Release Notes

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Version 4.3


Publication Date: 2019-11-04

  1. Features / Enhancements
  2. The below indicates a high level list of new features/enhancements that have been made to Varibill.

    • Source Collector Exclusion


Version 4.2


Publication Date: 2019-10-18

  1. Features / Enhancements
  2. The below indicates a high level list of new features/enhancements that have been made to Varibill.

    • Invoice Date Configuration


Version 4.1


Publication Date: 21-08-2019

  1. Features / Enhancements
  2. The below indicates a high level list of new features/enhancements that have been made to Varibill.

    • Contract Services for products with a billing principle 'Discrete' is allowed.

  3. Fixed Issues
  4. The below list indicates a high level list of issues that have been fixed.

    • Forgot Password: Users will now be able to perform a forgot password.
    • Data Import: Users will now be able to perform a data import.
    • Create Product: Users will be able to create products prior to setting up the Accounting System.
    • Billed Cycle Export: Users will now be able to export billed cycles.
    • Create Client: Users will be able to switch between individual clients and business clients.
    • Billing validation - Client Identifier Resolution: Users will be able to link records with special characters to contracts.
    • Source Collector Posting: Varibill will strip all leading and trailing white space characters.
    • Contracts: The invoice drop down is no longer limited to 20.
    • Billing Data Import: Users will again be able to import files for billing. The feature has been limited to one file per import.


Version 4.0


Publication Date: 06-08-2019

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been made to Varibill.

    • General
      • The code column has been added as a column on all applicable grids.
      • The menu options have been rearranged to match the user path of the interface.
    • Roles and Permissions
      • Additional permissions have been added:
        • Download Invoice
        • Manually Close Invoices
        • Reinstate Invoices
        • Export Billed Cycles
        • Menu Credit Notes
        • View Credit Notes
        • Download Credit Notes
        • Email Credit Notes
        • Export Credit Notes
        • Post Credit Notes
        • Re-open Failed Credit Notes
    • Clients
      • Both individual and business contacts are now able to add multiple finance contacts. This will enable you to send invoices to multiple finance contact persons.
    • Products
      • Users are now able to specify whether products should be prorated or not.
      • Users will be able to setup a product to allow In Advance billing BETA
    • Contract Services
      • Multiple Contract Service Items can be added per Contract Service.
      • Contract Services have been limited to products with a billing principal of average, discrete or maximum.
      • Users can specify a description per Contract Service Item which can be displayed on the invoice, or not.
      • Users can setup recurring or once off Contract Service Items.
      • The pricelist has been added to the Contract drop down of the create / edit Contract Service screen.
      • The invoice group has been added to the Contract drop down of the create / edit Contract Service screen.
    • Contract Prices
      • The pricelist has been added to the Contract drop down of the create / edit Contract Service screen.
      • The invoice group has been added to the Contract drop down of the create / edit Contract Service screen.
    • Accounting and Billing
      • The menu option “Accounting System” has been updated to “Accounting and Billing”.
      • Sage 300 (Accpac) 2016 is no longer supported by Sage and have been removed from the list of accounting systems with which Varibill integrates.
    • Invoice Template
      • The menu item “Invoice Template” has been renamed to “Document template” to accommodate for the addition of credit notes.
    • Tax and Rounding
      • The rounding options ‘none’ has been added to allow decimals to be truncated after the decimal value.
      • Up to 6 decimal places are now allowed.
    • In Advance Billing BETA
      • Users with administrator rights will now be able to allow in advance billing for their Varibill account.
      • Once ‘allow in advance billing’ has been enabled for the Varibill account, will users be able to allow in advance billing for specific products.
      • Once a product is set up to allow in advance billing, users will be able to create in advance contract service item(s). This will bill for the specified quantities in advance. In addition to this, users will be able to indicate whether under-usage should be credited, over-usage should be billed in addition to the in advance portion or do none of the above. The credited portion will automatically generate a credit note linked to the invoice on which the in advance portion was invoiced. The over usage will be billed based on in arrears usage for the product, or related products (identified by product groupings).
    • Billing Validation
      • A new billing error has been added for contract services that exist for products with a billing principal of cumulative or delta.
    • System filled data will now be created for each required day and not only for billing cycle start and end dates.
    • Invoices
      • Users will now be able to email invoices with any invoice status and not just Closed invoices.
      • A usage report has been added per invoice which contains all transactions that made up the invoice line items.
      • Debtors who receive an exceptionally large invoice will not be able to view the invoice online, but rather download a usage report.
      • Users will now be able to manually close open invoices to prevent invoices to be posted to the accounting system. A new permission has been added to enable users to do this. Your Super User would need to provision applicable users with the permission by navigating to Admin, Manage Roles and adding the permission ‘manually close invoices’ to the applicable roles.
      • Users will be able to reinstate open credit notes. A new permission has been added to enable users to do this. Your Super User would need to provision applicable users with the permission by navigating to Admin, Manage Roles and adding the permission ‘reinstate credited invoices’ to the applicable roles.
      • User will be able to rebill credited invoices. This will set all billed data to pending allowing you to generate a new invoice for the billing data. A new permission has been added to enable users to do this. Your Super User would need to provision applicable users with the permission by navigating to Admin, Manage Roles and adding the permission ‘rebill credited invoices’ to the applicable roles.
      • Users are now able to download invoice PDFs in bulk.
      • Processing date has been added to indicate when the invoice was generated.
      • Last Email Date has been added to indicate when the invoice was last emailed.
      • A “Pro-Forma” watermark has been added to all open or failed invoices.
    • Credit Notes
      • Credit notes will be issued for closed invoices being reversed on Varibill.
      • These credit notes will be posted to the accounting system.
    • Accounting Connector
      • The accounting connector has been updated to allow a specific cycle to be posted.
      • The accounting connector has been updated to post credit notes.
      • The Pastel Partner SDK version 14 is no longer supported by the vendor.
      • More detailed feedback will be logged, depending on the accounting system API.
  3. Fixed Issues
  4. The below list indicates a high level list of issues that have been fixed.

    • View Online will now be available during Maintenance periods.

  5. Known Issues
  6. The following known issues will be addressed in releases to follow.

    Issue Comments
    In Advance Billing This functionality is still in BETA phase. Please contact [Support] should you notice anything erroneous. We strongly advise that all in-advance billing and over-billing / credit notes related to in-advance billing be carefully inspected for correctness.
    Credit Notes Credit Notes issued for invoices processed earlier than 07/02/2018 will differ in value on some line items as the method of processing that is currently used differs from the method that was used for invoices prior to this date.

Version 3.3


Publication Date: 2018-04-20

  1. Features / Enhancements
  2. The below indicates a high level list of new features/enhancements that have been made to Varibill.

    • Product Groupings.


Version 3.2


Publication Date: 2018-02-15

  1. Features / Enhancements
  2. The below indicates a high level list of new features/enhancements that have been made to Varibill.

    • Performance enhancements on billing validation and processing.

  3. Fixed Issues
  4. The below list indicates a high level list of issues that have been fixed.

    • Invoice line item calculations have been amended to convert the 5 decimal quantities collected as well as 5 decimal selling prices collected to 2 decimal values prior to calculating the line item total. This ensures that Varibill and the accounting systems match more closely in the result calculated and therefor reports a lower rounding difference as opposed to the rounding difference reported when using 5 decimals in its calculation.


Version 3.1.2


Publication Date: 2018-02-07

  1. Features / Enhancements
  2. The below indicates a high level list of new features/enhancements that have been made to Varibill.

    • Accounting system integration
      • Sage One
      • Sage 300 2017
      • Sage 300 2018
    • Integration with third party software/hardware:
      • Allowance of 5 decimals on billing records collected.
      • Allowance of 5 decimals on selling prices collected.

  3. Known Issues
  4. The following known issues will be addressed in releases to follow.

    Issue Comments
    Accounting System Rounding Differences Due to the allowance of 5 decimals from third parties for both quantities on billing records and selling prices, there is a larger rounding difference between Varibill and the accounting systems with which it integrates. This will be addressed as a matter of priority in the coming release.

Version 3.1


Publication Date: 2017-11-14

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • “Pro-Forma” watermark for invoices not successfully or not yet posted to the accounting system.
    • Landscape invoice template which shows tax, excluding tax and including tax per line item.
    • Tax and Rounding setup which is used during invoice processing to more closely align calculations with the accounting system and allows administrators to show rounding differences on invoices.
    • Accounting System configuration on Varibill which automatically pulls through to the Accounting Connector.
    • Self-help download, install and upgrade of the Accounting Connector.
    • Conversion rule configurator that allows you to set up your own conversion rules along with a multitude of new pre-loaded conversion rules.
    • Billed cycle selection prior to posting invoices to the accounting system.
    • Reports have been updated with additional fields, including the rename of some fields.

Version 3


Publication Date: 2017-06-06

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • Reports

Version 2.6


Publication Date: 2017-04-28

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • The support widget has been optimised on the application, which enables you to:
      • Log tickets and
      • Search for articles from the application while you are busy working on Varibill.
    • Billing Data Maintenance
      • View the invoice on which a billed record is included.
    • All screens
      • The actions column can be removed, but will be available in the column selector.
      • Greyed out field values have been amended to ensure users cannot change the values thereof.
      • Users are able to reperform a search based on an existing keyword captured.
    • Billing validation
      • Billing validation has been optimised to exclude errors and warnings for non-billable data.
      • Billing validation has been optimised to warn users of contract services that are still active where the contract has been ended.
    • Products / Prices
      • The billing data type field has been moved to the product to which it relates. A unit type field will be included on price screens in a future release to allow users to select the unit type of the price indicated.
    • Contract price increases
      • Contract price increases will now automatically end previous active contract prices to ensure only one active contract price exist for the product and contract for which it was created.
    • Invoices
      • The email address and web address URL display has been amended to allow for more characters.
      • The reversal of invoices has been optimised.
      • Date display of cumulative products on invoices have been fixed to display for the full cycle.
    • Contracts
      • Users are now able to search based on document IDs.
      • Scroll functionality in the payment terms field has been disabled.
    • Email activity log
      • A grouping count has been added when groupings are applied.
    • Clients
      • VAT registration number and Company registration number validation has been removed as this is purely used for display purposes on the invoice. It remains the Varibill customers’ responsibility to ensure the details of their clients are correct.
    • Source Collectors
      • The notification informing the sender of an invalid Key and / or IP and / or name has been optimised.
    • Billing Data Import
      • The results have been optimised to indicate duplicate records uploaded.
    • Minor Enhancements
    • Performance Enhancements

  3. Known Issues
  4. The following known issues will be addressed in releases to follow.

    Issue Comments
    Tenant Details Service IP validation does not work. One IP address can be added at a time.
    All screens The selection of items in the drop down does not intermittently allow the user to do so. Refresh the screen to retry.
    Billing Validation Some of the resolutions does not filter based on the context of the error.

    Validation intermittently does not complete for multiple cycles. Revalidate to validate all cycles.

    Multiple entries are inserted in the system messages grid for one cycle. Revalidate to validate all cycles.

    Billing Data Maintenance Data displayed intermittently displayed for the last 30 days and not related to the date range selected. Refresh the screen to redo your search.
    Clients Multiple group fields added when selecting to process invoices per defined group or with defined groups. Ensure the groups captured are saved.


Version 2.5


Publication Date: 2017-03-20

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

  3. Fixed Issues
  4. The below table indicates a high-level list of fixed issues.

    • Clients
      • Individual client account number validation resolved
      • Individual client email address validation resolved
      • individual VAT number validation resolved
    • Freeze of the header row on grids has been removed
    • Billing validation
      • Errors relating to non-billable billing records have been optimised
      • Product moved to another Product Master - billing records now linked correctly
      • All open billing cycles are being validated
    • Entity code errors resolved
    • Selection of billing cycles in report list resolved
    • Invoice line item date display for cumulative products resolved

  5. Known Issues
  6. The following known issues will be addressed in releases to follow.

    Issue Comments
    Tenant Details Service IP validation does not work
    Billing Validation Warnings to be optimised

    Non-billable errors to be optimised

    Resolution links, to view data, to be optimised

    Filter row options not working

    Contracts Document ID search to be optimised
    Invoices View Online "Call-back Error" to be investigated


Version 2.4


Publication Date: 2016-12-09

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • Email Activity Log (Email Activity Log)
    • Source Collector Failure Notifications (Source Collectors)
    • Billing Types (Products)
      • Discrete
      • Delta
    • Unbillable Client Identifiers (Client Identifiers)
    • Freeze of header rows on all grids
    • Entity codes added to each capture form to enable the unique identification of each entity
    • Billing Data Maintenance search display upgraded.
    • Clients
      • Invoice grouping example link added.
    • Reports
      • Sales extract selection only includes cycles with invoices.
    • Invoices
      • Invoice Date and Invoice due date swopped on the invoice template.
      • Reverse invoices now includes a count of total invoices selected to be reversed.
      • Additional spacing included when groupings displayed on invoices.
      • Invoice description character limitation has been increased.
      • Cumulative price increases have been implemented.
      • Rounding difference moved to including VAT field on invoices to ensure VAT can still calculate to 14%.
    • Contract service billing records will now be created according to contract service dates and will not incorporate contract dates.
    • Contract price screen now includes contract start and end dates.
    • Contract service screen now includes contract start and end dates.
    • Billing Validation
      • Error selection to remove an error to keep track of fixed errors.
    • Grid Search Panel is locked down until the grid has finished loading.

  3. Fixed Issues
  4. The below table indicates a high-level list of fixed issues.

    • Email Invoices
      • Email address validation
    • Client identifiers
      • Contract search drop down timer removed.
      • Contract not selectable in drop down has been resolved.
    • Timeout on reverse of invoices.
    • Contract Prices
      • No products created for product master will now only appear when the error is true.
    • Billing Validation
      • Client identifier error will no longer falsely appear when the client identifier is linked to an active contract and an inactive contract.
      • Timeout on relink of unlinked data.
      • System notification grid has been excluded from the search results.
    • Billing Data import
      • Object reference due to missing trailers.
      • Timeout on billing data import.
    • Source Collector active setting is now validated.

  5. Known Issues
  6. The following known issues will be addressed in releases to follow.

    Issue Comments
    Select across pages Select across pages, or when a new search is performed does not clear previously selected records. Ensure the count of records being deleted is accurate.
    Unauthorised page when reversing Invoices Ensure the selected invoices has reversed successfully.
    Individual Client VAT number validation This validation currently fails and will be attended in future releases.


Version 2.3


Publication Date: 2016-10-25

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • Sales Extract
    • Source Collector Activity log

  3. Fixed Issues
  4. The below table indicates a high-level list of fixed issues.

    • Billing Data Maintenance searchable columns now include Batch ID.
    • Reverse invoice Time-out has been resolved.
    • Invoice grid now incorporates rounding differences returned from the accounting system in the Invoice Total column.
    • Searching for specific values in the contract drop down of client identifiers form does not return valid matching records.
    • IP addresses with slash value will now be saved the first time it is captured.
    • Intermittent resource lock when Source Collectors run has been resolved.
    • Billing Validation
      • Product Master does not match will only appear if the contract is active.
      • The extract of billing errors and warnings has been resolved.

  5. Known Issues
  6. The following known issues will be addressed in releases to follow.

    Issue Comments
    Source Collectors Active setting not validated when posting to the Source Collector API.

    Atomic rule validated when posting to the Source Collector API.


Version 2.2


Publication Date: 2016-09-29

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • Accounting System Rounding
      • Should there be a difference between the accounting system's VAT calculation and Varibill's VAT calculation due to the number of decimals on which this calculation is done. The difference will be returned to Varibill to ensure the invoice totals match between the accounting system and Varibill.
    • Clients
      • Compulsory fields of contact persons and finance contacts have been amended to allow for easier data take-on.
    • Billing Validation
      • The client identifier error has been split into multiple other notifications for easier resolution.
      • New warning added for duplicate records with varying quantities.

  3. Fixed Issues
  4. The below table indicates a high-level list of fixed issues.

    • Billing data maintenance Search
      • Clearing the search panel of previously searched phrases has been fixed.
      • The search did not return the correct results when searching according to certain phrases.
      • Search controls that previously did not function correctly has been resolved.
    • Invoice Template
      • The HTTP 500 page appeared when loading the logo.
    • Billing Data Import
      • The screen now displays import results.
    • Products
      • Creating a new product and not being able to create a corresponding price has been resolved.
    • Billing Processing
      • The R0 invoices has been resolved.
      • Billed cycles closed will be removed from the system message grid.


Version 2.1


Publication Date: 2016-08-15

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • Billing mode implemented to lock down create / edit of entities during billing processing.
    • Billing Cycles have been introduced to allow multiple cycles to which clients can be allocated.
    • Invoice Groupings have been introduced to allow various settings for invoice processing.
    • Billing Validation:
      • Calendar selection removed for usability.
      • Validation system messages enhanced.
      • Validation for multiple billing cycles introduced.
    • Billing Processing:
      • Billing processing split to own screen to allow validation to occur separate from billing processing.
      • Billing run history displayed.
    • Search Enhancements have been made on all grids.
    • Invoice Template preview has been implemented.
    • Invoice template defaults have been implemented.
    • Invoice template logo and icon upload improved.
    • Warning users navigating away from a page where fields were edited or new data captured, but not yet saved.
    • Invoice PDF download naming convention changes.
    • Invoice Reverse enabled for multiple and single invoices.
    • Invoice open of closed invoices enabled.
    • Column options in drop downs revised.
    • Drop down selected value display improved.
    • Multi-column sort enabled.
    • Selling prices, cost prices and contract prices can now be set to start on any day of the month.
    • Contract price end dates can be specified.
    • Progress displayed during validation.
    • Progress displayed during billing processing.
    • Progress displayed during email of invoices.
    • Pastel Evolution integration
    • Additional/Enhanced validation errors / warnings:
      • No billing cycle is created.
      • A client is not linked to a billing cycle.
      • A contract price does not exist for the complete effective period of a fixed term contract and billing cycle.
      • A selling price or contract price does not exist for the complete effective period of a standard term contract and billing cycle.
      • A client has no invoice groupings.
      • A client has an invoice grouping with defined groups, but a contract is not linked to a defined group.

  3. Fixed Issues
  4. The below table indicates a high-level list of fixed issues.

    • Template details – character limitation on URL’s has been increased and the invoice template updated to cater for this.
    • Data maintenance – billing data not displayed for contracts ended has been sorted.
    • Data maintenance - blank billing records displayed has been sorted.
    • Billing Data Maintenance Date Filter - displaying records not applicable to the period selected.
    • Billing Data Maintenance Search criteria captured does not clear / reverts to a previous phrase searched.
    • Create contract price through a resolution on billing validation cannot be saved.
    • Billing Data Maintenance Delete confirmation popup doesn't load.
    • Features not updated automatically, unless selecting CTRL + F5
    • Misfire on validation issue fixed.
    • Emailing of multiple invoices to one contact batches all invoices in one email and sending the balance of the emails with no invoices attached. This will no longer occur. An email will be sent per invoice.
    • Source Collector IP’s limitation removed.
    • Source Collector IP validation rectified.
    • Source Collector IP address display issue fixed.
    • Billing data import date issues fixed.
    • Duplicate roles removed.
    • Increase screens not loading the correct data.
    • billing data import date format issues resolved.

  5. Known Issues
  6. The following known issues will be addressed in releases to follow.

    Issue Comments
    Missed billing/Invoices not processed Please always ensure all data in the billing cycle is marked as "Billed" and no unlinked / linked "Pending" records remain for the billing cycle processed. This can be done through the Billing data maintenance screen. Please also always confirm that the Billing Cycle has "Closed" and did not remain "Open" on the Billing Cycle screen.
    Pastel Partner Integration: failure of client account codes even if the code exists in the books being posted to. This is a Pastel Partner issue and we are busy resolving the issue with Pastel. A known issue has been identified that if any user is logged into Pastel Partner, this issue occurs. Ensure all users are logged out when running the Accounting Connector.
    Pastel Partner Integration: Posting to a main ledger instead of a sub ledger where the main ledger has sub ledgers. Pastel Partner does not prevent this and posts invoices as R0.00 invoices when this problem occurs. We are busy resolving the issue with Pastel. Always ensure that sub ledger accounts are used on the products screen where sub ledgers exist and that main ledgers are only used where no sub ledgers exist for the main ledger.
    Grouping Count not accurate Expand groupings to see actual totals.
    Selling Prices with billing data type “Minutes” does not calculate correctly. The calculation for billing data type “Seconds” and “Minutes” works the same and will be sorted in future releases. Ensure the price captured is for “Minutes” and data received is for “Seconds” as calculations will be done from “Seconds” to “Minutes”.
    Billing data maintenance speed. This will be addressed in future releases.
    Validation speed. This will be addressed in future releases.
    Pastel Partner Integration: The Accounting connector does not automatically update when a new financial year is opened in the books. This can be manually updated in the configuration file of the Accounting Connector by changing the path of Pastel Partner to the new financial year.
    Page Not Found on Billing Validation. This is due to the user’s browser session expiring. A time-out feature will be implemented in future releases.
    “View online” not accessible from older versions of browsers. Advise clients to open the online view of invoices with updated browsers.
    Export of validation errors / warnings is not functioning as expected. This will be addressed in future releases.

  7. General
    • The “In advanced” billing principle has been removed from product masters until further notice.
    • Export selected / All have been removed. This will be addressed in future releases to queue exports.

Version 2.0


Publication Date: 2016-04-20

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • User Experience Enhancements
    • User guide
    • Revised grid sort order
    • Source Collector IP validation
    • Save disabled on error / warning


Version 1.2


Publication Date: 2016-03-04

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • User Experience Enhancements
    • Billing error resolution
    • Source Collector administration
    • Invoice template management
    • Email template management
    • Left navigation scroll
    • Batch invoice imports into Pastel Partner
    • Invoice description
    • Invoice Varibill strapline
    • My account
    • Change password
    • Unauthorised access popups
    • Revised grid columns
    • Revised drop down columns and selected value display
    • Re-open failed invoices


Version 1.1


Publication Date: 2016-01-29

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • Performance enhancements
    • User Experience Enhancements
    • New look and feel
    • Multiple Tenants
    • Pricelists
    • Billing data maintenance
    • Reverse Invoices
    • Preview Invoices
    • Source Collector API
    • Tenant detail management
    • Search enhanced
    • What's next popups
    • Add entity from capture form ("+" (add) popups)
    • Column selector
    • Grouping enabled on grids
    • Data import template
    • Upload multiple billing data files
    • Multiple delete
    • Multiple select and actions


Version 1.0


Publication Date: 2014-07-01

  1. Features / Enhancements
  2. The below indicates a high-level list of new features/enhancements that have been added to Varibill.

    • Import billing data through single file imports.
    • Generate invoices
    • Pastel Partner Integration
    • Product catalogue management
    • Client database management
    • Contract management