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Posted April 19, 2018 in Updates

Version 18.04.19.01

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.04.19.01 (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>User Controls
    • User Permissions have been added to General Ledger for Cancel Outstanding Receivables and Cash Receipt Inquiry. Refer to the User Security topic in the Help File to edit a user.
  • General Ledger>Data Entry
    • Several enhancements have been made to the Cash Receipt data entry option:
      • Data entry has been redesigned to accommodate header and detail information. This change allows for multiple detail lines to be assigned to one header record, keeping cash receipt details together on the same receipt. Refer to the Cash Receipts topic in the Help File for more information. A tutorial on this topic is also available.
      • If the Use System Numerically Assigned Cash Receipt Number field is selected in the General Ledger System File, the cash receipt number field will be disabled and the value will be auto assigned upon saving with the same number as the cash receipt key.
      • The Batch Options screen has a new section for End of Fiscal Year Options. If Create Receivables is selected, the system will post entries between the chart of account number and receivable account number. These entries can then be processed later once the revenue is received.
      • Select Receivables for Processing has been added to the Options menu. This feature can be used to process receivables once the revenue has been received. Detail lines for a receivable can be processed individually. Refer to the Select Receivables for Processing topic in the Help File for more information.
      • User screen preferences have been restored to the defaults. The new Set Screen Preferences (Header) and Set Screen Preferences (Detail) options can be used to reset individual user preferences.
      • A new Copy Cash Receipt feature has been added to the Options menu, allowing a user to select a previous entry to create a new receipt. Refer to the Copy Cash Receipt topic in the Help File for more information.
      • The Import Cash Receipts option has been updated to accommodate the new features within this option.
      • The four Cash Receipt Reports have been updated to display the new fields.
    • The Reallocate COA Balances option, located under the Options menu in Manual Journal Entries, has been enhanced. The feature now allows a user to select which line items to process and includes columns for the account references for easy filtering. Refer to the Reallocate COA Balances topic in the Help File for more information.
  • General Ledger>Maintenance
    • Two new fields have been added to the General Ledger System File. When selected, the Use System Numerically Assigned Cash Receipt Numbers field will have the system automatically assign the cash receipt numbers when entering cash receipts. The cash receipt number field will be disabled during data entry and the assigned number will be equal to the cash receipt key. The Automatically Calculate Totals on Cash Receipt Entry field will have the system automatically add up all the detail lines when saving a cash receipt. Refer to the General Ledger System File topic in the Help File for more information.
    • If a custom report is designated in the Default Cash Receipt field in the General Ledger System File, it may no longer print properly due to changes made to the report table structure in Report Writer. If you are having issues, please contact Customer Support for assistance.
    • A new field, Last Cash Receipt Date, has been added to the Received Froms. This field will automatically update with the last date a cash receipt was posted for the received from. When the update is installed, the latest date of all posted cash receipts will display in this field.
  • General Ledger>Options
    • Several enhancements have been made to the Adjust Posted Entries option:
      • An option has been added for cash receipts on the General Ledger tab. Each line item can be adjusted individually and the new chart of account number can be from a different fund.
      • The Accounts Payable tab has been updated to include an Adjust button to enter the adjusting entries. The system will allow the account numbers to be from different funds for districts operating on a cash basis as long as they are in the same checking account. Accrual basis districts must maintain the entries within the same fund. Users will also be able to split an original entry into more than one line as long as the new invoice detail amount matches the original amount.
      • The Payroll tab has been updated to include an Adjust button to enter the adjusting entries. The system will allow the new expense chart of account number to be from a different fund as long as it has the same checking account as the original account number and the entry is not from an expense payroll. Users will also be able to split an original entry into more than one line using the new expense chart of account number and pay code ID as long as the total for the adjusting entries matches the original line item amount.
      • Refer to the Adjust Posted Entries topic in the Help File for more information.
    • The new Cash Receipt Inquiry option shows all the information for posted and unposted cash receipts. This option can also be accessed from within cash receipt batches and received froms. The four Cash Receipt Reports are available on the Reports menu. Refer to the Cash Receipt Inquiry topic in the Help File for more information.
    • The Cancel Outstanding Receivables option cancels the remaining balances for all the line items for outstanding receivables so they are no longer displayed within the Select Receivables for Processing option. Refer to the Cancel Outstanding Receivables topic in the Help File for more information.
  • General Ledger>Reports
    • Received Froms Listing: A new report parameter for Last Cash Receipt Date has been added to this report.
  • Accounts Payable>Data Entry
    • Invoice entry has been enhanced to allow invoices to be expensed at the time they are entered in the batch. On the Batch Options screen, a new section for End of Fiscal Year Options has been added. If Expense Invoices is selected, the system will post the invoices like normal but an expense batch will also be created and applicable entries will be posted to General Ledger using the Expense Entry Date. The options for Credit Card Payment Batch, Recurring Entries, and Prepaid Information will not available if an invoice batch is flagged as an expense batch. Refer to the Completing Batch Options for Invoices topic in the Help File for more information. Also, the two Expense Outstanding Payables Reports have been added to the Reports menu.
    • When using a chart of account number from a fund marked as an activity fund in the General Ledger fund file, the system will now include unposted cash receipt amounts in the Fund Balance field for invoices, purchase orders, requisitions, and requisition approvals.
  • Accounts Payable>Maintenance
    • If a user did not have access to Report Writer they could not add Report Parameters in the Purchase Order Format Setup option. This has been corrected.
    • A new section for Purchasing Vendors has been added to the Accounts Payable System File. This section will allow districts to select which purchasing vendors will be available for users to access. After this update is installed, k-Purchase will be listed in the Vendor Name List by default. If no vendors are listed, the Purchasing Partner options will be removed from the School Accounting System and Web Link.
  • Accounts Payable>Options
    • The Expense Batch Description has been added to the Vendor Inquiry for invoice entries.
    • The From and To dates have been moved off the Batch Options screen and on to the Expense Outstanding Payables form. If entered, the system will filter the invoices and purchases orders by the applicable dates.
  • Accounts Payable>Reports
    • Voucher and Warrant by Account Number and Voucher and Warrant by Invoice: These two reports have been modified to include Variable Fields for Approved Date and Verification Date and will only show if the corresponding fields have information in the Voucher Jacket Setup option. When a date is entered, the system will print the applicable information on the report. Because of this change, the Voucher Jacket Information sections have been removed from the Batch Options screen in invoices and the Checks screen when printing vendor checks.
  • Payroll>Maintenance
    • Several enhancements have been made in the Employee File for those districts who use the Payroll Type of Expense Payroll, typically used during the End of Fiscal Year process. On the Wages tab, in the Expensed Payroll section, the total and remaining amounts will display by fund number for each pay code. On the Taxes and Deductions tabs, new Expensed Payroll sections have been added to display the total and remaining expense amounts by pay code and fund number for the applicable taxes and deductions.
    • A Comments field has been added to the Pay Code File.
    • Missouri: The Missouri Department of Revenue has released new tax table information for 2018. Once this update is installed, you will have the new tax tables. To view and verify this information, print the document found here: https://docs.su-inc.com/taxes/Missouri2018.pdf.
  • Payroll>Options
    • The Employee/Payee Inquiry has been updated to include additional details for each employee check. In the Wages List, the chart of account numbers for the pay codes will be displayed along with the batch information for any pay period entries. In the Deductions and Taxes List, the chart of account numbers will be displayed for each item.
    • The following calendars have been updated to display the substitute’s name, start date, and end date for each applicable leave request entry: View Leave Request Calendar, Leave Request Inquiry, Edit Leave Request Substitutes, and Leave Request Approvals.
  • Payroll>Government Reporting
    • Nebraska: The Employee Status field was not displaying information on the Staff Position Assignments tab. This has been corrected.
    • North Dakota: If the only payroll entries for an employee for the fiscal year were in an expensed payroll, the employee was being excluded from the North Dakota Teachers Retirement Report when selecting the Include Expensed checkbox. This has been corrected.
  • Payroll>Reports
    • Employee Expensed Wages Report – Summary and Employee Expensed Wages Report – Detail: These new reports will display information for expensed wages, taxes, and deductions, including the total and remaining expensed amounts.
    • Pay Code Listing and Pay Code Listing with Cross References: These two reports have been updated to include the Comments field.
  • Accounts Receivable>Data Entry
    • The Invoice Detail Description field in Invoices, Payments, and Prepaid Invoices has been expanded to allow up to 1000 characters. If posting detail to General Ledger, the system will truncate the description to only the first 40 characters.
  • Accounts Receivable>Maintenance
    • If a custom statement was designed using the Statement Report Setup option, in some cases the report will need to be modified to ensure the entire 1000 characters for the invoice detail description are printed. Also, if a user did not have access to Report Writer they could not add Report Parameters. This has been corrected.