[email protected] and [email protected] Version 2.5

General Functionality Improvements

Proxy functionality has been added to the expense form workflow. A Proxy (employee) may be defined for an employee so that the Proxy can enter expenses on their behalf. An expense form entered in this way is then forwarded for confirmation to the employee to whom the expense form belongs.

Optional integration with Active Directory is now provided so that an employee’s login name is derived from the company’s active directory.

The Help link in all PSW screens has been moved to make access easier on low-resolution monitors.

Column sequencing of categories of fields (accounts, analysis, calculations, etc.) is now possible in Expense Form Types.

You may now define, at System, Company and Employee level, the options available to each Employee in the PSW.

Transaction Dates in expense forms can now be limited to a specified range of dates and future dates can, optionally, be prohibited.

The number of new lines created in expense forms when you click on New Line can now be fixed or limited within a range.

Grids showing the status of expense forms may now be filtered and sorted.

Submission, Cancellation and Return of expense forms can now optionally require confirmation.

History links have been placed on the left of the screen to make access easier on low-resolution monitors.

Zero values can be prevented in expense forms through the specification of mandatory entry calculations on Expense Form Types.

Validation rules for expenses entered on expense forms can be defined using Error Hierarchies, Error Table Definitions, and Error Tables.

The Date Picker on Expense Forms has been improved to enable easier movement between years.

Notes are now enterable at all stages of an expense form.

A complete history of notes associated with an expense form is visible from an expense form and historical expense forms.

The number of buttons available at the foot of an expense form has been reduced and their functions combined.

The width of columns on an expense form can now be defined.

Paging has now been enabled on expense forms. You may set the number of rows to be shown on a page.

The analysis value lookup button is now no longer shown for non-validated analysis cells when there are no values to look up.

Expense form row numbers may now optionally be shown as a column in an expense form.

Alternative authoriser, reviewer and backup employee details are now visible in Employee Details from the Employee Index.

Following password modification an Employee need not provide password details again.

All default or modified Help Text supplied with [email protected] or eXpense may be bypassed at system level or on an individual screen basis by the specification of diversion URLs.

It is now possible to link expense lines and an expense form with documents held in a system, company or employee specified folder.

These documents are visible at Proxy, Confirmation, Authorisation and Review stages.

You may now start a new expense form from a historical form and copy selected expense lines to the new form.

Backup Days has been made available for update by Employees in My Details. This means that an Employee can effectively mark himself as absent and cause Timesheets and/or Expense Forms to be routed to his backup.

Row Numbers can now be shown on Timesheets (by Timesheet Type).

An In Progress message indicates when the PSW is waiting for a response from the server.

A total Expense Form value is now shown in all grids listing expense forms and their status.

Errors are now more obviously flagged in Timesheets and Expense Forms and an ‘Errors on Page’ message is displayed.

The number of lines in the Notes and Response fields on an Expense Form can now be specified.

Expense Form Authoriser and Reviewer (from the appropriate Employee record) are now available for printing on Expense Forms.

You may now copy a historical Expense Form to a different nominated Expense Form type, and you may limit the set of forms that can be copied one to another using classifications on the Expense Form Type.

Calculation Entry can now be suppressed not only by Expense Type but by Project.

Data Maintenance

You may now choose which fields to export to Excel when you export records from the grid view.

Employee Roles can now be set up so that relationships between employees can be expressed. These Roles can be used in Approval.

When you modify a value in a field and click on Cancel the system will now warn you that you have made some changes.

The Expense Type field has been extended to 50 characters.

A Company Name field has been added to the Company record and all Company lookups have been modified to show both Company and Company Name. Inquiry Profiles and all other profiles where Company is available as a selection or report field have been extended to include Company Name.

Fields have been rearranged on screens to enable full separation of [email protected] and eXpense.

A language field has been specified for Client Employees so that the Customer Services Workbench (CSW) is shown in the appropriate language.

Two buttons have been provided on Analysis Definition so that in the case of Activity Analysis all Projects can be checked or unchecked for entry on Timesheets and Expense Forms (Projects, Activities tab).

The Suppress Role and Force Role checkboxes on Projects are now enabled and the Role field is made mandatory or disabled in Timesheets.

Negative time values are now permitted for input in Budgeting.

Allocation Levels now allow you to specify start and end times, so that when applied to Employee Allocations in budgeting these times can be transmitted in notifications and calendar updates.

Allocation Levels now enable the separate specification of email transmission (Inform) and Exchange Calendar Update (Calendar Update).


Access Profiles have been extended to enable control over access to record maintenance Tabs.


A field has been added to all Ledgers showing the source procedure from which a transaction derives: Data Import, Invoicing, Ledger Modification or Posting.

You may now report on Expense Forms and Timesheets in progress (issued, awaiting authorisation or review). These forms are validated, calculated and posted, even if there are validation errors.


Journal Entry target ledgers (Actuals or Budget) may be specified on Expense Form Types.

Data Import and Credit Card Import have been modified so that Post Valid File no longer locks tables during initial file validation.

Data Import has been modified to calculate Days and/or Hours and/or Minutes from whichever time value has been imported.

Data Import has been extended to allow the import of Accounting Periods, Timesheet Periods and Error Tables.

Data Import has been modified so that Activity Analysis Values marked as to be copied from Employee, Client or Project Analysis are copied during import.

Generation (Timesheet Generation) will now list only Open Employees when Employee or Employee Name are chosen as selection criteria.

System Enhancements

Task Scheduler can now be run as a service. A separate service can be established for each database with a separate log.

There is now an option to use an SMTP Server for sending emails through the system. Support for MAPI remains.

A warning of serialisation expiry is given fourteen days before expiration date.

Tools for the purging of expense form data have been revised.

A database version number is now displayed in the System Control record.

Serialisation data have now been removed from the System Control record to reduce issues of contention for that table.

You may now invoke Ledger Export by calling timeatwork.exe from the command line with parameters specifying profile name, server and database.

Database upgrades are now performed automatically by [email protected] or [email protected]

A checkbox has been added to the System Parameters table enabling you to specify that all open Projects will be made available to all Employees whatever settings have been established for Distribution Masks or lists of Projects on System Parameters, Company, or Employee records.

A checkbox has been added to the System Parameters table enabling a button on Timesheet Entry and Expense Form Entry which allows Employees to recall the Save and Validate, Cancel, Submit and other Buttons if these are not displayed.

Ledger Export has been modified to enable the specification of a program for processing output XML before an XSL stylesheet is applied and to enable the specification of a program for processing the records output by the XSL stylesheet before data are written to the output file.

When new Budgets, Archives and Data Dictionaries are created their ownership is immediately changed to dbo to facilitate easier backup and restoring of databases.