Release Notes: Adaco 4_6_66

Table of Contents
Legal Notes:    1
Introduction    2
Legal Notes:

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Introduction
Document Type

This document provides high-level release notes for the bug fixes and new developments which will be available from 21st February 2017. This document contains a description of changes since version 4.6.65.

Summary of new features

•    Support for approvals on Non-PO Invoices (manual invoices).
•    Automated export of AP Invoices.
•    Monetary threshold applied to Auto Create and Transmit functionality.
•    Import of Outlet Requisition issued quantities.
•    User filter added to Exported Invoice Log report.
•    Amendments to the treatment of Multiple PO Invoices in Epicor2 AP Interface.

System Requirements

The requirements for running the Adaco 4.6.66 Client Application are:

 

Operating System	Microsoft Windows 7, Windows 7 SP1, Windows 8, or Windows 8.1, Windows 10
.NET Requirements	Microsoft .NET Framework 4.5.2 (for client application) Microsoft .NET Framework 4.5.2 (for server side application)
Internet Browser	Internet Explorer 7 or above, Windows Edge
System Requirements	Minimum 1GB memory

 

New Functionality

 

ID	Area Affected	Description
F4158	Accounting Invoices	Support for Approval on Non-PO Invoices (Manual Invoices) In Property > Administration > Property Preferences > Receiving there is a new option called “Enable Manual Invoice Approval Routing”.  When this option is checked non-PO invoices which are entered in the Invoice Entry screen will require approval before they can be exported to the AP system. Once this feature is enabled (the default setting is non-enabled) one or more approval routes can be created for the routing on non-PO invoices.  Approval routes are configured in Property > Set Up > Routing > Route Builder and when creating a new route the Invoice Route option should be selected.  An approval route can contain multiple Reviewers, Approvers and Final Approvers.  As a minimum the route should contain one Final Approver. When a non-PO invoice is entered in the Invoice Entry screen it can be saved only and not posted.  Once saved the invoice can be routed for approval by selecting the Approvals button at the top of the invoice entry screen.  From the approvals window the invoice can either be submitted to an approval route or to an individual user for approval. When an invoice is routed for approval it will trigger an email to the user who is next required to review / approve the invoice.  All users who will be required to review or approve an invoice will need to belong to a user group which has the following access rights enabled:   Accounting > Invoice Review / Approval – this will allow access to a new screen which will display all invoices requiring review or approval Accounting > Invoice Review / Approval > Delete – This will allow a reviewer or approver to delete an invoice prior to approval and export to AP Accounting > Invoice Review / Approval > Edit – This will allow a reviewer or approver to amend an invoice during the approval process. 1 The new Invoice Review / Approval screen is accessed from the Accounting > Invoices menu (subject to the access right above) and will display all non-PO invoices which have not yet been exported to the AP system and are assigned to an outlet to which the user has access.2   From within the Invoice Review / Approval screen an authorised user can:  Right click on an invoice and select the Delete option (subject to access right above) Right click on an invoice and select the Approvals option.  In this instance the Approvals form will open from which the user can review or approve the invoice Right click on an invoice and select the Details option (double clicking on the invoice will have the same effect).  In this instance the invoice will be opened in either read only or editable mode depending on the access right above.   When an invoice is reviewed or approved it will progress to the next user in the approval process until it is finally approved, at which point it will become visible in the AP export screen.  Once an invoice is exported it will no longer be visible in the Invoice Review / Approval screen.   1. If an invoice is amended after it has been approved by one or more users then the amended invoice must be re-submitted for approval 2. For a multiple outlet invoice the invoice will be visible to the user if they have access to at least outlet included in the invoice but will only be editable if they have access to all outlets in the invoice
US25879	Accounting Invoices	Auto Export of AP Invoices It is now possible to schedule the export of invoices.  The schedule can be set to export invoices at a designated time each day or at a designated time interval (e.g.  every 30 minutes).  In order to set up an automated export schedule, contact your Fourth Customer Success Manager who can arrange to have this enabled.   Once the auto export schedule has been enabled all invoices will be exported providing the following criteria is met: The AP Interface is set to use either the Resource File or the Oracle EBS interface type (contact Fourth if you are unsure which AP interface is in use) The AP Interface is configured to export to an external location using either FTP or SFTP (a URL and valid access credentials must be configured in the AP interface set up screen) The invoice is finally approved in the case of non-PO invoices where approval routing is enabled. The invoice is assigned to a Payment Type which has the following two options enable:
US26579	Purchase Requisitions / Orders	Apply a monetary threshold to Auto Create and Transmit function. Where a vendor has the Auto Create and Transmit options enabled a purchase order is automatically created and transmitted when the purchase requisition is either released or approved. In Property > Administration > Property Preferences > Requisition there is a new option called “Auto Create and Send Threshold Value” which will accept a monetary value.  The default value is blank in which case no monetary threshold will apply.  Where a value is entered all purchase requisitions qualifying for Auto Create and Send (i.e. where this is enabled for the vendor) will be checked against this threshold.  Where any line item within the purchase requisition has an extended value (quantity x unit price) which exceeds the threshold then the purchase order will not be auto- created and the purchase requisition will need to be processed manually.
US25502	Requisitions	Import Issued Quantities when Posting Outlet Requisitions When reviewing or updating an Outlet Requisition prior to posting the issued quantities can now be imported.  At the top of the requisition review screen there are two new buttons called Export and Import.  Clicking on Export will export the details of the requisition into an Excel file which can be saved and amended. Once updated the file can be imported by clicking on the Import button.  When the file is selected the values for issued quantities will be updated according to the values in the Excel file. Where the imported file contains errors the error lines will be written into a new Excel file which can be further amended and re-imported.  Possible reasons for errors include: Fractional (decimal) quantities for recipe items Non numeric quantities for  product items Incorrect or unknown pack size Invalid item (item not present in the requisition). Once the issued quantities have been imported the requisition should be saved and posted as normal. Note: Whilst it is possible to export the content of any outlet requisition it is only possible to import quantities for outlet requisitions which have not been posted.
US25663	Reports	Exported by User filter on Exported Invoice Log report When running the Invoice Log with the option Exported Invoice Log selected there is now a new option to filter the report according to the user(s) who exported the invoices.
US26322	AP Interfaces	Amendment to the treatment of multiple PO Invoices in Epicor 2 AP Interface In the Epicor 2 AP interface, invoices which are posted against more than one receiving / PO will now be exported with a single <Voucher> for each invoice.  The details of the items within each PO / Receiving will be included in one or more <VoucherDetail> nodes.

Bug Fixes & Optimisations

 

ID	Area Affected	Description
D13364	Reports	It was previously not possible to assign access to Inventory reports in a CP user group.  This has now been amended so that access to inventory reports at CP can be managed in user groups.
D13572	Budgets	It was not previously possible to amend a budget, forecast or plan value to a null value.  This has now been resolved and budget, forecast and plan values can be null (i.e. no value which is treated differently to a zero budget).
D13780	AP Export	When exporting AP invoices using the Epicor 2 AP interface the filename is generated when the AP export screen is loaded.  If two batches of invoices were exported without closing and re-opening the AP export form, both files would be generated with the same name which may result in the second file overwriting the first.  This has now been amended so that the filename is regenerated after every export so each exported batch will have a unique file name.
D13887	Recipes	When a recipe is amended during the approval process a draft copy of the recipe is created.  Previously when saving the draft recipe the PLU assigned to the recipe was validated against the original “parent” recipe and reported as a duplicate PLU which prevented the recipe form being saved.  This has been amended so the PLU assigned to a draft recipe is not validated against the recipe from which it is derived.
D14046	Reports	Previously an error was thrown when attempting to run the Invoice Audit Report.  This has been resolved and the report can be run without error.
D14099	Recipes	Previously it was not possible to re-cost multiple recipes.  This has now been resolved and when multiple recipes are selected and the Re Cost option selected all selected recipes are re-costed without error.
D14402	Reports	Previously an error was thrown when attempting to run the Invoice Log Report using the Selected POs criteria.  This has been resolved and the report can be run without error.
D14431	Inventory Period End	Where an outlet is marked for inventory but is not included in the period end inventory profile the quantity on hand is “rolled over” into the next period.  Where the quantity on hand is negative the quantity on hand is rolled over as a zero quantity (avoiding a negative inventory valuation).  In this circumstance the quantity on hand was incorrectly calculated.  This has now been resolved and negative stock on hand will be rolled over with a zero quantity.