Critical Setup Required
Below is a list of all the buttons and fields that have been updated within the package. These buttons will continue to function with no configuration required.
|Label||Display Type||Object Name|
|Compose Invoice Email||Detail Page Button||Consolidated Invoice|
|Create Credit Note||Detail Page Button||Consolidated Invoice|
|Delete Placement||Detail Page Button||Placement|
|New Job Fee||List Button||Fee|
|Preview||Detail Page Button||Consolidated Invoice|
|Re-Invoice||Detail Page Button||Consolidated Invoice|
|Send Credit Note||Detail Page Button||Consolidated Invoice|
|Send Invoice by Email||Detail Page Button||Consolidated Invoice|
|Timesheet Tool||Detail Page Button||Timesheet|
|Timesheet Tool||List Button||Timesheet|
|Update Failed to Ready||Detail Page Button||Timesheet|
|Update Failed to Ready||List Button||Timesheet|
|Timesheet Manager||Field Button||Timesheet|
|Bulk Remove||Detail Page Button||Payrun Batch|
|View Payrun Batch||Field Button||Payrun Batch|
The following buttons are no longer in use and have been made inactive. These should be removed from the search layout for list views. If left on layouts, and the User clicks the button they will be presented with a message advising the button is no longer active.
|Label||Display Type||Object Name|
|Approve Selected||List Button||Timesheet Entry|
|Approve||List Button||Timesheet Entry|
|Timesheet Manager||List Button||Timesheet|
To set up –
- Remove the Approve Selected and Approve List buttons from the Timesheet Entry Search Layout
Setup > Create > Objects > Timesheet Entry > Search Layouts > Edit Timesheet Entries List View > Remove the Approve Selected and Approve buttons from the selected buttons list
- Remove the Timesheet Manager list buttons from the Timesheet Search Layout
Setup > Create > Objects > Timesheet > Search Layouts > Edit Timesheet List View > Remove the Timesheet Manager buttons from the selected buttons list
Note: It is suggested that in place of the Timesheet Manager list button, list views should be updated to include the Timesheet Manager field. This field will allow Users to quick launch the Timesheet Manager from each record listed
Placement Start Date / End Date Validation
A new validation rule has been added to ensure that the Start Date of the Placement must be equal to or earlier than the Placements End Date.
Remove currency validation
In Timecards there is validation to ensure the currency of the job is maintained for all related child records – from Job Order to Payun Batch and Invoice. It has been identified that some Organisations have a business need to be able to update the currency of certain child records such as the placement.
To support this, we have now introduced a new field, Disable Currency Validation, within the TimeCards Config custom setting. When set to True, validations that ensure the currency is maintained from the Job order through to the Payrun Batch and Invoice will be turned off. Currencies will flow down on creation of the record as normal but Users will be able to amend the currency after creation.
Important Note: Organisations should ensure a thorough assessment of their need to turn off the currency validation prior to disabling the currency validation. When the validations are off, Users with profile access will be able to change the currency of most of the child records. This could impact things such as reporting and data consistency. Further, if at a later time an Organisation chooses to re enable the currency validation, any records that had their currency updated while it was disabled will fail validation and will need to be updated.
To set up (optional) –
- Disable the currency validation via the Custom Setting
Setup > Custom Setting > TimeCards Config > Disable Currency Validation = True (ticked)
Update to Process Invoice to Group by Currency
Process Invoice has been updated to incorporate currency grouping. Now, when there are transactions of different currencies to be processed, the Consolidated Invoice will automatically be split into multiple Consolidated Invoices, one per currency. This will ensure that the currency of the overall Consolidated Invoice matches the currency of all the related Transactions.
‘From’ email address to be custom instead of user’s (consolidated invoice)
Optional setup required
Previously when Consolidated Invoice emails were sent they were sent ‘From’ the user who initiated the send. New functionality has been created to enable Users/System Admin to define a ‘From’ email address that the invoices will be sent from at an organisation and client level.
The email address that invoice emails can be sent from must be a defined as an Organisation-Wide Address before it can be used. Likewise users will only be able to send emails from an Organisation-Wide Address that they have profile access to use. If the email address is not defined as an Organisation-Wide Address, or the user does not have access to use the Organisation-Wide Address, emails will not be sent and a debug header/log reflecting the failure to send will be raised.
On the Account record, 2 new fields have been added:
‘Send Invoice Emails Setting’ –
When Consolidated Invoices are emailed, this field defines where the from / reply email address will be taken from. When an email is sent, this value on the Bill To Account related to the Consolidated Invoice will be used. It is a pick list with the following values:
- Current User (default) – the email(s) will be sent from the current user
- Account Defined – the email(s) will be sent from the email address defined in the “Send Invoice Emails From Email” field on the related Bill To Account
- Billing Entity Defined – the email(s) will be sent from the email address defined in the “Send Invoice Emails From Email” field on the related Billing Entity
- Organization Defined – the email(s) will be sent from the email address defined in the “Send Invoice Emails From Email” field in the TimeCards Config custom setting
- Note: if the Send Invoice Emails Setting field is left blank the email(s) will be sent from the current user
‘Send Invoice Emails From Email’ –
When the Account’s Send Invoice Emails Setting defines the email source as ‘Account Defined’ or ‘Billing Entity Defined’ the email address defined in this field will be used as the from / reply to email when emailing consolidated invoices. The email addresses available on this picklist should be created by system admin at the time that the Organisation-Wide Address is created.
In the TimeCards Config custom setting a new field has been added:
‘Send Invoice Emails From Email’ –
When the Account’s Send Invoice Emails Setting defines the email source as ‘Global Email’ the email address defined in this field will be used as the from / reply to email when emailing consolidated invoices
To set up –
- Create Organisation-wide email address
Setup > Email > Organisation-wide addresses > Add Display Name: Enter the name you would want the email to be displayed as to the recipient ie 2Cloudnine Email Address: The actual email address the email will be sent from / replied too ie firstname.lastname@example.org Define the profiles that will have access granted to use the organisation-wide email address Click Save
- Provide profile access to the below listed Account fields. Users who will populate/update these fields will require read/write access. Users who will send the Consolidated Invoice emails will require read only access.
- Send Invoice Emails Setting - Send Invoice Emails From Email
- Add email addresses as pick list values on the Account Objects Send Invoice Emails From Email field
Setup > Customise > Accounts > Fields > Send Invoice Emails From Email > Values > New > Email address that matches the value entered in the email address field within the Organization-Wide Email Addresses setup. Ensure the picklist values are only available for the record types you require. I.e if you want a given email to only be available on the picklist if the email is being sent from the Billing Entity make it only available for the Billing Entity Record Type.
- Deactivate the Sample 1 pick list value from the Account objects Send Invoice Emails From Email field
Setup > Customise > Accounts > Fields > Send Invoice Emails From Email > Values > click deactivate next to the Sample 1 value.
- Add the email address that will be used when the Organization Defined option is selected into the Send Invoice Emails From Email within the TimeCards Config Custom Setting
Setup > Custom Setting > TimeCards Config > Send Invoice Emails From Email > Email address that matches the value entered in the email address field within the Organization-Wide Email Addresses setup
- Update the Send Invoice Emails Setting and Send Invoice Emails From Email fields on Account/Client and Billing Entities as required.
Note – the Send Invoice Emails Setting is defaulted to be Current User so if these fields are not updated emails will continue to be sent from the logged in user as they were with previous releases.
Tax Treatment for Expenses
Previously, there has been feedback in relation to the clarity of expense and attributed tax entry and the subsequent transaction handling. As a result we have introduced a series of improvements to ensure ease of use and the correct pay and invoice handling.
The existing “Value” field has been re-labeled to be “Pre Tax Value” and a new “Expense Total (including Tax)” field has been introduced to hold the tax inclusive tax amount. The Timesheet Manager and Candidate entry/approval pages have been updated to automate the population of the expense. Users are now asked to enter the Expense Total (including Tax) and the Tax Value. From there the Pre Tax Value and attributed Tax Rate are automatically calculated.
Further field mapping on transactions has been updated to reflect the new fields
|TaxRate__c||Expense__c.Tax_Amount__c / Expense__c.Value__c|
To set up –
Provide profile access to the Expense__c.Expense_Total_including_Tax__c field for all Users who will be entering and viewing expenses. This should include communities and guest site user profiles.