1 Feature List as of 2/13/15 Page 1 of 56 s Upgrade Before upgrading to version 27 of EFI Pace, you must post or delete ALL transaction files in the following modules to prevent any data loss: Accounts Payable Accounts Receivable General Ledger Inventory Job Billing Job Costing Job Control Center This includes BillBatchTrn, BillTrn, BillLineTrn, GLBatchTrn, GLJournalEntryTrn, PaymentTrn, PaymentLineTrn, InvoiceTrn, InvoiceBatchTrn, InvoiceLineTrn, InvoiceTrnTaxDist, InvoiceTrnSalesDist, InvoiceTrnCommDist, InvoiceTrnExtra, JobTransaction, InventoryTrn, and any other similar objects in the system. Please note that PostedInventoryTrn is renamed InventoryLine, and no data in PostedInventoryTrn is lost upon upgrade. However, the unposted inventory transactions in InventoryTrn WILL be lost if not posted prior to the upgrade. If you are using any unposted batches (such as GLBatchTrn and GLJournalEntryTrn) as placeholders for repetitive, template types of entries that you duplicate for actual use, it is recommended that you export those objects to Microsoft Excel, then import them using the Object Importer after you complete the upgrade. Appliance The internal EFI Pace printing framework, CUPS, is now upgraded to version 1.5. It is recommended that you check your printer drivers on the CUPS configuration screen if they do not work after upgrading your system, as you may need to update those drivers to the latest versions in CUPS. If you host a virtual environment using VMWare, you must have the latest version of VMWare installed (ESXi v5.0 or higher). Please search the VMware Knowledge Base at for additional information if you are upgrading to another version of ESXi
2 Feature List as of 2/13/15 Page 2 of 56 s EFI Pace supports all computers and devices that use SMB 1 file sharing protocol. Please note that Mac OS 10.7 and above uses file sharing protocol SMB 2 by default, and does not automatically revert to SMB 1 when EFI Pace initiates an SMB 1 connection. Therefore, a connection between EFI Pace and Mac file sharing cannot be established. User Interface On the main menu, the Web Sites option now displays current links You can now invoices and statements to groups. Complete Offering EFI Pace no longer includes "transaction files," which were temporary holding places for transactions to post. In place of the transaction files, the system uses the actual objects and you can mark them as Posted or Not Posted via a check box. For example, in the Job Billing module, invoice batches entered as "InvoiceBatchTrn" and the system removed the transaction file once you approved, processed and posted the invoice batch. With the elimination of transaction files, you now enter an invoice batch and it remains with the Posted" field unchecked until you post the batch, at which time the system treats the batch the same as in prior versions of EFI Pace You can now set Country records to use the state code or the state description in the UI and on reports You can now use the Expression Builder to save expressions and select saved expressions wherever you need an XPath expression.
3 Feature List as of 2/13/15 Page 3 of 56 s Framework To eliminate unnecessary audit entries, the system unchecks the box in the "Auditable" field for the Start Time/Date and End Time/Date fields in the Job Plan object by default. The EFI Pace appliance is now upgraded to Debian Wheezy, Java 1.7 and Postgresql User Interface On the main EFI Pace menu, the Administration>Web Sites>eService menu option was changed to point to our new SalesForce self service support portal. You can use this link to enter and track your EFI Pace support cases. In addition, the new menu option, Administration>Web Sites>Ask The Experts - Session Recordings, supplies a link to and enables you to listen to prerecorded "Ask the Experts" sessions at your leisure The system now matches the value in the Country field on a new job shipment to the Country field value on the Company Setup Detail page. Accounts Payable In the Accounts Payable module, the PaceConnect for creating Accounts Payable ACH payment files now includes clearer error messages to assist with selecting options and making corrections to EFI Pace source fields used in ACH file targets. The Accounts Payable module now includes the following enhancements: You can now indicate an unposted bill payment batch or add a new bill payment batch from the main menu, by navigating to Payables, Pay Bills, Auto Pay Bills, Process. 2. You can now navigate to Payables, Pay Bills, Auto Pay Bills, Inquiry, and use the new "Due Date" column to select items for payment. 3. You can use the new "Date Due" and "Discount Date Due" detail columns when deciding which bills to pay In the Accounts Payable module, you can now select or add a new bill payment batch to the menu, under Payables, Pay Bills, Select for Payment. The system uses the bill payment batch ID you select or add for items selected for payment. With a batch ID, you can return to the batch for additional payment selections.
4 Feature List as of 2/13/15 Page 4 of 56 s In the Accounts Payable module, the system records VAT/GST Tax amounts in the GL account for the tax code used for the bill line entry. The system also records Use/Self Tax amounts in the GL account for the tax code used on the bill line entry and adds it to the amount that posts to the expense GL account for the bill line The Accounts Payable module now includes the following enhancements: 1. The system now uses a batch to group bill payment runs. The group of bill payments is specific to the payment method, such as check/cheque, ACH, EFT, and to a bank account. 2. EFI Pace now creates an ACH file for bill payments. 3. You can now forward date ACH payments within a batch to take advantage of ACH transaction features. Bank account line entries follow the dates of the bill payment dates, and the dates must be within the logical GL accounting period for the batch. 4. The system now includes a Remittance Advice report (remittance-advice.rpt) you can or print for vendors paid by EFT or ACH. 5. EFI Pace now displays any "reference" you enter on the Vendor Account Inquiry page. 6. You can now enter prompt pay discounts for instant checks and prepaid bill types The Accounts Payable module includes the following enhancements to the Bill Register report (payablesregister.rpt): 1. The prompt discount date due is now labeled, "Dsc:" to eliminate any confused with the net date due. 2. The Bill Register report now includes the GL register number for AP transactions. The Accounts Payable module now includes the following enhancements: Based on the system's strengthened rules for voiding bill payments, you can no longer void items that you already cleared through Bank Reconciliation. 2. The audit trail for voiding bill payments now uses a bill payment batch with an assigned GL register number. You can use the GL register number from the General Ledger forms to find the originating voided bill payments. 3. You can now reverse bill payments when the Vendor record requires departments.
5 Feature List as of 2/13/15 Page 5 of 56 s The Accounts Payable module now includes the following enhancements: EFI Pace now integrates VAT and GST sales tax entries for bill line(s). 2. EFI Pace Pace now integrates VAT and GST sales tax defaults in auto bill details. 3. EFI Pace no longer posts a bill batch without one or more detail transactions. 4. You can now use the Purchase Order Number as the first field when entering a bill to populate the vendor ID from the PO and identify the Vendor. Please note that the PO number you enter only provides a suggested default for the first entry on the Bill Line Detail page, but you can include other POs for the bill. 5. When you add the first bill line you can now change to the vendor ID for new bill entries by accessing the Vendor Info tab. After you update the first line, the system locks the Vendor ID field on the Bill Detail page. 6. If your system is set up to use GL departments, EFI Pace now uses the GL department from the Vendor record by default for the first bill line entry. When you modify that value, the system applies the changes to subsequent bill lines, if available. Alternatively, if you leave the Vendor GL Department field blank, you must enter a valid GL department on the first bill line entry, and on any subsequent bill line until modified. 7. EFI Pace now verifies the bill due date and bill discount date against the bill invoice date. The dates you provide must be in chronological order. 8. You can now return to the bill batch by clicking [Return to Batch] on the Bill Detail page. 9. EFI Pace now applies strengthened rules for using inactive GL accounts when you enter and duplicate bills, and blocks any inactive GL account references. The Accounts Payable module now includes the following enhancements: EFI Pace now assigns the next available vendor number. 2. The system now integrates SalesTax codes with accounts payable usage by enabling you to enter a general ledger account for AP use on the Sales Tax object. Please note that the requirement to use a sales category for this purpose is deprecated, and you can use the same sales tax code for both receivable (Job Billing) and payable entries. 3. EFI Pace now supports "self tax" (use Tax for the USA) by enabling you to elect a self tax sales tax code, which is typically set to the tax rates for the print shop's local tax jurisdiction. 4. The system now supports "end of month" logic for bill date due and bill discount date calculations. 5. EFI Pace now supports banking account details for both bank accounts and vendors. The Bank Account objects and Vendor objects now include fields specific to international and electronic banking methods. Previously, there was no method to include transmit from and transmit to bank account details for electronic banking.
6 Feature List as of 2/13/15 Page 6 of 56 s The Accounts Payable module now includes the following purchase analysis enhancements: You can now enter a range of departments and apply subtotal grouping by departments on the Purchase Journal report (purchase-journal.rpt). 2. The Purchase Journal report (purchase-journal.rpt) now includes a GL description following the GL account, and the department description following the department number. 3. A new Top 10 Vendors report (top-10-vendors.rpt) is now available. In the Accounts Payable module, EFI Pace now uses more address details from the Contact file to populate the individual name and other payee information In the Accounts Payable module, you can now enter a range of vendor types and a subtotal grouping by vendor type on the Accounts Payable Aging report (ap-aging-report.rpt). The Accounts Payable module includes the following new enhancements: The Invoice Number field on the Bill Detail page can now include a maximum of 20 characters plus the "CR" appended by EFI Pace for a reversed Bill. 2. EFI Pace now displays a new confirmation dialog box when you request a bill reversal. You enter the GL accounting period and reversal date when you confirm the reversal In the Accounts Payable module, you can now set the system to calculate payment terms based on the last day of the month using the new Day Method field on the Terms Add and Terms Detail pages. This field replaces the Is Day Of Month field and includes the following options: Day is count of days following last day of invoice month Day is count of days from invoice [Previously established by leaving the box in the Is Day of Month field unchecked.] Day is due at end of month Day is literal day of month (due on day) [Previously established by checking the box in the Is Day of Month field. Upon upgrade, the system automatically converts all existing terms to include the appropriate value in the Day Method field.
7 Feature List as of 2/13/15 Page 7 of 56 s The Accounts Payable module now includes the following enhancements: 1. Box 17 of 1099-MISC forms now includes the company state payer tax ID. 2. The 1099 Listing report (1099-listing-report.rpt) now includes a runtime parameter for minimum dollars. 3. The 1099 Listing report (1099-listing-report.rpt) now includes "Check Date" and "Check Number" columns so you can confirm records included in the vendor's reported amounts on the 1099-MISC form In the Accounts Payable module, the AP Aging reports (ap-aging-report.rpt ) now enable the aging to categorize bills based on the period in which they were posted. The system determines the values in the Current column from the As Of date, and each period earlier than the Current column value appears in the 30, 60, 90, or 120+ column. (Previously, you could choose only the invoice date, due date, or discount date for aging.) You can also set the default aging method on the Aging tab of the AP Setup Detail page, rather than each time you run the report. In the Accounts Payable module, you can now generate a report (with an ".aba" extension) that creates a fixed record length file of Bill Payments created in an Accounts Payable payment run so that the print shop can transfer the file to their bank for processing Accounts Receivable In the Accounts Receivable module, the system now requires that you enter a valid address on the Customer Detail page before you can an invoice, In the Accounts Receivable module, the system now filters the Job List pop-up page by customer code (if you entered one.)
8 Feature List as of 2/13/15 Page 8 of 56 s In the Accounts Receivable module, you can now specify a job part for deposits that are job/job part specific. If you specify a job part on a deposit, the deposit appears only for selection on an invoice if the invoice bills that particular job part, or if the invoice does not prompt for a job part In the Accounts Receivable modules, you can now set the system to calculate payment terms based on the last day of the month using the new Day Method field on the Terms Add and Terms Detail pages. This field replaces the Is Day Of Month field and includes the following options: Day is count of days following last day of invoice month Day is count of days from invoice [Previously established by leaving the box in the Is Day of Month field unchecked.] Day is due at end of month Day is literal day of month (due on day) [Previously established by checking the box in the Is Day of Month field." Upon upgrade, the system automatically converts all existing terms to include the appropriate value in the Day Method field In the Accounts Receivable module, you can now reverse customer payments that were entered and posted in error. The new [Reverse Payment] button on the Payment Detail page displays a summary of the posted payment and a field to enter a note for the reason for the reversal. The system uses the current date and GL accounting period for the reversal. When you process the payment reversal, the system automatically creates a batch and creates reversing entries for everything created during the original payment post, including any miscellaneous receipts, deposits, and adjustments entered on the original payment. The system restores any receivables paid to their original state (retaining due date, etc.) Please note that you can reverse payments only if the corresponding accounting period is still open and if you have not yet reconciled the bank account line.
9 Feature List as of 2/13/15 Page 9 of 56 s In the Accounts Receivable module, the Customer Payments enhancements provide you with the following additional features if your system is licensed to use the Credit Card module: Customer Payments are now processed in payment batches with an accounting period for the batch. 2. You select the GL Account for Deposits via the Invoice Extra Type. 3. You can now enter miscellaneous receipts against any GL account (if your system is licensed to use the General Ledger module) setting up a separate sales category for every GL account. 4. When you enter a payment for a customer group, you can use the additional sorting options to more easily find the desired receivable. 5. The system now includes an option for the auto-application of deposits to open receivables and determine the sort of the receivables to pay. Please note the following setup considerations: 1. The AR Setup no longer includes the Default Deposit Sales Category. For deposits, you now select the desired invoice extra, which then determines the GL account. This can be automatically applied to an invoice in the proper category and includes deposits for jobs, postage deposits and the application of multiple deposits. 2. There is a new Default Unapplied Credit Account field on the General Info tab of the Customer Type Detail page. This field is the default GL account to use when you enter unapplied payments/credits and replaces the need to set up and select an unapplied credit Sales category. When you upgrade your system, EFI Pace automatically sets this field value to the GL account on the customer type indicated as the default customer type in the AR Setup. 3. A new setting on the Payment Selection Defaults tab of the AR Setup Detail page controls the selection of invoices to which the system auto-applies payments and includes the following values: a) Lowest Invoice Number - This is the default value and matches historical behavior in that the system starts with the first invoice number as sorted alphanumerically when applying payments. b) Oldest Invoice Date - Select this value if you want the system to start with the oldest dated invoice when applying payments. Note: For credit card transactions, see the Bank Reconciliation module release notes.
10 Feature List as of 2/13/15 Page 10 of 56 s Please note the following usage enhancements: 1. When you enter a customer payment, the system now prompts you for one of the following three entry types: a) Customer Invoice Payment (the default setting) - Select this value to enter the payment details (amount, date, check number, etc.) along with the method for applying the Payment (same selections are available for "Method"). b) Deposit - Select this value to enter a customer deposit. The system no longer prompts you for the method for deposits, as the "Method" field does not apply. Rather, the system requests the following additional information: The job number (if specific to a job) - Enter the job number you previously entered on the Deposit/Misc Receipt tab of the Job Detail page. Note - Enter the payment note you previously entered on the Deposit/Misc Receipt tab of the Job Detail form. Deposit Type - Enter the Deposit type invoice extras. c) Misc Receipt - Select this value to prompt the user for the credit GL account (and department and location if your system is set to use them in GL Setup). With this option, you no longer need to set up and select a sales category for each GL account used for miscellaneous cash receipts. 2. The Payment Add and Payment Detail pages now include the new Payment Note field. Enter the information, up to 64 alphanumeric characters, that applies to the entire payment (such as a confirmation number for the payment). 3. The Payment Detail page now includes a new layout. The general information appears in the header and the Adjust Off Entries and Deposit/Misc Receipt entry tabs are now combined. 4. With the introduction of batches and based on the GL settings on dates outside the period, the system now prevents you from entering a payment date that falls outside of the accounting period specified on the payment batch. 5. When you post a payment a customer group, the system updates the date of last payment to that payment date for all customers in the group. 6. The Payment Add page now includes an [Add/Add New] button so that you can quickly add multiple payments. With the addition of the Job and Note fields on the Payment Add page, you no longer need to navigate to the Payment Detail page as frequently to fill in that information for deposits. 7. When you enter a payment for a customer group, you can now remove the grouping by customer in the Receivable selection grid on the Payment Detail page. This enables you to more easily sort/find the desired receivable for a payment.
11 Feature List as of 2/13/15 Page 11 of 56 s In the Accounts Receivable module, AR Detail reports (aging-detail-report.rpt, includes landscape format) now enable the aging to categorize receivables based on the period in which they were posted. The system determines the values in the Current column from the As Of date, and each period earlier than the Current column value appears in the 30, 60, 90, or 120+ column. (Previously, you could choose only the invoice date or due date for aging.) Admin Console In the Admin Console module, if you have a load balanced App server environment, the system can now automatically copy the conf files to the other App servers In the Admin Console module, you can now skip the audit log restore when you restore data on the current appliance In the Admin Console, the EFI Pace appliance now includes a process that refreshes your sample database. When you execute this process, the system replaces the data in your Sample company with the latest sample dataset from EFI.
12 Feature List as of 2/13/15 Page 12 of 56 s In the Admin Console module, the Live Update page, now includes a new [Run All Steps] button, which (after you simulate an update) enables you to run the backup and upgrade processes without further interaction In the Admin Console module, the Restore Utility page now includes the new Skip Local Backup? field. If you check the box in this field, you can proceed with the server restore without backing up the data. API You can now use the API Delete object service to delete jobs, and the system removes the deleted job's child objects automatically. Bank Reconciliation The UpgradeV27 statement create for upgrades to EFI Pace v27 now uses the Last Statement Date on the Bank Account record EFI Pace now seeds the "Sys Accounting Mgr" security group with permissions to add and edit bank account line details, which is intended for administrative access only. Additionally, the "Sys Accounting" security group now has reduced permissions to allow view access only.
13 Feature List as of 2/13/15 Page 13 of 56 s The Bank Reconciliation module now includes the following enhancements: 1. The system now writes a bank statement ID and a clearing date to BankAccountLine objects. BankStatement ID is user-defined, and the recommended naming convention is YYYY-MM or YYYY- MM-DD. The system uses the value in the "Ending Date" field on the Bank Statement as the default for the clearing, however, you can also manually enter the date. If your system is licensed to use the Multi-Currency enhancement options, you can edit a specific item clearing date and specific item exchange rate as desired. (The default value for all items is the bank statement ending date.) 2. The system now takes reasonable precautions to stop the voiding of an AP bill payment if a Bank Account Line includes a status of "Cleared." 3. The system now forces a journal entry type of 5 (Direct Entry) for all journal entries. Previously, the system permitted a selection of the journal entry type, but could not detect the use of a cash (bank) account for each entry type. Journal entry type 5 creates a reconciling Bank Account Line object for any cash (bank) account and classifies the entry by the debit/credit entries. 4. The system now records a voiding date in the new field, Clear Date, on the Bank Account Line record when the Status field on the Bank Account Line Detail page is V (void.) The Bank Reconciliation module now includes the following report enhancements: 1. The Bank Reconciliation report (bankaccount-reconcile.rpt) now leverages the new BankStatement object. The system utilizes BankStatement objects to support opening balance, opening date, ending balance, and ending date for bank accounts to replace the single last (current) bank statement fields. The system uses the BankStatement objects for default values in bank reconciliations based on those bank statements. 2. The Bank Reconciliation report (bankaccount-reconcile.rpt) now enables you to reprint a specific bank statement that you can select from a list of BankStatement objects. (A bank statement is now required criteria for the report.) 3. The Bank Reconciliation report (bankaccount-reconcile.rpt) now includes a page for voided transactions that occurred between the opening date and ending date for the bank statement period. 4. The Bank Reconciliation report (bankaccount-reconcile.rpt) now includes a column for the GL Journal Number for audit purposes.
14 Feature List as of 2/13/15 Page 14 of 56 s The Bank Reconciliation module now includes the following UI enhancements: You can now consistently choose a bank from a list of bank names, rather than integers, for forms and reports. 2. The system now uses a combined Checks/Debits and Deposits/Credits form for clearing BankAccountLine items. The new page enables you to sort the listed columns in ascending or descending order, and you can use the browser function of CTRL+F to find any substring value or text on the page. Items selected for Clearing will not be affected by changes to the sort order. 3. The system now uses a BankStatement object to provide a history of bank statements from a specific financial institution and provide details for opening and ending balances as well as opening and ending dates. The BankStatement object replaces the single "last" or "current" bank statement values on BankAccount objects In the Bank Reconciliation module, the system now automatically sets any bank account line to an "R - Reconciled" value if the bill payments is zero. This enables the system to clear the lines automatically during reconciliation. System administrators can enable this feature on the AP Setup Detail page In the Bank Reconciliation module, the system now includes international banking details for BankAccount, Vendor, and Customer objects from the following new fields available for ACH and EFT transactions: Account Title Account ID (similar to IBAN number) Financial Institution ID (like "WBC") Bank Account Routing Number BSB ID (formatted as XXX-XXX) SWIFT/BIC Number Additionally, the system now utilizes BankStatement objects to support the opening balance, opening date, ending balance, and ending date for bank accounts to replace the single last (current) Bank Statement fields. The system uses the BankStatement objects for default values in bank reconciliations based on those bank statements. EFI recommends a Bank Statement ID naming convention of YYYY-MM or YYYY-MM-DD.
15 Feature List as of 2/13/15 Page 15 of 56 s CRM In the CRM module, you can now enter a customer external accounting ID when you add a customer. Custom Report Writer In the Custom Reports Writer module, you can now directly upload report files through the EFI Pace user interface, instead of through WebDav. Data Collection In the Data Collection module, when you pull materials via a "single pull," the system now filters the results based on the location of the DC employee. If you did not define a location, the employee can pull from any location. For multiple pulls, system users and/or any employee tied to a system user can dictate which locations are visible. If no employee is tied to a system user, all locations are available for multiple pull. In the Data Collection module, the User Interface now includes the following enhancements: The Employee Recent Time Entries Detail page now includes a user-configurable date widget at the top of the page that enables you to specify a beginning date. (The default date is the start of the current work week, based on the Beginning Day Of Week field on the Employee Department Detail page.) When an employee clicks [Recent Time Entries] on the DC Actions screen, the system displays their list of employee time records and bases the total hours on the start date specified. All Employee Job Cost, Employee Job Transaction, Job Transaction From DC, Job Transaction List Approve, Job Part List, and Job List Detail pages now include the magnifying glass icon and Detail context button in the Job, Job Part and Customer columns. For Ganged Activities, EFI Pace now displays the job description in the grid. On the Employee Lookup Detail page, the [Update] button is now labeled [Login]. The log in context option for Employee Lookup and the menu option when you navigate to Production, Data Collection, now appears as DC Login." The Job Material List pop-up page now includes a new "Job Material" column. If the job material references an inventory item, EFI Pace displays the concatenation of the inventory item and inventory item description in the grid. If the job material does not reference an inventory item, EFI Pace displays the concatenation of the job material stock number and job material description. The Non-Chargeable Type object now includes the Active field to prevent selecting an inactive non-chargeable type. On the DC Actions screen, EFI Pace now displays additional details regarding active tasks such as the job, job part, job description, non-chargeable description and lunch.
16 Feature List as of 2/13/15 Page 16 of 56 s The [Sign Out] button on the DC Actions screen now functions as follows: 1. The button is disabled only if the user is not signed in. 2. When you click [Sign Out], EFI Pace cycles through any open transactions (lunch, nonchargeable time, job transaction, etc.) and if user input is not needed, closes each transaction. If the open item is configured to prompt the user for data entry, the system prompts you to enter the appropriate information. The DC Actions screen now includes the new [Stop ALL Open Transactions] button. EFI Pace cycles through any open transactions (lunch, non-chargeable time, job transaction, etc.) and if user input is not needed, closes the transaction. If the open item is configured to prompt the user for data entry, the system prompts you to enter the appropriate information. You can now enter multiple concurrent non-chargeable types in Data Collection if your system administrator checks the box in the Allow Concurrent Entries field on the Data Collection Setup page. On the Job Transaction From DC page, when you pause a job transaction, you can now click the new [Stop Activity] button or [Stop Activity & Duplicate] button without resuming the activity. The new Quick Entry DC field appears on the Data Collection Setup, Department, and Employee Detail pages. When you check the box in this field, users can quickly move from one activity to another on the same job OR from the same activity on one job to another job. 1. When the "Quick Entry DC" value is Same Job, the system displays the new [Quick Start Same Activity] button in the middle of the DC Actions screen. 2. The system disables the button if a user accesses a job transaction that was initiated via any other button. 3. If you initiate a job transaction via the new [Quick Entry] button, then the system disables the [Start Job Activity], [Start Planned Activity] and [Start Ganged Activities] button until there are no open job transactions that were initiated via the [Quick Entry] button. 4. When you click [Quick Start Same Activity], the system displays the standard Job Transaction Add From DC page. Once you complete the fields on the page and click [Add], the DC action screen displays an additional input field, Next Job : Part as part of the [Quick Start Same Activity] button. When you enter a valid job part key (job:jobpart) and click [Quick Start Same Activity], the system closes the most recent job transaction and creates a new job transaction for the same activity code and job part key. If the most recent job transaction requires any user input, the system prompts you for the values on the DC Action screen immediately below the Quick Entry field.
17 Feature List as of 2/13/15 Page 17 of 56 s When the Quick Entry DC value is Same Activity, the system displays a new [Quick Start Same Job] button in the middle of the DC Actions screen. The system disables the button if you initiate a job transaction via any other button. If the job transaction was initiated from the new [Quick Start Same Job] button, then the system disables the [Start Job Activity], [Start Planned Activity] and [Start Ganged Activities] until there are no open job transactions initiated via the [Quick Start button]. When you click the button, the system displays the standard Job Transaction Add From DC page. Once you complete the fields on the page and click [Add], the system displays an additional Next Activity Code input field as part of the [Quick Start Same Job] button. 6. When you enter a valid activity code and click [Quick Start Same Job], the system closes the most recent job transaction is and creates a new job transaction for the same activity code and the job part key from the most recent open job transaction. If the most recent job transaction requires any user input, the system prompts you for the values on the DC Action screen immediately below the Quick Entry field In the Data Collection module, system administrators can now do the following: Configure the Data Collection module to leverage configurations at the company-, department- or user-level by checking the box in the DC Configuration Level field on the Data Collection Setup Detail page. If you want users to experience data collection behavior based on their own department or employee settings, enable this feature accordingly and then perform the data collection configurations in the DC Settings section of the Department Detail or Employee Maintenance pages. When you set the value in this field to Company, the system applies existing functionality. If you set the value to Department or Employee, the system disables the DC configuration fields on the Data Collection Setup Detail page. Please note that upon upgrade, a onetime data conversion populates each of the new Department and Employee fields with the value from the corresponding data collection setup fields.
18 Feature List as of 2/13/15 Page 18 of 56 s Configure which system users can access the EFI Pace system externally by checking the box in the Allow External Access field on the System User Detail page. Please note that this feature is conditional based on the values defined in the new Company configuration named, Internal IP Ranges. Additionally, the tooltip for the Display Non Chargeable Time field on the Data Collection Setup Detail page now reads, "Based on Permissions, when enabled, this allows a user to view Non Chargeable Time records from the Recent Time Entries button on the DC Actions form. Check the box to select this option." The system also includes a new option in the context navigational menu under DC Action, which enables users to initiate DC transactions from the Job, Job Part, Job Material, Job Part Press Form, or Job Component Detail page. This option enables the system to automatically populate the job or part number. Your administrator must modify context permissions to enable this feature In the Data Collection module, the Data Collection configuration at the company level (DC Setup page), the Department level (Department Detail page) and the Employee level (Employee Detail page) now include the new Allow Reports and Allow Queries fields. These fields enable Data Collection Workstation users to view reports and/or queries on the DC Actions screen, based on permissions.
19 Feature List as of 2/13/15 Page 19 of 56 s When you check the box in the Allow Reports field, the DC Actions screen displays the [View Reports] button, which displays a list of reports and report packages for which you have security permissions. When you select a report or report package from the list, a report parameters pop-up page appears, and when you preview the report, the report appears a separate pop-up page. When you check the box in the Allow Queries field, the DC Actions screen displays the new [View Inquiries] button, which displays a list of group and user queries for which you have security permissions. (System queries do not appear.) When you select a query from the list, the query results appear in a separate pop-up page.
20 Feature List as of 2/13/15 Page 20 of 56 s In the Data Collection module, the Timecard Summary report (datacollection-timecard-summary.rpt) now enables you to do the following: 1) Filter by location and department with the new report parameters, Beginning Location ID / Ending Location ID and Beginning Department ID / Ending Department ID. 2) Group the report results by L=Manufacturing Location, D=Department, or E=Employee. 3) Display payroll types using the new report parameter, Display Payroll Pay Type Description Additionally, the Payroll report (datacollection-payroll.rpt) now includes the following enhancements: 1) New report parameters that enable you to display payroll types.
21 Feature List as of 2/13/15 Page 21 of 56 s ) At the bottom of the report, there are no longer two references to type 7 in the "Assumed Pay Types" legend. Additionally, the double time indicator now reads Double Time. You can now include Non-Chargeable notes on the Daily Time Sheet report (datacollection-daily-timesheet.rpt). Also, the Daily Time Sheet and Reprint Timesheet (datacollection-daily-time-sheetreprint.rpt) reports with a context of Employee Time now enable you to specify multiple (nonsequential) employee codes when you run the report from any of the Employee Time Detail pages. In the Data Collection module, if you do not set up the Planned Work and Ask Non Planned Reason fields properly, the system displays a warning message
22 Feature List as of 2/13/15 Page 22 of 56 s In the Data Collection module, when you click the Pick button next to the Select Material field on the Inventory Line Add From DC page or the Inventory Line Add Direct pop-up page, the system now displays in the list only those materials planned for the job part selected, and the list displays the material ID, description, planned quantity and the quantity pulled to date In the Data Collection module, the system now includes the following entry process enhancements: 1. For all versions of the Job Transaction From Data Collection Detail page that currently offer the option to pull materials: The Pull Materials grid now includes the "Inventory Item" column. The Pull Materials group box now includes the [Add in Grid] button, which inserts a blank row in the Pull Materials grid so you can specify an additional material to pull.
23 Feature List as of 2/13/15 Page 23 of 56 s If you do not enable the Serial ID feature on any of the active inventory item types, EFI Pace no longer displays the Serial ID field on any of the related Data Collection pages (e.g., Inventory Transaction From Data Collection Detail page, Job Transaction From Data Collection Detail page, etc.). 3. The Inventory Transaction From Data Collection Detail page now includes the new [Add & Duplicate] button, which saves the current transaction and produces a new Add From Data Collection page with the same information populated as the previous transaction. 4. When you pull materials via the Inventory Transaction From Data Collection Add page, EFI Pace now uses the activity code's configuration for the "Change Job Status To" setting so that when you change the transaction, the system changes the corresponding Job Part Production Status based on the activity code s configuration. 5. The Employee Data Collection Job Plan Detail page and the Job Plan Detail Page now include key fields and no longer display unnecessary fields. The grid now includes the Scheduled Activity field and no longer includes the End date field.
24 Feature List as of 2/13/15 Page 24 of 56 s Managers can now receive an automated notification when a user does not sign out within the end of their scheduled shift. You can define a department manager on the Department Detail page. If an employee does not sign out within 15 minutes of their normal sign out time, the system sends an to the department manager's address. The automated event is named "Notify Department Manager When Employee Not Signed Out" and executes only the first time the employee does not sign out within 15 minutes of the end of their scheduled shift. You can configure the normal hours per day on the Employee Detail page. The system also accounts for unpaid lunch time based on your configurations on the Data Collection Setup Detail page Non-Chargeable Types field.
25 Feature List as of 2/13/15 Page 25 of 56 s You can no longer edit employee time records via PaceStation or any other manner outside of Data Collection. When an open job transaction, non-chargeable time, or lunch is present (with no stop date and stop time), EFI Pace displays the message, Employee [Employee.ID] has open items for [EmployeeTime].[StartDate] that must be addressed. Use the Sign Out function from the context menu to sign this employee out. 8. The Employee Time context menu now includes the [DC Sign Out] button. When you click this button, the system redirects the user to the DC Actions page to close out any active tasks and then properly sign out of data collection. 9. On the Job Transaction Multi Job Add page, if you enter any job parts with a status that does not permit edits or costs, EFI Pace now displays for ALL offending transactions the message, JobTransaction (null): Job Status does not allow edits. Unable to add Job Transaction for "Job # Part # - Part description. In addition, the system retains any data you entered before you attempted to add or update the page. Estimating In the Estimating module, the Estimate Setup Detail page no longer includes the Include Odd Press In Selection Process field, and the system now always includes odd press form costs in the estimate optimization calculations. Please note that if this field was previously blank (unchecked) on your system, recalculation of existing estimates may result in different pricing In the Estimating module, you can now use the new Estimate ing feature to create versions of an original estimate based on multiple specs given at the time of a request for pricing or changes to the original specification. Estimate ing enables you to accurate track capture analysis (ratio of estimates that turn into jobs) within the Estimating module, and sales opportunities (estimates that may become jobs) within the CRM module. In the Estimating module, you can click the [Unforce] buttons in the EFI Pace toolbar to unforce all forced field data at the estimate, part, and quantity levels. Please note that the buttons appear only when you force data at any of those levels
26 Feature List as of 2/13/15 Page 26 of 56 s In the Estimating module, you can now select the pricing options for estimate pricing on the Price Summary tab of the Estimate Detail page and the Totals/Qtys tab of the Estimate Quantity Detail page by selecting the pricing options on the production type(s) associated with the job product types. The system also includes the new options, Quoted Price Per/100 and Additional Price Per/100. The settings on the production type control the display of information on the corresponding pages. The system bases the Estimate Quantity Detail page's pricing fields on the production type settings of the job product type for that estimate part. The Estimate Summary Detail page displays a pricing column if you set at least one part of the estimate to display any given price option. The system uses the price line options on the Quote Letter Type Setup page to determine the pricing for each Quote Letter (quote-letter.rpt), and the additional choices of Price Per/100 and Add'l 100 also appear on the Quote Letter Type Setup page In the Estimating module, you can now indicate whether an estimate includes repetitive runs. You can set the default value for the "Repetitive Runs" field on the Estimate Setup Detail page, and the field also appears on the Composite Product Detail page and the Estimate Detail page. When you check the box in the "Repetitive Runs" field, the system uses the new values available for the "Repetitive M/R Time" and "Repetitive Sheets" fields on the on the Makeready tab of the Press Setup Detail page instead of the initial makeready hours and sheets when you use the same press on more than one part of the same estimate. The first occurrence of the press uses the initial values in its calculations. The "Repetitive Runs" field also affects washups for the estimate, in that the first occurrence of the press receives full washups, and the system sets washups for any subsequent parts that use the same press and the same ink types to zero (0) unless you force the value In the Estimating module, you can now split a press run into multiple forms, moving inks, varnish, or coating from one Estimate Press record to a secondary press. You create the secondary press by clicking Split Passes from the navigational context menu on the primary Estimate Press record. On the new Split Passes page, select the ink color(s) to move to the secondary press and the desired press and ink type to use for the secondary press. When you update the page, the system splits the inks between the two resulting presses. When you move only flood varnish or coating to the secondary press (without any other inks), the system sets the Ink Type value to Standard. When you move only white ink (such as for wide format printers), enter White as the Ink Type value. Please note that "White" is a new ink type, and functions similar to PMS, but uses "'White" inks instead of "PMS" inks
27 Feature List as of 2/13/15 Page 27 of 56 s In the Estimating module, you can now reorder estimate parts within estimate products. In the Estimating module, you can now use Estimate or EstimateProduct as a base object for XPath generation on quote letter type text lines. In the Estimating module, the system now includes the unit price for finishing materials. The unit cost and UOM now appear on the Finishing Materials grid Fixed Assets In the optionally licensed Fixed Assets module, you can now enter fixed asset details to automate depreciation detail entry for the general ledger. The general ledger includes a new "Fixed Assets" (n) journal type, and the details for the depreciation entries are supported by the Depreciation report (depreciation-report.rpt) for the period or period range. Additional reports are available for asset management, such as an inventory list by assigned custodian and location (fixedasset-list.rpt), and a depreciation report for the current period(s). Forest Stewardship Council In the Forest Stewardship Council module, you can now enter multiple paper certification authorities into the system and enter multiple certification numbers (one for each authority) for company and vendor files. You can also specify more than one certification authority for inventory items. General Ledger In the General Ledger module, journal entries now include GL register numbers to enable you to use the GL register number to locate the source transaction, regardless of the subsystem In the General Ledger module, you can now require validation of GL locations to GL departments. You can associate GL locations to GL departments on the GL Department Detail page, and the system will not permit a journal entry to post for a GL location not associated with the specified GL department (for those entries that require a GL department) In the General Ledger module, you can now optionally include unposted GL batches for financial period end reports.
28 Feature List as of 2/13/15 Page 28 of 56 s In the General Ledger module, the system now uses a common, more detailed, form for View, Add, Edit, Duplicate, and Reverse journal entries by default. Additionally, the controls for inactive GL accounts now include reversed journal entries, and the system does not post the batch when one or more GL accounts are inactive. Journal entries now include a journal entry type of "5" only. (Previously, the journal entry type was editable and type "5" only by default.) You must use the standard modules to create native journal entry types In the General Ledger module, the system now includes the following enhancements: 1) The system now clearly titles the fields for "GL Account Description" and "Schedule Name." (Previously the both fields were titled of "Name.") 2) The system now displays fiscal period details on the Account Detail page. You can also select Actual, Actual YTD, Budget, Budget YTD, or Unposted values for a defaulted current fiscal year or other year. 3) You can now better permit or prevent the use of inactive GL accounts in the system. Drop-down lists no longer display inactive accounts, and duplicate transactions (including inactive accounts) now require an active account for all entries to post In the General Ledger module, the system now uses the last balance sheet number from the company settings to determine balance sheet membership. Additionally, the system now identifies a default "department" for a balance sheet account plus the current P&L department default. This enables sites to use a true non-zero or blank default department number for P&L accounts. Also, the Date Setup and Time Setup fields (system date/time) for financial transactions are now to reportable fields (through PaceStation inquiries.) The system provides a link (foreign key) to any transaction used as a reversal or void of the original transaction. Please note the following if you enabled the Use Departments feature in the GL Settings and if you assigned the seeded department of "000" to a functional department: 1. Before you upgrade your EFI Pace system, add a new GLDepartment reserved for balance sheet account use, such as 999, and provide the description for "No department" or similar. 2. Select this new department for the balance sheet accounts use (default) in the GL Settings immediately after upgrading your EFI Pace system.
29 Feature List as of 2/13/15 Page 29 of 56 s Inventory In the Inventory Module, cycle counts enable you to view all items assigned in the system, or only items with a quantity on hand. The Inventory module now includes the following enhancements: You can now adjust or reverse posted inventory transactions with minimal steps using a new process that creates a reversal for posted inventory transactions, and a new posted transaction as an adjustment if you update the data in the user interface. Please note that this only applicable for transaction type 5 Charge Job. Within the Data Collection user interface, you can now flag a posted inventory transaction that needs review and add a note for the reviewer. Inventory transactions marked for review appear in a list for review by the inventory manager. The system validates quantities you enter for items, verifies if decimal values are allowed, and displays a warning if a decimal value is not allowed. When you pull multiple inventory items via the Data Collection module, the system displays the inventory unit of measure (UOM) for each item. The inventory module now includes Cycle Count functionality for defining and processing inventory counts to accurately monitor inventory levels. The Inventory module now uses quantity-based pricing for all items when you use a costing method of "sell price." When you enter inventory transactions from the mobile interface, the system now populates related data when you enter a serial ID. You can now associate inventory items with multiple vendors and associate a vendor part number with each vendor. You can also set a default vendor for an inventory item. You can assign a default Inventory bin to each inventory location. When you review job usage from an inventory item, the system now includes a link to the respective job for easier navigation.
30 Feature List as of 2/13/15 Page 30 of 56 s In the Inventory module, you can now establish default Class A and Class B thresholds for the ABC Analysis report (abc-analysis-report.rpt) and the new ABC Analysis Export report (abc-analysisexport.rpt) on the Other Settings tab of the Inventory Setup Detail page In the Inventory module, you cannot enable the Inventory integration with the General Ledger module if any inventory item includes negative quantities on hand, as the negative quantities impact the resulting GL balances. Any current inventory item with a negative balance in any inventory bin prevents the integration. You can resolve negative quantities by various methods, depending on the situation: You can enter a count if the balance was in error; transfer from one bin to another (if the original pull was from the wrong bin); or check if a receipt was delayed in being entered prior to the pull that created the negative quantity. You can no longer enter inventory transactions that create a negative or 'more negative' quantity. However, you can enter transactions that increase the quantity (such as counts or receipts or negative pulls (material returns from jobs) In the Inventory module, if your system is licensed to use the Advanced Accounting feature, you can now integrate the Inventory and General Ledger modules. This integration includes the following setup items: 5. The Inventory Setup Detail page now includes the new Integrate GL field. Please note that you can check the box in this field only if you integrate the Job Costing module with the General Ledger module and you must select either By Job or Batch in the WIP Entry Format field on the Inventory Setup Detail page.
31 Feature List as of 2/13/15 Page 31 of 56 s The Inventory Item Detail page and Inventory Item Type Detail page now include the following two new GL account fields: GL Asset Account - This field indicates the account you want to represent the value of the inventory asset on the General Ledger. This field enables you to differentiate between different inventory items or item types on the GL. This field is required on the Inventory Item Type Detail page, with a default value of Default Normal Account (ID=2). The system uses the value in this field instead of the value in the WIP Credit Account field on the Activity Code Detail page for job cost transactions created by this inventory item pull. GL Inventory Variance Account - This field indicates the account you want to use to track the variance between the inventory item s standard cost (if you use the Standard Cost costing method) from the inventory actual cost. This field is required on the Inventory Item Type Detail page, with a default value of Default Normal Account (id=2). Both fields are optional on the Inventory Item Detail page, but required on the Inventory Item Type Detail page. Therefore, if you do now enter a value Inventory Item Detail page, the system uses the values on the corresponding Inventory Item Type Detail page 7. When you receive an inventory item via a purchase order receipt, the system creates a GL entry with Debit in the GL Asset Account field for the inventory item (or inventory item type) and Credit in the GL Account field for the purchase order line. (The value defaults from the Default GL Account field on the PO Setup Detail page, but you can change it on each purchase order). 8. The WIP/COGS debit and credit accounts on the activity code associated with the inventory item are used for the WIP and COGS entries as in prior versions, with the exception of the WIP credit account (as noted in 2a. above). 9. The system now includes the Inventory Transaction Type (InventoryTrnType) as an object instead of an enum to enable you to make transaction types inactive and exclude them from display in dropdown fields. The available values include: Count, Receive, Remove, Charge Job, and Transfer Locations. 10. An additional "Costing Method" is available on Inventory Setup Detail page for "Standard" Costs. A "Standard" cost differs from the other costing methods in that it is not a sell price, and the system does not calculate the set price. When using this costing method, the WIP entry made when you pull inventory for a job debits WIP (from the activity code) and credits the GL asset account (for actual cost of the inventory) and the GL inventory variance account for the difference between the actual cost of the inventory and the standard cost you enter on the Inventory Item Detail page. This integration also includes the following usage items: 1. General Ledger journal entries are created when you post inventory transactions (for receipts, removes, or counts) and when you post job costs (for charge job transactions). 2. The inventory batch corresponds to the creation of a GL batch.
32 Feature List as of 2/13/15 Page 32 of 56 s In the Inventory module, the Last PO field on the Inventory Item Detail page now includes a button which directs you to the last purchase order. In the Inventory module, you can now adjust a posted charge job inventory transaction. In the Inventory module, the inventory reports now include the following enhancements: When you run the Inventory Status report (inventory-status.rpt) or the Inventory Summary report (inventory-summary.rpt), you can now set the As Of date to display only the totals up to the date indicated, and indicate whether the system should display those bins with a quantity on hand of 0 for an inventory item.
33 Feature List as of 2/13/15 Page 33 of 56 s On the Inventory Bin Location report (inventory-bin-location.rpt), you can now indicate if the report should display inactive bins. On the Inventory Order Worksheet (inventory-order-worksheet.rpt), you can indicate if the system displays all items or only items that need to be ordered, whether those bins with a quantity on hand of 0 for an inventory item appear on the report, and whether the system displays the YTD values using the calendar year or fiscal year.
34 Feature List as of 2/13/15 Page 34 of 56 s On the Inventory Valuation report (inventory-valuation.rpt), the Inventory Makeup Worksheet (inventory-makeup-worksheet.rpt), and the Master List report (inventory-master-list.rpt), you can indicate whether the system should display those bins with a quantity on hand of 0 for an inventory item.
35 Feature List as of 2/13/15 Page 35 of 56 s The Stock Commitment report (inventory-stock-commitment.rpt) now includes the customer ID and job part number for each line and also displays decimal values for committed and planned quantities. On the Inventory Usage report (inventory-usage.rpt), you can now indicate whether you want to display the YTD values using the calendar year or fiscal year. The system now system now includes the new Inventory Transaction History report (inventorytransaction-history.rpt), which displays the transactional history of an inventory item with a running total.
36 Feature List as of 2/13/15 Page 36 of 56 s The system now includes a Cycle Count Facing Worksheet (cycle-count-facing-worksheet.rpt) for performing a count of items within a cycle count category to reconcile inventory levels. The system also includes a Cycle Count facing sheet that displays item information and is used in conjunction with the Cycle Count Facing Worksheet (cycle-count-facing-worksheet.rpt) to reconcile inventory levels.
37 Feature List as of 2/13/15 Page 37 of 56 s In the Inventory module, the system now includes batch functionality for inventory transactions and captures the GL accounting period and approval for posting at the batch level. The system also includes a setting to require data collection employees to sign out before inventory pulls created during their shift are available for posting In the Inventory module, the system no longer allows the quantity on hand to be negative for inventory items. You can set the system to display a warning either when entering or posting a transaction that results in a negative quantity. If you select On entry in the Verify Negative Quantity field on the Other Settings tab of the Inventory Setup Detail page, the system prohibits users from entering transaction that would result in a negative quantity. If you select On post in the Verify Negative Quantity field, you can enter the transaction, but not post the transaction. Instead, EFI Pace moves the transaction out of the current inventory batch and into a new batch for failed postings. In this case, the system automatically sends an to the inventory address listed on the Company Setup Detail page.
38 Feature List as of 2/13/15 Page 38 of 56 s In the Inventory module, the system now updates the last quantity ordered amount if you modify the quantity on the purchase order line for that inventory item In the Inventory module, system administrators can now specify a manufacturing location and/or GL location on the Inventory Location Detail page In the Inventory module, the inventory item sell price can now include an interpolated value based on the pricing structure of the item, with an optional minimum sell price. To enable this functionality, your system administrator must check the box in the Quantity Based Pricing field on the Inventory Setup Detail page. Estimates also use this functionality when your administrator selects Sell Price as the Inventory Price Method on the Estimate Setup Detail page.
39 The system uses the following pricing structure: Feature List as of 2/13/15 Page 39 of 56 s If the item quantity is below the lowest pricing line Up To quantity, the pricing method is interpolated, and the Minimum Total Price field contains a value, the system uses the Minimum Total Price amount. If the item quantity is below the lowest pricing line Up To quantity, the pricing method is interpolated, and the Minimum Total Price field is blank, the system multiplies the minimum sell price by the quantity. If the item quantity is above the maximum pricing line Up To quantity, the system multiplies the maximum sell price by the quantity. If the item quantity equals an Up To quantity, the system multiplies that sell price by the quantity. If the item quantity is between two Up To quantity values and the pricing method is interpolates, the system interpolates the sell price between the two lines to determine the sell price. Please note that the system calculates the sell price for each scenario using the discount percentage prior to applying the amount.
40 Feature List as of 2/13/15 Page 40 of 56 s Job Billing In the Job Billing module, the new Allow Manual Deposits field on Job Billing Setup Detail page, when checked, enables you to manually add invoice extra types (in the Deposit category) in the Extras grid on the Invoice Detail page. If you uncheck the box in this field, you can still apply a deposit via customer payments before creating the invoice, but you cannot enter the deposit directly. The setting in this field does not impact the deposits displayed on the Deposit tab or on the Deposits To Apply grid of the of the Invoice Detail page In the Job Billing module, the new Allow Manual Deposits field on the Job Billing Setup page enables you to manually add invoice extra types (in the Deposit category) to the Extras grid of an invoice. When you leave the box in this field unchecked, you cannot manually add a Deposit invoice extra type to the invoice. Please note that this field does not prevent you from applying a deposit entered via customer payments prior to creating the invoice, and does not impact the deposits displayed on the Deposit tab of the invoice or the Deposits to Apply grid on the Invoice Detail page.
41 Feature List as of 2/13/15 Page 41 of 56 s In the Job Billing Module, the Auto Billing feature now provides options at the Customer Type level to determine if the system should post invoices automatically after completing the Auto Billing process. The following new fields appear on the Customer Type Detail and Add pages: Auto-Post All Invoices - Check the box in this field to post all invoices at the end of the Auto Billing process. Please note that if you check the box in this field, the other two fields do not apply and therefore, do not appear. Auto-Post No Payment Due Invoices - Check the box in this field to automatically post all Invoices that have no payment due (i.e., deposits equal the total invoice amount) at the end of the Auto Billing process. The system moves any Invoices with a net amount due not equal to zero (0) to a separate invoice batch which does not post automatically. Auto Post Invoices Below - This currency field enables you to specify an amount threshold for the invoice amount below which you want to auto-post. For instance, if you enter "100" in this field, the Auto Billing process automatically posts invoices up to a total invoice amount of 100. The system moves any invoices above this threshold to a separate invoice batch which does not posted automatically. Please note that you must be licensed to use the Job Billing and Accounts Receivable modules to use this feature. To use the Auto-Post No Payment Due Invoices field correctly, you must enable automatically applying deposits to invoices in the AR settings. Additionally, the Job Billing module now applies payments/deposits to an invoice automatically only if the invoice date of the receivable generated by the posted payment is less than or equal to the invoice date of the invoice In the Job Billing module, when you add line items to an invoice, EFI Pace automatically updates the tax distributions. Additionally, you can now see invoices from the context navigational menu directly on the Job Detail page In the Job Billing module, when you bill parts separately, the system now uses only the sales, cost, and commission information of the billed part, and updates the production status for that part only. If you bill the last part, the system also updates (closes) the admin status of the job if you set the system to close jobs automatically from billing.
42 Feature List as of 2/13/15 Page 42 of 56 s In the Job Billing module, you can now consolidate invoices by customer and job project The consolidating invoices setting on the Job Billing Setup page is now a default, and the is also available at the customer level, so that you can set consolidation on a customer-by-customer basis. When you process invoices, the system checks the customer setting first and then the billing setting to determine whether invoices should be consolidated. Additionally, the system now includes a new feature that launches a window which displays the invoices in a batch to be consolidated. You can view this from within the batch when you process invoices. The invoices include a group and sequence number beginning with 1 for each group of invoices in a consolidation. The invoice assigned sequence #1 is the primary invoice and used for customer name/address/ship to information. The system also includes a view into the invoices to be consolidated, with the ability to arrange them in sequence order for viewing and the ability to remove an invoice from the consolidated group or move invoices to a new group. Please note that these options are available to licensed users of the Job Billing module who consolidate invoices. In the Job Billing Module, the Auto Bill feature now includes the following enhancements: The system now includes the following two new options to enable you to filter for the jobs to bill: a. Salesperson - Select this option to create a batch of invoices for jobs that reference the selected salesperson and are ready to bill. b. Customer Type - Select this option to create a batch of invoices for jobs that include a customer belonging to the selected customer type and are ready to bill. 2. The Accounting Period field is now labeled Batch Accounting Period for clarity and is no longer located near the filter selection items. The current period is the default value for this field. 3. You can now establish scheduled running times for the Auto Bill function. This new feature enables you to indicate how often and at what time you want the Auto Bill to run. This feature also enables you to set your filter selections. Please note that these features are available if your system is licensed to use the Job Billing module. In the Job Billing module, the system now includes the following new features to enable faster processing of invoices and add functionality to the invoice forms:
43 Feature List as of 2/13/15 Page 43 of 56 s You can now add a single invoice directly from a job. This new feature enables you to add an invoice from the job and choose an existing invoice batch or add a new one. Once you add the invoice, the invoice appears with the new option to process and post the batch to which the invoice belongs. (This option appears on all Invoice Detail pages as well as the Invoice Batch Detail page.) When adding an invoice manually, you can now add a new invoice batch as well as select an existing batch. You can now enter up to 50 characters in the Notes field on the Invoice Add and Invoice Detail pages. The system now populates the Ship Via field for the invoice from the first shipment associated with the invoiced job. The first part of a job can now contain the price for the entire job, while the invoice displays the additional part descriptions at $0.00. Please note that the configuration that yields this result on multiple part jobs uses the Bill Parts Together billing option on the Job Type record and does not have the Enter Job Only option enabled. When you enter an invoice for a job that is a finished goods job type, and the job includes multiple parts containing finished goods inventory items, the system groups the items under the job part to which they belong. Please note that these are available on systems licensed to use both the Job Control Center and Job Billing modules, as well as inventory for the finished goods invoices In the Job Billing module, when you select Enter Job Only and Bill Parts Together in the Job Type Billing settings, the system now displays an invoice line on the invoice with the overall price from part one of the job and the additional parts as line items with a $0.00 price In the Job Billing module, the system now includes the following new messages to identify invoices that need review prior to posting: A warning message when a job includes unposted job costs. A warning when, for any reason, the tax base on an invoice exceeds the sale amount. A warning when you must review forced amounts due to other changes on the invoice. A warning when you change a pre-invoice to an invoice and calculated values from the job, such as freight, changed. A warning when you manually enter a deposit as an invoice extra and there is no corresponding receivable to which you can apply the invoice.
44 Feature List as of 2/13/15 Page 44 of 56 s Please note that to receive the above messages, your system must be licensed to use the Job Billing module. Additionally, you can now enter up to 50 characters in the "Note" field of the Invoice Notes group box on the Job Detail page, and the customer notes now include a new "Invoice" note category, which enables you to establish a default note. The invoice note appears on the Billing tab of the Job Detail page as an editable field and appears on the invoice In the Job Billing module, you can now enter User Enters in the Invoice Date Method field and simultaneously check the box in the Number Invoice on Add field on the Job Type Billing Options tab of the Job Type Detail page. Because the invoice must include a created date and a number, the system uses the batch date as the default date. (You can modify this date, as needed.) Additionally invoice date setting for Date Shipped changes the date shipped to use the most recent job shipment date and display a warning if that date is outside of the date range for the GL accounting period on the invoice batch. With the warning, the system sets the invoice date to the batch date. Please note that these features are available to only if your system is licensed to use the Job Control Center, Job Shipments and Job Billing modules In the Job Billing module, a new event enables you to automatically invoices to specified customers. A new setting on the Customer record determines whether the system produces invoices for , print, both, or neither. When you set the new field to or Both and then post an invoice batch, the system triggers the event to the invoice to the designated Bill To contact (if no Bill To contact is defined or the Bill To contact does not include an address, the system uses the address on the Customer record.) Please note that the Print Invoices menu option does not include ed invoices, but the system includes the ed invoices on the Job Billing Register (jobbillingregister.rpt). Also note that your system must be licensed to use the Job Billing module to use this feature.
45 Feature List as of 2/13/15 Page 45 of 56 s Job Control Center In the Job Control Center module, when you use the [Create Estimate] or [Create Estimate and Convert] buttons on the Job Detail page, the system now includes buyouts from the job in the estimate created In the Job Control Center module, the Auto-Close Jobs field on the Billing Options tab on the Job Type Detail page now includes the following options: On Entry (Invoice entry changes the job's admin status to "Closed.") On Post (Posting the invoice changes job's admin status to "Closed.") Never (Invoicing never closes the job.) The Auto Bill function follows the rules established in the job type billing settings for closing jobs. Please note that this feature is available for licensed users of the Job Control Center and Job Billing modules In the Job Control module, the system now includes fields for web-to-print information (tax, shipping, and handling charges) at the job part level. When you populate these fields and bill parts separately, the system carries this information to the invoice without having to recalculate the tax amounts. (This functionality matches the previous functionality at the job level.) In the Job Control Center module, the system now calculates the Qty In Production field as follows: For open jobs, the value equals the quantity still to receive. For closed jobs, the value equals 0 (zero). If you reopen the job, then the value equals the result of (CartonObject.quantity x CartonObject.count) for each shipment of an inventory item not yet received. In the Job Control Center module, the Job Add page and Job Detail page now include the Fulfillment Setup field, which enables keyboard-optimized entry of finished goods jobs, including the ability to add shipment details when you enter the job Additionally, the Auto-Create PO page now enables you to create production jobs to replenish inventory for finished goods items and track the quantity of an item in production.
46 Feature List as of 2/13/15 Page 46 of 56 s Job Shipments In the Job Shipments module, you can now create Ship To inventory shipments to receive into inventory with fewer mouse clicks. Licensing The Price List Quoting license now controls the visibility of price list items in Estimating, Job Control, Invoicing, and Change Orders. PaceConnect In the PaceConnect module, the Job Shipment XML Exporter PaceConnect record enables you to export XML files triggered on a specified job shipment status. You can edit the actual XML format and mapping so that you can use the PaceConnect record with different shipping vendors. You can also save the mapping, including the initial mapping for VLOG exports, in the system and select the mapping in the PaceConnect record. You can also use the VLOG Shipment StatusXML Importer PaceConnect record to import XML transactions from VLOG and update shipments in EFI Pace In the PaceConnect module, you can now export job billing details to DATEV using.csv files. The system bases the job billing details on the InvoiceTaxDist object due to the focus on VAT requirements of DATEV. PaceConnect-Auto-Count In the PaceConnect-AutoCount Integration, if you enable the Track Quantity" feature for an inventory item and check the box in the Inventory Bins field on the Inventory Setup Detail page, the system pulls the quantity from the inventory location and bin associated with the job material. If you do not check the box in the Inventory Bins field on the Inventory Setup Detail page, the system pulls the quantity from the default location and bin for the inventory item In the PaceConnect-Auto-Count integration, you can now set up multiple PlantManager plants, with each plant linked to a manufacturing location. Setup and job data linked to the manufacturing location flow to the specific plant identified on the manufacturing location.
47 Feature List as of 2/13/15 Page 47 of 56 s In the PaceConnect-Auto-Count integration, you can now submit inventory and job cost transactions to pull materials created from Auto-Count that use EFI Pace inventory items, including those tracked by serial ID. Additionally, Auto-Count shift starts can now sign an employee into Data Collection, and nonchargeable types are now available as Auto-Count Op Codes. You can also set Auto-Count task and form descriptions using XPath on the PlantManager PaceConnect. In the PaceConnect-Auto-Count integration, EFI Pace now supports EFI Auto-Count v13.1 and the PlantManager Connector In the PaceConnect-Auto-Count integration, you can now create inventory and job cost transactions for material pulls from Auto-Count using EFI Pace inventory items, including those tracked by serial IDs. Additionally, Auto-Count shift starts can now sign employees into the Data Collection module, and nonchargeable types are available as Auto-Count OPcodes. You can also set Auto-Count task and form descriptions through XPaths on the PlantManager PaceConnect record Purchasing In the Purchasing module, you can no longer create purchase orders for any vendor with an inactive status.
48 Feature List as of 2/13/15 Page 48 of 56 s In the Purchasing module, the system now automatically populates the manufacturing location for a purchase order with the default manufacturing location associated with your user ID. This then automatically updates the "Ship To" contact on the Purchase Order record. If one of the configurations does not include a value, the system uses the following hierarchy to populate the "Ship To" contact on the purchase order: 1. Manufacturing Location Default Contact. Otherwise, 2. Vendor Ship To Contact. Otherwise, 3. Default Contact on the PO Setup Detail page The Purchasing module now includes the following enhancements: 4. The system now includes purchasing limits. You can configure the new "Approval Group" object to include a purchasing limit and an authorized approver and assign each system user to one approval group. Whenever the purchasing limit exceeds the order total for the system user viewing the PO, EFI Pace verifies that the approver for the user's system group belongs to an Approval Group with a purchasing limit greater than or equal to the purchase order total. Users can then choose to request authorization, which sends an to the approver requesting a review. If the immediate approver is not authorized for the order total, EFI Pace verifies whether the approver's approver is authorized, then continues up the hierarchy until the system finds an approver that meets the purchasing limit s that approver. If no address is available for the corresponding approver, EFI Pace uses the new Purchasing field on the Company Detail page, and if that field is blank, sends no . Similarly, whenever you change a PO from a pending status to an open status, the system initiates the same purchasing limit comparison, which is always based on the current system user making the change. Additionally, the PO Detail page now includes new buttons that enable you to approve or reject the PO. You can review each response (approval or rejection) on the new Authorization tab of the Purchase Order Detail page. 5. Existing fields on the Settings tab on the Company Detail page (from the menu, navigate to Administration, System Setup, General, Company Settings) are now organized into logical groups, and the tab now contains the following new fields: Receivables Payables Job Billing General Ledger Scheduling
49 Feature List as of 2/13/15 Page 49 of 56 s In the Purchasing module, all versions of the PO report (purchase-order.rpt) now includes the new Notes parameter, with possible values of Detail, Summary, or None (default) In the Purchasing module, the PO Receipts report (purchase-order-receipts.rpt) and PO report (purchase-order-r1.rpt) now include new parameters. Please note that if you lock the parameters on these reports you must unlock them prior to upgrade if you use the EFI-supplied reports The Purchasing module now includes the following purchase order entry enhancements: 1. To ensure consistency across all integrated modules, you can now enter unlimited characters in the Notes field of purchase orders and the Description fields for estimate outside purchases and job part outside purchases. 2. When you add a purchase order line, EFI Pace now populates the paper information (when available) using the following mapping: For a Job Material: JobMaterialObject.weight to PurchaseOrderLine.paperBasis JobMaterialObject.brand to PurchaseOrderLine.paperBrand JobMaterialObject.mediaColorName to PurchaseOrderLine.paperColor JobMaterialObject.buySizeWidth to PurchaseOrderLine.sizeWidth - If 0 then null JobMaterialObject.buySizeLength to PurchaseOrderLine.sizeLength - If 0 then null For an Inventory Item: InventoryItem.basis to PurchaseOrderLine.paperBasis InventoryItem.brand to PurchaseOrderLine.paperBrand InventoryItem.mediaColorName to PurchaseOrderLine.paperColor InventoryItem.SizeWidth to PurchaseOrderLine.sizeWidth If 0 then null InventoryItem.SizeLength to PurchaseOrderLine.sizeLength - If 0 then null 3. When you clone a PO, if you specify a new vendor on the Purchase Order Clone page, the system populates the values for all vendor-related fields using the Vendor record you specify and NOT the Object Model Browser defaults for the purchase order. This includes the vendor address and terms. 4. For POs with a status of "Pending," you can now modify the ship to address on the PO Detail page (based on permissions). 5. When an estimator creates an estimate using a standard paper type (which includes a default activity code) and you convert the estimate to a job, the system first chooses the purchase order line activity code you specified on the Standard Paper Type record.
50 Feature List as of 2/13/15 Page 50 of 56 s When you specify a vendor quote number on an estimate outside purchase, the system copies the quote number to the Job Part Outside Purchase record and subsequently to the purchase order line. 7. When you convert an estimate to a job, the system copies any setup activity code you specify on the estimate outside purchase to the job part outside purchase and subsequently to the purchase order line. 8. When creating a purchase order line from a job part outside purchase, if you create a PO line for setup costs, the system uses the job part outside purchase setup activity code for the purchase order line activity code. 9. You can now edit purchase order notes and the purchase order entry date on purchase orders with "open" statuses. 10. You can now specify multiple delivery locations per purchase order line item with different quantities and expected delivery dates by location. To leverage this feature, navigate to Purchase Order Setup Detail page and check the box in the Allow Multiple Ship To field. 11. You can now specify the ship to contact when creating a Purchase Order. 12. You can no longer add a PO if the production status of a job part is set to disallow edits, and the system displays a message stating that the job part status must be changed to one that allows edits. The Purchasing module now includes the following setup enhancements: The Vendor Detail page now includes the new Default Activity Code field. For PO lines where the cost is charged to a job, if you do not specify an activity code, the system uses the vendor's default activity code. If the Vendor record does not include a default activity code, the system associates the job cost with the default activity code on the Purchase Order Setup page. 2. On the PO Setup Detail page, EFI Pace now filters the list of possible purchasing default activity codes to display only those Activity Codes configured for outside purchases. 3. On all versions of the PO Detail page, when you change the vendor on a PO, the system sets the value in the Ship To Contact field to match the value in the Default Ship To Contact field on the PO Setup Detail page and displays the a message, You have changed the Vendor. Please confirm the Ship To Address is correct." 4. To increase the granularity of purchasing calculations, the following fields were moved from the Purchase Order Detail page to the Purchase Order Line Detail page: Taxable Code1 Sales Tax Rate 1, Tax Base 1 Tax Base 1 Forced Tax Amount 1 Tax Amount 1 Forced Sales Tax Rate 2 Taxable Code 2 Tax Base 2
51 Feature List as of 2/13/15 Page 51 of 56 s Tax Base 2 Forced Tax Amount 2 Tax Amount 2 Forced You can now specify these values when you enter the purchase order line, and EFI Pace uses the sum of the values when determining the Purchase Order order total and taxed total. 5. When adding a purchase order line for inventory purchase order types, EFI Pace verifies that the associated vendor matches the new Inventory Item Vendor value. If there is a match, EFI Pace populates the Date Required, UOM, and Vendor Part Number fields on the Purchase Order Line Detail page based on values from Inventory Item Vendor record. If there is no match, EFI Pace populates the Date Required and UOM fields based on values from corresponding PO setup fields, Lead Time and UOM and does not automatically populate the Vendor Part Number field. The Purchasing module now includes the following UI enhancements: You can now specify detailed paper information like size, color, brand and basis weight for purchase order lines. Please note that some field names changed with this enhancement, and you must modify any custom forms that include the following fields: * Changed field name PurchaseOrderLine.dPaperBasis to PurchaseOrderLine.paperBasis * Changed field name PurchaseOrderLine.dPaperColor to PurchaseOrderLine.paperColor * Changed field name PurchaseOrderLine.dSizeLength to PurchaseOrderLine.sizeLength * Changed field name PurchaseOrderLine.dSizeWidth to PurchaseOrderLine.sizeWidth * Changed field name PurchaseOrderLine.dPaperFinish to PurchaseOrderLine.PaperFinish * Changed field name PurchaseOrderLine.dSizeLengthDisplayUOM to PurchaseOrderLine.SizeLengthDisplayUOM * Changed field name PurchaseOrderLine.dSizeWidthDisplayUOM to PurchaseOrderLine.SizeWidthDisplayUOM 2. You can now specify detailed paper information on a purchase order line. To leverage this feature, navigate to Administration, System Setup, Purchasing, Purchase Order Settings. When you check the box in the new Display Paper Info field on the Purchase Order Setup Detail page, you can enter detailed paper information for each purchase order line. 3. You can now add to an existing PO on the Job Material Detail page or Job Part Outside Purchase Detail page by clicking [Add to Existing PO]. Additionally, the [Create Purchase Order] button is now labeled [Create New PO], and you can specify a Purchase Order Type, PO #, Order Status and Default Ship To Contact when you create a new PO. 4. The grid on PO receiving forms now includes the Unit of Measure (UOM) field. 5. Purchase Order Types "Inq On" (ID=2) and "xcbl" (ID=3) (intended for use with the Xpedx Paper Integration) no longer appear unless the integration is licensed.
52 Feature List as of 2/13/15 Page 52 of 56 s In the Purchasing module, you can now specify RMA information on each purchase order line. RMA fields include RMA Number, RMA Date, and RMA Credit Date. These fields are for informational purposes and you can reference them via PaceStation queries and/or custom reports. The Purchasing module now includes the following auto-create enhancements: The PO Auto Create feature now displays the standard Pick, Detail, and context navigational buttons next to the following 4 fields in the grid: Job, Job Part, Customer and Inventory Item. 2. On the Auto Create Purchase Order Detail page, you can now specify the following search/filter criteria at the top of the page: Purchase Order Type, Vendor, Vendor Contact, Order Status and Default Ship To Contact. In the Purchasing module, EFI Pace now displays the job, job part number, and UOM in the Purchase Order Lines grid on the following pages: Purchase Order Detail Purchase Order Receive Purchase Order Line Receive The job, job part number and UOM also appear in the header on the Purchase Order Line Multi-Receive pop-up page. In the Purchasing module, the system now creates a description PO line from respective Job Part Options when a PO line is created from a job material
53 Feature List as of 2/13/15 Page 53 of 56 s Reporting EFI Pace now supports i-net Crystal Clear Reports version Please note that versions 11 and 10 have been deprecated and will be removed in an upcoming release. In the Reporting module, when you search for a report, you can now search by report category description System Security In the System Security module, you can now limit access to the EFI Pace system based on new company and system user configurations. To use this feature, navigate to Administration, System Setup, General, Company, then click on the System Configuration tab. In the new field, Internal IP Ranges, enter a comma-delimited list of IP addresses, using 0 (zero) as a wild card for any bit. After you enter the range, navigate to the desired System User Detail page and check the box in the Allow External Access field. Example: If you enter a value of , , ::5 in the Internal IP Ranges field, IPs , , 4::5 etc. can access EFI Pace, but not or or ::1. Please note the following for legacy compatibility: 1. Upon upgrade, EFI Pace checks the box in the Allow External Access field for all system user records by default. Your EFI Pace administrator should review and modified this field as necessary. 2. If you leave the Company IP Ranges field blank, you give all users permission for both internal and external access to EFI Pace. 3. The PaceSupport user record is always permitted external access to EFI Pace, regardless of the current system security configuration.
54 Feature List as of 2/13/15 Page 54 of 56 s Once you configure company IP ranges, the next time a system user logs into EFI Pace from outside the local network, EFI Pace confirms that the user is allowed external access and if so, compares the incoming IP address with the values defined in the new Internal IP Ranges field on the Company record. If the system user's IP address is within the range defined, EFI Pace grants the user initial access. Documentation The Online Help system includes the following new guides: - Data Objects Importer Setup - Data Objects Importer Usage - Online Print Solutions (OPS) Setup - Online Print Solutions (OPS) Usage - Sample Reports
55 Feature List as of 2/13/15 Page 55 of 56 s Additionally, the Forest Stewardship Council Setup and Forest Stewardship Council Usage guides were updated and renamed Paper Certification Authority Setup and Paper Certification Authority Usage, respectively. The Online Help system also includes updates to the following guides: - Accounts Payable Setup - Accounts Payable Usage - Accounts Receivable Usage - Admin Console - Auto-Count Setup
27.04 Page 1 of 16 Release Notes By Module Framework The system no longer bans you from the EFI Pace refresh screen. 27.04-512 Framework The system now recognizes the Log In Automatically setting on the
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Chapter One Introduction to Inventory This chapter introduces Inventory, its features, the organization of the User s Guide, common toolbar buttons and frequently used keyboard and report commands. Introduction...