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Posted October 25, 2017 in Updates

Version 17.10.24.01

Due to changes in this release, the installation process will take longer.  In some instances, it could take 10 to 15 minutes to update the database.  Do not close out of the system while the database is being updated.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.10.24.01 (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
    • K-Purchase is a new Software Unlimited, Inc. purchasing partner to assist districts with their purchasing needs.  K-Purchase provides a one-stop, online shopping resource with assistance for any specific purchasing needs.  K-Purchase also offers a cloud-based requisition platform districts can sign up to use.  To access, select the k-Purchase link under the Purchasing Partners section from any main screen.
      • If your district is not signed up for k-Purchase’s requisition platform, the user will be prompted to verify their name and email address and then will be able to shop.  Once done, they can create a .PDF quote document to use for approvals.
      • If your district is already signed up with k-Purchase to use their requisition platform, the user will be prompted to enter their login information before they can shop.  After the user is done shopping, a requisition can be created for approval, and once approved, the purchase order (approved requisition) can be exported and imported into the School Accounting System.
  • General Ledger>Maintenance
    • Missouri Only:  A new option has been added to the Options menu in the Chart of Accounts: ESSA Account Number Changes.  This new feature will allow Missouri districts to implement changes to their account structure and account numbers to comply with the Every Student Succeeds Act (ESSA) requirements.  When using this option, a new Source of Funds reference piece will be added to expenditure accounts, and the length of the Location (formerly Operational Unit) and Project reference pieces will be expanded.  Refer to the ESSA Account Number Changes topic in the Help File for more details.
  • Accounts Payable>Requisitions
    • A new option has been added to the Options menu in Requisitions Options: Export k-Purchase Setup Files.  This feature is used to extract data from the School Accounting System that can then be sent to k-Purchase for assistance with implementing their cloud-based requisition platform.  Refer to the Export k-Purchase Setup Files topic in the Help File for more details.
  • Accounts Payable>Government Reporting
    • The 2017 changes for the Vendor 1099s are included in this release.  For Missouri customers, in addition to being able to create the Combined Federal/State file, you will now also be able to create a State file.
    • 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.
  • Payroll>Data Entry
    • When using the Select Leave Requests/Substitutes for Processing feature, in some instances there could have been a lag when saving entries in either Pay Period Entries or Employee Absences batches.  This has been corrected.  Also a new column, Validation Message, has been added to the Employee Entries with Errors/Warnings grid displayed when validating leave request entries.
    • There are two changes to the Import Time Cards option in Time Card batches.  If an employee didn’t have any entries subjected to overtime and they have leave entries whose balances are negative, a warning message should have been appearing and was not.  This has been corrected.  Also, if an entry is being imported with hours and a user changes the Time In or Time Out fields on the grid, the hours will not recalculate.
  • Payroll>Maintenance
    • When viewing the ACA 1095s tab in the Employee File, a change has been made to display the most current year set up in the Affordable Care Act (ACA) Reporting Setup option by default instead of having to select a year each time the screen is displayed.  If the user changes the value, that year will be the default until the employee file is closed or the value is changed again.
    • The Withdrawal Date field on the ACA 1095s tab in the Employee File for the Employee ACA Coverage Dates and Dependent ACA Coverage Dates should only be completed if the individual’s coverage ended at a particular point; otherwise leave the date blank if the individual is still enrolled in the health coverage and will continue to be covered going into the next year.  If there are multiple coverage dates that overlap or there are open ended withdrawal dates, the system will use the most current withdrawal date that exceeds the enrollment date.  For example, if an employee has two coverage lines, one with an enrollment date of 1/1/2016 and no withdrawal date, and the other has 1/1/2017 for the enrollment date and 4/30/2017 as the withdrawal date, for 2017 the employee will have coverage for January – April.  Because of this change, any prior year ACA documents that are reprinted after installing this release may not reflect the same information.
  • Payroll>Government Reporting
    • In a prior release, we inadvertently changed the Payroll Contribution File format for the CPI/Omni Group 403b administrator.  The format has been changed back and the option name has been updated to read Omni Group.  It is highly recommended that you review the Deductions tab to ensure everything is set up properly before generating the next file for your administrator.
    • A new 403b Reporting option has been added for CUNA Mutual.  If you are currently using a different 403b Reporting administrator within the School Accounting System but should be using CUNA Mutual, within your 403b Reporting option, select the Options menu and then Change 403b Administrator to select the correct company.  When generating your next report/file, you’ll need to complete the applicable screens before building your Payroll Contribution File.
    • The 2017 changes for the Employees W2s are included in this release.  For Missouri customers, the Department of Revenue is now accepting electronic file uploads via a secure website.  Refer to this website for instructions on requesting login credentials:  http://dor.mo.gov/business/withhold/EFW2.php  The system has already been designed to create the correct file in the proper format.
    • The 2017 Affordable Care Act (ACA) B Forms changes are included in this release.  According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January.
    • The 2017 Affordable Care Act (ACA) C Forms changes are included in this release.  According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January.  A new option has been added to the Employer 1094-C tab: Generate/View System Estimated Details.  This feature allows the user to generate and print a report showing the full time employees counted in each month (Report Parameter Included in Month = True) as well as those not and the applicable reason why (Report Parameter Included in Month = False).
    • 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.
  • Payroll>Reports
    • Full Time Employee Listing for 1095-C Forms:  This report replaced the Full Time Employee Count for ALE Member report.  The new report can be used to view and verify the full time employees who should receive Affordable Care Act (ACA) 1095-C forms.
    • Employee Employment Dates Report:  This report has been updated to include a column for Employee ID.
    • Employee Listing – Deduction Information and Employee Deduction Report:  These two reports have been updated to include rate changes made to rate tables in the Deduction File.
    • Employee Detail Listing for Payroll:  This report has been updated to include ACA Coverage Dates for the employee and their dependents.
    • Employee Detail Listing with Signature Line:  This report has been updated to include ACA Coverage Dates for the employee and their dependents.  Also a Date field has been added next to the signature line.
    • Wyoming Monthly Retirement Detail Report:  This report has been updated to include an Employee Count at the end of the report.
  • Human Resources>Reports
    • Office Phone List by Site/Building/Department:  This report was returning an error during printing and has been corrected.
  • Accounts Receivable>Options
    • In some instances the Clear Outstanding Invoices option was not displaying all outstanding items.  This has been corrected.