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Posted May 6, 2016 in Updates

Version 15.02.01.01

  • Main > Maintenance
    • The Mail Server field can now be edited on the Email Options screen when sending emails via the Email Manager.
  • Main > Utilities
    • Direct Deposit Header Records has been added to the User Permissions for Accounts Payable, Payroll and General Ledger in the User Security option.
  • General Ledger > Check Options
    • When using the Replace/Reprint Checks option, the feature to email the check stub was not working. This has been corrected.
    • A new field has been added to the Checks File Maintenance screen: Check Distribution Amount. If viewing an employee direct deposit stub and a portion was issued as a check, the amount written as the check will appear in this field. The Go To button can be selected to view the check that was issued to the employee for that portion.
  • General Leger > Maintenance
    • In the General Ledger System File and Funds Reference File, the Purchase Orders Account and Less Purchase Orders Account fields will be gray unless the school district operates on an accrual basis.
    • A new feature has been added for creating direct deposit files: Direct Deposit Header Records. Setting up multiple direct deposit header records and tying them to checking accounts will allow a district to generate direct deposit files for more than one bank account. All of the information that used to appear on the Edit tab of the Create Direct Deposit File and Direct Deposit Prenotification File has been moved to this option. Refer to the Direct Deposit Header Records topic in the Help File for additional information. This same feature is also available in both Accounts Payable and Payroll from the Options menu then Direct Deposit Options. Note: We encourage you to verify the information in both the Direct Deposit Header Records option as well as the Checking Accounts file to ensure the information was converted accurately. If the previous information was the same for both Accounts Payable and Payroll, only one Direct Deposit Header Record was created.
  • General Ledger > Government Reporting
    • Iowa Only: The 2015-2016 Iowa Budget Summary Report is now available.
  • General Ledger > Reports
    • Account Inquiry Reports: When generating these reports for an entire fiscal year for a few selected funds, in some instances, the report was timing out. This has been corrected. Also when indicating to include accounts with activity, no matter when that activity occurred during the fiscal year, the account will show up on the Date Range report.
    • Direct Deposit Header Records Listing: This is a new report listing the direct deposit header records.
    • Checking Accounts Listing: This report was updated to include the additional information for Direct Deposit Header Records.
    • Check Register by Type and Check Register by Checking Account: If an employee has requested to receive a portion of their direct deposit split in the form of a check, these reports have been updated so the direct deposit amount is reduced by the amount of the check. The check portion will continue to display as before.
  • Accounts Payable > Check Cycle
    • On the Create Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for a vendor while in the middle of the check cycle and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
  • Accounts Payable > Maintenance
    • On the Check Print Positions tab in the Check Setup – Vendors, a new field has been added to allow the system to print the check number on the check for those districts who do not purchase checks with this information already displayed. The Top, Left, Width and Font fields would need to be completed for the Check Number field.
  • Accounts Payable > Options
    • On the Recreate Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for a vendor since the check cycle was completed and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
  • Payroll > Data Entry
    • Several enhancements have been made to the Pay Period Entries and Employee Absences options.
      • The Employee Name and Pay Code Description fields have been moved to the top of the screen.
      • The Edit Records button has been added to the Employee ID search (Ctrl+F).
      • After keying in the first chart of account number in the Expense Accounts List, 100% will automatically display in the Enter Percents field by default.
      • In the Batch Entries List, employee totals have been added to the Employee Only tab.
      • On the Grid Entry tab, the Subbed For Employee ID field has been removed for Pay Period Entries.
      • When using the Copy Batch feature from the Options menu on the Batch Options screen, an Update Pay Rate checkbox has been included allowing the user to automatically use the new rates from the Employee File. With the addition of this new feature, the Fiscal Year End on the batch can now be changed. Note: If the Fiscal Year End on the batch is changed, then the Update Pay Rate field will be selected automatically and cannot be changed.
      • The Set Screen Preferences, under the Options menu, has been updated to include new fields for Save Column Order of Batch Entries List and Use Primary Pay Code as Default. When selected, the Save Column Order of Batch Entries List will allow the user to move the columns around and have them saved in the designated order. If this field is not selected, the columns will default to the defined system settings each time the screen is opened. If the Use Primary Pay Code as Default field is selected, if an employee has a pay code defined as their primary pay code, that pay code will display by default. If this checkbox is not selected, a pay code will have to be entered manually. When this update is installed, both checkboxes will be selected by default.
      • If a leave is setup to display a warning message when it goes negative, the system was not displaying the message when making an entry using a leave that is tied to that main leave ID. This has been corrected.
      • When using the Import Pay Period Entries or Import Employee Absences and the pay code is setup to track Hours Worked, if the Hours field is not being included on the import file, the system will automatically calculate the value.
      • Additional changes were also made to the Employee Absences option.
        • The Subbed For Employee ID field has been updated to include a drop-down search to go along with the Search button. The new drop-down feature will show all active employees in the Employee File, allowing an entry to be tied to any employee record, even if they do not have an absence entry. The Search button will continue to display all absence entries in unposted batches.
        • If the Employee ID entered in the Subbed For Employee ID field has a leave entry, the new Tie to Absence Entry field will be selected by default, but can be changed. If unselected, the entry will only tie to the employee but not their absence entry. In order to track the complete history for all employee absence entries and generate reports showing the employees and who subbed for them, the substitute entries must continue to be tied to absence records.
        • An additional field for Display All Employees on Subbed For Employee ID Ctrl+F Shortcut appears on the Set Screen Preferences screen. If this field is selected, using the Ctrl+F on the Subbed For Employee ID field will display all active employees. If the field is not selected, then only those employees with unposted leave entries will be displayed.
        • New entries can now be made on the Grid Entry tab. If using the Subbed For Employee ID field, the entry will only tie to an active employee and not to employee leave entries.
        • In the Leave Balance and Main Leave Balance informational fields located on the bottom of the screen, if a Unit of Tracking was set up in the Leaves option, it will display after the numeric value.
        • Because absence entries can now be tied to an employee without a leave entry, the Absence Listing by Absence Date and Absences Listing by Employee with Substitutes reports will only show Subbed For Employee ID information if the substitute entry is tied to the employee leave entry via the Tie to Absence Entry checkbox. The Substitute Listing will continue to display all substitute entries and the employee’s they subbed for no matter if tied to an absence entry or not. The Pay Period Entries Listing – Detail has been updated to display any information entered in the Subbed For Employee ID field.
        • The Subbed For Employee ID field has been added to the Import Employee Absence screen. Data imported in this field will only tie back to an active employee and not to employee leave entries.
    • Several enhancements have been made to the Time Cards option.
      • Date Worked has been added as a new field on the screen.
      • The Set Screen Preferences, under the Options menu, has been updated to include an option for Entry Method which allows the user to pick either Day of Week or Date Worked. If using Day of Week, then Day of Week field will be enabled. If choosing Date Worked, then Date Worked will be enabled. By default Day of Week will appear, but can be changed.
      • If Prorate Overtime is selected on the Batch Options screen and the employee is getting paid from only one pay code, the system will no longer prorate the overtime over all the days.
  • Payroll > Check Cycle
    • The Balancing Option has been updated to include the following Payroll Types when generated for Batch: Expense Contracts, Purchase Order and any payroll marked as Test Payroll (No Checks).
    • On the Create Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for an employee or payee while in the middle of the check cycle and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
    • If an employee has requested to receive a portion of their direct deposit split in the form of a check, their stub has been updated to include an additional line indicating this amount in the section showing their direct deposit information.
    • If an employee is set up for email direct deposit stubs and they have Individual Bank Account Deductions, these stubs will now be emailed as well. Also, if the Email Manager is set up to password protect employee direct deposit stubs, the individual bank account deduction stubs will be password protected too.
  • Payroll > Maintenance
    • In the Employee File on the ACA tab in the Hours Tracking List, a new field has been added for Through Last Worked Date. The date in this field, which the weeks and hours per weeks are based on within the To Date sections, will be the Last Worked Date from the latest posted or unposted payroll calculation batch if the current computer date is within the specified measurement period; otherwise if the current computer date or the Last Worked Date from the latest posted or unposted payroll calculation batch is after the end of the measurement period, the date will be the Measurement End Date of the specified measurement period. Also in this list, the To Date section has been renamed to To Date (With Service Break).
    • On the Leaves tab in the Employee File, the Earned and Taken columns in the Employee Leaves List will now include both posted and unposted leave entries.
    • On the Check Print Positions tab in the Check Setup – Employees and Check Setup – Payees options, new fields have been added to allow the system to print the check number on the check for those districts who do not purchase checks with this information already displayed. The Top, Left, Width and Font fields would need to be completed for the Check Number field. Also, two additional changes have been made to the Check Setup – Employees. The message section has been expanded to handle messages longer than one line and the detail leaves area has been reformatted to left align the amount fields. In order for these two new features to be seen on your district check or direct deposit stubs, you will need to resave them. To resave your check setups, select Check Setup – Employees 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.
  • Payroll > Options
    • The Balancing Option has been updated to include Expense Contracts Payroll Types. Also, in some instances a timeout error was being displayed. This has been corrected.
    • On the Recreate Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for an employee or payee since the check cycle was completed and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
    • A new field has been added to the Checks File Maintenance screen under the Check Options menu: Check Distribution Amount. If viewing an employee direct deposit stub and part was issued as a check, the amount written as the check will appear in this field. The Go To button can be selected to view the check that was issued to the employee for that portion.
  • Payroll > Government Reporting
    • In the Affordable Care Act (ACA) Reporting option, in the header section on the Hours Tracking tab and in the New Hires List on the New Hires tab, a new field has been added for Through Last Worked Date. The date in this field, which the weeks and hours per weeks are based on within the To Date sections, will be the Last Worked Date from the latest posted or unposted payroll calculation batch if the current computer date is within the specified measurement period; otherwise if the current computer date or the Last Worked Date from the latest posted or unposted payroll calculation batch is after the end of the measurement period, the date will be the Measurement End Date of the specified measurement period. Also, on both tabs, the To Date section has been renamed to To Date (With Service Break).
    • In the Affordable Care Act (ACA) Reporting option on the Adjustments tab, a new Adjustment Option has been added for Contract Last Worked Date. Use this option to update the last worked date on the earnings records for contract employees for selected payroll calculation batches.
    • Kansas Only: The Kansas Retirement Report has been updated to include two report selections so the report can be printed either alphabetically by employee or by Plan ID and then alphabetically.
    • Missouri Only: If multiple records were edited on the View/Edit Data tab in the Missouri Retirement Report, the system was returning an application error. This has been corrected.
  • Payroll > Reports
    • Check Register by Type and Check Register by Checking Account: If an employee has requested to receive a portion of their direct deposit split in the form of a check, these reports have been updated so the direct deposit amount is reduced by the amount of the check. The check portion will continue to display as before.
    • Payroll Register – Totals and Payroll Register – Totals Combined: If an employee has requested to receive a portion of their direct deposit split in the form of a check, these reports have been updated so the Direct Deposits field is reduced by the amount of the check.
    • Pay Period Entries Listing – Detail: The Subbed For Employee ID field has been added to this report.
    • Time Card Listing and Time Card Listing with Import/Override Account Number: Both reports have been updated to better match the screen.
    • Employee ACA Report – Hours Tracking and Employee ACA Report – Hours Tracking for New Hires: Both reports have been updated to include the Through Last Worked Date field and the To Date section has been renamed to be To Date (With Service Break).
    • Trending Hours Report and Trending Hours Report for New Hires: These two reports have been updated to include the Through Last Worked Date field and the To Date section has been renamed to be To Date (With Service Break). They also now include the three Full Time fields.
    • Employee Listing – Leave Information: The Earned and Taken columns on this report have been updated to include both posted and unposted leave entries.
    • Employees with No Retirement Gross: This new report, found under the Check Cycle Pre-Check Reports and under the Payroll Reports menu, will display employees with no retirement gross by using Report Selections for Unposted – No Last Paid Date, Unposted – All Employees, and Posted – All Employees.
    • Employee Listing – Deduction Information and Employee Deduction Report: These two reports were updated to include a Report Parameter for Process if No Pay.
  • Fixed Asset Inventory > Reports
    • Departments Listing: This report was renamed to Departments Listing for Fixed Asset Inventory.