Control Parameters

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Last updated: Jul 12, 2016 by Workbench (Unlicensed)
4 min read

There are a large number of Control Parameters. These define specific business rules applicable throughout Workbench.

  • The default Control Parameter settings are normally appropriate to start with for a standard use of Workbench. These can be changed as required during the system implementation.
  • The Control Parameters available are accessible in the Control Parameter maintenance screen, grouped and able to be filtered by Type, with descriptions of their usage.
  • Some Control Parameters must be set before commencing usage of Workbench.

Folders in Control Parameters
Various folders (directories) must be set up for certain functionality within Workbench to operate correctly.

CONTROL PARAMETERS - MANDATORY:

Browse Attachment folder:
The start browsing position when searching for files using the Attach Files option

Report sample folder:
The Network folder where Sample Report PDFs are saved and accessed. This folder will normally be created as part of the Workbench Install program, and will be created as Workbench \ Sample PDFs

Server Transfer Directory:
The directory, relative to the SQL Server machine itself, where exported transfer files will be created by stored procedure based exports.

Default Email Attachment Location:
Enter a default Path Name where Email Attachments are temporarily stored for the process of emailing of reports. Note that it must be a path accessible to each user, and a path on the local machine is suggested. CAUTION: Files more than 3 days old within this folder will be automatically removed, so the folder must be used for this purpose only. The specified path must also be accessed by SQL Server if SQL Mail is used, in which case a networked folder is suggested

File Store Location:
UNC Folder Path to Common File Storage Area. This is the root folder, under which the File Attachment process will automatically create a folder structure to contain the various files created using this process.

CONTROL PARAMETERS - OPTIONAL:

Temp Report File Directory:
Used with Report Scheduling function only. The UNC Directory where the Report Scheduling process will save the output reports prior to them being emailed 

Bulk Attachment UNC folder:
Used to attach scanned AP Invoices to Vouchers. The UNC Path to a Folder, Save scanned AP Invoices to this folder that will be automatically moved and attached
to a Voucher based on the filename. It will attach documents to an AP Voucher where the filename is the same as the APVoucher invoice number. 

Payroll Export folder:
Payroll export files may need to be exported via their own confidential export folder. This is the folder, relative to the users machine, where transfer files will be created by the Export Payroll form.

Control Period Ends:
Periods are the Financial Year / Periods that will already be set in the financial software that you are using. The Workbench dates for Year / Periods need to be identical
When setting these up for a new database, always have one 'previous period' entered, and flag it as Closed by ticking the 'All' checkbox
If using Contract Cashflow then you must have 60 future months created.

Bulk Create Periods
Enter 'No of Periods to Add' on the screen and click the Add Periods button. This will automatically create the records in the Period Ends table, beginning at the next Year / Period and having Period End Dates as the month end dates.
If you Period Ends are not calendar end dates then the default dates will need to be edited.

Control Period Ends

This screen displays the twelve Financial and Time Periods for each respective year.
The Period Ends can be configured in monthly, multi-week blocks, or as required.

Add Periods button
Use this button in combination with the "Number of Periods to Add" to add additional periods, when required.

Current Period
Enter the Year / Period to be used as the default Year / Period when opening various screens for filtering / reporting purposes. It is a default only and can be overridden.

Financial Period End
Enter your financial accounting periods and corresponding Period End Dates.

Time Period End
These would normally have the same dates as the Financial Period End.
Where the user wants to use Time Periods based on 4 week / 4 week / 5 week intervals then these dates would be set accordingly. All transactions will have an accounting period based on the following rules:

  • Pre Batched Transactions
    Supplier Invoices/Credits, Stock Issues, Plant Issues, Job Adjustments, Receipts, Payments, all require batch headers to be created first. The date on the Batch Header is checked against the accounting calendar and the nearest "Open" period applied. This period is then applied to all the transactions created under this batch.
  • Post Batched Transactions
    The following transactions are captured in a more distributed manner and are therefore batched prior to exporting to the financials.
    Sales Invoices/Credits – the invoice date determines period.
    Subcontractor Claims – invoice date determines period.
    Timesheets – timesheet line date determines period.
  • Closed Flags
    Use the Check Boxes to close periods to All data entry or on a per module basis.