Version 1.120.3

Record types in Calculation Rate Master can now handle ‘translation overrides’

Version 1.120.3

General Release

Record types in Calculation Rate Master can now handle ‘translation overrides’

If ‘translation override’ has been applied to record types in Calculation Rates Master, then a ‘null pointer’ error may occur when trying to save a rate calculator record.

Solution: an update to 1.120.3 or above will be required

Version 1.120

Rate Calculator
Award Master Page missing the Long Description
New Payrun Split for Fortnightly
Remove the requirement for the Client to be identical on the Placement and the Job

Version 1.120

Rate Calculator

This is currently in BETA phase, future release notes to follow, for more information please contact 2cloudnine support support@2cloundnine.com

Award Master Page missing the Long Description

The Long Description field was only available on Daily Awards.  This field is now available on all Award Masters to allow completion of details related to the award purpose and function.

New Payrun Split for Fortnightly 

Optional Setup

A fortnightly Payrun Split is now available.  It is option “F” (for fortnightly) on Pay Schedule Config

To function correctly, a Placement with a “Pay Schedule”of “F” in the Payrun Split, must have a Timesheet Frequency set to ‘Fortnightly-1’ or ‘Fortnightly-2’

To set an existing Pay Schedule to “F” or create a new Pay Schedule with “F”

Set Up > Custom Settings > Pay Schedule Config       

select F in Payrun Split


Remove the requirement for the Client to be identical on the Placement and the Job

Optional Setup

Previously there has been a requirement that the Client on the Placement be the same as the Client on the associated Job.

A custom setting in TimeCards Config called ‘Disable Client Validation’ has been introduced.

Ticking the box will allow for users to change the client on the placement, without any validation errors when generating timesheets. The original client will remain on the Job.

To Disable Client Validation –

Set Up > Custom Settings > TimeCards Config > Disable Client Validation (True)

Note: Creation of Transactions and Consolidated Invoices will still use the Client on the Placement to determine Invoice Consolidation requirements.

Version 1.119

No cancel option on the Invoice Template record setup/edit page
Ordinary Hours Award can now have Daily Hours Breakpoints defined for Saturday, Sunday and Public Holidays
Fee record stamped with incorrect ‘Invoice Date’
Exporting Transactions generated via “Process Invoice” defaults to a US based date format
List index out of bounds: 0 when attempting to re-invoice

Version 1.119

No cancel option on the Invoice Template record setup/edit page

A “Cancel” button has now been added to the Visualforce page responsible for maintenance of Invoice Template records to enable users to exit.  This button functions in either set up, or edit mode, without saving any changes.

 

Ordinary Hours Award can now have Daily Hours Breakpoints defined for Saturday, Sunday and Public Holidays

Optional Setup

Previously Ordinary Hours Award Masters had the following types of breakpoint options for Monday to Friday:

  • Daily time (hours worked outside of the standard start and end time)
  • Daily hours (hours worked over a defined number of hours in 1 day)
  • Weekly hours (hours worked over a defined  number of hours in 1 week)

Saturday, Sunday and Public Holidays however did not have ‘Daily Hours’ breakpoints meaning users did not have the ability to define if a different pay code should be used on Saturday, Sunday or public holidays based on the number of hours worked on that day.

Users now can now define ‘Daily Hours’ Breakpoints on Ordinary Hours Awards for Saturday, Sunday and Public Holidays. Transactions created for Saturday/Sunday and Public Holidays will use Daily Hours logic as set up in the following breakpoints:

“Do you wish to set Saturday/Sunday/Public Holiday Hours Breakpoints”

“Do you wish to set Saturday/Sunday/Public Holiday Overtime Conditions”

The exception to this rule is when Weekly logic from the ‘Do you wish to set Weekly Breakpoints?’ section takes priority. This occurs when the number of hours worked on a timesheet has exceeded ‘Ordinary Weekly Hours’  defined in the ‘Standard Elements’ Breakpoint.

Setup Notes:

Both of the following sections –

“Do you wish to set Saturday/Sunday/Public Holiday Hours Breakpoints”

“Do you wish to set Saturday/Sunday/Public Holiday Overtime Conditions”

will be required to be populated when a new Ordinary Award Master is created or an existing Ordinary Award Master is edited.

No updates will be required for either breakpoint on existing Ordinary Hours Awards Masters (unless they will be edited/updated after version upgrade).

 

Fee record stamped with incorrect ‘Invoice Date’  

Setup Required

A new field has been created to overcome the issue of fee records being stamped with an Invoice Date that does not match the Date on Consolidated Invoices and the Process Invoice page.

The new field, has a “Date” format: Invoice Date (tc9_ti__Invoice_Date__c).

The new field will replace the existing “Date/Time” field: Invoice Date (tc9_ti__InvoiceDate__c)

To Setup:

Fees > Open a Fee Record > Edit Layout 

Remove  tc9_ti__InvoiceDate__c from page layout and replace with tc9_ti__Invoice_Date__c (both are called ‘Invoice Date’)

Use the following script in Developer Console to transfer Data from  tc9_ti__InvoiceDate__c to new field tc9_ti__Invoice_Date__c :

List<tc9_ti__fee__c> fees = new List<tc9_ti__fee__c>();

for(tc9_ti__Fee__c fee:[select tc9_ti__InvoiceDate__c,tc9_ti__Invoice_Date__c from tc9_ti__fee__c where tc9_ti__InvoiceDate__c!=null and tc9_ti__Invoice_Date__c=null order by createddate desc limit 10000]){
fee.tc9_ti__Invoice_Date__c = fee.tc9_ti__InvoiceDate__c.date();
fees.add(fee);
}

if(fees.size()>0)
update fees;

 

Exporting Transactions generated via “Process Invoice”  defaults to a US based date format

Transactions exported from Consolidated invoices (Client Invoices), previously had a US date format in the .CSV file (ie MM/DD/YYYY)

This has been updated, and the transaction dates exported in the .CSV file will now be based on the logged in users locale. (ie. If the user locale is Australia then the date format will be DD/MM/YYYY)


List index out of bounds: 0 when attempting to re-invoice

When a user selected ‘Create New Transactions and Invoice’ on the Re-Invoice Function, it produced the following error report – “List index out of bounds: 0 error occurs”.

This has now been fixed. There are no modifications required.

Version 1.118

Javascript in Salesforce Critical Update
Placement Start Date / End Date Validation
Remove currency validation
Update to Process Invoice to Group by Currency
‘From’ email address to be custom instead of user’s (consolidated invoice)
Tax Treatment for Expenses

Version 1.118

Javascript in Salesforce Critical Update 

Critical Setup Required

In October 2017 there will be a series of critical updates activated by Salesforce that are in relation to disabling the use of JavaScript within buttons, links and formula fields. As such, a number of the TimeCards buttons have been updated to accommodate this update.

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

Optional Setup

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 support@2cloudnine.com

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

Setup required

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

Transaction Field Source
Adjusted_BillRate__c Expense__c.Value__c
Adjusted_PayRate__c Expense__c.Expense_Total_including_Tax__c
BillRate__c Expense__c.Value__c
PayRate__c Expense__c.Expense_Total_including_Tax__c
Taxable__c Expense__c.Taxable__c
Tax_Amount__c Expense__c.Tax_Amount__c
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.

Version 1.117.1 | General Release

Consolidated Invoice Logos

Version 1.117.1

General Release

 

Consolidated Invoice Logos

Critical Setup Required

New validations and requirements have been added in relation to the logos to be used on Consolidated Invoices to improve processing and ensure SalesForce limits are catered for.

When creating Consolidated Invoices the logo to be used on the PDF will continue to be taken from the related Billing Entity however the following changes will apply:

  • The logo’s file type must be a .jpg
  • The logos file size must be no greater than 135kb
  • The logos file name must be “Logo.jpg”. This is not case sensitive
  • In the event that there is more than one file with the name “Logo.jpg” the most recently created file will used

Critical Setup includes –

For each of the Organisation’s Billing Entities

  • Ensure the logo file type is a .jpg
  • Ensure the logos file size is no greater than 135kb
  • Ensure logos file name is “Logo.jpg”. This is not case sensitive.

Version 1.117

Validation for Client on Job Order and Placement must match
Partial Re-Invoice
Send Secondary Approver when Scheduled Send Approver Emails method is in use
Process Invoice VF Page – Transaction Filters radio option
Timesheet visibility for Candidates Communities Portal
Invalid Time Popup on Timesheet Entry pages of Candidate Communities Portal
General bug fixes and improvements

Version 1.117

 

Validation for Client on Job Order and Placement must match

Validation has been added to ensure that once a Job Order has one or more related Placements, the Client on the Job Order can not be changed. Likewise the Client on the Placement must remain the same as the Client on the related Job Order.

 

Partial Re-Invoice  

Critical setup required

When completing credit / re-invoice activities, previously the re-invoice could only be completed once. If the User removed Transactions from the list during the re-invoice activity there was no avenue for them to be able to re-invoice the removed Transactions once the Consolidated Invoice was generated.

New functionality has been added to enable the re-invoice of the previously removed Transactions. Once the initial re-invoice is created, if the User clicks the Re-Invoice button, they will be presented with a list of all the Transactions related to the credit note. The Transactions that have already been re- invoiced will be displayed as ‘Invoiced’ and can not be edited. The previously removed Transactions can be edited as needed and then a new invoice generated. This activity can be completed as many times as needed until all Transactions have been invoiced.

This functionality can be particularly useful when a User needs to split an invoice into multiple invoices after the initial generation.

To set up –

Provide profile access to the below listed fields. Users who create credit notes and re-invoice will require read/write access:

  • Has been reinvoiced (tc9_ti__Has_been_reinvoiced__c) on the Transaction (tc9_ti__Transaction__c) object
  • Has been reinvoiced (tc9_ti__Has_been_reinvoiced__c) on the Fee (tc9_ti__Fee__c) object

Run the below scripts in the Developer Console to ensure  the “Has been reinvoiced” field on historic credit note related Transactions has been populated.

Navigate to Set up > Developer Console > Debug > Open Execute Anonymous Window 

Then insert the following script:

// SCRIPT TO UPDATE TRANSACTIONS' HAS BEEN REINVOICED FIELD
List<tc9_ti__Transaction__c> transList = new List<tc9_ti__Transaction__c>();

List<tc9_ti__Consolidated_Invoice__c> conInvIdList = [select id,recordtypeid from tc9_ti__Consolidated_Invoice__c where recordtype.developerName like 'Credit%' LIMIT 10000];
integer totalInv = [Select Count() From tc9_ti__Consolidated_Invoice__c Where recordtype.developerName like 'Credit%' LIMIT 10000];

if (!conInvIdList.isEmpty()) {
 system.debug('Total invoices found: ' + totalInv);
 for(tc9_ti__Transaction__c trans:[select tc9_ti__Has_been_reinvoiced__c from tc9_ti__Transaction__c where tc9_ti__Has_been_reinvoiced__c = false and tc9_ti__Consolidated_Invoice__c in: conInvIdList]){
 trans.tc9_ti__Has_been_reinvoiced__c = true;
 transList.add(trans);
 }
}

// please uncomment the following line for DML operation
// update transList;

Run the below scripts in the Developer Console to ensure  the “Has been reinvoiced” field on historic credit note related Fees has been populated.

Navigate to Set up > Developer Console > Debug > Open Execute Anonymous Window 

Then insert the following script:

//SCRIPT TO UPDATE FEES' HAS BEEN REINVOICED FIELD
List<tc9_ti__fee__c> feeList = new List<tc9_ti__fee__c>();
List<Id> feeidList = new List<Id>();
List<Id> conInvIdList = new List<Id>();

for(tc9_ti__Consolidated_line__c conInv:[select id,tc9_ti__Invoice__c from tc9_ti__consolidated_line__c where tc9_ti__consolidated_invoice__r.recordtype.developerName like 'Credit_Fee'])
  conInvIdList.add(conInv.tc9_ti__Invoice__c);

for(tc9_ti__InvoiceItem__c inv:[Select tc9_ti__fee__c From tc9_ti__InvoiceItem__c where tc9_ti__Invoice__c in:conInvIdList])
  feeidList.add(inv.tc9_ti__fee__c);

for(tc9_ti__fee__c fee:[select id,tc9_ti__has_been_reinvoiced__c from tc9_ti__fee__c where tc9_ti__has_been_reinvoiced__c = false and id in: feeidList]){ //Add 'limit 1000' to this query if timeout errors occur
 fee.tc9_ti__has_been_reinvoiced__c = true;
 feeList.add(fee);
}
update feeList;

 

Send Secondary Approver when Scheduled Send Approver Emails method is in use

Optional setup required

Previously when an Organisation is sending timesheet approver emails via the scheduled method the Send Secondary Approver button on Placement could not be used to send approver emails to the Secondary Approver.

A new workflow, SendApproverEmailRuleForScheduledSend, has been introduced for use when the scheduled method of sending approver emails is in use which will also allow the successful use of the Send Secondary Approver button on Placement.

To set up (optional) –

Only to be used when the scheduled method of sending approver emails is in use within an organisation.

  • Navigate to the SendApproverEmailRuleForScheduledSend workflow
Setup > Create > Workflow Rules > SendApproverEmailRuleForScheduledSend

Note, the Workflow Rule has an immediate workflow action of ‘SendApprovalEmail’. This Email Alert is set to send the packaged ‘NotifyTimeSheetApproverTimeSheetReady’ Email Template. In the instance where an Organisation is using custom Email Templates for their Approver Emails, the Email Alert should be updated to point to the desired Email Template.

  • Activate the SendApproverEmailRuleForScheduledSend workflow

 

Process Invoice VF Page – Transaction Filters radio option

Optional setup required

Previously, on the Process Invoice page the Standard Invoice Filters / Transaction Filters radio option would default to have Standard Invoice Filters selected when the page opens. Now, for Organisations that use Transaction Filters as their preferred method of filtering, we have introduced a custom setting that allows them to set Transaction Filters as the default when the page loads.

The setting can be found in the Timecards Config and is called Default Transaction Filters Invoicing. If unchecked (False), the page will open with Standard Invoice Filters selected. If checked (True), the page will open with Transaction filters selected.

To set up (optional) –

Set the Process Invoice page to open with Transaction Filters defaulted via the Custom Setting

Setup > Custom Setting > TimeCards Config > Default Transaction Filters Invoicing = True (ticked)

 

Timesheet visibility for Candidates Communities Portal

Optional setup required

Previously a timesheet would become visible on the Timesheet Submission pages of the Candidate Communities Portal on the Start Date of the Timesheet. For the duration of the Timesheet (Start Date to End Date) it would be listed under the Current Tab and then move to the Overdue Tab on the day following the End Date.

Now, at an Organisation level, delays can be set for when Timesheets will appear on the portal as well as how long it will remain on the Current tab before moving to Overdue. This is enabled by two fields within the TimeCards Config custom settings. Days til Current Timesheet Visible defines how many days after the Timesheet Start Date before the timesheet will become visible. For example if the timesheet period was 24th July to the 30th July and the Days til Current Timesheet Visible is set as 5 then the Timesheet would not become visible on the Current Tab until 28 July.

Days Until Timesheet Overdue defines how many days after the Timesheet End Date a timesheet will remain on the Current Tab before moving to the Overdue Tab. For example, if the timesheet period was 24th July to the 30th July and Days Until Timesheet Overdue is set as 3 then the Timesheet would remain on the Current Tab up to and including the 2nd August and move to the Overdue Tab on the 3rd August.

These are optional settings, and if nothing is defined, Timesheets will become visible on the Timesheet Start Date and move to the Overdue Tab the day following the Timesheet End Date.

To set up (optional) –

  • To set a delay on when the Timesheet will become visible on the Timesheet Entry pages of the Candidate Communities Portal
Setup > Custom Setting > TimeCards Config > Days til Current Timesheet Visible = enter the number of days required
  • To define how long the Timesheet will remain on the Current Tab after the Timesheet End Date
Setup > Custom Setting > TimeCards Config > Days Until Timesheet Overdue = enter the number of days required

 

Invalid Time Popup on Timesheet Entry pages of Candidate Communities Portal

A number of Organisations have advised of issues with not being able to close the Invalid Time popup on the Timesheet Entry pages of Candidate Communities Portal. To resolve this persistent issue, the invalid time popup has been removed and instead an error message will be displayed directly on the screen.

 

General bug fixes and improvements

General bug fixes and improvements have been applied to the following:

  • Debug log reporting and error messages
  • Improvement to the Create Consolidated Invoice Transactional Invoicing page layout
  • Invoice Template Pagination
  • Ordering of pay codes in Timesheet Manager picklists to be alphabetical
  • User interface improvement on the Preview Payrun page