Important Videos to Review

Please review these two webpages before you update and prior to reading through these release notes:

This release holds significant changes to JobRunner and FloorManager. Carefully read and watch the new methodologies before you update. These changes touch cost analysis and the profits tab.

1. Download the available release notes and thoroughly review the  Announcement web pages there is more than one page to access through additional links.
2. Read through the release notes and highlight significant changes that might affect your current workflow.  
3. Watch all available videos to learn the design and intent of each system enhancement and feature. 
4. Schedule time with department heads to discuss any enhancements/changes that directly affect their day-to-day processes. Departments can then adjust any internal documentation for staff. 
5. Be sure to follow all instructions provided by Pacific Solutions before performing any update on your management system. Once the update is complete, *Review the Personnel Access Levels in Admin*.  

This guide is presented in system areas such as Proposals, Sales, Inventory, etc. 

Proposals | Quotes

1. Tax code and tax type may now be modified in the proposal list view. The proposal find screen offers new search fields for tax type and tax code. These items may be modified in the list view. The sales order also has search fields for tax code and tax type. The tax items are not modifiable at the sales order level. Look for the search fields underneath the Grand Total search field at the quote find screen.
1. Read Article: https://pacsol.support.cyncly.com/hc/en/articles/51260134807313
2. Unawarded proposal searching can be accomplished by using the “not awarded” checkbox at the middle of the find screen. 
1. Read Article: https://pacsol.support.cyncly.com/hc/en/articles/51260135724305
   
3. The “Take Off” button has been renamed “integrations”. On this list of integrations, the safe harbor button as been changed to “Estimat-All”.  
4. Spec-Intel integration has completed and is now in beta. 
   
1. Watch Videos: https://pacsol.support.cyncly.com/hc/en/articles/51260285454097
5. Grand Total Override window has a new look. This now operates as a popover window. Both functions for grant total override and discount entry are still there, it just looks a bit different.
   
6. Update Quote/Proposal changes have been made so that users can choose between updating materials or labor or both. This must be activated by Pacific Solutions support.
7. New warning on bundles. When printing a bundle where the total doesn't match the entry total, the system will flag a warning and provide a brief list of reasons why. Users need to evaluate the bundle information before presenting the bid. 
   
8. On the bundle tab, hovering over the unit of measure in the itemized list on the right will display the unit sell price in the hover over message.
   
9. Expanded layouts are required to be used in this update and beyond. The older non-expanded layouts have been deprecated as of this release. New development and system functionality will continue to be developed for the expanded layouts only. Please set all personnel access levels to the expanded layouts options for the system. Check the boxes for each user under the section called "Expanded Layouts Defaults". Check "Expanded Layouts" and check "Expanded Profits proposals/jobs" check boxes. Monitor resolutions and system zoom levels may need to be re-established to accommodate the expanded layouts.

Sales | Orders

1. Status tab and project tab printability. You’ll find new print buttons at the status tab and the project tab (JobRunner). These print buttons will print the associated list of job records within that set. For example, you can use the print button at the “Purchase orders created for…” to print the list of Pos for that job. Look for the print icons on the tab view and look for “print” labeled buttons at the expanded view.
1. Read Article: https://pacsol.support.cyncly.com/hc/en/articles/51260167013649
   
2. JobRunner: significant change: project budget and contract adjustments feature. This new feature provides users a way to adjust the contract total and the budget totals on records inside a project. This is typically done by someone with accounting level access. Users will be able to adjust budget and contract, view the implications of the change prior to execution and audit all changes for the budget adjustments. On the sales order, the line-item quantity, budget costs, and sell prices on percentage completion jobs will remain intact. Budget and contract adjustments can be made through the new budget adjustment and contract adjustment methodologies. 
1. Watch Video Budget Adjustments: https://pacsol.support.cyncly.com/hc/en/articles/51260174455697
   
2. Watch Video Contract Adjustments: https://pacsol.support.cyncly.com/hc/en/articles/51260203029905
   
3. *Note: these JobRunner changes come with automatically set job controls. These changes are released with JobRunner lockdowns on certain job changes such as but not limited to; no longer allowing lines to be added, budget costs to be changed and no longer allowing grand total overrides. Please take note that these restrictions will affect your legacy jobs that were in progress prior to this update. You may want to clean up your current jobs with the system's current allowances before you update.
3. Profits Tab Improvements: significant change: Budget Projected and Budget Trending. The projected totals will calculate total budget (anticipated costs) or total actual cost (fully verified cost) for each line in the job. The budget trending total will calculate a blend of budget and partial actual costs for each line in the job. The material and labor analysis component has been rewritten to provide advanced tools for auditing budget trends. These new windows will show users where specifically the job could be running over or under budget.  Please watch the video to understand the new calculation fields and how to use the trending budget auditing tools.
   
1. Watch Video Profits Tab Changes: https://pacsol.support.cyncly.com/hc/en/articles/51260257782801
   
4. The green and red flag indicators that have lived on the entry tab have now been added to the profits tab. Green flags indicate a new line has been added to the job after it was transferred from a proposal. Red flags mean changes have happened to existing lines that were originally part of the proposal.
   
5. Expanded layouts are required to be used in this update and beyond. The older non-expanded layouts have been deprecated as of this release. New development and system functionality will continue to be developed for the expanded layouts only. Please set all personnel access levels to the expanded layouts options for the system. Check the boxes for each user under the section called "Expanded Layouts Defaults". Check "Expanded Layouts" and check "Expanded Profits proposals/jobs" check boxes. Monitor resolutions and system zoom levels may need to be re-established to accommodate the expanded layouts.

Purchasing | Inventory

1.  Inventory images are now auto compressed when too large during the “add image” process. 
2. PO sidemarks may now be omitted when printing purchase orders. This setting can be set system wide in admin defaults or set on a one-off method for each PO. Look for the checkbox “omit sidemark” on the print screen.
1. Read Article: https://pacsol.support.cyncly.com/hc/en/articles/51260129915921
   
3. A new status indicator light has been added to the PO header to indicate Verified or Not Verified status. This is above the header label "purchase order". The verified status is searchable at the find screen and is also visible in the PO list view.
4. JobRunner: project pick tickets may now be created directly at the master contract on the pick ticket tab. This is in addition to the long-time ability to create a project pick ticket through work order project. At the master contract pick ticket tab you will now be able to see all of the inventory records associated with the project and their associated change order numbers. 
   
5. Notify Me has had enhancements made that give greater flexibility in creation and eliminates scheduled events once they expire. The email notifications are more detailed when reporting partially late and arrived purchase order information. The late and arrived notifications are determined by line item expected dates and not by the overall PO date.
6. Attachments may now be added to the docs tab at the PO. These attachments can be seen at the AP record. The docs tab at the PO displays PO attachments, AP attachments and Warehouse attachments.
   
7. A new 4x6 inventory label is available. This label is called "Eltron 4x6 Layout 4". This is a landscape version 4x6 label.
   
8. Receive Tab at PO: The quantity ordered displays in the line detail on the received tab. There was a redundant "ordered quantity" field that has been removed. On the right end of the line detail, a new field for "remaining quantity" has been added to let users know what quantity remains to be received.
   
9. Job Info Tab: A new tab has been added to the inventory record called "job info". This displays the processes that the inventory record is involved; allocated, staged, picked,  Unallocating materials on the job will need to have the chain of process undone before unallocating can happen.

Work Orders

1. Additional restrictions to the cost tab activities are now available. The access setting "Allow Installer Cost Access" is hyperlinked. When you click on the hyperlink, the additional restrictions will be shown. The root setting "Allow Installer Cost Access" gives full access to the cost tab just like it did before. In order to be able to give a user access to the tab for viewing and lock them out of editing and other activities, we have added these additional restrictions:
1. Restrict Installer WO Accept and Post
   
2. Restrict Installer WO Quantity Change (Material nor Labor Quantities can be adjusted)
   
3. Restrict Installer WO Labor Description Change (Pull down and Keying into this field would be disabled)
   
4. Restrict Installer WO Cost Change (Keying into this field would be disabled) And Keying into the distribution filed should be disabled including installer cost and default Costs)
   
5. Restrict Installer WO New Line (The user would not be able to add a new line to a work order)
   
2. Installer Value List *Please call support to have this feature enabled*. Installer name lists can now be controlled through the Employee/Subs vendor record. Enter the names of the installers on the "installers" tab. These lists specific to that sub contractor vendor will filter at the work order. At the work order, once the labor vendor is selected, the installer name field will only show the installer names associated with that vendor.

Claims

1. Creating a proposal at the Claims module will link the proposal and subsequent job to the claim record. Once the job is invoiced, the system will use the mapped general ledger accounts as the posting accounts. The ledger accounts can be mapped for claim jobs in the Store Information area of Admin.

Calendar (Core)

1. There is an indicator (a black star) to show the master scheduled line when a work order is scheduled out multiple days. This can be seen in the daily view.
2. The "Time" field now shows at the work order in the "install time" field.
   
3. The Sub Contractor and Installer fields now communicate back and forth between the work order and the calendar.
   
4. The daily view columns are no longer moveable across the screen in the core calendar for work orders. The change was due to the necessary change within FileMaker. If you have rearranged the columns in the past, the system will now revert the columns to the updated static (permanent) order. This may not be the same order in which users had rearranged them in the past. **Note: users may still rearrange the print view columns and keep them in their preferred order for printing.
   
5. The columns are now sortable by clicking on the column header.

Accounts Payable

1. The cost verification screen now displays the case quantity of received items. It is located underneath the received quantity information.
   
1. Read Article: https://pacsol.support.cyncly.com/hc/en/articles/51260169024529  
   
2.  Vendor file changes reflect the ability to add emails and contact names at the vendor record so that they can be used at the PO for emailing purposes. There is a new user experience at the contacts tab in the vendor file.
1. Watch Video: https://pacsol.support.cyncly.com/hc/en/articles/51260143000465  
   
3. Attaching AP documents may now be done at the AP bill. These attachments can be seen on the Docs tab at AP and at the PO. PO attachments can be seen at the AP docs tab.

Product Catalog

1. PS Import now ignores special characters upon import, reducing the amount of reformatting and realignment needed upon import.
   
2. Gateway packages maintenance imports has been repaired.
   
3. B2B plugins are no longer required at workstations. The B2B download/import services now run on the server directly which means that this process may be performed from any workstation.
   
4. The B2B board made new requirements in electronic data transmission standards for software companies. Our B2B import is compliant with these new standards.
   

1. The add recipient button filters by the assigned contact record for additional email recipients. 
   
2. JobMail and ToDos now require a person to be assigned to them. You may need to assign these to yourself if you're making a simple note.
   
3. System Cleanup tools for Tableau live in the Admin area under Maintenance. This option must be activated by Pacific Solutions support and then assigned to users through the report/admin options function.
4. Payroll Imports: ADP imports now use an .xls file format. The .xls file from ADP can be imported as a journal entry

Reports

Subscription Modules

Administration 

1. Disable and enable warehouse locations from system drop down value lists by navigating to Admin> Value Lists> Warehouses. Click the “more info” icon for the warehouse you wish to disable/enable. Locate the checkbox “Disable From Drop Down Lists”. Check the box to disable, uncheck the box to enable. This will remove or add warehouses from drop down lists where warehouse can be selected (ie: receiving screens, etc).
   
1. Watch Video: https://pacsol.support.cyncly.com/hc/en/articles/51260119237649  
   
2. Zoom Levels have moved to a place where system users can control their own preferences. Admins no longer need to set these preferences for each user. Admins will only need to give access to the Zoom Level button through the Report/Admin Options function. 
   
1. Read Article: https://pacsol.support.cyncly.com/hc/en/articles/51259978648209
   
3. Expanded layouts are required to be used in this update and beyond. The older non-expanded layouts have been deprecated as of this release. New development and system functionality will continue to be developed for the expanded layouts only. Please set all personnel access levels to the expanded layouts options for the system. Check the boxes for each user under the section called "Expanded Layouts Defaults". Check "Expanded Layouts" and check "Expanded Profits proposals/jobs" check boxes. Monitor resolutions and system zoom levels may need to be re-established to accommodate the expanded layouts.

Why Would I Update and Upgrade?

Upgrading refers to maintaining a current version of FileMaker. 

Technology moves forward and older technology becomes obsolete.