Administration > Maintenance > System Settings
System settings define parameters, global to all users setup in WorkPlace. The Settings may be common to all installed WorkPlace modules such as those on the General Tab, or can be specific to a single WorkPlace application such as Requisition or Time Entry.
Depending on WorkPlace Solution, Modules and/or Interfaces installed, various tabs will appear on this page for selection. SELECT any link below to view the specific system settings available for that tab:
General Accounts Payable Catalog DI API General Ledger Expense Inventory KwikTag Paper Save Multi-Currency Purchase Order Project (WorkPlace) Project (GP) Receive / Match Invoice Requisition/Check Request RFQ Time
Settings established on the General Tab are global to all modules and all users of the WorkPlace application. There are three sections on this page, as listed below:
Press this command button to load an updated license certificate or to get the license information necessary to make a license request. This would be necessary on new installations, upgrades, when license certificate expires or when adding users or WorkPlace add-on modules or features.
Enter the number of results to display on the page when records are returned from zoom searches. WorkPlace ships with a default of 25 rows to return on zoom. During Field level searches the user may change the value manually for the selected search. The default level can also be managed by user with the use of a user defined field template.
Enter the number of results to display per block for records when creating or maintaining WorkPlace Non-financial lists. WorkPlace ships with a default of 500 rows per Block.
Used throughout the WorkPlace Solution to control how many lines are displayed at a time. This is important in environments were Customers Review large number of items or Approve large numbers of Expense Sheets. WorkPlace ships with a default of 100 records per page - this represents default the maximum records to appear on approval or review session pages at a time. When this value is exceeded a paging control is displayed on the page to allow the user to navigate to the different sets of records.
Dependent on WorkPlace configuration you may have the option of selecting either User, Role or Both from the field drop down. This will effect the default view of records when establishing approval lists and routing rules. If the Role based security option has not been installed the security option will default to user and no drop down will appear.
Caption for the Country field label located in Expense Sheets and Expense Types.
Caption that will be used throughout Workplace for the Organization field.
This option is available to drive General Ledger distribution logic based on an Organization entity for Purchasing, Expense and Inventory transactions within WorkPlace and take advantage of segment substitution that can be defined for each Organization. When enabled, the Organization field will be required during transaction entry and the Receipt/Invoice Match transaction will require that all Purchase Orders match the specified Organization.
This option is unchecked by default to allow users with access to the Tax Detail window for WorkPlace transactions full control of the tax detail amounts and Tax ID's for a given transaction line. In addition to modifying the amounts for the default Tax ID's from the assigned Tax Schedule, users are permitted to add and delete the Tax detail lines.
When enabled, users with access to the Tax Detail window for WorkPlace transactions will not be permitted to add or delete Tax ID's from those that have been assigned based on the associated Tax Schedule. Users will still be able to edit the percentages and amounts for the tax lines already displayed.
Check this option to enforce Two Factor Authentication system wide and require all users to configure Two Factor Authentication from their User Preferences dashbaord. Users who have not enabled their own Two Factor Authentication settings when this option is checked will be be directed to their User Preferences page the next time they attempt to access WorkPlace.
If licensed for Auditing this system setting will be available. When checked, WorkPlace will audit all field level changes to Departments, Approval Lists, Routing Rules, Roles/Security Access and User Security. A report called "Audit Detail" is available to display the audited information by user, date and action.
This setting provides an option to display additional subtotals throughout the Requisition/Check Request and Receive/Match InvoiceProcurement solutions for additional visibility to organizations that routinely capture discount, freight, miscellaneous and tax amounts. Subtotal amounts are calculated as the Quantity x Price excluding any Freight, Discount, Miscellaneous and additive Tax amounts. When enabled, the subtotal field will be displayed in the following additional areas;
Requisition Entry and Check Request lines
Check Request Entry Header
Requisition/Check Request Approval transaction headers and lines
Requisition/Check Request Review and RFQ Session transaction headers and lines
Purchase Order entry lines
Receiving Wizard lines
Receive / Match Invoice linesheader
Find Requisition/Check Request lookups
Find Purchase Order lookup
Outstanding Purchase Orders Reports
By default, this option is unchecked and any subtotal field will be calculated as the Quantity x Price, excluding any Freight, Discount, Miscellaneous and additive Tax amounts. Enabling this setting will also exclude all tax amounts that are included in the price (i.e. Tax Included has been checked on the Tax Detail page) from the calculation to reflect the base taxable amount for the subtotal.
When enabled, users with access to the Tax Detail window for WorkPlace transactions will not be permitted to add or delete Tax ID's from those that have been assigned based on the associated Tax Schedule. Users will still be able to edit the percentages and amounts for the tax lines already displayed.
If licensed for G/L Distributions this option is available to allocate costs across both G/L Account and G/L Analysis codes when distributing line amounts throughout the Enterprise Requisition and Procurement Solution. When enabled, the G/L Analysis field will become available for selecting on the G/L Distribution page from Requisition, Check Request, Purchase Order, Receiving Wizard and Receive / Match Invoice lines. Distribution Groups will provide an option to assign G/L Analysis values on the maintenance page or when using the Distribution Group Import feature.
This option is activated by default to provide real time incremental search suggestions for all lookup fields during data entry. When enabled, a list of available values will appear when a lookup field has been selected, providing an alternative entry method for supporting data without opening a separate lookup page. The lookup suggestions displayed are updated as users type into the field to display possible matches. By restricting the suggestions immediately based on matches for the associated ID or Description, users may take advantage of the auto-complete feature once a value is highlighted or choose an alternative suggestion. The first value in the suggestion list will be automatically selected once a user begins to type into the field.
This option is unchecked by default to allow users with access to the Tax Detail window for WorkPlace transactions full control of the tax detail amounts and Tax ID's for a given transaction line. In addition to modifying the amounts for the default Tax ID's from the assigned Tax Schedule, users are permitted to add and delete the Tax detail lines.
When enabled, users with access to the Tax Detail window for WorkPlace transactions will not be permitted to change the "Taxable Amount" and the "Tax Included" checkbox. Users will still be able to edit the amounts for the tax lines already displayed, and will be able to add additional Tax Detail lines. This option can be used in conjuction with "Tax Detail Edit Only" to further restrict the changes that can be made to Tax Details.
This option is available to calculate and populate the Trade Discount amount for transactions based on the percentage assigned to the associated Vendor in Dynamics GP. When enabled, trade discounts will be calculated based on the percentage assigned to the Vendor and populated on all Purchase Orders, Receiving, Invoice Match and Accounts Payable (for expenses) transactions created from WorkPlace.
This image will appear throughout WorkPlace in the upper left hand corner of all maintenance and transaction pages.
This image will appear on Reports that are designed to display a Company Logo. Currently DIB, JPEG, TIFF and PNG formats are supported. High DPI TIFF images show best. To ensure the image is displayed properly on reports, the recommended report logo size is 1000 x 225 pixels or equivalent aspect ratio.
Select this checkbox to allow submitted records to flow through multiple approval steps based on established routing rules, project and supervisor / Position Based approvals. By default this checkbox will be selected as the recommended method of establishing approval routing and is a requirement for the Ad-Hoc approval process. When this setting is not enabled, the only approval required for transaction or transaction line will be the first applicable Approval List, Project Manager or Supervisor / Position.
Select this checkbox to force all records to be routed through approval. When selected a Routing Rule must be established for all users in WorkPlace who enter and submit WorkPlace transactions.
Select this checkbox to cause the record(s) to be resubmitted through all approvers, if there are any changes made during approvals affecting the original routing of that records. Changes made that do not cause the record to be routed differently than its original routing will not be affected.
All transaction entered by the user will go to that users supervisor for approval. The supervisor for a user is specified in the Other section on the General tab in Security. This setting should be unchecked when Position Based Approvals has been enabled.
Select this checkbox to enable alternates for supervisor approvals. When a supervisor has enabled alternates, their respective supervisor (specified in the Other section on the General tab in Security) will have the ability to load and process any records pending approval.
*This works in conjunction with the Enable Supervisor Approval system setting.
Activating Ad Hoc Approvals provides an additional level of flexibility to empower users to introduce additional approvals requirements on the fly while still maintaining the organizational policies and controls defined in the WorkPlace approval configuration.
When enabled, this option will allow an Approver to select from a list of active users to assign for an additional approval step for the Approval session. Upon processing the session, all lines marked for approval will be processed as approved and add the selected additional Approver as the next required approval step. Lines marked for disapproval will add the selected user as a required approval step before the original Approver providing them the option to approve after the additional step. The 'Enable Sequential Approval' setting will need to be checked in order to fully support the Ad Hoc Approval process.
Approval routing and Filter Templates by dollar amount will use the currency selected from the drop down, if none is selected, the functional currency is used by default. Upon entry the current conversion rates are applied and stored internally with the transaction. This feature is dependent upon activation of the multi-currency interface within the WorkPlace application.
This setting defines the order in which approvals will be required when using the automated Supervisor, Position, Project and Routing Rule approvals together. The available options are;
Supervisor/Position - Project - Routing Rules (default functionality)
Supervisor/Position - Routing Rules - Project
Routing Rules - Supervisor/Position - Project
Routing Rules - Project - Supervisor/Position
Project - Supervisor/Position - Routing Rules
Project - Routing Rules - Supervisor/Position
Position Based Approvals provide a rapid deployment model based on an organizational structure and associated approval limits. Automatic and easily maintainable position-based approvals complement the current routing rules to create easy to maintain hierarchical approvals while maintaining the flexibility to design advanced workflows for exceptions and complex requirements. Position Based Approvals can be activated or inactivated for each of the functional areas when licensed;
This checkbox is available when Requisition and/or Check Request is licensed. When enabled, all Requisitions and Check Requests will be subject to Position Approvals upon submission.
This checkbox is available when the Time Solution is licensed. When enabled, all Timesheets will be subject to Position Approvals upon submission.
This checkbox is available when the Expense Solution is licensed. When enabled, all Expense Sheets will be subject to Position Approvals upon submission.
This checkbox is available when WorkPlace Enterprise Procurement is licensed. When enabled, all Purchase Orders will be subject to Position Approvals upon submission.
This checkbox is available when Receiving and/or Invoice Match is licensed. When enabled, all Receive/Match Invoice sessions will be subject to Position Approvals upon submission.
This checkbox is available when the Vendor Approval module is licensed. When enabled, all Vendors will be subject to Position Approvals upon submission.
This checkbox is available when the WorkPlace Project Solution is licensed. When enabled, all Projects will be subject to Position Approvals upon submission.
This checkbox is available when the WorkPlace Project Solution is licensed. When enabled, all Project Phases will be subject to Position Approvals upon submission.
This checkbox is available when the WorkPlace Project Solution is licensed. When enabled, all Phase Activities will be subject to Position Approvals upon submission.
Position Based Approvals should only be activated when the 'Enable Supervisor Approval' setting is not enabled.
If left blank the default location for attachments will be used - which is the Central\Attachments folder. Valid values for this field are file path locations relative to the web server where WorkPlace is installed. File paths can be drive based such as "C:\Attachments" or UNC based such as "\\SERVER\SharedFolder".
This is the user name on the network that will be used when accessing the Attachment Location. If this field is left blank then the default process account for the asp.net process will be used when WorkPlace is running under SQL authentication mode. When running under NT authentication the current user logged into WorkPlace is used.
Password associated with the Windows User Name.
Domain associated with the Windows User Name.
When this option is not checked, additional attachments cannot be added to fully processed transactions within WorkPlace. This setting is disabled by default to prevent any attachment changes to records that have been fully approved and processed. When enabled, users will be permitted to attach additional documents or files to historical transactions that have been fully approved and processed. Users will only be able to modify or delete attachments that were added after the related transaction was processed. This setting also applies to the Vendor maintenance page when using Vendor Approvals.
This section will appear if WorkPlace is licensed for the WorkPlace Vendor Portal. Vendor Portal is an external web application allowing vendors and suppliers access to secured information from an externally hosted environment. Access is available from any standard browser or mobile device.
URL to the WorkPlace Vendor Portal. This is supplied by Paramount. Example:https://portal.paramounttechnologies
This button will test the connection from WorkPlace to the specified Portal URL. Success or Failure will be returned.
This button will synchronize the with the current portal users and remaining Released PO’s generated from WorkPlace users. This function is mainly used for the initial setup.
This field needs to be populated with a valid WorkPlace Login Name. When a Vendor Invoices a PO this will be the user the WorkPlace Shipment/Invoice is created under. When a Vendor adds a Service/Non-PO Invoice this will be the user the WorkPlace Check Request is created under.
Note: Creating a specific Login Name to define transactions that come in from the Invoice Portal is not required, but is recommended as you may want to setup specific Routing Rules for the Portal transactions and reporting. If a user will be accessing WorkPlace with this Login Name, the following security options at a minimum should be set to “Allow”:
Requisition/Check Request Tab: Transaction Entry
Requisition/Check Request Tab: Check Request
Receive/Match Invoice Tab: Receive/Match Invoice
This option allows you to control whether a Service or other non-PO Invoice entered through the Vendor Portal will automatically submit the Check Request to the Approval Workflow in WorkPlace. Check this box to automatically submit Check Requests created from the Vendor Portal to the approval workflow you have established. Leave the box unchecked to save Service Invoices entered through the portal as unsubmitted Check Requests in WorkPlace. The Check Request remains available on the designated user’s Dashboard for them to review and edit before submitting to the approval workflow.
The imported attachment location is available for Check Request and Invoice Match users and works in conjunction with the 'Select Invoices' button available on Check Request Entry and Receive / Match Invoice pages. The settings below provide WorkPlace the information needed to access the organization's repository of scanned invoices and related documents that can easily be selected by users during invoice entry.
Valid values for this field are file path locations relative to the web server where WorkPlace is installed. File paths can be drive based such as "C:\Attachments" or UNC based such as "\\SERVER\SharedFolder".
This is the user name on the network that will be used when accessing the Attachment Location indicated Above. If this field is left blank then the default process account for the asp.net process will be used when WorkPlace is running under SQL authentication mode. When running under NT authentication the current user logged into WorkPlace is used.
Password associated with the Windows User Name.
Domain associated with the Windows User Name.
Use your SMTP (Simple Mail Transfer Protocol) server to facilitate approval and review transaction alerts through eMail notifications.
This checkbox MUST be selected for any of the email settings to take affect.
When this option is selected, eMail notifications will no longer be sent upon in real time when submitting or processing transactions and will be sent on a scheduled basis using the WorkPlace Agent. Activating background emails is recommended for improved system performance allowing submissions and processing to be performed without waiting for SMTP confirmations. When this setting is changed, any eMails previously sent to the queue will be removed to ensure outdated notifications are not sent to users.
Enter the server name or IP address for your SMTP eMail server in this field.
Enter the port to be used for your SMTP eMail server in this field. By default, this value will be the standard outgoing port 25.
Select this checkbox if the SMTP Server specified for outgoing eMail requires Transport Layer Security (TLS)/Secure Sockets Layer (SSL) authentication.
This is the eMail address that will appear in the FROM EMAIL ADDRESS Section of the email sent through the WorkPlace application. In most client environments the address input in this field must be a valid email address in your environment. Many Clients WorkPlace establish a 'no reply' WorkPlace@mycompany.com email address for the WorkPlace application.
This is the name that will appear in the from address for emails sent from WorkPlace.
If a value is entered here, WorkPlace will use this User Name along with the Password to perform Authenticated SMTP eMail. If this field is left blank, WorkPlace will perform Anonymous SMTP eMail.
This is the password for Authenticated SMTP eMail.
This setting is available to define a maximum size in MB that will be permitted when attachments are included with approval notifications to align with the associated limitations on the SMTP server. When a value is entered and WorkPlace determines that the resulting message including attachments will exceed this size, the email will be sent without attachments and include the message 'NOTE: attachments were not included in this email because they exceed the Maximum Message Size. Please login to WorkPlace to view the attachments'. This value will default to zero (0) indicating that no maximum has been defined and WorkPlace will always include attachments with the email when the associated 'Include Attachments for Approval Email' System Setting is enabled.
Complete this section to configure eMail-Based Approvals for supported WorkPlace transactions. Once enabled, approvers will be able to approve and disapprove by simply replying to the approval notification received from WorkPlace. Users will enter their responses into a special section in the eMail with either a ”Y” for yes to approve, or ”N” for no to disapprove. The approver can add notes to their responses by simply entering additional text following the ”Y” or ”N”. Approvals can be done at the header or individually at each line with the response entered at the header considered a default for all the lines. WorkPlace processes approval responses using the POP3 protocol and requires the ability to communicate with a POP3 server via port 110. The WorkPlace Agent program must be scheduled and running for eMail-Based Approvals to operate. See the WorkPlace installation guide for details on how to setup this application.
Specify a POP3 server that WorkPlace has access to.
Specify the port to be used for your POP3 eMail server in this field. By default, this value will be the standard incoming port 110.
Select this checkbox if the POP3 Server specified for incoming eMail requires Transport Layer Security (TLS)/Secure Sockets Layer (SSL) authentication.
Specify the System eMail Address user account name.
Specify the System eMail Address user account password.
eMail Address of the System Help contact person.
Physical address of the location of the WorkPlace application. Enter the entire path of the WorkPlace application URL in this space, this is used by the system and is included in all WorkPlace eMail notifications for access to the WorkPlace application. Ensure that all the forward slashes [/] are included in the URL: http://YourWebServer/WorkPlaceVirtualDirectoryName/
The URL link is included in eMail notifications sent from the WorkPlace application and gives the user the ability to select the link from within the eMail to access the login screen for the WorkPlace application.
This value is in hours and indicates how much time that needs to be elapsed from the time of the last Approval before the eMail to the Approver is resent. In order for this to operate the WorkPlace Agent program must be scheduled and running. See the WorkPlace installation guide for details on how to setup this application.
This value is in hours and indicates how much time that needs to be elapsed from the time the Requisition was submitted before the eMail is sent. In order for this to operate the WorkPlace Agent program must be scheduled and running. See the WorkPlace installation guide for details on how to setup this application.
This value is in hours and indicates how much time that needs to be elapsed from the time the Requisition/Check Request line was submitted for approval before it will be escalated to the next Approver. Note that the last required Approver for the Requisition line(s) will never be skipped. In order for this to operate the WorkPlace Agent program must be scheduled and running. See the WorkPlace installation guide for details on how to setup this application.
This value is in hours and indicates how much time that needs to be elapsed from the time the Expense was submitted for approval before it will be escalated to the next Approver. Note that the last required Approver for the Expense will never be skipped. In order for this to operate the WorkPlace Agent program must be scheduled and running. See the WorkPlace installation guide for details on how to setup this application.
This value is in hours and indicates how much time that needs to be elapsed from the Time Period end date before eMails are sent. The Missing Timesheet email will be sent to all Timesheet users with the "When My Items have Not been Submitted" option selected in security. In order for this to operate the WorkPlace Agent program must be scheduled and running. See the WorkPlace installation guide for details on how to setup this application.
This option works in conjunction with the solution specific settings below to enable approvals within the first line of the eMail response. When enabled, Approvers will reply with a "Y" or "N" in the first line of the response eMail to approve or disapprove all transactions. Notes to the creator are entered after the "Y" or "N". When this is checked, the outgoing eMails for approvals will include the instructions within the eMail for approving all transactions within the notification.
When this is checked, the outgoing eMails for Requisition and Check Request approvals will include the instructions and sections within the eMail notification to perform the approval by eMail functionality. When enabled, Approvers will be able reply with a "Y" or "N" within designated sections of the eMail response to approve or disapprove transactions by header or line. Notes to the creator are entered after the "Y" or "N". When enabled, individual eMails will be sent for each Requisition/Check Request .
When this is checked, the outgoing reminder eMails for Requisition and Check Request approvals will include the instructions and sections within the eMail notification to perform the approval by eMail functionality. When enabled, Approvers will be able reply with a "Y" or "N" within designated sections of the eMail response to approve or disapprove transactions by header or line. Notes to the creator are entered after the "Y" or "N". This setting works in conjunction with the 'Elapsed Hours from initial Approval eMail before eMail is to be Resent if Transaction is still Not Approved' setting above.
When this is checked, the outgoing eMails for Expense approvals will include the instructions and sections within the eMail notification to perform the approval by eMail functionality. When enabled, Approvers will be able reply with a "Y" or "N" within designated sections of the eMail response to approve or disapprove transactions by header or line. Notes to the creator are entered after the "Y" or "N". When enabled, individual eMails will be sent for each Expense Sheet.
When this is checked, the outgoing eMails for Purchase Order approvals will include the instructions and sections within the eMail notification to perform the approval by eMail functionality. When enabled, Approvers will be able reply with a "Y" or "N" within designated sections of the eMail response to approve or disapprove transactions by header or line. Notes to the creator are entered after the "Y" or "N". When enabled, individual eMails will be sent for each Purchase Order.
When this is checked, the outgoing eMails for Timesheet approvals will include the instructions and sections within the eMail notification to perform the approval by eMail functionality. When enabled, Approvers will be able reply with a "Y" or "N" within designated sections of the eMail response to approve or disapprove transactions by header or line. Notes to the creator are entered after the "Y" or "N". When enabled, individual eMails will be sent for each Timesheet.
When this is checked, the outgoing eMails for Receive / Match Invoice approvals will include the instructions and sections within the eMail notification to perform the approval by eMail functionality. When enabled, Approvers will be able reply with a "Y" or "N" within designated sections of the eMail response to approve or disapprove transactions by header or line. Notes to the creator are entered after the "Y" or "N".
Receive / Match Invoice eMail based approvals require the 'Enable Advanced Approval' System Setting to be enabled on the Receive / Match Invoice tab.
Check this box if Inventory is a Registered Module in Dynamics GP. This is necessary for interactions with Dynamics GP.
Indicates if Multi-Currency is a Registered Module for Dynamics GP. This is necessary for interactions with Dynamics GP and cannot be unchecked when multi-currency is registered.
This section is only available when using SQL Server Authentication.
When checked, the WorkPlace user who adds or modifies users in WorkPlace Security must be a member of the SQL Server System Administrator Role. When enabled the WorkPlace Security form will display a password column for the WorkPlace Security Administrator to specify a default password for the newly created user (the administrator may also check the force password change on login checkbox to force the user to change this default password before accessing WorkPlace). Upon save in WorkPlace Security the WorkPlace user will be created on the SQL server if they don't exist and will be granted proper database access for WorkPlace. When this feature is Checked the Following Rules are also Applied:
When deleting a user or making the user inactive in WorkPlace Security, the user will be removed from the WorkPlace roles on the SQL server. If the user is not setup in another WorkPlace company and the user does not have access to any other roles or specific table privileges outside of WorkPlace, the Login will be Removed from the SQL Server.
If the Logged in User is not a System Administrator they will not be able to delete a user, change the login name, password, or add another user.
New users will require a default password that follows the password rules outlined in Global Settings.
This works in conjunction with the Create SQL User option. When the SQL User is created from WorkPlace their password will be encrypted on the SQL Server. When encrypted, the user will not be able to login to any standard SQL tools or applications using their WorkPlace user name or password.
This option is available when Vendor Approval is licensed. Enabling this option will allow entry and approval processing of WorkPlace transactions for new Vendor requests so that the approvals may happen in parallel to expedite processing. Vendors still need to be active (i.e. fully approved) in order to generate Purchase Orders, Check Requests and Invoices against them.
When creating a new vendor this will be the next number mask used.
This field needs to be populated with a valid WorkPlace Login Name when Vendor Self Service is enabled for Vendor Approval. When a Vendor submits update requests for their contact information, this will be the user that determines the approval workflow. Creating a specific Login Name to define the approval workflow for Vendor contact update requests is not required, but is recommended to establish specific Routing Rules that ensure Vendor initiated changes are properly reviewed prior to updating their profile.
The value in this field will be the next number used for the next created Accounts Payable Voucher when Invoice or Expense transactions are fully processed. The default Voucher Number will be populated as WPVO0000000 but can be changed by typing in a set of letters or numbers that the next Voucher created will be set to. This field cannot be blank or over 60 characters.
Vendor Self Service provides the ability for Vendors to update their contact information through the WorkPlace Vendor Invoice Portal when Vendor Approval is licensed. When enabled, Portal Vendors will be able to access a new dashboard option to view and request changes to their profile and address information as well as upload document attachments that are automatically submitted to the approval workflow based on the 'Default User for Vendor Self Service' assigned above. Vendors will receive automatic e-mail notifications when their requests have been approved or disapproved.
Selecting this checkbox will force the vendor approver to select or enter a note to the creator when disapproving a vendor.
This section will be available when licensed for the WorkPlace Invoice Capture solution to take advantage of true AP automation using Optical Character Recognition (OCR).
When enabled, WorkPlace will attempt to automatically submit all Invoices matched to a Purchase Order for approval when they’ve completed processing through Invoice Capture. When this option is disabled, all invoices will remain in the Invoice Capture Queue for users to review and manually submit.
When enabled, WorkPlace will attempt to automatically submit all Check Requests for approval when they’ve completed processing through Invoice Capture. When this option is disabled, all invoices will remain in the Invoice Capture Queue for users to review and manually submit.
This field needs to be populated with a valid WorkPlace Login Name when using Invoice Automation with OCR. When an invoice is created and submitted from the Invoice Capture solution, this will be the user that determines the approval workflow for the Check Request or Invoice Match. When a User Defined Field Template (UDFT) is assigned to this user, values set to default on the Requisition / Check Request tab will be populated to Check Request transactions created from Invoice Capture.
When enabled, all Invoices will be processed as the 'Default User for Invoice Capture'. When disabled, the owner of each invoice will be the user who uploaded it on the Invoice Capture Queue page. If the invoice was emailed, the owner will be assigned as the WorkPlace user whose name or email on their Security profile matches the 'from' email address.
The transaction type that will be assigned to Purchase Order Invoices processed from the Invoice Capture Queue. This will be set to 'Invoice' by default to support a 3-way match procurement process or can be set to 'Receive / Match Invoice' for 2-way match environments.
This section will be available when WorkPlace is integrated with a supported 3rd party Invoice Automation OCR (Optical Character Recognition) solution.
This field needs to be populated with a valid WorkPlace Login Name when using Invoice Automation with an Invoice Capture integration. When an invoice is created and submitted from the integration, this will be the user that determines the approval workflow for the Check Request or Invoice Match.
Enter the UNC folder path that WorkPlace will look at to pickup incoming documents to process.
Enter the user name on the network that will be used when accessing the Incoming Location. If nothing is specified then the IIS network credentials will be used.
Enter the Password associated with the Incoming Windows User Name.
Enter the Domain associated with the Incoming Windows User Name.
Enter the UNC folder path that WorkPlace will place the success, warning and failure response files for the documents passed to the Incoming folder.
Enter the user name on the network that will be used when accessing the Response Location. If nothing is specified then the IIS network credentials will be used.
Enter the Password associated with the Response Windows User Name.
Enter the Domain associated with the Response Windows User Name.
Enter the UNC folder path that WorkPlace will move processed transaction files to.
Enter the user name on the network that will be used when accessing the Historical Location. If nothing is specified then the IIS network credentials will be used.
Enter the Password associated with the Historical Windows User Name.
Enter the Domain associated with the Historical Windows User Name.
An example of a UNC folder path would be "\\SERVER\SharedFolder".
When enabled, WorkPlace will attempt to automatically submit all Invoices matched to a Purchase Order for approval immediately when they’ve been imported from the Invoice Capture Integration. When this option is disabled, the invoices will be saved and available for users to review and manually submit.
When enabled, WorkPlace will attempt to automatically submit all Check Requests for approval immediately when they’ve been imported from the Invoice Capture Integration. When this option is disabled, the invoices will be saved and available for users to review and manually submit.
This section will be available when WorkPlace Payments is licensed.
Check this option to automatically post Payment transactions to the WorkPlace General Ledger. When enabled, the following distribution accounts will need to be defined within the Posting Code structure before payments can be processed.
Realized Gain/Loss: Required for multi-currency payments to record gain/loss amounts based on exchange rate differences between when a payable was recorded compared to the date of payment.
Payments: Required to record the amount for all payments processed through WorkPlace.
Terms Discount: Required for processing discount amounts recognized at the time of payment based on the Payment Terms for the supplier invoices.
The value in this field will be the number used for the next Payments number created within WorkPlace. This value can be changed by typing in a number with an optional letter prefix. This field cannot be blank or over 60 characters. Upon installation, the default value of ‘PAY0000001’ will be assigned.
This setting becomes available when WorkPlace Payments is licensed and integrating to a supported payment provider to enter the assigned API Access ID that will be transmitted when processing payments. This value will be used for automated payment integrations when not specified at the Company Address level.
This setting becomes available when WorkPlace Payments is licensed and integrating to a supported payment provider to enter the assigned Secret Key that will be transmitted when processing payments. This value will be used for automated payment integrations when not specified at the Company Address level.
This setting becomes available when WorkPlace Payments is licensed and integrating to a supported payment provider to enter the assigned Organization that will be transmitted when processing payments. This value will be used for automated payment integrations when not specified at the Company Address level..
This setting becomes available when WorkPlace Payments is licensed and integrating to a supported payment provider to enter the assigned Location value that will be transmitted when processing payments. This value will be used for automated payment integrations when not specified at the Company Address level..
This section allows you to configure settings for the eMail sent to vendors when eMailing Purchase Orders directly to Vendors from the Review Session or Purchase Order Entry.
Enter a valid internal Buyer eMail address to appear in the FROM section on Purchase Order eMails sent to your vendors.
Represents the Default Subject on Purchase Order eMails sent to your vendors. This section may be modified; however, it is recommended to leave the default settings.
Represents Default Text in the eMail body for Purchase Order eMails sent to your vendors. Enter additional information you may want to include in eMails for Purchase Orders sent to Vendors. This first line of this section may be modified; however, it is recommended to leave the default settings.
Two replaceable variables are available for the eMail Subject and Body. Those values are ::PONUMBER:: and ::COMPANYNAME::.
Select this option to automatically submit Requisitions upon checking out of the Shopping Cart.
When enabled, Catalog records will be stored centrally and a new option will be available within Catalog maintenance to assign one or more WorkPlace companies for each Catalog.
Select the number of results that will be displayed by default when shopping a Catalog.
Enter the default Sort By option that will be used when opening a Catalog.
Selecting the 'Catalog/Vendor' option will display all items in the Shopping Cart grouped by Vendor.
When this setting is checked users will be directed to the Shopping Cart upon clicking the 'Add to Cart' button within the Catalog. If this setting is unchecked, items can be added to the cart without navigating the user to the Shopping cart allowing users to continue adding items.
When this option is enabled, Catalog items' Price, Item Description, Vendor item, and URL will be automatically updated in WorkPlace when the associated Inventory item in GP is updated.
By default, this option is not checked and Item images will be displayed within the WorkPlace Catalog when assigned for each Catalog Item. When this option is enabled, the Catalog Item card will display an 'Item URL' button in place of an image for users to click and open the URL stored in the 'Image 1' field defined on the Catalog Item Import. An 'Item Description' button will also be displayed for users to access the additional item details page for the Catalog Item when the image is no longer displayed.
Set the maximum pixel height to display images within the Catalog. This setting is helpful to provide consistent look and feel when presenting images (i.e. from an external source) to scale oversized images.
Set the maximum pixel width to display images within the Catalog. This setting is helpful to provide consistent look and feel when presenting images (i.e. from an external source) to scale oversized images.
When checked, all transactions that are processed will be moved to the Historical Location. If left unchecked, the documents will be removed from the Incoming folder upon processing.
Enter the UNC folder path that WorkPlace will move processed transaction to.
Enter the user name on the network that will be used when accessing the Historical Location.
If nothing is specified then the IIS network credentials will be used.
Enter the Password associated with the Historical Windows User Name.
Enter the Domain associated with the Historical Windows User Name.
Enter the UNC folder path that WorkPlace will look at to pickup incoming documents to process.
Enter the user name on the network that will be used when accessing the Incoming Location.
If nothing is specified then the IIS network credentials will be used.
Enter the Password associated with the Incoming Windows User Name.
Enter the Domain associated with the Incoming Windows User Name.
Enter the UNC folder path that WorkPlace will place the success, warning and failure response documents for the documents passed to the Incoming folder.
Enter the user name on the network that will be used when accessing the Response Location.
If nothing is specified then the IIS network credentials will be used.
Enter the Password associated with the Response Windows User Name.
Enter the Domain associated with the Response Windows User Name.
Enter the UNC folder path that WorkPlace will place custom outbound documents.
Enter the user name on the network that will be used when accessing the Outgoing Location.
If nothing is specified then the IIS network credentials will be used.
Enter the Password associated with the Outgoing Windows User Name.
Enter the Domain associated with the Response Windows User Name.
An example of a UNC folder path would be "\\SERVER\SharedFolder".
Enter or select a valid date for the beginning of the current General Ledger posting period. Purchasing and Inventory transactions will not be permitted with a posting date prior to this value.
Enter or select a valid date for the end of the current Inventory posting period. Purchasing and Inventory transactions will not be permitted with a posting date past this value.
This setting is available when WorkPlace is installed and integrated through an Enterprise Application Integration Connector (EAIC licensed). By default, automatic G/L posting is not enabled which will require the G/L Journal Batch Post process. Organizations that wish to better control the flow of journal updates in the ERP will leave this setting unchecked for more granular control of posting G/L Journal entries (i.e. for Purchasing Accruals, Inventory transactions, etc.) to the EAIC for processing to the ERP and mark the records as posted.
Enabling this setting provides organizations the option to provide more timely updates to their ERP. When the option is checked, Journal entries will be posted immediately upon transaction processing and the G/L Journal Batch Post is no longer needed.
When checked, G/L Accounts that have no budgeted amount for periods will be routed to approval based the Routing Rule option "Over G/L Budget" being setup. If this option is not enabled, WorkPlace transaction lines will not be considered over budget if the G/L Account contains no budget lines /amount for the period.
The value in this field will be the number used for the next journal entry created within WorkPlace. This value can be changed by typing in a number with an optional letter prefix. This field cannot be blank or over 60 characters.
This is a required and read only field that will display the System level Posting Code used for WorkPlace Inventory and Purchasing Transactions. The System level posting code serves as the starting point to derive distribution accounts based on the Posting Code Hierarchy.
This setting will be unchecked by default to enforce validation of G/L Segment relationships defined on the Relationship tab of the G/L Segment page when selecting values during transaction entry. If a G/L Segment value is selected that is not valid based on the defined segment relationships, the user will receive an error message immediately upon selection.
When this setting is enabled, these Relationship restrictions will not be validated during entry, allowing users to select any combination of segment / dimension values until the transaction is saved. Organizations would choose to enable this setting to support advanced defaulting and G/L overlay configurations that may have been defined within WorkPlace to automate their business process.
Allows the Expense line date to be outside of the selected time period. An additional Routing Rule is available to route Expense Sheet lines if they fall outside of the period.
When enabled, a single Travel Request line will be able to be selected on multiple Expense lines until the total travel request amount is consumed. Once the total Expense lines associated to the Travel Request equal or exceed the original approved Travel Request amount, the line will no longer be available for selection. When an Expense Sheet is submitted that includes lines that result in exceeding the original Travel Request amount, WorkPlace will identify there is a variance. When using the 'Detail Percentage Variance Against Travel Request Greater Than' filter option for Routing Rule approvals, all lines on the Expense Sheet for that Travel Request line will be routed for approval.
This setting would be enabled for organizations that allow Travel Request approvals at a summary level (i.e. $200 for meals during a specific trip) while still capturing the actual expenses in detail (i.e. 11 individual meal expenses that total $275) tied to the approved summary Travel Request line.
When selected new Expense sheet batches processed from within WorkPlace will be added to the last open batch generated until that batch is posted and a new batch is created.
This option is enabled by default to generate separate Accounts Payable transactions when multiple Tax Schedules have been selected for the same Employee Vendor Expense lines upon Batch Process.
When selected the exchange rate for the date of the Expense Line will be use and passed over to GP upon Batch Process. When there are multiple exchange rates for a given Expense Sheet a new Dynamics GP Payables Transactions will be created for each exchange rate. Only visible when WorkPlace Expense is installed with the Dynamics GP Accounts Payable Interface. Un-checked by default.
This field is available when Expense is integrated to Dynamics GP Payables Management to specify a value to populate the Distribution Reference field for Dynamics GP Payables distributions created from WorkPlace Expense transactions. In addition to static characters, this field will accept the following two variables;
::EXPNAME:: Default setting upon installation of WorkPlace. This will populate the distribution reference field with the Expense Sheet name.
::LINEDESC:: When this variable is included, Dynamics GP Payables distributions will no longer roll up by account number and the Expense Description from the Expense line will be displayed in the Distribution Reference field for associated purchase type distributions. This replaces the 'Use Expense Description as Distribution Reference' System Setting that was available in older version of the WorkPlace Expense solution.
When WorkPlace Expense is integrated to Dynamics GP Payables, this option is available to specify how to populate the Description field for Dynamics GP Payables vouchers created from WorkPlace Expense transactions. By default, this setting will be blank and any GP voucher created for Expense transactions will be populated with the expense number and WorkPlace User in the format 'WPEXP-#/userid'. In addition to static values, this field will accept the ::EXPNAME:: variable to populate the Description from the Expense Name on the Expense Sheet.
This option is available when WorkPlace Expense is interfaced with Dynamics GP Accounts Payable. When enabled, users with assigned Security access will have a Tax Details button available at the line level. This window displays the tax details calculated within WorkPlace for the associated line based on the selected Tax Schedule and allows for manual editing of the information. The Expense Entry and Approval pages will also display two additional fields showing the 'Tax' and 'Tax Included' amounts for each transaction line.
If Advanced Tax is enabled, Expense Line splitting will no longer be available within Expense Entry and the 'Split' button will no longer appear.
Prefix of the name for the Batch created by WorkPlace when Expense Sheets are posted to GP. The Suffix is an 8 digit 0 padded number (i.e. WPEXP00000001).
This is the generated Description for the new Batch in GP. The variable ::SecurityID:: can be placed in any part of the description and is substituted with the logged on users security id who posts the transactions to GP.
Forces Expense Sheet Entry to have the Department at the Header versus the Line Level.
This option is available when Expense is interfaced to Dynamics GP Project Accounting to specify a value for the Employee Expense header comment. In addition to static text, this setting will accept the ::EXPNAME:: variable which will pass over the Expense Name field value when Expense Sheets are processed.
When checked, the printing of the Expense Report will include all line and header attachments in the single resulting PDF document. Only file formats of PDF, BMP, GIF, EXIF, JPG, PNG and TIFF are merged into the single resulting document. File formats outside of this list will only include the file name and description of the attachment. All-In-One printing is an add-on module and only visible with a valid license.
Caption for the Event label that will be displayed throughout the WorkPlace Expense Solution.
This identifies the report file to execute when a Expense Sheet Detail Report is printed out of this company. When left blank the system default Expense Sheet Detail Report will be used. The Expense Sheet Detail Reports are stored in the Central\Reports folder on the web server.
Caption for the Expense Sheet Name label located in Expense Entry.
When checked, Accounts Payable transactions will be generated from the Expense Batch Process routine. This feature is only applicable when WorkPlace Expense is not interfaced to Dynamics GP Project Accounting.
Forces Expense Entry to have the Organization at the Header versus the Line Level.
This setting is unchecked by default to allow the Receipt amount to be entered without updating the Expense price and will recalculate the actual exchange rate for the line. This option should only be enabled when 'Default Receipt Amount when Expense Amount Changes' is not selected. When enabled, changing the Receipt Amount will recalculate and override the Price field for the Expense line based on the system exchange rate.
When enabled (by default), any change to the Expense amount will default the Receipt Amount based on the selected Receipt currency and system exchange rate. The user is then able to edit the Receipt Amount to reflect the actual amount on the receipt which will update the actual exchange rate for the line. When this setting is not checked, the entered Receipt amount will be retained and the actual exchange rate will be recalculated.
Receipt Amount and Currency fields and functionality are available when WorkPlace is interfaced to Dynamics GP Accounts Payable. These options are not available for the Dynamics GP Project Accounting Interface.
The selected currency will be used for all payable transactions created from Expense. The Header "Total Reimbursement" field on Expense Entry and Approval will be displayed in the selected "Reimbursement Currency". The Line Amount Extended will remain how it is currently displayed, in the Originating Currency.
The calculation for the Reimbursement Currency is: Origination to Functional to Reimbursement. The Exchange Rate is based on the current date unless the System Setting "Break Expense Sheets by Exchange Rate" is enabled, then the line date on the Expense Sheet is used to find the Exchange Rate. There are 3 types of calculations that will be performed in the following order:
If the Originating Currency and the Reimbursement Currency are the same then no calculation will be used and the amount will be used as is.
If the Originating Currency has a direct exchange rate to the reimbursement currency then that conversion rate will be used.
If the Originating Currency has NO direct exchange rate then the amount will be converted to functional and then from functional to originating using the reverse mathematics.
When this is unchecked standard WorkPlace Time Periods are no longer required to be selected to create a new Expense Sheet. When the Expense Sheets are sent over to GP with this unchecked the begin and end dates will be the minimum and maximum dates of the lines assigned to the Expense Sheet.
This option is available when G/L Distributions is licensed. When enabled, G/L Account overlays will be applied only to the Primary G/L account when amounts or percentages are manually allocated to multiple accounts. If this option is unchecked, overlays will be applied to all distribution accounts selected.
When this option is enabled, a warning message will be displayed for any Expense Sheet line where the Date, Expense Type and Amount matches another expense entry for the employee. The message will be displayed as ‘Expense already exists for the specified Expense Type, Amount and Date’ and highlight the related line(s) upon save or submit in Expense Sheet Entry. Upon loading an approval session, the warning will be displayed with the lines highlighted upon loading the Approval session. To facilitate the standard Travel Request workflow, this warning will not validate against Travel Request lines.
When this option is enabled, a warning message will be displayed for any Expense Sheet line where the Date, Event, Expense Type and Amount matches another expense entry for the employee. The message will be displayed as ‘Expense already exists for the specified Expense Type, Event, Amount and Date’ and highlight the related line(s) upon save or submit in Expense Sheet Entry. Upon loading an approval session, the warning will be displayed with the lines highlighted upon loading the Approval session. To facilitate the standard Travel Request workflow, this warning will not validate against Travel Request lines.
When enabled, transactions submitted for approval will be compared to the approver based on the Routing Rule filter configurations. When the approver for the associated Approval list matches the transaction originator and is the only approver on that approval list, the approval will be redirected to the user(s) assigned as the Alternate on that Approval List. If no Alternate has been assigned to the Approval List or the user is setup as their own alternate, the approval step will not be required. The Alternate does not need to be activated on the Approval list for this functionality to take place.
Note: If the user is one of many users assigned to the Approval list then they will be skipped over in the list. They will still show in the approval detail list but do not need to approve and no entries will be captured related to them in the approval log. If the user is assigned to a role in the Approval List, the approval step will still be required.
When enabled and a user is in an Expense Approval session and tries to exit without processing the session, i.e., clicks on the Logout link, WorkPlace link or tries to navigate to a different page in the application (this does not include closing the browser window or back button) a Pop-Up box is displayed asking the user "Do you wish to process this session?", if the user clicks "Yes" the session will process, if the user clicks "No" the session will remain as an Open Approval Session and they will be directed back to the home page. If the user clicks "Cancel" they will remain on the Expense Approval page. Clicking "Yes" processes the approval session, it does not change the line status, i.e., Approved, Disapproved or Awaiting.
When enabled and an approver who does NOT have "Edit from Approval" access and has a transaction loaded in an approval session, validations based on the approvers User Defined Field Template and/or WorkPlace Project restrictions will not be enforced.
Selecting this checkbox will force the expense sheet approver to select or enter a note to the creator when disapproving an expense item.
This setting is enabled by default to allow attachments at the Expense Sheet header level. When unchecked, the Attachments button will not appear on the header toolbar and users will only be permitted to attach files at the line level.
When enabled, attachments can be viewed directly in Expense Approval.
When enabled, attachments can be viewed directly in Expense Entry.
When enabled, WorkPlace attachments will be included with the Approval email notification sent to Approvers.
When checked, only attachments with the file extension PDF, BMP, GIF, EXIF, JPG, PNG and TIFF are allowed to be attached to the Expense Sheet header and/or detail. All-In-One printing is required for this feature.
When enabled, users no longer need to enter the amount or percentage when assigning attendees to an expense line. The amounts will be assigned evenly based on the number of attendees selected for the expense and will be displayed as read-only for reference. If an amount does not round evenly based on the number of Attendees, the remainder will be automatically assigned to the first Attendee.
This setting provides additional financial coding automation when assigning Attendees to Travel and Expense Sheet lines. Used in conjunction with the G/L Account Overlay defined on the Attendee Type field, G/L Distributions will be automatically updated based on the defaulting hierarchy outlined in the Expense Sheet GL Account Defaulting/Validation Steps.
When enabled, the WorkPlace Expense solution will extend the Attendee Tracking to support entry, maintenance and Open Payments reporting of Attendee expense allocations by National Provider Identifier ID's.
When enabled, the Attendee Type field will be required when entering Attendee distributions against a Travel or Expense Sheet transaction line.
When checked, Expense Sheets will appear on the Dashboard until they are batch processed versus displaying only when they are not submitted. Also, an icon indicator will display indicating the current status, the icons display both in the Dashboard area as well as Expense Sheet Entry. If the lines are waiting for approval the next pending approval will be displayed as well.
When 'Enable Expense Dashboard' is checked, this option controls what transactions are displayed. The setting is disabled by default so that users are able to view transactions entered on behalf of other employees (setup as Transaction Alternates in their Security profile) in the 'Outstanding Transactions' section of Dashboard. When enabled, these will no longer be displayed and the user will only view their own Expense Sheet transactions.
This option is available for environments with more than one Expense transaction type (i.e. Travel Request and Expense). When enabled, the Type will not default when creating new Expense Sheets to force the user to select an option before they are permitted to save. If a default Type has been assigned in the User Defined Field Template, it will take priority over this setting.
When checked, no submit confirmation message will be displayed to the user.
When checked, the duplication of Expense Sheet transactions or lines will not duplicate the associated analytical accounting information from the source record.
This setting is disabled by default to support environments where submitting corporate Credit Card expenses is optional. Enabling this option will ensure all credit card expenses will be selected and processed through the Expense Sheet workflow as users will no longer be permitted to delete them from the Select Expenses page.
When enabled, Expense lines imported using the Credit Card import functionality will display Payment Method, Qty, Price and Date fields as read only to ensure the values cannot be changed from those imported from the Credit Card provider.
When this System Setting is enabled, the price will no longer default from the Expense Type to a credit card line. If the Expense Type is also flagged as 'Fixed Price' and price does not match the credit card line then the user will receive an error that 'A Fixed Price Expense Type cannot be used for a Credit Card Transaction' error message. This setting will also present an error message to the user if they attempt to add taxes without the 'Tax Included' option checked to ensure the amount is not changed. Attempting to do so will present the user with the message that 'Tax Included is required when Payment Information is Read Only'.
When enabled, credit card lines imported through the Import Data routine will create Expense Sheets for each credit card user. When this option is unchecked, imported credit card lines will be available through the new "Select Expenses" option on the Expense Sheet entry document tool bar. This provides users the flexibility to associate credit card expenses to multiple Expense Sheets within WorkPlace.
By default, the information imported using the Credit Card integration will take priority over values assigned to mobile expenses when merging expenses using the Select Expenses page. When this setting is enabled, the Expense Type assigned in the WorkPlace Mobile Application (WMA) will be used when merged with a Credit Card expense.
When checked, amounts entered in the Freight field at the line level will be included in the cost.
When checked, amounts entered in the Miscellaneous field at the line level will be included in the cost.
When checked, line level Tax amounts for Expenses will be included in the cost.
This option is available when the WorkPlace Expense solution has been licensed with the Maps interface for subscribers to enter their Google Map API key. When a valid key is entered, the Travel Route API calls from Workplace will use the specified account to allow administrators consolidated usage and quota reporting through the Google console. When no key is specified, map usage will be subject to the anonymous restrictions of the service.
When enabled and a Project is selected at the line level, the user will be required to enter or select an Activity before they will be permitted to save the transaction. This setting is available to ensure users enter in all required information for project related transactions based on an organizations's specific business requirements and project structures. This setting should only be enabled if the '' setting is also enabled.
When enabled and a Project is selected at the line level, the user will be required to enter or select a Phase before they will be permitted to save the transaction. This setting is available to ensure users enter in all required information for project related transactions based on an organizations's specific business requirements and project structures.
When checked, no user can select an activity during transaction entry unless their Security ID or Role is listed on the corresponding activity access. The access button is located on the activity maintenance page. Only visible when WorkPlace Expense is installed and interfaced with WorkPlace Project and unchecked by default.
When checked, no user can select a phase activity during transaction entry unless their Security ID or Role is listed on the corresponding Project Activity Access pop-up. The access button is located on the activity page that is associated with the phase. Only visible when WorkPlace Expense is installed and interfaced with WorkPlace Project and unchecked by default.
When checked, no user can select a phase during transaction entry unless their Security ID or Role is listed on the corresponding Phase Access pop-up. Only visible when WorkPlace Expense is installed and interfaced with WorkPlace Project and unchecked by default.
When checked, no user can select a Project during transaction entry unless their Security ID or Role is listed on the corresponding Project Access page OR the 'Available to all Employees' setting has been enabled on the Project maintenance page. Only visible when WorkPlace Expense is installed and interfaced with WorkPlace Project and unchecked by default.
When checked the button is visible on the Expense Sheet Entry page in the document header tool bar section where the New, Submit, etc... is located.
URL that the user is directed to when the header button is clicked, i.e., http://www.mycompany.com/expensepolicy.pdf
Caption that will be displayed for the header button on Expense Sheet Entry.
When checked the button is visible at the bottom of the Expense Sheet Entry page.
URL that the user is directed to when the detail button is clicked, i.e., http://www.mycompany.com/expenseentry.pdf
Optionally enter a valid font awesome icon name that will be displayed for the button. A list of available icons are available to search and view on the Font Awesome website and can be entered by name (i.e. 'link', 'cloud').
Caption that will be displayed for the detail button on Expense Sheet Entry.
This is visible when interfaced with the Inventory module.
Selecting this option will allow the Item quantities allocated to be greater than the quantities available when WorkPlace Inventory Management is licensed. Item quantities are automatically allocated upon save of a Release or Transfer Request or Requisition. If this option is not selected, users will receive an error when the requested quantity exceeds the quantity available for the item and location selected on the session line.
When enabled, Inventory Items will automatically be assigned to all Locations setup within WorkPlace. When a new location is added to the system, it will automatically be added to every Item within WorkPlace. When new Inventory Items are created, all Locations will automatically be assigned to the Item Location tab with this option checked.
When this setting is unchecked, additional options are made available within Location and Item Maintenance for selective assignment on a case by case basis. An option to 'Assign to All Items' will be available on the Location maintenance page to automatically assign the selected Location to all Inventory Items. An option to 'Assign Locations' will be available on the Location tab of the Inventory maintenance page. When selected, the user will be presented with a list of Locations not already assigned for the selected Inventory Item to select all or individually.
When enabled, selecting an Item that is not qty tracked will default the 'Inventory Offset' account instead of the 'Inventory' account defined in the GL Posting Code setups . Inventory Items that are Qty tracked will always override / default the Inventory account and are not effected by this setting.
When this option is not enabled, the default price for an Inventory Item will default from the 'Stock Current Cost' stored for the Item Location combination. When checked, the latest price for a selected Item will be defaulted from the 'Stock Current Cost' stored for the Item regardless of the location selected for the Requisition line.
This option is only available when the Inventory Management solution is licensed. When enabled, WorkPlace will allow processing of Release and Transfer Requests as 'back ordered' quantities when stock is not available. The Requisition Review page will allow users to create Release/Transfer Requests for Inventory Items with insufficient quantities available (Qty Available < Requisition Qty). Upon process of the review session, Release/Transfer transactions will be created and immediately allocate any available quantities available to ship. The difference between the requested quantity and quantity available will be stored as the back order quantity. WorkPlace Release/Transfer Request transactions will be updated to store and display the back order quantity for each Release/Transfer Request line. Upon receiving inventory items within WorkPlace, Inventory Release and Transfer requests with outstanding back order amounts will be automatically updated based on the quantities received. Quantities received will be allocated based the Release / Transfer Request transaction date from earliest to the latest.
The value in this field will be the number used for the next Inventory Adjustment created when WorkPlace Inventory Management is licensed. This value can be changed by typing in a number with an optional letter prefix. This field cannot be blank or over 60 characters.
The value in this field will be the number used for the next Cost Layer Adjustment created when WorkPlace Inventory Management is licensed. This value can be changed by typing in a number with an optional letter prefix. This field cannot be blank or over 60 characters.
The value in this field will be the number used for the next Physical Inventory created when WorkPlace Inventory Management is licensed. This value can be changed by typing in a number with an optional letter prefix. This field cannot be blank or over 60 characters.
The value in this field will be the number used for the next Transfer/Release Receipt created when WorkPlace Inventory Management is licensed. This value can be changed by typing in a number with an optional letter prefix. This field cannot be blank or over 60 characters.
The value in this field will be the number used for the next Release or Transfer Request created when WorkPlace Inventory Management is licensed. This value can be changed by typing in a number with an optional letter prefix. This field cannot be blank or over 60 characters.
The value in this field will be the number used for the next Transfer/Release Ship created when WorkPlace Inventory Management is licensed. This value can be changed by typing in a number with an optional letter prefix. This field cannot be blank or over 60 characters.
Decimal precision for miscellaneous / non-inventory items.
Unit Price precision for miscellaneous / non-inventory items.
This option is disabled by default to update the 'Stock Current Cost' field for an Item and Item Location combination upon receipt of goods. When enabled, the 'Stock Current Cost' fields for each Inventory Item will be updated to the unit price specified on the Purchase Order lines as they are released. This ensures that the price defaulting upon selection of Inventory Items for new Requisition lines is based on the latest PO price in environments with frequent price fluctuations.
The value entered in this field will be passed to the Analytical Accounting Reference field for Inventory Adjustment transactions created using the Inventory Fulfillment Interface. This field will accept the ::ITEMDESC:: variable to pass the Item Description value from the Requisition line upon process from Review.
Prefix of the name for the Batch created by WorkPlace when Inventory Transactions are posted to GP. The Suffix is an 8 digit 0 padded number (i.e. WPIV00000001).
This is the generated Description for the new Batch in GP. The variable ::SecurityID:: can be placed in any part of the description and is substituted with the logged on users security id who posts the transactions to GP.
Use of the Inventory Interface within WorkPlace is dependent on setup within Dynamics GP, please refer to your Dynamics GP User/Help guide for additional information regarding Inventory.
Valid Inventory Batches must exist in Dynamics GP. Please refer to Dynamics GP User/Help for Inventory Batch setup.
When Inventory Transactions are generated each unique site id will create a WorkPlace Pick List that the Reviewer can print and send to the warehouse. The Pick List number generated will use this format. This uses standard GP mask formatting (like GP PO number masks) and can be modified as such.
When enabled, the release functionality will only auto-release the item from the site specified on the line and will not try to release from alternative sites if not enough inventory is available in the specified site.
This option is unchecked by default to include a 'Picture' column in the Item lookup zoom when an image is assigned to the Item's Internet Information 'Image' field. When this setting is enabled, the Picture column will be replaced with an 'Item URL' hyperlink that users can select to open the URL directly.
When enabled, the Dynamics GP Inventory Item 'Notes' will no longer be displayed on the Inventory Information page.
When enabled, the GL account associated with an item in GP inventory will be forced onto the Requisition/Check Request Line for all specified Inventory Items that are Quantity Tracked (i.e. Sales Inventory).
When enabled, the G/L Account for the Requisition line will be updated with the Inventory control account (taking into account any Site Segment overrides) based on the item when processed as 'Order' from Review. This ensures that all Inventory Items purchased for stock will update the associated Inventory control account for reconciliation and compliance purposes without locking down the G/L Account field on the Requisition line using the 'Override G/L Account with Items Account if Item is Inventoriable and Quantity is Tracked' option above. When interfaced with the Key2Act Job Cost solution, this override will only apply to 'Unbilled' Products purchased.
When enabled, if a user changes the Item Description on a Requisition/Check Request Line that has a Dynamics GP Inventory Item specified, upon saving the Requisition, the Item Description will be forced back to the default description specified for that Item in Dynamics GP.
If item is Quantity Tracked (i.e.: Sales Inventory) then the price is forced into the Requisition/Check Request using the GP Valuation Method. If GP Valuation Method is Perpetual then Current Cost is Used, else if Periodic then Standard Cost is Used.
When enabled, if a user changes the Price on a Requisition/Check Request Line that has a Dynamics GP Inventory Item specified, upon saving the Requisition/Check Request, the Price will be forced back to the "Current Cost" specified for that Item in Dynamics GP.
When enabled, if a user changes the Price on a Requisition/Check Request Line that has a Dynamics GP Inventory Item specified, upon saving the Requisition/Check Request, the Price will be forced back to the "Standard Cost" specified for that Item in Dynamics GP.
If the item is in inventory and the item type is set to Service then the Standard Cost will be forced into unit price field overwriting anything the user may enter. This will only occur if the Standard Cost is set to a value greater than 0. If the Standard Cost is set to 0 then the user will be able to enter any value they wish.
When enabled, only Items that have been assigned in Dynamics GP to the Site ID selected on the Requisition/Check Request Line will be displayed in the Item look-up and Vendor Item look-up . If no Site ID is selected on the Requisition/Check Request Line then all available Items will be displayed.
Selecting this option will make the Reason Code a required field for manually entered Inventory Adjustment and Usage Transactions.
Selecting this option will make the Item Group a required field for new Inventory Items to be saved.
When checked, amounts entered in the Freight field at the line level during Receiving or Invoice Match will be included in the Inventory cost.
When checked, amounts entered in the Miscellaneous field at the line level during Receiving or Invoice Match will be included in the Inventory cost.
When checked, line level Tax amounts for Receiving or Invoice Match transactions will be included in the Inventory cost.
When checked, amounts entered in the Discount field at the line level during Receiving or Invoice Match will be included in the Inventory cost.
When enabled, WorkPlace will create an Inventory Replenishment Requisition with an order quantity as close as it can to the Order-Up-To-Level when the trigger point has been activated.
Example 1 :
Rubber gloves that are used as each but come in a case of 10.
Order point is 5 and Order-Up-To Level is 20.
When feature is enabled and the user takes out a pair of gloves and the inventory is at 4 then WorkPlace will order only one case bringing the total on hand to 14, with feature disabled it would have went to 24.
Example 2, same product:
Order point is 5 and Order-Up-To Level is 10.
When feature is enabled and the user takes out a pair of gloves and the inventory is at 4 WorkPlace will not be able replenish anything as it will exceed the Order-Up-To Level of 10, only when the on hand count is 0 will WorkPlace be able to order a case and put the level to 10.
When enabled, upon clicking the “Generate” button, if there is no value populated in either the LocationSite ID From or LocationSite ID To fields, an error will be returned to the screen and no Inventory Replenishment Requisitions will be created.
This setting is unchecked by default to reduce the suggested order quantities based on open requisition lines of all types. When enabled, the replenishment routine will ignore item quantities for any open Requisitions that are not 'Inventory Replenishment' type when calculating recommended order amounts. This setting is recommended for environments where Requisitions are typically used for supply requests using the Inventory Fulfillment interface that should not reduce the calculated demand for requested items.
Click this button to manually update the WorkPlace Exchange Rates with OANDA data using the specified URL.
In addition to manually updating with the button, integration to OANDA provides WorkPlace the ability to periodically pull exchange rate information from the OANDA site using the client provided credentials. The frequency and time in which this information is pulled is controlled by the WorkPlace Agent. Since the currency information is at the control database level this synchronization is only performed once per control database.
Exchange Rate information will only be integrated for Currencies that are setup within WorkPlace. Based on the xml returned from the OANDA site, WorkPlace will use the <bid> element’s value and create a new exchange rate detail record with the returned date. WorkPlace will set this new record's End Date based on the new start date plus the days valid specified on the rate header. If the detail record already exists, WorkPlace will update the existing record with the new information.
Enter the OANDA Exchange rate URL that returns exchange rate data in XML format. This URL is created by going to the OANDA site, selecting the proper values based on the organizational requirements. Once settings are selected select the 'Request URL' option and paste into this field.
This field accepts the following dynamic variable that will be updated each time WorkPlace contacts OANDA:
::DATE:: Current Date in the format YYYY-MM-DD.
When automating the Exchange Rate updates through the WorkPlace Agent, the this variable will be used for the URL date parameter. The following are example URL values before and after adding the date variable:
Static Date: https://www.oanda.com/rates/api/v1/rates/USD.xml?api_key=yourapikey&decimal_places=5&date=2015-05-19&fields=averages"e=CAD"e=AUD
Using Date Variable: https://www.oanda.com/rates/api/v1/rates/USD.xml?api_key=yourapikey&decimal_places=5&date=::DATE::&fields=averages"e=CAD"e=AUD
Example xml returned from the OANDAservice:
<base_currency>USD</base_currency>
<meta>
<effective_params>
<data_set>oanda</data_set>
<date>2015-05-19</date>
<decimal_places>5</decimal_places>
<fields>
<field>averages</field>
</fields>
<quote_currencies>
<currency>AUD</currency>
<currency>CAD</currency>
</quote_currencies>
</effective_params>
<request_time>2015-05-19T16:42:49+0000</request_time>
<skipped_currencies>
</skipped_currencies>
</meta>
<quotes>
<quote>
<ask>1.20745</ask>
<bid>1.20720</bid>
<currency>CAD</currency>
<date>2015-05-18T21:00:00+0000</date>
</quote>
<quote>
<ask>1.24883</ask>
<bid>1.24855</bid>
<currency>AUD</currency>
<date>2015-05-18T21:00:00+0000</date>
</quote>
</quotes>
</response>
This tab visible only when licensed for a custom pCard interface.
URL to access the banks credit card authorization system.
Company name passed to bank for authorization.
User name passed to bank for authorization.
Password passed to bank for authorization.
SQL used to get system settings for pCard.
Results of this query are passed over to the bank upon review processing.
This tab visible only when licensed for the KwikTag interface.
This button activates a utility for client environments that had been using the native WorkPlace attachment functionality and have migrated to the Kwiktag document management interface. When clicked, WorkPlace will start moving it's attachments to KwikTag and display a progress window.
This checkbox MUST be selected for any KwikTag functionality to be accessed from within WorkPlace. If the box is un-checked, only standard WorkPlace attachment functionality will be available.
When checked, WorkPlace will copy/index the documents attached from WorkPlace to the corresponding GP transaction so that they are then visible on the windows within GP. This is a one to one match, meaning that the attachments sent to the PO are not visible within GP on the Receiving/Match Invoice windows, and so on so forth. Only attachments at the transaction level are mapped over, see below:
|
WorkPlace Action |
GP Drawer |
|
Review Process |
Attachments on the Requisition are Indexed to the GP PO Drawer so that they are visible from the GP PO Entry window. |
|
Receiving Wizard Process |
Attachments performed on the Receiving Wizard session are indexed to the GP Receipt drawer and are then visible from the GP Receiving window. |
|
Manual Receiving/Invoice Match Process |
Attachements peformed on this screen are indexed to the GP Invoice drawer and are then visible on the GP Invoice Matching window. |
When enabled, WorkPlace will attempt to connect to KwikTag using the currently logged in user name and password. If not valid, the "KwikTag Shared User Name" will be used by default. The user is also given the option to type in a new KwikTag User and Password within the attachment window or continue to use the shared password via the checkbox on the attachment window.
When Enhanced Security is enabled the "KwikTag Shared User Name" will be required. Also, the attachment screen will display the KwikTag login name/password, checkbox to use the shared account, and a button to login as the user. None of these fields will appear when either security setting "Use KwikTag Attachments as the Shared User" OR "View KwikTag Documents Only" is enabled.
WorkPlace will remember the last KwikTag login name/password by writing it to the users session. If the user name is not returned from the session (first time logged in or session cleared) then WorkPlace will default the user name to the currently logged in user. When using NT the user name is obtained by stripping off everything up to the first forward slash as the user name. The shared account checkbox will be checked if the user has never logged in or a user name cannot be found. When the login button is pushed, the page will verify the name/password with KwikTag and then refresh the page to show the next tag number for the user. If successful, then the shared account checkbox will be unchecked. Moving forward this account will be used.
This setting is available when WorkPlace is scripted against Dynamics GP Project Series. When enabled the first 3 project and cost category fields are copied to the WorkPlace KwikTag drawer when an attachment is performed. This information is captured only at the time of the attachment. If the Project and Cost Category information is changed after the attachment is done the information in KwikTag is NOT updated.
This option must be checked when integrating with the KwikTag DCA device. When enabled, WorkPlace will no longer require/use the System Settings: KwikTag SQL Server, KwikTag Database Name, KwikTag SQL User Name and KwikTag SQL Password. Other subtle changes to the interface occur as well - see the KwikTag Interface Guide for more detail.
This option must be checked when integrating with the KwikTag.com web service.
Enable this option to save all attachments to the WorkPlace attachment location as well as the KwikTag solution. By selecting this option, the following advanced WorkPlace attachment features can be supported;
In-line Attachment Views
Include Attachments with eMail based Approvals
'PO Attach' option to include attachments when automatically sending Purchase Orders to Vendors
'RFQ' option to include attachments with RFQ requests sent to the Vendor
All in One Printing of Expense Reports
When set to URL and the user clicks open on the attachment, WorkPlace will retrieve a special URL from the KwikTag Web Service and then redirect the user to the KwikTag web site to retrieve the image. When using the URL method the user opening the attachment must has proper permissions to access the KwikTag web server. When set to FILE, WorkPlace will stream the data via the KwikTag Web Service back to the WorkPlace user using a FILE based approach. The FILE method can be very memory intensive on the WorkPlace web server but doesn't require any other permissions other than access to the KwikTag web service. Default is "URL".
This value is required when WorkPlace calls the KwikTag web service. Example: kt34demo
Name of the KwikTag Drawer that holds the ERP Invoice attachments. Default for KwikTag is "Purchasing Invoice Entry". If using KwikTag sites then prefix the drawer with the site name, i.e., "ACME Company\Purchase Invoice Entry".
Name of the KwikTag Drawer that holds the ERP Purchase Order attachments. Default for KwikTag is "Purchasing Order Entry". If using KwikTag sites then prefix the drawer with the site name, i.e., "ACME Company\Purchasing Order Entry".
Name of the KwikTag Drawer that holds the GP Receiving attachments. Default for KwikTag is "Purchasing Rec Trans Entry". If using KwikTag sites then prefix the drawer with the site name, i.e., "ACME Company\urchasing Rec Trans Entry".
Enter the name of the KwikTag drawer where attachments added by WorkPlace will be stored. This drawer must be manually setup in the KwikTag environment before the WorkPlace Interface to KwikTag can be used. Example: WorkPlace. If using KwikTag sites then prefix the drawer with the site name, i.e., "ACME Company\WorkPlace".
HTTP path to the KwikTag web service. Example: http://kwiktagdemo/kwiktagws
KwikTag folder in which all attached documents are to be copied to, KwikTag then periodically scans this folder and imports the attachments into it's database. Example: \\kwiktagdemo\import
SQL Server name were the KwikTag databases reside. Example: kwiktagdemo. Note: Not required/used when "Using Distributed Capture Appliance (DCA)" is enabled.
Database on the KwikTag SQL Server were the drawer and tag tables reside. Example: kwiktagdemo. Note: Not required/used when "Using Distributed Capture Appliance (DCA)" is enabled.
SQL User name that has "SELECT" access to the "tblTag" and "tblDrawer" tables within the KwikTag Database. Note: Not required/used when "Using Distributed Capture Appliance (DCA)" is enabled.
Password for SQL User name. Note: Not required/used when "Using Distributed Capture Appliance (DCA)" is enabled.
NT User Name that has access to the KwikTag Import Path specified above. This user must have full privileges on the Import Path folder and will be used to copy the attached files in WorkPlace to KwikTag.
Password for KwikTag NT User name.
Domain for KwikTag NT User name. If machine that holds the KwikTag Import Path is not on a domain then specify the machines name here instead of the domain.
This is a KwikTag user name that will be used when the WorkPlace user has the security option "View KwikTag Documents Only" enabled. This functionality is only available when WorkPlace is run in SQL Authentication mode.
This is a KwikTag password that will be used when the WorkPlace user has the security option "View KwikTag Documents Only" enabled. This functionality is only available when WorkPlace is run in SQL Authentication mode.
This tab visible only when licensed for the WorkPlace PaperSave Interface.
This checkbox MUST be selected for any PaperSave functionality to be accessed from within WorkPlace. If the box is un-checked, only standard WorkPlace attachment functionality will be available. When enabled, all attachments are stored within the PaperSave repository and PaperSave specific functionality such as Scan Later will be available on the attachment window within WorkPlace.
Enable this option to save all attachments to the WorkPlace attachment location as well as the PaperSave solution. By selecting this option, the following advanced WorkPlace attachment features can be supported;
In-line Attachment Views
Include Attachments with eMail based Approvals
'PO Attach' option to include attachments when automatically sending Purchase Orders to Vendors
'RFQ' option to include attachments with RFQ requests sent to the Vendor
All in One Printing of Expense Reports
Select the PaperSave deployment type as either 'PaperSave Classic' (for on premise installations), 'PaperSave Cloud' (i.e. PaperSave 6), or 'PaperSave 7'. The option selected here will determine the integration and authentication settings that will appear below to connect with the PaperSave Document Management Solution.
Enter the SQL Database that holds the PaperSave tables.
Enter the SQL Server that is hosting the PaperSave application.
Enter the SQL User on the PaperSave SQL Database that has permissions to all SQL objects used by WorkPlace.
Enter the SQL Server Password for the PaperSave SQL User.
Enter the URL to the PaperSave Application Server ShowDocument.aspx.
Example:
http://10.120.120.156/PaperSave Application Server/ShowDocument.aspx?DocumentID={0}&Annotation=0.
This button activates a utility for client environments that had been using the native WorkPlace attachment functionality and have migrated to the PaperSave document management interface. When clicked, WorkPlace will start moving it's attachments to PaperSave and display a progress window.
Enter the URL for the PaperSave Cloud Application System Start page.
Example:
https://mycompany.cloud.papersave.com/PaperSave%20Application%20Server/Start.aspx
Enter a valid PaperSave Cloud User.
Enter the Password for the selected PaperSave User.
Enter the Company name as it appears within PaperSave.
Click this button to test the connection to the PaperSave Cloud solution.
This button activates a utility for client environments that had been using the native WorkPlace attachment functionality and have migrated to the PaperSave document management interface. When clicked, WorkPlace will start moving it's attachments to PaperSave and display a progress window.
Enter your PaperSave tenant name. This is typically the first segment of your PaperSave URL.
For Example, for the url below, the tenant name would be "Paramount"
https://paramount.app.cloud.papersave.com
Enter your PaperSave Client ID. Reach out to PaperSave support or your implementation specialist to obtain this.
Enter your PaperSave Client Secret. Reach out to PaperSave support or your implementation specialist to obtain this.
Enter the name of your PaperSave Integrated App Instance for the "Paramount WorkPlace Enterprise" Integrated App.
Enter your PaperSave WebClient URL (i.e. the URL you use to access PaperSave)
Click this button to test the connection to the PaperSave Cloud solution.
This button activates a utility for client environments that had been using the native WorkPlace attachment functionality and have migrated to the PaperSave document management interface. When clicked, WorkPlace will start moving it's attachments to PaperSave and display a progress window.
This tab visible only when WorkPlace Project Accounting is installed.
When checked all new Projects, Phases and Activities will be inactive by default and require the user to select the active checkbox before they can be used on a transaction within WorkPlace.
When checked all new Projects, Phases and Activities will be created with the 'Billable' checkbox unchecked.
When enabled, transaction detail pages will display Project budget to actual amounts in the following format:
Actual (amount in Purchase Order and Receiving)
Committed (amount in Entry, Approval and Review)
Total (Actual +Committed)
Budgeted (Amount Budgeted)
Variance (Budgeted – Total)
When this option is not checked, the amounts will be displayed in detail based on each transaction workflow stage.
When checked the Access and Rates buttons on the Phase tab will be merged into one option called "Rates/Access". When a rate is configured on this new form, access will be granted automatically to the specified user/role.
The Phase ID Mask is available to optionally define automatic default numbering for WorkPlace Project Phases as they are created. The mask can be defined to include the '::PROJECTID::' variable representing the Project ID as the Prefix followed by a numeric portion that will automatically increment system wide.
This is a user customizable label for the Project. Default value is "Project".
This is a user customizable label for the Phase. Default value is "Phase".
This is a user customizable label for the Activity. Default value is "Activity".
When checked all new or edited Projects, Phases and Activities will require submission for Project Approval before they can be used on a transaction within WorkPlace.
When checked and the Invoices are generated, the billing lines will be summarized into one line. If not checked, each billing line will be an individual entry on the generated Invoice.
When checked Billing will show under Project on the Maintenance tab. Timesheet lines and Expense Sheet lines that are linked to a Project, Phase and/or Activity will be sent to Billing upon Batch Process. These lines in Billing will now be available to be invoiced.
When checked, Accounts Receivable transactions will be generated from the Invoice Generation process when integrated to a supporting ERP.
When specified the generated invoices will use this mask for the Invoice Number. Following are the special fields allowed:
|
Variable |
Description |
|
PROJECTID |
This variable represents the Project ID.
Example: Mask: "::PROJECTID::-001" First Invoice with Project "ACME" would be "ACME-001" Second Invoice with Project "SMITHCONS" would be "SMITHCONS-002".
*Notice the numeric portions will auto-increment. |
|
M |
This variable represents the numeric Month
Example: Mask: "::PROJECTID::-::M::-001" First Invoice with Project "ACME" would be "ACME-7-001" Second Invoice with Project "SMITHCONS" would be "SMITHCONS-7-002".
*Notice the numeric portions will auto-increment. |
|
YY |
This variable represents the numeric Year
Example: Mask: "::PROJECTID::-::M::/::YY::-001" First Invoice with Project "ACME" would be "ACME-7/08-001" Second Invoice with Project "SMITHCONS" would be "SMITHCONS-7/08-002".
*Notice the numeric portions will auto-increment. |
This is the next number mask used when new billing sessions are created.
Default maximum rows on new billing sessions.
Maximum rows available on the project billing form.
When checked the user will not be able to bill to more than Project/Phase at a time.
This tab visible only when interfaced with Microsoft Dynamics GP Project Accounting.
Select this checkbox to allow selection during the Review Session to create either a Project Series or Standard Purchase Order. If left unchecked all Purchase Orders will be created within Project Series Purchase Order.
Select this checkbox to allow the system to automatically flow requisition lines coded to a Project Code to the Project Series Purchase Order and requisition lines without Project Code into the Standard Purchase Order. The Allow creation of both Project Series and Standard Purchasing Transactions must also be checked for this setting to work.
Select this checkbox to allow the system to automatically enforce Budget rules established in Project Series during Requisition/Check Request Approval.
Select this checkbox to allow the system to automatically enforce Budget rules established in Project Series during Requisition/Check Request entry.
Select this checkbox to allow the system to automatically enforce Budget rules established in Project Series during Requisition/Check Request Review.
When checked WorkPlace will look at the Employee ID defined in WorkPlace Security and then cross reference this to the Access List assigned to the Project within Dynamics GP. This setting affects Expense Sheet Entry only.
When checked WorkPlace will look at the Employee ID defined in WorkPlace Security and then cross reference this to the Access List assigned to the Project within Dynamics GP. This setting affects Timesheet Entry only.
When checked WorkPlace will look at the Employee ID defined in WorkPlace Security and then cross reference this to the Access List assigned to the Project within Dynamics GP. This setting affects Requisition/Check Request Entry only.
This controls where WorkPlace Requisition Vendor Comments flow to in Dynamics GP PO. The Options are: PO Line Comments, Billing Notes, or Both. Note: Billing Notes is only valid for Project Series PO's.
Use of the Project Accounting Interface within WorkPlace is dependent on setup within Dynamics GP, please refer to your Dynamics GP User/Help guide for additional information regarding Project Accounting.
When checked, Purchase Orders that have been created or submitted to approval but have never been Released will be saved to history when deleted.
This option will be enabled by default to allow entry of cancelled quantities at the line level in Purchase Order entry. When disabled, the Qty Canceled field will not be available for Purchase Orders or Change Orders.
The value in this field will be the next number used for the next created Purchase Order. The default PO Number from WorkPlace is PO000000. This number can be changed by typing in a set of letters or numbers that the next Purchase Order created will be set to. This field cannot be blank or over 60 characters.
When Intercompany is licensed, the system variable ::ICCode:: can be used to include the Source Company as part of the Purchase Order Numbering format. For example, when the Next PO Number value is 'PO::ICCode::-000100', a Purchase Order created for a company with an Intercompany ID of 10 would be assigned a PO number of 'PO10-000100'. Note that the numeric sequence will increment for all Purchase Orders within the WorkPlace database and will not be specific to Intercompany ID.
This identifies the report file to execute when a Purchase Order is printed out of this company. When left blank the system default Purchase Order will be used. Purchase Order reports are stored in the Central\Reports folder on the web server.
Checking will require an approver who disapproves a Purchase Order to specify a reason in the note field.
When enabled, WorkPlace attachments will be included with the Approval email notification sent to Approvers.
Select this option to enable Encumbrance journal entries for Purchasing activities for supported ERP's and when accrual accounting has been enabled on the Receive/Match Invoice tab. When activated, Workplace General Ledger journals will be created upon creation, change order and receipt of Purchase Orders. The journal entries will be created to debit the associated expense or inventory account and balance against the Encumbrance account defined in the Posting Code configuration. These journals are marked as encumbered and available for integration to supporting ERP's. This option should not be selected when integrating with ERP's that do not have a supported encumbrance journal system.
This option is available when Intercompany is licensed to remove the ability to select a Target Company at the line level.
When enabled the activities will be restricted based on user/role access specified on the activity. When checked, no user can select an activity during transaction entry unless their Security ID or Role is listed on the corresponding Activity Access pop-up. Only visible when WorkPlace Project and unchecked by default.
When enabled the phases will be restricted based on user/role access specified on the phase. When checked, no user can select a phase during transaction entry unless their Security ID or Role is listed on the corresponding Phase Access pop-up. Only visible when WorkPlace Project and unchecked by default.
When checked, no user can select a Project during transaction entry unless their Security ID or Role is listed on the corresponding Project Access page OR the 'Available to all Employees' setting has been enabled on the Project maintenance page. Only visible when interfaced with WorkPlace Project and unchecked by default.
When this system setting is enabled WorkPlace will allow an invoice to be entered that does not fully match to a receipt. A warning ”Lines are not fully matched” will be displayed at the line but allow the line to process to Dynamics GP. The distributions for this type of transaction is calculated similar to how Dynamics GP does.
Note: When the user goes to post these transactions in Dynamics GP, Dynamics GP will force the user to open each individual transaction and physically match the invoices to a receipt before they can be posted. Once the user matches the lines the distributions in Dynamics GP will be recalculated using the ACCRUED account.
This option is checked by default to allow selection of the 1099 Box number at the transaction header. When unchecked, the 1099 box will be available for selection at the line level. This should only be unchecked when WorkPlace is integrated with an ERP that supports line level 1099 box values.
The value entered will represent the percentage that the total line amount can be exceeded when receiving goods or services. If the extended amount is greater than the percentage tolerance, users will be unable to process the Receiving Wizard or Receive / Match Invoice Session and the 'Detail Purchase Price Variance Percentage Exceeded' error will be presented. This setting is applicable to the Receiving process only and will not be validated for 'Invoice' Type Receive / Match Invoice transactions.
The variance amount is calculated as the Original PO Amount Extended/Quantity Ordered compared to the Receipt Amount Extended/Quantity Received to support partial receipts. This setting will be blank by default indicating that no variance percentage validation will take place on the Unit Price when receipt transactions are processed.
Prefix of the name for the Batch created by WorkPlace when Transactions are posted to Dynamics GP. The Suffix is an 8 digit 0 padded number (i.e. WPRCV00000001). The ::SecurityID:: variable can be used to prefix the Batch ID with the first 7 characters of the Receiver's Security ID.
The ::TransactionType:: variable can also be used to save Dynamics GP Receiving transactions to separate Batches based on the originating WorkPlace transaction type as follows;
RCV - Receiving / Shipments
INV - Invoice Matches
RCINV - Shipment Invoices
CR - Check Requests
This is the generated Description for the new Batch in Dynamics GP. The variable ::SecurityID:: can be placed in any part of the description and is substituted with the logged on users security id who posts the transactions to Dynamics GP.
When enabled the Batch No. from the user’s previously entered transaction will be defaulted in the Batch No. field on Receive/Match Invoice Entry. Example: If a user selects a Batch and Saves or Processes then clicks "New", the Batch from the previous transaction will be defaulted.
When checked the Organization that is specified on the Receive / Match Invoice Entry page will be added as a prefix to the Vendor Document Number separated with a hyphen.
Selecting this option will remove the ability to enter duplicate values into the vendor document number field for the same Vendor.
The value in this field will be the next number used for the next created Receive/Match Invoice number. The default Receive/Match Invoice number from WorkPlace is RCTO000000. This number can be changed by typing in a set of letters or numbers that the next Receive/Match Invoice created will be set to. This field cannot be blank or over 60 characters.
Select this option to use the Purchase Order filter definition from the Filter Template for receiving load tolerance filters. If this is unchecked, the filter definition defined on the Requisition/Check Request tab of the Filter Template will be used.
When enabled the new Allocation button on the Analytical Accounting screen is not available (only applicable when interfaced with Dynamics GP AA).
This field accepts any column name from the RCVDetail table wrapped with "[[" and "]]" along with static values before or after. When specified, the GL Distributions in receiving will be one to one with the receiving line. For example if you have 2 lines in receiving both with the same GL account the distributions at the header will show 2 distributions to each of the GL accounts for the amount on each corresponding line. This functionality is necessary as each line may have a different value to populate the distribution reference. An example of this would be when using [[edfPONumber]] as the distribution reference and there are 2 lines loaded that have different PO numbers. See the RCVDetail table schema for a detail listing of the valid fields. Below are some examples of common ones:
|
Distribution Reference |
Description |
|
PO: [[edfPONumber]] |
Purchase Order Number with status prefix of "PO:" |
|
[[edfItem]] |
Item Number |
|
[[edfItemDesc]] |
Item Description |
When the Analytical Accounting Interface is installed and licensed, this setting will also update the Distribution Reference field on the Dynamics GP Analytical Receiving Transaction Entry.
When enabled, the user will be able to edit the Amt Extended field in Receive/Match Invoice Entry. When the Amt Extended is edited the Price field will be adjusted accordingly based on Amt Extended and Quantity in addition to the checkbox next to the Amt Extended field being checked. This checkbox indicates that the Amt Extended takes precedence over the unit price. If this checkbox is unchecked and the transaction is saved the Amt Extended will be calculated based off the quantity * unit price.
The value entered will represent the percentage that the unit price can be exceeded when receiving goods or services. If the unit price is greater than the percentage tolerance, users will be unable to process the Receiving Wizard or Receive / Match Invoice Session and the 'Unit Price Exceeds Variance Percentage' error will be presented. This setting is applicable to the Receiving process only and will not be validated for 'Invoice' Type Receive / Match Invoice transactions. The Unit Price Limit Variance Percentage will be blank by default indicating that no variance percentage validation will take place on the Unit Price when receipt transactions are processed.
When enabled and a Receipt is created from the Receive / Match Invoice Entry the Receipt Date ("Date Receipt"), Currency and Exchange Rate on the Header will be used (in Auto-Receiving the current date and Currency will still determine the default Exchange Rate used).
When enabled and there is a Purchase Price Variance during Invoice Matching the Requisition Purchasing Account will be used as the Purchase Price Variance Account. If GL Distributions were used on the Requisition, all accounts will be used as the Purchase Price Variance Accounts and will be distributed base on the original GL Distribution Percent (Rounding discrepancies will be added to the Primary GL Account).
This option is available when the Binary Stream Multi Entity Management interface is licensed. When enabled, the Facility ID field will be required before users are permitted to 'Load' or 'Load PO' for a Receive/Match Invoice session. If a Facility ID is not selected and either of the load options are clicked, an error message will displayed that 'Facility ID is required'.
When checked, Receive/Match Invoice sessions will appear on the Dashboard until they are processed versus displaying only when they are not submitted. Also, an indicator will display indicating the current status on the dashboard. If the lines are waiting for approval the next pending approval will be displayed as well.
When enabled Receive / Match Invoice transaction approvals will be processed using the Receive/Match Invoice Approval Session page. If this option is not checked, Receive / Match Invoice transactions will be approved at the transaction level by clicking the 'Approve' button on the Receive / Match Invoice Entry page. This option must be enabled to support eMail based approvals using the 'Enable Approve Receive / Match Invoice by eMail' System Setting.
When enabled, Invoice Match transactions with variance based on the original Purchase Order amount will require re-approval of the new amount. The Invoice lines with an extended amount variance over the specified threshold will be routed for approval based on the new amount through the original Requisitioner's approval path. The variance amount for partial quantity matches will be calculated as the Original PO Amount Extended/Quantity Ordered compared to the Invoice Amount Extended/Quantity Invoiced. When enabled, this approval will be required before any other applicable approval steps (i.e. based on Receive / Match Invoice Routing Rules).
Enter the threshold percentage variance amount between the invoice and original Purchase Order line. Invoice lines with a variance over this amount will be submitted through the approval path based on the Requester for the original Requisition. This value will default to zero which will require approval for any variance amount when the above setting is checked.
When enabled, Invoice Match transactions with variance based on the original Purchase Order amount will require re-approval of the new amount. The Invoice lines with a percentage variance over the specified threshold will be routed for approval based on the new amount through the original Requisitioner's approval path. The variance amount for partial quantity matches will be calculated as the Original PO Amount Extended/Quantity Ordered compared to the Invoice Amount Extended/Quantity Invoiced. When enabled, this approval will be required before any other applicable approval steps (i.e. based on Receive / Match Invoice Routing Rules).
Enter the threshold dollar variance amount between the invoice and original Purchase Order line. Invoice lines with a variance over this amount will be submitted through the approval path based on the Requester for the original Requisition. This value will default to zero which will require approval for any variance amount when the above setting is checked.
Requires a note to Receive / Match Invoice Creator when marking a line disapproved in an approval session.
When enabled the following functionality is added to Attachments:
1. A checkbox will appear before the Delete checkbox called ”Primary”. The Primary checkbox is defaulted as checked upon ”Attach” of the first attachment.
2. The user must check one attachment as Primary. If a user clicks Save and no Primary checkbox is checked the error "Primary attachment is required. Attachments will not be Saved if no Primary checkbox is checked for an attachment" is returned.
3. When a user clicks Save and more than one Primary checkbox is checked the error "Only one Primary attachment allowed. Attachments will not be Saved if more than one Primary checkbox is checked." is returned.
4. All attachments added in Receive/Match Invoice Entry will be read only in Receive/Match Invoice Approval. The Approver will not be able to delete the attachments added by the Creator. The Approver will be able to add and delete their own attachments in Receive/Match Invoice Approval.
5. A new button has been added to the Document Tool Bar to the right of "Attachment(s)" called ”Primary Attachment” on the Receive/Match Invoice Entry and Receive/Match Invoice Approval pages. When the Primary Attachment button is click the attachment that is checked as Primary in Attachment(s) will open.
When enabled, attachments can be viewed directly in Receive / Match Invoice Approval.
When enabled, attachments can be viewed directly in Receive / Match Invoice Entry.
When enabled, WorkPlace attachments will be included with the Approval email notification sent to Approvers.
When enabled, users will be forced to enter or select a document date before they will be permitted to submit the Receive / Match Invoice transaction. When this setting is unchecked, the Document Date will default to the current date.
When multi-currency Purchase Orders (PO's created with a currency that does not match the functional currency) are loaded into a Receive/Match Session, the document date will still default to the current date when this setting is enabled to ensure proper exchange rates can be assigned to the transaction.
When unchecked, Received Date will Default to Today otherwise the user will be forced to enter a Received Date for each Line in the Receiving Wizard.
When checked, the system will create WorkPlace General Ledger journal entries to track purchase accruals as defined in the GL Posting Code configuration. When this option is left unchecked, all General Ledger account distributions for the procurement process will be generated at the time of Invoice Match within the ERP.
This option is available when Intercompany is licensed to remove the ability to select a Source Company at the line level.
This option is available when Intercompany is licensed to remove the ability to select a Target Company at the line level.
When enabled then the validation is skipped for "Inactive" GL Accounts if the Transaction type is ”Receive/Invoice” or ”Invoice” (validation if Transaction Type Receiving is still in effect unless ”Allow Receiving of Inactive GL Accounts” system setting is enabled).
When enabled and a user goes to do an "Invoice" transaction type in WorkPlace the price will be defaulted to the last receipt amount instead of the amount based on the PO.
When enabled and a Invoice Type Transaction Session is created in Manual Receive/Match Invoice and a PO is loaded, the Exchange Rate Field will be set to the Rate that was used on the most recent Purchase Order Receipt (this means that if you have multiple Receipts with different Exchange Rate per PO Line then the most recent Rate on a Receipt for the PO Line will be used). If more than one PO Line is selected on the "Match Invoice Load Wizard" page and the Exchange Rates do not match an error message will be returned "All Exchange Rates must match." When either of these System Setting are enabled the Exchange Rate field will show on the "Receive/Match Invoice Load Wizard" page as Read Only so you can determine what PO Line should be unchecked if the "All Exchange Rates must match" error message is returned. You will still be able to change the Exchange Rate on the Manual Receive/Match Invoice page based on changing the Exchange Rate or Date Receipt once the PO Lines are Loaded.
Note: This works in conjunction with the "Use Receipt Date and Exchange Rate when Creating a Receipt"
When enabled and the user tries to Invoice against an un-posted Shipment the following error will be returned: "Cannot Invoice, Shipment has not been Posted in Dynamics GP." This System Setting will only show if Invoice Matching is licensed.
The Landed Cost options below require the 'Enable Accrual Accounting' setting to be enabled.
When checked, amounts entered in the Freight field at the line level during Receiving or Invoice Match will be included in the cost of the non-inventory item and associated general ledger posting account.
When checked, amounts entered in the Miscellaneous field at the line level during Receiving or Invoice Match will be included in the cost of the non-inventory item and associated general ledger posting account.
When checked, line level Tax amounts for Receiving or Invoice Match transactions will be included in the cost of the non-inventory item and associated general ledger posting account.
When checked, amounts entered in the Discount field at the line level during Receiving or Invoice Match will be included in the cost of the non-inventory item and associated general ledger posting account.
When enabled, .users will be able to load and submit Invoices against Purchase Orders for quantities that have not yet been Received into the WorkPlace solution. Upon load, lines that are not fully matched will be marked with an unmatched status icon at the line level. The Outstanding Transactions section of the Dashboard will also display both the matched and unmatched quantities until the invoice is fully matched based on Receipts entered into WorkPlace. The system will automatically track the matched and unmatched quantities as Receipts are made against the associated Purchase Orders and automatically process the invoices to the ERP Accounts Payable system once they have been fully matched. Unmatched invoices are considered 'Open' and willnot move to history until they are fully received and processed.
When checked, the Quantity Shipped will automatically be set to zero in the Receiving Wizard sessions.
Selecting this checkbox disallows the ability, during the WorkPlace receiving session, to enter a quantity greater than the original Purchase Order.
When enabled, a Quantity Cancelled field will be available at the line level within the Receiving Wizard and Receive/Match Invoice for users to enter a quantity cancelled at time of Receipt.
When enabled, a Quantity Rejected field will be available at the line level within the Receiving Wizard and Receive/Match Invoice for users to enter a quantity rejected at time of Receipt.
When enabled then the validation is skipped for "Inactive" GL Accounts if the Transaction type is ”Receiving” (validation if Transaction Type is Receive/Invoice and Invoice is still in effect unless ”Allow Invoicing of Inactive GL Accounts” system setting is enabled).
When selected new receiving sessions processed from within WorkPlace will be added to the last open batch generated until that batch is posted and a new batch is created.
When enabled and a Receive or Receive/Invoice Type Transaction Session is created in Manual Receive/Match Invoice when a PO is loaded the Exchange Rate Field will be set to the Rate that was used on the Purchase Order. If more than one PO is selected on the "Receive Load Wizard" page and the Exchange Rates do not match an error message will be returned "All Exchange Rates must match."
Also, when enabled and an Auto-Receiving Session is loaded a new Exchange Rate Field will be displayed as Read Only and set to the Rate that was used on the Purchase Order. To adjust the Exchange Rate you will want to load the PO Line(s) to the Manual Receive/Match Invoice page and adjust the Exchange Rate there. Otherwise when a Auto-Receiving Session is process the Rate used on the Purchase Order will be used as the Exchange Rate on the Receipt.
Note: This works in conjunction with the "Use Receipt Date and Exchange Rate when Creating a Receipt"
When this option is enabled a new editable field is visible on the receiving wizard form, this new field is called Vendor Doc. No. and is located to the right of the UOM field. This field will also be required for all lines that are to be received no lines will be able to be received without something in this field. When the receiving session is processed the generated receipts will break by the standard criteria with the addition of the vendor document number since this is specific to the receipt header.
If this feature is enabled, a separate receipt will be created for each receive date per vendor when an Auto-Receiving session is processed.
If this feature is enabled, a separate receipt will be created for each shipment date per vendor when an Auto-Receiving session is processed.
When checked the Requester field on the Auto-Receiving Wizard load form will default to the currently logged in user, as long as the user has Requisition entry privileges.
When enabled, the unit price in the Receiving Wizard will allow the user to change the price only to an amount lower than what is on the Purchase Order. If the user tries to exceed the amount an error message will be returned "Unit Price Cannot Exceed Ordered Amount."
When checked the user will prompted to process the Receiving Wizard session when they attempt to navigate from an unprocessed session.
When enabled all users will be required to select a PO Number before they are able to load an Auto-Receiving Session. If a Purchase Order is not selected the Auto-Receiving Session cannot be created.
When this option is enabled a new editable field is visible on the receiving wizard form, this new field is called Vendor Doc. No. and is located to the right of the UOM field. This field will also be required for all lines that are to be received no lines will be able to be received without something in this field. When the receiving session is processed the generated receipts will break by the standard criteria with the addition of the vendor document number since this is specific to the receipt header.
When enabled the Requisition/Check Request Entry, Approval and Review Find By zooms located on the Dashboard and on the Requisition/Check Request Entry, Approval and Review pages will not automatically close when a record is selected.
When Checked and an Inventory Item is selected which is marked as Sales Inventory in Dynamics GP, WorkPlace will return the Inventory Offset Account instead of the Inventory Account.
When Checked, if the Item Type is Sales Inventory and there is a Default Selling UOM specified in the Dynamics GP Item Price List, WorkPlace will use the Selling Unit of Measure. If no Selling UOM is specified, WorkPlace will use the Purchase UOM from Dynamics GP. This setting will be disregarded for Requisition lines added to a Requisition of Type 'Inventory Replenishment'.
Select this checkbox to default the unit "last price" of items / vendor item when selected on Requisition/Check Request entry. Items and Vendor Items are setup and maintained in Dynamics GP.
Upon save of the Requisition/Check Request with an item specified, WorkPlace will find the vendor with the lowest price for the given item and then set the line to this vendor and the corresponding price. The vendor is required to be blank and the price must be 0 in order for this option to take effect.
Upon save of the Requisition/Check Request with an item specified, WorkPlace will find the vendor that is setup as the primary vendor for the item and site id. The vendor is required to be blank and the price must be 0 in order for this option to take effect.
Forces Requisition/Check Request Entry to have the Department at the Header versus the Line Level.
When checked, WorkPlace will not allow a Requisition/Check Request to be Submitted if a Vendor is marked on hold in Dynamics GP. Requisition/Check Requests with a Vendor oh hold can be Saved, but not Submitted and/or Processed. When this setting is enabled, Vendors that are on hold will not be available for assignment in the Request for Quote (RFQ) session.
When this option is enabled all digits in the phone/fax numbers fields on a the Dynamics GP Company Address will be placed into the main the phone/fax number fields on the WorkPlace Ship To Address tab and nothing will go into the Ext fields.
*This is used when the Dynamics GP Language-Country does not included Phone Extensions in the setup windows. (Example: Language-Country/English-Australia)
When checked the default Dynamics GP Site ID Segment Override will be ignored and not applied to the GL Account on the Requisition/Check Request line.
When checked, WorkPlace will force the user to select a Date Required that is in an established and open fiscal period.
When this option is enabled a validation on the Date Required field will occur in Requisition/Check Request Entry, Approval and Review to force the user to enter a date that is greater than the Requisition/Check Request Created Date.
Controls which field in Requisition/Check Request Entry has initial Focus. The two options are: Item and Item Description.
Allows the System Administrator to apply a user-defined label for the Requisition/Check Request Name field throughout the Requisition Module. If it is not desired to modify the Name Label, the default of Requisition Name can be left.
Forces Requisition Entry to have the Organization at the Header versus the Line Level.
When Checked, only Vendors associated with a given Inventory Item in Dynamics GP can be selected. For miscellaneous (non-inventoried) items, any Vendor can still be selected.
When enabled, upon Save/Submit in Requisition/Check Request Entry, Approval and Review the Site ID is populated with the value selected for the Ship To. When this option is enabled you will not be able to Save a Requisition/Check Request with a different Site ID and Ship To, the Ship To value will always override what is in the Site ID field.
Ship To values must have a corresponding Site ID value setup in Great Plains. If a Ship To value is selected that does not have a corresponding Site ID value upon Save an error message would be returned "Site ID is invalid."
When enabled and a Requisition Line is Saved, that includes a Vendor, the Date Promised will be overwritten based on the Requisition "Date" plus the days set for the Vendor in the "Expected Delivery Days" field. If a user adjusts the Date Promised upon save the Date Promised will be overwritten back to the Requisition "Date" plus the days set for the Vendor in the "Expected Delivery Days" field. If no days are found for the Vendor in the "Expected Delivery Days" setting the Date Promised will not be overwritten upon Save.
Allows the System Administrator to apply a user-defined label for the Priority Code throughout the entire WorkPlace Application. If it is not desired to modify the Priority Code label, the default of Priority can be left.
When enabled and a user keys in or selects an Inventory Item, Manufacturer Item or Vendor Item in Requisition/Check Request Entry, Approval Edit, Review or RFQ, the Additional Information for the Item will overwrite the Vendor Comment field. Any information already specified in the Vendor Comment will be overwritten. When this option is enabled, creating Requisitions through the Inventory Replenishment routine, this additional information will default to the Vendor Comment fields for the Replenishment Requisition lines.
Additional Information for the Item comes from the Dynamics GP Internet Information screen (Microsoft Dynamics GP Menu-> Tools-> Setup-> Company-> Internet Information button or go to Cards->Inventory-> Item-> ’i’ icon).
Select this option to validate the value entered into the Item field against the inventory master upon save. If the user enters a value that does not exist in the Inventory master, they will receive an error that the "Item is invalid" upon save.
This option is available when the Key2Act (fka Wennsoft) Job Cost Interface has been licensed and installed. This setting is unchecked by default to ensure that users are presented with a warning message when saving Requisition lines for a Job No / Service Call and Cost Code combination that will be over budget. When this option is checked, users will not longer receive a warning message in Requisition entry, Approval or Review.
When enabled will not allow a requisition to be saved if it is over the PO Commitment budget.
When enabled the following PO Commitment Rules will look at the total of the quarterly budget:
System Settings - Force Requisition to be within PO Commitment Budget
User Defined Field Templates - Require Requisition to be within PO Commitment Budget.
Routing Rule - Over PO Commitments Budget
Routing Rule - Over PO Commitment Budget Greater Than
System Generated Warning Message "Over PO Commitments Budget"
Line Detail PO Commitment Information.
The look-up values for this system setting will display Non-Financial Lists that are G/L Account List Types.
When a G/L Account List Type is select G/L Accounts within that list will only be allow to be Saved for IV Items that exist in Dynamics GP and are Type Sales Inventory.
This field allows for input of a G/L non-financial list. G/L accounts in this list will be excluded from the PO Commitments budget validation and routing rules.
You must be a SQL Server DB Owner in order to enable this feature. When this feature is enable all field level changes made to the Requisition/Check Request after it has been submitted are recorded to the Requisition/Check Request line log. This information contains who changed it, what fields where changed along with old value and new value. The recorded information is visible via the Requisition Line Details.
When checked, the duplication of Requisition/Check Request transactions or lines will not duplicate the associated analytical accounting information from the source record.
When checked, the new allocation button will not be available on the Requisition/Check Request analytical accounting page.
When this option is enabled, the standard pending approvals link will be removed (i.e. 1 Item(s) Pending Approval ) and Requisition/Check Request(s) Awaiting Approval will be added. This will display the Company, Requester and Requisition/Check Request that requires approval. Once clicked, the user will go directly to an approval session to approve the selected Requisition/Check Request only (this, of course, will automatically switch company dbs if necessary). Note: the approval load will be bypassed and the Find Approval Session will still only function against the logged in company. Also, all open Approval Session across all Companies will be displayed for the logged on user. Selecting an Approval Session in another Company will redirect the user to that Approval Session in that Company.
When enabled, transactions submitted for approval will be compared to the approver based on the Routing Rule filter configurations. When the approver for the associated Approval list matches the transaction originator and is the only approver on that approval list, the approval will be redirected to the user(s) assigned as the Alternate on that Approval List. If no Alternate has been assigned to the Approval List or the user is setup as their own alternate, the approval step will not be required. The Alternate does not need to be activated on the Approval list for this functionality to take place.
Note: If the user is one of many users assigned to the Approval list then they will be skipped over in the list. They will still show in the approval detail list but do not need to approve and no entries will be captured related to them in the approval log. If the user is assigned to a role in the Approval List, the approval step will still be required.
This option is available when the Key2Act (fka Wennsoft) Job Cost Interface has been licensed and installed. Select this checkbox to force Approvers to enter a Note to Requester (that will appear in the detail log) when approving lines that cause the estimate/budget to be exceeded by more than the threshold noted below.
Enter the percentage threshold percentage that will determine when Approval comments will be required.
This option is available when the Key2Act (fka Wennsoft) Job Cost Interface has been licensed and installed. Select this checkbox to force Approvers to enter a Note to Requester (that will appear in the detail log) when approving lines that cause the estimate/budget to be exceeded by more than the threshold noted below.
Enter the percentage threshold amount that will determine when Approval comments will be required.
When enabled and a Requisition is sent to a Delegate the Requisition/Check Request will flow through the Delegates Routing Rules for approval.
When enabled and the user navigates out of the Approval Session, a confirmation box will be displayed with the caption Do you wish to Process this Session?, the buttons will be Yes, No and Cancel. Answering Yes will process the session, No will not process the session and continue on, and Cancel will return the user to the Session.
*This functions similar to the Do You Wish to Save your Changes dialog box that already exists in WorkPlace. Some events are out of the control of WorkPlace such as when a user closes the browser or clicks a link on their favorites. If the user performs these events, then WorkPlace will leave the Approval Session in the unprocessed state as before.
When checked, Approvers will be prompted with a message box when they attempt to process an Approval Session containing one or more lines with validation warnings. Clicking ‘Yes’ will continue to process the Approval Session while clicking ‘No’ will return the user to the open Approval Session.
When enabled, users will be prompted after processing an Approval Session with the question 'Do you wish to return to the Dashboard?'. Selecting yes will navigate them to their Dashboard home page while clicking No will return them to the processed Approval Session.
When enabled and an approver who does NOT have "Edit from Approval" access and has a transaction loaded in an approval session, validations based on the approvers User Defined Field Template and/or WorkPlace Project restrictions will not be enforced.
Selecting this checkbox will force the Requisition/Check Request approver to select or enter a note to requester when disapproving a Requisition/Check Request line item.
When enabled, attachments can be viewed directly in Check Request Approval sessions.
When enabled, attachments can be viewed directly in Check Request Entry.
When enabled, attachments can be viewed directly in Check Request Review sessions.
When enabled, attachments can be viewed directly in Requisition Approval sessions.
When enabled, attachments can be viewed directly in Requisition Entry.
When enabled, attachments can be viewed directly in Requisition Review sessions.
When enabled, WorkPlace attachments will be included with the Approval email notification sent to Approvers.
When enabled, attachments added to the Invoice Match transaction will be included with the email notification to users with the 'When My Items have been
When enabled, attachments added to the Requisition . Check Request transaction will be included with the email notification to users with the 'When Items have been Processed from Review' option enabled on their Security profile.
When checked, only attachments with the file extension PDF, BMP, GIF, EXIF, JPG, PNG and TIFF are allowed to be attached to the Expense Sheet header and/or detail.
This option is checked by default to allow selection of the 1099 Box number at the Check Request header level. When unchecked, the 1099 box will be available for selection at the Check Request line level. This should only be unchecked when WorkPlace is integrated with an ERP that supports line level 1099 box values.
When enabled, Check Requests will be auto processed when the lines are fully approved (or auto-approved). This take place of loading a fully approved (or auto-approved) Check Request into a Review session to be Ordered and Processed. When this setting is enabled with the 'Only Allow Check Requests within Requisition Entry' System Setting, the 'All or Nothing' checkbox will automatically be checked upon saving any Check Request to ensure that invoices containing multiple lines will be processed together when subjected to different approval paths.
When enabled, users will be forced to enter or select a document date on the Check Request entry page before they will be permitted to save the transaction. When this setting is unchecked, the Document Date will continue to default to the current date. This functionality requires the 'Only Allow Check Requests within Requisition Entry' System Setting above to be unchecked.
This setting is available when the Dynamics GP PO Commitments or Encumbrance interfaces are licensed and is disabled by default. When checked, WorkPlace will not encumber or commit any amounts for Check Requests. When this setting is not enabled, Check Requests are encumbered/committed upon save and stay encumbered/committed upon processing from Review.
This option is available to introduce transaction level Control Totals to the Check Request solution. This option is only applicable when using the Stand Along Check Request entry page (Only Allow Check Requests within Requisition Entry is unchecked).
When enabled, the 'Control Total' field will be displayed on the Check Request entry, approval and review pages at the header level. Upon submitting a Check Request or processing a Check Request Approval or Review session, WorkPlace will compare this total (entered and stored in the transaction's originating currency) to the total of all lines. If they do not match then a 'Control Total must match Check Request Total' error will be displayed and the user will not be permitted to proceed until it has been corrected.
This option is available when Requisition and Check Request are both licensed. When enabled, Check Requests will be entered through Requisition Entry by selecting the 'Check Request' Type. When this option is not enabled, Check Requests will be entered via the Check Request entry page.
This setting provides the optional ability to specify an alternative value that will be passed to the Reference field on Dynamics GP Receiving Transactions created from WorkPlace Check Requests. In addition to static values, this field will accept the ::CHKNAME:: variable to pass over the Check Request Name field. If no value is specified for this setting, the Reference field will be set to the default value of 'Receivings Transaction Entry'.
This option is only available when using the Key2Act Job/Service Integration. When enabled, processed Check Request transasctions will create a Payable in the GP Payable module instead of a Shipment/Invoice in the Purchasing Module (default behavior when disabled).
When checked, Requisition/Check Requests will appear on the Dashboard until they are processed from Review versus displaying only when they are not submitted. Also, an icon indicator will display indicating the current status, the icons display both in the Dashboard area as well as Requisition/Check Request Entry. If the lines are waiting for approval the next pending approval will be displayed as well.
When 'Enable Requisition/Check Request Dashboard' is checked, this option controls what transactions are displayed. The setting is disabled by default so that users are able to view transactions entered on behalf of other employees (setup as Transaction Alternates in their Security profile) in the 'Outstanding Transactions' section of Dashboard. When enabled, these will no longer be displayed and the user will only view their own transactions.
When enabled, each Requisition and Check Request in the Outstanding Transactions section of the dashboard will display Vendor ID - Name and Amount Extended. When multiple Vendors have been selected on the transaction lines, each will be displayed along with the associated total in originating currency.
When enabled, users will receive a separate eMail per transaction when they have the 'When Items are Waiting to be Reviewed' eMail option turned on in their security profile. If this option is not enabled, a single notification eMail will be sent containing all line items awaiting Review at the time of processing.
This value is in days and indicates how many days need to be elapsed from the "Date Promised" on the Requisition Line. In order for this operate the WorkPlace Agent program must be scheduled and running. See the WorkPlace installation guide for details on how to setup this application.
When checked the Vendor Email address on the Vendor Info screen is updated based on changes in the Dynamics GP's Vendor Maintenance E-mail field located on the Internet Information card launched from the i icon located next the Primary Address ID field. Note: The Vendor must already exist in the WorkPlace Vendor Info to be able to update the Vendor Email Address.
When enabled all fields on the Requisition/Check Request will be editable for the Delegate and the User Defined Field Template for the Delegate will also be enforced.
When enabled the user is allowed to continue to add new lines to a submitted Requisition/Check Request. When disabled the user can only add a line if ALL lines are not submitted.
When enabled, the Site ID zoom in Requisition/Check Request Entry will show all available Sites from Dynamics GP. When an unassigned Site ID is selected, the Item Site relationship will be automatically created within Dynamics GP upon save.
When enabled and a user selects an Inventory Item and a Vendor that does not have an associated Vendor Item, WorkPlace will create the Vendor Item in GP. The GP Inventory Item Number and Description will be used for the Vendor Item Number and Vendor Item Description.
Selecting this checkbox will default the "Primary" Address from Dynamics GP Company setup (Maintenance> Companies). By leaving this unchecked, this allows the user to disable the automatic defaulting of the company ship to address on new Requisition/Check Request lines.
When enabled and a Requisition/Check Request is Duplicated from the Header the user's default department, assigned in Security, will be set on all the lines in the Requisition/Check Request in place of the department that was originally assigned to the Requisition/Check Request lines. When this option is not selected, the department from the duplicated Requisition/Check Request will copy to the new Requisition/Check Request.
When G/L Segments or Dimensions are licensed and assigned to Departments and this setting is enabled, the user's department along with that department's default segment values will be used when duplicating a transaction. When this setting is not enabled, then G/L Segment values will be copied from the original transaction along with the department values.
When enabled, Vendor (i.e. Vendor ID, Vendor Address, Vendor Item, Tax Schedule) and Price related fields will not be copied to the new Requisition or Check Request when transactions are duplicated. This setting is designed for environments where users routinely request the same items but the pricing fluctuates and/or the items may be sourced from different Vendors. Note that this system setting does not change the behavior of the 'Duplicate Line' function which will copy all populated fields.
When checked, no submit confirmation message will be displayed to the user.
When checked and the user clicks new Requisition/Check Request a popup box will be displayed that will ask which type of Requisition/Check Request to create, i.e., Requisition, Vendor Contract, Check Request, etc... Only options that are licensed and not restricted via UDFT will be displayed. Once selected, a new Requisition of that type will be created and the user will not be allowed to change the type as it will be read-only.
When this is enabled the user will be forced to Submit or Delete their Requisition/Check Request before they can leave it.
*This functions similar to the Do You Wish to Save your Changes dialog box that already exists in WorkPlace. Some events are out of the control of WorkPlace such as when a user closes the browser or clicks a link on their favorites. If the user performs these events, then WorkPlace will leave the Requisition/Check Request un-submitted.
This setting is available when PO Change Order is licensed. When enabled, this setting will require the QTY Canceled Reason field to be populated when saving requisitions with changes to the quantity cancelled field.
When Invoice Matching is enabled and the user cancels a delegated Requisition/Check Request the reason field will become a required field. The reason entered is then included in the email that is sent back to the delegator indicating that the delegated Requisition/Check Request has been canceled.
When unchecked, the next Requisition/Check Request number will not be assigned until the user saves the Requisition or Check Request.
When this value is set to something greater than 0 and the Requester enters a Requisition/Check Request where the total of the Requisition/Check Request in functional currency exceeds this amount, the Requester will receive a confirmation dialog that displays the message specified below in "Submit Confirmation Message". If the users clicks the Okay button the Requisition/Check Request will be submitted, else the submit will be canceled.
This is the caption for the Cancel button that is displayed on the submit confirmation window. This field accepts HTML elements such as <B>.
This is the caption for the Okay button that is displayed on the submit confirmation window. This field accepts HTML elements such as <B>.
This is the message that is displayed on the submit confirmation window. This field accepts HTML elements such as <BR>.
When enable the user must save the Requisition/Check Request line before the user can specify GL Distributions or Analytical Accounting. GL Distributions and the Analytical Accounting Interface are add-on modules available for WorkPlace.
This option is available when G/L Distributions is licensed. When enabled, G/L Account overlays will be applied only to the Primary G/L account when amounts or percentages are manually allocated to multiple accounts. If this option is unchecked, overlays will be applied to all distribution accounts selected.
This option is available when Intercompany is licensed to remove the ability to select a Source Company at the line level.
This option is available when Intercompany is licensed to remove the ability to select a Target Company at the line level.
When checked inventory transactions created within Dynamics GP from WorkPlace will append to an existing, un-posted batch. This system setting will take override the batch portion of the "Break Releases and Batch by Requisition" setting above.
When checked, Inventory releases generated from a Review session will automatically break by Requisition.
Enable this option to allow user to request and process Inventory Transfers from one Site to another. When enabled, a Site ID To field will be available for selection when entering Requisition lines to allow users to select the requested destination for Item Transfers. When Items are selected for Release in a Requisition Review Session and have both a Site ID and Site ID To value selected, they will generate an Inventory Transfer transaction. If only the Side ID is selected, they will be adjusted as Inventory releases.
When enabled and a Project is selected at the line level, the user will be required to enter or select an Activity before they will be permitted to save the transaction. This setting is available to ensure users enter in all required information for project related transactions based on an organizations's specific business requirements and project structures. This setting should only be enabled if the '' setting is also enabled.
When enabled and a Project is selected at the line level, the user will be required to enter or select a Phase before they will be permitted to save the transaction. This setting is available to ensure users enter in all required information for project related transactions based on an organizations's specific business requirements and project structures.
When enabled the activities will be restricted based on user/role access specified on the activity. When checked, no user can select an activity during transaction entry unless their Security ID or Role is listed on the corresponding Activity Access pop-up. Only visible when WorkPlace Project Accounting is installed. Not checked by default.
When enabled the phases will be restricted based on user/role access specified on the phase. When checked, no user can select a phase during transaction entry unless their Security ID or Role is listed on the corresponding Phase Access pop-up. Only visible when WorkPlace Project Accounting is installed. Not checked by default.
When checked, no user can select a Project during transaction entry unless their Security ID or Role is listed on the corresponding Project Access page OR the 'Available to all Employees' setting has been enabled on the Project maintenance page. Only visible when interfaced with WorkPlace Project and unchecked by default.
When enabled, the user's assigned Buyer ID will not be compared to the original Purchase Order Buyer ID when validating if the line(s) can be appended.
When checked the Generated Dynamics GP PO Line Comment will be Prefixed with: From Req/Line: 1/1 Dept: QA. When printing the Purchase Order this information will print on each line with the description.
When enabled, Reserving a PO# or Processing Items with the Order status in Review, the resulting PO Numbers will break by Priority in addition to the Header based fields.
This option is available when the Dynamics GP Project Accounting interface is licensed. When enabled, reserving a Purchase Order number or processing items with the Order status in Review will generate separate Purchase Orders for each Project number in addition to the header based fields.
If checked, when Reserving a PO# or Processing Items with the Order status in Review, the resulting PO Numbers will break by Requisition. This is useful for customers who want the Requisition to Match the PO.
If Checked, when Reserving a PO# or Processing Items with the Order status in Review, the resulting PO Numbers will break by the Requisition Date. This feature is useful when the "Use Requisition Date and Exchange Rate when Creating a Purchase Order " feature is enabled.
When enabled, the Invoice Limit Amount will default to the total amount on the Requisition upon Save when the Requisition Type is Blanket PO. This will occur in Requisition Entry, Requisition Approval, Review and PO Entry.
When enabled, Reserving a PO# or Processing Items with the Order status in Review will break the PO Numbers by Site ID in addition to the Header based fields.
When enabled, Requisition lines for Vendors configured to 'Automatically Process and Send PO when fully Approved' cannot be fully approved for Items that have inventory quantities on hand. An error will presented to the user upon submission Approval Session for the final required Approver. If no approvals were required (i.e. the line would have otherwise been auto-approved), the Requester would receive an error when trying to submit the Requisition.
When enabled a print all button is displayed within the review session that will print all purchase orders in the session.
Select one of the following options for Purchase order line sort order:
Item: When generating the PO all lines are sorted by item.
Requisition: All lines on the generated PO are sorted by Requisition and then Line, this will allow the PO lines to match the Requisition lines as long as no more than one Requisition is targeted for the same PO.
This setting works in conjunction with the "Default Invoice Limit Amount" setting above. When enabled, a check box will appear next to the "Invoice Limit Amount" field in Requisition Entry, Approval, Review and PO Entry. If the user manually edits the "Invoice Limit Amount" this field will auto check. Once this box is checked the amount entered in the "Invoice Limit Amount" field will be Saved instead of defaulting the Total amount from the Requisition.
The following options are available:
Vendor Description: when selected the requisition description is passed to the GP PO's vendor description field and the item description is pulled from the GP item table. If no item record is setup (i.e.: miscellaneous item) then the requisition description will be used.
If this field is blank then the default PO Mask from the financial software is used. To override the financial software the following syntax must be met. If there are any syntax problems with what is put in this field, WorkPlace will generate a SQL error upon Reserving a PO or processing items to a PO. All available SQL functions are permitted in this field - such as CONVERT() and SUBSTRING(). All text must be wrapped within single apostrophes. To block replaceable parameters from being considered part of the numeric portion, simply wrap them with a single colon (":") where the next number is to be placed. If no numeric place holders are specified in the mask, only the static information in the specified PO Mask will be used. If the static value derives a PO that already exists, WorkPlace will have no option but to append to that PO in the financial software.
Also note that if you use a dynamic value from the Requisition line that is not uniform across all of the items being placed on the PO, the first value found will be used in the PO Mask. For example: A PO mask is setup to use the first 2 characters of the Site ID and then a static value of "RR-" and then the next PO number from the financial software (i.e. ':'+SUBSTRING(@edfLocation,1,2)+':RR-0'). A user then processes two lines in review for same vendor, ship to, etc... One line is for Site NORTH and one line is for Site SOUTH, the resulting PO will use the first Site it finds (i.e.: NORR-2058) and both lines will be included on this PO.
The following substitutable fields are available:
|
Field |
Data Type |
Description |
|
@edfBuyer |
CHAR(15) |
Buyer ID |
|
@edfCurrency |
CHAR(15) |
Currency ID |
|
@edfDropShip |
INT |
0 - Standard, 1 - Drop Ship |
|
@edfDropShipCustomer |
CHAR(15) |
Drop Ship Customer ID |
|
@edfLocation |
CHAR(15) |
Site ID |
|
@edfShipTo |
CHAR(15) |
Ship To ID |
|
@edfVendor |
CHAR(15) |
Vendor ID |
|
@idfRQHeaderKey |
INT |
Requisition # |
|
@ExpenseTypeID |
CHAR(20) |
Expense Type ID |
Examples:
|
Expression |
Next PO# |
Value |
Resulting PO# |
|
':'+SUBSTRING(@edfLocation,1,2)+':RR-0' |
PO-2069 |
Site ID='BPCIN' |
BPRR-2069 |
|
'PO-:'+CONVERT(VARCHAR(10),@idfRQHeaderKey)+':' |
N/A |
Req#=120 |
PO-120 |
|
'PO-:'+CONVERT(VARCHAR(10),@idfRQHeaderKey)+':-00000' |
PO-2070 |
Req#=120 |
PO-120-02070 |
|
'PO-:'+@edfLocation+'-'+CONVERT(VARCHAR(10),@idfRQHeaderKey)+':-00000'
|
PO-2071 |
Site ID='NORTH' Req#=876 |
PO-NORTH-876-02071 |
When checked, WorkPlace will break the PO’s based on the Line Item Address. Different Line Item Addresses will not create different Purchase Orders; the PO report will just be broken out by the Line Address. The Line Item Address will be printed on the PO report under the Ship To section.
When checked, multiple Purchase Orders will print if the associated lines have different shipping methods. Once enabled, the Ship To that prints on the PO will depend on the Shipping Method on the Requisition line as follows:
If Shipping Method = Pickup type, Ship To will be Vendor Address
If Shipping Method = Delivery type, Ship To will be Site Address
If Shipping Method = blank, Ship To will be Ship To Address
This identifies the report file to execute when a Purchase Order is printed out of this company. When left blank the system default Purchase Order will be used. Purchase Order reports are stored in the Requisition\Reports folder on the web server.
When Checked and the PO is Printed or Viewed in WorkPlace, the PO in Dynamics GP will be marked as Released.
When Checked and the Review Session is Processed, all generated POs will be flagged as Released versus New in Dynamics GP.
If this field is blank then the WorkPlace user, requester id will populate "Requested By" field on the PO in Dynamics GP. You can customize the Requested By field by typing in your own message and using either of the following replaceable variables: ::WCSecurity.idfSecurityID:: (requester id) and ::RQDetail.idfDeptID:: (requisition department).
When enabled, users will be prompted with a warning message when they attempt to order Requisition lines for Inventory Items that have inventory quantities on hand.
When enabled the Buyer ID added to the Purchase Order will be pulled from the Buyer ID set in Security for the Requester. If no Buyer ID is set for the Requester then no Buyer ID will be pushed over to GP. Purchase Orders will break by Buyer ID. Example: if a Reviewer loads in 2 Requisitions from 2 different Requesters and the Requesters have different Buyer ID’s assigned to them in Security, then 2 Purchase Orders will be created.
When enabled and a Purchase Order is created from Review the Date, Currency and Exchange Rate on the Requisition Header will be used. The option to select a Currency per Requisition Line will not be available. Currency on the Requisition Header level will default to the Functional Currency. Currency on the Requisition Header level will follow all User Defined Field Templates rules. Users can change the ”r;Currency” by selecting a Currency from the zoom when all Requisition Lines are in a status of un-submitted. To edit the "Currency" field in Approval or Review all Requisition lines for the specific Requisition must be in that Approval or Review Session otherwise the ”Currency” field will be not editable.
When selected, Requisition lines will require the Item field to be populated on each requisition line in order for a Purchase Order to be processed from the Review session.
When checked the Pick Lists will be broken by Requisition and Site. Also a Print ALL option will be available in Review to print all the Pick Lists at once. The report will start a new page for each Requisition and Site.
When checked, the Requisition/Check Request Creator field on the Review load form will default to the currently logged in user, as long as the user has Requisition/Check Request entry privileges.
Represents the default value for appearing on Review Session Load Options pages for the initial load of records into the review session, this value can be changed before loading the records into the review session.
When checked, the printing of the Requisition/Check Request will include all line and header attachments in the single resulting PDF document. Only file formats of PDF, BMP, GIF, EXIF, JPG, PNG and TIFF are merged into the single resulting document. File formats outside of this list will only include the file name and description of the attachment. All-In-One printing is an add-on module and only visible with a valid license.
This option is available when WorkPlace Inventory Management is licensed. When enabled the Inventory Offset account for the associated Item will default upon save of the Requisition/Check Request Entry, Approval or Review session for lines where the Fulfillment type is ‘Release’.
Select this checkbox to force the Requisition/Check Request to be resubmitted if there are any changes made during a review session affecting the original approval routing of that item. Changes made that do not cause the Requisition/Check Request to be routed differently than its original routing will not be affected.
Select this checkbox to force the Requisition/Check Request to be resubmitted if there are any price increases made at a line level during a review session that exceed the specified Threshold Percentage.
Enter the percentage amount a Requisition/Check Request Line Item must be increased by in order for that Line Item to be Resubmitted for Approval. Example: You enter 10% for Threshold and the original price was $100.00, the Reviewer changes the price to $115.00, since the price went up by more than 10% the Line Item is sent back for re-approval.
Select this checkbox to force the Requisition/Check Request to be resubmitted if there are any price increases made at a line level during a review session that exceed the specified Threshold dollar amount.
Enter the dollar amount a Requisition/Check Request Line Item must be increased by in order for that Line Item to be Resubmitted for Approval. Example: You enter $10.00 for Threshold Value and the original price was $100.00, the Reviewer changes the price to $115.00, since the price went up by more than $10.00 the Line Item is sent back for re-approval.
Select this checkbox to force the Requisition/Check Request to be resubmitted if there are any price increases made during a review session causing the total dollar amount of the Requisition/Check Request to exceed the specified Threshold Percentage.
Enter the percentage amount a Requisition/Check Request Total must be increased by in order for that Requisition/Check Request to be Resubmitted for Approval. Example: You enter 10% for Threshold and the original Requisition Total was $100.00, the Reviewer increases the price on 2 lines by $6.00 each (for a new total of $112.00), since the price went up by more than 10% the Requisition is sent back for re-approval. This feature applies when either the route by header department option is checked or when routing rules have been established by header amount.
Select this checkbox to force the Requisition/Check Request to be resubmitted if there are any price increases made during a review session causing the total dollar amount of the Requisition/Check Request to exceed the specified Threshold dollar amount.
Enter the dollar amount a Requisition/Check Request Total must be increased by in order for that Requisition/Check Request to be Resubmitted for Approval. Example: You enter $10.00 for Threshold Value and the original Requisition Total was $100.00, the Reviewer increases the price on 2 lines by $6.00 each (for a new total of $112.00), since the price went up by more than $10.00 the Requisition is sent back for re-approval. This feature applies when either the route by header department option is checked or when routing rules have been established by header amount.
When enabled and the user navigates out of the Review Session, a confirmation box will be displayed with the caption Do you wish to Process this Session?, the buttons will be Yes, No and Cancel. Answering Yes will process the session, No will not process the session and continue on, and Cancel will return the user to the Session.
*This functions similar to the Do You Wish to Save your Changes dialog box that already exists in WorkPlace. Some events are out of the control of WorkPlace such as when a user closes the browser or clicks a link on their favorites. If the user performs these events, then WorkPlace will leave the Review Session in the unprocessed state as before.
Selecting this checkbox will force the Requisition/Check Request reviewer to select or enter a note to requester when cancelling a Requisition/Check Request line item.
Sales Order Fulfillment is only available for Dynamics GP and must be licensed.
Batch ID prefix used for the generated Sales Orders.
Sales order type to create when records are processed from review as fulfillment.
Sales order type id that is associated with the type. This will passed to the generated sales order transactions.
When enabled, processing Items with the Fulfill status in Review, the resulting Sales Orders will break by Priority in addition to the Header based fields.
*The Priority value will also be push over to the Sales Order user defined "Priority" field.
When enabled, processing Items with the Fulfill status in Review, the resulting Sales Orders will break by Requester in addition to the Header based fields. When the Sales Order is created within Dynamics GP, the Requester's Login ID will populate to the Sales Order user defined field 3 (SOP10106.USRDEF03).
When enabled, Sales Order (SOP) documents will break by Requisition when processing a Review Session.
When enabled, Dynamics GP Inventory Items with an Item Type of “Discontinued” will be available for selection from the Item look-ups and allowed to be saved to the Requisition Line in Requisition Entry, Approval and Review. When Requisitions are processed from the Review session containing lines with discontinued items and a status other than "Fulfill", an error will be presented "Item has been discontinued, please select a different Item". If the Requisition Line status is “Fulfill” no error message will be returned for Discontinued Items.
When enabled, the Requisition will automatically save when changes have been detected and open the Shopping List. When this setting is not checked, users will be prompted that 'You must save before shopping from a list or creating a new one' before they are permitted to select items from the shopping list.
When Checked Shopping List Maintenance will not allow more than 1 line with the same value in the Item field.
When this option is enabled the Vendor, Vendor Address, Vendor Item, Price (only if following option is enabled), UOM, Payment Terms and Shipping Method will update on the Shopping List based on if the Primary Vendor is changed for the Item’s Default Site ID in Dynamics GP. Also, when enabled the UOM will update if the Default Purchasing UOM From Item or From Item Vendor is changed.
When this option is enabled, the shopping list manufacturing number is updated when the primary manufacturing item number is changed within Dynamics GP for all shopping list lines containing that Item.
When this option is enabled the shopping list unit price is updated based on changes to the items current cost, item vendors originating invoice cost, and when the previous option is enabled and the purchase UOM is changed.
When this option is enabled the shopping list Vendor Address ID is updated when changes are made within Dynamics GP to a Vendor's purchasing address for all shopping list items associated to the Vendor.
When checked the button is visible as a line level action on the Requisition Entry page.
Caption that will be displayed for the detail button on Requisition Entry.
Optionally enter a valid font awesome icon name that will be displayed for the button. A list of available icons are available to search and view on the Font Awesome website and can be entered by name (i.e. 'link', 'cloud').
URL that the user is directed to when the detail button is clicked, i.e., http://www.mycompany.com/requestprocess.pdf
When checked the button is visible on the Requisition/Check Request Entry page in the document header tool bar section where the New, Submit, etc... is located.
Caption that will be displayed for button on Requisition/Check Request Entry.
URL that the user is directed to when the button is clicked, i.e., http://www.paramounttechnologies.com/requisitionguidelines.pdf
Select this option to automatically populate the Vendor Contract ID on Requisition lines when an item is selected that has been setup on a Vendor Contract.
When enabled, in addition to having the System Setting "Default Vendor Contract Info if Item is on a Contract" enabled, the Contract with "Primary" checked will be defaulted instead of the Contract with the lowest Unit Priced Item. If the same Item exists on more than one Primary Contract, the Primary Contract with the lowest Unit Priced Item will be defaulted. If the item does not exist on a Primary Contract the Contract with the lowest Unit Priced Item will be defaulted.
This setting can be used in conjunction with the System Setting "Enable Vendor Contract Override". When "Enable Vendor Contract Override" is enabled, users have the option to select a Contract that is not the Primary Contract (Users will see an override checkbox next to the Vendor Contract field).
When enabled a checkbox will be visible next to the Vendor Contract field. When the Vendor Contract zoom is clicked or if a user keys in a Vendor Contract name and tabs out of the Vendor Contract field, the checkbox will be automatically checked.
When the checkbox is checked it will override the System Setting "Default Vendor Contract Info if Item is on a Contract". Therefore, the user will be able to select any valid Vendor Contract they have access to without out being overwritten by the Vendor Contract that has the lowest Item price (which is what the System Setting "Default Vendor Contract Info if Item is on a Contract' does).
When the Vendor Contract Override checkbox is unchecked, the System Setting "Default Vendor Contract Info if Item is on a Contract" will default the Vendor Contract which has the lowest Item price – current functionality.
When checked and a user zooms on an item or manufacturer's item only those manufacturer's items setup on the contract are displayed. Upon save a matching contract for the specified Item, Manufacturer's Item, and UOM must exists or a warning message will be displayed. With this option unchecked the contracts are unique by Item which does not allow for multiple items on the same contract.
When enabled and the "Vendor Contract Override" checkbox is checked on the Requisition Line/Check Request users will be forced to enter a reason in the Vendor Contract Override Reason field upon saving the Requisition/Check Request.
*This option is to be used in conjunction with the ”Enable Vendor Contract Override” System Setting.
*If a Ship To and an Item exist on the Requisition/Check Request Line upon Save the Vendor Contract default logic will only look at Vendor Contracts that do not have an ”Allowed Ship To” set and Vendor Contracts that have that specific Ship To value within the Ship To Non-Financial List set on the Vendor Contract. If no Ship To value exists on the Requisition/Check Request Line upon Save all Vendor Contracts will be looked at for the specified Item on the Requisition/Check Request Line.
This is visible when interfaced with the WorkPlace Request for Quote Module.
This option works in conjunction with the 'Prompt Reviewer to Process Review Session on Exit' System Setting available on the Requisition tab. When enabled, the confirmation message box will default to 'No' instead of 'Yes' when processing Request for Quote (RFQ) Sessions.
This value is in hours and indicates how much time that needs to be elapsed from the time of the last Reminder email before the Reminder email to the Creator of the RFQ Session is resent. In order for this operate the WorkPlace Agent program must be scheduled and running. See the WorkPlace installation guide for details on how to setup this application.
When the option is checked and the user goes to assign vendors in an RFQ session, WorkPlace will ensure that all selected lines have the same Commodity Code. If they do not, then the error message ”Cannot Assign Vendors to Items with Different Commodity Code(s)” will appear and the user will have to deselect the Items with the different Commodities before they can assign the Vendors. Once the Assign Vendor window appears there will be an additional field displayed called ”Assign No. of Vendors” along with a button called ”Assign”. This field takes a numeric value and when Assign is clicked, the specified number of venders will move to the Selected side. The selection is done by order of Rank that is specified on the Vendor Maintenance page in WorkPlace. The Vendor Rank will also be displayed in the Assign Vendor mover box. The Vendors are displayed in order, by Rank and then by Vendor ID. Vendors with no rank are not listed and cannot be assigned. Only Vendors associated with the Commodities for the selected Items will appear.
This option is available when licensed for the RFQ Portal to define the next RFQ number and format. This value will be displayed as a reference for the supplier when responding using the RFQ Portal.
When the option is checked and Award is clicked in Review, the line status will change to Order.
When enabled, the RFQ eMail notification will be sent from the eMail address assigned to the WorkPlace user that created the RFQ session. If the user does not have an email address assigned in Security, or if this setting us unchecked, the System eMail address will used as defined in System Settings.
For Security Purposes the SQL Server User Name and Password for the Vendor Bid form are Maintained in the web.config file (VendorUserName, VendorPassword), you can Reset the SQL Server Table Permissions for this User by Clicking this Button. This should be done at the time of implementation or if the SQL User has been changed in the web.config file.
Updates the Page/eMail Header box below and resets the contents to its default values. If the company address/phone information changes in Dynamics GP, the same data in the WorkPlace RFQ eMail can be updated by clicking this button.
This HTML is what is displayed on the Header for the eMail that is sent to the Vendor as well as being the HTML that is displayed on the Web Page where the Vendor actually enters their bid.
This HTML is displayed on the Vendor quote submission web-page and contains instructions to the Vendor on how to enter their bid.
Additional SQL Server and web.config file settings must be configured prior to updates being performed on this System Settings page. Refer to the WorkPlace Installation Guide for these settings.
This is visible when interfaced with the WorkPlace Project Time solution.
This setting works in conjunction with the 'Enable Time Card' setting above to force users to enter time by start and end time using the Time Card page. When enabled, users will not be permitted to enter their time by quantity of hours.
When enabled, users will be permitted to enter multiple Timesheets for the same Time Period. If this setting is unchecked, users will only be able to enter one Timesheet for each Time Period that has been setup within WorkPlace.
Prefix of the name for the Batch created by WorkPlace when Timesheets are posted to GP. The Suffix is an 8 digit 0 padded number (i.e.: WPTE00000001).
This is the generated Description for the new Batch in GP. The variable ::SecurityID:: can be placed in any part of the description and is substituted with the logged on users security id who posts the transactions to GP.
When enabled an icon is displayed next to the date of each column in Timesheet entry. When clicked, a pop-up window will allow the user to enter one or more start and end times. The start and end times entered apply to the specific Timesheet entry and are not for the entire day. Upon clicking Save & Close in the Time Card page, WorkPlace will calculate the total hours and populate this value to the quantity field for the associated Timesheet entry.
This option is only available when WorkPlace Time is integrated with WorkPlace Project. The Time Card functionality is available for Dynamics GP Project Accounting users when the 'Allow Entry by Time' option is enabled within Timesheet Setup Options.
When checked, Timesheets will appear on the Dashboard until they batch processed versus displaying only when they are not submitted. Also, an icon indicator will display indicating the current status, the icons display both in the Dashboard area as well as Timesheet Entry. If the lines are waiting for approval the next pending approval will be displayed as well.
When enabled an icon is displayed next to the date of each column in Timesheet entry. When clicked the user can enter their in/out time for the entire day. If the employee is NOT marked exempt in security then the time tracking hours MUST match the total entered hours before the Timesheet can be submitted. If a user is marked exempt in security then the total hours on the time tracking form are not validated against the entered hours making the time tracking optional for these employees.
Select a Non-Financial List containing Cost Category Class(es) which will be available for entry within the Productivity view option within Timesheet Entry. The Productivity layout can be selected from the tool bar in Timesheet entry and will restrict Timesheet lines based on this selection. The "Time" layout will restrict Timesheet lines to Cost Categories within Classes that are not included in the selected Non-Financial List. This setting is available when WorkPlace Time is installed and interfaced with Dynamics GP Project Accounting.
Set the number of days to display on the Timesheet Entry page.This value will default to 7 to display time entries on a weekly basis but can be defined to match the Time Period setup within WorkPlace up to a maximum value of 16. When this value matches the number of days in the time period, all entries are displayed at once. If this value is less than the total days in the period, directional buttons will be displayed at the header for users to navigate through the entries.
Select if Timesheet entries will be sorted by 'Project' ID or 'Project Description' when the Timesheet is opened or saved.
When enabled the Timesheet Approval session will display the total hours for each day loaded into the session next to the total hours on the Timesheet header.
When enabled, WorkPlace attachments will be included with the Approval email notification sent to Approvers.
When enabled and a user is in a Timesheet Approval session and tries to exit without processing the session, i.e., clicks on the Logout link, WorkPlace link or tries to navigate to a different page in the application (this does not include closing the browser window or back button) a Pop-Up box is displayed asking the user "Do you wish to process this session?". If the user clicks ‘Yes’ the session will process with the approval selections made (i.e., Approved, Disapproved or Awaiting). If the user clicks ‘No’ the session will remain as an Open Approval Session and they will be directed back to the dashboard. If the user clicks ‘Cancel’ they will remain on the Timesheet Approval page.
When enabled and an approver who does NOT have "Edit from Approval" access and has a transaction loaded in an approval session, validations based on the approvers User Defined Field Template and/or WorkPlace Project restrictions will not be enforced.
Selecting this checkbox will force the time sheet approver to select or enter a note to the creator of the time sheet when disapproving a Timesheet line entry.
When selected new Timesheet batches processed from within WorkPlace will be added to the last open batch generated until that batch is posted and a new batch is created.
Disabling of the submit button should only be done if not using Timesheet approval. When this option is checked, the Submit button will be removed from the Timesheet entry form and the Timesheet Batch Process will be able to select all Timesheets. Upon running Batch Process in WorkPlace, Timesheets are marked as Submitted and Processed.
Disabling of the submit button should only be done if not using Timesheet approval.
When checked, no submit confirmation message will be displayed to the user.
When enabled and the user is NOT marked exempt in security the user will receive a confirmation box when submitting the Timesheet. Only when they click the confirmation button will the Timesheet be submitted. The text for the confirmation message, okay and cancel button are user defined.
Message to display in the conformation box when this feature is activated and the user is non-exempt.
Text for the Okay button in the conformation box when this feature is activated and the user is non-exempt. Clicking this button in Timesheet entry will allow the Timesheet to be submitted.
Text for the Cancel button in the conformation box when this feature is activated and the user is non-exempt. Clicking this button in Timesheet entry will close the message and NOT submit the Timesheet.
When checked, no user can select an activity during transaction entry unless their Security ID or Role is listed on the corresponding activity access. The access button is located on the activity maintenance page.
When checked, no user can select a phase activity during transaction entry unless their Security ID or Role is listed on the corresponding Project Activity Access pop-up. The access button is located on the activity page that is associated with the phase.
When checked, no user can select a phase during transaction entry unless their Security ID or Role is listed on the corresponding Phase Access pop-up. Only visible when WorkPlace Time is installed and interfaced with WorkPlace Project. Un-checked by default.
When checked, no user can select a Project during transaction entry unless their Security ID or Role is listed on the corresponding Project Access page OR the 'Available to all Employees' setting has been enabled on the Project maintenance page. Only visible when WorkPlace Time is installed and interfaced with WorkPlace Project and unchecked by default.