Release Notes Aerotrack 4aerotrack.com.au/wp-content/uploads/2013/07/Release...5. After the method is completed close the Aerotrack client 6. Log into the servoy application server

Release Notes Aerotrack 4.4

AFTER INSTALLING VERSION 4.4 PLEASE FOLLOW THESE INSTRUCTIONS TO UPDATE YOUR

DATA. IF YOU DO NOT FOLLOW THESE STEPS YOU WILL NOTE ERRORS IN USING THE

SOFTWARE AND PERFORMANCE ISSUES

1. Log into the Aerotrack client as an administrator user

2. On the home screen, go to the menu at the top of the screen called ‘Methods’

3. Select the option ‘update_4_4’

4. The screen will grey and you will receive progress as your data is upgraded to this version

5. After the method is completed close the Aerotrack client

6. Log into the servoy application server in your web browser

7. On the home page of the application server, click the button to ‘Restart the Application

Server’

8. You will go to another page to confirm this click ‘Restart’

Fixes Corrected an issue with the export of text files for import into MYOB and XERO accounting software.

In the comments field if the user had used a carriage return this particular transaction would not be

imported as the carriage return would upset the tab sequence.

Corrected an issue when printing job labels that would print a second blank label.

Changes General

The following sections of the software are now fully transactional (ie ‘Save’, ‘Cancel’ buttons):

• Purchases

• Sales

• Adjustments

• Jobs

• Timesheet

• Parts issue

• Inventory

• Batches

Making the software transactional gives a significant advantage to speed in the application. The

other benefit is the ability to roll back any changes with the cancel button.

If you have not saved your changes when exiting the form, you will be notified by dialog and given

the option to save outstanding changes (or the changes will be rolled back).

If you have not saved your changes when closing the application, you will be notified by dialog and

given the option to save outstanding changes (or the changes will be rolled back).

To save the record, click the ‘Save’ button in the bottom right hand corner of the form or use the

keyboard shortcut CTRL+S.

The following sections of the software are still not transactional:

• All maintenance control

• Requisitions

• Documents

This work will be completed in the 4.5 release.

PLEASE NOTE: The aggregations of a record such as the purchase totals, job totals, timesheet totals

etc. will only be recalculated and recorded upon saving the record. Also, individual batch (GRN)

totals and inventory totals for part #’s will not recalculate until the record is saved. Previously these

were recalculating live on data entry. Changes also need to be saved before printing and emailing.

Since the software is transactional we have been able to remove the limitation of not allowing

multiple users accessing the same record.

System Administration> Preferences

New options have been added in the ‘Jobs’ section:

• Profit % expressed As

o ‘% of Total Job Charge’ – this will calculate the profit of a job based on the sell price

o ‘% of Total Job Cost’ – this will calculate the profit of a job based on the cost price

Example. Job cost (Parts and Labour) = $600.00

Job Charge (Parts and Labour) = $1000.00

Profit = $400.00

Profit % expressed as ‘% of Total Job Charge’ = 400/1000 X 100 = 40%

Profit % expressed as ‘% of Total Job Cost’ = 400/600 X 100 = 67.7%

• Log Book Entries Print Format

o We have had to move the print option for log book entries as a setting per log book

entry. By setting this default value in the system administration every log book entry

created will take this setting as the default print, thereby saving the user entering it

every time.

• Under ‘Adjustments Security’ the option for ‘Office Level 1’ to only create adjustments has

been removed. If you want to secure your adjustments, this has to be done using the

validations process (which is much more thorough anyway).

• Under the ‘Common Preferences’ there is now an option to set the tax rounding to 2 or 3

decimal places. This will allow the import of data into different accounting packages without

rounding issues, as some packages calculate tax to 2 decimal places i.e. Quickbooks & Zero

and some software to 3 decimal places i.e. MYOB. The default tax is currently calculated to 3

decimal places. On running the update_4.4 method we will set this to 3 decimal places, which

you can change as required. Note: this will only affect purchases and sales entered after the

software is upgraded to 4.4

System Administration > Pricing System

The pricing system ‘% Markup of Highest Cost’ and ‘Range Markup of Highest Cost’ have been

removed & replaced with ‘% Markup of Batch Cost’ and ‘Range Markup of Batch Cost’. This change

was made due to the unreliable data in highest cost and the more useful option of using batch cost.

System Administration > User Accounts

The ability to set an individual’s signature when emailing purchases and sales. This is a rich text field,

so you can incorporate different fonts, colours and underlining, etc.

Inventory

The main inventory form has had a redesign to tidy up the interface.

There is now a checkbox for ‘Non-Inventory’ items rather than using the category of ‘Non-

Inventory’. This will allow you to set whatever category you like for non-inventory items and is not

prone to error due to misspelling of ‘Non-Inventory’ – see screenshot.

If an item is checked as ‘Non-Inventory’, no ‘Totals’ & ‘GRN’s’ will be seen for this item. On running

the update_4.4 method we will find all inventory items where category = ‘Non-Inventory’ and check

the ‘Non-Inventory’ checkbox for you. You can then re-assign the category as required.

The 5 calculated sell prices in the ‘Pricing’ tab panel have been removed. These had to be removed

since the new pricing system of ‘Markup of Batch Cost’ makes this impossible. The calculated sell

price in ‘Sales’ will now always be calculated ‘on the fly’ according to the pricing system.

In the ‘Find’ dialog there is now a checkbox to search for ‘Kits’.

In the transactions table under the transactions tab there is now a column for the condition of the

item.

The ‘Quantity Unit’ for each part# is now a non-editable dropdown list. This should prevent

erroneous errors appearing in the list. The standard list for these quantity units can be set in System

Administration > Lists (see new features).

Companies

You can now set up to 10 branch addresses per customer and supplier (up from 5). We have

redesigned the companies form so that the details for each branch sit in its own tab panel. Each tab

panel is named by the ‘Suburb/City’ of the relevant branch – see screenshot. By moving each branch

address to its own tab panel also allows room for the new ‘Company Contacts’ feature (see new

features).

You can set how many additional branch addresses you require from the main address tab panel.

Enter the number of additional branches you require for example, if there are 6 addresses for a

supplier you would enter 5 here, since there is always a main address and 5 additional branches.

On running the update_4.4 method, we will determine how many branch addresses already entered

already & set this value for you.

You can now set a ‘Pricing system’ per customer. This will allow you to markup a job or parts on a

sale using different pricing systems without having to change the main system setting. On running

the update_4.4 method all customers will have their pricing system set as per the pricing system

default setting. The use therefore of the default pricing system in ‘System Administration’ is simply

to set the pricing system when creating a new customer.

Purchases

Changing the status of a purchase from an ‘Order’ to a ‘Bill’ is no longer a dropdown option, but a

button, which will explain the process more clearly.

Changing the currency of a purchase is now a dialog once you press the currency button. This dialog

allows you to enter the currency rate for conversion

Previously each line item of a purchase had a ‘Quantity’ and a ‘Backorder’ column. In this release,

this has been changed so that there is now an ‘Order Quantity’, a ‘Backorder Quantity’ and a

‘Received Quantity’ column in this order. The following rules apply to entering these values:

• On entering a ‘Received Quantity’ the difference between the ‘Received Quantity’ and the

‘Order Quantity’ will automatically calculate the ‘Backorder quantity’.

• You cannot receive quantities if the item is ‘Inventory’ without a batch (GRN).

• You cannot have received quantities on an ‘Order’ and ‘Save’ it as an ‘Order’. You must

change it to a ‘Bill’ or these values will be cleared.

For all your legacy purchases prior to this release that are ‘Bills’, the ‘Order quantity’ = ‘Received

quantity’.

The shipping instructions for a purchase are now available in a dropdown list from your standard

lists created in ‘Systems Administration’.

Per line item there is now a button next to the job field, which will take you directly to that job.

You can now search for a ‘Line total cost’ >, and an ‘Ex Total’ > on the ‘Find’ window – see

screenshot.

When entering a part# in a line, if that part# holds alternates, you will now get a dialog explaining

the number of alternates available and an option of opening the alternates window to display these.

Detail for the Selected Line

This section is always found in the lower left corner of purchases, sales, jobs, adjustments, parts

issue. The following changes have been made:

• The Batch (GRN) detail button has been removed and replaced with an edit icon next to the

batch # (GRN) per line item.

• The ‘Alternates’ button now shows in brackets a count of the number of alternate parts for

that part#. This enables you to easily see the count of alternates without having to open the

alternates window.

• The Batch (GRN) list button now shows a count in brackets of the number of batches (GRN’s)

holding stock for that part#. This enables you to easily see the count of batches (GRN’s)

without having to open the batch (GRN) list window.

Line Item Layout for Purchases, Sales, Adjustments, Jobs, Timesheets & Parts Issue

This layout has changed from being a list view to a table with true table navigation. True table

navigation allows you to move up and down, left to right using the arrow keys on your keyboard.

Previously you could only tab forward and back.

In Jobs, Adjustments, Parts Issue and Timesheets you can now sort the table by the column headers

e.g. sorting a large adjustment by part#. We cannot allow you to sort purchases and sales like this

since they must be sorted a certain way because of the ability to insert and move line items up and

down the list.

As the table has true table navigation note that the type-ahead lists e.g. part# can only be accessed

when you are on the field & you hit the enter key, which then opens the list.

Over the ‘Job’ column you will now get a tooltip for the job description. Over the ‘Account’ column

in purchases and sales, you will now get a tooltip for the account description.

When entering a part#, if the part# does not exist in your parts list, you will now get a dialog for

this error & when acknowledged, will clear the part# so you can key in the correct one.

Sales

Changing the status of a sale is no longer a dropdown list but a button, which will open a dialog

window explaining the options.

Changing the currency of a sale is now a dialog once you press the currency button. This dialog

allows you to enter the currency rate for conversion

The shipping instructions for a sale are now available in a dropdown list from your standard lists

created in ‘Systems Administration’.

The layout of the line items per sale will now change depending on the status of that sale.

If the status of a sale is an ‘Order’ or a ‘Parts Invoice’, the line item layout will drop the ‘Job’ and

‘Task’ columns, but include ‘Order Quantity’, ‘Backorder quantity’ and ‘Shipped quantity’ columns.

If the status of a sale is a ‘Service Invoice’, the line item layout will include the ‘Job’ and ‘Task’

columns, but drop the ‘Order quantity’ and ‘Backorder quantity’ columns.

The following rules apply to entering the values in an ‘Order or ‘Parts Invoice’:

• On entering a ‘Shipped Quantity’ the difference between the ‘Shipped Quantity’ and the

‘Order Quantity’ will automatically calculate the ‘Backorder quantity’.

• You cannot ship quantities if the item is ‘Inventory’ without a batch (GRN).

• You cannot have shipped quantities on an ‘Order’ and ‘Save’ it as an ‘Order’. You must

change it to a ‘Parts Invoice’ or these values will be cleared.

For all your legacy sales, that are ‘Parts Invoices’ the ‘Order quantity’ = ‘Shipped quantity’.

You can now search for a ‘Sell Price’ >, and an ‘Ex Total’ > on the ‘Find’ window – see screenshot.

Batches (GRN’s)

The batch window that opens from within a main form has had a minor redesign. No fields have

been changed. The functionality is the same.

Lifespan Component Store

There is now a checkbox on the far right hand side of the table for each lifespan component. This

allows you to build an assembly from within the lifespan component store using exactly the same

technique as creating an assembly from within an aircraft.

There is now an option on this form to ‘Don’t group assemblies’, therefore when you select ‘Show

all’ or you are running a ‘Find’ it will not group the assemblies together and will show all parts in the

lifespan component store. This will enable you to more easily see all items that are part of an

assembly when searching the store. You must ‘opt-in’ to this setting – the standard setting will

always be to ‘Group the assemblies’.

Templates

Within an aircraft template, the components, AD’s, SB’s & Inspections windows have had a redesign

to incorporate the linked documents panel. No changes have been made to any of the fields. The

functionality remains the same.

Aircraft

The following tables have been changed to datasets:

• Components Setup

• AD’s Setup

• Inspections Setup

• SB/SL’s Setup

• All Recurring

• All Non-Recurring

• Defects/Rectifications

Dataset tables look just like the normal tables but the advantages of datasets are:

• They are much faster to update and refresh

• Coloured highlight

• You now have a double-click event to double-click the row to open the associated window.

• Where there is a large amount of text in the line, such as defect description or rectification

description, this text will now wrap to multiple lines, whereas previously it was being cut off.

There is now a sort option per inspection to allow you to sort your inspections as required.

The setting to link an actual aircraft to a template has moved from the ‘Notes’ tab to the main form.

This should make it more obvious how to link an aircraft to a template.

There is a new field on the main form to enter the ‘Manufacturer’ of the aircraft.

The components, AD’s, SB’s, Inspections, Defects windows have been redesigned and made larger to

accommodate the ‘Service History’ and ‘Linked Documents’ into the one window. No new fields

have been added or deleted. The functionality remains the same. As this functionality is now

incorporated into a single window the icons per line to open up ‘Linked Documents’ and ‘History’

have been removed – see screenshot.

Timesheets

There is now a button next to the Job # which will take you to that job from within a timesheet

Parts Issue

There is now a button next to the Job # which will take you to that job from within a parts issue.

Log Book Entries

You can now set a print format per log book entry. When creating a new log book entry, it will take

the default value set up in System Administration. Change this as required.

A new field manufacturer has been added to the engine & propeller sections of the log book entry.

Setting this here will appear on the piston condition report.

There is a new checkbox within each log book entry to select an alternate format. This is only to be

used when creating log book entries for aircraft in foreign countries. This alternate format must be

customised through our normal processes.

Jobs

When sending parts to a service invoice, if the service invoice has a customer reference, and the job

has no client reference, we will not overwrite the customer reference in the invoice. Previously, the

client order number in the job would always overwrite the customer reference on the sales invoice.

There is now a checkbox field in a job to set as AOG. All AOG jobs that are in service can be from the

dashboard.

Certificates/Component Overhaul

You can now set one of your 10 branch addresses per certificate for the delivery note. You can set

one of the contacts for the delivery note from the list of contacts per company.

The certificates window has been redesigned making it less busy. The ‘Remarks’ and ‘Engineering’

data have been moved to their own tab panel, as has the ‘Delivery information’ – see screenshot.

If you are using the new CASA form 145 type release certificates these can be set using a preference

setting in System Administration > Preferences > ‘Alternate Release Certificate’.

Requisitions

There is now a new status of Requisition, ‘Hold’.

This new status should help alleviate the issue of having too many ‘Open’ requisitions. An example

of a ‘Hold’ status would be if the part was awaiting repair or searching for the best price might take

considerable lead time. Adjustments

The quantity in and quantity out columns have been removed from the main adjustments table.

These are not relevant anyway as really only the value in/out is important.

Schedules > Aircraft > Work Sheet

You can now search for incomplete defects as a new function. This should make it easier to find

these incomplete items and build these as tasks into the current Job #.

There is a new checkbox within each aircraft schedule to select an alternate format. This is only to be

used when creating a worksheet formatted for aircraft in foreign countries. This alternate format

must be customised through our normal processes.

Label Printing

We now natively support the following Brother label printers:

• QL-500

• QL-570

• QL-700

Previously you could use these printers but would have to rename them to ‘QL-500’ for the printer

to work. This renaming of printers could cause issues when using the label printer using terminal

server sessions.

New Features Dashboard

New to 4.4 release and the first and most obvious change is the dashboard on the home screen. The

dashboard contains numerous counts of important foundsets within the software (see screenshot).

These counts include for example:

• Reorder Items

• In Service Jobs

• Open Timesheets

• Component warnings

These counts are ‘live’ and will update every time you visit the home screen.

There is also a button next to each count which will execute the search to find these records in the

appropriate section. For example: if the dashboard count shows 24 reorder items, clicking the button

beside it will take you to the inventory section and execute the search to show these 24 items in the

parts list table.

Inventory

In the ‘Notes/Applicability’ tab panel, there is now a new table for ‘Aircraft Applicability’ of that

part#. This will allow you to set the aircraft models that that part# can be used on e.g. Bell 206, Bell

205. You can search for inventory applicability using the inventory ‘Find’ dialog. This feature should

help you identify which parts can be used for what aircraft model.

Note: The setup of these aircraft models as a standard list is done in the system administration’s new

lists feature.

Company Contacts

You can now set an unlimited number of contacts per branch address for both customers and

suppliers. You can only set one of these contacts as the default contact for the customer/supplier.

When creating a purchase or a sale, this default contact will be set as the contact for that purchase

or sale. This default contact can then be changed in each purchase or sale to any of the contacts

belonging to that company.

Setting the contact will also set the contact email and contact phone #’s.

System Administration > Lists

There is a new tab panel called ‘Lists’. In this panel there are currently 4 lists:

• Freight options – Sales

• Freight options – Purchases

• Inventory Quantity Units

• Aircraft Models

The purpose of these lists is to generate standardised lists for your dropdown options in various

parts of the software. Having standardised lists should help eliminate creating erroneous options in

lists, which were previously ‘self-building’. We will be using this panel in the future to add further

lists as requested.

Log Book Entries

Log book entries are now able to be seen as a new tab panel per aircraft. On running the update_4.4

method, all your log book entries will be converted so that they can be seen from both the

perspective of the job (as always) and also from the perspective of the aircraft. From the aircraft

perspective, the log book entries can be printed.

Aircraft - Compliance History for Lifespan Components

The compliance history is a new tab panel within the individual lifespan component window.

When a lifespan component has related AD’s, Inspections, SB/SL’s and these items are completed on

a worksheet, a record of this work will automatically be written into the compliance history table per

that lifespan component. This compliance history therefore captures details of every completed item

ever carried out & this stays with the component forever, including transfer.

Import/Export Maintenance Schedule

You can now export an entire maintenance schedule to an Excel spread sheet. You can find this

function by going into an aircraft record. In the methods menu there is an option called

‘Export_Schedule’. Since there are 6 tables of data per aircraft, the Excel file will be a single spread

sheet containing 6 worksheets. Log book entries are not a part of the export.

You can now import this Excel file into your aircraft list. You do this from the new ‘Import_Schedule’

method from the aircraft list form. This will import the entire maintenance schedule exactly as it was

exported.

This feature will enable you to easily move aircraft between maintenance organisations, and

secondly will allow the export & import of aircraft templates.

New Reports Component Report by Part #

This allows you to see every instance of a part# on your fleet currently on an aircraft or part of the

component store. If part of the component store, it will additionally show batch (GRN) information,

condition & bin location.

Aircraft Forecast (Components by Month)

This powerful new report lets you set utilisation values per month e.g. how many hours, cycles,

landings per month that an aircraft flies. You then set how many months forward you want the

forecast to run e.g. 36 months.

The report will then generate a list of all components due for retirement / OH and the month due.

The report groups these by month e.g. components due off in August 2013, September 2013, etc.

The difference between this report and the existing component forecast reports is not only that the

components will be grouped by month, but the report will generate multiple iterations if they fall

due

e.g. if a component is monitored by days and needs to be removed every 12 months, and the

forecast is set for 36 months there would be 3 iterations of this removal on the report.

The report includes budgeting cost data.