This release delivers several enhancements in the Urbanise FM platform to assist in streamlining your operations.
Invoices for Planned Preventative Maintenance (PPM)
A new option is available at contract level to configure automated invoice approvals based on a % limit.
To configure this option, navigate to Contracts > Approvals and select a contract.
The option previously named 'Auto approve invoice on planned job' has been renamed 'Auto approve planned job invoices when different to planned costs within'.
Select this option to enable the percentage drop-down box, make a selection and save.
IMPORTANT NOTE: If the previous option 'Auto approve invoice on planned job' was enabled prior to this update, the percentage selection will be blank in the drop-down and all invoices will be automatically approved unless a percentage is configured.
To disable automated invoice approval, deselect the option.
To enable automated invoice approval for all invoices, select the [blank] option
When the percentage has been saved for the contract, the configured percentage will display in bold under the heading.
When a percentage has been configured, job invoices will be automatically approved if the invoice total COST amount is LESS THAN the Total planned cost (labour + parts) + % limit configured.
Operator permissions
Two new permissions have been added to the Agents > Operational Data section of Agent permissions: Edit Asset Types and Edit Supplier.
Operational Data > Assets
The new 'Edit Asset Types' permission will allow more control over the management of asset types.
When enabled, the 'Edit Asset Types' permission will allow the logged in operator to add and edit asset types.
To ensure operator agents can continue to manage asset types after this update, the 'Edit Asset Types' option will be enabled for all agents previously configured with access to Assets and Update/Import Assets.
Immediately after this upgrade, the 'Edit Asset Types' permission will be enabled in Settings > Role Categories for all existing records configured with access to Assets and Update / Import Assets .
The Agent Export file includes the Edit Supplier option under the heading PERM_EDITASSETTYPE.
When the ''Edit Asset Types' permission is NOT enabled for an operator agent the following rules apply:
In the Asset screen, the New Asset Type and Update Asset Type options will not be available from the menu
In the Assets Type List screen, the Asset Category will display as text instead of a link to edit the asset type
In the Asset Type List screen, the New Asset Type option will not be available
In the Asset Details screen, the New Asset Type option will not be available from the Actions menu
New asset types cannot be added or updated using the Import function
Operational Data > Suppliers
The new 'Edit Supplier' permission will allow more control over the management of access to supplier data.
When enabled, the 'Edit Supplier' permission will allow the logged in operator to edit supplier details in the Operations Centre.
To ensure operator agents can continue to manage supplier data after this update, the 'Edit Supplier' option will be enabled for all agents previously configured with access to Suppliers.
Immediately after this upgrade, the 'Edit Supplier' permission will be enabled in Settings > Role Categories for all existing records configured with access to Suppliers.
The Agent Export file includes the Edit Supplier option under the heading PERM_EDITSUPPLIER.
When the 'Edit Supplier' permission is NOT enabled for an operator agent the following rules apply:
Suppliers can be viewed
Supplier documents can be managed
Supplier data can be exported
Supplier data cannot be managed via the Operations Centre from the following areas:
Supplier > Add
Supplier > Edit
Supplier > Permissions
Supplier > Banking
Supplier > Retire
Supplier > Users
Supplier > Operations > Edit
Accruals on Reactive jobs
The following rules now apply for accruals on reactive jobs when a Default Purchase Order Amount is configured in Contracts > Reactive Jobs, or when a Purchase Order Amount is populated on a reactive job:
When a budget is associated with the job, the amount will be accrued on the job budget IF an Actual has not yet been recorded for the job.
If an Accrual has been recorded for the job, then the Accrual will need to be reversed manually before the new value can be accrued.
If a Budget is associated with the job and the Purchase Order Amount is updated on the Job Details screen, then the amount will be Accrued on the Job and the Budget.
Location Notes and Messages
When viewing details of a location, the Operator Notes and Important Message saved in Operational Data for the main location will now also display on all sub locations.
When Operator Notes and Important Messages exist on the building, level and unit of a location, the messages will display in that order on sub locations, with each entry in a separate block.
When Operator Notes and Important Messages exist on the building, level and unit of a location, the messages will display in that order on sub locations in Location > Operational Data with each entry in separate block.
When viewing the Job Details page, all Operator Notes and Important Messages on the building, level and unit of a location will display in paragraph form when hovering over the icons, ordered by building, level and unit.
FORCE mobile app
When the option to 'Show in the Force mobile app' is enabled in Location > Operational Data, then Important Messages will display on jobs in the FORCE mobile in paragraph form, ordered by building, level and unit.
Clicking on the Important message preview displayed in red text will open the full message text in a separate screen.
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