The Latest in QicWorks Innovation
Wow! November has certainly been a huge month of development.
Firstly, we would like to thank everyone who answered our shout out for feedback last month. The time and effort you have all taken to compile your lists of niggly bugs and exciting enhancement ideas, as well as the patience you have extended to us as we work to provide you with these great features is certainly appreciated. Thank you!
We are excited to announce that the dev team have been working even harder than ever before to release not one but four major enhancements, as requested by our QicWorks community.
November saw the release of our new Job & Task Template and WBS builder, a new user interface to approve Payroll for fortnightly or monthly pay runs, as well as a more comprehensive time approval process. These features, along with our other smaller upgrades this month, have been designed to enhance our user’s experience within QicWorks, while offering even more flexibility around your job management.
We have also released a Change Log within our knowledge base, so that you can stay up to date with all our releases, patches and updates. Simply head over to our help page within QicWorks, click on Change Log or save the following URL to your favourites. https://support.qicworks.com/portal/en/kb/articles/change-log
Let’s run through what has been keeping the team so busy in November:
- Job & Task Template
- WBS Builder
- Payroll approval UI for fortnightly or monthly pay runs
- More comprehensive Time Approval process
- Ability to attach purchase order, delivery docket and expense attachments to invoices
- Enhancements to Edit Billable Costs Report
- Attach permissions to Actual & Billable Reports
- Ability to drill down to child nodes in WBS Report
- Flexible Task categories for filtering
- Ability to calculate job and task percentage complete by 1 of 4 ways.
Existing QicWorks users are already familiar with our Job Template process, whereby you needed to create a Job (in its entirety) before it could be saved it as a template. User feedback highlighted that this process was rather convoluted and was causing a number of unnecessary ‘empty’ Jobs to be created.
November saw the team flip our template process so that you can now create separate Job and/or Task templates and then use them to create your jobs.
Apart from having to assign an organisation to your Job and Task templates, you can now pre-set as much or as little data as you want. Don’t worry if your templates are missing details, as QicWorks inbuilt smarts will prompt you to complete any mandatory fields once you convert your template to a Job and save.
This change now offers users the flexibility to create their new Jobs from a variety of ways.
1. Create a new Job with new task(s)
2. Create a new Job using an existing Job Template – with or without attached tasks
3. Create a new Job and select from existing Task templates
4. Create a new Job, select from existing Task templates and add new tasks
Note: Unfortunately, if you had templates created using the old template system, you will need to recreate them within this new system.
The Work Breakdown Structure (WBS) is used throughout QicWorks to provide a whole of job perspective on the activities and tasks required to be undertaken to deliver the jobs deliverables and the settlement of Jobs costs based on specific activities.
Users will notice that we have now incorporated a more dynamic drag and drop WBS builder within QicWorks. This release includes;
- The ability to upload your existing WBS using our template
- System smarts so your nodes are automatically re-number when dropped into position
- Mark your WBS as active/inactive
There are a couple of important changes that Users will also need to be aware of.
1. You can no longer change your WBS at Job level.
This change has been made to ensure standardisation of reporting throughout your QicWorks account.
To make changes to your WBS, you need to update the current template within Business>Settings>WBS Management.
Example: Say you created a Job, allocated a WBS Cost Structure but realised it needs a change. First you will need to make your changes under your WBS Management. Then return to your newly created Job. Convert the Job to edit mode. Under WBS Cost Structure - will need to select a second WBS, then reselect the correct WBS for the changes to come across.
2. Your Job WBS can not be changed once the Job has time or costs allocated to it.
3. The account must have at least one ‘default’ WBS
Check out our help videos below to see just how easy our WBS builder is to use.
Creating WBS manually
Uploading your WBS with our import template
Fortnightly & Monthly Payroll Approval UI
We know that not every business conducts weekly payruns. That is why we have now released our new Payroll Approval user interface to help with calculating fortnightly and monthly payruns.
To activate this feature, navigate to Business>Settings>Account Settings. Enter your pay run details and save.
You will now notice that your Payroll Approval screen has changed to show time entries for two or four weeks dependent upon your settings. Now you can approve your payroll from the one screen.
Comprehensive Time Approval Process
Our Time Approval process has also undergone a makeover. We have now created data warnings that can identify and highlight when an approved time entry has been changed after it has been invoiced, or the job has been closed.
These red warning icons also appear on the Jobs Edit Billable Costs Report.
As part of the approval process Users will now be asked to accept or reject these time entries, as well as provide a reason for this action. Rejection will not impact on your Job costings, with acceptance updating your costs to reflect.
Select Invoice Attachments
Another great time saving benefit of QicWorks is the ability to select which Invoice attachments you wish to push to your accounting software. Previously you were only able to attached your invoice breakdown report and applicable shift reports and timesheets. Now you are able to attach copies of your Purchase orders, delivery dockets, bills and expense, as well as their attachments, when they have been selected for invoicing.
Once your procurement documents are selected, click on the Attachment menu to review. Here you are able to 'delete' any attachments you do not wish to push to your accounting software. (This delete will remove the file from the push event - it does not delete the original documents.)
Enhancements to Edit Billable Costs page
As mentioned earlier under Time Approval process change, our Edit Billable Costs report has become more comprehensive. You will now notice warning icons detailing when times, or amounts have been changed post invoicing.
Hover over the icon for a descriptive of the change.
Your Edit Billable costs report allows users to change quantity and rates for time and materials before invoicing. You will notice that once the item has been invoiced, it is no longer editable.
Note: To edit purchase order or expense values you need to make these changes within the original document.
Permission added to Actual & Billable Reports
We have updated our permission to allow for account administrator to allow access to their Actual and Billable reports – set by account permission or individual permission levels. Navigate to Business>Settings>Account Settings>Access Privileges to change at access level or Business>Staff>Individual>Permissions to change at individual level. Toggle between off and on to activate.
By removing a User’s access to a report, it will also remove that calculation from the Job blue bar.
WBS Report Drill Down to Child Nodes
QicWorks allows users to review their Job costings, broken down by the assigned Work Breakdown Structure. This report is found within the Job’s financial menu. When opened your WBS Report shows your costs rolled up to the Parent Node.
November saw the release of functionality that allows Users to then click on the Parent Node name (highlighted blue) to review costs split across it’s child node(s).
Task Category Filters
Task categories are a great way to further filter your data. They are customisable and can be used to capture anything from variations, delays, sites, capital works, team names… the list is endless.
Task categories can then be added to your Tasks on creation or edit mode.
Navigate within QicWorks to Business>Settings>Work Settings>Job & Task Settings and then click on Task Categories. You will notice that 'Task' already exists as a default. If you do not wish to use Task categories then 'Task' will automatically be assigned to your Tasks and hold all your data.
Important things to note when using Task categories:
1. You are unable to delete any task categories created, but each account can create up to 10 different Task categories.
2. Any Task category changes made on a Task will only effect records going forward. (Past records will remain assigned to the original category.)
3. Only 1 Task category can be selected per Task
Task categories can then be selected/deselected within your Actual and Billable Reports, by Job or Task, to help filter your cost data.
Job & Task Percentage Complete by 1 of 4 ways
Flexibility is at the core of QicWorks and it is for this reason that we have now added functionality to select how you wish to calculate your Job progress. We recommend that on account setup, administrators select how they wish to calculate percentage complete, either by User input (Shift reports), actual costs to date, completed tasks or earned duration. While QicWorks allows administrators to change this setting at any time, we do not recommend you do it, as your historical job management data will be recalculated. (Values as set on locked Shift Reports will remain the same, as these are a snapshot in time.)
To activate navigate to Business>Settings>Work Settings>Job & Task Settings and click on Job progress.
Please contact the support team if you wish to use earned duration.
Sneak Peek at Next Month
December will offer no rest for the team as we power ahead to create even more flexibility and functionality to QicWorks.
Our goal is to deliver the following:
- Ability to set how you wish to capture your cost commitment, by purchase order, deliveries or bill value
- Job Grouping functionality
- Ability to invoice jobs based on a percentage
- Push invoice (debtor) credit notes to Xero
- Continued roll out of system helpfiles and troubleshooting knowledge base
Please continue to keep your feedback coming, has it helps us to not only continually improve our product but to help drive success and growth within your business.
QicWorks is a business management solution that has been designed to manage complex rate structures, across multiple entities and worksites, all from the one account. QicWorks provides accurate real time field data giving you the confidence to make the right decisions. Contact us today to see how QicWorks can transform how you do business.
The information contained within this blog is of a general nature only. It does not take your specific needs or circumstances into consideration. You should look at your own situation and legislative requirements before making any decisions