What's included in this release
Supplier invoice page re-design
Department or Employee dissection on supplier invoices
Assign default Department to clients and jobs
Show WHT impact on supplier invoice total prior to posting
Supplier invoice approval based on the PO creator
Supplier invoice form redesigned
We're excited to introduce a new look and feel to the Supplier Invoice form. This redesign streamlines the invoice management process and provides a consistent user experience throughout the platform.
Learn more about the changes here
Department or Employee dissection on supplier invoices
What is it?
The addition of Employee and Department columns to the Supplier Invoices layout allows for a more detailed view of each invoice directly from the main interface.
Why Does it Matter?
This feature was developed in response to user feedback, highlighting the need for easier access to this information without the additional step of dissecting each invoice individually.How does it work?
- Optional Columns: Users can now choose to display the 'Employee' and 'Department' columns on the main Supplier Invoices form. These columns are hidden by default and can be enabled as needed for a more detailed overview.
- Direct Information Access: With these columns enabled, users can immediately see the employee associated with each invoice and the department without needing to open the detailed dissection page.
Steps:
- Navigate to Accounting > Payables > Supplier Invoices.
- Click on the
New Supplier Invoicebutton to open the supplier invoice form. - To enable the columns, select the Layout icon and choose to view the employee code and department code, then hit save.
Assign default Department to clients and jobs
What is it?
This new feature allows for the assignment of a default Department to both Client records and Job records within the platform. With this capability, users can now directly associate a Department at the Client level and have the flexibility to override this association at the Job level. This enhancement is designed to streamline the process of departmental dissection on client job invoices and improve the accuracy of revenue reporting.
Why it matters?
This update brings significant improvements to the process of allocating revenues and expenses to the correct departments, especially in complex organizational structures.
Agencies now have an alternative to mapping Task Types to Departments to report on revenue by department. This is specifically helpful for agencies who need to group clients and track revenue by Divisions. These Divisions still need to be defined as 'Departments' in the system.
How does it work?
- Easy Department Assignment: You can now easily assign a Department directly to a Client. New jobs automatically inherit this Department assignment, but can be overridden on a job by job basis.
- Simple Hierarchy Logic: The system uses a clear hierarchy to decide which Department to assign for revenue tracking. it looks at the Task Type (if mapped), then the Job itself, followed by the Job Type, and finally, the Client. This hierarchy ensures that the system automatically selects the most specific Department possible but also gives you the flexibility to adjust as needed.
Show WHT impact on supplier invoice total prior to posting
What is it?
Users can now see the impact of withholding taxes on supplier invoices. The WHT amount, calculated off the supplier invoice total is now displayed at the bottom of the supplier invoice, along with the total supplier invoice amount. Previously, the impact of the WHT amount is not visible until the invoice is posted.
Why does it matter?
The AP user can now verify the WHT amount prior to submitting an invoice for manager approval or final posting.
If manager approval is enabled for supplier invoices, the approver can now see the WHT amount and determine whether it is correct or the invoice needs to be rejected back for adjustment.
How does it work?
When a supplier invoice is saved, the system dynamically calculates the WHT based on the applicable withholding tax codes and displays it in a new row in the totals section of the invoice form. For details on how to deduct the WHT from supplier invoices (instead of payments), see the Withholding Tax Enhancements described here.
Supplier invoice approval based on the PO creator
What is it?
The Purchase Order Creator approver type is a new feature designed to enhance the supplier invoice approval process. It allows supplier invoices to be approved by the employee who created the associated purchase order, thereby improving transparency and accountability in the invoice management process.
Why does it matter?
- The approval process is streamlined, as invoices are directly routed to employees responsible for the corresponding purchase orders.
- Invoice approvals remain within the company's control, providing an added layer of security and accountability.
How does it work?
When setting up your approval scenarios in the system, you can set up the supplier invoices approval scenario to assign approval to the Purchase Order Creator.
Steps:
- Navigate to Set Up Files > Approval & Posting Settings.
- Select Approval Scenarios at the top right of the screen.
- Click on New Scenario or filter to your Supplier Invoices scenarios.
- In the Approver Type column, select the dropdown and choose Purchase Order Creator.
Client Custom Codes on Receivables Aging Report
What is it?
The inclusion of Client Custom Codes on the Receivables Aging Report introduces a feature where receivables can be analyzed and grouped based on custom fields associated with clients. These custom codes enable users to break down the report by divisions, departments, or any other organizational structure represented by the codes, offering a more granular view of receivables.
Why Does it Matter?
Including Client Custom Codes on the Receivables Aging Report allows for a more detailed and tailored analysis of receivables, which is particularly beneficial for organizations with complex departmental structures. This feature:
- Enhances Customization: Allows clients to break down the report by custom fields, such as divisions or sub-departments, providing greater insight into specific areas of their business.
- Improves Reporting Flexibility: By offering the option to group receivables based on custom codes, clients can analyze their financial data in a way that best suits their internal reporting and management needs.
- Increases Visibility: Adding custom codes to the report enhances the visibility of receivables related to specific departments or divisions, aiding in more precise financial planning and analysis.
How Does it Work?
Prerequisite:
Client Custom fields are agency-defined objects at the client level. In the example below, the agency has Reporting Client and Industry as additional fields captured on the Client record. For more information on what fields are available for your agency, contact your Accountability Administrator.
- Navigate to Accounting>Receivables>Receivables Reports and choose Receivables Aging Report
- Enter the relevant report parameters and filters and click the [Excel] option
- The custom client data appear at the end of the report, to the right of the Invoice Currency Amount. From here you can create pivot tables to slice and dice the data as needed.
Redesign of Task Type Form Layout
What is it?
The redesigned Task Type form features an updated layout that categorizes task-related information into several groups:
- Details: This includes basic information such as Task Type Code, Name, Default Charge Type, Title, Department, Headings, Sort Order, and Active status.
- Use for: Specifies the applications of the task type, including Time, Internal Charges, Supplier Charges, Expense Claims & Credit Cards, and Timelines.
- Billing Settings: Contains billing-related settings like Billable Rate, Indicative Cost Rate, Markup options, and Service Fee applicability.
- Client Cost Method Invoice Settings: Options for how costs are listed and grouped on invoices.
- Other Details: Additional settings including Timeline Days, Team, and Custom Codes.
This restructuring aims to provide a more intuitive and efficient way for users to manage task types.
Why Does it Matter?
The redesign of the Task Type form matters for several reasons:
- Enhanced Usability: The new grouping of fields makes the form more intuitive and easier to use, reducing the learning curve for new users and improving efficiency for existing users.
- Consistency Across Forms: By aligning the layout with that of other forms within the system, such as the job form, we ensure a consistent user experience across the platform.
- Improved Navigation: The logical organization of information allows users to quickly find and access the specific settings they need to modify or review.
How Does it Work?
- Streamlined Interface: Users will notice the improved layout immediately upon accessing the Task Type form. The categorization into groups helps in identifying where specific information should be entered or found.
- Familiar Yet Improved Experience: While the form remains familiar to those who have used it in the past, the enhancements make for a clearer and more user-friendly interface.
The redesign of the Task Type form is part of our ongoing efforts to improve the platform's usability and ensure our interfaces meet the high standards our users expect.