Deltek Tracking Number: 2032007

When you used the Maximum Settlement Value in the context of intercompany settlements, it effectively worked as a maximum cap of cost settlement, where any cost beyond that ceiling was not settled between the two Companies. In some cases, the cost that exceeded the maximum was still settled, but it was managed differently within the settlement. This enhancement supports an additional method of settlement, designed to accommodate specific intercompany processes. As an Admin User, you can set up an intercompany settlement type that manages the overrun cost as a cost to the job-owning Company and transfer that cost, posting it to specifically defined GL accounts, so that overruns costs are reflected in the job-owning Company, not overlooked per the previous behavior.

A single, binary setting enables you to indicate that the settlement must use this new method. This new intercompany (IC) setting manages the Company-level setting for this new functionality. Inheritance of the setting is only on the job creation. If the settings are populated on the client, they are taken from the client. If the client settings are empty, WorkBook takes them from the Company intercompany settings. You can still manually change the value of the setting; however, once IC entries are posted to the General Ledger, the job-level setting is locked, to avoid mismatching General Ledger entries.

As an Admin User, you can handle overrun costs within the intercompany settlement process, posting them to the job-owning Company such that the costs are handled in that Company. The new calculation transfers all of the cost, regardless of the existence of the cap. Where costs exceed the cap, the excess is offset against the revenue accounts. WorkBook continues to manage costs in this manner, even if the cap is exceeded. A notification informs you when the first settlement is posted to the job through project posting using this setting, thus warning Finance Users that after the posting is made, the settings cannot be changed. This notification is only displayed for the first settlement posting for the job.

Deltek Tracking Number: 2021757

Previously, there was a potential mismatch between the accumulated cost on the job and the intercompany settlement value, since the calculation of the cost of a time entry never referenced the intercompany cost rates that are on the Resource and Activity settings. We have updated the system to now provide the option for determining the nature of the cost to facilitate the correct calculation of intercompany values.

Deltek Tracking Number: 2153779

The navigation within the Jobs module has been updated to improve clarity and efficiency. The sidebar menu has been transitioned to a horizontal layout at the top of the job page, with text labels replacing icons. Key updates include:

Navigation Changes:

• The layout has been changed from vertical to horizontal.
• The menu is scrollable in the Job view when space is limited.
• The Settings option has been removed from the menu.

Job Stepper Updates:

• The 'Go to previous job' and 'Go to next job' buttons have been moved to the right corner and are now labeled 'Previous' and 'Next.'
• A new 'Back to jobs list' button appears when a job is in view.
• The 'Job properties sidebar' button has been removed.

Toolbar Enhancements:

• A new 'Open Job' button is added to the left side of the toolbar, used to view the job. Upon clicking, the default landing page is the one relevant to the current job list selection. This applies to any job list where a job can appear more than once:
• Job list 7 — Price Quotes Overview
• Job list 11 — Invoice Overview
• Job list 12 — Purchase Order Overview

• A new toggle button for job settings has been added to the right side of the toolbar. 

Grid/Gantt Changes:

• A new button in the Job Name column allows users to view the job, with visibility restricted by access. Clicking the button opens the page corresponding to the current job list selection. The last visited page is remembered and automatically selected based on the session.

Restyled Update Now Button

The Update Now button that appears on the Job List views when System Variable 1188 is set to a value greater than 0, has been restyled.

Icon Updates for Opening Tabs

The icons for opening tabs have been updated across the WorkBook system:

• A new icon is also used for the ‘Open in current window/tab’ action:  
• A new icon is now used for the ‘Open in new tab’ action: 

Deltek Tracking Number: 2153780

Previously, you needed to navigate back and forth between the Job Schedule and the Task Matrix to review resource availability and task assignments. This update simplifies the process by introducing a  View in Task Matrix button in both the List view and Matrix view.

Deltek Tracking Number: 2103415

You can now generate batches of invoices. Previously, WorkBook's sales invoice generation process occurred at the job level, which was inefficient for agencies generating a high level of sales invoices. As a result, billing took longer than it should. With this feature, you can invoice multiple jobs, clients, and a single Company at a time, and reduce the time spent on creating sales invoices individually.

You can limit the scope of the invoices you want to generate based on the data source. Billing Plan and Time & Material are options that you can select as data sources when setting up the fields. After limiting the scope of the invoices, you can immediately generate the batch of invoices or schedule it for later. Batch invoices scheduled for later can be canceled if they have not yet been processed.

You can generate batches of invoices from the Jobs, Tasks, or Finance & Administration modules. The Batch Billing submodule of the Tasks and Finance & Administration modules contains the batch invoices that have been previously generated.

Deltek Tracking Number: 1856232

You can enable the Time of Supply Lines setting in Jobs » Invoice » Header tab to specify the period when goods or services were supplied, in compliance with EU VAT regulations. This setting allows you to record a Supply Date, which may differ from the invoice or sales dates. Specifically:

• When the Time of Supply Lines checkbox is selected, a Supply Date column appears in the Lines tab. This column is pre-populated with either the Sales Date (if System Variable 682 is enabled) or the Invoice Date from the header.
• You can manually edit the Supply Date for each line item, or leave it blank if necessary.
• If the Time of Supply Lines checkbox is cleared, any previously entered supply dates in the line items are removed.

The Supply Date impacts VAT-related reporting, specifically Report 351. The Supply Date field is included in the report data, but it is not automatically displayed on the printed invoice. You must manually adjust your invoice layout to display this field if needed. If the Supply Date is removed or left blank for any line item, the field will be displayed as blank in printed invoices, reports, or customized layouts that include it.

System Variable 682 controls whether the Sales Date or Invoice Date populates the Supply Date field when a new line is added. If enabled, the Supply Date defaults to the Sales Date. If disabled, it defaults to the Invoice Date.

For more information, see the following online help procedures:

• Enable the Time of Supply Lines Setting
  
• Enable the Time of Supply Lines Setting (Job Card)
  
• Edit the Supply Date for Individual Line Items
  
• Edit the Supply Date for Individual Line Items (Job Card)
  

Deltek Tracking Numbers: 1898430, 2092038 

The Suggest tab is now available in Jobs » Tasks » Booked resources subgrid »  Add resource. Users are presented with employees who can be assigned to the task, and the top 3 employees are shown based on the following criteria:

• Activity match: The employee’s Default Activity matches the Task Activity.
• Job team match: The employee is part of the Job Team.
• Capacity match: Employees with the highest available capacity, but not already listed in another category, are shown.

When a group is full (for instance, if there are 4 employees with the same capacity, the Job team is considered full), the remaining employees are added to the Capacity group.  

Categories that have no matching resources are not shown in the dropdown. The Optimal category displays the top result from each grouping.

Notes:

• 1 (Only admin): Only users with the Administrator role can add resources outside the Job team.
• 2 (Admin and project manager only): Only users with the Administrator role and the Project Manager can add resources outside the Job team.
• If System Variable 1172 is disabled and the Task Booking date is in the past, the Suggest dropdown will yield no results.

For replacing a booked resource, the Suggest Resource option is available on several pages within Jobs and Scheduling. This feature recommends the most suitable replacement resources based on:

• Position match: Resources whose role or position matches the task’s requirements.
• Capacity match: Resources with the highest available capacity.
• Skill match: Resources whose skills align with the task’s skill requirements.
• Activity match: Resources whose default activity or assigned activity matches the task activity.
• Job team match: Resources who are part of the Job team assigned to the task.

Deltek Tracking Number: 1564536

Specifically:

• If the selected tag or tags are not in use, a confirmation dialog prompts you to confirm the deletion.
• If a tag is in use, an information dialog notifies you that the tag cannot be deleted.
• When attempting to delete multiple tags, if some tags are in use, the dialog specifies the tags that cannot be deleted and advises you to select only unused tags for deletion.

API – Error Messages Not Added to ErrorMessage Header When Containing Special Characters

Description: The ErrorMessage included in the response when the WorkBook API returns a 400 Bad Request due to a WorkBookMessageException is now properly URI-encoded. If this message is used, it will need to be decoded.

Additional Note: It is recommended to parse the response body as JSON, rather than parsing the response header.

Error When Generating API Key

Description: When no API users were configured and you tried to generate an API key, a System Error (red error) was displayed.

Note: A red error can still occur if a user is no longer an API user (reassign the user to a non-API user role on the User access setup tab), and then you immediately navigate to the API key setup without performing a soft refresh, and you generate a new API key.

API Calls Using User Display Currency Fail When Called via an API Key

Description: When you used direct API calls to access endpoints that utilized display currency, you encountered an error.

When you viewed reports containing subreports to which you did not have access, you encountered an error.

System Error When You View Charts with Currency Symbol Present

When you opened the pages CRM/12 month summary forecast and Jobs/Cost/Accumulated aging chart view, a System Issue error ( red error) occurred if the set currency did not have a currency symbol present.

Bank Reconciliation Does Not Work with Long Voucher Numbers (50 Characters)

Description: When you tried to enter the Reconciliation tab of a Bank Reconciliation account that had a voucher number with more than 50 characters, an error message was displayed explaining that the voucher number contained too many characters.

Additional Notes: The voucher number size has been increased to 255 characters.

Error When Previewing Creditor Invoices with .PDF Extension

Description: When you previewed a creditor invoice file with the file extension PDF (in uppercase), the following error message was displayed: 'Input data is not recognized as a valid pdf'.

HMRC VAT Authentication Error

Description: HMRC VAT authentication would sometimes fail consistently for users who had an '@' in their WorkBook login name.

Purchase Order Export Uses Resource ID, not Resource Name

Description: When you exported the grid data from the grid in Finance & Administration » Creditors » Purchase Orders, the Responsible Resource column showed the resource ID, instead of the resource name and initials.

CSS Styling Issues in Open Time Sheet Entries Filter Dialog

Description: When you opened the filter dialog on the Open time sheet entries page, there were some styling issues when toggling status 20 on and off. This occurred in both Chrome and Safari, with additional issues in Safari.

Administrative Follow-Up – Approve Selected Entries Button Not Displayed on Mac Safari v18.0.1

Description: When you opened the Open time sheet entries page in the Finance & Administration module on Safari version 18.0.1, the Approve Selected Entries button was not displayed.

Rich Text Editor Component – Paste Plain Text Buttons Do Not Work in Firefox

Description: When you used Firefox, in the rich text editor, the Paste and Paste Plain Text buttons did not work; an error occurred.

Additional Notes: This was added as a known issue to the R13.5 Release Notes.

Description: When you attempted to sign in using SSO without a configured username, the system redirected you to the login screen. A message was then displayed stating that you could not log in due to the missing username. A message is now displayed stating that you cannot log in due to a missing username.

Error Reports and Connection Pool Exhaustion Occurred When Sending Multiple Notifications

Description: A concurrency limit has been added to enhance the stability and performance of notifications and webhooks. This setting is disabled by default. 

Note: Do not change the defaults unless advised otherwise.

Closing a Dialog Box Quickly Can Cause Error

Description: If you opened a dialog box and then closed it very quickly, in some unusual cases, an error could occur, and an error message was displayed.

Additional Notes: This was added as a known issue to the R13.5 Release Notes.

Conversation Link Cannot Be Accessed from Notification Email

Description: When a user using SSO for login authentication clicked on a conversation link from a notification email, a "Page not found or you have insufficient permission to view it" message is displaed.

Unsubscribing from the Documents Approval Results in System Error

Description: In Inbox » Tasks, when you attempted to unsubscribe from the Document Approval conversation, a red error stating 'Conversion failed when converting the nvarchar value ResourceId to data type int' was displayed.

Pressing DELETE on Any Cell Deletes All Line Values when Not Editing

Description: When you used the DELETE key on Invoice lines, all line data was deleted instead of just the highlighted cell. This was inconsistent with the functionality on Price Quote Lines and disrupted standard user patterns.

Workaround before Fix: Double-click the cell to enter edit mode, select all content, and then press the Delete key.

Invoice – Header – Address Field Not Updated Instantly When Either Accounts Receivable Field or Invoice Att. Person Field Is Changed

Description: When you changed the debtor or attention person on an invoice, it did not update until a soft refresh was performed.

Description: When you did not add the price list setup in chronological order, the ICRatePerHour column (Inter-Company Rate per Hour) was displayed incorrectly in the time entries data export.

Workaround before Fix: Add the price list setup in chronological order.

Advanced User Cannot Add Job Custom Codes When You Do Not Have Access to Settings

Description: If you were an Advanced user and did not have access to Settings in any of the Companies, you could not add Custom Codes to a job.

Price – Billing Plan – Grid Quick Search not Working

Description: When you used the Search field in the PQ billing plan, the search did not filter anything.

Renaming a Job Requires Soft Refresh for Job Name to Update

Description: When you renamed a job, a soft refresh was needed before the job name was updated.

ICRatePerHour Column – Data Export #1 – Time Entries Does not Follow the Correct Rate

Integration Fails with a 'System Busy' Error

Description: Simultaneous operations using  NewUserLicenseAvailable queries were causing deadlocks on the database.

Resources – Resource Card – Cannot Read Properties of Undefined (Reading 'Replace')

Description: When you initially accessed a resource card in the Resource Module, a system error was displayed. This issue typically occurred only on the first attempt to access the resource cards.

Customers Impacted: Petrol Advertising, Inc.

Workaround Before Fix: After closing the error, you could continue as expected. 

Approval Record Remains Unapproved on Resource Required Fields when Substitute Approver Approves on Behalf of Pool Approver

Description: On most approval flows, the approval record was not approved when the substitute approver approved the record on behalf of pool approvers.

Additional Notes: This was added as a known issue to the R13.5 Release Notes.

Unable to Allocate/Book Hours on a Blank Resource

Description: When you tried to add booking hours without a resource in Task » Booked Resources, WorkBook did not save the information.

Company Status Not Indicated as Inactive in Personal Expense Types Setup

Description: When you viewed the Personal Expense Types setup grid, inactive companies were not visually indicated as inactive because they were not enclosed in parentheses.

Resources Can Change "Access to Job" Cross-Company Access Even Without Access to All the Companies

Description: When a user without access to set up employees in a company used functionality to grant everyone access to their own Companies' jobs, all Companies' jobs, or deny access to Companies' jobs other than their own Company, the employees from the Company that the user does not have access to would also be updated.

Google Drive Storage Provider Does Not Display Sub-Folder Documents in Jobs

Description: When you created a job using the Google Drive Storage provider and immediately clicked the documents link, the documents in the sub-folder structure configuration did not display in future jobs due to duplicate files in the new job folder.

Tasks – Tasks – Fixed Dimensions Not Showing as a Column in Grid View Even When the Dimension's 'Show on User Task List' Is Toggled On

Description: When you wanted to display dimensions that are not custom-defined on the Task grid, they were not available because they were not shown on the Modify Current Grid (grid setup) dialog box. Because of this you could not select them so that you could show the columns with those dimensions.

Additional Notes: Custom-defined dimensions are those with dimension number 1-10.

'Add Active Tasks from This Week With Allocated Hours' Does Not Add Task When Booked Only on Job End Date

Description: When you attempted to add tasks to the timesheet using either the Auto add tasks to timesheet agent or the timesheet context menu option, tasks were not added if an employee was only booked on the job end date and the Company time entry rule for Allow time entry after job end date was set to 0.