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Posted October 31, 2019 in Updates

Version 19.10.31.01

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 19.10.31.01 (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
    • The Email Options screen has been updated to allow multiple attachments when sending emails. Selecting the Attach File button for the Additional Attachments field will allow a user to browse and select attachments. The Edit Record button can be used to view or remove attached files. Refer to the Email Options topic in the Help File.
    • For those districts with the K12Docs module, the system has been updated to include full and partial document syncs between the School Accounting System and K12Docs. A full sync, where the system looks at all documents stored in K12Docs for an application (including those that were added, moved, or deleted), is completed when the Sync Documents button is clicked or when a user logs into to the School Accounting System. A partial sync, where the system only looks at new documents uploaded since the date of the last full or partial sync (does not look for documents that were moved or deleted), is automatically completed for an option when the screen is opened if the last full or partial sync was completed more than three minutes prior. The date and time a full or partial sync was last completed for a particular option will display in the status bar in the lower right corner of the applicable screens.
    • The Email Customer Support link has been changed to Create a Support Request. This feature, along with the new Request Support option, allows a user to request assistance from Customer Support for help with a question or issue. Once a request has been submitted, a Customer Support Representative will contact you for assistance.
    • The links to the k-Purchase online store have been removed.
  • Master Menu>User Controls
    • Several changes/enhancements have been made in User Security:
      • If a user was set up with Read Only rights to a module or screen, the Options submenu was hidden. Since the various options under the Options submenus typically had their own rights, the system has been changed to read those rights instead. For example, if a user had Read Only access to the employee file, they could not see the Set Screen Preferences option. With this change, the user could now have full access to the Set Screen Preferences if needed.
      • The Federal ID (Social Security Number) field was only visible if a user had Full Access rights to Employees. This field has been changed to use the rights set up in User Security with Read Only allowing the user to see the value in the field but it can’t be changed, Full Access gives the user the ability to add or remove the value, and No Access will hide the field for the user. Because of this change, when adding a new user with Read Only access to employees, the Federal ID field will need to be set as No Access if this user should not be able to see the value. When the update is installed, all users with Read Only access will have the Federal ID field’s rights changed to designate No Access.
      • The Miscellaneous Tab form control description for Vendors in Accounts Payable has changed to Miscellaneous Information and will now pertain to only this section in the vendor file.
      • The Web Link Instructions for Users report was displaying View File Documents access when a customer hadn’t licensed the K12Docs product. This has been corrected.
  • Master Menu>Utilities
    • A new option, Purge Data, has been added to the School Accounting System. This option allows historical entries or records to be deleted from the database and is accessible to supervisors only. Refer to the Purge Data topic in the Help File for detailed information on this option.
  • General Ledger>Government Reporting
    • Nebraska: The Nebraska Annual Report – Test Upload and Nebraska Annual Report – New Format options have both been updated with a new checkbox for Educational Service Unit (ESU). When selected, the system will zero fill the building code regardless what value is present in the chart of accounts. This will allow ESUs to utilize the building code piece if desired and still create the appropriate file format for uploading the Annual Financial Report.
  • Accounts Payable>Check Cycle
    • When printing checks during the check cycle, if there were too many invoices for one check stub, in some instances, the system was returning an error and would not let the user continue. This has been corrected.
  • Accounts Payable>Government Reporting
    • The 2019 changes for the Vendor 1099s are included in this release. For Illinois, the Create Electronic File tab has been updated to allow Illinois customers to create a state file to electronically submit their vendor 1099s to the Illinois Department of Revenue.
    • 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
    • Receiving Report – Detail: This report was displaying the user who invoiced the detail line item instead of the user who received the line item. This has been corrected.
  • Payroll>Check Cycle
    • The Pay Groups to Include and Pay Period Batches to Include sections will now appear once the Payroll Type has been selected in the Calculate Payroll option. Also, the expense payroll process has been enhanced to better handle expensing contracts and unit pay at the end of the fiscal year. Because of this change, a new tab has been added for Expense Payroll Options. Refer to the Calculate Payroll topic in the Help File for additional details.
    • If an employee had multiple social security taxes (applicable mainly in Missouri) with the same check description and they switched from one to the other mid-year, the amounts were showing double on the check stub and should not have been. This has been corrected.
  • Payroll>Maintenance
    • A Comments field has been added to Employee Dates on the Employment tab in Employees. The Import Employment Information option has also been updated to include this new field.
    • A new import option for Import Wage Negotiations Information has been added to the Options menu in Employees. This option can be used to import the various fields located on the Negotiations screen of the employee wages tab. The template for the import can be found here.
  • Payroll>Government Reporting
    • Wyoming: According to the Wyoming Department of Workforce Services, the file layout for the quarterly unemployment report has changed. When using the Create Report File to upload, the Corporate Officer field will now be lowercase, all dollar amount values will include two decimal places, and hire date will exclude the leading zero on the month field.
    • The 2019 changes for the Employees W2s are included in this release.
    • The 2019 Affordable Care Act (ACA) B Forms and C Forms have not yet been released from the Internal Revenue Service. Once they are available, we will plan to prepare an additional release which will include the new forms.
    • 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>Options
    • When using the To Screen button in the Employee/Payee Inquiry, in some instances, the system was displaying No Data to Report instead of the check/direct deposit stub. This has been corrected.
  • Payroll>Reports
    • Employee Detail Listing for Payroll: This report was updated to include the Comments field for employee dates.
    • Employee Listing – Employment Information: This report was updated to include the Comments field for employee dates.
    • Retirement Wages and Hours Worked Report: This Nebraska report has been updated to generate the information based on the Ending Month from the Report Options tab and the selected deductions from the Deductions tab.
    • Leave Request Report: This report has been updated to include the pay code ID for the substitute.
  • Human Resources>Maintenance
    • In Employees, a Comments field has been added to Background Check Dates on the Demographics tab, to Employee Dates on the Employment tab, and to Lost Work Information on the Work Comp tab. The Import Employment Information and Import Demographic Information options have also been updated to include the new Comments fields.
    • A new option for Import Benefits has been added to the Options menu in Employees. The template for the import can be found here.
    • New fields for Display Notification and Email Notification have been added to the Checklist Tasks List. When selected, these fields will default in as selected when setting up a new Checklist Instance, but can be overridden. Display Notification will display an alert on the Human Resources menu for the designated user and Email Notification will send an email to the designated user. Also, the Import Checklist Tasks option has been updated.
  • Human Resources>Options
    • A new field for Email Notification has been added to the Checklist Instance Tasks. If selected, an email will be sent to the designated user. Also, when setting up a new checklist instance, the Display Notification and Email Notification fields will be selected by default for a task if these fields were selected for the task on the applicable checklist (within the Checklists option). Refer to the Checklist Instances topic in the Help File for details.
    • Copy Training Event has been added as a new option under the Options menu in Training Events and will allow a user to copy a previously entered training event. Refer to the Copy Training Event topic in the Help File for additional details.
  • Human Resources>Reports
    • Employee Detail Listing for Human Resources: This report was updated to include the Comments fields for employee dates and background check dates.
    • Employee Listing – Demographic Information: This report was updated to include the Comments field for the lost work information.
    • Employee Workers’ Compensation Injuries Report: This report has been updated to include the comments field for the lost work information.
    • Checklist Listing: The report was updated to include the new fields for display notification and email notification.
    • Checklist Instances Report: The due date, email notification and display notification fields were added to this report.
    • Employee Listing – Certification Information for <state>: New state specific certification reports have been added for Iowa, Illinois, Kansas, Missouri, Nebraska, North Dakota, South Dakota, and Wyoming. Each state will have to access to the Employee Listing – Certification Information for All States report along with the applicable report for your state.
  • Negotiations>Maintenance
    • If the employee pay code on the Wages tab is tied to a negotiation package, the Step and Lane fields on the Negotiations screen will display the appropriate labels on the tooltip.
    • A new option has been added for Agreement Form Setup – Contract Employee and allows the user to define and customize the Standard Agreement Form – Contract Employee report. The fields of information that can be entered include name and title for the signature line for who signs the contract and the verbiage that prints as the terms of the agreement on the report. Refer to the Agreement Form Setup – Contract Employee topic in the Help File for details.
    • A new option has been added for Agreement Form Setup – Unit Employee and allows the user to define and customize the Standard Agreement Form – Unit Employee report. The fields of information that can be entered include name and title for the signature line for who signs the contract and the verbiage that prints as the terms of the agreement on the report. Refer to the Agreement Form Setup – Unit Employee topic in the Help File for details.
    • Export Package and Import Package options have been added to the Options menu in Packages. These features allow an organization to export packages created during the initial Negotiations training and then import them into their own database.
  • Negotiations>Options
    • A new section for Retain Previous Year Values has been added to the Create Payroll Wages for New Year option allowing a user to decide if they’d like to copy the values for additional days, additional dollars, additional degree hours, and additional percent from the previous year. These items will be selected by default but can be changed.
    • The Export Pay Codes for Mail Merge option has been updated to exclude inactive pay codes in the Pay Code Selection List and if an employee’s pay code is inactive, it too will be excluded.
    • With this release, the Calculate Budget batch will be more closely tied to the corresponding General Ledger Budget Batch. If the budget batch is posted, the calculate budget batch will no longer appear on the Calculate Budget Batch Search screen. If the budget batch is deleted, the calculate budget batch will also be deleted, and if the budget batch is unposted, the calculate budget batch will also be unposted.
  • Negotiations>Reports
    • Package Comparison Report: This report has been updated to include report selections for Exclude Subtotals and Include Subtotals.
  • Fixed Asset Inventory>Assets
    • The Adjust Assets option has been split into two separate options for Adjust Accumulated Depreciation and Adjust Replacement Cost. Any previously posted batches will be reflected in the appropriate category.
      • The Adjust Accumulated Depreciation option is used to change the values in the Depreciation Accumulated field for assets. The user will also have the ability to post the entries to General Ledger. An Adjust Accumulated Depreciation Batch Listing is also available. Refer to the Adjust Accumulated Depreciation topic in the Help File for additional details.
      • The Adjust Replacement Cost option is used to change the values in the Replacement Cost field for assets. An Adjust Replacement Cost Batch Listing is also available. Refer to the Adjust Replacement Cost topic in the Help File for additional details.
    • An Export Grid option has been added to the Options menu in Add New Assets batches.
    • A new Import Asset Information option has been added to the Options menu in Asset File Maintenance. This import allows a user to update the asset description, serial number, manufacturer and module number for existing assets. The template for the import can be found here.
  • Fixed Asset Inventory>Options
    • A Print Grid option has been added to the File menu and Export Grid has been added to the Options menu on the Process Room Inventory screen.
    • The Purge Disposed Assets option has been removed. This process will now be completed using Purge Data located under the Utilities menu on the master menu.
  • Fixed Asset Inventory>Reports
    • Web Link Room Inventory Report: A Has Comments report parameter has been added to this report. It will allow a user to select only those assets with or without a comment.