Posted February 4, 2021 in Updates

Version 21.02.04.01

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 21.02.04.01 (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.

System Wide
- All Comments fields throughout the system have been updated to allow up to 1000 characters, along with various other fields.
General Ledger>Data Entry
- Several changes have been made to the Budgets option:
  - New fields for Chart of Account Description (disabled) and Comments have been added to the Individual Entry screen, Grid Entry screen, the Batch Entries List, and the Set Screen Preferences (located under the Options menu).
  - The Adjusted Budget field will now only be enabled if the account number already has a posted budget amount in the same fiscal year as the batch processing month.
  - When using the Find (Ctrl+F) button, there will now be columns for each account reference piece. And when applying a filter, the Batch Entries List will reflect the filtered accounts until the screen is closed or the filter is removed.
  - In the bottom bar, there are four fields of information regarding the chart of account number, Current Budget, Previous Budget, Current YTD, and Previous YTD, all based off the batch processing month.
  - In the Budget Transfer Options, located under the Options menu, the Fiscal Year End Date field will always default to the prior fiscal year based on the processing month of the batch, but can be changed.
  - The Import Budgets options, located under the Options menu, has been updated to include the Comments field.
  - Refer to the Budgets topic in the Help File.
General Ledger>Maintenance
- The Account Groups option has an enhanced feature, Use Masks for Account Groups, to have the system automatically select and include the account numbers for the account group based on one or more masks. If using masks, the Chart of Account Numbers List will be disabled and the accounts matching the defined masks will automatically be selected. Refer to the Account Groups topic in the Help File.
- Several enhancements have been made in the Chart of Accounts:
  - The Chart of Account Description field has been increased to allow up to 100 characters.
  - On the Account Groups screen, if the account group is set up with the Use Masks for Account Groups field selected, the account group will be disabled here and will automatically be selected if the account number matches the mask for the account group.
  - New columns for Processing Month and Batch Description have been added to the Inquiry screen.
  - A new option, Change Descriptions, has been added to the Options menu. This option can be used to quickly update or change the account descriptions to all be in uppercase or capitalize the first letter in each word, in addition to individually editing the descriptions within a list. Refer to the Change Descriptions topic in the Help File.
  - The Crosswalk Account Numbers option, located under the Options menu, has been updated so when working with reference account pieces, instead of having to delete rows in the Preview List you do not want to crosswalk, you will now select the account number rows to add to the Account Numbers to Update in Chart of Accounts List.
  - The Import Balance Sheet Chart of Account Numbers and Import Revenue and Expenditure Chart of Account Numbers options, located under the Options menu, have been updated to allow 100 characters for the account description.
- The Description field has been increased to allow up to 100 characters in each of the Reference File account pieces. Also, a new Change Descriptions option has been added to the Options menu, which can be used to quickly update or change the descriptions to all be in uppercase or capitalize the first letter in each word, in addition to individually editing the description within a list. Refer to the Change Descriptions topic in the Help File. The various imports, located under the Options menus, have also been updated to indicate the increased description field length.
- South Dakota: The Sub Object reference fie account piece has been added as an available option for revenue accounts. To begin using this piece, you will need to update your account structure using the Change Account Structure option located under the Options menu in the Chart of Accounts. Refer to the Change Account Structure topic in the Help File. To view the full account structure available, refer to the Account Structure topic in the Help File.
General Ledger>Options
- A Comments field has been added to the each of the screens in Adjust Posted Entries. Also, a new report, Adjust Posted Entries Listing, has been added to the Reports menu. The report will display all entries that were adjusted and include the user who completed the adjustments along with the date.
General Ledger>Government Reporting
- Iowa: Monthly Summary has been added as a new report in the Iowa Budget Summary Report option. When generating the Monthly Summary report, all the months of the selected fiscal year will be generated. On the View Monthly Summary screen, the user will select the processing month and fund to view, and the information shown will be the current month, previous month, difference, and percent increase or decrease. Also, the 2021-2022 Iowa Budget Summary Report is now available. Refer to the Iowa Budget Summary Report topic in the Help File.
- Missouri: The Missouri SDAC report has been updated to include the quarter dates for 2021.
General Ledger>Reports
- Budget Listing: A new report selection, Posted Sorted by Batch, and a new optional field, Comments, have been added to this report.
Accounts Payable>Requisitions
- When using Requisition Entry, in some instances a user was not able to tab out of the Approval Tree ID, leaving the entire screen disabled. This has been corrected.
Accounts Payable>Options
- In Vendor Inquiry, when using the Document Inquiry option (located under Options menu), unposted purchase orders and unposted invoices will now be included.
Payroll>Maintenance
- Illinois: The Position Time Frame and First Year Flag have been removed from the Illinois tab on the Wages screen in the Employee File.
- The Import Wage Negotiations Information option, located under the Options menu in the Employee File, has been updated to allow the Check Description for a wage to be imported.
Payroll>Government Reporting
- Illinois: All references to the First Year Flag and Position Time Frame fields have been removed in the Illinois Employee Information System option. Also, the Position End Date for Summer/Night School field has been removed from the Report Options screen and Position End Date for Regular has been renamed to Position End Date.
Payroll>Reports
- Employee Listing – Wage Illinois Information: The Time Frame and First Year fields have been removed from this report.
Human Resources>Maintenance
- In Checklists, when adding new checklist tasks to an existing checklist, a prompt will now appear asking if you would like to update all open checklist instances with the new task.
- On the Positions screen in the Employee File, the filter has been removed on the Position Title Description dropdown. Also, Years in Position has been added to the Positions List. This field will automatically calculate based on the position start date for the employee and the current date of the computer or the position end date if one is noted.
Human Resources>Options
- Last Paid Date has been added as a selection in the Select Email Criteria option.
Human Resources>Reports
- Employee Benefits Report by Benefit: Report selections for Employee Only and Including Dependents have been added to this report.
- Employee Listing – Position Information, Positions Detail Listing, Employee Detail Listing for Human Resources: Years in Position has been added to all of these reports.
Negotiations>Maintenance
- New fields, Signature Line 1 Image Path and Signature Line 2 Image Path, have been added to the Agreement Form Setup – Contract Employee and Agreement Form Setup – Unit Employee options. If a signature image path is entered, when generating the Standard Agreement Form – Contract Employee or Standard Agreement Form – Unit Employee report, the applicable signature will be displayed. Also, if signature images are designated, the user will indicate a signed date to display on the report for each signature by entering a value in the variable field on the Report Printing Options screen. Refer to the Agreement Form Setup – Contract Employee or Agreement Form Setup – Unit Employee topic in the Help File.
- In Salary Schedules, on the Salary Schedule – Percents and Salary Totals screens of the Recalculate tab, the Decimal Places field has been restricted to allow only numbers between 0 and 4.
Negotiations>Options
- In the Calculate Budget option, if an employer paid deduction is set up with a rate change date, the system was not using the first day of the specified Tax Year to determine if the new rates should be used. This has been corrected.
- Two new fields have been added to the Update Payroll with Packages option: Update Check Description to use Lane Description and Round to Whole Dollars. When selecting the Update Check Description to use Lane Description field the Check Description field on the wages screen in the employee file will be changed to use the corresponding lane description defined for the package for the applicable pay code. In the Pay Codes List, which displays when selecting the Create Contracts from Unit Package field, if the Round to Whole Dollars field is selected then the total amount of the created contract will be rounded up to the next whole dollar. Refer to the Update Payroll with Packages topic in the Help File.
Fixed Asset Inventory>Assets
- When adding an asset to an Add New Assets batch with Depreciation Type of Straight Line and completing the Depreciation Accumulated field, the system was returning an error when saving. This has been corrected.