Check Setup

The Check Setup options in the School Accounting System are used to define the format of the checks and direct deposits stubs issued to vendors, employees, and payees.  As you may know, the measurements, margins, fonts, check print positions, and stub information are defined within the Check Setup options.  But did you realize there are other options available within the Check Setup options as well, such as having the ability to print signatures on the checks automatically, defining what bank information prints on the direct deposit stubs, having the system not print zero balance checks, and defining how to print vendor checks if there is more detail information than will print on one stub?  These additional features available within the Check Setup options are described below.

Print Zero Balance Checks
Select the Print Zero Balance Checks field on the General tab to have checks and direct deposit stubs print if they are a zero balance; otherwise, if checks and direct deposit stubs with a zero balance are not wanted, leave the field unselected.  A checkmark will appear in the box if the field is selected.

Bank Account Information on Direct Deposit Stubs
If a check setup is for direct deposit stubs, in the Bank Account Information on Direct Deposit Stubs field on the General tab, enter the desired option for printing the bank account information:

• Do Not Print Bank Account Information – omits the bank account information and deposit amount from printing on the direct deposit stubs.
• Print Bank Name/Exclude Account Number – prints just the name of the bank with the deposit amount and not the bank account number.
• Print Bank Name/Full Account Number – prints the name of the bank and the entire bank account number with the deposit amount.
• Print Bank Name/Last 4 Digits of Account Number – prints the name of the bank and only the last 4 digits of the bank account number with the deposit amount.

Signature Images
Complete the Signature Images section on the Check Print Positions tab to print signatures on the checks.  The signatures must first be scanned and saved as a .gif file.  Up to two signature files can be used for each check setup, with each signature file containing multiple signatures, if needed.  For step-by-step instructions on setting up and using a signature image, refer to the Signature Image Setup Checklist topic in the Help File.

Multiple Check Option (in Check Setup – Vendors option only)
For the Check Setup – Vendors option only, in the Multiple Check Option field on the General tab, enter the option for how to print a vendor’s check if there is more detail information than will print on one stub (check):

• Print Multiple Checks (Invoices/Detail Wrap to Next Check) – prints all the detail as defined on the check setup, and if a check for a vendor includes more invoices/detail than will print on one check stub, the system writes the check for the amount of the invoices included (printed) on the check stub and then writes another check for the next set of invoices.
• Print One Check Per Vendor (Truncate Invoices/Detail on Stubs) – prints all the detail as defined on the check setup, and if a check for a vendor includes more invoices/detail than will print on one check stub, the system writes only one check for the total of all the invoices but only prints as many invoices/detail that will fit on the one stub and then truncates the rest.
• Suppress Invoice Detail if Multiple Checks – does not print the information in the Detail section on a vendor’s check if there is more detail than will print on one stub (check); however, if a check for a vendor includes more invoices than will print on one check stub, the system will still write multiple checks (will print separate checks for each set of invoices included on each check).

To access the Check Setup options, select the Maintenance menu in Payroll and then Check Setup – Employees or Check Setup – Payees; or select the Maintenance menu in Accounts Payable and then Check Setup – Vendors.

For detailed steps to change a check setup, refer to the appropriate topic in the Help File:  Changing a Check Setup for Employees, Changing a Check Setup for Payees, or Changing a Check Setup for Vendors; or click here to register to receive the Check Setup in Accounts Payable and Payroll webinar recording.

Newsletter Survey

On the topic of Check Setup options:  Which of the additional features available within the Check Setup options were you already aware of and using?  Are your check setups defined to print zero balance checks?  How many signatures print on your checks using the Signature Images option?  What bank information prints on your direct deposit stubs?  How are your vendor checks defined to print if there is more detail information than will print on one stub?

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 question for the June 2016 issue related to receiving.  The questions were… Are purchase orders entered into the School Accounting System at your district?  Who currently receives and verifies the merchandise shipped to your school district?  Do you currently use or plan to use the Receiving option in either the School Accounting System and/or Web Link?  If yes, who is/will be responsible for completing the Receiving option?

Thanks to everyone who participated in our survey!

Upgrade to the School Accounting System-Online Option

Nearly 250 districts have migrated to the cloud option, and we are excited to announce we will be releasing an upgrade to the server technology. We will be contacting and working with current online customers individually to schedule your upgrade in the coming weeks.

The School Accounting System is available in both ‘onsite’ and ‘online’ (cloud) options. While each option uses the exact same software, meaning there is no learning curve, the value of each option is different for every customer. With an onsite installation, the software is installed on local servers and workstations and managed internally. With the cloud option, you simply login anywhere, anytime, on any computer device (Windows/MAC/iPad), use the software and logout. All hardware management is inclusive; the server infrastructure, the application updates, the online environment, the backup storage and the maintenance are all taken care of for you. This substantially lowers the cost of onsite hardware maintenance, allows you to pay for what you use in the cloud, and enables you to accurately predict cost by eliminating the need to reinvest in expensive, planned or unforeseen hardware upgrades.

With increasing hardware replacement and maintenance costs, coupled with a decrease in experienced technology staff, schools are looking for ways to securely offload their hardware responsibility. For our School Accounting System-Online option, we utilize the expertise of a professional hosting company, and the software is hosted on secured servers with multiple redundancies to ensure the safety of your data.

End of Calendar Year Training

Hard to believe, but it’s almost time for end of calendar year activities once again.  With that in mind, this year’s end of calendar year trainings are now listed on the Training Calendar on our website.  We strongly encourage new and experienced users alike to register for an end of calendar year workshop or the webinars to review these processes completed just one time per year.

During the end of calendar year trainings, we will review the end of calendar year checklists for Payroll and Accounts Payable, including the steps to verify and edit 1099 accumulations; balance W2s; generate 1095 and 1094 forms for the Affordable Care Act; print and email 1099s, W2s, and 1095s; set up W2s and 1095s to be viewed in Web Link; and create and submit electronic files for 1099s, W2s, and 1094s/1095s.

If you are unable to attend a formal workshop for end of calendar year, you can register for the applicable end of calendar year webinars, including:

• Payroll End of Calendar Year Checklist for W2s Webinar
• One of the following two:
  • Payroll End of Calendar Year Checklist for ACA 1095-C and 1094-C Forms Webinar
  • Payroll End of Calendar Year Checklist for ACA 1095-B and 1094-B Forms Webinar
• Accounts Payable End of Calendar Year Checklist Webinar
• Balancing Information Option Webinar
• SSN Verification Service Webinar

Important Note:  As you will notice, this year we did schedule separate webinars for the ACA 1095-C/1094-C forms and the ACA 1095-B/1094-B forms.  The Payroll End of Calendar Year Checklist for ACA 1095-C and 1094-C Forms Webinar is for fully-insured large employers or self-insured large employers, while the Payroll End of Calendar Year Checklist for ACA 1095-B and 1094-B Forms Webinar is for self-insured small employers.  If you are unsure which ACA forms to file, refer to the Affordable Care Act Forms to File topic in the Help File.

Click here to view the Training Calendar in order to register for end of calendar year training.

Support Corner - Amy Feit, Director of Customer Support

Affordable Care Act (ACA) – Time to Prepare for 2016 Reporting

It feels as though we just finished up the ACA reporting for the 2015 calendar year, and as much as we probably rather not, it is time to prepare for another year of reporting.  With the first payroll of the year out the door, now is a good time to revisit your ACA hours tracking information to help ensure that the reporting process will go smoothly come January.

In addition to calling our Customer Support line, there are other great resources to help get you on your way to reporting with ease this year.

• Check out the Knowledge Base on our website. Simply type “ACA” in the search field to browse the Frequently Asked Questions and Training Tidbits in regards to the topic.
• View the Training Calendar page on our website for a list of webinar recordings and upcoming live workshops and webinars in regards to ACA.

Having last year’s reporting for ACA under your belt, the process will be much more familiar this year, but know that we are here to help refresh your memory and make this year go even smoother!

Just Leave Us a Message!

Did you know that more than 50% of your Customer Support calls are answered by a live representative?  It is a response rate that is unmatched in our industry.  However, in the off chance or during the busier times of year that you do not get a live representative, you have likely had the opportunity to speak with our friendly office Administrative Assistant, Liz, to take your message for our Customer Support to return your call.

In an effort to efficiently manage your inquiries during the slowest time of the day, we will be streamlining our messaging system over the noon hour Monday through Friday (12-1pm CT).  If there is not a Customer Support representative available, you will be able to leave a voicemail that is routed directly to the next available representative.  Simply follow the prompts to leave a message containing your name, customer number, and best phone number to reach you, and you can normally expect to receive a call back in less than 5-10 minutes.

Slash Your Purchasing Time, Cost and Frustration

Over the years, we have watched districts struggle with purchasing. It is anything but enjoyable, and it is a huge distraction from educating our children. We have discovered a no-cost, proven and easy-to-use solution, called k-Purchase.

“We were set up on k-Purchase within one week . . . we immediately completed a major purchasing project within days instead of weeks. Our staff and teachers looked at each other and said:  We’re done. That’s it? It’s awesome! . . . And, we discovered over a 10% savings.”
– Paula Beyer, Central Springs District (IA)

k-Purchase is tailored to your needs and workflow. You can benefit from a requisition platform, a convenient, online Marketplace, and a real-live Personal Purchasing Assistant. Most importantly, it all works side-by-side with the School Accounting System.

Contact Rick Jones, a k-Purchase Specialist, for a concise online demo to learn how quickly and easily k-Purchase can help your district.
888.485.4838 x 707
rick@kpurchase.com
www.kpurchase.com

Customer Surveys: We need your feedback!

We understand your time is valuable, and we certainly want to help you save more of it through product enhancements. We send survey invitations each year asking you to rate how we are doing and how we can improve, and we encourage you to take advantage of these opportunities whenever possible.

Your comments and suggestions for enhancing the School Accounting System are always appreciated and evaluated, and when we hear the same suggestion from a number of customers, chances are good a new feature will show up in a future update. You are truly driving the development of the School Accounting System, and ultimately, saving yourself time by making the system better for you and your colleagues.

We thank so many of you who have taken the time to share your feedback over the years. Keep an eye on your inbox, as we look forward to hearing from you on the next survey!

Replace/Reprint Checks Video Tutorial

The Replace/Reprint Checks option in the School Accounting System is used to reprint a check, direct deposit stub, or automatic payment stub that was lost.  Click here to watch a 5-minute video demonstrating the Replace/Reprint Checks option.

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 can you view the list of changes and enhancements included in an update? 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, Where in the software can you check to make sure your funds have been setup for the next fiscal year?  The answer is in the Fund File in General Ledger (accessed under the Maintenance menu, Reference Files, Funds).  Congratulations to Clara Lensing from Postville Community 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:

November 24 and 25 for Thanksgiving

Staff Spotlight - Elisabeth Hinsch

Liz joined the Software Unlimited, Inc. family this past March as our Administrative Assistant.  She has had her hands in a little of everything, helping out wherever she can.  Liz has worked in the Customer Service field for 27 years and enjoys interacting with our customers.  She spends most of her “free time” with her family, Elijah (21), Jaydon (18), Meghan (16), and Ian (5).  From attending sporting events to anime conventions, she’s a part of it all. In the event she might actually have some time to herself, Liz enjoys baking and reading.