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 If left on layouts, and the User clicks the button they will be presented with a message advising the button is no longer active.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

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

Version 1.116.2

Duplication of Transactions from TS Manager

Version 1.116.2

 

Duplication of Transactions from TS Manager

An issue was reported where when the Revert to New button was used within the Timesheet Manager, where transactions were not deleted correctly, duplicate transactions could be created when Transactions were re-processed. Additional validation and checks have been added to the Transaction Processing process to ensure that if a timesheet has been reverted to New all the required Transactions have been deleted before new transactions are created.

Version 1.116

Consolidated Invoice Email CC Validation
Consolidated Invoices List View Send By Email functionality update
Daily Awards Set Up to include leave accruals
Purchase Order Number display on Perm Invoices/Perm Invoice Template
Filtering Allowance Paycode Picklist
Record Limit Error when Scheduled job to Create Invoice Attachments Processes
Invoice Totals not populated on Fee Consolidated Invoice
TimeCards Batch Size custom setting
Adding Credit Reason when creating Credit Notes
Re-invoice for fee invoices
Credit Invoice and Rebill Tracking
Inclusion of a Link to Re-Invoiced Consolidated Invoices when created
Fees with 0 or negative Invoice Tracking
Revert to New – exclude flagged transactions
General bug fixes and improvements

Version 1.116

 

Consolidated Invoice Email CC Validation

The validation on the Invoice Email CC field on the Consolidated Invoice object has been updated to allow the additional characters of underscores (_) and hyphens (-). In addition the validation will now allow non-ordinary domain names such as email addresses that don’t  contain ‘.com’ or ‘.net’.

 

Consolidated Invoices List View Send By Email functionality update

Updates have been applied to the Consolidated Invoice’s Send By Email list view button to accommodate when records selected from the list view includes both invoice and credit note record types. This update ensures that the correct invoice template is used for all records selected.

 

Daily Awards Set Up to include leave accruals

Previously the Daily Awards did not have the ability to define Leave Rates. This functionality has been added via a Daily Award that operates in the same way as the Ordinary Hours, Regular and Shift awards.

To define Leave Types on Award Masters the following setup is required:

Setup the Leave types that will be available for use:

The Leave types that are listed on the Award Master for use are pulled from the picklist values defined in the Leave Type field on the Timesheet Entry. 

To add/modify the leave types listed, the picklist values must be created/modified: 
 
Setup > Create > Object > Timesheet Entry > Leave Types > Values > New > add as leave types as required

Purchase Order Number display on Perm Invoices/Perm Invoice Template  

Setup required

A new column has been added to the package Perm Invoice Templates to display the related purchase order number. The value displayed within this column is taken from the related Invoice’s Purchase Order Number field.

This change has been made to the following invoice templates

  • PermInvoice_v2
  • PermInvoice_US_v2
  • PermInvoice_NZ_v2
  • CreditPermInvoice_NZ_V2
  • Credit_PermInvoice_US_v2
  • Credit_PermInvoice_v2

The following setup is required (only required if using packaged invoice templates):

  • The column label is defaulted as “PO No” however this can optionally be changed by adding a transaction to the Invoice PO custom label
     Setup > Create > Custom labels > Invoice PO > Translations > New 
    Ensure the Purchase Order Number field on the Invoice object is enabled to be visible to the Guest Site User profile.

 

Filtering Allowance Paycode Picklist 

Setup required

Previously when adding an Allowance to a Timesheet in the Allowances section of the Timesheet Manager, Users were presented with a list of Pay Codes that included all the pay codes created within the organisation. This can cause confusion when the same pay code name was used for different pay code record types. Now a filter has been applied to the picklist to ensure that only pay codes with the Record Type of Allowance are listed.

To ensure the picklist continues to list allowance pay codes, ensure that the pay codes have the correct record type assigned.

 

Record Limit Error when Scheduled job to Create Invoice Attachments Processes

An issue was reported that when an Organisation has a high number of Consolidated Invoices that have not had PDF attachments created, a system limit error can occur when the Scheduled job to Create Invoice Attachments (ScheduleCreateInvoiceAttachments) runs.

A limit of 4000 Consolidated Invoices per scheduled job has now been applied to ensure this error no longer occurs. Where the organisation has more than 4000 Consolidated Invoices without PDFs generated, those above 4000 will be left not generated until the next time the scheduled job runs.

 

Invoice Totals not populated on Fee Consolidated Invoice

An issue was reported that Invoice Total Fields are no longer populating on Consolidated Invoices which are derived from Fees. This issue has now been resolved.  

 

TimeCards Batch Size custom setting

Setup required

Previously fields for holding batch size overrides were located within several custom settings. These have now been moved to a central Timecards Variable Settings custom setting.

The following setup is required:

Run the below script in the Developer Console to ensure that the existing batch size overrides within the organisation are maintained 
 
Set up > Developer Console > Debug > Open Execute Anonymous Window 
 
Then insert the following script

tc9_ti__ToCloudNineConfig__c old_config = tc9_ti__ToCloudNineConfig__c.getOrgDefaults();
 tc9_ti__TCS_Variable_Settings__c new_config = tc9_ti__TCS_Variable_Settings__c.getOrgDefaults();
 new_config.tc9_ti__Create_Payrun_Batch_Size__c = old_config.tc9_ti__Create_Payrun_Batch_Size__c;
 new_config.tc9_ti__Generate_Timesheet_Batch_Size__c = old_config.tc9_ti__Generate_Timesheet_Batch_Size__c;
 new_config.tc9_ti__Merge_Invoice_Emails_Batch_Size__c = old_config.tc9_ti__Batch_Limit_MergeInvoiceMails__c;
 new_config.tc9_ti__Process_Timesheets_Batch_Size__c = old_config.tc9_ti__Timesheets_in_ProcessTimesheetsBatch__c;
 upsert new_config;

 

Adding Credit Reason when creating Credit Notes

New functionality has been added to the credit note process to force the User to select a predefined credit reason before they can create a credit note. This functionality is optional and is switched on via the ‘Enforce Credit Note Reason’ field within the TimeCards Config custom setting.

When Enforce Credit Note Reason = TRUE (ticked), if the User clicks the ‘Create Credit Note’ button on the Consolidated Invoice record, they will be presented with a page asking for the credit reason before they can continue to create the credit note. When Enforce Credit Note Reason = False (unticked) the credit note will be created when the ‘Create Credit Note’ button is clicked as normal.

To use this functionality the following setup is required:

  • Define the Credit reasons available for the User to select. 
     These are defined as values on the Credit Reason field on the Consolidated invoice Object.
     
     Setup > Create > Object > Consolidated invoice > Credit Reason > Values > New > add as credit reasons as required
Ensure the Users have profile access to the Credit Reason field on the Consolidated Invoice object.

Turn the Enforce Credit Note Reason functionality on via the custom setting
 
 Setup > Custom Setting > TimeCards Config >  Enforce Credit Note Reason = True (ticked)


Re-invoice for fee invoices

Previously the Credit / Re-Invoice functionality only accommodated the credit / re-invoice of transaction based invoices. This functionality has now been extended to accommodate Fee based invoices. Users will be able to Re-Invoice Fee Credit Notes, adjust the line descriptions, Ex Tax Amount and Tax Amount as well as totally remove a line from the invoice if required.

 

Credit Invoice and Rebill Tracking

New functionality has been introduced to enable easier tracking of Re-Invoiced Consolidated Invoices related to the original Credit Note. Now if a Consolidated Invoice has been created via the Re-Invoice functionality the Re-Billed field on the Consolidated Invoice will be set as True (ticked) and the Original Credit Note field will be populated with the related Credit Note.

This coupled with the existing functionality that links a Credit Note to the Original Invoice will enable Users to easily track their Consolidated Invoices to Credit Notes and then to Credit Notes and vice versa.

 

Inclusion of a Link to Re-Invoiced Consolidated Invoices when created

Previously, when a Consolidated Invoice is successfully created using the Re-Invoice functionality an on screen message is displayed to advise the User that the invoice was successfully created however it did not provide a link to the newly created Consolidated invoice. Users had to go back to their Consolidated Invoice list views to open/view the new invoice. Now the onscreen success message will include a link to the new Consolidated Invoice.

 

Fees with 0 or negative Invoice Tracking  

setup required

In TimeCards version 1.113, Tracking of Transactions not included in Invoices due to 0 value, we introduced the new “Not Required” value for the transactions “Invoiced?” field to identify if a transaction has not been invoiced due to the Enable 0 and Negative Invoices setting = False. This functionality did not extend to Fee based invoices. The functionality has now been updated for Fee based invoices.

To extend this functionality to Fees the following setup is required

Add new picklist value to Fee Invoiced? Field
 Setup > Create > Object > Fee > Invoiced? > Values > New > “Not Required”

 

Revert to New – exclude flagged transactions

optional setup

Previously, when the Revert to New functionality is used within the Timesheet Manager, it deletes the transactions that have been created and resets the Timesheet. Some organisations have reported that they have transactions that they do not wish to have deleted as part of the revert to new functionality.

These transactions include:

  • Manually created Transactions that have been added in the Transaction section of the Timesheet Manager
  • Transactions that have been loaded via external systems (ie data loaded)

Transactions created manually in the Transaction section of the Timesheet Manager will now have the Manual Entry field on the Transaction set to True (ticked) when they are created. Transactions with this field set as true will no longer be deleted as part of the Revert to New process.

Further, a new “Data Loaded Transaction” field has been added to the Transaction Object to identify Transactions that have been loaded externally. When Users are loading Transactions via external means they should set this field to True (Ticked) as part of the data load.  Transactions with this field set as true will no longer be deleted as part of the Revert to New process.

The setup required is to ensure that any external methods used for loading Transactions data are updated to include the population of the Data Loaded Transaction field to be True. 

 

General bug fixes and improvements

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

  • Debug log reporting and error messages
  • Process invoice page validations
  • Award Master page validations

Version 1.115

Duplicate Deductions when Deduction Creation Previously Failed
Timeout issue on Payrun Batch VisualForce Page
Timeout issue on Process Invoice VisualForce Page
TCS Apex Job Log Status for Fees

Version 1.115

Duplicate Deductions when Deduction Creation Previously Failed

Previously, if Deduction Creation Failed for a Payrun Batch there were instances when the process was re-ran there would be duplicate Deductions Transactions created. This issue has now been resolved.

Timeout issue on Payrun Batch VisualForce Page

Some clients have been reporting cases where ‘nothing’ appears to happen when they attempt to process a new Payrun, (ie. Create Payrun Batch button is selected and the Payrun Batch filter screen does not show any change).

This issue is caused by a Salesforce CPU time limitation. As Payrun Batch has a high volume of filtering and validation ‘pre-processing’ needing to be completed within a short Salesforce CPU window, Payrun Batch processing may not commence as pre-processing has not been completed within the allowable CPU time.

To resolve this, processing phases for Payrun Batch creation has now been split into two parts.

Part 1 is the ‘validation stage’. This stage will check the filters entered by the user and confirm if there are transactions that meet the filter conditions to be processed.

Part 2 is the create Payrun Batch stage. Once the Validation Stage is complete, users will be required to select ‘Process’ to commence creation of the Payrun Batch(s).

Timeout issue on Process Invoice VisualForce Page

Some clients have been reporting cases of where ‘nothing’ appears to happen when they attempt to process invoices, (ie. Process Invoice button is selected and the Process Invoice filter screen does not show any change).

This issue is caused by a Salesforce CPU time limitation. As Process Invoice has a high volume of filtering and validation ‘pre-processing’ needing to be completed within a short Salesforce CPU window, Invoice processing may not commence as pre-processing has not been completed within the allowable CPU time.

To resolve this, processing phases for Process Invoice creation has now been split into two parts.

Part 1 is the ‘validation stage’. This stage will check the filters entered by the user and confirm if there are transactions that meet the filter conditions to be processed.

Part 2 is the creation of invoice stage. Once the Validation Stage is complete, users will be required to select ‘Process’ to commence creation of Consolidated Invoices.

Note: This change only applies for Processing of Invoices by Batch. Ie Setup > Custom Settings > TimeCards Config > Process invoice by Batch = True

TCS Apex Job Log Status for Fees

Previously, when Fee Invoices were created the Apex Job Logs Status was not updating to “Completed” once process was complete. This is now resolved.

Version 1.114.1

Buttons Available for Users in Timesheet Manager
Candidate Notes not visible in Timesheet Manager when status = Approved

Version 1.114.1

 

Buttons Available for Users in Timesheet Manager

The functionality to hide the Add Transaction button within the Timesheet Manager, introduced in release v1.100 (see release note Custom Setting to remove Add transaction button on Timesheet Manager), has been extended to include other buttons within the page.

Now, in addition to applying an overall function to hide the button, System Administrators can specify on an individual User basis if they should be given access to the button via the “Enable Timesheet Manager Add Transaction” field on the User record.  When this field is set to TRUE, the user will be able to use the Add button to add transactions to a Timesheet regardless of the value of the Hide_Timesheet_Manager_Add_Transaction__c field within the Timecards Config custom setting.

Similar functionality has also been added to define the User visibility of the Submit, Approve, Reject and Revert to New buttons.

Button Field to hide button globally Field to make button visible at User level
Add Transaction Timecards Config Custom Setting  “Hide Timesheet Manager Add Transaction” field User “Enable Timesheet Manager Add Transaction” field
Submit Timecards Config Custom Setting  “Hide Timesheet Manager Submit” field User “Enable Timesheet Manager Submit” field
Approve on Behalf Timecards Config Custom Setting  “Hide Timesheet Manager Approve” field User “Enable Timesheet Manager Approve” field
Reject Timecards Config Custom Setting  “Hide Timesheet Manager Reject” field User “Enable Timesheet Manager Reject” field
Revert to New Timecards Config Custom Setting  “Hide Timesheet Manager Revert” field User “Enable Timesheet Manager Revert” field

 

Candidate Notes not visible in Timesheet Manager when status = Approved

Previously, in the timesheet manager, if the timesheet is approved then the notes icon disappears preventing users from being able to view the note. The notes icon will now be visible when the timesheet is approved. This will allow Users to easily review notes historically.

Version 1.114

Shift Hours and Regular – Award Re-interpretation where multiple timesheet entries entered for same day
New Shift End Award Master
Defining which days Weekly Hours Breakpoints will apply in Award Masters
Defining when weekly hours breakpoints apply to normal hours only in Award Masters
‘Last Timesheet Creation Date’ and ‘Last Timesheet Creation Update Date’ on Cloned Placements
Ability to define Custom Invoice Type Picklist for Processing Consolidated Invoices
Heap size issue when sending bulk email with attachments over 2.5MB
Timesheet Manager Attachments
Transaction Quantity in Timesheet Manager read only
Timesheet Approver Page v2 history tabs updates
Validation Error on Temp-to-Perm Placements
Reintroduction of the schedule timesheet approver email functionality
Supporting Date fields in the ProcessInvoice field set on Transaction
General bug fixes and improvements

Version 1.114

Shift Hours and Regular – Award Re-interpretation where multiple timesheet entries entered for same day

setup required

Release v1.112 implemented improvements surrounding the re-interpretation of Ordinary Hours Award (see release note Ordinary Hours – Award Re-interpretation where multiple timesheet entries entered for same day). These improvements have now also been applied to the Shift Hours and Regular Award types.

To use Award Version 2 the following setup is required:

Note: If required setup outlined in 1.112 has already been completed, no further action is required.

Setup > Custom Settings > Available Awards > Manage > Australia > 

Award interpreter Class = AwardBuilderFactoryV2

If you wish to revert Awards back to version 1 then:

Setup > Custom Settings > Available Awards > Manage > Australia > 

Award interpreter Class = AwardBuilderFactory

 

New Shift End Award Master

setup required

A new Award Master type has been created. The ‘Shift End Time’ Award Master functions in much the same way as the existing “Shift Time” Award with the following differences

  • Instead of specifying shift start time breakpoints, users will specify end time breakpoints (the vf page will have to say end time breakpoint instead of start time breakpoint)
  • The decision as to which end time breakpoint applies will be determined based on the combination of the number of hours worked, hours breakpoint 1 end point and the timesheet entries end time.
    • if the number of hours worked wholly falls within hours breakpoint 1 then the shift end is determined by the timesheet entries end time.
    • if the number of hours worked falls outside of hours breakpoint 1 then the shift end is determined at the time that the shift reaches the end of hours break point 1.

To use the Shift End Time Award the following setup is required:

Setup > Custom Settings > Available Awards > Manage >New

Populate the fields as follows

Name: Shift_End_Time
Award Entry Page: AwardBuilder_ShiftEndTime
Award Interpreter Class: AwardBuilderFactory_ShiftEndTime
Description: Used when candidates are to be paid based on shift end time
Display Name: Shift End Time

 

Defining which days Weekly Hours Breakpoints will apply in Award Masters

New Award Master functionality has been introduced to allow Users to configure the specific days of the week that will be assessed for Weekly Hours Breakpoints.

On the Ordinary and Shift Award Masters, there is now a “Days Weekly Break Applies“ multi select pick list which will allow Users to select the days of the week. As a default Monday through Friday is already selected, where required the Users can modify this to incorporate weekends or remove weekdays. If the day is listed, hours worked on that day are incorporated in the assessment of hours worked for the week and weekly break points will apply to them. If the day is not listed, hours worked on that day are not incorporated in the assessment of hours worked for the week nor will weekly breakpoints apply to them.

 

Defining when weekly hours breakpoints apply to normal hours only in Award Masters

New Award Master functionality has been introduced to allow Users to define if overtime hours worked should be included in the assessments for Weekly Hours Breakpoints.

On the Ordinary and Shift Award Masters, there is now an “Exclude Overtime from Weekly Hours” checkbox, which is defaulted as unticked,  for Users to define when overtime hours will apply. When unticked, calculations relating to weekly hours breakpoints will remain as currently they currently function. When ticked, then any hours worked as “Overtime” will not be included when assessing the number of hours worked for weekly breakpoints. For the purpose of this functionality, “Overtime” is classified as

  • Hours worked on public holidays
  • Hours worked that do not fall within the standard times on the ordinary (Monday to friday, saturday and sunday)
  • Hours have do not meet the conditions of Daily Hours breakpoint 1

 

‘Last Timesheet Creation Date’ and ‘Last Timesheet Creation Update Date’ on Cloned Placements

Previously, if a Placement was cloned the values in the ‘Last Timesheet Creation Date’ and ‘Last Timesheet Creation Update Date’ field were copied over to the new Placement which can result in inaccurate data. Now when a Placement is cloned, these fields are updated to ensure they are correct for the new placement.

 

Ability to define Custom Invoice Type Picklist for Processing Consolidated Invoices

optional configuration required

New functionality has been introduced to give System Administrator the ability to define custom Invoice Type values for the Process Invoice page. This gives more flexibility when it comes to creating invoices for Transactions stemming from Placements using custom record types which could previously only be processed when Invoice Type was set as ALL.

Setting up custom Invoice Type options

1. Enable the custom invoice type functionality via Set Up > Custom Settings > TimeCards Config > Enable Custom Invoice Type Picklist. 

When This checkbox is ticked, custom “Invoice Type” picklist options defined in the “Process Invoice Invoice Types” custom setting will be available for use on the Process Invoice visualforce page. When unticked, the standard package picklist will be used.

2. Define the custom Invoice Type picklist options to be used. Set Up > Custom Settings > Process Invoice Invoice Types. Each record created will be reflected as a pick list option on the Process invoice page. 

Fields to be completed are -

Name: The value defined in this field will be the pick list option.

Placement Record Type(s): In this field define which Placement record types will be selected when this pick list option is used. Care should be taken to ensure the Placement Record Type Developer Name(s) are used. This field is case sensitive. There can be multiple record types defined, separated by a comma (,) and no spaces. For example, “Temp,Perm”.

Invoice Record Type: In this field define which Record Type will be used on the resulting Consolidated Invoice(s). Care should be taken to ensure the Consolidated Invoice Record Type Developer Name is used. This is case sensitive and only 1 record type can be defined.

Note: If a Process Invoice – Invoice Types record does not have valid entries in all 3 fields, the pick list value will not be available for use. Further, if there are no valid pick list options defined, the standard package picklist will be used.

 

Heap size issue when sending bulk email with attachments over 2.5MB

Improvements have been introduced to give System Administrators more control in reducing the risk of exceeding Heap Size limits when sending of invoices in bulk (i.e via list view). To allow this, there is now a new custom setting that allows the reduction of the batch size when Batch_SendingInvoiceMail is run.

This custom setting is called ‘Batch Limit for Bulk Sending Email’.

Setup > Custom Setting > TimeCards Variable Settings > Batch Limit for Bulk Sending Emails. 

When populated with a value between 1 – 50 inclusive the value in the custom setting will be used as the batch size – if left blank,  or any other  value is entered, the value of 5 will be used as the batch size.

 

Timesheet Manager Attachments

Users can now view, update and delete attachments to the timesheet and expenses within the Timesheet Manager allowing the User to easily access all related attachments from one central location. Users will always have the ability to view the attachments. The update and delete functions will be removed when the timesheet has a Status of “Approved”

 

Transaction Quantity in Timesheet Manager read only

To help improve the integrity of data held within Transactions, Payruns and Invoices, we have now made the Transactions Quantity field read only within the TimeSheet Manager once it has been attributed to either a payrun batch or a Consolidated Invoice. This will ensure the quantity reflected on the transactions remain the quantity paid/billed.

 

Timesheet Approver Page v2 history tabs updates

General updates have been introduced to the Timesheet Approver Page version 2 to improve the User’s experience. The improvements include:

  • Clearer naming and sorting of timesheets listed
  • The ability to filter the the timesheets displayed to make it easier to target timesheets that meet specific criteria
  • Increasing the number of timesheets that can be made available within the history tab

 

Validation Error on Temp-to-Perm Placements

Previously there was a scenario where Users were unable to save Temp-To-Perm Placements when the ‘Auto Split Payrun Batches’ functionality was in use. This issue has now been resolved.

 

Reintroduction of the schedule timesheet approver email functionality

Previously the ability to schedule timesheet approver email was in the process of been depreciated from the TimeCards package. This functionality will no longer be depreciated and has now been updated to function within the version 2 approver pages.

 

Supporting Date fields in the ProcessInvoice field set on Transaction

Previously the Process Invoice field set on the Transaction object, which allows System Admin to set optional filter criteria on the Process Invoice visualforce page, did not support Date field types. These are now supported.

 

General bug fixes and improvements

General bug fixes have been applied to the following

  • Processing invoices – null pointer error
  • Previewing Consolidated Invoice PDF documents – null pointer error
  • Null pointer error
  • Payment Terms calculation on consolidated invoice
  • Processing Invoices Transactional Filters – Timesheet start and end dates
  • Debug log reporting
  • Perm Placement Transaction creation – duplicate transactions
  • Send Consolidated Invoice – Maximum view state size limit
  • Compose Invoice Email – Merge Field issue

Version 1.113

Control ‘re-sending’ of Invoices by email
Validation of Processing of Invoices when using ‘Non Batch Method’ to process Invoices
‘First sent’ and ‘Last sent’ fields on Consolidated Invoice Record no longer populated when email send fails
‘Bill to Account’ when creating ‘Fee’ now required
Compose Invoice Email changes for PDF Invoice attachment selection
Attachment Summary Table added to Timesheet Entry Portal
Client Approval Portal Link token on Contact when manually deleted will also delete associated Link Token Details
Invoice and Credit Note Templates now available in New Zealand format
Error and Debug Reporting
Changes to Bank Account Field on Account/Billing Entity
Customise the following labels on invoices – PDF “Branch” Label, PDF “Acc No” Label
Consolidated Line now populated on Invoice Item
New ‘Invoice Group By’ option introduced – Hiring Manager (Invoice Hiring Manager)
Group by Project Codes when creating invoice fixed following re-interpretation of Ordinary Hours award
Create Deductions button now able to be used following failure with deductions processing
TCS Apex Jobs will update Deduction job to ‘completed’ following instance of generic error
Custom Credit Note Record Types
Expense and Allowance transactions created when Processing of Transactions Failed now fixed
Identify method Timesheet Entry Lines were created
Delivery Method Logic when sending email when value = Print, Blank or Custom
CPU limits reached when processing many attachments for bulk send invoice – solution implemented
Tracking of Transactions not included in Invoices due to 0 value
Custom messages can be added to Invoice via consolidated invoice record
Invoice Template Field on Consolidated Invoice population logic updated

Version 1.113

Control ‘re-sending’ of Invoices by email

Previously, if when sending invoices via email an invoice has already been emailed, it will be emailed again if included when reselected and sent. We have had Users raise that this functionality is resulting in them accidentally re-sending invoices when using the bulk email functionality as they are not realising the invoice selected on the list view was already emailed. Although filtering listview could assist in preventing this, we have also included an improvement within the product to assist.

A new field has been added to the Consolidated Invoice record called ‘Enable Bulk Resend’. Now, when the Consolidated Invoice has already been emailed (Last Send Date is populated), if Enable Bulk Resend is set to False and the invoice is selected on a listview before clicking the Send Invoice Mail button, the invoice will not be resent.

Where needed, Users can resend Consolidated Invoices by setting the ‘Enable Bulk Resend’ field to True and using the listview ‘Send Invoice Mail button’ or by using the Send Invoice by Email and Compose Invoice Email buttons on the Consolidated Invoice detailed page layout.

The Send Invoice by Email and Compose Invoice Email buttons on the Consolidated Invoice detailed page layout will always resend the invoice when used regardless of the Enable Bulk Resend setting.

 

Validation of Processing of Invoices when using ‘Non Batch Method’ to process Invoices

Additional validation has been added to ensure that source fields holding information required for the creation of Consolidated Invoices when using the ‘Non Batch Method’ (Setup > Custom Setting > TimeCards Config > Create Invoices by Batch = False).

Validation of source fields is dependant on the ‘invoice group by’ applied. A full list of fields validated based on the invoice Group By can be found here.

 

‘First sent’ and ‘Last sent’ fields on Consolidated Invoice Record no longer populated when email send fails

With previous versions there was an issue with the  ‘First sent’ and ‘Last sent’ dates on a Consolidated Invoice being stamped as sent when the scheduled job that creates PDF attachments runs. This issue is now resolved and the ‘First sent’ and ‘Last sent’ dates will only be stamped when the email is actually sent.

 

‘Bill to Account’ when creating ‘Fee’ now required

When a user selects ‘New Job Fee’ on the Job Order, Bill to Account will now be required along with Bill to Contact (which was already required.)

 

Compose Invoice Email changes for PDF Invoice attachment selection

Improvements have been made to the Compose Invoice Email functionality to accommodate superseded invoice/credit note attachments.

By default, when the Compose Invoice Email popup opens only the most recently created PDF invoice/credit note attachments will be selected. All other attachments, including superseded invoices/credit note PDFs, will be available for the User to manually select to attach to the email. Likewise the user can manually deselect the defaulted attachment if required.

 

Attachment Summary Table added to Timesheet Entry Portal

Users of the Timesheet Entry Portal can now review, update and delete attachments which they have attached to a timesheet via a new Attachments table on the Timesheet Entry page. This will allow Users to review that their attachments have loaded successfully or check to make sure the correct document is attached before submitting their Timesheet.

The Attachments table is also available on Submitted timesheets however only the review function is active (the update and delete functions are disabled).

 

Client Approval Portal Link token on Contact when manually deleted will also delete associated Link Token Details

When Link Token on the Contact record for client approval is manually deleted then the following fields shall also be cleared on the contact, Last Link Token Expiry and Link token Timesheet Submission. This will ensure Link Token will be created the next time a timesheet is submitted.

If a Link Token exists on the Contact record then users will not be able to manually delete either Last Link Token Expiry or Link token Timesheet Submission

 

Invoice and Credit Note Templates now available in New Zealand format

Invoice and Credit Note Templates are now available in New Zealand format. These include the following templates:

  • TempInvoice_NZ_V2
  • PermInvoice_NZ_V2
  • FeeInvoice_NZ_V2
  • CreditTempInvoice_NZ_V2
  • CreditPermInvoice_NZ_V2
  • CreditFeeInvoice_NZ_V2

To use these templates you will need to assign the template to the desired record type in ‘Invoice Templates’ object.

Note: You will need one template for each Invoice record type i.e. Invoice Record Type needs TempInvoice_NZ_V2, Credit_Perm will need CreditPermInvoice_NZ_V2

The templates also use a new field on the Account > Billing Entry called Bank Account Suffix (tc9_ti__Bank_Account_Suffix__c).  You will need to add these fields to the page layout and also ensure it is enabled to be visible to the Guest Site User profile.

 

Error and Debug Reporting

General, ongoing improvements to On-page and Debug Log messages/descriptions have been made to make the error messages and warnings clearer for the user to understand the issue so it can be resolved.  This is an evolving improvement that will continue to be updated over  upcoming releases.

 

Changes to Bank Account Field on Account/Billing Entity

Critical setup required

A new field called Name: Bank Account Number (APi Name: Bank_Account_Number2__c) has been introduced and this field will replace  Bank Account Number (APi Name: Bank_Account_Number__c).  This change is required as APi Name: Bank_Account_Number__c is a number format, therefore when a Bank Account Number commences with 0, the 0 is dropped.

Actions required –

  1. Move Bank Account Number (APi Name: Bank_Account_Number2__c)  into Billing Entity page layout (Account > Billing Entity > Edit Layout > Add Bank_Account_Number2__c) to layout (you may wish to remove Bank_Account_Number__c) from layout.
  2. Copy all data from Bank_Account_Number__c to Bank_Account_Number2__c. To do this, run the following script via developer console. Org Name > Developer Console > Debug > Open Execute Anonymous Window > insert script below and press ‘execute’
List<Account> listOfAccounts = new List<Account>([select id,tc9_ti__bank_account_number__c from Account where tc9_ti__bank_account_number__c!=null]);
for(Account acc:listOfAccounts){
 acc.tc9_ti__bank_account_number2__c = String.valueOf(acc.tc9_ti__bank_account_number__c);
}
Database.update(listOfAccounts,false);

Note: system administration might need to modify org custom code, workflows, field level security and page layouts to capture this change.

 

Customise the following labels on invoices – PDF “Branch” Label, PDF “Acc No” Label

The following labels can now be customised on all invoice templates

  • Branch
  • Acc No

To customise these labels go to Setup > create > custom labels > PDF_Branch_Label or PDF_Acc_No_Label and select Local Translation/Overrides

 

Consolidated Line now populated on Invoice Item

When the following Invoices types are created the Consolidated Line will now be populated on the Invoice Item. This includes invoices created using the credit notes and re-bill functionality.

  • Fee Invoices
  • Perm Invoices

 

New ‘Invoice Group By’ option introduced –  Hiring Manager (Invoice Hiring Manager)  

Setup required

A ‘Invoice Group By’ option called “Hiring Manager (Invoice Hiring Manager)” has been made available. This provides an alternate invoice mapping to the Invoice Group By option called ‘Hiring Manager”. The Hiring Manager option has been relabelled to be “Hiring Manager (Invoice Client)”

Grouping and Source fields for Hiring Manager (Invoice Hiring Manager) are different than those for the Hiring Manager (Invoice Client) group by type. Please see invoice mapping document here.

Action required –

  1. On the Account.tc9_ti__Invoice_Group_By__c picklist field, update the existing option of “Hiring Manager” to be “Hiring Manager (Invoice Client)”
  2. On the Account.tc9_ti__Invoice_Group_By__c picklist field, add a new option called  “Hiring Manager (Invoice Hiring Manager)”

Please note for existing records created with the ‘Hiring Manager’ option, these will still be recognised and treated as the “Hiring Manager (Invoice Client)” option when generating consolidated invoice and no update to records is required.

 

Group by Project Codes when creating invoice fixed following re-interpretation of Ordinary Hours award

Release 1.112 implemented improvements surrounding the re-interpretation of Ordinary Hours Award (see release note Ordinary Hours – Award Re-interpretation where multiple timesheet entries entered for same day). These improvements were found to prevent the grouping of invoices by Project Code functionality from working as required. This issue has now been fixed.

 

Create Deductions button now able to be used following failure with deductions processing

‘Create Deductions’ button is now available for use when ‘Payrun Batch’ has the status ‘Deduction Creation Failed’ in addition to status of ‘Open’.

This change means that, when there has been failure in deduction creation, after the issue causing the failure as reported in the Debug Log is resolved, the User can simply click the “Create Deductions’ button again to restart the process. They no longer need to manually change the ‘Payrun Batch’ back to ‘Open’ before clicking the “Create Deductions’ button.

 

TCS Apex Jobs will update Deduction job to ‘completed’ following instance of generic error

When a generic error causes failure during ‘Create Deductions’ run, then TCS Apex Job status will not be marked as complete. When a future ‘Create Deductions’ job is commenced, TCS Apex Jobs will update the status to completed before commencing a new Apex Job.

 

Custom Credit Note Record Types

Setup required

Improved functionality around the setting of record types for custom credit notes. Previously when a credit note was created from a Consolidated Invoice that had a custom record type,  the record type of the credit note would be set as the default record type for the Consolidated Invoice object. Now a credit version of the custom record type will be used for the credit note.

To successfully create ‘Credit Notes’ the following steps are required –

1. For all Consolidated Invoice record types used for invoicing, there should be a version created to be used for credit notes. The record type should be the same as the invoice version however it should be prefixed with ‘Credit_’

    • All Tabs > Consolidated Invoice/Invoice/Invoice Item > Force.com Quick Access Menu > View Record Types > New  (name the record type using Credit_c)
    • Define the Record type on the following objects – Consolidated Invoice, Invoice, Invoice Item

Examples of custom record types are as follows

    • Invoice record type developer name = “PAYG” then credit notes record type developer name will be “Credit_PAYG”
    • Invoice record type developer name = “Contract” then credit notes record type developer name will be “Credit_Contract”

2. Add Record Type to Invoice Template Set Up.

    • All Tabs > Invoice Templates > Force.com Quick Access Menu > Fields > View Fields > Invoice Record Type > Values > New (name the record type with the prefix Credit_ )

3. Create new Invoice Templates for the new Invoice Record Type

    • All Tabs > Invoice Templates > New

 

Expense and Allowance transactions created when Processing of Transactions Failed now fixed

There is a scenario where “process transaction’ fails but expense and allowances still have transactions created. This has now been fixed and expense and allowance transactions will no longer be created when transaction processing fails.

 

Identify method Timesheet Entry Lines were created

A new field called ‘method created’ has been added to the Timesheet Entries record which will identify how the timesheet entry line was created. To add this field to page layout:

All Tabs >Timesheet Entries > Open Timesheet Entry Record > Edit Layout

Method will show the following on Timesheet Entry record for each scenario

  • When a timesheet entry is created via the Generate Timesheet button on the placement, set Method_Created = Generate Timesheet button
  • When a timesheet entry is created via the Auto Generate Timesheet scheduled job, set Method_Created = Auto Generate Timesheet
  • When a timesheet entry is created via the user using the add TSE functions within the timesheet manager, set Method_Created =  Timesheet Manager Add
  • When a timesheet entry is created via the candidate using the add TSE functions within the candidate portal/communities, set Method_Created =  Candidate Page Add

 

Delivery Method Logic when sending email when value = Print, Blank or Custom

When a consolidated invoice record has a ‘delivery method’ of anything other than ‘Email with PDF Attachment’  or ‘Email with URL Online Link’ (ie. Print, None or Custom) then the following email rules shall apply when the send email invoice functions are used.:

  • When using the ‘Send Invoice by Email’ and ‘Compose Invoice Email’ buttons on the Consolidated Invoice detailed page layout, if the individual Consolidated Invoices has a ‘delivery method’ other than ‘Email with PDF Attachment’  or ‘Email with URL Online Link’‘, the email will be sent as per the ‘Email with PDF Attachment’ delivery method.
  • When using the bulk ‘Send Invoice Mail’ button Via the Consolidated Invoice List View , any Consolidated Invoices with a ‘delivery method’ other than ‘Email with PDF Attachment’  or ‘Email with URL Online Link’ will not be included as part of the bulk sending and will not be emailed.

 

CPU limits reached when processing many attachments for bulk send invoice – solution implemented

Improvements have been introduced to give System Administrators more control in reducing the risk of exceeding CPU limits when sending of invoice in bulk (i.e via list view). To allow this there is now a new custom setting that allows the reduction of the batch size when Batch_MergeInvoiceMails is run.

This custom setting is called ‘Batch Limit for Merge Invoice Mails’.

Setup > Custom Setting > TimeCards Config > Batch Limit for Merge Invoice Mails. 

When populated with a value between 1 – 20 inclusive the value in the custom setting with be used as the batch size – if left blank,  or any other  value is entered, the value of 20 will be used as the batch size.

 

Tracking of Transactions not included in Invoices due to 0 value

Setup required

In Set up > Custom Setting > Timecard config we have the ‘Enable 0 and Negative Invoices’ = True/False
If this is true invoices are always created. However, if this is False and the transaction queried has a 0 or negative total bill then the transaction is not included in the Invoice but the transaction will show “Invoiced?” = Yes with the invoice item field left blank.

To allow users to more easily identify Transactions that were determined as not needing to be invoiced, a new picklist value for field ‘Invoiced?’ on transactions has been introduced called “Not Required”. Now, where Enable 0 and Negative Invoices = False and Transaction has Bill of 0 or negative then the ‘Invoiced?’ field will be marked as ‘Not Required’.

Setup required –

  1. Add new picklist value to Transaction Invoiced? Field
All Tabs > Transactions > Force.com Quick Access Menu > Fields > View Fields > Invoiced? > Values > New > “Not Required”

 

Custom messages can be added to Invoice via consolidated invoice record

Setup required

A new field has been added to Consolidated Invoice page layout called ‘Invoice Message’. Invoice Message will be derived from either the Bill to Account or Billing Entity when processed.

Invoice Message on Consolidated Invoice is populated with the following logic:

At the time the Consolidated Invoice was created …

  • Did the associated Bill to Account for the Consolidated Invoice have the Invoice Message field populated?
  • if yes, then Invoice Message on the Consolidated Invoice will be populated with the Invoice Message on the Bill To Account at the time of creation.
  • if no, did the associated Billing Entity for the Consolidated Invoice have the Invoice Message field populated?
    • If yes, then Invoice Message on the Consolidated Invoice will populate with the Invoice Message on the Billing Entity at the time of creation.
    • If no, the Invoice Message on the consolidated Invoice is left blank
  • Note: You can manually change invoice message on consolidated invoice record itself after the invoice has been created. Changed to the Bill To Account and Billing Entity Invoice Message will not update the Invoice Message on Consolidated Invoices already created

Setup Required –

  1. Add Invoice message to consolidated invoice page layout. Consolidated Invoice > Edit Layout
  2. Ensure the Invoice Message field on the Consolidated Invoice object is enabled to be visible to the Guest Site User profile. (only required if using packaged invoice templates)

 

Invoice Template Field on Consolidated Invoice population logic updated

A new field called Invoice Template was introduced to the consolidated invoice record layout as part of 1.109. Please see release note titled New field on Consolidated Invoice – ‘Invoice template’

Further refinements have been made to this process.

  1. When ‘Process Invoice’ process is run and the record type for the invoice has no defined invoice template then a debug log shall be created
  2. If Invoice Template on consolidated record is deleted and there is an existing PDF Invoice attachment  then ‘Invoice Generate Flag’ will change to false. Link Token shall be deleted, URL Online Link shall be deleted, existing PDF attachment will be marked as superseded.
  3. If Invoice Template on consolidated invoice is changed and there is no associated invoice template for the record type, when a PDF attachment is next created, then a Debug Log shall be created reporting the issue.

Note: Invoice template on consolidated invoice cannot be blank

Version 1.112.1

Creating new Invoice PDF/Attachment using Compose Invoice Email
Rounding Issue on Re-Invoice

Version 1.112.1

Creating new Invoice PDF/Attachment using Compose Invoice Email

When the ‘Compose Invoice Email’ function is used on a Consolidated Invoice record where there is no existing Invoice PDF/Attachment, then a new PDF/Attachment shall be created as part of this process. This new file will include the .PDF extension.

 

Rounding Issue on Re-Invoice

An issue has been fixed so that totals on the ‘New Bill Qty’ column on Re-Invoice page layouts is shown as rounded to the second decimal at all times.