fixed an issue that would allow you to attach a Job to a Sundry Cost record that did not belong to the selected Project. [8273]
  • We’ve fixed a bug where a sundry NOT attached to a project might sometimes get allocated to a specific project (if you have a project with the project number 0 – typically only possible if there is old imported data). [10421]

Various

  • Fixed issue that caused the “export” buttons to be removed from some tables. [8228]

Integration

  • We have added a requirement to append a token to some of our web-services. This now means we can publish data outside of your network to those who know your token. The most common use for this is adding a graphic to your desktop with today’s confirmed jobs – so you don’t even need to open iCFM to see today’s schedule. A tool such as GeekTool or Conky is required to achieve the desktop effect. [11411]

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]

16.08 – Changes to Resource Information Popup

The pop-up shown when viewing information about a resource has grown significantly over the years. This has resulted on it not always fitting on a small display (Macbook).

As our users generated more and more historical data for those resources – it also meant that showing an unlimited amount of history for each artist / editor would slow the initial display of the pop-up to an almost unusable speed.

To counter these issues we have made a few changes to the pop-up.

resource-popup

It now has a reduced height for all rows – meaning the same information can be shown in less vertical space. This looks a little cluttered, but we did not want to reduce font size or remove any information.

We now also only show the most recent 25 projects that an artist / editor worked on in the bottom table of data.

We have also removed the total number of hours worked per service – as this information was of little practical use, and would take a while to calculate, especially for artists / editors who have worked in the company for a while.

16-08 – Leads Changes

We have redesigned the layout and added a new feature to our Leads module.

Each of the areas on the Lead detail page have now been separated out onto their own tab making it much easier to navigate to specific data.

lead-stages-main

We have also added the ability to create “Stages” for a lead, this works in a similar way to the recently added Milestones feature. A “Stage” can be thought of as a task which is required for the Lead to progress. An example of such a task may be something like sending out an NDA or researching company information.

The ‘Stages’ can be user defined via the Combo Box Options area of the system. By default, 3 stages will already be set up for you, these are simply called Stage 1, Stage 2 etc

To add your own stages, access the Combo Box area of the system, and select or create a new category named “leadstage”.

From the new “Stages” tab, you can create a new entry by clicking the “Add Stage” link located at the top right of the Stages section.

Clicking the “Add Stage” link will pop-up a dialog where you can enter the task details.

There are currently four fields available: Stage, Allocated To, Required Date and Comments.

Cursor_and_Lead__3

The “Allocated To” data comes from the Resource List where the Staff resource has the category code “/producer”.

Once you have created a new Task and Saved it, it will be added to the Stage details table.

Stages can be Deleted, Edited and Completed using the icons in the ‘Action’ column in the far right cell of each Stage row.

When a Stage is completed, the details of who completed the Stage will be added to the Completed By, (this will be the currently logged in users details), and also the current date and time will be added to the Completed Date column.

16.08 – Release Notes

New Features

  • Leads
    • We have added the ability to create “stages” on Leads. These can be any textual representation of a task. They might be items such as Sending out an NDA, or a task to research into the company, etc. They can be assigned to people and have a “deadline” set. A predefined set of default stages can be added to the combo box options, (under the category “leadstage”), and these are automatically added when you create a lead. More info [7279] [7319]
    • We’ve added the ability to define your own lead status using the combo box options. [7063]
  • Schedule
    • We’re made the lasso tool super useful. You can now hold the CTRL key and click on jobs to select them (CMD + click for Mac users) – and you can change days/views without losing the selected jobs. [7268]

Changes

  • API & Integration
    • Added events to the queue for when a job service is modified. [6458]
    • Added the event type to the URL when sending a message queue notification. [6458]
    • Added a “rs_modified” event to the message queue when a resource schedule is changed. [6458]
    • Added a “rs_modified” event to the message queue when a job is split. [6458]
    • When leads are created and modified, events are triggered so that you can integrate better with them. [7349]
    • Events are fired when these are added, assigned and completed. This means you can notify these users and trigger other events based on your listening services. [7319]
  • Billing
    • If you use the “PARTIAL CREDITS” feature, and you have credited one line on an invoice, the invoice will not be reversible. This is to prevent items being credited more than once. [7243]
    • When a user selects a different “print type” on an accounts transaction, it is saved then and there. This means you can change the print mode of an invoice, even though you cannot save that invoice. [6594]
  • CRM
    • When you mark a contact as “client attending” a job, a record is made in the CRM for that client. [1562]
  • DMG
    • The DMG control has been changed so that individual DMG lines can be allocated to certain users. More info [7350]
  • Invoices
    • We’ve added the ability to specify a credit number sequence (either with a sequence for each depot or one single sequence for all depots). [6561]
    • We’ve made the methods of changing the currency on a billing approval a little easier to use by adding some instructions and clearer labeling. [7517]
  • Job
    • The project team list now appears on the job “client attending” page, so you can quickly add a team member to the job’s client attending list. [6643]
    • The Project team is now listed on the client attending form allowing you to quickly add a team member as client attending. You can also now add a new external or internal contact as the client attending which will add new contact to the team as well as a new company contact if they don’t already exist. [5490]
  • Leads
    • When creating a project from a lead, the lead team are now copied into the project team tab. [5496]
    • Added copy/export buttons to the lead results. [6779]
    • Added project type and depot filters to the leads dashboard tab. [6836]
    • A user customisable amount of days can now highlight leads that are going stale, (i.e. not had any comments for x number of days). [6265]
    • You can now type in the lead ID into a project, so that the project can be linked manually to its lead. [7063]
  • Project
    • We’ve changed the way the “cost all jobs” button, (on the Project client billing tab), works. It used to create ONE “Extra” job to attach sundries, etc to. Now it creates one per day to keep things a bit easier to compartmentalise. [7404]
  • Purchase
    • We’ve added an access code so that users can be given permission to edit a completed PO. This includes the ability to CANCEL a completed PO. [5535]
  • Quotes
    • If you use a quote template with the “use rates” checkbox ticked, the quote detail descriptions will always come from the template, rather than the ratecard. [7482]
    • It is now possible to set default print options via a json config setting if using the custom quote print options 4 pop-up. [6369]
    • Added a new access code which will allow a user to Confirm a bid regardless of the current authorisation flags. [5623]
  • Resource
    • Removed the staff rate-card check when saving a resource record. Previously the user would be prompted to select the rate-card that was most associated with the resource, but this was deemed unnecessary. [7134]
    • Reduced the amount of projects listed on the resource pop-up, (from the schedule page), to 25 to help increase speed when loading that data. More info [7310]
  • Shipping
    • The cost to us field CAN now be 0, (zero), if the despatch really cost you nothing. [7157]
  • UI
    • We’ve shrunk the size of some of the controls/padding on the resource pop-up panel, so that it can fit better on smaller resolution displays. More info [7310]
    • Added the ability to customise which fields are mandatory on the User Information page. This is accomplished using a new json config setting. [6270]
    • Clicking on the version number from the iCFM login screen or the header will take you to the News page on the CETA website where you can view the latest or archived release notes. [6734]

Bug Fixes

  • Billing
    • Fixed a sporadic bug which meant that reconciliations couldn’t always be matched to the correct price. [7196]
    • Squished a small problem, when a reconciliation is created it was not automatically set as “prepared”. This is resolved. [7476]
    • Fixed an issue where DMG flat rates would not spread correctly if some items were no charged. [7056]
    • Fixed bug where accounts transactions marked as INVOICE would not get removed from the “ready to export” screen – and thus could be resent multiple times, resulting in a new invoice number being assigned each time. [7416]
    • Fixed issue whereby internal charge items would not retain aggregate/extra flag from the ratecard – and thus they would always be classed as extras. [6944]
    • Fixed an issue where it would sometimes not be possible to allocate an internal charge to an internal accounts transaction. [7444]
  • Dashboard
    • Fixed a few date columns that couldn’t be sorted by date. They were sorted by a completely un-date like manor. [7446]
    • Fixed issue where the Project start and end dates on the dashboard My Projects tab were being converted to UTC when there was no need too. [7171]
    • Removed the Alt-Contact column from the Projects table on the dashboard Home tab. The alt-contact name will now be visible underneath the Our Contact. [7201]
  • DMG
    • Fixed an issue with importing a bid section into the DMG service list. If a service appeared in a Bid section multiple times the correct rate would not be carried over to the Job. [7248]
  • Job
    • Fixed a bug where copying a job didn’t convert the resource’s staff cost if it was in a different currency to the project. [7064]
    • Fixed an issue where setting a Job status to Costed would overwrite any custom quantities and unit prices. [7182]
  • Project
    • We’ve squashed a small pagination bug which meant the number of results returned from a project search would be blank. [7064]
    • Resolved a slightly annoying UI problem, when you scrolled the client billing page down, the little costing selection panel would shoot to the top of the screen and hide some other controls. [7391]
    • Fixed bug which meant the Schedule A/B project tabs would not fully utilise the quoteID box, and therefore the prices displayed could be incorrect. [7437]
    • Internal invoices are now excluded from the Invoice section on the Project summary page. [7443]
  • Purchase
    • Resolved an issue where when updating a service on a PO, the related job service may not be updated. Especially if the item is not quoted for. [7152]
    • Resolved issue where the automatic PO job created would have the project depot by default. It should be the PO depot, and now is. [7441]
  • Quotes
    • Erased an issue where custom fields sometimes wouldn’t save the first time a quote is saved. [7317]
    • Fixed a bug which meant if you copied a quote with flat rate items, the flat-ratedness of those items would be reset to regular quote details (i.e. price x qty). [7074]
    • Fixed some minor display issues in the totals section of the default bid template. These were only visible if specific print options had been selected. [6896]
    • Fixed issue where quote detail service descriptions were not using the custom description if set up in a custom rate card. [6852]
  • Resource
    • If a Person or Staff resource name is edited via the Resource List the name is now updated on all entities i.e. Project, Accounts Transaction, Lead, Milestone, Job or Quote. [7116]
  • Schedule
    • Fixed a strange issue which meant that users using the “client safe schedule” couldn’t see the day markers on the schedule. They were hidden. [7295]
    • Fixed a bug that would allow users to right click on a Job displaying the Job context menu while in Client Safe mode. [7455]
  • Shipping
    • Fixed issue where it would not be possible to no charge a shipping note if the service was Virtual. [6726]
  • Sundry
    • Fixed a small bug which meant clearing the sundry search screen wouldn’t really clear it, and it kept some fields hiding in the background. [7378]
  • UI
    • Made a small change to allow free typing in the resource category and sub-category drop down lists everywhere except the create new resource pop-up. This means filtering will work in all areas and random resource categories cannot be created when adding a new resource. [7185]
    • The resource location has been changed to free text so now floor numbers, phone extensions etc can be entered rather than only the depot. [7186]
  • User List
    • Fixed issue where some contacts would not appear in the User List if their status was NULL. [7157]

 

16.08 – DMG Control changes

With this update we have added a new way of viewing the DMG control screen. This is not enabled by default, however if you choose to, you can expand the DMG rows on the DMG control to see the individual technical items on that job.

See below, the “standard” DMG control screen. When you click a job, the DMG details are loaded at the foot of the screen:

original-dmg-control

Its not all that different, however the main difference is that you can assign a particular line on the DMG to a certain user. In the existing DMG control you can only assign the ENTIRE job to the user.

This also fires events into our message queue. You can hook into this event to notify the user to the new allocated work.

This is how the new control looks now:

assign-dmg-line

 

NOTE: This change is not enabled by default. If you would like us to switch it on for you, then please contact us.

Roadmap – 16.08 (Release Intentions)

While there will also be many other issues and requests that we work on, below outlines the main areas that we hope to focus on for this release.

Leads

  • Our main objective for the August 2016 release is a big push forward with the Leads module. This part of the software is used for tracking sales leads and allows you to create a Project from the Lead information when it becomes useful to do so. There are many improvements scheduled, including:
    • Manually attach a Lead to a Project [7063]
    • Add Event Queue triggers to all key methods [1562]
    • Deliver improved UI [5214]
    • Complete ability to link Resources, Users and Contacts – allowing History to come from all aspects
    • Notification and alerts for issues relating to Leads (eg. No contact for n days etc) [6265]
    • Export to CSV from Leads search / dashboard [6779]
    • Improvements to Leads search / dashboard – filters / search capability changes [6836]
    • Add ability to use attachments via the API [7175]
    • Add win/loss information [6860]
    • Add % probability [6860]
    • Add option to ‘tag select’ stages so more than one option can be selected [6860]
    • Transfer all Lead information to the Project when it is created, including the Team list [5496]

Data Integrity

  • For the last few releases, we have been adding more and more locks into the system to ensure our data is as accurate as possible. While this has meant a few issues with not being able to revert Invoices, overall we now have a system in which the data is always in good shape for reporting purposes. We intend on continuing with this process and making sure that more loopholes are closed.

UTF Encoding

  • There are still some areas within the iCFM system where non-British letters and special characters are encoded incorrectly, resulting in unusual text appearing for no obvious reason. We are working through all areas to make sure that any value is permitted and that it loads and saves correctly.

 

16.05 – Despatch Service “Costs” Matrix

When you add a service to a despatch note, the “Cost to us” field was often left blank. This would cause issue with P&L reporting to the degree that we’ve made it a mandatory field.

When adding a service, you have the ability to enter a price it costs you as a company. There is a new matrix of what happens if you do not fill this value in

Virtual Cost
If the ratecard service is a virtual cost, you must enter a “Cost to us” value. Due to the nature of virtual costs, iCFM cannot estimate the figure for you. You cannot save the despatch note if you do not enter a cost manually.

Normal Ratecard
Normal ratecard items (i.e no virtual costs) can be filled in by yourself or left blank. If you enter a price yourself, that is the price that will be used. If you do not, then:

If you are using staff costs, then the staff cost for this item will be used.

(If you are using the 3 tier’ed system for staff costs, then the tier that is used will be the “defaultstafftieronquotes” field in the allocation table for the project type. Your iCFM administrator should be able to tell you this information)

If you are not using staff costs, or the staff cost is zero, then the ratecard price will be used.

16.05 – Release Notes

NEW FEATURES

  • Billing:
    • In the Billing tab of the Project there is a method to show all “uncosted” Jobs. This displays a list of the Jobs that have not got to the billing stage. There is now a new button to “bring these jobs up-to-date” and this will effectively cost all the jobs in the past on this list. This will actualise the jobs (using the booked time) and cost them up for you. And finally change the Job status to Costed. Hold on. I’m not sure that by reading this you have really figured out what this means. It means that you no longer have to open each Job, click Re-Cost, and then change the Status to Costed. You can just open the Project and say “Hey – make all those Jobs in the past Costed”. Which is quite frankly, ground-breaking. You’re very welcome. [6770]
    • We have added a new button that allows for the creation of a single negative CREDIT interim row. This can be used to create partial credits for INTERIMS. This means that if you want to raise a credit note for an Interim – you can. You no longer have to reverse out the entire Invoice and create a new one. [6871]
  • Dashboard:
    • Added a new home page to the Dashboard for Producers. They now get to see a button to add new projects, a list of their currently active Projects, and any Jobs for their Projects in the prior or upcoming 7 days. [6500]
  • DMG:
    • Added a feature to import services from Quote sections into DMG Instructions – see ‘Import Quote Section’ menu option. This makes creating DMG jobs much simpler, where the services have been previously quoted for. Prior to this update, the quotes services would need to be manually added one-by-one to the job. [5521]
  • Projects:
    • Added ability to display, load and save custom fields, as per Quote screen. – Requires new settings.json setting – “custom_fields_project”. This is exactly the same in operation as the existing “custom_fields_quote” setting. [6637]
    • Added log of the date that project is first Confirmed. This may be useful for custom reporting, where the date projects are *first* Confirmed is important. Note that as Projects may be reverted, and re-Confirmed, there could be a big difference between the ‘first confirmed’ date and the ‘confirmed date’ (which is the latest). – See datedata table. datedata.sourceID = projectID, datedata.sourcetype = ‘project’, datedata.operationnotes = ‘Project first Confirmed’ [6428]
    • Added option for project #’s generated to mirror projectID. The projectID is a unique MySQL ID, so using this as the Project # will avoid the potential issue of duplicate identical Project #’s, which can be caused by database replication problems at multi-server installs.- Requires new settings.json setting – “project_number_generation_method”. Possible values = “allocation” (default) or “projectID” (enables new feature). [6711]
    • Added ‘Margins by Quote’ tab, which is essentially the same as ‘Margins’ with the added ability to filter by quote. [6004]
  • Milestones:
    • Adding a new Project will automatically add a Milestone for the full duration of the Project. Milestones allow you to see a schedule of bigger, longer term events within the software – by Producer. For more information click here. [6399]
  • Quotes:
    • Added the ability to create a team for a specific quote, via a new option in the quote menu. Team members added here will automatically be added to the Team tab on a Project. [3070]

Changes

  • Admin
    • Improved and redesigned the view editor to make it a little bit more user friendly [6828]
  • Artist iCal Subscription
    • Added the ability to hide ‘shifts’ from the subscription URL that artists use to see their jobs in a calendar. If you have no idea what this is – iCFM provides a method that allows Artists to view their CETA Jobs and holiday via an iCal subscription. They can set this up on their phones or other calendaring application. [6905]
  • Company and Contact
    • Added the ability to specify custom mandatory fields on the Contact page. If you need to make sure you get a Fax number for every contact – now you can do that. [5287]
  • Contacts
    • Revamped the resources and contacts link to make more of a connection. Resources that are people, i.e. artists, freelancers, etc are now related to a certain contact. This gives us more control over actioning what to do with resource styled events [5488]
  • Day Schedule
    • Added Equipment (resource category) items to output of days work scheduled by suite, along with People/Staff. [5536]
  • Despatch
    • We’ve improved the way costs are calculated on a despatch note. More info. [1806]
  • DMG
    • We deprecated a setting so that ALL lines on a DMG job will now be costed unless their QTY is zero. [6630]
    • When adding a new DMG line, it comes complete with blank INPUT and OUTPUT fields ready for user input (saving a couple of clicks each time!) [6888]
  • Jobs
    • It is no longer possible to apply actual times to a Job which has a start date later than the current date (only when using start and end time-based actuals). [3610]
  • Projects
    • Added the ability to set mandatory fields as “soft” – this means you will be warned that they should be filled in, but it won’t stop you saving it. [6024]
    • Added new column to the Margins and Bid vs Actual Project tabs to show the number of No Charged units. Requires new setting in order to appear. $SHOW_NO_CHARGED_UNITS_COLUMN_ON_SERVICE_MARGINS [5553]
    • Milestone dates will be updated whenever changes to a Project’s dates are made. [6399]
  • Purchase Orders
    • Added a date range for delivery date in the Purchase Order search. [5189]
    • Added a feature to allow the system to create a PO job immediately when a PO is saved. Historically a job was created at the point of the PO being authorised [5966]
  • Quotes
    • You can no longer confirm a Quote if it has ratecard items on it that are marked as HIDDEN [6697]
    • When setting a line item on a Bid to be non-discountable, the rate for that item is no longer reset to the ratecard value. [6250]
    • Added additional text for some risk assessment emails (eg. if custom fields are used on the bid page, we can now allow them to be included in the risk assessment subject) [6308]
    • You can now press the ENTER key on the quote discount box to apply a new quote discount, rather than use the mouse to click the icon [6250]
  • Ratecard
    • We have stopped users from being able to change the service code or the unit type of a ratecard item once its been used on a job or costing [6667]
    • We have stopped users from creating a duplicate service code, even if the other has been marked as DELETED. All service codes MUST be unique. [6693]
  • Reporting
    • Added columns showing production company and director (as well as M+ if relevant) to ‘Mels Report’ [6277]

Bug Fixes

  • Admin
    • Fixed the caption in Combo Box Options when adding new resource categories and sub-categories. [6422]
  • All
    • Fixed some issues created by a Firefox update that messed with the z-order of objects on the page, meaning items that should be at the front were displayed at the back – and vice-versa. [6466], [6425], [6331], [6741]
  • Billing
    • Fixed an issue where an accounts transaction opened from the Find menu item would not display correctly. [6539]
  • DMG
    • Fixed a bug which played the “new dmg job” alert sound when you first opened the DMG control – it no longer does this [6405]
  • General
    • Fixed and removed many PHP errors and warnings which were adding numerous entries to log files. [6406]
  • Invoicing
    • Fixed a loophole which meant a user could create an external invoice in a different depot to the project [6687]
  • Message Queue
    • Fixed a problem with the event queue which meant that Job ID might be inserted in to the notes field of the JSON packet. [5916]
  • Projects
    • Fixed a bug which meant the financial ribbon A (on the project screen) would show you costs rather than revenue [n/a]
    • Clicking the refresh button in Bid vs Actual would reload the full Margins page. This now refreshes correctly. [6398]
  • Purchase Orders
    • Purchase orders created in a non-project currency now always convert to the Project currency for reporting and billing purposes. This does not affect how the order prints or looks on screen. [6727]
    • Fixed a loophole that meant users could assign a PO to a jobID belonging to a completely different project [6753]
  • Quotes
    • Fixed a small cosmetic issue where the discount would appear to be incorrect after a quote discount was applied [6250]
  • Reporting
    • The drop down list of Our Contacts in Management Reports would sometimes not populate correctly. [6367]
    • Fixed a bug which stopped the Suite Utilisation report from being exported [6966]
  • Resources
    • Fixed issue where setting the tier on a staff resource would result in the staff cost rate being zeroed if the resource did not have a ratecard set. [6340]
  • Schedule
    • Fixed an issue where splitting a job would not pick up the latest rates for Staff Costs [6319]
    • Fixed an issue where splitting a job might not calculate the duration correctly. [6429]
    • Fixed a bug which meant you could change the booked hours of a job from within the job screen and no conflicts would be displayed [6710]