This document describes the new functionality and improvements introduced by this release. Some of these changes have been inspired by messages and reports from customers. Where relevant, we have included a number in the section title to refer to the identification of the message (change .....) in question in our system.
Modified and improved
1. Travel distance calculation parameters – Google Maps to Webservices
Why
As was specified in the March release notes, we will start using Webservices again instead of Google Maps as of the April release. Below you will find information on the major changes you as a client will experience.
What has changed?
Calculation of number of kilometers
In Google Maps the calculation was always based on the optimum route. In Webservices the calculation is based on the shortest or fastest route. You will have to specify your choice in the set-up once. See Your action.
House number and house number suffix
When Webservices was used in the past, it was not possible to calculate the distance between the house number of the location and the house number of the employee. This was possible with Google Maps, but house number suffix could not be used. This time Webservices calculates the travel distance using both house number and house number suffix.
No house number of location
When no house number is specified for a location, the calculation will be based on the central location of the specified postcode.
Foreign addresses and Country field
The travel distance for foreign addresses can now be calculated as well. When it concerns a location, the field Country must be entered correctly. If no country is specified, the calculation will automatically be based on The Netherlands.
When will calculation take place
When the transition is made from Google Maps to Webservices, nothing will change in the already calculated data. A distance calculation will take place when:
- You change the address data of the location.
- You change the branch of an employee or add a location.
- You change the employee’s address data.
- You want to determine the travel distance collectively.
- You change the field Automatisch berekenen (Calculate automatically) for the employee from No into Yes.
Your action
Maintenance > Repository > Configurate traveldistance calculation
The Route field has been added again to the Send Data for determination of traveling distance screen. With Webservices the route can be calculated based on the fastest or shortest route; the default value is Fastest route. If you want to use the shortest route, you have to modify this field. If the field was already set to Fastest route before Google Maps was used, this value will now also be used.
Maintenance > Repository > Determine travel distance collectively (Reisafstand collectief bepalen)
The transition from Google Maps to Webservices does not result in automatic recalculations. If you want the travel distance for the entire company to be recalculated to ensure everyone uses the same route calculation, you can have the travel distance determined collectively.
Company > Location
If there are foreign locations and you want to include these in the automatic travel distance calculation, the Country field must be entered correctly.
2. Configurate traveldistance calculation – Additional Rounding option (change 530662)
Why
If you have the commuting distance calculated by Payroll Business automatically, you can now also round the travel distance up to whole kilometers.
How
Management > Repository > Stuurgegevens reisafstandsbepaling (Travel distance calculation parameters)
The Rounding up (whole kilometers) option (Afronden naar boven (hele kilometers) has been added to the Rounding travel expenses commuting km field (Reisk. Afronding km woon-werk) in the Configurate traveldistance calculation screen.
Your action
Management > Repository > Determine travel distance collectively (Reisafstand collectief bepalen)
If you want to use the new option, Payroll Business has to re-determine the commuting distance of all employees. To enable this, you have to specify the required Reference date in the Determine travel distance collectively screen: 1-1-2019 or later.
3. Travel distance calculation – Block until address changes
Why
If you had made deviating agreements about the travel distance calculation, or had consciously opted for calculating the one-way trip distance yourself, you could only select No in the Automatisch route berekenen (Calculate route automatically) field in the employee’s Travel expenses screen. As a result, no calculation would ever be made until you changed the field to Yes.
As of this release you can have the travel distance calculated automatically when the address of the branch or of the employee changes.
How
Employee > Terms of employment > Terms of employment > Travel expenses
The No, until address change option (Nee, tot adreswijziging) has been added to the Calculate route automatically field (Automatisch Route berekenen) in the employee’s Travel expenses terms of employment screen. When you select this option, the number of kilometers you have specified yourself will be used until the address of the location or of the employee changes. When one of these addresses changes, the No, until address change value in the Calculate route automatically field will be automatically changed to Yes.
Your action
When you want to use the No, until address change option, you can specify this in the Calculate route automatically field in the employee’s Travel expenses terms of employment screen.
4. OE code displayed in the organizational structure
Why
When improvements to the workplace were identified – in lean terminology referred to as the Gemba walk – it was specified that the names of the organizational units were often very similar. This applies in particular to companies with a large organizational tree structure. It is, therefore, preferable to not only display the organizational unit’s description, but also its code.
How
Management > Repository > Organizational structure > Organizational units
When the organizational tree structure opens, you will now see the description of the organizational units followed by a code in between brackets, for example Business Unit Amersfoort (10001).
Your action
No action is needed.
Resolved notifications
5. Empty lines in collective leave report (change 431045)
Message
Company > Leave > Collective leave
Sometimes empty lines were included in the report that was generated when entering collective leave. This was due to the fact that a collective day of leave was assigned to employees who were specified as being employed in the future. It was impossible to retrieve the name of such an employee, resulting in an empty line.
Solution
The software has been modified. As of this release the names of employees not yet employed are also included in the report for whom a collective leave deduction in the future applies.
Your action
No action is needed.
6. Workflow could not be linked to active notification (change 1289064)
Message
Management > Active notification
When linking a workflow to active notifications, an error message was displayed and linking was no longer possible.
Solution
This problem has been solved and the workflow can be linked again as usual.
Your action
No action is needed.
7. Leave - Leave date in overview and registration of double hours when not settling (change 1155337)
Message
Sometimes double hours were displayed in the Not settled column (Niet verrekend) where leave was concerned that should not be settled. An employee had booked 8 leave hours that should not be settled. However, the overview stated a balance of 16 hours that should not be settled.
Solution
Employee > Leave > Leave balance
This problem only concerned the Not settled column (Niet verrekend) and has been solved.
Your action
No action is needed.
8. Leave requested, other hours than expected are processed (change 1236776)
Message
Leave request through HR Self Service
When leave was requested and a start and end date were specified as well as the hours, half of these hours were booked per day, and 24 hours on the last day of the leave period.
This was due to the fact that the work schedule was created twice and the hours were, therefore, divided across both schedules. Because an end date was specified as well as the required leave hours, the remainder of the hours was allocated to the last day of the specified period. (With a maximum of 24 available hours per day.)
Solution
The software has been modified as of 1 January 2019 and no more double work schedules are created.
Your action
No action is needed.
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