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CONTROL PARAMETERS
Control Parameters determine the behaviour of Workbench for all users, as distinct from Admin Functions which govern the behaviour for particular users or groups of users
'Billing' Type Control Parameters are those related to the invoicing process
The full list of Control Parameters related to Billing is given below:
ParameterName | Description | ValidValues |
Add Lines to Input Invoices | If set to Yes, Input Based Invoices may have new Job Invoice Lines manually added (i.e. lines not derived from Job Transactions). Note that as these will not be derived from Job Transactions, care is needed as to which invoice formats are used | Yes, No |
Allow Backdated ARInvoices | If set to Yes, the Job Invoice Entry screen will allow the AR Invoice Date to be in a closed period, but will provide a warning. The Year period used on the invoice will be the next Period open for AR | Yes, No |
Allow Job Credits on Contracts | If set to Yes, Job Credits may be entered against Contract jobs. If set to No or not set, negative value Contract Claims must be entered as Credit Notes | Yes, No |
AR Credit Reason Mandatory | If set to Yes the Reason Code on AR Credit Note Entry is mandatory. | Yes, No |
ARAccountNo mandatory | In the Company Maintenance screen: If set to Yes, a Client must have an ARAccount No. | Yes, No |
Auto Receipt Numbering | If set to Yes, Job Receipts are automatically allocated a receipt number from the sequence specified on Maintain Locations. | Yes, No |
Batch Timesheet Default Status | Determines the default status for the Batch Timesheet Screen. | All, Approved Only, Completed Only |
Cancelled Job Credits Batch | The Batch Number into which an AR Credit Note is automatically moved when Cancelled. Needs to be a batch of Batch Type AR Credit, and the batch should be flagged as Not for Export | {Existing Batch Number} |
Cancelled Job Invoices Batch | The Batch Number into which an AR Invoice is automatically moved when Cancelled. Needs to be a batch of Batch Type AR Credit, and the batch should be flagged as Not for Export |
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Change Job Invoice Date to be In Period | If set to Yes, a check is made when printing a final invoice to ensure that the invoice date still falls within a period open for billing. If not, then the date on the invoice is changed to be the first day in the first period open for billing. | Yes, No |
Companies Days Terms | Default value for new Company setup, Payment Terms - days from date of invoice. E.g. a setting of Companies Days Terms of 20 combined with Companies Month Terms of Next would set the Payment Dud Date to 20th of the following month | {any number} |
Companies Month Terms | Default value for new Company setup, Payment Terms, Current or Next month. E.g. a setting of Companies Days Terms of 20 combined with Companies Month Terms of Next would set the Payment Dud Date to 20th of the following month | Current, Next |
Default Credit Invoice Type | If specified, this setting determined the default Invoice Type on entry of Job Credits. | {Invoice Type Code} |
Default Criteria Search Job Invoices | Enter the names of the criteria check boxes you wish to have defaulted to ticked in the Edit View Job Invoices screen e.g. | Entered, Printed, Approved, Sent, Updated, Cancelled, Invoices, Credits, Internals, Revenue Journal |
Default Job Invoice Date | If set to Open Period then the default date for Job Invoices and Contract Claims will be derived from the first AR open period end date subsequent to today. | Today, Open Period |
Default Location on Edit View Invoices | If set to Yes defaults the Location of the logged in user as a filter on the Edit View Job Sales Invoices screen. | Yes, No |
Disable Invoice Object | If set to Yes, disables the use of Invoice Objects on the Job Invoices Screen. | Yes, No |
Disallow Different FCCode | If set to Yes, then the Currency Code on an AP or AR Invoice CANNOT be different to the Currency Code of the Company. If set to No or not set, then only a warning is provided, and the Currency Code can be changed. | Yes, No |
Display AR GST Type | If set to Yes, then the AR GST Type is displayed in Job Invoice entry, with the GST Type defaulting from the selected Sales Code | Yes, No |
Display Input Based Margin | If set to Yes, displays the Input Based Margin for all selected transactions on the Get Sales screen when billing Input Based jobs | Yes, No |
Edit Input Based Derived Lines | If No, you are not allowed to edit the Invoice lines that have been derived from Job Transactions. If Yes, you are allowed to edit the Invoice Lines that have been derived from Job Transactions and you are presented with a routine where you pro-rata or ro | Yes, No, Nominal |
Edit View AR Invoice Date Filter Defaults | Sets the default date or period criteria on the Edit View Job Sales Invoices screen: Dates - 01/01/1900 and today's date are defaulted into the From and To fields respectively. Current Period - Earliest Open AR Year/Period values into the Year/Period From | Dates, Current Period, Current Period Prior, All Periods |
Fin Co AR Validation | If set to Yes, only those Invoices for Clients with a Financial Company matching that of the Batch are included in a selected batch in the Batch Job Invoices process | Yes, No |
Force Job Invoice Credit Apply | If set to Yes, a valid Apply Number ie. the AR Invoice number to which the Credit is to be applied must be specified during entry of an AR Credit Note | Yes, No |
Force Write Off Reason | If set to Yes, then you will be prompted for a Write Off reason when writing off individual job transactions in the Get Sales screen for Input Based invoicing | Yes, No |
Hide Debt Management Promise Notes | If set to Yes, then the Promise Notes tab is not shown on the Debt Management Invoice List | Yes, No |
Hide Debt Management Reports | If set to Yes, then the Reports tab is not shown on the Debt Management Summary screen | Yes, No |
Internal Sale Batching Status | This is the Status which will cause an Internal Invoice to be allocated a Batch number, if the Invoice Batching control parameter is set to Auto. | Approved, Sent |
Internal Sales Work Centre | Identifies the Default Internal Sales Work Centre Code to be used | {Work Centre Code} |
Invoice Batching | If set to Auto, then AR Invoices, AR Credit Notes and Internal Sales are automatically allocated a system generated Batch Number when they attain the appropriate status (refer to the [WBFUT:Internal Sale Batching Status] and [WBFUT:Invoice Batching Status] Control P | Auto, Manual |
Invoice Batching Status | This is the status which will cause an AR Invoice or AR Credit Note to be allocated a Batch number, if the Invoice Batching control parameter is set to Auto. | Approved, Sent |
Invoice Report Selection Location | If set to Yes, the users Location Code defaults as a filter on the Job Invoice Report Selection screen. | Yes, No |
Job Invoice Entry Warning | If set to yes, a warning displays when entering an AR Invoice or Contract Claim against a closed job. | Yes, No |
Job Status to Create Output Billing | When jobs with a schedule (claim) item specified have the Job Status changed to this, then a job output record is automatically created on the schedule item for the amount of the Job Value. | {Job Status} |
JobInv Hide ClaimNo | When set to Yes will hide the Claim No Field on the Job Invoice Screen. | Yes,No,True,False |
JobInv Hide ClaimRef | When set to yes will hide the Claim Ref field on the Job Invoice screen. | Yes,No |
JobInv Hide DebtStatus | When set to Yes will hide the Debt Status Field on the Job Invoice Screen. | Yes,No,True,False |
JobInv Hide Fixed | Will hide the Fixed Field on the Job Invoice Screen. | Yes,No |
JobInv Hide OrderNo | When set to Yes will hide the Order No Field on the Job Invoice Screen. | Yes,No,True,False |
JobInv Hide Paid | When set to Yes will hide the Paid Field on the Job Invoice Screen. | Yes,No |
MaxReturnSalesInvoices | In the AR Invoice Edit View screen: Limits the number of displayed records. | {a number} |
Post-Final Claim Copy Text | The text specified here will print on reprints of Contract Claims after the initial Final Copy has been printed. Eg. Copy Only. | {Any text} |
Post-Final Invoice Copy Text | The text specified here will print on reprints of AR Invoices after the initial Final Copy has been printed. Eg. Copy Only. | {Any text} |
Pre-Final Claim Copy Text | The text specified here will print on copies of Contract Claims before the Final Copy has been printed. Eg. Pro Forma. | {Any text} |
Pre-Final Invoice Copy Text | The text specified here will print on copies of Invoices before the Final Copy has been printed. Eg. Draft Only. | {Any text} |
Preview Previously Billed Jobs | If set to Yes, Preview Invoices will be produced for previously billed Input Based Jobs with No current transactions to bill | Yes, No |
Revenue Forecast Closing | If set to This Period: For the Revenue Forecast Period displayed, if in Period Ends the AR flag for this Revenue Forecast Period is set to closed then the Generate, Rebuild and Refresh buttons in the Revenue Forecasting screen are greyed out to ensure no | None, This Period, Prev Period |
Revenue Forecast Hide Columns | A list of column names that will be hidden in the Revenue Forecast screen | {A comma separated list of column names} |
Revenue Forecast Mode | This determines how revenue is forecasted per Job. The Both option provides for separate forecasts for Time (Activity Type) and Other costs. Time provides for forecasting time only. All provides for a single forecast of all revenue. The Header options a | All, Both, Time, Header All, Header Both, Header Time |
Revenue Forecast Year | Determines the depth of history used when calculating To Bill on the Revenue Forecast Management Screen. All will use all past periods when calculating the Revenue Budget and Billed to Date values used in the to Bill calculation. Current, will only look b | All, Current |
Show GST Controls | If set to No, then the reference to GST is not shown on Invoice formats. | Yes, No |
Show Letterhead | If set to No, then the letterhead from the Location of the Profit Centre of the Job is not printed on Invoice formats. | Yes, No |
Use Invoice To Date | If set to Yes, then shows and uses Invoice to Date on the Job Invoice form for selection of transaction date ranges for Input Based invoicing. The Invoice to Date will default to the end of the current period. Not valid if using Preview Invoice. | Year, No |
Verify ABN No | If set to Yes, then the ABN No is verified as conforming with the Australian standard in Maintain Companies when stepping off the field. The process calls a checking algorithm used by Australian authorities for validation | Yes, No |
Work Centres On Invoices | If set to Yes, then the Work Centre field on JobInvoices and JobCredits is editable. | Yes, No |
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Admin Functions ADMIN FUNCTIONS
Admin Functions determine the behaviour of Workbench for specific users via Admin Security Groups, as distinct from Control Parameters which govern the behaviour of Workbench for all users
'Billing' Type Admin Functions are those related to the invoicing process These are allocated in the Security Admin Function Maintenance screen
The full list of Admin Functions related to Billing is given below:
| Details | ||||||
Approve Internal Invoices | In the Job Invoices screen: ENABLES the APPROVED Selector and BY ME button on Internal Invoices. | ||||||
Edit Job Invoices | In the Enter Job Invoices and Enter Contract Claims screens: Unapproved Invoices may be Entered or Edited, Approved Invoices may be viewed but not changed. | ||||||
Approve Job Invoices | In the Enter Job Invoices and Enter Contract Claims screens: Unapproved Invoices may be Approved. | ||||||
Unapprove Job Invoices | In the Enter Job Invoices and Enter Contract Claims screens: Approved Invoices may be Unapproved and then, may be Edited. | ||||||
Delete Job Invoices | In the Enter Job Invoices and Enter Contract Claims screens: Invoices with a status of "Entered" may be Deleted. | ||||||
Un approve AP Invoices | Allow users to Un approve an AP Invoice | ||||||
No Final Print Job Invoices | In the Enter Job Invoices screen: DISABLES the Print Final Invoice button. | ||||||
Un approve Job Invoice Credits | In the Enter Job Credit Notes screen: Approved Credit Notes may be Unapproved and then, may be Edited. | ||||||
Delete Job Invoice Credits | In the Enter Job Credit Notes screen: Credits with a status of "Entered" may be Deleted. | ||||||
Edit Job Invoice Credits | In the Enter Job Credit Notes screen: Unapproved Credit Notes may be Entered or Edited, Approved Credit Notes may be viewed but not changed. | ||||||
Approve Job Invoice Credits | In the Enter Job Credit Notes screen: Unapproved Credit Notes may be Approved. | ||||||
Bulk Change Get Sales Rates | In the prepare Job Invoices from Input Costs Screen: Sales Rates Maybe Changed. | ||||||
Revenue Forecast Own Jobs Only | In the Revenue Forecast Management screen, restricts the logged in user to jobs for which he/she is the job manager. | ||||||
Revenue Forecast Approval | In the Revenue Forecast Management screen, allows Revenue Forecasts to be approved and unapproved. | ||||||
Revenue Forecast Entry | In the Revenue Forecast Management screen, allows Revenue Forecasts to be entered and edited. | ||||||
Change Allow Non Contract Billing | In the Contracts Maintenance screen, allows the changing of the Allow Non Contract Billing flag. | ||||||
Revenue Forecast Disable Rebuild | If granted, the Rebuild button on the Revenue Forecast Managerment screen is disabled. |
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LOCATIONS
The Locations screen is used to set the Next AR Accounts Receivable Invoice No Number and Next AR Accounts Receivable Credit No Number for each Location. These numbers are used based on the Location of the Profit Centre attached to the person record for the logged in User. i.e. where is the logged in user domiciled
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SALES CODES
Sales Codes are used to record and report revenue transactions as well as providing the interface link to Accounts Receivable and General Ledger in the integrated financial software.
CodeCODE / DescriptionDESCRIPTION
This description will appear on various screen enquiries and reports so it should be meaningful. It will appear as the default description on invoice lines but can be edited. Type
TYPE
These predetermined types are used to group Sales Codes in reports and invoices.
Time |
Disbursement |
Purchase |
Subcontract |
Stock |
Plant |
Internal |
Overhead |
Deposit |
Retention |
Variation |
GL AccountACCOUNT
This is the GL Account Code to which the revenue credit will be posted on integration. Note that this is part of the code only, with the GL Prefix or GL Suffix being added from the Profit Centre of the Job.
If the Job has its own CR GL Account (a full account code set on the Additional tab in Job Maintenance) then that account will override the Sales Code and GL Suffix / Prefix settings
GST AccountACCOUNT
Can be used where separate Output Tax accounts are required for different types of revenue.
GST RateRATE
The output Tax Rate that is applied to this Sales Code by default during Invoice creation.
Default Work CentreDEFAULT WORK CENTRE
Work Centres are used to group Activity and Sales codes into job stages or phases for the purpose of job review and reporting. This Work Centre will default onto the Job Invoice Lines when the sales Code is used
ExternalEXTERNAL / InternalINTERNAL
External Sales Codes are used for invoicing that will interface to Accounts Receivable. Internal Sales Codes are used by the Internal Sales function that is used to create invoices that will charge a "buying" job within Workbench. Default Activity
DEFAULT ACTIVITY
Is the corresponding Activity Code used by Internal Sales to create a cost transaction on the 'buying" job. Report Codes
REPORT CODES
These user defined Report Codes enable Sales Codes to be grouped under various categories for reporting purposes.
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SALES CODE GROUPS
The Sales Codes used on jobs can be limited to more closely control the revenue posting to the General Ledger.
The allowed Sales Code Codes in a Sales Code Group are maintained in the Sales Code Group Maintenance screen
. An optional Sales Code Group is provided on a Job, being a list of Sales Codes allowed on the Job.
Validation of the Sales Codes used takes place in the Job Invoices Entry screen after the Job Invoice Lines have been created.
If the Job Invoice Lines created have Sales Codes not in the Sales Code Group on the Job, exiting from the Job Invoices screen gives a warning 'Sales Code xxx is not in the Sales Code Group on the Job' (a warning only)
When Approving the invoice (by selecting a name or the By Me button), the same warning is given.
A Control Parameter 'Allow Sales Codes outside Sales Code Group' is provided.
If this Control Parameter is set to Yes or not set then the invoice can be approved after the warning is given
If the Control Parameter is set to No then the warning is given but the invoice cannot be approved until the disallowed sales Codes indicated have been changed on the invoice lines.
If the Job has no Sales Code Group attached then none of this validation takes place, making the use of the feature fully optional