The latest update release of PLANERGY went live over the weekend of the 20^th/21^st of June. See below the updates made in the latest release.

What’s New

This release includes updates to some of our existing integrations. But the headline news is our entirely new module to help automate the accounts payable process. Our developers have been working very hard on this and we think you will love it. It will help cut down invoice processing time, automate invoice document management, and make life easier for the accounts payable team. 

For all our existing customers we are offering this new module, our AP Automation Software, free of charge for a year. If you would like to start testing with the module let us know at [email protected] and you can see the benefits for yourself for a full year with no commitment to use it after that. 

New AP Automation Module

We have added a new module that ties into the existing accounts payable workflow in PLANERGY. The standard 2 or 3 way matching process will work in the same way as before with all the checks in place to ensure only correct invoices are paid. But now you will be able to process invoices at lightning speed powered by a heady cocktail of OCR and AI.

Here’s how it works:

1. Supplier Invoices Received At A Dedicated Email Address

Your suppliers can send their invoices to a dedicated email address where they will be automatically reviewed for import into PLANERGY.

2. Invoices Processed With A Mix of OCR, Machine Learning, and AI

The emails and any attached documents will be scanned and automatically matched against a relevant PO in your PLANERGY account ready for you to review. You will need to make sure your suppliers are referencing the PO number on the invoice or in the email to ensure they can be matched.

3. Automated Invoice Document Management

A new ‘Invoice Documents’ section will be available in the Accounts Payable section of your PLANERGY account storing all of your invoices ready to be matched, authorised, and processed for payment in your accounting software or ERP.

4. Match Invoices Against The PO Line Items

Select the outstanding items from the PO to match against the invoice. You will be able to match with the invoice and invoice form side by side in PLANERGY giving you all the information you need.

5. Authorize Invoices And Send For Payment

The standard authorization process to sign off on the invoices can be followed before sending them through to your accounting software or ERP for payment. No double entry, no wasted time, and no incorrect payments!

Xero Multi-Company and Custom Tracking Categories

PLANERGY’s existing Xero integration received some great updates in our previous release. We thought why stop there? With this release the integration is more powerful and flexible to cover your integration requirements. There has never been a better time to integrate PLANERGY with Xero.

1. Multi-Company Xero Accounts

A single multi-company account of PLANERGY can now be integrated with a multi-company account of Xero. No matter what size of an organization you are running with Xero PLANERGY can cover your Procure-to-Pay needs.

2. Xero Custom Tracking Categories

It is now possible to link Departments and Cost Codes in PLANERGY to Xero’s 2 Custom Tracking Categories. This allows you to align the two systems more fully and track expenditure right from the initial purchase request.

Budget, Set Approval Workflows, and Permissions in PLANERGY based on one of your Custom Tracking Categories for more control over your spend.

Invoices exported from PLANERGY will be assigned to the relevant Custom Tracking Categories giving you the ability to report from either system accurately.

3. Filter By Import Status

Data in the Control Panel can now be filtered by the import status to make it easier to identify what data was imported from Xero and what data was manually created in PLANERGY.

Line Item Custom Field Width

Custom fields have been available in PLANERGY for some time. We have received feedback from some of our customers using these that they would like to be able to decide how much horizontal space each field takes up to ensure fields with longer information have enough space to be visible clearly.

Thank you all for the feedback, it is now possible to set a custom width setting based on the percentage of the horizontal screen space it will take up. The default will be 25% but you can tweak this for every custom field you add to the line item level of the PO or the Invoice.

Other Improvements

• Import Status Filter: The import status filter for the Xero integration mentioned above is also available for our Twinfield and QuickBooks Online integrations too.
• Twinfield Integration Update: Documents managed through our AP Automation module can have a link to the document posted through to a Twinfield custom field making the document available directly from Twinfield.
• QuickBooks Desktop Integration Update: There is a new option to add the PO number as a prefix to any invoice line item linked to the PO. The format for the item names in QuickBooks when using this option will be ‘PO Number – Item Name’

Small fixes: Improved text wrapping for PO custom fields, Item import from file in the Control Panel has been updated to handle various special characters that were causing a problem, Sage 50 and Sage 200 integration bug affecting exports some clients has been fixed, updated and improved error messages in some areas of the system.

The latest update release of PLANERGY went live over the weekend of the 16^th/17^th of May. See below the updates made in the latest release.

What’s New

This update release has focused largely on improvements to three of our existing integrations – Xero, QuickBooks Desktop, and Twinfield. If you are using other integrations and would like to see improvements for your integration option let us know through the support system how you think it can be improved.

New and Improved Xero Integration

PLANERGY’s existing Xero integration using their API has been greatly improved after Xero updated their available options for integration. This update allows for better security (using OAuth 2.0) and improved functionality for the integration. Managing procurement for Xero account owners has never been better!

Here are some of the key improvements:

1. Scheduled imports of data from Xero

Syncing data between Xero and PLANERGY has never been easier. Schedule regular import of data from Xero to ensure both systems are aligned. For example, you can set an import for 8am every day to pull any updates made in Xero into PLANERGY all without lifting a finger!

2. Automatic export of authorized invoices to Xero

There is now an option to automatically push any authorised invoice through to Xero as soon as it has been given the correct approval in PLANERGY. Improve your workflow by removing a manual step and ensure your Xero data is updated as soon as possible. The Xero transaction reference will be tracked in PLANERGY and a posting date will be assigned automatically too.

3. Bulk export all authorised invoices to Xero

Automatic exports are not for everyone. You might want a final review before posting invoices to Xero. There is now an option to bulk export all authorised invoices to Xero from the Invoice Search to speed up the process of manually posting invoices to Xero. No need to go in and export each invoice one by one.

4. Export all documents attached to invoices to Xero

Invoices exported to Xero can now include any attachments added in PLANERGY. See the original invoice, related credit notes, or any other relevant documents you want to link to the invoice available in Xero and PLANERGY.

5. Single button press import of all data from Xero

When importing data from Xero manually you can now run the import across all data fields with the press of a single button. This will trigger import and updates of all the relevant data and you will receive email updates when everything has been completed.

6. Better security using OAuth 2.0

Xero’s updates have allowed us to upgrade the integration to use the industry standard protocol for authorization securing your data transfers to the highest standards.

QuickBooks Desktop Integration Improvements

PLANERGY’s exising QuickBooks Desktop integration has also seen some improvements in the latest updates to improve the flexibility of the integration to match different QuickBooks Desktop configurations.

1. Map PLANERGY Departments to QuickBooks Classes

It is now possible to link Departments in PLANERGY to QuickBooks Desktop’s Bill Classes. Budget, Set Approval Workflows, and Permissions in PLANERGY based on your Class structure in QuickBooks. Invoices exported from PLANERGY will be assigned to the relevant Class giving you ability to report from either system accurately.

2. Version Tracking of QuickBooks Desktop Importer Tool

PLANERGY’s QuickBooks Desktop Importer Tool includes now includes it’s version number in the header making it easier for you to recognise. When there is a new version available it will be flagged to you so you can download the latest version ensuring you have the latest functionality available to you.

Reporting Improvements

A number of smaller improvements have been made to a number of different reports in the system adding extra flexibility to report more accurately.

Orders Not Invoiced: You can now include custom fields from your PO as custom columns on the export from the standard Order Not Invoiced report. Previously you would have had to create a custom report through Advanced Reporting to achieve the same thing.

Advanced Reporting – Purchasing: The default tax code assigned to catalogue items is assigned in the background to help streamline the invoice matching process in Accounts Payable. It can now also be used for reporting. This field can be included on any custom Purchasing report created in Advanced Reporting.

User Permissions: The Close Invoicing permission can now be included on any user permission export making it even easier to fully review the user’s permissions in bulk.

Other Improvements

• Twinfield Integration Update: It is now possible to create Cost Codes in PLANERGY that have not been imported from Twinfield’s Project list and later create the Project in Twinfield to allow invoices to post to Twinfield. This allows for extra flexibility in how you manage the creation of your Cost Codes / Projects.
• Include Archived Switch Replaced: The option to Include Archived data in searches and reports was previously a switch. It is now updated throughout PLANERGY to be a drop down list.
• Bug fixes: A number of small reported bugs have been addressed in this update. This includes better tracking of Department and Item archiving in the Audit Trail, Archived Reports are now automatically removed from all user’s favourite list, and improved system messages when editing a custom field.

The latest update release of PLANERGY went live over the weekend of the 25^th/26^th of April. See below the updates made in the latest release.

What’s New

Longer Cost Codes

We have had a number of requests to increase the number of characters allowed in the Cost Code names. In this release the character limit has been increased from 30 characters to 50 characters to better cover longer names.

If you are not yet using Cost Codes, they are an expenditure tracking field that is commonly used to track job or project expenses but could be used to track, categorise, and report on any type of expenditure you want. The Cost Code is assigned at the line item level of a PO.

QuickBooks Desktop Integration Improvements

Our QuickBooks Desktop integration is relatively new and we have made some improvements based on the feedback from the companies currently using it. Two of rhe most notable improvements are:

1. Better performance of large exports

Where there are over 100 invoices in the export queue there have been updates made to ensure these work just as smoothly as a smaller batch of invoices.

2. Allow for no account to be assigned to items

In the QuickBooks Desktop settings (Edit – Preferences – Accounting – Require accounts) you can set account codes as optional. The standard settings in PLANERGY require that a GL Code is assigned but it is now possible to leave this blank and in QuickBooks this will be assigned as ‘Uncategorized Expenses’. Your PLANERGY account settings will need to be updated to use this feature.

Approving Credit Notes Improved

Credit notes can be tracked as negative value POs and approved in PLANERGY if you use the setting to allow negative value line items. The workflow for approving negative value POs has been updated and all users with the correct permissions to approve POs for the relevant department will also be able to approve the credit notes.

Other Improvements

• Filter Exports for Expenditure and Invoiced Bar Chart: The Expenditure and Invoiced Bar Chart exports are now filterable using the search filters on the report making the report even more powerful.
• Thousand Separators on Reports: A number of reports including Department Pending Expenditure and Expenditure HTML reports are updated to include thousand separators to improve their legibility.
• Bug fixes: A number of small reported bugs have been addressed in this update. This includes updating the save process for Custom Fields and improved tracking of free texted items added to the invoices.

The latest update release of PLANERGY went live over the weekend of the 6^th/7^th of March. See below the updates made in the latest release.

What’s New

Expenditure and Invoiced Bar Chart Report

The recently added Expenditure and Invoiced Bar Chart has been expanded to a full report with a table displaying relevant POs now available below the bar chart. When you press a section of the chart it will update the list of orders to the orders relevant to that part of the graph you have pressed. Drill down into the detail at the press of a button.

The table with the list of orders is searchable and includes the ability to link to any of the POs directly from the report to take a closer look at the detail. You can also now run exports from the report too.

Expenditure For Last 12 Months Report

The Expenditure For Last 12 Months Line Chart has been expanded to a full report with a table displaying relevant POs now available below the bar chart. Similar functionality updates are available as are added for the Expenditure and Invoiced Bar Chart. When you press a section of the chart it will update the list of orders to the orders relevant to that part of the graph you have pressed. Drill down into the detail at the press of a button.

The table with the list of orders is searchable and includes the ability to link to any of the POs directly from the report to take a closer look at the detail. You can also now run exports from the report too.

Pending Expenditure By Department Report

Pending Expenditure By Department report is now available under Advanced Reporting > Expenditure. The report will include the Top 5 Expenditure By Department doughnut graph and list of Pending Expenditure by department.

Improved Search Page Load Times

Reports throughout the system have been updated to improve their load times. Get to the data you want to see quicker than ever!

Other Improvements

• Link from Favourites to Expenditure and Invoiced Bar Chart: New ‘Go To Report’ button links directly from the Advanced Reports > Favourites section to the full report with table.
• Purchase order search archived filter updated: Previously a switch to include archived POs or exclude them from the search; this is now updated to be a dropdown list allowing you to select All, Active, or Archived. The default setting is Active.
• Control Panel audit reports moved: These reports are now available under the Audit section of Advanced Reporting.
• Bug fixes: A number of small reported bugs have been addressed in this update. This includes updating some error messages to be clearer and fixed search user permission by department in the Control Panel.

The latest update release of PLANERGY went live over the weekend of the 15^th/16^th of February. See below the updates made in the latest release.

What’s New

API

Our API is now available to be used for custom integrations. We already integrate with many of the leading ERP and accounting software but if we don’t have an existing integration with your other existing software already this could be the opportunity to link PLANERGY with your other tools using our API. Create a support ticket by using the support button on the left of the screen when logged into PLANERGY, if you need help with a specific integration.

Improved Graph Reports

The graphical reports, mostly available in the Advanced Reporting section of PLANERGY, have received some updates to improve your ability to report and gain actionable insight from the system.

Top 5 Not Invoiced Expenditure

There is a new ‘Top 5 Not Invoiced Expenditure’ donut chart to give you the ability to report on committed spend visually. Report on Category, Cost Code, Department, Item, Location, Supplier, and User. Donut charts also have a new filter for date range to add additional flexibility.

Top 5 Pending Department Expenditure

There is a new ‘Top 5 Pending Department Expenditure’ donut chart allowing you to report on where the expenditure pending approval is assigned per department. This also includes the ability to filter by the date range of the request.

Expenditure and Invoiced Bar Chart

A whole new filterable Expenditure bar chart ‘Expenditure and Invoiced Bar Chart’ has been added to Reports & Searches > Advanced Reporting > Expenditure reports list. Report on the invoiced status of orders by month. See committed expenditure, the value already invoiced, and the remaining uninvoiced values. Data is filterable as needed by Location, Department, User, and much more.

Check Budgets Graph

The check budget graphs now also include percentage values to give you a better understanding of how much of the budget has been used and how much is still available.

Expenditure Line Graph Update

The ‘Expenditure’ line graph showing expenditure for the previous 12 months has been updated. Previously you could report by Department only. It is now also possible to report by Cost Code, User, Supplier, Item, Location, and Category.

Assign PO Expenditure To A Previous Month

You can now backdate the assignment of the expenditure for a PO to a previous month when using Project or Annual budgets. Previously this was only possible when using monthly or multi-year budgets. You still have the ability to limit how many months into the past the expenditure can be assigned.

Custom Supplier and Item Fields Now Exportable

Custom fields added to the supplier and items in the system now have the option to be exportable fields. This should greatly improve the ability to report on your item catalogues and suppliers. This can help with compliance reports for supplier relationship management, for example, or any other supplier or item related reports.

Inventory Stock Adjustment Import

You can now import bulk stock adjustments from a CSV or excel file speeding up the process of adjusting stock levels. Initially these bulk updates will be by request through support but in a future update the import functionality will be available within the system.

A full audit trail of stock adjustments carried out by file to ensure accountability and compliance. After the import stock quantities will be updated in bulk on the Stock Quantities report.

Quickbooks Desktop Integration Download

You can now download the integration for Quickbooks Desktop directly from the Control Panel if the integration is enabled on your account.

Other Improvements

• Improved first load times: We have improved javascript minification in the application to help improve the initial load time when you access for the first time.
• News feed notification: The home page news feed will now highlight when there is a new piece of news with a red notification bell.
• Bug fixes: A few fixes to reported issues including an issue in the Receiving search where using the back button did not return you to the search page with the same filtered results, an issue with some of the bar chart export to excel in Advanced Reporting,

The latest update release of PLANERGY went live over the weekend of the 18^th/19^th of January. See below the updates made in the latest release.

What’s New

Custom Fields Added to the Control Panel

Previously you needed to contact our support team if you wanted to make changes to the custom fields in the system. The ability to make these changes has now been added to the Control Panel in the Advanced Controls section. Your account’s Account Owner will now be able to make these changes directly in the Control Panel as and when needed giving you extra control and flexibility.

Line Subtotal is Now Included on the New Order and Edit Order pages

The line subtotal information was previously only visible on a fully approved PO. We have had a few requests for this to be also visible when creating or editing an order in the system and in this update we make that available to you. The extra information should make it easier to create and edit POs in the system. Thank you for your feedback!

Check Budgets Graph

During the order and approval process when checking remaining user and department budget there is a new graph to give approvers a better understanding of the current budget. This will include values for approved expenditure, expenditure pending approval, and the remaining budget for each type of budget.

Custom Purchase Requisition Fields Visible On Approval Request Email

Custom fields on the purchase requisition form are now included in the approval request emails. This should make it easier to approve purchases directly from the email when you are using custom fields as you no longer need to log in to see this information.

Custom Fields Duplicated Using Repeat Order

When using the Repeat Order option all data filled in the custom fields will now be copied into the New Order form. This should save you a little more time when using a previous order as a template for your latest purchase request.

Inventory Implementation Improvements

The process for importing stock levels has been improved with better audit tracking of the relevant actions. Audit trail tracking and display of information is improved throughout the application on any relevant page related to setting of initial stock levels.

Other Improvements

• Thousand separators: Numbers of 1,000 and more will now include thousand separators throughout the application to improve their legibility.
• Advanced reporting improvements: Additional fields made available for inclusion in custom reports in Advanced Reporting.
• Bug fixes: A few fixes to reported issues including fixing some error messages, improving some minor issues in the standard searches, better flagging of errors in the Import From File section of the Control Panel, Latest News button to view more articles updated to be clearer, Inventory Receive Into Stock comment and approval issues addressed.