Zero Copy Batch

In a recent update, the Zero Copy Batch option was added to invoices in both Accounts Payable and Accounts Receivable and to cash receipts in General Ledger.  The option was previously available for pay period entries and employee absences in Payroll.

The Zero Copy Batch option provides a shortcut for copying the entries from an unposted or posted batch into a new batch while setting the amounts fields to zero.  For example, use the Zero Copy Batch option with a batch of pay period entries in order to pay the same group of employees for a different number of hours, or use it with a batch of invoices to pay the same group of vendors for different amounts.  After the entries are copied with zero amounts, the entries can be quickly edited to update the amount fields.

When using the Zero Copy Batch option, the following fields will contain zeros in the new entries:

• Units, Hours, and Dollars fields for pay period entries and employee absences
• Invoice Amount, Invoice Detail Amount, and Vendor 1099 Amount fields for invoices in Accounts Payable
• Invoice Amount and Invoice Detail Amount fields for invoices in Accounts Receivable
• Cash Receipt Amount and Cash Receipt Detail Amount fields for cash receipts

For step-by-step instructions on completing the Zero Copy Batch option, refer to the Zero Copying a Batch topic in the Help File.

Newsletter Survey

On the topic of the Zero Copy Batch option:  Have you used (or plan to use) the Zero Copy Batch option?  In what options have you used (or plan to use) the Zero Copy Batch option?

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 2026 issue related to expensing entries at end of fiscal year.  The survey questions and responses are shown below.

Thanks to everyone who participated in our survey!

Upcoming End of Calendar Year Changes and Training

The end of the calendar year is right around the corner, and soon you will be thinking about W2s and 1099s.  Below are a few changes to keep in mind for this year regarding the W2 and 1099 forms.

W2 Changes for 2026:

• Box 14 split into two boxes – 14a for Other and 14b for Treasury Tipped Occupation Code(s).
• New codes added to Box 12 – 12TP for reporting the total amount of cash tips reported to the employer; 12TT for reporting the total amount of qualified overtime compensation; and 12TA for reporting employer contributions to a Trump account for an employee or dependent.  (Reminder, the Overtime Rate Method field was added in the Pay Codes option in Payroll for use with reporting qualified overtime compensation starting with the 2026 W2s.)

1099-NEC Changes for 2026:

• Box 1 on 1099-NEC split into four boxes – 1a for Nonemployee Compensation; 1b for Cash Tips; 1c for Treasury Tipped Occupation Code(s); and 1d for Overtime Compensation.
• Prints two forms per page (instead of three per page).
• Minimum reporting threshold amount increased to $2,000.

1099-MISC Changes for 2026:

• Box 13 changed (previously defined for FATCA Filing Requirement, but now FATCA Filing Requirement is no longer numbered) and split into two boxes – 13a for Cash Tips and 13b for Treasury Tipped Occupation Code(s).
• Box 14 changed (previously grayed out) and defined for new use – 14 for Overtime Compensation.
• Minimum reporting threshold amount increased to $2,000 with the exception for Box 10 for gross proceeds paid to an attorney, which remains at $600 as the reporting threshold.

The changes noted above, along with the full instructions for completing the end of calendar year process in Accounts Payable and Payroll, will be covered at our upcoming end of calendar year trainings.  To access the Training Calendar and view the dates for the upcoming End of Calendar workshops and webinars, click here and register for a training today.  We recommend both new and experienced users attend an end of calendar year training to review these items that are only completed one time per year.

Updating Deductions After a Rate Change

For those using a rate table for deductions in Payroll, if new rates had been entered with a Rate Change Date that is now in the past, use the Move Rate Table option to clean up your rate tables.  The Move Rate Table option shifts the new rates from the right side of the screen to the left side, so that the correct information displays when working with deductions in the Employee File.  To complete the Move Rate Table option, do the following:

• From the Payroll screen, select the Maintenance menu and then Deductions.
• At the Deductions screen, select the Options menu and then Move Rate Table.
• When prompted, enter the date for which new rates to move (based on the defined Rate Change Dates of the new rates) and click OK.

Additionally, if new rates (changes) had been entered on the Deductions screen in the Employee File with a Rate Change Date that is now in the past, use the Move Deduction Rates option to shift the new rates from the right side of the screen to the left side.  To complete the Move Deduction Rates option, do the following:

• From the Payroll screen, select the Maintenance menu and then Employees.
• Select the Options menu and then Move Deduction Rates.
• When prompted, enter the date to use to determine which new rates to move (based on the defined Rate Change Dates of the new rates), and click OK.

New Integration Available

We are excited to announce that Software Unlimited, Inc., has a new integration available with REPAY to help transform how your organization manages payments.  This powerful integration connects Accounts Payable in the School Accounting System with REPAY’s secure, all-in-one payment processing platform, simplifying financial workflows for your organization.

• Strengthen Fraud Prevention:  Prevents exposure to check fraud, duplicate payments, and unauthorized payment activity through built-in approval workflows and electronic audit trails.
• Efficient Operations:  Simply review and approve the payment batch.  REPAY handles vendor payment delivery through ACH, virtual card, or printed check (i.e. no more stuffing checks).
• Revenue Rebate:  Earn a cash-back percentage on outbound virtual card and vendor Paid-ACH payments, creating passive income.
• Reconciliation:  View and reconcile transactions instantly, making month-end balance less burdensome.
• Auditors:  Clean, time-stamped digital trails and instant compliance reporting simplify annual district audits.

Click here to learn more about REPAY.

Support Corner - Amy Feit, Chief Customer Officer

What to Expect When you Contact Support

With so many new users joining us this time of year, this seems like a good opportunity to explain what happens after you contact Customer Support.  It may also be a helpful refresher for those who have worked with us before.  Whether you use the Request Support button, send an email, or call us, our goal is to understand your question and get you an accurate answer as quickly as possible so you can get back to your day.

When your request reaches us, it is logged in our case tracking system.  This includes messages taken by our receptionist, so every request enters the same process regardless of how you contact us.  Requests are generally routed in the order received to the next available Customer Support representative.  If you included details in an email or support request, the representative will review that information and may begin researching before reaching out.  You can normally expect us to respond by phone because a short conversation often allows us to ask follow-up questions and get to the heart of the issue faster.  If you prefer an email response, just let us know.  We will respond by email when possible, although we may still call if the question is complex or would be difficult to explain clearly through email.

Many questions can be answered in one conversation, but sometimes the best answer takes a little more digging.  We may need to review reports or data, recreate what occurred, or work with another team member.  If additional research is needed, your representative will keep you updated.  Behind the scenes, case histories and prior emails help us understand the full picture, and older open cases are regularly reviewed to make sure they continue moving forward.

While the more information you can give us, the faster we can usually begin narrowing down the issue, feel free to also submit requests that simply state you have questions.  Screenshots, exact error messages, report names and parameters, the school or fiscal year involved, and the steps leading up to the problem are all helpful, but not necessary.  Please reach out in whatever way is most comfortable for you:  submit a request through the School Accounting System, call 800.756.0035 ext. 2, or email support@su-inc.com.  We are always happy to help!

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.

A few of the topics included in the Training Snippets tutorial for September 2026 are:  new Payment Service option in Accounts Payable; ability to set amounts to zero for recurring invoices in Accounts Payable, invoices in Accounts Receivable, and cash receipts in General Ledger; Zero Copy Batch option added to items in Accounts Payable, Accounts Receivable, and General Ledger; new payroll message for personal information changes in Web Link; updates to Web Link modern experience; and lastly a reminder of using the Payroll Messages help topic.

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.  What field allows a user to help manage Web Link in order to add, edit, view, or inactivate Web Link users and access the Web Link Setup options (without being a supervisor)?  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, Is there a way to reopen a ‘closed’ check reconciliation batch?  The answer is yes – first, access the closed check reconciliation batch (click here to refer to a Training Tidbit for instructions on accessing a closed batch), and then from within the closed batch, select the Options menu and Reopen Batch.  Congratulations to Lorrie Wakeland from Pleasant Valley CSD 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 26 and November 27 for Thanksgiving

Staff Spotlight – April Coyne

I returned to the Software Unlimited support team in October 2024.  I enjoy working with and supporting new customers as they transition to our software.  I like assisting customers through their first experience with our software and finding ways to reassure them as they navigate new software challenges.  When I’m not working, I enjoy spending as much time as possible chasing my nieces, nephews, and dog Molly.  I also enjoy traveling anywhere warmer than SD in the winter months, especially if there is a beach and warm water.

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 Nicole Yoakum who is the Superintendent Secretary at Richmond R-XVI School District in Missouri.  We had these questions for her:

How long have you been using the School Accounting System?
• I have been using the School Accounting System for six years.
What module do you spend most of your time working in?
• I spend most of my time working in the Negotiations module.
What is your favorite feature in the School Accounting System?
• I love being able to copy information from previous years like packages and pay code information.  It really helps get things moving for the next year of negotiations.
What are three words you would use to describe the School Accounting System?
• Useful, user-friendly, and organized.
What is your favorite part of working at your organization?
• My favorite part of working at Richmond is the flexibility of being a mom.  I am able to attend all of my kids’ activities and not having to worry about work.  The hours work for my family.
What are your hobbies?
• My hobby at this point in my life is taking my kids to all their activities.  My husband and I like to ride motorcycle when we have time.
What is one piece of advice you would give someone who is new to using the School Accounting System?
• Go to trainings, watch webinars, attend refresher trainings.  When I started, I did not attend any training which was difficult during that first year of Negotiations.  Once I attended trainings, it became much easier.  I now pay attention to the training emails and make sure to register!