Newsletter Survey

On the topic of report shortcuts:  Do you have reports defined as favorites within the School Accounting System?  Do you utilize the Save Settings and Retrieve Settings buttons when generating reports?  Do you have the Auto Copy Report Choices field or the Auto Close Report Printing Options field selected in User Options?

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 June 2025 issue related to creating wages for the new year.  The survey questions and responses are shown below.

Thanks to everyone who participated in our survey!

Upcoming End of Calendar Year Information

Now that a new school year has started, it will not be long before it’s time to complete the end of calendar year activities once again.  And with the One Big Beautiful Bill Act (OBBBA) signed into law, you might be wondering if there will be any changes this end of calendar year season.

A few key changes stemming from the OBBBA include the items listed below.  For more information from the IRS on the provisions of the OBBBA, click here.

• Employees in certain occupations may deduct qualified tips
• Employees with qualified overtime compensation (for overtime paid after 40 hours in a week) may deduct the amount of pay exceeding their regular rate of pay (deduct the “half” of the “time-and-a-half” rate)
• 1099 reporting minimum threshold increasing from $600 to $2,000 for tax year 2026, and then adjusted for inflation after that

In August, the IRS announced that there will not be any changes for tax year 2025 to the following information returns under the OBBBA:  W2 forms, existing 1099 forms, and 941 forms.  At that time, they also shared there would be new guidance and updated forms coming for tax year 2026.  This month, they just released the draft form for the 2026 W2.  It’s important to note, even though the forms for tax year 2025 are not changing, employers are still obligated to answer employee questions regarding overtime and need to provide the amounts designated as qualified overtime compensation to employees (or approximate amounts, which is acceptable as part of the transitional relief for employers if needed).  We will continue to monitor and stay abreast of any guidance and changes issued by the IRS.

In preparation for the upcoming calendar year end, we have added all the end of calendar workshops and webinars to our Training Calendar.  During the end of calendar year trainings, we review the end of calendar year checklists for Payroll and Accounts Payable, including the steps to generate, print, email, and submit 1099-MISC and 1099-NEC forms in Accounts Payable, and W2, 1095, and 1094 forms in Payroll.  We recommend both new and experienced users register to attend end of calendar year training since these are items that are only completed one time per year.  To view the Training Calendar and register for a training, click here.

Support Corner - Amy Feit, Chief Customer Officer

Upcoming Security Enhancement for SAS-Online Users: Multi-Factor Authentication (MFA)

In the coming months, we will begin transitioning all SAS-Online application users to a new login process that incorporates Multi-Factor Authentication (MFA).  This enhancement will require a second form of verification in addition to your password.

Currently, we have an optional MFA login that requires users to connect through a remote desktop experience (a desktop in a separate window) rather than the integrated remote application (the School Accounting System appears as its own application).  The new process will provide a more streamlined and user-friendly experience by allowing verification directly through the remote app with either a push notification to a registered device or by using a saved security key on a file, such as a jump drive.

The introduction of this improved MFA method strengthens account security while also making the login experience more convenient.  Passwords alone are increasingly vulnerable to compromise; MFA provides an added layer of protection by requiring a secondary confirmation, reducing the risk of unauthorized access, and helping safeguard sensitive information.

At this time, no action is required.  Additional information, setup instructions, and guidance will be provided as the rollout approaches.  We are committed to making this transition as seamless as possible.  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 are currently not using our online version and would like more information, please contact sales@su-inc.com.

Correcting Payroll Deductions with Adjustments

After the first payroll of the school year, if there was an employee whose deduction was calculated incorrectly, one simple way to correct the mistake on the next payroll is with a batch of Deduction/Tax Adjustments.  The correcting adjustment for an employee’s deduction or tax would be entered into a Deduction/Tax Adjustment batch, and then the batch selected when calculating the next payroll.

The Deduction/Tax Adjustments option allows the district to make a one-time adjustment for an employee.  The Deduction/Tax Adjustments option can be used to increase or decrease the amount calculated for a deduction or tax, issue a refund for an amount calculated for a deduction or tax, or replace and use a different amount than what is normally calculated for an employee’s deduction or tax.

For detailed instructions on entering deduction/tax adjustments, refer to the Entering Deduction/Tax Adjustments topic in the Help File, or click here to request the Deduction/Tax Adjustments Webinar recording.

Increase Efficiency with Cash Receipt Entry

When entering cash receipts, there are several ways to help increase efficiency.  First, when defining received froms for use with cash receipts, be sure to enter a description for what the received from is used for in the Description field, and then also define default account numbers with detail descriptions (entered in the Receipt Accounts List) if the same account numbers are typically utilized when entering cash receipts for the particular received from.  Distribution percentages can also be used with the default account numbers in order to have the system calculate the amounts for the detail lines using designated percentages.

Next, to have the system automatically assign a unique number as the cash receipt number, rather than manually entering a cash receipt number for each receipt, select the Use System Numerically Assigned Cash Receipt Numbers field in the General Ledger System File (accessed under the Maintenance menu on the General Ledger screen).  In the General Ledger System File, the default posting type can also be designated.  The posting type determines how the entries for the cash receipts post to General Ledger and display within the Check Reconciliation option.  Click here to view the available posting types with examples of the posted entries for each type.  When creating a batch of cash receipts, the default posting type can be used or a different posting type can be specified if needed.

Within a batch of cash receipts, complete the Set Screen Preferences option to specify the order for which to display the fields and define if any fields should have information automatically repeated from entry to entry.  A field in the Header Information section can also be hidden (if it is not required) so that it will not display on the entry screen.  The screen preferences are accessed by selecting the Options menu within a cash receipt batch and then Set Screen Preferences (Header) or Set Screen Preferences (Detail).  Keep in mind, the screen preferences are saved by user.

Then when entering cash receipts, take advantage of these additional features:

• If the cash receipt number is manually entered into the Cash Receipt Number field (the option to automatically assign the cash receipt numbers is not set), use the + key to increment the receipt number, or use the – key to decrement the receipt number.
• Enter R in the Cash Receipt Description field (in the Header Information section) to copy in the description from the received from.
• In the Cash Receipt Detail Description field (in the Detail Information section), enter R to use the description from the received from; enter H to use the description from the Header Information section; or enter C to use the description for the specified chart of account number.
• Use the F9 key as a shortcut for the Save and Clear button to save a cash receipt and initialize the screen for the next entry.
• To copy a previously entered cash receipt into the batch, use the Copy Cash Receipt option, which is accessed under the Options menu.

To see a brief overview of these features for cash receipts, click here to view the Cash Receipts Tutorial; or for detailed instructions on entering cash receipts, click here to request the Cash Receipts Webinar recording.

Update: HR Module Included at No Additional Cost

The Human Resources (+hr) module is now included with your School Accounting System core program licensing—delivering a one-time savings of $1,145 plus $400 in annual savings!

The HR module is an extension of Payroll and used to track essential employee information.  As we build the next generation of the School Accounting System, all HR module functionality will be rolled into Payroll.  Dedicating the time now to begin using the additional features will position you well to take full advantage of the next generation of the School Accounting System.

We encourage you to watch this short, 5-minute demonstration video:  https://vimeo.com/1107840190

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!

We will be activating the module in groups.  If you have not already done so, please click the following link to add your name to the activation list:  https://www.cognitoforms.com/SoftwareUnlimitedInc/HumanResourcesModuleRequestForm

We will notify you when the module is available for your organization, so you can begin implementing it at your convenience.

Don’t Wait! Try the updated features in Web Link.

Our team is making rapid progress on the next generation of the School Accounting System, and now is the time to get in on the ground floor.  Upgraded features in the Web Link module interface are ready, and your organization can be among the first to experience the fresh, modern look and updated functionality.

New enhancements will be rolling out in Web Link over the coming months—enable the ‘New Experience’ now to ensure your organization benefits from every update the moment it’s released!

Don’t miss out—contact sales@su-inc.com to enable the ‘New Experience’ in Web Link today!  Click the image below to watch a brief overview of the updated features:

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 September 2025 includes the following topics:  End of Fiscal Year report formats available for this year; updates to various state government reports; California State Income Tax added; Web Link updated to allow beta testing for additional options; change to Contract Export report; Start and End Date fields added to Additional Taxes section on Taxes screen in Employee File; update to Advanced Options tab within Calculate Payroll option; changes to Idaho Retirement – New Format option; Kansas Unemployment Report updated to generate by batch; changes to Kansas City Retirement Report option; changes to Nebraska SPEDFRS option; changes to Wyoming Annual Report option; and lastly a reminder of the SSN Verification Service option within Payroll.

Click here (or on the image) to watch the 5-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.  How do you add an option to the list of Common Tasks which appear on the main screens?  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 do you set the system to automatically assign the cash receipt numbers in General Ledger?  The answer is in the General Ledger System File, select the Use System Numerically Assigned Cash Receipt Numbers field.  Congratulations to Ashley Nielsen from Belle Fourche 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 27 and November 28 for Thanksgiving

Staff Spotlight - Sara Johnson

I started with SUI in October of 2024, so I have been here just short of a year.  I took the administrative assistant role which means my days are sometimes quite varied.  I have probably talked to several of you while logging and forwarding overflow support calls.  I enjoy greeting you!  But I am probably a little bit of a disappointment since I’m not the expert you were looking for! 😊 Outside of work I enjoy reading, knitting (mainly rectangles, aka dishcloths), camping, hiking, and messing around in the yard – even if it’s pulling weeds.

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 Molly Richardson who is the Bookkeeper at Marshall CUSD #C-2 in Marshall, IL.  We had these questions for her:

How long have you been using the School Accounting System?
• Since December of 2019, when we converted to using the School Accounting System.
What module do you spend most of your time working in?
• Most of my time is spent in Accounts Payable doing requisitions, purchase orders, and paying the bills.  I also spend time in General Ledger.
What is your favorite feature in the School Accounting System?
• When I first started, purchase orders were done on a typewriter.  So, we started to streamline things.  I love the process from the requisition entry all the way to the check to pay the vendor.  It makes things so much easier, and I like not having to type the vendor’s name and address on all the different purchase orders.
What are three words you would use to describe the School Accounting System?
• Intuitive, efficient, and easy to learn.
What is your favorite part of working at your organization?
• I love working where my kids attend.  It allows me to be involved in the system.
What are your hobbies?
• Chasing our two kids.  We are always on the go with our kids’ sports.  We recently got a new puppy, who is going to be a giant.  We thought he would be 40-50 pounds and at 7 months, he is over 50!  We rescued him and are unsure of his breed mixture.
What is one piece of advice you would give someone who is new to using the School Accounting System?
• Don’t be afraid to reach out to customer support.  The team is so wonderful, patient, and helpful.  Our conversion to Software Unlimited went so smoothly and we couldn’t have asked for anything better, especially when it happened during Covid and had the ability to work from home.  I don’t think that would have been possible with our old software.