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Posted November 3, 2016 in Updates

Version 16.11.03.01

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 16.11.03.01 (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.

Due to the significant number of enhancements in this release, the download and installation process will take longer. During the installation, it could take 5 to 10 minutes to update the database.
  • All System
    • When emailing a report, an additional attachment can be included by using the Additional Attachment File Name field on the Email Options screen. This file along with the report will be sent to the designated recipients. Also, the Other Communications email address will be selected by default, but can be changed.
    • When viewing the screen after selecting a regular batch, the title bar will display the words Processing Month followed by the month and year of the batch. For recurring batches, the title bar will display the words Recurring Batch along with Processing Month and the month and year fields.
  • Main Screen>Maintenance
    • The Accounts Payable tab in the Email Manager option has been updated to include a new section for Receiving Options. If completed, emails will be sent when items are received through the Receivings process. Fields have also been added to send emails for requisitions to the original submitter or prior approvers if an approver modifies a requisition as well as sending emails to approvers when a user recalls a requisition.
  • Main Screen>User Controls
    • Enhancements/Updates for User Security:
      • Users can be set up with multiple Vendor Groups and multiple Ship To Addresses for use in restricting entry in requisitions, purchase orders, receivings, invoices, and adding new assets.
      • The User Permissions for Web Link have been modified to include all available options. To set up a user with Web Link rights, select each form they will be able to access.
      • When setting up a School Accounting System user who is not a supervisor, they will now need to also have either Full Access or Read Only Access to the SAS Main Screen.
      • The Add Employees as Users option has been enhanced and renamed to Add Employees as Web Link Users. Refer to the Add Employees as Web Link Users topic in the Help File for additional details.
      • The new View/Adjust Users option allows a supervisor to view existing users and quickly adjust their rights. Selections can be made to view or adjust users based on a module or specific screen or option within a module as well as rights for reports or assigned account groups, approval trees, ship to address, or vendors groups. Refer to the View/Adjust Users topic in the Help File.
      • Inactive Users is a new option for supervisors to inactivate a group of users.
      • A new report, Web Link User Security Listing, is available to print for only those users with access to Web Link and displays their various rights to the module.
      • The User Security Listing has been updated to include the enhancements for this option.
  • General Ledger>Data Entry
    • If a Default Receipt Report has been designated in the General Ledger System File, the new To Screen & Save button can be selected to view and print the receipt immediately.
  • General Ledger>Maintenance
    • The Default Receipt Report field has been moved from the Web Link Setup Options to the General Ledger System File. By designating a default report, a receipt can be printed using the To Screen & Save button (or Print Receipt button in Web Link) during cash receipt data entry.
  • Accounts Payable>Data Entry
    • Enhancements/Updates for Invoices:
      • Invoice Date and Due Date are now required fields and can no longer be hidden on the Set Screen Preferences. If these fields were previously hidden, after installing the update, they will appear on the screen.
      • When using the Copy Invoice feature, for any field that is now hidden for the user, if the original invoice had a value, it will not be copied to the new invoice.
      • An automatic payment stub can now be printed when selecting the Save and Print button within recurring and credit card payment batches.
      • When invoicing purchase orders for a 1099 vendor, if a line was cancelled, the 1099 amount was not clearing. This has been corrected.
    • Enhancements/Updates for Purchase Orders:
      • Comments entered for requisitions can now be seen when entering in purchase orders. Because of this change, the screen layout has been modified slightly.
      • If a Default Purchase Order Format has been designated in the Accounts Payable System File, the new To Screen & Save button can be selected to view and print the purchase order immediately.
      • The Catalogue field label has been changed to Item Number and all standard reports have been updated. Custom reports, including purchase order formats, will need to manually have the label changed in either Report Writer or by using the Purchase Order Format Setup option.
      • If a user is assigned to more than one Ship To Address ID, then this field will be required during data entry.
      • If the user can select any Employee ID and the field is set to repeat, the last selection will be displayed by default but can be changed.
      • Purchase Order Date is now a required field and can no longer be hidden on the Set Screen Preferences. If it was previously hidden, after installing the update, it will appear on the screen.
      • When using the Copy Purchase Order feature, for any field that is now hidden for the user, if the original purchase order had a value, it will not be copied to the new purchase order.
      • Expected Date and Requisition Date have been added to the Select Requisitions for Multiple Purchase Orders and Select Requisitions for Single Purchase Order screens.
    • Enhancements/Updates for Receivings:
      • Emails can be set up to automatically send when receiving items. The necessary fields will need to be completed in the Email Manager option on the main screen.
      • The Catalogue field label has been changed to Item Number and all standard reports have been updated. Custom reports will need to manually have the label changed in Report Writer.
  • Accounts Payable>Requisitions
    • Enhancements/Updates to Requisition Options:
      • A new section for Data Entry Preferences has been added. Each field in requisition entry can be defined to repeat the information from a previous entry, hide the field so it no longer appears on the screen, or make the field required for data entry. Default preferences can be set up for all approval trees on the General tab and if desired, individually overridden for a specific approval tree on the Approval Trees tab.
      • The new Approver Changes section allows each field to be defined so it can be changed by the approver within the Requisition Approvals option. Individual fields can also be designated to require the requisition to restart the approval process from the beginning if changes are made. Default preferences can be set up for all approval trees on the General tab and if desired, individually overridden for a specific approval tree on the Approval Trees tab.
      • If Allow Recall of Requisitions Prior to Any Approvals is selected on the General tab, a user will be able to recall their requisition for modifications and resubmission or it can be deleted.
      • To allow a user to print a requisition form using the To Screen & Save button (or Print Requisition button in Web Link) during data entry, select a report in the Default Requisition Form Report field on the Approval Trees tab.
      • The Default Requisition Vendor ID and Minimum Bid Amount fields must now be set up by approval tree on the Approval Trees tab.
      • Along with a minimum amount, a new maximum amount can also be designated for each approver in the approval tree on the Approval Trees tab.
      • The Allow Show All Sequences for Approvals field has been renamed to Allow Approvals Out of Sequence.
      • Refer to the Requisition Options topic in the Help File for additional details.
    • Enhancements/Updates to Requisition Entry:
      • A Submit All Requisitions button has been added to the data entry screen. When selected, all outstanding requisitions for the user will be submitted.
      • If the Allow Recall of Requisitions Prior to Any Approvals is selected in the Requisition Options, a user will be able to recall their requisition for modifications and resubmission or it can be deleted. Upon recall, an email can also be sent to the first approver if the Email Manager has been set up accordingly.
      • The Catalogue field label has been changed to Item Number and all standard reports have been updated. Custom reports will need to manually have the label changed in Report Writer.
      • A column for Bid Expiration Date has been added to the Requisition Bids screen.
      • If a user is assigned to more than one Ship To Address ID, then this field will be required during data entry.
      • If the user can select any Employee ID and the field is set to repeat, the last selection will be displayed by default but can be changed.
      • A new option, Copy Requisition, has been added to the Options menu. This option is used to copy a previously entered requisition for the user.
      • An Import Requisitions option has been added to the Options menu.
      • The Set Screen Preference option has been removed from the Options menu. Instead fields can be designated as hidden, required and set to repeat on how the approval tree is set up in the Requisition Options.
      • If a Default Requisition Form Report has been designated in the Requisition Options, the new To Screen & Save button can be selected to view and print the requisition immediately.
      • Refer to the Requisition Entry topic in the Help File for additional details.
    • Enhancements/Updates to Requisition Approvals:
      • Any field can now be modified by the approver based on how the approval tree is set up in the Requisition Options. Also all fields from the requisition entry header and detail sections have been added to the screen.
      • If a requisition is modified by an approver, the system can be set up to send an email with a copy of the requisition attached to the original submitter as well as any previous approvers. Refer to the Email Manager topic in the Help File. Also the approvers comment field will be updated with the field names that were modified by the approver.
      • The Approved and Rejected columns have been moved to be the first columns in the section.
      • In the Approvals List, the Approval Tree ID and description were added.
      • The Catalogue field label has been changed to Item Number.
      • The Show All Sequences field has been renamed to Approve Requisitions Out of Sequence.
    • A new option, Submit Requisitions on Behalf of Users, has been added to the Options menu in the Requisition Inquiry. This option is used to submit requisitions that other users entered but have not yet submitted. Refer to the Submit Requisitions on Behalf of Users topic in the Help File. Also, the search screen for the requisition number has been updated to include columns for Created by User ID and Employee ID, and Catalogue has been changed to Item Number.
  • Accounts Payable>Checks Cycle
    • The From and To date fields for Select Invoices to Pay screen have been moved from the batch screen to the selection screen.
  • Accounts Payable>Maintenance
    • A new field has been added to the Board Report Setup option: Exclude Zero Amount. By selecting this field, lines with zero amounts will be omitted from the report. Refer to the Board Report Setup topic in the Help File for additional details.
    • Enhancements/changes to the Accounts Payable System File:
      • To allow a user to print a purchase order form using the To Screen & Save button (or Print Purchase Order button in Web Link) during data entry, select a report in the Default Purchase Order Format field.
      • When having the system automatically assign the next available purchase order number or requisition number, the user can select from either a Fiscal Year format or a User Defined format. The Fiscal Year format has several available options for incorporating the applicable fiscal year. Refer to the Accounts Payable System File topic in the Help File for additional details.
    • Any report set up in the Purchase Order Format Setup option will now have two additional report parameters for Employee ID and Vendor ID. Also, when printing the Standard Purchase Order Form, two new sections will be included for the requisition comments and requisition approvals. If you prefer not to include these sections, a new format will need to be set up. Refer to the Purchase Order Format Setup topic in the Help File.
  • Accounts Payable>Options
    • In the Vendor Inquiry, the Go To button has been added next to the Vendor ID field allowing the user to easily view the vendor in the Vendor File. Also, if operating on a cash basis, the Cost Center field can be modified for any active invoice that has not yet been selected to be paid.
    • The Requisition Comments have been added to the Vendor Inquiry and Purchase Order Inquiry screens for purchase orders that were created from requisitions.
  • Accounts Payable>Government Reporting
    • The 2016 changes for the Vendor 1099s are included in this release. If providing paper or emailed documents to vendors, the recipient’s identification number can be masked to only display the last four digits by selecting the Print Last Four Digits of Federal ID field on the Print 1099s tab. This field should not be selected for Copy A if submitting on paper to the IRS. Also, regardless if you are filing on paper or electronically, the new IRS deadline for filing vendor 1099s will be January 31, 2017.
    • Refer to the Accounts Payable End of Calendar Year Checklist topic in the Help File for step by step instructions to complete the end of calendar year process.
  • Accounts Payable>Reports
    • Requisition Status Report for All Users: This new report can be given to Web Link users to view the status of all requisitions not just those the user submitted.
  • Payroll>Maintenance
    • Enhancements/Updates to the Employee File:
      • The Sort Groups used in the Employee File have been merged with the Custom Referenced Fields and will now appear on the Custom Fields tab. When generating reports, all custom referenced fields will now be available for report sorting.
      • On the ACA Hours tab, employees in their initial measurement period as a new hire can no longer be set up as Report as Full Time with an Initial Benefit Status of Ineligible.
      • Spouse has been added as a Relationship for ACA 1095 dependents in the Employee File.
  • Payroll>Options
    • In the Balancing Information option, on the Pay Codes tab a pay code can be defined as a Student Worker Pay Code if it is not taxable for Social Security and Medicare. These earnings will be displayed in their own field on the View Data tab. Also, employees who reach the Social Security Limit will no longer display with a variance. The Balancing Information Reports have been updated.
  • Payroll>Government Reporting
    • The 2016 changes for the Employees W2s are included in this release. If providing paper or emailed documents to employees, the employee’s social security number can be masked to only display the last four digits by selecting the Print Last Four Digits of Federal ID field on the Print W2s tab. This field should not be selected for Copy A if submitting on paper to the Social Security Administration (SSA). Also, regardless if you are filing on paper or electronically, the new SSA deadline for filing employee W2s will be January 31, 2017.
    • Enhancements/Updates to the Affordable Care Act (ACA) B Forms and C Forms:
      • The 2016 changes for the Affordable Care Act (ACA) B Forms and C Forms are included in this release.
      • The employee and dependent’s social security numbers can now be masked to only display the last four digits by selecting the Print Last Four Digits of Federal ID field on the Print 1095-Bs or Print 1095-Cs tab.
      • The Mailing Labels option has been added to the Reports menu for those interested in printing labels to mail their Employee 1095s.
      • The Detail by Month report selection on the Full Time Count for ALE Member report has been updated to further clarify why an employee is either included or excluded from the month.
      • At this time, the IRS is not accepting 2016 1095 electronic submissions. When the option becomes available, the submission process will be opened in a future release.
      • The IRS electronic submission filing deadline will be March 31, 2017.
    • Refer to the Payroll End of Calendar Year Checklist topic in the Help File for step by step instructions to complete the end of calendar year process.
  • Accounts Receivable>Options
    • On the Customer Inquiry screen, voided invoices were incorrectly being included in the balances. This has been corrected.
    • Unposted payments that are tied to invoices were begin included in the customer balances and should not have been. This has been corrected.