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Posted May 6, 2016 in Updates

Version 14.04.21.01

  • Note:
    • For those districts that have the Web Link module, you will also need to be at Web Link version 14.04.21.01 (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.
  • Main Menu > Utilities
    • In the User Security option a new field has been added for Allow Employee Selection on WL Reports. By selecting the applicable module, PR for Payroll, HR for Human Resources and NG for Negotiations, a Web Link user will be allowed to generate assigned reports for any employee in the Employee File. Previously only Human Resources reports could be generated for all employees. Once the update is installed, reports from all three modules will now be for only the Web Link user logged in unless the User Security screen is updated.
  • Accounts Payable > Data Entry
    • A new feature has been added to Accounts Payable: Receiving. This exciting new option is used when the merchandise from purchase orders is physically received by the school district. Within the Receiving option, a user designates the quantity received for the items on a purchase order, enters the date the items were received, and enters any additional comments as needed, while the system automatically tracks the ID of the user who entered the receiving information. The receiving information then appears when invoicing purchase orders. Refer to the Receiving topic in the Help File for step-by-step instructions for using the Receiving option. There is also a training tutorial available with information on using this new option.
    • An Asset Details feature has been added to the Detail Information section of the Invoices option. This new feature allows a single invoice line to have multiple assets assigned to it. It also allows details regarding the asset such as a description, serial number, etc., to be entered at the time the invoice is entered. The asset information will then be available in the Fixed Asset Inventory module when using the Add New Assets option. A new report, titled Asset Details Report for Invoices, has also been added to the Reports menu to view the entered information.
    • For districts that operate on an accrual basis, if a posted purchase order was brought back into a purchase order batch, the Encumbrance Commitments and Less Encumbrance Commitments accounts were not being updated properly. The same issue was also experienced when using the Cancel Outstanding Purchase Orders option. These issues have been corrected for accrual customers.
  • Accounts Payable > Maintenance
    • In the Report Fields section of the Board Report Setup option, a new field has been added: Invoice Detail Expensed. When this field is used, an asterisk (*) will display if the invoice was expensed using the Expense Outstanding Payables option.
  • Accounts Payable > Reports
    • Expense Outstanding Payables Report by Chart of Account Number or by Vendor: These reports were showing an amount of zero for expensed purchase orders that were later invoiced. The reports have been updated to maintain the original purchase order amount.
    • Invoice Listing – Summary and Invoice Listing – Detail: These two reports were updated to include a Report Parameter for Prepaid.
    • Asset Details Report for Invoices: A new report to display the asset information entered for an invoice detail line.
    • Detail Check Register: If an invoice was expensed using the Expense Outstanding Payables option, an asterisk (*) will display next to the detail amount field.
  • Payroll > Data Entry
    • In Pay Period Entries and Employee Absences, if an entry was made with only a dollar amount (units, hours, and pay rate are left blank) the system was zeroing out the dollars when saved. This has been corrected.
  • Payroll > Check Cycle
    • If a unit pay code was expensed and more is being paid out than what is reflected in the remaining expense field, the system was allowing the remaining expense to reflect a negative value which would cause inappropriate entries in General Ledger. This has been corrected.
  • Payroll > Maintenance
    • There have been several enhancements made to the Deductions tab in the Employee File. The format for the Employee and Employer Amounts Lists have been changed to only show the designated frequencies and new entries can be added by selecting the asterisk in the list. In this same section, new rates can be entered along with a Rate Change Date to allow new rates to be entered prior to them taking effect. A Move Deduction Rates option has also been added to the Options menu to assist with moving the new rates to the current rates after the change date has passed. When a deduction is changed to inactive, the field values will no longer be removed; instead they will be grayed and un-editable.
    • The Leaves tab in the Employee File has been updated with two new fields. The Maximum Earned field is only applicable when using Units Per Pay Period and is used to designate a maximum amount the employee can earn in the year from the units per pay period. The Unit of Tracking field will display the value set up in the Leaves option under Maintenance. The Leave Detail List has been updated to include columns for Earned and Taken along with totals. The Employee Leaves List columns have been reordered and several additional columns were added.
    • In the Employee File, under the Options menu, the Add Deductions to Employees option was renamed to Adjust Deductions.
    • In the Employee File, a new option was added to the Options menu: Adjust Last Date Worked. This feature will allow a user to easily modify the Last Date Worked for their employees, if needed.
    • In the Employee File, under the Options menu, the Adjust Leave Balances option has several additions and changes. When using the Create New Year or Update Current Year options, a checkbox for Copy Previous Year Beginning Balance has been added. When using the Roll Other Leaves option, a Maximum to Roll value can be entered, the remaining balance can be zeroed out by selecting the Zero Remaining Balance field, and a Warnings column has been added to the Adjust Leave Entries List to display any applicable warning messages. Also, two new options have been added for Convert Days to Hours and Convert Hours to Day. These new options allow a user to easily convert employee leave information from days to hours or hours to days.
    • New 2014 tax tables have been added for Wisconsin State Income Tax. Select this link to view and verify the tables: https://docs.su-inc.com/taxes/Wisconsin2014.pdf
  • Payroll > Options
    • The Employee Check Calculation has been updated to take into account any end dates and rate change dates for deductions based on today’s date.
  • Payroll > Government Reporting
    • The 403b administrator name for CPI has been changed to CPI/Omni Group.
    • For 403b administrator ING, the Employment Status Date field should have been displaying the latest hire date rather than the oldest. This has been updated.
    • Illinois Only: In some cases, an application error was displayed when using the Create Employment/Position Report File option in the Illinois Employment Information System option. This has been corrected.
    • Iowa Only: Two changes have been made to the Iowa BEDS Report. On the Pay Codes tab, Health Benefits has been added as a Pay Type. When using the Create BEDS Report File option, the user will be able to view a list of any omitted records.
  • Payroll > Reports
    • Distribution Report by Expense Account Summary: This new summary report will display each expense account along with the corresponding employees, their net check and expenses total.
    • Employee Leaves Over Maximum Report: This new report will display any employee whose leave balance is currently over their Carry Over Maximum.
    • Employee Listing – Deduction Information and Employee Deduction Report: These two reports have been updated to include three Report Selections: Current Rates Only, Rates as of a Specific Rate Change Date, and All Rates (Current and New). Also, Declining and Regular Pay Period Only were added as Report Parameters.
    • Employee Leave Balance Report: This report was changed to landscape orientation and reformatted to better match the information in the Employee File.
    • Employee Listing – Leave Information: The report was reformatted to better match the leave information in the Employee File.
    • Benefit Statement Report: The report was reformatted slightly to better accommodate including a page break between employees if desired.
    • Deduction Register by Fund: A count of the number of employees for each fund was added to this report.
    • Earnings Report by Employee and Earnings Report by Pay Code: These two reports were modified to allow a user to generate them for either unposted or posted payroll check batches.
    • Employee Detail Listing with Signature: The employee’s hire date was added to this report.
  • General Ledger > Government Report
    • Missouri Only: The Missouri SDAC option has been updated for the 2014 year.
  • General Ledger > Maintenance
    • In the Flexible Financial Report Setup option, when using the Grand Total field and including both revenue and expenditure accounts, there were several fields that were not properly displaying the difference between these account types. Combined field values were added where appropriate and any flexible financial report you’d like to see these new values on will need to resaved. To resave a report, select Flexible Financial Report Setup from the Maintenance menu, enter the name of the report to edit, type the same number in the Top Margin field that is already displayed (i.e. 0.25) and click the Save button.
  • Human Resources > Reports
    • Employee Listing – Demographic Information: The Emergency Contact Person and Emergency Contact Relationship fields were reversed. This has been corrected.
  • Negotiations > Salary Schedules
    • In some cases, there was a problem calculating half steps on salary schedules. This has been corrected.
  • Negotiations > Reports
    • Salary Schedule Report: This report was changed from portrait to landscape and modified to display additional columns per page.
  • Fixed Asset Inventory > Assets
    • If there was an open Add New Assets batch, the depreciation information for all assets was being hidden in the Asset File Maintenance. This has been corrected.