Newsletter Survey

On the topic of creating wages for the new year:  How do you create (or plan to create) the wages for the new year for your employees?  When do you normally create the wages for the new year?

Click the Survey Question link to participate in the survey.

Please be sure to submit your response.  We look forward to your participation in all our surveys.

Previous Survey Results

The Newsletter Survey questions for the March 2025 issue related to mailing labels.  The survey questions and responses are shown below.

Thanks to everyone who participated in our survey!

End of Fiscal Year Process

Once again, time flies and we are at the point to complete the end of fiscal year process.  To be sure all the end of year tasks are completed within the School Accounting System, follow the steps outlined on the end of fiscal year checklists, which can be accessed below.  Keep in mind, the Accounts Payable and Payroll End of Fiscal Year Checklists (and the Fixed Asset Inventory End of Fiscal Year Checklist, if applicable) must be completed prior to completing the General Ledger End of Fiscal Year Checklist.

• Accounts Payable End of Fiscal Year Checklist
• Payroll End of Fiscal Year Checklist
• General Ledger End of Fiscal Year Checklist
• Fixed Asset Inventory End of Fiscal Year Checklist

As you work through the end of fiscal year process, below are a few tips to remember:

• To expense invoices in Accounts Payable at the time they are entered, complete the End of Fiscal Year Options section when creating the invoice batch.  Also, if needed, to expense a credit card payment batch of invoices to the current fiscal year, create the invoice batch as normal by completing the Credit Card Payment Batch section and entering a Processing Month in the current fiscal year, and then enter the invoices for the credit card payment within the batch as normal (the system will expense the credit card payment batch of invoices to the current fiscal year, while also reducing the appropriate cash account balance).
• Complete the Cancel Outstanding Purchase Orders option and the Cancel Outstanding/Rejected Requisitions option in Accounts Payable to cancel the remaining balances for outstanding purchase orders and requisitions that are no longer needed.
• When expensing salaries and benefits in Payroll, different methods can be used for different groups of employees.  For example, Method 3 can be used to pay off contracts for retiring employees in order to print and distribute their checks in June, and Method 2 can be used for the other employees to expense salaries and benefits to June while waiting to write their checks until the July and August payrolls.  To complete different methods for different groups of employees, the employees would need to be in different pay groups.  To assign an employee to a different pay group, change the pay group ID on the Employment screen in the Employee File (or change the pay group ID for only the appropriate pay codes on the Wages screen, if applicable).
• Prior to creating the new year for leaves in Payroll, be sure to process all absence entries and leave requests (if applicable) if the ending balance from this year will be carried forward to the beginning balance for the new year.
• When generating the Annual Report and GASB 34 Reports in General Ledger, any invalid account numbers (those that are not included on the reports) can typically be resolved by completing one of the following three options:  (1) crosswalk the account numbers to valid account numbers and then regenerate; (2) complete manual journal entries to move the balances to valid accounts and then regenerate; or (3) manually edit the report (if applicable).

To review the process for completing the end of fiscal year checklists, request the recordings for the Accounts Payable, Payroll, General Ledger, and/or Fixed Asset Inventory End of Fiscal Year Checklist Webinars on the Training Calendar on our website.

Setting Up New Employees

During this time of year, districts are most likely hiring new staff, including teachers and other support staff, and those new employees need to be set up in the Employee File within the School Accounting System.  For organizations with the Web Link module licensed, the new employees also need to be set up as users with rights for the appropriate Web Link access.

To set up new employees in order for them to get paid, enter their information in the Employee File by completing the following screens:  Name & Address, Deductions, Direct Deposit (if applicable), Employment, Taxes, and Wages.  There are also several other screens in the Employee File where additional payroll information can be completed, but the information is not required in order to pay the new employees; the additional payroll screens include:  ACA Hours, ACA 1095s, Custom Fields, Emergency Contacts, and Leaves.   There are also additional screens in the Employee File to enter human resources related data (currently available for organizations with the Human Resources module licensed); the screens relating to human resources include:  Benefits, Certificates, Demographics, Dependents, Education, Employment History, FMLA, Military Service, Positions, Trainings, and Work Comp.  For steps on adding a new employee to the Employee File, refer to the Adding an Employee topic in the Help File; or to review the payroll related screens in the Employee File, click here to request the Employee File Webinar recording.

For those organizations with Web Link, once the employee records have been defined in the Employee File, add the new employees as users in User Security for access to the appropriate options in Web Link (reminder, only supervisors or Web Link administrators are able to access the User Security option).  A new user can be added one at a time within User Security, or else the Add Employees as Web Link Users option can be completed to create users for multiple new employees all at once (for example, if the new employees will have access to similar options and rights in Web Link).  Refer to the Adding a User topic or the Adding Employees as Web Link Users topic in the Help File for detailed instructions.  Click here to view examples of users you may want to define for Web Link access and the specific settings needed for each.

Support Corner - Amy Feit, Chief Customer Officer

Phishing Tactics are on the Rise – Protect Your District from Common Scams

School districts are becoming increasingly popular targets for cybercriminals.  In recent years, we’ve seen a rise in targeted phishing scams aimed at payroll and human resource departments along with individual employees.  These attacks are growing more sophisticated, and the consequences – ranging from monetary loss to compromised employee data – can be severe.

Here are a few of the common phishing tactics, along with suggestions on how to combat or avoid them:

• Fake Direct Deposit Requests
  ᵒ  The tactic:  Scammers pose as employees and send emails asking payroll staff to update their bank information.  These emails often look legitimate and include urgent language to prompt action.
  ᵒ  How to combat it:  We recommend setting up a district policy in which ALL direct deposit changes must be submitted through Web Link (see Knowledge Base article).
  An alternative to Web Link or an additional layer of security on top of Web Link, payroll staff should initiate a new email to the employee (rather than replying to a request) to verify any requested changes.
• Spoofed Multi-Factor (MFA) or Login Pages
  ᵒ  The tactic:  Scammers will find portal links published on the district’s website, and then create a strikingly similar URL and use phishing emails disguised as two-factor authentication alerts or login reminders that link to fake portals that capture user credentials.
  ᵒ  How to combat it:  Instruct staff to never click links in unsolicited login or MFA emails.  Always go directly to the various district portals by typing the URL or using a saved link that is known to be safe.
  As an added layer of security, it is NOT RECOMMENDED to publish links on the district’s website to internal business applications where sensitive employee information can be accessed.  Instead, those sensitive links should be directly disbursed to internal staff.
•  Vendor Payment Diversion via Business Email Compromise (BEC)
  ᵒ  The tactic:  Hackers impersonate vendors requesting changes to vendor payment instructions such as direct deposit information or mailing address.
  ᵒ  How to combat it:  Never accept vendor banking or payment address changes via email alone.  These changes should be verified using a phone number you already have on file or by initiating a new email to a known email address.
• Malicious Attachments Disguised as Resumes
  ᵒ  The tactic:  Fraudsters send emails with attachments claiming to be resumes, but they actually contain malware.
  ᵒ  How to combat it:  Require all job applicants to go through a secure job portal or HR system such as My Benefits Channel.  Additionally, instruct staff to never open attachments from unknown sources or emails outside of the official application process.  Finally, ensure that antivirus and endpoint protection software is up to date and active.

Beyond general cybersecurity measures, here are a few specific steps for securing data as it pertains to the School Accounting System:

1. Require users to have more complex passwords for the School Accounting System and Web Link that are periodically required to be changed.  See the Password Policy tab in the System File to set this up if it is not already done.  Click here for more information on setting the complexity of passwords for School Accounting System and Web Link users, and click here for details on requiring passwords to be changed.
2. Require MFA for Web Link Users.  Click here for more information on how to set this up on the General Options tab of the Web Link Setup Options.
3. Require SAS-Online Users to use MFA when logging in.  Please contact Customer Support for information on how to enable MFA on your online accounts.

We are also excited to announce a new push notification MFA option coming soon for School Accounting System-Online users.  This feature will streamline the MFA login process without requiring any changes to the existing layout of the remote application.  More details will be shared in the coming weeks and months regarding this new option.

Cyber threats targeting school districts are growing in both frequency and sophistication.  Staying informed and reinforcing internal procedures can go a long way in preventing costly mistakes.

If you have any questions, please contact Customer Support by submitting a support request through the School Accounting System, calling 800.756.0035 ext. 2 or by emailing support@su-inc.com.  If you do not already have the Web Link module or would like more information on My Benefits Channel, please contact sales@su-inc.com.

Experience the New Web Link

Our team is working hard and making progress on the next generation of the School Accounting System, and we invite you to get in on the ground floor by enabling the upgraded features of Web Link currently in beta (Requisitions and Leave Requests).  We’ll continue pushing new features in Web Link in the coming months, and now is your opportunity to enable the fresh look for your organization.  Click the image below to watch a brief overview, and please share the link to this video with any of your end-users.

Should your organization decide to opt-in, each end-user will also have the freedom to choose if they would like to try the new interface.  While the new interface will boast a modern and intuitive design, the fundamental elements of data entry and approvals will remain conceptually similar, facilitating a smooth transition for end-users.

If your organization is interested in trying the new interface, please contact sales@su-inc.com.

Update: HR Module Included at No Additional Cost

As we announced in our previous newsletter, starting August 1, 2025, the Human Resources (+HR) module will now be included with your School Accounting System licensing at no additional cost.

What This Means for You:

• Savings for Current Users:  If you’ve already purchased the HR module, you’ll receive a $400 Annual Fee credit on your renewal invoice beginning FY25-26.
• Seamless Integration:  The HR module integrates effortlessly with the Payroll module, giving you a unified, powerful system for managing all your employee data.

With all employee records stored in one centralized database, you can eliminate double entry, reduce error, and track employee detail with confidence and ease.

Key Features:

• Teaching Certificates and Endorsements:  Track staff certification status, monitor renewals, and ensure compliance with state and district requirements.
• FMLA:  Efficiently track Family and Medical Leave Act (FMLA) requests, monitor eligibility, and maintain thorough documentation.
• Workers’ Compensation:  Monitor and manage incidents, claims, and required reporting for on-the-job injuries.
• Personnel Training:  Schedule and record staff training sessions to support professional development and ensure district standards are met.
• Benefits and COBRA Tracking:  Streamline employee benefits tracking.
• Position Tracking:  Stay on top of hiring and staffing needs.
• Sick Banks:  Easily manage and track district sick bank deposits and usage.
• And more!

Keep an eye on your inbox for more details coming soon.

Flexible Financial Reports

Flexible financial reports are customized financial reports containing information for account numbers and are built in General Ledger using the Flexible Financial Report Setup option.  There are a wide variety of reports that can be created using the Flexible Financial Report Setup option, from detailed to summary reports displaying year-to-date figures, budget balances, encumbrances, and/or unencumbered amounts.  A few examples of reports that can be created within the Flexible Financial Report Setup option include a cash flow report, a revenue and expenditure summary report with profit and loss, an expenditure report sorted by a particular reference piece like function or object, a budget worksheet, a combined report showing the subtotals for each fund by function or object (or other reference piece), a comparison report listing information for the current and previous years, and a report providing monthly totals in the fiscal year.

With the Flexible Financial Report Setup option, the choices for what fields of information to print and how to sort the information are defined, along with other settings such as margins, fonts, and labels.  Additionally, a filter records formula can be entered to specify what account numbers to print on the report, if desired.  Flexible financial reports can also be copied to create new reports and then make modifications, and they can be exported and imported with other districts in order to share a report setup.

For detailed instructions on adding a new flexible financial report, refer to the Adding a Flexible Financial Report Setup topic in the Help File; or to review the Flexible Financial Report Setup option and learn how to set up a few different report examples, click here to request the Flexible Financial Report Setup Webinar recording.

Training Snippets

Each quarter the Training Snippets tutorial covers topics for new options or changes included in recent updates, along with a quick tip for an option or shortcut.  The Training Snippets tutorial for June 2025 includes the following topics:  End of Fiscal Year report formats available for this year; updates to various state government reports; Web Link being updated to allow beta testing for Room Inventory; updates to Employee Listing – Negotiation Information and Contract Export reports; update to Import Unit Pay Information Excluding Amounts; change to Current Hours Worked field in Check Setup – Employees; addition of uploading a document as color TIFF when uploading reports to K12Docs; update to Quarterly Unemployment Report for Kansas; changes to Wyoming Staff Member Collection report; addition of Idaho Retirement Report – New Format option; and lastly reviewing how to make changes to purchase order amounts after posting.  Click here (or on the image) to watch the 7-minute tutorial.  To review all the changes and enhancements included in recent updates, click here to view the release notes.

Trivia Challenge

It is time for another Software Unlimited, Inc. Trivia Challenge.  In each newsletter, we will test your knowledge by asking a question on various topics ranging from options in the School Accounting System to information about the company of Software Unlimited, Inc.  If you are up to the challenge, try to answer the question and you may be eligible to win a USB flash drive.

Q.  Where do you set the system to automatically assign the cash receipt numbers in General Ledger?  Click to answer

A winner will be selected at random from the list of correct respondents.  Don’t forget to read the Trivia Challenge article in the next newsletter to see the winner and correct answer.  Good luck!

In last quarter’s newsletter, the Trivia Challenge asked, For bills that need to be paid every month, what field can I select to retain the batch of invoices after posting?  The answer is the Recurring Entries field when creating the invoice batch.  Congratulations to Mandy Miller from Hitchcock-Tulare School District for being selected at random from the list of correct respondents and winning a USB flash drive.

Closures

Software Unlimited, Inc. will be closed on:

July 4 for Independence Day

September 1 for Labor Day

Staff Spotlight - Beth Dahl

Beth has been with Software Unlimited, Inc., since 2014 as a New School Coordinator/Conversion Specialist.  In her spare time, she enjoys crocheting and loom knitting.  She and her husband have seven grandchildren that they spend time with as often as possible.  They have recently begun to venture out of the US to make use of their passports and do some exploring.  They visited several ports in Greece/Turkey in 2024 and will be heading to Norway in 2026.

Customer Showcase

Each quarter we are excited to feature one of our customers who was selected randomly to be highlighted in our Customer Showcase.  The customer being showcased this quarter is Stephanie Marriott, who is the Secretary/Bookkeeper at Union Star R-II School District in Union Star, MO.  We had these questions for her:

How long have you been using the School Accounting System?
• We converted to the software September 1, 2019.  I have worked at the district for 19 years.
What module do you spend most of your time working in?
• I work with Accounts Payable.
What is your favorite feature in the School Accounting System?
• I really like the requisitions feature and how staff members are able to enter them through Web Link, and then it funnels through Accounts Payable.  It cuts down on the amount of data entry that I have to do.
What are three words you would use to describe the School Accounting System?
• Easy, efficient, and reliable.
What is your favorite part of working at your organization?
• I love everything about working here.  I really enjoy the staff and my job responsibilities.
What are your hobbies?
• I love doing crafts and fishing.  I have a Cricut® where I make t-shirts and mugs.
What is one piece of advice you would give someone who is new to using the School Accounting System?
• Attend trainings and don’t be afraid to contact support.  They are great and help out wonderfully.