The video below shows you how to create an Interim-style invoice.
The video below shows how to create a new Project in iCFM.
Dear CETA users,
Here at CETA, we are phasing out our in-house Support system in favour of FreshDesk, which is a cloud-based platform, used by thousands of companies.
This will allow us to spend more time working on iCFM, and less time dealing with issues in our admin software.
As part of this process we will be transferring any new tickets to FreshDesk, and closing them out of CETA-Support. We will also be moving every ticket we action so that all your future communications go via FreshDesk.
We will not yet be retiring the CETA-Support software since many of our customers still have tickets in place. However, many of the tickets are on hold, and are unlikely to be actioned – so this is also an opportunity to have a cleanup.
We will be moving all Bugs to the new software, but will not transfer any feature-requests automatically. If there are feature-requests you would still like us to develop, we ask that you please forward the ticket info to [email protected] Alternatively, please call us to discuss which tickets you would like to transfer and we can assist you with doing so.
We apologise for any disruption, but we hope that the new platform offers an easier and more efficient way to get support when you need it, along with a nicer interface with many features that we have been hoping to add to our own platform for many years without success.
This move is part of a larger overhaul of our support and development policies, where we hope to improve our ticket response times and offer a faster route to release, for any custom software development you require us to work on.
If you have any questions about this process, please either email us at [email protected] or call us at the office.
All the best,
Sam, and everyone at CETA
Release notes have now been published. Please see the link below.
Development now continues on our 18.05 release, due out in May 2018.
- Billing & Finance
- There is now the functionality to have a completely separate invoice number range for a particular project type. 
- We’ve added a new access code which users require before they can create INTERIM billing approvals – `/createinterimtransaction` 
- We’ve hidden the “cost all uncosted jobs” button for users who don’t have the access code to be able to do it. 
- When creating a Project from a Lead the lead editor will automatically have commission set to 100 percent. This will also happen when adding a new Lead Editor via the Project Team tab. 
- On the Job Search page there is a box for searching by “Service”. This would previously search for any scheduled resources with the entered service attached. Now it searches within other areas of iCFM Jobs too – including DMG. 
- Added ability to allow/prevent setting DMG job to On Hold, via access code (/dmgonhold). NOTE access code also needs to be enabled via “enable_access_codes” setting. 
- We’ve changed the DMG screen so that when you add a new request, the screen scrolls back to where you are. Only noticeable on large DMG jobs. 
- We’ve added the ability to allow clients to have their own table layout in iCFM. This includes adding/removing columns, changing captions, orders, etc. Not every table is supported, and the changes are on a site level basis, not user level. Doing this is not exactly straight-forward, and at the moment someone from CETA will still need to help you if you decide you want to do this. However, it is technically possible to decide which database fields, and in which order you want the DMG control columns to appear. 
- We’ve changed the DMG control screen to use a user definable grid. This can be set up to show different columns/in a different order, etc. Please speak to CETA if you wish to customise your DMG control tables. We have also added a “fuzzy filter” box to the control page so that you can filter the results shown. Typing into the filter box will remove any rows where none of the cells match the text. 
- Added ‘Live’ column to Job > DMG ‘Instruction / Billing’ section, which indicates the no. of units currently booked (or actualised, if applicable) on all jobs (linked by the quote). The quoted units are also indicated, and highlighted if the quoted amount is exceeded. NOTE dependant on site-specific config. 
- You can now specify a time in minutes which will highlight any DMG jobs that are “older” than that time that have not yet been allocated to a user. The setting is `dmg_overdue_allocation`. This will require your administrator to change something in the configuration files of iCFM. You set the number of minutes that you think is late enough to signify a problem. If a DMG request reaches this lateness, it will be highlighted. 
- When a user starts/stops something on a DMG job, either the entire job (using the VT start/stop link) or the new green play button on the dmg detail, the start/end time is recorded and this will enable us to pull reports on how long a job took, and who actively worked on it, etc. 
- You now have the ability to change the captions/visibility of items on the project menus. 
- Added a new configuration that hides most revenue-based values on a project and shows cost-based values. This makes more sense to users who monitor a Project’s success using profit margins rather than discount fluctuation. 
- We’ve added a new accesscode to allow users to edit Completed purchase orders. The access code is “/allowEditingCompletedPurchaseOrder” 
- Added setting (“select_purchase_ratecard_department”) to allow PO Budget Code list to come from Combo Box Options (category = ‘ratecarddepartment’). When selected, the Budget Code will propagate through to gekko payroll & department fields. 
- When creating an interim billing approval the Bid company and contact will be added to the interim billing approval. Previously it would always use the Project company and contact, even if they had been modified on a specific Bid. 
- We have added a new setting (“ratecard_max_discount”) to allow entering a maximum discount value for specific services (per ratecard) in the Ratecard editor. This allows you to block confirmation of quotes if they have grading discounted to more than 20%. Or if Online is more than 40% etc. If this setting is enabled, and discounts are exceeded somewhere within a bid, the line(s) will be highlighted, and quote Confirmation will be prevented. 
- Added (optional) ability to specify standard, overtime and weekend daily rates for resources, independent of service. These are used to track costs. In addition to the above, Actual Times are entered (in no. standard/overtime/weekend days) on the Job > Schedule tab (in place of the Actual Times tab). Project > Cost Tracker reports have been improved, and show projected and actual times, as well as costs. 
- Added the ability to add your own user CSS to the main page. This should allow you to change certain aspects of the way iCFM looks. 
- Added ability to specify a currency when creating an interim billing approval (via Project > Summary, or Project > Client Billing > Create Billing Approval (Interim)). 
- We have made some changes to how the DMG list is drawn and it now refreshes much faster. 
- Added event queue messages to DMG methods. This means that you can now build services that are triggered by changes to DMG. 
- We’ve hidden reconciliations from any of the screens used by various accounts packages for exporting. 
- We have streamlined the revenue to bill report tab to make it faster, and more efficient. 
- We’ve standardised some of the internal iCal workings so that the iCal link follows industry standard guidelines. 
- If you press cancel on the “cause of death reason” popup, the lead status is reverted to what it was prior to the cancelled status. 
- We have stopped the ability from applying a quote template to a confirmed (or later) quote. 
- It is now possible to define the list of options presented to a user when they try to print a bid. The list can be defined with names, captions and default values – and the selected options will be sent to the custom quote template when the user confirms they want to print. 
- It is now possible to create credit notes in multiple currencies. 
- Fixed issue whereby clicking Save multiple times when adding a resource from the resource editor might add multiple records. 
- Hidden all financial data on the Project summary tab if the user does not have the display finance access code. Also hidden the save links on Projects, Products and Company detail pages if the user does not have the required save permission. 
- We’ve made huge changes in our attempts to allow iCFM to support extended character sets. This allows users to save foreign characters, such as é into the database. 
- Billing & Finance
- Sometimes when you deleted a costing record, the gekko data would not be updated to reflect this. We have fixed this issue. 
- Fixed issue when changing the unit charge of a costing row in Client Billing. If a comma was included in the new unit charge, everything after the comma would be cut off. 
- The exchange rate used to calculate the VAT on an alternative currency invoice now comes from the exchange rate field in the transaction, rather than the currency set up table. 
- We have prevented users from editing the alternate currency total on accounts transactions when the items attached to that transaction can not be modified. eg. Interim lines. 
- Fixed a minor issue (unknown to end user) where an SQL error would occur if the transactionID was not passed to the costings on Job page. 
- Fixed bug where the costing description for internal charges would not update after editing. 
- Fixed problem which would allow users with /editsavedinvoice access to save invoices which have been allocated an invoice # – this should not be possible. 
- Fixed issue where invoice detail lines on the export were not converted using the exchange rate 
- Fixed a small issue when entering a new contact with only one name. 
- Adding a resource via Contact screen would previously allow invalid Category & Sub Category to be entered. Also, Sub Category 2 field has been added. 
- A blank input line, (with clip id), is no longer created when adding a new job detail row. 
- Fixed a small bug where sometimes the old style version of the DMG screen would be loaded automatically, and not the new. 
- Made sure that it is always possible to Cancel the DMG service menu in the DMG editor. Sometimes there was no method to Close the pop-up. 
- When creating a new Job from a Project, the dates would be drawn from the Project dates. This was not very useful – and so now they assume today’s date. 
- Removed the menu width from the DMG input/output menus so they are auto sized. Previously they were forced to be a particular width and long text would get cut in half. 
- Stopped users from being able to alter the actuals on DMG jobs once the job has been costed and later. 
- It is no longer possible to set a Job to Costed if there are any entities that have not been at some point “re-costed”. 
- Fixed issue with the job copy function which could possibly have caused incorrect data being displayed in the tool tip for the job on the schedule page. 
- When adding, removing or editing lead comments it now always refreshes the comment list correctly. 
- Fixed an issue where Gekko data would not always be created when deleting media records from a Project. 
- The Library Events tab now allows users to order by clicking on column headings. 
- Fixed problem in Combo Box Options, whereby it was impossible to add resource sub categories with the same title as an existing item, even if the item belonged to a different parent category. 
- Fixed some column alignment issues in the program margins export totals 
- Fixed small issue when changing the title of a quote section. Previously a bit of styling would be lost temporarily. 
- Double underscores are no longer allowed in new PCS/project alias codes. 
- Fixed a small issue on the project live confirmation box. Only exists if you use the “project live” functionality. 
- Fixed some issues with the depot checkboxes on Margins and Margins by Quote on the Project page. Previously the page would reset the checked options to their initialised state – making it impossible to check or uncheck something that had not been the default. 
- We’ve changed the PO search grids to site definable plus we added the totals of the POs to the footer of the table. 
- Added a check to make sure that there was a valid quote ID when a Purchase Order gets Authorised (only validated if config settings mean a quote ID is required). 
- We have added a check that prevents a user from changing the currency of a Purchase Order after the order has been authorised. 
- Fixed an issue in the Bid “Apply Discount” tool. Moving from the required total box to the percentage discount box might re-calculate the required total (depending on the decimal places required to meet that exact total). 
- Fixed a minor error when cancelling the flat-rate pop up on bid lines. 
- Fixed issue where it would be possible to apply an overall quote discount when a bid was authorised, completed or cancelled regardless of the users permissions. 
- We have added the ability to turn on a flag on each quote template which will ALWAYS use the description from the template regardless of it has been changed in the ratecard or not. 
- If you use a MASTER->SLAVE replication method and you experience lag between the servers, we have changed some of the evaluation functions to always go to the MASTER server. This fixes certain problems where the data hasn’t been replicated yet on your SLAVE. 
- Artist Hours management report no longer only returns resources with the same cost centre as your user location – unless ‘My Project Location’ is ticked. 
- We located and resolved a problem which may affect one costing line, during the quote flat read ‘spread’ routine. This would happen if the costing total failed to match the desired total exactly, and one line was slightly altered to achieve the desired total. The VAT rate used (and thus the VAT amount achieved) would have been 100 times too high! 
- Name, Category and Cost Centre are now mandatory when saving a contact as a resource. 
- Fixed issue where the Lasso tool would allow “New” quotes to be attached to Confirmed Jobs regardless of any config settings which would normally stop this behaviour 
- The “Day Schedule” report (cat gif) now only shows client attending information for jobs that are listed. Previously it was showing information for all jobs from all sites for the date selected. 
- The drop down for switching a service in the Lasso tool was broken. Now fixed. 
- Fixed issue which meant that swapping services on jobs via Lasso tool, would result in staff costs not being updated – ie, they would remain as per the original service. 
- Fixed issue with the default date on the custom date picker in the repeat job tool – when a Job starts on a Friday. It now always selects the following Monday since that is likely to be the next required day. 
- Fixed an issue where pagination did not work on the Contact Projects tab. There was also an issue where the Project status icons did not work so this has also been fixed. 
Work In Progress
The following tickets are still being tested but we plan to have them available for this release.
- Finance (Change)
- Certain fields (Legal Ref, Purchase Order #, Title, Details, Printing Notes & Hidden Notes) may now be edited on Invoices (& Deposit Invoices), IF user has suitable permission(s): /editsavedinvoice /allowEditingPreparedInvoices /allowEditingAllInvoices 
- Purchase Orders (New Feature)
- It is now possible to add multiple invoices to a Purchase Order. This is a separate list where you simply specify the date, invoice number, and amount. You can Complete the order once the total matches, or there is a discrepancy reason. Invoices can be added at any time (useful when using a single purchase order for an annual subscription). 
- Management (New Feature)
- Added a new tool for reviewing Producer performance. A simple search tool that allows the user to set a threshold for the difference permitted between quote discount, and achieved discount, and then search by producer to see which Projects have exceeded that threshold. The user can then click on a Project and see a number of project-level reports (bid vs actual for instance). We also hope to have these reports available as a weekly email digest. 
- Projects (Bug Fix)
- Fixed an issue in the Bid vs Actual and Margins report. The “No Charged” units column would not report correctly, and would generally show the same number of units as Costeed. This has now been resolved. 
The pop-up shown when viewing information about a resource has grown significantly over the years. This has resulted on it not always fitting on a small display (Macbook).
As our users generated more and more historical data for those resources – it also meant that showing an unlimited amount of history for each artist / editor would slow the initial display of the pop-up to an almost unusable speed.
To counter these issues we have made a few changes to the pop-up.
It now has a reduced height for all rows – meaning the same information can be shown in less vertical space. This looks a little cluttered, but we did not want to reduce font size or remove any information.
We now also only show the most recent 25 projects that an artist / editor worked on in the bottom table of data.
We have also removed the total number of hours worked per service – as this information was of little practical use, and would take a while to calculate, especially for artists / editors who have worked in the company for a while.
While there will also be many other issues and requests that we work on, below outlines the main areas that we hope to focus on for this release.
- Our main objective for the August 2016 release is a big push forward with the Leads module. This part of the software is used for tracking sales leads and allows you to create a Project from the Lead information when it becomes useful to do so. There are many improvements scheduled, including:
- Manually attach a Lead to a Project 
- Add Event Queue triggers to all key methods 
- Deliver improved UI 
- Complete ability to link Resources, Users and Contacts – allowing History to come from all aspects
- Notification and alerts for issues relating to Leads (eg. No contact for n days etc) 
- Export to CSV from Leads search / dashboard 
- Improvements to Leads search / dashboard – filters / search capability changes 
- Add ability to use attachments via the API 
- Add win/loss information 
- Add % probability 
- Add option to ‘tag select’ stages so more than one option can be selected 
- Transfer all Lead information to the Project when it is created, including the Team list 
- For the last few releases, we have been adding more and more locks into the system to ensure our data is as accurate as possible. While this has meant a few issues with not being able to revert Invoices, overall we now have a system in which the data is always in good shape for reporting purposes. We intend on continuing with this process and making sure that more loopholes are closed.
- There are still some areas within the iCFM system where non-British letters and special characters are encoded incorrectly, resulting in unusual text appearing for no obvious reason. We are working through all areas to make sure that any value is permitted and that it loads and saves correctly.
When you add a service to a despatch note, the “Cost to us” field was often left blank. This would cause issue with P&L reporting to the degree that we’ve made it a mandatory field.
When adding a service, you have the ability to enter a price it costs you as a company. There is a new matrix of what happens if you do not fill this value in
If the ratecard service is a virtual cost, you must enter a “Cost to us” value. Due to the nature of virtual costs, iCFM cannot estimate the figure for you. You cannot save the despatch note if you do not enter a cost manually.
Normal ratecard items (i.e no virtual costs) can be filled in by yourself or left blank. If you enter a price yourself, that is the price that will be used. If you do not, then:
If you are using staff costs, then the staff cost for this item will be used.
(If you are using the 3 tier’ed system for staff costs, then the tier that is used will be the “defaultstafftieronquotes” field in the allocation table for the project type. Your iCFM administrator should be able to tell you this information)
If you are not using staff costs, or the staff cost is zero, then the ratecard price will be used.
- In the Billing tab of the Project there is a method to show all “uncosted” Jobs. This displays a list of the Jobs that have not got to the billing stage. There is now a new button to “bring these jobs up-to-date” and this will effectively cost all the jobs in the past on this list. This will actualise the jobs (using the booked time) and cost them up for you. And finally change the Job status to Costed. Hold on. I’m not sure that by reading this you have really figured out what this means. It means that you no longer have to open each Job, click Re-Cost, and then change the Status to Costed. You can just open the Project and say “Hey – make all those Jobs in the past Costed”. Which is quite frankly, ground-breaking. You’re very welcome. 
- We have added a new button that allows for the creation of a single negative CREDIT interim row. This can be used to create partial credits for INTERIMS. This means that if you want to raise a credit note for an Interim – you can. You no longer have to reverse out the entire Invoice and create a new one. 
- Added a new home page to the Dashboard for Producers. They now get to see a button to add new projects, a list of their currently active Projects, and any Jobs for their Projects in the prior or upcoming 7 days. 
- Added a feature to import services from Quote sections into DMG Instructions – see ‘Import Quote Section’ menu option. This makes creating DMG jobs much simpler, where the services have been previously quoted for. Prior to this update, the quotes services would need to be manually added one-by-one to the job. 
- Added ability to display, load and save custom fields, as per Quote screen. – Requires new settings.json setting – “custom_fields_project”. This is exactly the same in operation as the existing “custom_fields_quote” setting. 
- Added log of the date that project is first Confirmed. This may be useful for custom reporting, where the date projects are *first* Confirmed is important. Note that as Projects may be reverted, and re-Confirmed, there could be a big difference between the ‘first confirmed’ date and the ‘confirmed date’ (which is the latest). – See datedata table. datedata.sourceID = projectID, datedata.sourcetype = ‘project’, datedata.operationnotes = ‘Project first Confirmed’ 
- Added option for project #’s generated to mirror projectID. The projectID is a unique MySQL ID, so using this as the Project # will avoid the potential issue of duplicate identical Project #’s, which can be caused by database replication problems at multi-server installs.- Requires new settings.json setting – “project_number_generation_method”. Possible values = “allocation” (default) or “projectID” (enables new feature). 
- Added ‘Margins by Quote’ tab, which is essentially the same as ‘Margins’ with the added ability to filter by quote. 
- Adding a new Project will automatically add a Milestone for the full duration of the Project. Milestones allow you to see a schedule of bigger, longer term events within the software – by Producer. For more information click here. 
- Added the ability to create a team for a specific quote, via a new option in the quote menu. Team members added here will automatically be added to the Team tab on a Project. 
- Improved and redesigned the view editor to make it a little bit more user friendly 
- Artist iCal Subscription
- Added the ability to hide ‘shifts’ from the subscription URL that artists use to see their jobs in a calendar. If you have no idea what this is – iCFM provides a method that allows Artists to view their CETA Jobs and holiday via an iCal subscription. They can set this up on their phones or other calendaring application. 
- Company and Contact
- Added the ability to specify custom mandatory fields on the Contact page. If you need to make sure you get a Fax number for every contact – now you can do that. 
- Revamped the resources and contacts link to make more of a connection. Resources that are people, i.e. artists, freelancers, etc are now related to a certain contact. This gives us more control over actioning what to do with resource styled events 
- Day Schedule
- Added Equipment (resource category) items to output of days work scheduled by suite, along with People/Staff. 
- We’ve improved the way costs are calculated on a despatch note. More info. 
- We deprecated a setting so that ALL lines on a DMG job will now be costed unless their QTY is zero. 
- When adding a new DMG line, it comes complete with blank INPUT and OUTPUT fields ready for user input (saving a couple of clicks each time!) 
- It is no longer possible to apply actual times to a Job which has a start date later than the current date (only when using start and end time-based actuals). 
- Added the ability to set mandatory fields as “soft” – this means you will be warned that they should be filled in, but it won’t stop you saving it. 
- Added new column to the Margins and Bid vs Actual Project tabs to show the number of No Charged units. Requires new setting in order to appear. $SHOW_NO_CHARGED_UNITS_COLUMN_ON_SERVICE_MARGINS 
- Milestone dates will be updated whenever changes to a Project’s dates are made. 
- Purchase Orders
- Added a date range for delivery date in the Purchase Order search. 
- Added a feature to allow the system to create a PO job immediately when a PO is saved. Historically a job was created at the point of the PO being authorised 
- You can no longer confirm a Quote if it has ratecard items on it that are marked as HIDDEN 
- When setting a line item on a Bid to be non-discountable, the rate for that item is no longer reset to the ratecard value. 
- Added additional text for some risk assessment emails (eg. if custom fields are used on the bid page, we can now allow them to be included in the risk assessment subject) 
- You can now press the ENTER key on the quote discount box to apply a new quote discount, rather than use the mouse to click the icon 
- We have stopped users from being able to change the service code or the unit type of a ratecard item once its been used on a job or costing 
- We have stopped users from creating a duplicate service code, even if the other has been marked as DELETED. All service codes MUST be unique. 
- Added columns showing production company and director (as well as M+ if relevant) to ‘Mels Report’ 
- Fixed the caption in Combo Box Options when adding new resource categories and sub-categories. 
- Fixed some issues created by a Firefox update that messed with the z-order of objects on the page, meaning items that should be at the front were displayed at the back – and vice-versa. , , , 
- Fixed an issue where an accounts transaction opened from the Find menu item would not display correctly. 
- Fixed a bug which played the “new dmg job” alert sound when you first opened the DMG control – it no longer does this 
- Fixed and removed many PHP errors and warnings which were adding numerous entries to log files. 
- Fixed a loophole which meant a user could create an external invoice in a different depot to the project 
- Message Queue
- Fixed a problem with the event queue which meant that Job ID might be inserted in to the notes field of the JSON packet. 
- Fixed a bug which meant the financial ribbon A (on the project screen) would show you costs rather than revenue [n/a]
- Clicking the refresh button in Bid vs Actual would reload the full Margins page. This now refreshes correctly. 
- Purchase Orders
- Purchase orders created in a non-project currency now always convert to the Project currency for reporting and billing purposes. This does not affect how the order prints or looks on screen. 
- Fixed a loophole that meant users could assign a PO to a jobID belonging to a completely different project 
- Fixed a small cosmetic issue where the discount would appear to be incorrect after a quote discount was applied 
- The drop down list of Our Contacts in Management Reports would sometimes not populate correctly. 
- Fixed a bug which stopped the Suite Utilisation report from being exported 
- Fixed issue where setting the tier on a staff resource would result in the staff cost rate being zeroed if the resource did not have a ratecard set. 
- Fixed an issue where splitting a job would not pick up the latest rates for Staff Costs 
- Fixed an issue where splitting a job might not calculate the duration correctly. 
- Fixed a bug which meant you could change the booked hours of a job from within the job screen and no conflicts would be displayed 
iCFM now contains the ability to schedule Project “Milestones”. Milestones are phases or tasks within a Project, and are assigned to a Producer.
Milestones create bars in the Schedule just like regular bookings, but they are not shown within the same space. They are kept out of the main Schedule and will only be visible when you open a View that contains the word “Milestones”.
Usually, this View would contain the Producers from a specific Depot – so you can see how busy each Producer is likely to be in that date range.
Milestones render on the Schedule page in stacks – so when a Producer has more than one Milestone happening at once, they will appear vertically stacked up.
This allows you to gauge how busy a Producer is by glancing at how many rows are used for a Producer at any one time.
Milestones do not have to be assigned to the same Producer as the main Project, and each Milestone can have its own information, including:
- Producer Name
- Type (Bidding, Production, Shoot, Approvals etc)
- Title / Description
- Start / End Date
- Estimated Days Required
- Percentage Complete
- Status (New, Active, Complete, Cancelled etc)
This is still a work-in-progress, but it is already so useful right now that we thought we would release it early.
The next feature we will be adding to Milestones is the ability for Producers to log time against them – which can become billable to the Project if required.