What's New in StructShare? August 2024

Catalogs: Same Item Name + Unit of Measure - You now have the ability to create an Item in your 'Items Database' with the same 'Item Name' and 'Unit of Measure' as long as you differentiate this item with another attribute.

The attributes include UPC, Internal Identifier, Manufacturer and Model #.

• To add an Item into your database with the same 'Item Name' and 'Unit of Measure' as an item that already exists, you will need to differentiate this item with:

  • ‘UPC’- unique, can only appear once

  • 'Internal Identifier'- unique, can only appear once

  • ‘Manufacturer' and 'Model Number'- Individually these attributes are not unique as the same 'Manufacture’ and/or 'Model #' can appear on multiple items but the combination of the same 'Manufacturer' + 'Model #' can only exist once and therefore will be unique.

These attributes will now be displayed during the order flow, delivery confirmation and invoice drawer to ensure the correct item is selected.

If you add an item into the database that already exists, you will receive an error indication.

To update the existing items in your 'Items Database' according to the above conditions, you can use the 'Internal Identifier field and the 'Update Existing Items' option in the 'Items Database' screen.

Please reach out to your Customer Success Manager if you have questions or concerns regarding your current Items Database.

Orders: Filter by Order Status - You now have the ability to filter the Open Activities 'Orders' screen by 'Order Status'. This will allow you to filter out Orders that have been partially received to a WH or Job or fully received to a WH and waiting to go to the job. These filters will also apply to the CSV export.

Communication: Edit Delivery Address - When you edit a PO, you have the option to send updates to the Supplier. You also have the ability to edit a 'Ship To' (Delivery Address) on POs that have not yet been confirmed delivered. When the 'Ship To' is edited, StructShare sends an email to the Supplier with the updated shipping address in red and now the updated shipping address will be included in the email sent to a 'Warehouse Admin'.

Warehouse: Inventory Indication - When creating a PO and shipping the PO either through or to a Warehouse, if there are items on the PO that are not present in the Warehouse or listed in the company catalog, a warning tooltip is present at the top left corner of the checkout screen indicating that the items will be automatically added to the Items Database and/or Warehouse during order creation.

When editing a PO and the edit results in the creation of an item in the Items Database and/or Warehouse, the same message is displayed in the checkout screen. You will now see a similar message that reads: 'Certain items are not listed in the Warehouse's inventory and, therefore, will be added automatically' on the PO view prior to saving any edits.

Units of Measure - In our efforts to establish a standard list of available Units of Measure system wide, we removed the ability to add or import new Units of Measure that do not exist in the StructShare system. In doing so, you will now see a unified name for all Units of Measure and a short title throughout the system, E.g. Each and ea. If you import a Unit of Measure that does not exist in StructShare but the plural or abbreviation of the unit is on our list, the item will be added with the associated Unit of Measure that exists in StructShare. If the Unit of Measure does not exist, you will receive an error indication.

For any items that are already in your database (Items DB, Supplier Catalogs, BoM) with a Unit of Measure that is not part of our list, you will be prompted to add a Unit of Measure from our list when this item is added to an order for the first time. This will automatically change the Unit of Measure of the item on the list that the item was pulled from.

A full list of all accepted Units of Measure, their Short Title, Plural and Abbreviations can be found by viewing this support article. Additionally you can find some examples below:

Settings: Supplier Contacts - We took the 'Suppliers Information' page out of 'System Settings' and moved this to the menu side bar. If you need to make any changes to the Supplier Contacts or add a new contact, this will now be done via the 'Supplier Contacts' page. If you import new Suppliers, they will be shown in the same screen.

Upload/Download, Import/Export Icons - We updated the icons used when you Upload or Download files or Import/Export data in StructShare.

• We changed the Export button to 'Download CSV' in the following screens:
  • Orders
  • History
  • Invoices

• We changed the Export button to “Download Excel” in the following screens:
  • Line Items
  • Invoiced Items
  • Items DB
  • Supplier Catalogs
  • Projects
  • Warehouses
    

Invoices:

Card View - We updated the 'Invoices' card view to match the card view in the 'Orders' and 'History' screens. You will now see the 'Amount Due' on the far left along with the 'Invoice Date'. The Project Name and Supplier will show at the top of the card. The Invoice Number and PO # will show right below. The invoice status will show at the bottom.

The invoice status- New, Duplication, Reviewed, Approved, Paid, Recorded, Exported, Rejected, or Deleted will show below the Invoice and PO number. The date that the invoice was uploaded to StructShare (either manually or via email) will show on the far right along with any insights (e.g. Partially Delivered) and the chat icon.

Insights Include:

• Unconfigured Parser
• Parsing Partly Completed
• Overcharged Amount
• Partially Delivered
• Delivery Not Confirmed
• Lines Count Don't Match

Date Range Filter- We added the ability to apply a specific date range in the 'Invoices' screen. After defining a time frame (based on 'Upload Date') and clicking on ‘Apply Filter’, StructShare will display all the invoices based on the selected date range with a counter per tab.

Sort Invoices- You now have the ability to click on the 'Invoice #' header in the Invoices Table View and sort the Invoice Numbers alphanumerically, numbers first, then letters.

Duplication- If you select 'View Duplicate' from the invoice matching screen, this will open up the duplicate invoice in StructShare. We restored the ability to delete the duplicate invoice in this view.

Invoice Parsing- Previously if enough of the same fields were parsed from an invoice, minus the invoice number, StructShare would show this as a Duplicate invoice even if the invoice number was in fact different. Structshare will now only show an invoice is a duplicate if the invoice number already exists in StructShare.

Warehouse: History - We added more detail to the 'Warehouse' History log when items are added to a Warehouse that did not previously exist in the Items Database. The history will show a new source called “auto-created” and will appear in the Warehouse History when an item is created in the Warehouse that does not exist in the Items Database either manually or due to an order that is being shipped through a Warehouse.

When an item is auto-created in the Warehouse, a record is also added to the 'Items Database' and the 'Created By' and 'Updated Date' columns will also update accordingly.

Project: Budget Export - You now have the ability to export the Project 'Budget' screen after applying a selected date range filter.

New PO Drawer:

Line Item View - When you open up an Order, you have the ability to 'Expand Items' or 'Collapse Items' so that you can view the PO line items based on what you need to see. E.g. when you 'Expand Items', it will show additional line item info- Cost Codes, Phase, etc. If you are in a PO and select to 'Expand Items', StructShare will remember this for the next time you select a PO. The next PO you select will have the line items expanded.

Add and Edit Items - We updated the "+" button in the order flow to 'Add Item' for both web and mobile. When a user clicks the 'Add Item' button, the button will read 'Adding...' and when the changes are saved, you will see 'Added' and it will take you back to continue to create your list. If there are any issues with saving the item, you will see 'Error'. After a 3 second delay, it will change back to 'Add Item' in the same screen so that the user can try and save the item again. When you 'Edit Item' in an order that has already been created, the button will read 'Update'. When you make a change to the line item you will see the button change to 'Updating...' and then 'Updated' once the change has been saved.

Reporting: StructShare Analytics - In case you missed the communication earlier this month, Analytics is now live in all customer accounts. Here is a link to our support article to learn more and watch a quick video!

Coming Soon:

• Release Order
• New PO View: Release to All Customers
• Transfer Orders

Release Order - This will allow you to schedule and manage deliveries from the Warehouse and help your team track which items need to be shipped, when and to which location. Your team can request a release from a Warehouse which will trigger communication with the Warehouse Admin.