Welcome to the Summer Release of 2024, TimeTrak 24.3!
Please browse through this document to learn more about the new features and improvements.
Contents:
1. In Grid Editing of Quote Lines within TimeTrak Professional
2. Generate Purchase Orders from Quote Lines
3. Live Integration to MYOB Acumatica Purchase Orders via TimeTrak Professional
4. MYOB Acumatica Item Class now in TimeTrak
5. Ability to set Client Code as Read Only
6. Default Location Available on Projects for Acumatica Clients in TimeTrak Professional
Project and job quoting have been enhanced in TimeTrak Professional for both MYOB Exo and MYOB Acumatica clients with this release. Quote lines are now in an editable grid, and additional fields such as Markup, Margin, and Discount have been added to assist with the quoting process.
In previous versions of TimeTrak, quote lines could not be added with a sell value of zero. This limitation has been removed in this release.
2. Generate Purchase Orders in Acumatica from Quote Lines
When creating a quote line and specifying a supplier, the “copy to” field will now default to “P – Purchase Order”.
If the “Add Purchase Order for Project/Job” option is enabled, an additional button, “Generate Purchase Order,” will appear on the quote tab.
When selecting “Generate Purchase Order”:
- If there are no suppliers assigned to the quote lines, a message will prompt you to assign suppliers.
- If there is only one supplier, the project/job will be passed directly to the purchase order form.
- If there is more than one supplier, a supplier selection prompt will appear (based on the suppliers specified against the quote lines), as shown below:
Once a supplier is selected, a purchase order will be generated for the supplier’s quote lines with all data prepopulated, as shown in the example below:
Note: The same quote line can be used to generate multiple purchase orders.
Quote lines can be assigned to Project tasks in TimeTrak as per below:
3. Live Integration to MYOB Acumatica Purchase Orders via TimeTrak Professional
In this release of TimeTrak, live integration with MYOB Acumatica purchase orders is now available via TimeTrak Professional.
Note: Before using this functionality, the TimeTrak API user must be assigned to an employee and set up in the company tree. This ensures that TimeTrak has permission to view and create purchase orders for all employees.
The following profile settings are now available to control user purchase order permissions:
Show Purchase Orders
When enabled, purchase orders are available in the Professional menu for users to select, search, and view.
Add Purchase Order
When enabled, users assigned to the profile have permissions to create a new purchase order in Acumatica (via TimeTrak).
Supplier: When only the supplier option is enabled, users can raise purchase orders, but there is no option to assign them to a Project/Job. Purchase orders can only be raised directly to suppliers.
Project/Job: When only the Project/Job option is selected, users can create purchase orders, but every purchase order must be assigned to a project.
Supplier & Project/Job: When both options are enabled, users can raise purchase orders with the project being an optional field to map purchase order lines to.
Edit Purchase Order
When enabled, users can edit purchase orders by clicking the icon to change the status to “On Hold,” allowing changes to be made via TimeTrak.
Delete Purchase Order
When enabled, users can delete active purchase orders. Upon confirmation of deletion, the purchase order will be removed from both TimeTrak and Acumatica.
Restrict To My Purchase Orders
When enabled, only purchase orders created by the logged-in user (purchase order owner) are visible.
Restrict To My Branch’s Purchase Order
When enabled, only purchase orders for the logged-in user’s branch are visible.
On creation of a new purchase order, the branch is read-only. If the supplier has a default branch set in Acumatica, this will be the branch for the purchase order; otherwise, it will default to the logged-in user’s branch.
Note: If the two restrict settings above are not enabled, these are optional filters available within the purchase order grid as shown below:
Restrict To My Branch’s Purchase Order
When the logged-in user has “Show Purchase Orders” and “Add Purchase Order” for Supplier and Project/Job enabled:
Add Purchase Order: From the Main Purchase Order Grid in TimeTrak Professional:
- Owner: Defaults to the logged-in user.
- Branch: Defaults to the logged-in user’s branch unless the supplier has a default branch specified. In this case, it defaults to the supplier’s default branch. These defaults can be overwritten if “Restrict to My Branch’s Purchase Orders” is not enabled.
- Order and Promised on Date: Defaults to the current date.
- Status: Defaults to “On Hold.”
- Ship to Type: Defaults to Customer.
- Assign Project and Project Task: Blank by default. When specified, all purchase order lines created will default to this project/project task.
- Cost Code: If Cost Codes are enabled in Acumatica, the first in the list will be the default.
If a project or project task is forgotten or incorrectly selected at the start, it can be reselected. Clicking “Assign Project” will update all purchase order lines to prevent staff from needing to do this manually line by line.
Viewing Purchase Orders Against a Project
On the purchase orders tab of a project, any purchase orders where the project has been assigned can be seen.
Add Purchase Order: From a Project/Job within TimeTrak Professional
Additional defaults are specified to speed up purchase order creation:
- Ship to Type: Defaults to Customer, with the project’s customer and project/job default location selected automatically.
- Assign Project: Defaults to the project/job you are creating the purchase order from, with the project task being the default task (or the first in the list if no default is specified).
Purchase Order Ship To
Purchase orders created via TimeTrak default the Ship To Type of Customer.
If Branches and or Warehouses are enabled in Acumatica, these can be enabled in TimeTrak, providing additional options:
- Customer: This is the default Ship To Type when creating all purchase orders in TimeTrak. When creating purchase orders via projects/jobs, this will also default to the project’s/job’s customer automatically.
- Branch: If Branches are enabled in Acumatica and TimeTrak, the Ship To Type of Branch is available for selection on purchase orders.
- Warehouse: If Warehouses are enabled in Acumatica and TimeTrak, the Ship To Type of Warehouse is available for selection on purchase orders.
Ability to Raise Purchase Orders to GL Codes and Inventory Items
Purchase order lines can be raised to both inventory items and GL Accounts/Sub Accounts where required.
Upon saving, the purchase order number generated from Acumatica will be displayed in the purchase order heading, as shown below.
4. MYOB Acumatica Item Class now in TimeTrak
In this release, Item Classes for both Stock and Non-Stock Items in Acumatica now sync to TimeTrak.
This update allows you to filter items by Item Class “Group” within TimeTrak Mobile, as detailed here:
https://timetrak.co.nz/blog/category/timetrak-21-3-release-notes-whats-new/#stock-group-filter-added-to-stock-and-disbursement-search-screens-in-timetrak-mobile
Additionally, it offers greater flexibility in data reporting within TimeTrak.
For example, if a Project Quote has been created in TimeTrak, data can now be grouped by Item Class, thanks to this new synchronisation.
5. Ability to set Client Code as Read Only
In this release of TimeTrak, the ability to make the client code a read-only field has been added.
- Profile Settings: Under a user’s profile, navigate to Form Layout > Client > Code, where it can now be set to read-only.
- Read-Only Field: When read-only is enabled, this field cannot be edited during the addition or editing of a client via TimeTrak Professional, TimeTrak Mobile, or the TimeTrak APP.
- Prepopulated Client Code: The client code is prepopulated based on the customer name.
Note: For Acumatica sites, if numbering conventions are in place for the customer code, Acumatica will set this when the customer is synced. TimeTrak will then be updated to reflect the Acumatica code when a change is made and synced back into TimeTrak.
6. Default Location Available on Projects for Acumatica Clients in TimeTrak Professional
The Project default location from Acumatica is now available to be viewed and set within TimeTrak Professional.
Profile Settings: Under a user’s profile, navigate to Form Layout > Project > Default Location to enable visibility. Once enabled, this field will be displayed.
With both visibility and “required” enabled for the Default Location, staff will be required to select the project’s default location when adding or editing a project in TimeTrak.
The Default Location displays all active locations associated with the client for the project.
Selecting the Default Location will automatically populate the Project Address with the customer’s location address from Acumatica, preventing the need for manual entry.
