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Posted July 29, 2021 in Updates

Version 21.07.29.01

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 21.07.29.01 (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
    • A Show/Hide Password button has been added to the login screen. When selected it will display the text entered in the Password field.
    • The Common Tasks labels have been updated to include the module name.
    • For those districts who have licensed the K12Docs module, a new button, Upload to K12Docs, has been added to the Report Printing Options and Print Preview screens and is used to upload a report from within the School Accounting System to K12Docs. A user must have rights in User Security to upload a report. When selected, the entire report can either be uploaded to a single application/folder/subfolder or if applicable, individual pages can be uploaded into an entity’s subfolder. The user will be able to apply the document attributes for the selected subfolder.
  • Main Screen
    • An alert will appear on the main screen for supervisors, database administrators, and web link administrators if there are any users locked out of Web Link. These users can be given access again by selecting the alert message or accessing the Web Link Setup Options, located under the Utilities menu, and deleting their User ID in the Locked Users List.
  • Main Screen>Utilities
    • Several changes/enhancements have been made in Web Link Setup Options:
      • A new field, Allow Requisition Mass Approval in Web Link, has been added to the Accounts Payable screen. When selected, Web Link users will be allowed to process multiple requisition approvals at once. When the update is installed, this field will be selected by default but can be changed.
      • On the Document Management screen, a new field, Allow Employee Document Uploads, has been added and can be used to permit employees to upload documents in Web Link that need to be filed in their employee folder in K12Docs. When selected, the Employee Uploaded (Pending) subfolder will be selected by default, indicating the location in K12Docs of the uploaded documents. Email notifications can also be set up and in Payroll, employee documents uploaded in Web Link will need to be indexed and filed in K12Docs using the Process Employee Uploaded Documents option.
      • Refer to the Web Link Setup Options topic in the Help File.
  • Main Screen>User Controls
    • A Show/Hide Password button has been added to the Change Password screen. When selected it will display the text entered in the Old Password and New Password fields.
    • Several changes/enhancements have been made in User Security:
      • A new field, Web Link Administrator, has been added to the screen. When selected for a user, they will have access to the Web Link Setup Options option and limited access to the User Security option in order to add, edit, view, or inactivate Web Link users.
      • A new field, Allow Report Upload to K12Docs, has been added to this screen. For those organizations with the K12Docs module, select this field to permit the user to be able to upload reports from within the School Accounting System directly into K12Docs. If selected, the Upload to K12Docs button on the Report Printing Options and Print Preview screens will be enabled for reports. When the update is installed, if the user has a Document Management User ID, this field will be selected by default, but can be changed if needed.
      • A new field, WL Leave Request Entry, has been added to the Employee Groups List. When selected for an employee group, that user can enter leave requests in Web Link for anyone in the designated employee group. The Add Employees as Web Link Users and View/Adjust Users, both located under the Options menu, have been updated with this new field.
      • Under Payroll and Human Resources in the User Permissions List, Process Employee Uploaded Documents has been added for those organizations who have licensed both Web Link and K12Docs modules. When the update is installed, users will have the same access to this option as they would to either the Payroll or Human Resources module.
      • Under Web Link in the User Permissions List, View File Documents has been renamed to View/Add File Documents.
      • The View/Adjust Users option has been updated to include the WL Leave Request Entry for Adjust By Employee Groups and Process Employee Uploaded Documents for Adjust By Module of Payroll and Human Resources.
      • Show/Hide Password buttons have been added to the Reset User Password option, located under the Options menu. When selected it will display the text entered in the New Password fields.
      • Report Changes:
        • User Security Listing: This report has been updated to include the new fields for Web Link Administrator and WL Leave Request Entry as well as displaying the new name for View/Add File Documents, if applicable.
        • Web Link User Security Listing: This report has been updated to include the new field for Web Link Administrator as well as displaying the new name for View/Add File Documents, if applicable.
        • Web Link Instructions for Users: This report has been updated to display the new name for View/Add File Documents, if applicable.
      • Refer to the User Security topic in the Help File.
  • General Ledger>Options
    • If a monthly or yearly post account was inactive, the Adjust Posting Entries option was returning an error. This has been corrected.
  • General Ledger>Government Reporting
    • In some instances, if a government report was generated more than once, multiple last generated date and times were appearing. This has been corrected.
    • Illinois: The Annual Report for 2020-2021 is now available.
    • Kansas: The Kansas Budget Report for 2021-2022 is now available.
    • South Dakota: When generating G4-Exhibit IV – Statement of Rev, Exp, Change in Fund Bal in the GASB 34 Reports option, revenue code 4120 was only allowed for fund 10. This has been updated to include all applicable funds.
    • Wyoming: A few project codes have been added to the 2020-2021 Annual Report.
  • General Ledger>Reports
    • Activity Fund Balance Reports: In some instances, the entity name was not appearing for outstanding purchase orders or invoices on the four detail reports. This has been corrected.
    • Check Reconciliation Report: Direct deposits were no longer appearing on this report and it has been corrected.
  • Accounts Payable>Data Entry
    • When entering, importing, or copying purchase orders, if the Purchase Order Number Same as Requisition Number field is selected in the Accounts Payable System File, a purchase order number cannot be used if it matches a requisition number that already exists.
    • When entering or importing invoices, if the Purchase Order Number Same as Requisition Number field is selected in the Accounts Payable System File, a purchase order number cannot be used if it matches a requisition number that already exists.
  • Accounts Payable>Requisitions
    • When entering, importing, copying, renumbering, or approving requisitions, if the Purchase Order Number Same as Requisition Number field is selected in the Accounts Payable System File, a requisition number cannot be used if it matches a purchase order number that already exists.
    • If there are any unsubmitted requisitions, the search screen will automatically appear when selecting the Requisition Entry option.
    • Enhancements have been made to the Requisition Options screen:
      • A new field, Approvers Add New Detail Lines, has been added to the Requisition Entry/Approval Defaults List and Requisition Entry/Approval Overrides List in the Requisition Options. This field is only available for the Approver Changes columns and when selected the approvers will be able to add new detail lines while approving requisitions. Refer to the Requisition Options topic in the Help File.
      • Reassign Requisition Approvers has been added as a new option under the Options menu. This feature can be used to change a user who is assigned as an approver on previously submitted requisitions that are still pending approval. For example, if a user who is an approver leaves and no longer works at the organization, the user who replaced that person can be reassigned as the approver in their place. Refer to the Reassign Requisition Approvers topic in the Help File.
    • In Requisition Approvals, if the Approvers Add New Detail Lines field is selected in Requisition Options for the approval tree, new detail lines can be added by the approver and comments will automatically be added in the Comments field. Refer to the Requisition Approvals topic in the Help File.
    • Expected Date has been added as a new field to the Copy Requisitions option, located under the Options menu in Requisition Entry. The expected date from the selected requisition to be copied but with the month and year updated as based on the computer date appears by default but can be changed.
    • The default filters have been removed from the Requisition Status screen and the list will now sort by requisition date. This will allow users to easily see all their requisitions.
  • Accounts Payable>Options
    • When renumbering purchase orders, if the Purchase Order Number Same as Requisition Number field is selected in the Accounts Payable System File, a purchase order number cannot be used if it matches a requisition number that already exists.
  • Accounts Payable>Reports
    • Vendor Tax Information Report: Vendor Group ID has been added as a report parameter to this report.
  • Payroll>Checks Cycle
    • When emailing direct deposit stubs, the employee/payee ID has been added to the attachment name.
  • Payroll>Maintenance
    • The Use with Leave Requests field in Employee Groups has been renamed to Use with Leave Request Approvals. The Import Employee Groups has also been updated with this label change.
    • The Idaho State Tax Commission released new withholding tables on July 7, 2021. If you haven’t already changed the tables manually, once this update is installed, you will have the appropriate tax table information. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Idaho2021.pdf
  • Payroll>Options
    • When voiding an employee check with an employer paid declining balance deduction, the system was inadvertently updating the balance on the employee deduction rather than employer deduction. This has been corrected.
    • A new field, Substitute Needed, has been added for Leave Requests.
      • This Yes/No field can be used to indicate if a substitute is needed in the employee’s absence and will appear on all the Detail screens in leave request entry, approvals, inquiry, and editing substitutes.
      • In Edit Leave Request Substitutes, the Leave Requests Pending Substitute Assignments List will filter for only those entries indicating yes for needing a substitute but can be changed.
      • In Leave Request Approvals, the Substitute Needed field has been added to the Pending Leave Requests List. Also, when selecting an entry in the list, in some instances the cursor was selecting the wrong line. This has been corrected.
      • Report Changes:
        • Daily Leave Request Absence Report: The Substitute Needed field has been added to this report as a field and report parameter.
        • Leave Request Report: The Substitute Needed field has been added to this report as a field and report parameter.
        • Leave Request Status Report: The Substitute Needed field has been added to this report as a field and report parameter.
      • Note: For those organizations who may have set up an additional leave request field for indicating if a substitute is needed, that field could be deleted in either the Leaves option (located under the Maintenance menu) on the Web Link Leave Options tab or the FMLA tab on the Leave Request Options screen (located under the Options and Leave Requests menu) and begin using the new standard Substitute Needed field added with this release.
      • Refer to the following topics in the Help File: Leave Request Entry, Leave Request Entry – FMLA, Leave Request Approvals, Leave Request Inquiry, and Edit Leave Request Substitutes.
    • If there are any unsubmitted leaves, the search screen will automatically appear when selecting the Leave Request Entry or Leave Request Entry – FMLA options.
    • Several changes/enhancements have been made to the Leave Request Options screen:
      • A new field, Allow Mass Approval Process in Web Link, has been added to the General screen. When selected, Web Link users will be allowed to process multiple leave request approvals at once. When the update is installed, this field will be selected by default but can be changed.
      • A new field, Allow Display of All Employees on Approval Calendar in Web Link, has been added to the General screen. Selecting this field will enable the Calendar Display field on the calendar that appears within the Leave Request Approvals option in Web Link in order to permit the approver to view all the leave requests for all employees and all leaves; or else leave this field unselected to disable the Calendar Display field to restrict the approver to view only the leave requests for those employees the approver has rights to approve. When the update is installed, this field will be selected by default but can be changed.
      • A new option, Reassign Leave Request Approvers, has been added as a new option under the Options menu in Leave Request Options. This feature can be used to change a user who is assigned as an approver on previously submitted leave requests that are still pending approval. For example, if a user who is an approver leaves and no longer works at the organization, the user who replaced that person can be reassigned as the approver in their place. Refer to the Reassign Leave Request Approvers topic in the Help File.
    • A new option, Process Employee Uploaded Documents, has been added for those organizations with the K12Docs module. This feature is used to process the employee documents uploaded in Web Link and index and file them to K12Docs. Emails can be set up to notify a user when documents have been uploaded and are pending and an alert will also appear on the Payroll master menu. Users can view the document or move it to the applicable subfolder for the employee. This option will also be accessible under the Options menu in Employees. Refer to the Process Employee Uploaded Documents topic in the Help File.
  • Payroll>Government Reporting
    • Illinois: The Illinois Employment Information System option has been updated to include 99 for Unknown as an available Race/Ethnicity code and any employee without a race in Payroll will generate with this new code.
    • Missouri: The Execute button has been added to the Missouri Retirement Report and the Generate Report, located under the Options menu, has been removed. This new button will allow easier access to generating the report as needed. Also, in some instances, the start and end dates were pulling in dates from entries without dollar amounts and should not have been. This has been corrected. The Missouri Retirement Report – Payroll Contributions report has been updated to include the Hours field.
  • Payroll>Reports
    • Employee Groups Listing: This report has been updated to rename the Use with Employee Leave Request Approvals field.
    • Employment Verification Report: This new report can be used to assist in completing the Fannie Mae Request for Verification of Employment report typically requested by lenders when employees are seeking mortgages.
    • Employee Listing – Leave Information: Report Selections for Summary and Include Detail have been added to this report. When including detail, all the individual leave detail will be displayed.
    • Pay Period Entries Listing: When generating this report for a batch that was expensed and then paid out, the entries were listed multiple times. This has been corrected.
  • Human Resources>Options
    • A new option, Process Employee Uploaded Documents, has been added for those organizations with the K12Docs module. This feature is used to process the employee documents uploaded in Web Link and index and file them to K12Docs. Emails can be set up to notify a user when documents have been uploaded and are pending and an alert will also appear on the Human Resources master menu. Users can view the document or move it to the applicable subfolder for the employee. This option will also be accessible under the Options menu in Employees. Refer to the Process Employee Uploaded Documents topic in the Help File.
  • Human Resources>Reports
    • Sick Banks Listing: On a newly created sick bank, the Posted Balance and Total Balance fields were not reflecting the initial balances until withdrawals or deposit entries were made. This has been corrected.