December 2016

Coming Soon – Integration to Scope

We are about to release an integration to a great new solution called Scope. Scope is a revolutionary tool that utilizes big data to help agencies improve their quoting and hence maximize profitability.

 

http://www.scopebetter.com/

 

The integration allows agencies to build estimates in the Scope product using the client and billable rate details from AccountAbility, then ‘push’ completed Estimates automatically from Scope to AccountAbility.

 

We expect to announce the availability of the integration in January 2017

 

This is another example of the power of the cloud platform that AccountAbility is delivered on – the ability to utilize and integrate to other cloud based applications smoothly and seamlessly

 

Master File Audit Trails

We are progressively adding ‘Audit’ trail links to master file search pages. This function enables you to be able to create a report or excel export detailing all of the history of changes to master file data.

 

Let’s say for example you wanted to see all of the history that had been made to a particular employee:

 

Go to MASTER FILES -> EMPLOYEES -> SEARCH EMPLOYEES

 

Filter on the Employee you want so see the history for (if you want to see the history for all Employees then don’t set any filters)

 

Click the ‘Audit Trail’ link at top right of the page. You will be presented with the following pop – up page:

If you only want to see data entered/changed by a specific person – select the ‘USER’

 

Select the range of dates – for example if you only want to see data changes in the last week then set the dates accordingly

 

You can select different data actions to be included:

 

    • Insert – shows inserted records (e.g. show employee records added/inserted

 

    • Update – show edited records (e.g. show employee records changed/updated)

 

  • Delete – show deleted records (e.g. show employee records delete)

 

The ‘EXCEL’ option takes the complete data into Excel so you can see exactly what the details were of each data record added, changed or deleted.

 

This ‘Audit Trail’ function will be progressively added to the following data search pages over the next few weeks:

 

    • Employees/User Access Groups

 

    •  Clients / Client Contacts
        • Products
        • Job Types
      • Jobs

 

    • Suppliers/ Supplier Contacts

 

    • GL Accounts

 

    • Offices/Entities

 

    • Currencies

 

  • Task Types

 

The Report/Excel lists every data field – so you can see the exact details of what the record were at the point it was inserted, updated or deleted.

 

My Leave Entitlements

This enables employees to easily see the status of their Leave Entitlements for the current year (and they can look back at previous years if they wish as well).

 

Just go to  then select ‘MY LEAVE’ – click the link at top right ‘My Entitlements’ – you get a list of the various information for each type of leave you are entitled to – by default the current year is displayed, but you can change that to look at prior years if you wish.

Click on a Leave Type to see the details of leave requests already submitted for that year…

 

My Leave Entitlements

The purpose of this function is to allow recording adjustments to the leave entitlement balance for an employee.

 

A typical scenario might be like this:

 

The Employee worked on a Saturday to prepare an urgent new business pitch. Management have agreed that the employee should get one day of additional annual leave entitlement in lieu of working on the week-end.

 

The Employee in this case should submit a new leave request as normal under ‘My Leave’ enter the Saturday as the from/to date – but in this case they should tick/check the ‘Adjustment’ box and change the working days to negative/minus 1 – because in this case the request is for an additional day of leave rather than a request to take leave. Here’s how the Employee would enter that:



The employee would then submit the leave request for Manager approval as usual

 

But the function could be used for any type of adjustment to the leave entitlement – so Managers may also enter positive adjustments (days taken) or negative adjustments (additional entitlement days) under the ‘TIME & RESOURCES – MANAGE LEAVE’ function

 

Note that ‘Adjustments’ do not appear on the My Time ‘Leave Hours’ row – since they are not actually leave days taken, they are simply adjustments to the entitlements balance.

 

Leave Adjustments are shown separately on the Leave Reconciliation Report

 

Job Time Analysis – cap daily hours

This is an option to adjust the calculation of hours for employees in days where they recorded more time sheet hours than their standard hours.

 

Let’s say I ran report for November 2016 – and the data included timesheet entries for Employee John Smith. Let’s say on some days during that month John Smith recorded more than the 8 hours than we had defined on his Employee record as ‘DAILY HOURS’.

 

Say on one of those days (November 15) John Recorded the following time:

 

Job No Hours
ABC0001 6.0
ABC0002 3.0
XYZ0003 3.0
Total Actual 12.0

 

If the check box ‘CAP DAILY ACTUAL HOURS’ is checked when we run the report, each of those hours for November 15 would be ‘discounted’ by a factor of 1.5 (12.0 Actual hours divided by 8.0 ‘DAILY HOURS’) and would reflect in the report data as follows:

 

Job No Hours
ABC0001 4.0
ABC0002 2.0
XYZ0003 2.0
Total Actual 8.0

 

Non-Billable Time Sheet Hours on Production Reports

Non-Billable Hours (and hence all Hours on Non-Billable Jobs) have historically been excluded from all of the Production Reports. They are now included – though of course on reports that display or calculate ‘Billable Values’ – the Non-Billable Hours are displayed with a zero Billable value.

 

We are progressively changing production reports to include/display all non-billable transactions (such as Purchase Orders, Supplier Invoices and Supplier Payments). This work should be completed by the end of January 2017