What's new in hidma

Fix (Charges & Discounts): Charges and Discounts can now be added to bills as soon as they are created without any issues.

Improvement (Users) When creating users you can now specify the default charge out rates as well as specific charge out rates immediately. Fix (Reporting) Comments or Row comments starting with a hyphen now get correctly interpreted by Excel when a .csv export is downloaded.

Feature (Projects): You can now assign an opening cost to projects. This new field allows you to quickly and easily set a project's initial cost without going through the usual process of creating a charge. The opening cost can be added at any point in the project’s lifecycle. To enable this feature, navigate to Settings -> Configuration -> Projects Settings and switch on "Optional Opening Cost on each project" under the "Other Project Settings" section. Once entered, a corresponding charge titled "Opening Cost" will be created under the project in the chosen currency. This cost will impact the project's overall cost and will appear in the Project Cost Summary on the dashboard. Improvement (Billing): The External Reference Code field is now available for bills. If you use another accounting system to issue bills to clients, this field offers a quick way to reconcile bills created in Hidma with those in your accounting system. You can edit the Bill Code when previewing or editing the bill, or directly within a bill table. To enable this feature, navigate to Settings -> Configuration -> Billing Settings and switch on "External Code" under the "Bill Details" subsection. Improvement (Timesheets): You can now display the date next to each day of the week in your timesheet headings. Simply click the icon with the three dots and select the "Show dates near days" option. You can toggle this setting on or off at any time from the same menu. Improvement (Timesheets): Using the same menu on your timesheets page, you can now toggle the Accumulated widgets at any point in time (if this has been enabled for your organisation) Improvement (Timesheets): All comments on the timesheets page, whether for rows or cells, now support entries of up to 7,000 characters. Improvement (Bill Rows): Titles and descriptions for bills and charges now support up to 7,000 characters. Improvement: If your organisation has enabled specific charge-out rates, you can now set these rates immediately when creating a Client, Job, or Project. Fix (Projects): The Client Type filter on the Projects Summary page now functions as expected. Fix (Teams): Team Managers can now view all users reporting to them when using the Card view on the Team Users Summary page. Fix (Reports): Selecting a combination of teams and users in the Reporting Filters now works correctly.

Improvement (Billing): It is now possible to add default tax rates to client profiles. To enable this feature, go to Settings -> Configuration -> Billing Settings and select the checkbox 'Clients' under the Default Tax Rates options section. Fixes (Team): The team users summary page (card version) correctly shows all team users

New Feature (Billing/ Payments) We are pleased to announce Multi-Currency Support in Hidma. This powerful new feature allows you to define different currency rates, which can then be applied to your bills and payments. To enable currencies and define new rates, navigate to: Settings -> Configuration -> Currencies. Scroll down to the "New Currency Rate" section of the page to select a currency and start adding new rates. You can also check the "Set a date for the new currency rate to be active" checkbox to assign a start date for your rate. An update log on this page will display all the currency rates set in Hidma so far. Currently, the base currency is locked to the Euro. Contact us if you would like to change your system's base currency. Once you have your additional currencies set up, you can start using them in User Rates, Charges, Discounts, Bills, and Payments. This means you can now define global or specific user rates using different currencies. In the absence of a global or specific rate for a chosen currency, Hidma will automatically convert the existing rates from the base currency using the applicable currency rate. You will also be able to create Charges or Discounts in different currencies. If these are then added to a bill with a different currency, Hidma will automatically convert their amounts within your bill. Whenever you create bills, payments, charges, discounts, or funds in a different currency, Hidma will note the applicable amount in your base currency and use these values to calculate project costs, account balances, and other related statistics. Please note that payment allocations will only be allowed using the currency assigned to the respective bills. New Feature (Timesheets) A new widget has been added to the Timesheets page that keeps you updated on your ongoing business hours. This feature will list a total amount of hours per client for the chosen time period. You can easily switch between a summary of all the hours accumulated during the current month or those accumulated the current week by clicking on the dropdown button at the top left corner of the widget. You can also expand the widget into a dialog which allows you to choose a custom date range for your business hours summary. A similar widget has also been added to the Manage Timesheets page. This version is almost identical to the one you can see you on the Your Timesheets' tab with the added benefit of aggregating data of all teams you have access to. Of course you can also use the Team filters and switch between Weekly hours, Monthly hours or a custom date range. You can enable or disable either of these widgets by navigating to Settings -> Configurations -> Timesheet Settings. Improvement (Teams) The Team Users' Summary page just received a significant overhaul. For starters, you are now able to choose between two views, the first splits and groups all users by the teams they belong to and displays a card for each user. This view also filters out inactive users by default however you can very easily switch between seeing all users, active users or inactive ones only. The second view introduced to this page shows a table which lists all users together so if you have permissions to view the users of more than one team, they will be all grouped together in this view. The table also shows some basic information like rates and comments if your user enjoys the right permissions. Improvement (Timesheets) The search bar in the Manage Timesheets page now allows you to search for timesheets using a Client or Project name on top of the existing User name / surname functionality. This means that you can easily identify which timesheets contain any hours relating to a specific client or project by simply typing their name in the search bar. Improvement (Timesheets) Managers viewing one of their team members' timesheets on mobile can now benefit from a button which condenses the functionality to Add a new row, Approve the timesheet (where applicable) or Reject the Timesheet (where applicable) Improvement (Billing) You can now further customise your bills by showing the total amount of minutes being billed in the bill footer. Head over to Settings -> Customisations -> Document Configurations to add this to your Bill Template. Improvement (Billing) Client addresses will now automatically get commas inserted into the address (unless they already have been added when saving the address) when you choose to display them on your bill. Improvement (Billing) Tax subtotals with a value of 0 are now automatically omitted from the Bill Footer. Improvement (Billing) Text fields for Bill rows have now been extended to a maximum of 1500 characters each. Improvement (Charges/ Discounts) Text fields for Discounts and charges have now been extended to a maximum of 500 characters each. Improvement (Jobs) By default, only active jobs are shown when first loading the Jobs summary page. This can be easily changed using the filters at the top of the page. Fix (Billing) An issue preventing a proper manual sorting of items in a bill has now been addressed Fix (Billing) The Date Range filter on the main Billing page will now show bills which have entries falling within that date range and not just those with a bill date which falls within the chose range. Fix (Billing) Grouped bill rows which are deleted from an existing bill return their unbilled time correctly into the unbilled jobs table in the Create/ Edit Bill page. Fix (Projects) An issue preventing some projects dashboards from loading in some circumstances has now been addressed. Fix (Projects) Project Recoverability is now calculated correctly and Target Recoverability is being saved correctly

New Feature (Timesheets/ Billing) Introducing non-billable Business time -> it is now possible to log time against a Business project and classify the hours as being non-billable. This feature means that any Business jobs which are used to accumulate billable hours can now be utilised more flexibly. This feature is disabled by default but can be easily switched on by going to Settings->Configuration->Timesheet Settings->Show Non-Billable business hours option Once this has been enabled, you will notice that you will now have the option of inputting both Billable and Non-billable hours when adding a new business row in your timesheet. A non-billable icon (1) will always show up in your timesheet entries (both mobile and desktop) when an entry contains some non-billable hours. In order to keep the experience as streamlined as possible, it will also be very easy to switch from billable to non-billable hours when viewing your desktop timesheet. When you click into a timesheet entry of type Business , a small button (2) will appear on top of the entry which will indicate whether the hours shown are billable or non-billable and it will also allow you to easily switch between either of these options. By default, any hours which are marked as non-billable will not be shown as pending billables in the Billing pages. However when billing for a project which has both billable and non-billable hours, you will be able to show hours which are marked as non-billable and you will also be able to change these to billable hours. It will also be possible to change billable hours to non-billable hours from this page using the Mark as non-billable hours button. Finally, it goes without saying that non-billable hours will be marked as being non-billable in all reports as well. We've prepared a short instructional clip which walks you through this new feature. New Feature (Clients, Jobs, Projects, Users) As (I hope) you are already aware, Hidma allows you to customise the profiles of Client, Job, Project or User accounts. As a super user, you are allowed to change the look and feel of these profiles as well as any of the fields which are provided out of the box. Apart from this you are also empowered to create as many custom fields along with a whole host of different options for each of these profiles. In Release 1.18.0, we are extending this functionality with a new type of custom field called Multiple Selection (Saved Data). This powerful new feature allows you to enrich your profiles with new dropdown fields which contain values which have been saved in your hidma database. For example, you can create a new field in the Project Profile called Project Manager and choose a type of Multiple Selection (Saved Data) followed by the Option All Users in the Dropdown Options setting. This will allow you to select a user from your existing list of users to act as a Project Manager per project. You will also be allowed to switch this field to allow for multiple selections, so it is very easy to change this field to Project Managers where multiple users are being selected to perform this role. As with any other custom fields, the remaining options such as indexing are also available. For the time being, the following Saved Data options are being offered: All Clients All active users All users While we expect to continuously expand on this list, feel free to suggest or drop us a line if you have any saved data type you would like to leverage this feature with! This short recording we have prepared gives a good overview of how you can go about using this new and exciting feature. New Feature (Clients, Jobs, Projects, Users) Apart from adding the powerful Saved Data Options type for Custom Field creation, this release also introduces the possibility of creating Date Fields within your Client, Job, Project or User profiles. Improvement (Timesheets) Team Managers, take note! You can now approve or reject another's user timesheet whilst viewing or editing his/ her timesheet. When viewing a timesheet of a user within your team you will now notice the Actions button which will enable this more convenient way of approving or reverting timesheets. Improvement (Timesheets) You should now notice that whilst editing your timesheet in desktop mode, a new icon will appear next to timesheet entries which provides you with a nifty shortcut for adding or editing the comment associated with that entry. That's one click (+ additonal scrolling) less than what you would need to do prior to this enhancement. If you enable non-billable hours, you will notice that this icon will not be shown next to Business entries in your timesheet. The shortcut however is still available by clicking the button on top of your timesheet entry and selecting add/ edit comment. New Feature (Clients) You may now notice that just like Project Profiles, Client Profiles are now equipped with a field called Status instead of the previous Active field. These states (for both Projects and Clients) are entirely configurable however they are only configurable from our system's backend. So if you want to make any changes to these states, please reach out to us and we will adjust them according to your needs. Improvement (Clients) When adding addresses to clients' profiles, you will now be expected to select one of them as the primary address. This ties in with the next enhancement listed below -> showing the client's address on a bill. Improvement (Billing) It is now possible to show a client's address in bills or RFPs. This feature can be switched on by changing your document templates by navigating to Settings->Customisations Fix (Jobs) When creating a new job and adding specific user rates, the job will now be created correctly with the correct specific rates Fix (Projects) The Select All checkbox in the Projects' summary page now works as it should

Improvement (Document Templates): Billing Templates have now evolved into Document Templates. This change in name brings with it an additional layer of flexibility, firstly, it is now possible for super users to create and customize new templates for any supported hidma documents. Although it is possible to create an infinite amount of templates for the same document, only one template can be set as the default template for that document. It is however possible to also define and customise different templates for different organisations. Each organisation can only be assigned one template per document type though, so if your Organisation ABC Corporate Services Plc already has a Bill template assigned to it, then if you create a new Bill template and assign it to ABC Corporate Services Plc, this new template will override the previously defined Bill Template for this organisation. This new feature enables a similar configuration of other document templates such as Receipts and Client Statements which are being rolled out in this release. It also enhances the existing Bill Template with a few additional customisations which can be added, namely: i) Invoice Date Range (applicable period) - this is calculated automatically based on the work added to a blll ii) Company Name - in case you want to add your own company name iii) Company Number - in case you want to add your company registration number iv) Swift Code can be added to your bank details v) Mobile Payment details can also be added to your payment details vi) Document Title, this can be 'Bill', 'Invoice' or whatever title you would like to add to your bills vii) Two distinct and separate footer messages. These can be used to add notes relating to applicable tax rates or credit terms or simply to thank your customer The Document Templates summary page allows you to easily create a new template, duplicate an existing template or even copy parts of a template to another template Improvement (Billing): This release also introduces a number of improvements to Bill generation and Bill settings. If you head over to Settings -> Configuration -> Billing Settings, you will notice two new subsections in the Settings page, Request for Payment and Bill Details. The Request for Payment feature enables the creation of Request for Payments instead of Bills, this feature will change most references and labels of Bills and it will also enable some of the settings which fall under the Bill Details section. The time breakdown setting refers to whether items which are added to a bill in the billing page are aggregated based on job type or whether they should be split into a day by day account of all relevant timesheet hours. This setting is ideal for providing a highly itemised bill which lists a detailed account all of work being billed. This selection can be further supplemented by selecting any of the available options in the Bill Details subsection. When enabling User full Name and Date, these details will be added to every bill row which is added to the bill. The same applies for minutes. If the Comments option is selected, any comments input by the user in his or her timesheet will automatically be added to the respective bill row being created. The Billing Settings page now also contains a new sub-section called Document Numbering. This section allows you to define a numbering strategy for each document type. This kind of configuration will be available per organisation. The default setting for each document numbering scheme is based on a prefix made up of the Client Code or Name of the client in question, followed by the last two numbers of the year and sequential number attached to it. However you can also easily define a custom setup where you get to choose the Prefix, Suffix (if needed) and number of additional 0s to add to your sequence. Bills which are still in draft state will not have a Bill Code assigned to them anymore. A bill code will however be assigned when a bill is generated. New Feature (Payments): The new Payments feature perfectly compliments the existing Billing functionality as it allows Hidma to build a complete picture of a client's activity. To get started with Payments, you will first have to enable them by navigating to Settings -> Configuration- > Payments Settings and switching this feature on. This will now display the Payments item in the Navigation menu. Once you land on the Payments Page, you will have two options for creating new Payment: Add Payment or Quick Payment. The quick payment is the fastest way for registering a payment which covers one bill in its entirety. This will create a new row in the table which you can edit and use to log a new payment in a very easy and efficient way. The Add Payment function on the other hand will give you a number of other options, firstly, one needs to choose between a "Funds" payment or an actual "Allocation". In Hidma, Funds refer to a balance on a client's account. So if we choose to add funds, we will be adding a balance to a client's account. Allocations refer to payments or funds which are allocated against bills. When adding Funds, we are given the option of choosing a client or a client group to assign these funds to. Funds which are assigned to a client group will be available for use by any of the clients within that client group. Keep in mind that if your hidma account has multiple organisations configured, then clients or client groups will have a balance for every organisation which is created. In the event that you have multiple organisations configured in Hidma, you are also given the option of adding funds to more than one organisation each time you choose to add funds. When allocating a payment, you will first need to define the source of this payment - is the money coming from a new payment, the client's existing balance(s) or a combination of both? If you choose a single payment source, then you will be allowed to allocate a payment to multiple bills at one go. If on the other hand you choose to combine payment sources, then you will only be allowed to allocate a payment to one bill at a time. Once you have filled in the payment amount(s), you will then be asked choose between a Full Payments or a Partial Payment. If you choose the Full Payment type, then you will be allowed to allocate your payment to multiple bills at the same time. The Partial Payment option will however restrict you to only one bill per payment. When allocating a partial payment, you will be able to select different items within the selected bill against which to allocate your payment. When assigning a partial payment you can only allocate payments to specific items in the bill if the value of the bill is smaller or equal to the payment amount available, i.e. bill items have to be fully allocated. Each bill allocation will generate a receipt for you however this option can be disabled in the last step of the Payment creation process. You will be able to view these receipts either by viewing the Bill in question or else going to the Bills page and scrolling to the bottom of the page. Any utilised funds in the new payment will be added to the client's balance. Hidma will allow you to delete allocations, funds and payments, however you will not be allowed to delete funds which have been utilised in other payments. Bills which have been paid will automatically have their status changed to Partially Settled or Settled and they will become locked. New Feature (Client History): If you have enabled Payments, you will also be able to see a new widget on every Client Dashboard. This widget will display the available client balances and will allow you to easily allocate funds. If you wish to issue a Client Account Statement which would display the entire's customer history and balances, you will be able to do so by clicking on the context menu and selecting Issue a Statement. You can choose to restrict the Account Statement by a specific organisation (if you have more than organisation) as well as a specific date range. If you don't specify any of these values then the report will be generated for all time and all organisations.