Posted May 6, 2016 in Updates

Version 13.06.17.01

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 13.06.17.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.
All System
- On screens with multiple items to be selected (i.e. Check Reconciliation, Search screen for Report Parameters, etc.) the system will allow a user to select an item, hold the Shift key down, and select another item and have all the items in between also be selected. Also, the Space bar can be used to select items in the grid and advance to the next item.
- If a splitter is moved on some screens, the system will remember the location the next time that same screen is opened (i.e. Pay Period Entries, Deduction in the Employee File, etc.).
- On all the Chart of Account Number search screens, the reference piece descriptions have been removed.
- In date fields, the Page Up and Page Down keys will advance the month field and + or – keys will advance the day field.
- On screens with grids, the left and right arrow keys will advance the cursor to the previous or next field.
- On the Report Printing Options screen, a Favorite Reports button has been added. A gray icon on the button indicates the report is not part of your favorite list, while a yellow icon means the report is already marked as a favorite report. To add a report to your favorites list while generating it, simply select the Favorite Reports button (with the gray icon) to add it. The report will be saved with the selected Report Selection.
Main > Maintenance
- In the System File on the General tab, a new field has been added for Days Before User Password Change Required. The system will force user passwords to be changed based on the number of days entered in this field. If you prefer that user passwords never expire, leave the field blank or enter 0.
- When using the Make Today’s Backup Now option on the Backup Options tab of the System File and email notifications are indicated, an email will now be sent to the appropriate contact person.
- The values in the Number of Days to Keep Backups and Minimum Number of Backups to Keep fields, located on the Backup Options tab of the System File, were switched around. All customers utilizing these options should open this screen and verify the data.
Main > Utilities
- New features on the User Options screen are listed below. Since these options are user
  specific, each user should access this screen after the update is installed and modify their settings as desired. Refer to the “User Options” topic in the Help File.
  - Allow Enter for Save and Clear: If this field is selected, the Enter key can be used as a shortcut for the Save and Clear button.
  - Auto Fill Searchable Fields: If this field is selected, the system will show a list of matching records as the characters are keyed into the a searchable field and automatically append the remaining characters to the end for the first record that matches the characters already entered.
  - Use Scroll Wheel: If this field is selected, the scroll wheel on your mouse will scroll through the list of records within a searchable field.
  - Auto Close Report Printing Options: If this field is selected, the report printing options screen will close automatically after printing a report.
  - Default Search Screen Colum Focus: If Column 1 is selected, the first column on a search screen will have the focus when opened, whereas designating Column 2 will place the cursor focus on the second column. Typically, the first columns on searches are the IDs of the records and the second columns are the names or descriptions.
- New features or changes on the User Security screen:
  - In the Account Groups List, checkboxes have been added for AP Data Entry, GL Data Entry, and Web Link Reports. These checkboxes are used to restrict user access to chart of account numbers for the data entry options in Accounts Payable and General Ledger, as well as reports through Web Link with Account Group set up as a Report Selection or Report Parameter.
  - In the User Permissions List, restrictions have been added to the Active checkbox in both Payroll and Human Resources under Employees. If No Access is selected, a user will not be allowed to change this field in the Employee File.
  - For those districts who will be utilizing the Room Inventory option in Fixed Asset Inventory with Web Link, the Fixed Asset Inventory Rooms section will be available to assign rooms to users.
  - A Print Grid option has been added to the File menu.
  - The following fields have been removed from the User Security screen and will only be available in the User Options: Use Quick Tab, Use Enter Between Fields, Assume Decimal, and Print Negative Numbers in Red.
- New features on the Web Link Setup Options screen (for those customers who have the Web Link module):
General Ledger > Government Reporting
- Illinois Only: The Illinois Annual Financial Report for 2012-2013 is now available.
- Kansas Only: The Kansas Budget Report for 2013-2014 is now available.
- North Dakota Only: The Certificate of Levy Report for 2013-2014 is now available. This report can be generated within the accounting program, but any edits that need to be made will have to be done in the Microsoft® Excel file created.
General Ledger > Reports
- Activity Fund Balance Reports – Account and Activity Fund Balance Reports – Detail: These eight reports have been changed so they can be generated for an Account Group. The fund balance
  account and corresponding revenue and expenditure accounts must all be in the same account group for the reports to reflect the correct information.
Accounts Payable > Data Entry
- For districts operating on an accrual basis, if a purchase order batch description was longer than 40 characters, the system was returning an error. This has been corrected.
Payroll > Data Entry
- In the Pay Period Entries and Employee Absences options, the Batch Entries List has been updated to include additional view options. The Display All (No Totals) button will display the entries without employee subtotals and will be the default when the screens are first opened. The Display All (With Totals) button will display the entries with employee subtotals. The Employee Only button will display only the entries for the selected employee. The Employee and Substitutes button (available only in the Employee Absences option) will display the selected employee along with the entries for the corresponding substitutes. Also, the Employee Last Name and First Name have been added to the grid for quicker identification of the entries.
Payroll > Maintenance
- For those customers who have the Web Link module, a new field for Web Link W2 Consent has been added to the Name & Address tab of the Employee File. This field will automatically be updated by the user if they consent to receiving an electronic W2 via Web Link (no papery copy needed).
- When using the Import Name & Address option, found on the Options menu in the Employee File, the system was returning error messages for names with apostrophes and addresses that were originally blank. These have been corrected.
Payroll > Government Reporting
- Iowa Only: The 2013 fall Iowa BEDS Report is now available.
- Nebraska Only: The 2013-2014 Nebraska Staff Reporting is now available.
- Missouri Only: The Term of Position field on the Missouri Retirement Report – All Payroll Detail report was displaying a value for employees with a wage type of R or X but it should have been blank. This has been corrected.
Payroll > Reports
- Payroll Options Report: This report has been updated to include a column for the fiscal year of the selected pay period batches to include.
- Payroll Register – Summarized by Employee: This report has been updated to include an additional sort for Sort Group.
Fixed Asset Inventory > Assets
- In the Asset File Maintenance, a Show Details button has been added next to the Vendor ID field, which will display information from the invoice.
- The Total Cost has been added as a column on the Find button search in Asset File Maintenance.
- Process Web Link Assets has been added to the Options menu in Add New Assets (for those customers who have the Web Link module). This option will be used when completing the Web Link Room Inventory process.
Fixed Asset Inventory > Maintenance
- A list of the active users assigned to a room for the Web Link Room Inventory option will be displayed on the Rooms screen (for those customers who have the Web Link module).
Fixed Asset Inventory > Options
- Process Web Link Room Inventory has been added to the Options menu (for those customers who have the Web Link module). This feature will allow teachers, assigned to fixed asset rooms, to update their room inventory via Web Link. The business office can control when
  the inventory option is available to teachers and then they can process any variances after the inventory is complete. Refer to the “Process Web Link Room Inventory” topic in the Help File for information regarding this option and follow the “Room Inventory Setup and Completion Checklist” which can also be found in the Help File.
- A Move Assets option has been added to the Options menu. A user can enter a New Room ID and select the appropriate assets to move to that room. Once executed, the asset file will be updated. Refer to the “Move Assets” topic in the Help File.
- View Disposed Web Link Assets has been added to the Options menu in Process Asset Disposal (for those customers who have the Web Link module). This option will be used when completing the Web Link Room Inventory process.