release features 2016.2 - mentor v2016.2 new features.pdf · \\kgbhud01\cabinet\support\c4w\new...

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Last Updated: Wednesday, 26 October 2016 © Mentor Business Systems LTD

\\kgbhud01\cabinet\Support\C4W\New Release Features\Cash v2016.2 New Features.doc

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Release Features

2016.2.1 Document issue history

Date Issue

17/03/16 26/10/16

Draft 1.0 C J M Farrar Draft 1.1 C J M Farrar – New Build Update



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Table of Contents

1 Presales ............................................................................................... 3

1.1 Sales Enquiries ............................................................................................ 3

1.1.1 CF29003911 - Additional field in Sales Enquiry form .............................................. 3 1.1.2 CF29003933 - Sales Enquiry Credit Limit Check ..................................................... 4

2 Sites ..................................................................................................... 7

2.1 Customer Details .......................................................................................... 7

2.1.1 CF29003918 - Customer Emailshot CSV Extract ..................................................... 7

3 Keyholders .......................................................................................... 9

3.1 CF29003926 - Keyholder Emailshot CSV Extract ....................................... 9

4 Cabinet .............................................................................................. 11

4.1 CF29004043 – Branch Cabinet .................................................................. 11

5 Service & Maintenance .................................................................... 12

5.1 Call Logging ............................................................................................... 12

5.1.1 CF29003999 - Attachments at Call Action level ..................................................... 12

5.1.2 CF29003892 - Deleting Equipment having logged a call against it ...................... 12

6 OnCall ................................................................................................ 13

6.1 eMap ............................................................................................................ 13

6.2 CF2900Engineering Reports ..................................................................... 14

6.2.1 CF29004041 – Auto send Engineer Report to Engineer ........................................ 14

7 Invoicing ............................................................................................ 15

7.1 Invoice Templates ...................................................................................... 15

7.1.1 CF29003982 - Addition of Product Table Fields within the template ................... 15

7.1.2 CF29002605 - Option to use fixed customer or Manual Invoicing Customer ...... 16

8 Accounts Interface ........................................................................... 17

8.1 Sage 50 ....................................................................................................... 17

8.1.1 CF29004027 – Sage 50 2017 .................................................................................... 17

8.2 Sage 200 ..................................................................................................... 18

8.2.1 CF29003969 - Sage 200 Supplier Credit Limit Warning ........................................ 18

9 Purchasing ........................................................................................ 19

9.1 Suppliers..................................................................................................... 19

9.2 Supplier Emailshot CSV Extract ............................................................... 19

9.3 Purchase Invoicing .................................................................................... 21

9.3.1 CF29004048 – F Type purchase Invoice Details Method Update ......................... 21

10 System Admin ................................................................................ 24

10.1 CF29004047 – Check for updates ........................................................... 24

11 Bug Fixes ........................................................................................ 25



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1 Presales

1.1 Sales Enquiries

1.1.1 CF29003911 - Additional field in Sales Enquiry form

There is a field available in the Sales Enquiry main form within the ‘Status tab’ called ‘Anticipated Start’.

The field is not linked and must be edited manually, it is also not included on any built in reports but can, of course, be queried and reported that way. The field is synchronised and available to edit within Traveling Sales also.



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1.1.2 CF29003933 - Sales Enquiry Credit Limit Check

This facilitates a structured authorisation process for Sales Enquiries where they would need to be authorised by a specified CASH user prior to being processed in CASH if they exceed a credit limit determined by the total outstanding Customer Balance being greater than the Customers credit limit. The total outstanding Customer Balance is a function of; The Total Sales Value of all new, WIP or Complete (un-commissioned) Job Costings plus the Customer Balance. To enable the facility; 1. Navigate to System Admin => Cash 20** Configuration -> Sales Enquiries 2. Tick ‘Enable Sales Enquiry Financial Status Check



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To determine who can ‘Authorise’ a Sales Enquiry; 1. Navigate to System Admin => User Setup => Restrictions 1 2. Tick ‘Allow Authorisation of Sales Enquiries’

To use the facility; 1. A user (without authorisation) raises a Sales Enquiry 2. Cash calculates the sum of all New/WIP/Completed (un commissioned) Job Costings

and the Customer Balance 3. If the Sum of those is greater than the Customer Credit Limit then a warning is

displayed when the user saves the Enquiry;



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4. The user can no longer make any changes to the Sales Enquiry] 5. A user with the appropriate privilege is now required to ‘Authorise the Sales’ Enquiry

using the button within the enquiry;

6. The original user may now edit the Enquiry again. 7. The value is recalculated every time a user open the enquiry so if any of the relevant

values change the enquiry may become unlocked without having to be authorised. Limitations The value used for the calculation is the ‘Accepted Sales Value’ of a Job Costing. There is no provision for filtering the Sales Enquiry grid to show only enquiries that require authorisation.



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2 Sites

2.1 Customer Details

2.1.1 CF29003918 - Customer Emailshot CSV Extract

This facility enables the creation of a csv email address list from within CASH for the purposes of emailing customers as a batch. To access the facility; Navigate to ‘Sites => Customer Emailshot CSV Extract’ You are presented with the following screen;

To proceed; Set up the CSV Extract



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1. Enter a CSV filename or click the ‘…’ button to browse for a location where the CSV extract will be saved.

2. Enter an Activity Description that will be used if you decide to create a note at the same time

3. Select whether or not to create an associated note 4. Pick an Activity Type for the associated note (these can be populated from the

Customer/Site Activity Type reference code

Filter and preview the list of Sites

1. Choose whether or not to include suspended customers 2. Select the appropriate days since last mailshot 3. Enter a ‘term’ in the ‘Email Address Contains’ box to filter the results by ‘email

address contains’ 4. Select a list of Salesmen or an individual Salesman

Creating the CSV

1. Click ‘Create CSV’ to generate the csv file.

2.2 Site Details

2.2.1 CF29004051 - Asset Valuation CSV Extract includes Customer Number

The Asset Valuation CSV Extract now includes the Customer Number in the report.



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3 Keyholders

3.1 CF29003926 - Keyholder Emailshot CSV Extract

This facility enables the creation of a csv email address list from within CASH for the purposes of emailing Keyholders as a batch. To access the facility; Navigate to ‘Sites => Keyholder Emailshot CSV Extract’ You are presented with the following screen;

To proceed;

Set up the CSV Extract 1. Enter a CSV filename or click the ‘…’ button to browse for a location where the CSV

extract will be saved. 2. Enter an Activity Description that will be used if you decide to create a note at the same

time



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Filter and preview the list

1. Select whether to include Dead sites 2. Select the appropriate days since last mailshot 3. Enter a ‘term’ in the ‘Email Address Contains’ box to filter the results by ‘email address

contains’ 4. Select installed/not installed systems Creating the CSV 1. Click ‘Create CSV’ to generate the csv file.



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4 Cabinet

4.1 CF29004043 – Branch Cabinet

A Branch reference code now has a cabinet function available to facilitate the filing the documents that are associated with a particular branch. The cabinet documents can be added through ‘System Admin=>Reference Codes=>Branch=>Cabinet Tab’;

Alternatively they can also be viewed and edited anywhere that the branch code is selectable in CASH (example in Site Maintenance);



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5 Service & Maintenance

5.1 Call Logging

5.1.1 CF29003999 - Attachments at Call Action level

Call attachments can now be added and deleted at Action level making it far easier to administer multiple Call Action Attachments. A tab is provided within the Action;

The functionality is the same as at call level but the view is filtered to show only Attachments that apply to the selected Action.

5.1.2 CF29003892 - Deleting Equipment having logged a call against it

CASH now prompts you to confirm whether or not to delete any Calls associated with a piece of equipment when you delete it. If you chose to delete the calls then the behaviour is as before. If you chose not to delete the calls then the Call is retained and the equipment description is written into the call completion remarks (admin tab).



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6 OnCall

6.1 eMap

This module facilitates the assignment of Calls to Engineers through a live map interface. The module collects GPS location information from booked on Engineers, displaying their location on a map together with the location of any outstanding Calls. Engineers can be ‘dragged’ onto Calls, and Calls can be assigned manually through the interface. For more information please refer to the ‘emap’ help note.



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6.2 CF2900Engineering Reports

6.2.1 CF29004041 – Auto send Engineer Report to Engineer

It is possible to have the Engineer Report automatically sent to the Engineer on call completion. Navigate to ‘Site Maintenance=? Admin3’ and tick ‘Auto Send Docket to Engineer’;

With this enabled, and as long as the Engineer has an email address configured, CASH will ‘BCC’ the engineer into any auto sent reports from the following areas; - Auto Send on Engineer Completion - Auto Send on Call Completion - Processing an OnCall rejection A copy will not be sent to the engineer if the report is email manually from the Call Action.



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7 Invoicing

7.1 Invoice Templates

7.1.1 CF29003982 - Addition of Product Table Fields within the template

The entire product table is now available for selection within the Invoice template making it possible to add product related fields to your invoice templates. As an example, Basic Specification Text could be added in addition to the Line description if required. To use the additional fields, edit your invoice template as usual and select your required fields from the additional ‘TBL Products’ selection;



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7.1.2 CF29002605 - Option to use fixed customer or Manual Invoicing Customer

An option is provided within CASH20** Configuration to control which customer is used for Job Costing invoicing when the Sites Manual Invoicing has been set to ‘Other’.

If a Site is configured to send Manual Invoices to a different Customer then this option lets you control whether that logic also applies to Job Costing. With the option ticked, the Job Costing will always use the Sites actual Customer record. With the option unticked, the Job Costing will use the ‘Other’ customer specified against the Sites manual invoicing configuration.



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8 Accounts Interface

8.1 Sage 50

8.1.1 CF29004027 – Sage 50 2017

CASH fully supports Sage 50 2017 (Version 23) Please note that, after upgrading Sage, you must select the Sage version from within Company Configuration;

It is also necessary to apply for, and apply, a revised SDO Registration and Key that should be supplier by Sage.



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8.2 Sage 200

8.2.1 CF29003969 - Sage 200 Supplier Credit Limit Warning

When running the Sage 200 ‘Batch Update => Update Purchase Invoices / Credits’ CASH will display a warning if the Supplier’s Credit Limit has been exceeded. You can now ‘click through’ the warning and continue with the Update;

The warning displays the Purchase Invoice Number so that you can identify which supplier has exceeded their Credit Limit. CASH will also write the error to the System Event log;

Making it possible to retrospectively correct all the issues before running the Update a second time.



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9 Purchasing

9.1 Suppliers

9.2 Supplier Emailshot CSV Extract

This facility enables the creation of a csv email address list from within CASH for the purposes of emailing suppliers as a batch. To access the facility; Navigate to ‘Supplier => Supplier Emailshot CSV Extract’ You are presented with the following screen;

To proceed; Set up the CSV Extract



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1. Enter a CSV filename or click the ‘…’ button to browse for a location where the CSV extract will be saved.

2. Enter an Activity Description that will be used if you decide to create a note at the same time

3. Select whether or not to create an associated note 4. Pick an Activity Type for the associated note (these can be populated from the Supplier

Activity Type reference code

Filter and preview the list of Sites 1. Select the appropriate days since last mailshot 2. Enter a ‘term’ in the ‘Email Address Contains’ box to filter the results by ‘email address

contains’

Creating the CSV

1. Click ‘Create CSV’ to generate the csv file.



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9.3 Purchase Invoicing

9.3.1 CF29004048 – F Type purchase Invoice Details Method Update

An option (F) is available that posts the ‘Company No; Purchase Invoice No; Purchase Order No’ into the ‘details’ field of the Purchase Invoice header in Sage 50.

This option results in the following details being made available in Sage;



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Limitations When a Purchase Invoice is split over multiple Nominals, Sage will overwrite the Details in the header so the posted details will only be available on the Line within Sage. Another PI posted but split between two nominals;

Please note that this is not configurable within CASH as we have no control over how SAGE handles the posting of nominal splits at this level.



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10 System Admin

10.1 CF29004047 – Check for updates

A menu option is provided that will connect to the ‘www.mentorbs.com’ website and display any available updates available for your software.

Your version is displayed in the lower right hand corner of the main CASH window. If there is a more recent version available then please follow the instruction at www.mentorbs.com to download and apply the update.

http://www.mentorbs.com/



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11 Bug Fixes

First release build is 2016.2.1 (Build 23), a jump in the build number is an indication that internal, unreleased builds have taken place. Only release builds are detailed here.

Bug Details Version Reported In

Version Fixed In

CF29003792 – Fixed an issue with the auto-completion of multiple timesheet transactions – the process now correctly updates the ‘Job Costing Processed’ flag within the corresponding Call Action

2015.3.2 2016.2.1

CF29003876 – Fixed an issue with ‘Reference Code Replacement’ where picking ‘Engineer Cost Rates’ resulted in an Access Violation

2016.1.1 2016.2.1

CF29003902 – CASH now correctly sets the Purchase Credit total values when adding a line from a Purchase Invoice

2015.3.2 2016.2.1

CF29003924 – Prevented CASH from generating an Access Violation when closing the Sales Enquiry grid from behind an active Sales Enquiry 2016.1.1 2016.2.1

CF29003935 – Fixed an issue with the scheduler where completed calls with follow ups were showing as complete if the navigate buttons had been used to navigate the scheduler

2015.3.2 2016.2.1

CF19004007 – Fixed a potential issue with Travelling Sales where a user may still be able to access invoicing even though the Travelling Sales facility disables that module

2015.3.2 2016.2.1

CF29003995 – Prevented CASH from populating the Ledger Extracted Date and Time for copied invoices and credits.

2015.3.2 2016.2.1

CF29003906 – REWORK – Fixed the issue where issuing a Direct Cost from Job Costing may delete the Direct Cost Code

2016.1.1 2016.2.1

CF29003946 – Fixed the auto creation of Timesheets so they now contain the correct Job Costing Company Number in ‘Multi Company by System’ environments

2015.3.2 2016.2.1

CF29003958 – Fixed an issue with editing a Call Action Remarks / Action Taken (from within the Call), the user is now prompted to save the changes.

2015.3.2 2016.2.1

CF29003967 – Modified the Sage customer balance update to prevent it from re-connecting to Sage except when the Company changes

2015.3.2 2016.2.1

CF29003974 – Prevented Cash from opening the wrong Call when opening Calls from within the Call History tab of the Site

2015.3.2 2016.2.1

CF29003852 – Modified all the templates to update any remaining occurrence of 17.5% VAT to 20% VAT

2015.3.2 2016.2.1

CF29003962 – Fixed an issue when creating a new Sales Enquiry and searching for a Site where you may get an Access Violation when changing search options

2016.1.1 2016.2.1

CF29003959 – Fixed the Job Costing cost summary calculation when using MISC products that exist in CASH

2016.1.1 2016.2.1

CF29003867 – Fixed an issue within Job Costing & Purchase Orders that caused the wrong description to be displayed if the Description field had been moved in the Product Selection

2016.1.1 2016.2.1



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CF29003957 – Modified the update of the OnCall device to take into account both the ‘Amount Due’ and ‘Balance’ update flags in Company Configuration

2016.1.1 2016.2.1

CF29003886 – Fixed an issue with Job Costing where the Cost Summary recalculation was not populating the ProductCostsActual field in the JobCosting table

2015.3.2 2016.2.1

CF29003901 – Modified the Telephony tool to remove any non-numeric characters from the incoming phone number before performing the database search

2015.3.2 2016.2.1

CF29003998 – Fixed an issue with OnCall (Android) where unsaved checklist remarks may be lost if the device receives another call

2016.1.1 2016.2.1

CF29003981 – Altered the field type required by the HHF MFUS service from numeric to alphanumeric

2016.1.2 2016.2.1

CF29002756 – Fixed the issue with auto-issuing stock from a mobile device where it may be issued from the engineers stock location even when not stocked at that location

2013.2.2 2016.2.1

CF29003847 – When creating a Purchase Return CASH now correctly populates the Supplier Code from either the PO or the Products table

2015.3.2 2016.2.1

CF29004008 – Fixed the Bill on Maintenance preview so it no longer includes charges that are not due

2016.1.2 2016.2.1

CF29004046 – Fixed an issue with Call word dockets where the wrings system description was appearing in documents for calls raised from the main ‘ Go to’ button or from Call History

2016.1.2 2016.2.1

CF29003730 – REWORK – Fixed an issue where engineer time on site was not calculated correctly (showing minus one minute) for calls completed on a mobile device

2015.3.1 2016.2.1

Build 34

CF29004048 – Created a new PI Ledger Details Update Method (G) to post the existing Option D into the Details of the PI Header in Sage

2016.2.1.23 2016.2.1.34

CF29003999 – Fixed the attachments tab of a call, you can now view attachments on complete calls, the checkboxes are on the left hand side, and the checkboxes are editable as soon as a call uncomplete.

2016.2.1.23 2016.2.1.34

CF29004065 – Modified the error logger to ensure that a full descriptive stack is always included in the dump.

2016.2.1.23 2016.2.1.34

CF29004069 – Fixed the issue with the scheduler where a default view with columns would cause an error when opened

2016.2.1.23 2016.2.1.34

CF29004080 – Fixed an issue with Job Costing Re-calculation where MISC and SUNDRY products were being missed off the calculation

2016.2.1.23 2016.2.1.34

Android OnCall

CF29004073 –Fixed an issue when rotating the screen using Android OS version 5.1 or below would cause OnCall to crash

2016.2.1.5 2016.2.2.1

CF29004074 –Fixed an issue where OnCall would stop when the device first boots up (auto update service failed)

2016.2.1.5 2016.2.2.1

CF29004076 –Fatal Exception: java.lang.RuntimeException – Fixed 2016.2.1.5 2016.2.2.1

CF29004076 –Fatal Exception: java.lang.IllegalArgumentException – Fixed

2016.2.1.5 2016.2.2.1

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