This page provides an overview of enhancements and improvements that have been introduced in the 2016 June release of INFOmatch (build 42529).

Introduction

In this document, you will find new and enhanced features of the INFOmatch 2016 June release version 42529. In most cases, a brief description of the functionality and a screenshot is given to highlight the feature or function.

This release covers:
– 37 New/Enhancements
– 139 Fixes

A complete overview of all the new functions and enhancements including bug fixes are available in the change log, which can be accessed from within the INFOmatch application. To view the change log, go to the menu ‘Help’ and choose ‘Change Log’.

Change log

1. Enhancements to gross invoice allocation amount calculation

The calculation of the gross invoice allocation amount has been improved. In the previous INFOmatch versions, the gross cost per invoice line was rounded to two decimals and then summarized at the invoice module. As most vendors will apply tax to the total net cost of an invoice, this could lead to a small variance of one or a couple of cents for an invoice.

Old Calculation:
Below is an example using the old calculation method which calculates using two decimals per invoice allocation (line):

Example invoice:

Product         Qty     Price       Calculation
Product A 4 99.98 Net amount invoice line $399.92 * tax rate 21% = 83.98
Product B 4 49.98 Net amount invoice line $199.92 * tax rate 21% = 41.98
This will give us a total tax of $125.96

 

New Calculation
To increase the accuracy, the invoice module will now calculate per invoice allocation (line) using up to six decimals and the invoice line amount can no longer be entered with more than two decimals.

The example below is using the new calculation method using four decimals (can be up to 6 decimals) per invoice allocation (line):

Product         Qty     Price       Calculation
Product A 4 99.98 Net amount invoice line $399.92 * tax rate 21% = 83.9832
Product B 4 49.98 Net amount invoice line $199.92 * tax rate 21% = 41.9832
Total tax rounded at two decimals is now $125.97

 

As you can see, the new calculation method will give an even more accurate result compared to the old calculation. The calculation of both the totals of the invoice and the comparable contractual amount is now consistent with this method.

New Invoice Analysis Report:
There is also a new UDQ and template (Invoice Analysis Report 2016) available that will be installed on your server by our support team after your server has been upgraded to the latest INFOmatch version (version 42529). This IAR report uses the same calculation as the invoice module. However the old IAR report will stay available next to the new one. Please contact our support team when you have a customized Invoice Analysis Report template, so that we can customize the new IAR template for you.

2. Edit multiple invoice allocations

From this version onwards, it is possible to select and edit multiple invoice allocations. You can now change a specific invoice allocation value (E.g. Cost Centre, percentage, etc.) and apply this change to all selected invoice allocations by clicking on the “Apply to all” button. The changes will be saved after clicking on the “OK” button.

Edit invoice allocation

3. Automatic creation of invoice allocations for credit invoices

A new enhancement has been introduced, which automatically adds invoice allocations to credit lines when possible. The system will now search for an invoice allocation for the same contract item which is active within the credit period. The position of an existing invoice allocation is used when it meets the requirements below:

  1. It has a different Invoice ID
  2. It’s the same contract item
  3. The invoice line must have date overlap with the credit line
  4. The invoice line can only have a single allocation

4. Parent contract UDF values will be copied to sub contract

The User Defined Fields values in the parent contract are now automatically copied to a sub contract. In the example below, the parent contract “Demo Parent Contract” has a value “Value at parent contract” entered in for the “Contract UDF” field.
Demo parent contract

When creating a sub contract(s), it automatically copies the value from the parent contract to this new sub contract.

Sub contract

5. Create and arrange ruling groups with the same name

At the Allocation Rules module, it’s possible to create Ruling Groups with the same name. This can be useful for example, when you want to group the different types of allocation rules based on the vendor. In the example below, we created Ruling Groups based on the vendor name.

Allocation rules module

By setting the “Arrange by” to “Ruling Group”, it will now group the allocation rules based on the vendor which will give you a clearer overview.

Allocation rules module

6. Enterprise Control Enhancement Highlights

A comment box is available when adding a product to an order

The Enterprise Control users can now add a comment when ordering a product. This comment field is visible when adding a product to your order.

Order product
This comment is visible for all the route points when they are assigned to approve the order. The comment is also visible for the INFOmatch administrator at the “Edit Order Item” window.

Edit order item

View inventory of all positions based on entities with the same e-mail address

The same e-mail address can now be used for multiple organisation entities. When you login to Enterprise Control using an email address that’s being used at more than one position, then a dropdown box will be visible at the left side.

Enterprise control
At the dropdown box, you can select a position and then his/her details will be shown in the Enterprise Control.

Maintaining password for Enterprise Control

As mentioned earlier, it is possible to use the same e-mail address for multiple organisation entities. Also in theory, you could enter different passwords for these organisation entities. Therefore, the password field has been removed from the organization entity window to prevent any problems.

However, passwords can be changed via Enterprise Control if needed. Simply insert the e-mail address and click on the “New or lost password” link. A new password will then be generated and sent to the e-mail address that has been inserted.

Maintaining password enterprise control

Enterprise Control Users can set preferred date/clock format and thousands separator

Each Enterprise Control user can now set their own preferred thousands separator, date format and clock format. A user can change these settings by clicking on the “Settings” tab at the left side.

Enterprise control users preferred separator
The changes will be effective immediately and will be visible in Enterprise Control after clicking on the “Save” button.

Send automatic reminders before an approval request is delegated

This functionality can be enabled by selecting an approval route and going to the “Delegation” tab. Here you can set one or two automatic reminders by inserting the amount of hours that an automatic reminder will be send before it is being delegated.

Send automatic reminder

7. Other Highlights

PGP encryption and decryption for FTP traffic is now supported

In addition to the automatic encryption of data in transit via SFTP, we now optionally provide an additional layer of security by encryption of these files using the customer’s public key and vice versa using Screen’s public key.

E-mail can support Unicode

Using Unicode in the e-mail body is now fully supported as shown in the example below:

E-mail support unicode