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Updates

School Accounting System Release Notes

Release notes are listed by version, starting with the most recent release on top. For specific instructions on how to install this update, please refer to the “Installing an Update” topic in the Help File.

Please note that all updates are cumulative. By installing the most recent update, you will receive all enhancements and changes included on the versions between the one you are currently running and the version being installed.

Contact Customer Support at 800.756.0035 ext. 2 with any questions you may have regarding updates.

Software Version Updates:

Found 227 Results (Page 1 of 5)

  • Accounts Payable>Data Entry
    • In Invoices, when selecting the View Documents button, it will now display the Document Inquiry Screen to show all documents tied to the invoice you are currently viewing. For example, all documents previously uploaded for an invoice display, in addition to the documents uploaded for a purchase order or requisition tied to the invoice, if applicable.
    • In Purchase Orders, when selecting the View Documents button, it will now display the Document Inquiry Screen to show all documents tied to the purchase order you are currently viewing. For example, all documents previously uploaded for a purchase order display, in addition to the documents uploaded for an invoice or requisition tied to the purchase order, if applicable.
  • Accounts Payable>Government Reporting
    • Several enhancements have been made in the Vendor 1099s option to allow for A2A (Application to Application) 1099 E-filing with IRIS:
      • A new Submit Electronic File to IRS screen has been added which allows for electronic submission of 1099 files to the IRS. Electronic filing for these forms will not be available until mid-January 2024.
      • A new IRS Submissions screen has been added which allows for viewing submissions and their return information from the IRS.
      • The Create State Electronic File screen allows the creation of only State files to submit to the state.
      • An option to print corrected 1099 forms through SAS has been added.
      • The IRS 2023 changes for the Vendor 1099s are included in this release.
      • More information on the new process can be found in the help file: https://docs.su-inc.com/training/HelpFile/sql/Vendor_1099s.htm
  • Accounts Payable>Maintenance
    • The Vendor File Tax Information, on the Miscellaneous Tab, has been updated to accommodate the new IRIS A2A filing process. A new field called 1099 Name Format allows to you choose the naming format for reporting the Vendor Name and Additional Recipient Name on the 1099 form.
  • General Ledger>Reports
    • Flexible Financial Reports with the formula for Outstanding Accounts Payable wasn’t always reporting correctly if you had an invoice voided in a Fiscal Year where the report is being run, but the original invoice is not in those Fiscal Years. This has been corrected.
  • Payroll>Government Reporting
    • The 2023 Affordable Care Act (ACA) B Form changes are included in this release and according to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2024.
    • The 2023 Affordable Care Act (ACA) C Form changes are included in this release and according to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2024.
    • The 2023 changes for the Employees W2s are included in this release.
  • Payroll>Maintenance
    • The Ohio Department of Taxation released new withholding tables effective November 1, 2023. 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/Ohio2023.pdf

An update is available for the School Accounting System and the Web Link add-on module. Click the following link to learn more about the latest enhancements: https://www.su-inc.com/updates

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 23.09.07.01 (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.

  • General Ledger>Government Reporting
    • Idaho: Idaho Financial Transparency Data Collection Report has been updated to include a new column for Adjustment Journal Entry.
    • Iowa: The Iowa Annual Report and the GASB 34 Report have been updated to have Fund 19 Non-Fiduciary Scholarship Funds report separately.
  • General Ledger>Maintenance
    • Flexible Financial Report Setup has a new field available for Posted New Budget. This new field includes all budget entries in Posted New Budget Batches.
  • Payroll>Government Reporting
    • Idaho: Idaho Retirement Report was inflating hours for expensed Pay Period Entries. This has been corrected.
    • Illinois: Illinois Employment Information System Report was giving a divide by zero error for employees with only voided wages. This has been corrected.
    • Wyoming: Wyoming Staff Member Collection Report has been updated to remove all GPA fields from the Education File.
  • Payroll>Maintenance
    • The comma in the Pay Rate field on check stubs was being cut off. To correct this, you will need to bring up the correct format in Check Setup – Employees option and resave the format.
    • Alabama State Income Tax has been added to the list of available state taxes in the tax file.
  • Payroll>Options
    • Leave Request Options were allowing Leave Approval Paths and FMLA Approval Paths to save with the User ID blank when the Approval Tree was set to Specific User which caused errors. This has been corrected.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 23.09.07.01 (or higher, if applicable).

  • Reports
    • When running reports, some subreport parameters were not working. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 23.08.03.01 (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.

  • Accounts Payable>Requisitions
    • When recalling requisitions, some approvers were receiving emails when they shouldn’t have been. This has been corrected.
  • General Ledger>Government Reporting
    • Wyoming: The Annual Report for 2022-2023 has been updated.
  • Human Resources>Maintenance
  • Payroll>Government Reporting
    • Illinois: Illinois Monthly Teachers Retirement Report is no longer accepting BW (back wage) as a payment reason. This payment reason has been removed.
    • Missouri: MOSIS has added a new race/ethnicity option of O for the Core Data.
  • Payroll>Maintenance
  • Payroll>Options
    • When recalling leave requests, some approvers were receiving emails when they shouldn’t have been. This has been corrected.

 

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 23.06.08.01 (or higher, if applicable).

  • Employee Information>Leave Request Entry
    • When recalling leave requests, some approvers were receiving emails when they shouldn’t have been. This has been corrected.
  • Data Entry>Requisition Entry
    • When recalling requisitions, some approvers were receiving emails when they shouldn’t have been. This has been corrected.
  • System Wide
    • We have enhanced the Program Suggestions and Request Support options to allow for adding a file attachment.
  • General Ledger>Government Reporting
    • Idaho: The Annual Report and Financial Transparency Report have been updated to include new codes from the state.
    • Illinois: The Illinois Annual Report for 2022-2023 and Illinois Budget Report for 2023-2024 are now available.
    • Kansas: The Kansas Budget Report for 2023-2024 is now available.
    • North Dakota: The Certificate of Levy was returning #REF instead of dates in the column headings. This has been corrected.
  • Payroll>Maintenance
    • The Illinois State Income Tax personal allowance amount changed on June 7, 2023. If you haven’t already changed the table 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/Illinois2023.pdf
    • The North Dakota State Income Tax new withholding tables were released on May 27, 2023. If you haven’t already changed the tables manually, once this update is installed, you will have the appropriate tax tables information. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/northdakota2023.pdf
    • When Adjusting Leave Balances, at times not all the results were showing when selecting display. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 23.06.08.01 (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
    • We have enhanced the Program Suggestions option with a new interface. Instead of taking you to our website for submissions, you can now enter suggestions right through the School Accounting System. For more information on this new feature, please visit our help file: https://docs.su-inc.com/training/HelpFile/sql/Program_Suggestions.htm
    • If you have Allow Enter for Save and Clear set up in the user options, when you were typing a message in Create a Support Request and hit enter, it was clearing the message. This has been corrected.
  • General Ledger>Government Reporting
    • Idaho: The Annual Report for 2022-2023 is now available.
    • Illinois: The Annual Report for 2022-2023 and Budget Report for 2023-2024 have not yet been released by the Illinois State Board of Education but will be included in a future update once they are available.
    • Kansas: The Budget Report for 2022-2023 has not yet been released by the Department of Education but will be included in a future update once it is available.
    • North Dakota: The Annual Reports, GASB 34 Reports, Certificate of Levy, Special Education Unit Budget, and ESSA Report for 2022-2023 are now available.
    • South Dakota: The Annual Report and GASB 34 Reports for 2022-2023 are now available.
  • Accounts Payable>Requisitions
    • If the Requisition Options are set to allow Recall of Requisitions, the Recall Submitted Requisitions button will now allow the recall of requisitions that have been approved but are not yet tied to a purchase order.
  • Payroll>Data Entry
    • Due to functionality of the field, Pay Rate has been removed from the set screen preferences for both Pay Period Entries and Employee Absences.
  • Payroll>Maintenance
    • The Idaho State Tax Commission released new withholding tables on May 17, 2023. 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/Idaho2023.pdf

 

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 23.06.08.01 (or higher, if applicable).

  • Data Entry>Requisition Entry
    • If the Requisition Options are set to allow Recall of Requisitions in the School Accounting System, the Recall Submitted Requisitions button will now allow the recall of requisitions that have been approved but are not yet tied to a purchase order.
  • K12Docs Host Site Manager
    • K12Docs now allows for the enabling of two factor authentication in K12Docs and Host Site Manager. If you want to enable two factor authentication, please contact customer support.
    • The Login Screen for K12Docs and Host Site Manager has been updated to two screens. The first screen requiring the Domain Name and User Name with the second screen requesting the password.
  • General Ledger>Government Reporting
    • Idaho: The Budget Reports for 2023-2024 are now available.
    • Illinois: The Annual Report for 2022-2023 and Budget Report for 2023-2024 have not yet been released by the Illinois State Board of Education but will be included in a future update once they are available.
    • Iowa: The GASB 34 Reports for 2022-2023 are now available and there are no changes to the Annual Report process.
    • Kansas: The Budget Report for 2022-2023 has not yet been released by the Department of Education but will be included in a future update once it is available.
    • Missouri: The Annual Report and GASB 34 Reports for 2022-2023 are now available.
    • Nebraska: The GASB 34 Reports for 2022-2023 are now available and there are no changes to the Annual Report process.
    • North Dakota: The Annual Reports, GASB 34 Reports, Certificate of Levy, Special Education Unit Budget, and ESSA Report for 2022-2023 have not yet been released by the Department of Education but will be included in a future update once available.
    • South Dakota: The Annual Report and GASB 34 Reports for 2022-2023 have not been released but will be included in a future update once available.
    • Wyoming: The Annual Report and GASB 34 Reports for 2022-2023 are now available.
  • Accounts Payable>Data Entry
    • The Copy Invoice process was not taking into account fields hidden by the user that was making the copy. This has been corrected.
  • Accounts Payable>Requisitions
    • The Chart of Account Number field on the Requisition Approval screen was being limited by account group for the user that was approving. This has been corrected.
  • Payroll>Maintenance
    • When making an employee inactive in the Employee File, you will now receive a prompt if the employee is tied to a user asking if you would like to inactive that user instead of automatically inactivating the user.
    • When Combining IDs in the Employee File, some users were unable to combine IDs if the employees were tied to Time Card entries. This has been corrected.
    • Users were receiving errors importing contracts or unit pays if the import file contained multiple unspaced chart of account numbers. This has been corrected.
  • Payroll>Government Reporting
    • Idaho: The Idaho Retirement report has been updated with the following changes:
      • The prompt that displays for employees that are missing a Schedule Name/Frequency Code in the Idaho Retirement Report has been updated to include missing employees that have wages for pay codes defined with a Pay Type and Earning Type on the Pay Code tab.
      • The report was updated to only include wages that have a pay code with a Pay Type and Earning Type defined on the Pay Code tab.
      • The report was updated to allow for reporting of Retired Contributing Members with a Record Type of FM. The Contribution Code of F – Retired Contributing Member has been added to the Custom Referenced Field.
      • The Contribution Class 3 description was updated from Teacher to School Employee.
    • Illinois: The Illinois Monthly Teacher Retirement Report has been updated to include the SSP contributions categories Discretionary Matching Contributions (09) and Discretionary Non-elective Contributions (10).
    • Iowa: The W2s were updated to allow School IDs for the State of Iowa that are nine digits.
    • Missouri: MOSIS now includes two new Educator Highest Degrees of 36HR – 36 Semester Hours for Substitute Certificate and 20HR – 20 Hour Substitute Certificate.
    • Wyoming: The Wyoming Monthly Retirement Report was incorrectly displaying zip codes with 9 digits on the Employee Template. This has been corrected.
  • Fixed Asset Inventory>Options
    • Users that are not set up as Supervisor were unable to email from the View Room Inventory Status screen. This has been corrected.
  • Payroll>Government Reporting
    • When submitting prior year corrections for ACA 1095s, some files were being rejected. This has been corrected.
    • The 2023 Quarterly 941 and electronical filing process are included in this release. There are no changes to the Schedule B for tax year 2023.
    • The Wyoming Monthly Retirement Report Create Employee File format has been updated with the newly released changes for the Employee Template.
  • Payroll>Maintenance
  • System Wide
    • The backup process has been updated to allow you to continue to work while it is completing the backup copy process. If a backup copy is selected to be made, once the system finishes making the initial .bak file, the backup window will close and continue working in the background until the process is complete.
  • Accounts Receivable>Data Entry
    • On the Payments screen, the detail information grid will now display the Invoice/Payment Transaction ID and Invoice/Payment Department ID for reference.
    • Prepaid Invoices detail information grid includes the Payment Department ID for reference.
  • General Ledger>Government Reporting
    • Iowa: The 2023-2024 Iowa Budget Summary Report is now available.
  • General Ledger>Government Reporting
    • Missouri: The Missouri SDAC report has been updated to include the quarter dates for 2023.
  • Payroll>Employees
    • Two new imports were added to the employee file for updating employee wage information without updating amounts: Import Contract Information Excluding Amounts and Import Unit Pay Information Excluding Amounts.
    • Import Contracts and Import Unit Pay were updated to allow ten Chart of Account Numbers, Split Percents, and Split Dollars.
  • Payroll>Government Reporting
    • When creating the W2 Electronic File, if you changed the email address field, the change was not saving. This has been corrected.
  • Payroll>Maintenance
    • Illinois: The unemployment taxable wage base increased to $13,271 for 2023.

 

  • Payroll>Maintenance
  • Payroll>Government Reporting
    • Illinois: The Illinois Monthly Teachers Retirement Report was including payroll batches selected in the Illinois Municipal Retirement Fund Report – New Format. This has been corrected.
  • Payroll>Government Reporting
    • When creating the W2 Electronic File, the software was reporting a blank delivery address if address line 2 was blank causing errors in Accuwage. Since delivery address is required, it will now pull address line 1 for the delivery address if address line 2 is blank.
  • Payroll>Options
    • The Employee/Payee Inquiry was showing IBAD (Individual Bank Account Deductions) checks incorrectly. This has been corrected.
  • Payroll>Reports
    • The Payee Register Report was showing IBAD (Individual Bank Account Deductions) checks incorrectly. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 22.12.28.01 (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.

  • Payroll>Government Reporting
    • The Affordable Care Act (ACA) B Forms were returning an error when printing. This has been corrected.
    • The Affordable Care Act (ACA) C Forms were returning an error when printing. This has been corrected.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 22.12.28.01 (or higher, if applicable).

  • Employee Information>Payroll and Compensation
    • When using the view/print option for 1095s, the software was returning an error. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 22.12.22.01 (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.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 22.12.22.01 (or higher, if applicable).

Note: The Web Link module has been updated to target Microsoft .NET version 4.8. You will be prompted to install a newer version of .NET if your machine does not already contain the appropriate version.

  • Employee Information>Personal Information
    • The Federal W4 option has been updated to include the 2023 Form W-4 from the Internal Revenue Service.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 22.10.27.01 (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
    • The School Accounting System has been updated to target Microsoft .NET version 4.8. You will be prompted to install a newer version of .NET if your machine does not already contain the appropriate version.
  • Accounts Payable>Data Entry
    • In some instances, when selecting the Delete Zero Entries on the Post Entries screen in Invoices, not all zero entries were being deleted. This has been corrected.
  • Accounts Payable>Government Reporting
    • Several enhancements have been made in the Vendor 1099s option:
      • A new General screen has been added which allows for payer specific information, including employer name and address, to be entered and utilized only for the 1099s.
      • A new field, Recipient Address Formatted with Extra Spacing, has been added on the Print 1099s screen in both the 1099-NEC and 1099-MISC options, and can be selected if the vendor’s name and address on the 1099s should print with extra space between the lines for the name, address, and city/state/zip (for example to match the preprinted headings on the Copy A).
      • The Create Electronic File screen has been modified slightly because several fields were moved to the new General screen.
      • The IRS 2022 changes for the Vendor 1099s are included in this release.
  • Payroll>Maintenance
    • In the Employee File, when using the next record button along with the repeat feature on a date field, in some instances the record was not being saved. This has been corrected.
    • The Commonwealth of Virginia Department of Taxation released new withholding tables on October 1, 2022. 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/Virginia2022.pdf
  • Payroll>Government Reporting
    • Several enhancements have been made to the Employee W2s option:
      • A new General screen has been added which allows for employer specific information, including employer name and address, to be entered and utilized only for the W2s.
      • A new field, Employee Address Formatted with Extra Spacing, has been added to the Print W2s screen and can be selected if the employee’s first name, middle name, last name, and suffix should be spaced out on the W2 (for example to match the preprinted headings on the Copy A).
      • The Create Electronic File screen has been modified because several fields were moved to the new General screen and additional fields were added for creating a file for the state of Idaho.
      • The IRS 2022 changes for the Employee W2s are included in this release.
    • The 2022 Affordable Care Act (ACA) B Form changes are included in this release and according to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2023.
    • The 2022 Affordable Care Act (ACA) C Form changes are included in this release and according to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2023.
  • Payroll>Reporting
    • The PR Employee Earnings view group in Report Writer has been updated to include the vprEmployee PersonnelNumeric information.
  • Accounts Receivable>Statement Cycle
    • A new option, Post Statement Reports, has been added to the Statement Cycle menu and can be used to print customer mailing labels for statements.
  • Accounts Receivable>Maintenance
    • Customer mailing labels have been added to the system. Users can set up custom labels in the Label Setup option or use the Standard Mailing Labels for Accounts Receivable format. The mailing labels can then be printed for batches, customers, or statements using the specific report selection in these various options as well as from the Reports menu on the main screen.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 22.10.27.01 (or higher, if applicable).

  • Data Entry>Cash Receipts
    • The default cash account number was not appearing in the Detail Information section when using a chart of account number for Idaho. This has been corrected.
  • Master Menu>Utilities
    • A new option, Audit Data, has been added to the Activity Log screen. This option allows a user to view the audit records tracked for record changes, additions, and deletions in all modules of the School Accounting System for a particular date range for selected users. Refer to the Activity Log topic in the Help File.
  • General Ledger>Options
    • When using the Adjust Posted Entries option for an accounts payable adjustment, the New Chart of Account Number field will now show all account numbers.
  • General Ledger>Government Reporting
    • Wyoming: When manually adding a line to the Edit screen in the Wyoming Annual Report, the system was returning an error when selecting a Project Number. This has been corrected.
  • Accounts Payable>Requisitions
    • The system was returning an error when copying an existing approval tree to create a new one and the existing tree had chart of account mask information for approvers. This has been corrected.
  • Accounts Payable>Reports
    • Requisition Status Report and Requisition Inquiry: In some instances, requisitions were showing as approved on these two reports before they were fully approved. These have been corrected.
  • Payroll>Maintenance
    • When using the Import Contracts or Import Unit Pay options, located under the Options menu in Employees, if the primary pay code is set up with Use Pay Code Defaults selected, when importing a pay code that has Use Primary Pay Code Expense Accounts selected, the system was not marking this box correctly.
  • Payroll>Government Reporting
    • Missouri: A new option, Missouri GASB 68 Report, has been added to the system to utilize when completing the reconciliation for GASB 68 with the Missouri Retirement Office. Since the Pay Groups, Deductions, and Pay Codes screens have a similar set up as the Balancing Information option, during the update we will copy the same selected items from that feature into the new Missouri GASB 68 Report. It is important to note that each screen should be verified and modified as necessary before viewing the generated data. Refer to the Missouri GASB 68 Report topic in the Help File.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 22.07.28.01 (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.

  • General Ledger>Data Entry
    • In Cash Receipt Entry, when trying to delete a detail line from a saved entry containing a Receivable Account, in some cases the system was returning an error. This has been corrected.
  • General Ledger>Government Reporting
    • Wyoming: When manually adding a line to the Edit screen in the Wyoming Annual Report, the system was returning an error when using N/A for the Project Number. This has been corrected.
    • Illinois: The Illinois State Board of Education has released a new FY2023 Budget Form, which has been added to the system. Also, the EstExp 12-20 information was not generating correctly. If you have already generated the budget report, you will need to regenerate Fiscal Year End 06/30/2023 to get the updated format and expenditure information.
  • Payroll>Government Reporting
    • Illinois: Illinois Municipal Retirement Fund will be updating their reporting process to a new format beginning this fall. To accommodate their change, we have added a new option: Illinois Municipal Retirement Fund Report – New Format. Refer to the Illinois Municipal Retirement Fund Report – New Format topic in the Help File. The retirement office will provide districts with additional details regarding the implementation and timeframe of their new interface.
    • Illinois: The Full Annual Rate and Sick Leave Personal Days were not generating based on the Fiscal Year End field from the Payroll Schedule for the Illinois Monthly Teachers Retirement Report. This has been corrected.
    • Missouri: The MOSIS option has been updated to include Baseline Salary Grant as a new Pay Type in the Pay Codes List on the Generate Core Data screen. When selected for a pay code, the appropriate amount will display in the Baseline Salary Grant column on the Edit Core Data screen and also be generated into the Baseline Salary Grant column when using the Update Salary/FTE button on the Edit School Data screen. The Missouri Educator Core Data Listing and Missouri Educator School Data Listing, located under the Reports menu, and Create Core Data File and Create School Data File, located under the Options menu, have all been updated to include the new field.
    • Nebraska: In the Nebraska Staff Reporting option, the Paraprofessional Assessment custom field and Default Value have been updated to include 5 for Allowable Locally Approved Means. Also, a new field for Days Worked has been added to the Staff Position Assignments screen and will be included on the Nebraska Staff Position Assignment Report and Create Staff Position Assignment File. The Assignment Codes have been updated and can be added to your list by using the Import Assignment Codes option located under the Options menu.
  • Payroll>Reports
    • Benefit Management Export – Census Information and Benefit Management Export – Deduction Information: These two new reports will assist in providing some of the applicable information for various benefit management companies, such as American Fidelity Assurance Company. The reports are designed to be exported to Microsoft Excel or ASCII (e.g. comma delimited) formats. The census export will include the employee’s name, social security number, address, primary and secondary phone numbers, email address, gender, position, pay periods per year, building ID (based on the selected Building Custom Referenced Field report parameter), and total salary (based on the Total Contract field from the employee’s wage for the selected fiscal year and pay code report parameters). The benefit export will include the employee’s social security number, employee ID, deduction name, rate description (from the rate table), payee name, employee amount and employer amount, (amounts based on the total from the employee deductions for the selected Deduction Frequency report parameter), pay periods per year, and tax status (designating Pre Tax if the deduction is cross referenced to federal income tax or After Tax if it is not cross referenced). These reports are not designed to be printed as the font is extremely small.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 22.07.28.01 (or higher, if applicable).

Note: The Web Link module has been updated to target Microsoft .NET version 4.6.2. You will be prompted to install a newer version of .NET if your machine does not already contain the appropriate version.

  • Employee Information>Leaves
    • An employee’s leave was being displayed in the Leave Balance option even if the Hide on Check & in Web Link field was selected in the Employee File of the School Accounting System. This has been corrected.
    • If entering or editing the Start Date and End Date in the following options, the system will display a warning if the dates are more than 30 days different: Edit Leave Request Substitutes, Leave Request Approvals, Leave Request Entry, Leave Request Entry – FMLA, and Leave Request Inquiry.
  • Employee Information>Personal Information
    • If Host Site Manager for K12Docs was set up with a subfolder in a subfolder, the documents were not visible in the View/Add File Documents. This has been corrected.
  • General Ledger>Maintenance
    • The Company Identification field, in the Direct Deposit Header Records option, has been updated to allow both numeric and alpha characters.
  • General Ledger>Government Reporting
    • Illinois: The Illinois Annual Report for 2021-2022 and Illinois Budget Report for 2022-2023 are now available.
    • Kansas: The Kansas Budget Report for 2022-2023 is now available.
  • Accounts Payable>Options
    • The Company Identification field, in the Direct Deposit Header Records option, has been updated to allow both numeric and alpha characters.
  • Payroll
    • In some instances, voided expense payroll entries were displaying on various reports, including governmental reports, and should not have been. This has been corrected and districts with this issue will see an alert on their Payroll Master Menu to contact support.
  • Payroll>Options
    • The Company Identification field, in the Direct Deposit Header Records option, has been updated to allow both numeric and alpha characters.
  • Payroll>Government Reporting
    • Illinois: The Include Fiscal Year and Fiscal Year End fields have been removed from the Report Options screen in the Illinois Monthly Teachers Retirement Report. Instead, the system will use the fiscal year end information from the designated Payroll Schedule.
    • Missouri: A new Wage Type, T for Non-Member Substitute Teaching WAR Waiver, has been added to the Custom Referenced Fields for use with the Missouri Retirement Report.
    • North Dakota: The North Dakota Workforce Safety & Insurance office requires organizations to use their template (which must be downloaded from within the MyWSI online portal) for workers compensation payroll reporting. The Create Report File option, located under the Options menu within the Workers Compensation Report by Class feature, has been updated to generate an Excel file containing the appropriate columns of information that can be copied and pasted onto the template. Also, see this FAQ in the Knowledge Base for more information.
  • Payroll>Reports
    • Payroll Register – Detail with Chart of Account Number: When selecting to print the negative numbers in red, on the Report Printing Options screen, some numbers were not being included. This has been corrected.
  • General Ledger>Government Reporting
    • Missouri: When generating the Missouri Annual Report, several function codes were missing the location code. This has been corrected and if you have already generated the annual report for this year, we recommend you regenerate after installing this release to ensure accurate data.
    • Wyoming: Revenue code 81380 has been added to the Wyoming Annual Report. If you have already generated the annual report for this year, we recommend you regenerate after installing this release to ensure accurate data.
  • Payroll>Maintenance
    • The Idaho State Tax Commission released new withholding tables on June 16, 2022. 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/Idaho2022.pdf
  • Payroll>Government Reporting
    • The Internal Revenue Service has issued a new 2022 Quarterly 941 to be used beginning with the 2nd quarter reporting. The system has been updated to include this new form. If you have already generated the 2nd quarter 941, we recommend you regenerate after installing this release because some fields have been closed and are no longer valid. To regenerate, select the Regenerate option located under the Options menu within the Quarterly 941 option.
  • General Ledger>Government Reporting
    • Illinois: The Annual Report for 2021-2022 and Budget Report for 2022-2023 have not yet been released by the Illinois State Board of Education but will be included in a future update once they are available.
    • Iowa: The GASB 34 Reports for 2021-2022 are now available and there are no changes to the Annual Report process.
    • Kansas: The Budget Report for 2022-2023 has not yet been released by the Department of Education but will be included in a future update once it is available.
    • Missouri: The Annual Report and GASB 34 Reports for 2021-2022 are now available.
    • Nebraska: The GASB 34 Reports for 2021-2022 are now available and there are no changes to the Annual Report process.
    • North Dakota: The Annual Reports, GASB 34 Reports, Certificate of Levy, Special Education Unit Budget, and ESSA Report for 2021-2022 are now available.
    • South Dakota: The Annual Report and GASB 34 Reports for 2021-2022 are now available.
    • Wyoming: The Annual Report and GASB 34 Reports for 2021-2022 are now available. New this year, to have the system generate the appropriate project number on the annual report for the applicable account numbers, an account group for each project number defined by the state that your organization uses must be set up in the Account Groups option, located under the Maintenance menu, being sure to complete the Project Number field accordingly. For any account number that is not tied to an account group, N/A will automatically generate. Also, only the project numbers designated within the account groups in your data, in addition to N/A, will display when searching on the Project Number field on the Edit screen within the Wyoming Annual Report. Refer to the Wyoming Annual Report topic in the Help File.
  • Accounts Payable>Data Entry
    • If a user is invoicing a system generated purchase order and the invoice description is set to repeat, the prior invoice’s description will be maintained instead of displaying System Generated Purchase Order.
  • Payroll>Maintenance
    • The Comptroller of Maryland has released the withholding tables for 2022. 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/Maryland2022.pdf
  • Payroll>Options
    • If entering or editing the Start Date and End Date in the following options, the system will display a warning if the dates are more than 30 days different: Edit Leave Request Substitutes, Leave Request Approvals, Leave Request Entry, Leave Request Entry – FMLA, and Leave Request Inquiry.
    • In Leave Request Inquiry, the Start Date and End Date fields can be changed if the leave request has a status of Approved and has been selected and brought into a batch of Employee Absences or Pay Period Entries (a posted or unposted batch).
    • Illinois: The Illinois Monthly Teachers Retirement Report has been updated to accommodate the new Fiscal Year End requirement for Gemini which requires all files submitted starting June 15, 2022 include a fiscal year end value. If a file is created on June 15 or after, select the Include Fiscal Year End field located on the Report Options screen. The fiscal year end value will be generated from the Fiscal Year End field which has been added to the Payroll Schedule. If a file is created prior to June 15, do not select the Include Fiscal Year End checkbox. Also, in some instances if an employee’s wage was split between multiple chart of account numbers, the flexible benefit (FB) amount was not reporting correctly. This has been fixed.
  • Payroll>Options
    • Deduction Totals Report by Federal Form Box: This new report will group employees by federal form box ID and include both the employee and employer amounts. The report can be generated either by summary or detail information.
    • Employee Listing – Negotiation Information: Pay Code ID and Wage Page Code ID have been added as report parameters to this report.
  • Negotiations>Maintenance
    • Standard Agreement Form – Unit Employee: If using the UNITSTARTDATE reserved word in the Agreement Statement, the system will display either the Start Date field for the unit pay code from the Wages screen or the Default Unit Start Date as specified when printing the report if the Start Date field is blank.
  • Negotiations>Reports
    • Standard Agreement Form – Contract Employee and Standard Agreement Form – Unit Employee: Wage Pay Group ID has been added as a report parameter to these reports.
  • K12Docs Host Site Manager
    • In the Student_Records application, the field length has been increased to 20 digits in length for both the Student Number and State Student Number fields.
  • General Ledger>Government Reporting
    • Missouri: The Missouri SDAC report has been updated to include the quarter dates for 2022.
  • General Ledger>Reports
    • Adjust Posted Entries Listing: If a date was manually entered into the Created Date report parameter field, the report was not returning any data. This has been corrected.
  • Accounts Payable>Requisitions
    • In some instances, multiple comments for the same user were appearing in the Comments section on the Requisition Approvals screen. This has been corrected.
  • Payroll>Options
    • In some instances, the system was returning an error when viewing checks in the Employee/Payee Inquiry option. This has been corrected.
  • Payroll>Government Reporting
    • The 2022 Quarterly 941 and electronical filing process are included in this release. There are no changes to the Schedule B for tax year 2022.
    • Illinois: The Illinois Teachers Retirement Report, which is no longer used, has been renamed to Illinois Teachers Retirement Report – Old Format and moved to be under the Options menu within the Illinois Monthly Teachers Retirement Report option.
    • Missouri: The Term of Position field has been moved to the Wage Type row on the View/Edit Data screen in the Missouri Retirement Report in order for an employee to have multiple term of position values.
  • Payroll>Reports
    • Illinois Statement of Affairs – Employee Earnings: This Illinois only report will list employee earnings sorted by earnings amount and can be used to assist in completing the Annual Statement of Affairs report.
  • Negotiations>Maintenance
    • To allow greater flexibility in designing the Agreement Statement in the Agreement Form Setup – Contract Employee and Agreement Form Setup – Unit Employee options, several reserved words have been added to the system. Refer to the Agreement Form Setup – Contract Employee and Agreement Form Setup – Unit Employee topics in the Help File to view the available options. When the update is installed, the standard fields will automatically be added to the Agreement Statement in both options. We recommend you review the agreement statement fields and make any necessary changes.

Note: This update will be applied after 5pm on 2/21/2022.

  • K12Docs
    • A new Document Indexing HUB has been added to K12Docs. This feature is used with batch scanning and is accessed from the Document Indexing tab in K12Docs. When selected, users will have access to applicable applications and indexing lists for which to index and file documents. Once a list is selected, the batch of scanned documents will appear. As you work to index and file each document, complete the tabs from left to right on the screen. Use the Folder Indexes tab, along with the Search button, to select the folder in which to file the document, then pick the applicable Subfolder and complete the necessary Document Attributes. To finish filing the document, click the Commit button (or Commit (Append) button) or to retain the values for the folder indexes to use with the next document, click the Commit/Retain button (or Commit/Retain (Append) button). For step-by-step instructions, refer to the Document Indexing from Lists in K12Docs document.
  • General Ledger>Data Entry
    • In some instances, users were receiving a timeout error when opening a cash receipt batch. This has been corrected.
  • General Ledger>Options
    • When using the Adjust Posted Entries for a payroll check containing an override fund on a tax, the system was returning an error and did not allow you to post the entries. Also, for a payroll check containing a deduction selected to exclude from expensed wages, there were entries being made to the deduction payable account when there should not have been. Both issues have been corrected.
  • General Ledger>Government Reporting
    • Iowa: The 2022-2023 Iowa Budget Summary Report is now available.
  • Payroll>Government Reporting
    • Illinois: Minor modifications have been made to the file created to upload to the Illinois Teachers Retirement System in preparation for reporting Supplemental Savings Plan defined contributions.
    • In some instances, if resubmitting the Employer 1094 in the Affordable Care Act (ACA) C or B Forms, the submission was getting rejected. This has been corrected.
  • Payroll>Reporting
    • The PR EEO-5 Survey view group in Report Writer has been updated to include the vprEmployeePersonnelReference information.
  • Accounts Payable>Government Reporting
    • In the Vendor 1099s option, for those districts who participate in the combined federal/state filing program, the 1099-NEC records were returning an error when uploading the file into the IRS FIRE system. This has been corrected.
  • Payroll>Government Reporting
    • Nebraska: When uploading a file into NEworks for quarterly unemployment reporting, the state system was returning an error if there were spaces or special characters in the first name, last name, or position fields. When creating the file to upload, spaces and special characters are now being removed in these fields. Also, the Employer Account Number will allow up to 20 digits.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 22.01.06.01 (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.

  • Payroll>Maintenance
    • The 2022 W4 has been added to the system for use on the Employee Personal Changes – Federal W4 screen found on the Taxes tab in the Employee File.
  • Payroll>Government Reporting
    • Nebraska: Employer Account Number has been added to the Report Options screen of the Nebraska Unemployment Report. Also, the format of the file created has been updated to match the state specifications for using the NEworks site.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 22.01.06.01 (or higher, if applicable).

  • Employee Information>Personal Information
    • The Federal W4 option has been updated to include the 2022 Form W-4 from the Internal Revenue Service.
  • Important Tax Information
  • System Wide
    • When generating a report and using the Email option, if the employee has more than one email address designated as Other Communication which results in multiple recipients on the Email Options screen, and then they removed one of the recipient lines, the system was returning as error. This has been corrected.
  • Master Menu
    • In the Web Link Setup Options, if users were defined to receive email notifications when employees upload documents into their Employee Uploaded (Pending) subfolder, emails were being sent to all email types instead of only those marked as Other Communication. This has been corrected.
  • Accounts Payable>Government Reporting
    • Iowa: On the Create Electronic File screen in the Vendor 1099s option, the Business eFile Number field has been removed since it is no longer needed for the new GovConnectIowa filing process.
  • Accounts Payable>Options
    • When using the Recreate Direct Deposit File option, if a direct deposit stub was reissued as a check (in the Replace/Reprints Checks options), it was still being included in the file and should not have been. This has been corrected.
  • Payroll>Maintenance
    • A new field, Annual Withholding Allowance, has been added to the Taxes screen in Employees for use with Colorado state income tax. Also, the Tax Table field is no longer required for Iowa state income tax.
  • Payroll>Options
    • A new field, Annual Withholding Allowance, has been added to the Taxes section of the Employee Check Calculation for use with Colorado state income tax. Also, the Tax Table field is no longer required for Iowa state income tax.
    • If an employee had a leave in the Employee File that was active in some years and inactive in others, they were receiving an error when entering a leave request. This has been corrected.
  • Payroll>Government Reporting
    • Iowa: On the Create Electronic File screen in the Employee W2s option, the Business eFile Number field has been removed since it is no longer needed for the new GovConnectIowa filing process.
  • Negotiations>Maintenance
    • When calculating the Benefit Totals in the Salary Schedules option, if a deduction was defined with 3 or 4 decimal places, the system was rounding it to 2 and should not have been. This has been corrected.

Note: This update will be applied between 5pm on 12/10/2021 and 10pm on 12/12/2021.

    • K12 Docs GX
      • When adding content in Folder Viewer, in the Conversion Options section, there are three Image Output types available to convert the file to when it is added to K12Docs. The types are Black/White TIFF (converts the file to a black & white TIFF), Color TIFF LZW (converts the file to a colored TIFF with LZW compression which indicates a very high quality and much larger file size), and Color JPEG (converts the file to a colored TIFF with smaller file size).
      • Several enhancements have been made to the Content Publish option:
        • The Email and Export tabs have been combined into one screen and the Each Page Appended to One File field is selected by default.
        • On the Email/Export tab, an Image Output section has been added to allow the user to select the output format. The options are Black/White TIFF, Color TIFF LZW, Color JPEG, or Native.
        • On the PDF tab, a new Open Email option has been added and when selected, the system will open your email software and launch a new message with the PDF as an attachment. If the Store On Server – Include Links in Message Body field is also selected, the PDF will be password protected and instead of an attachment, a URL link will be included in the body of the email for the recipient. When the recipient receives the email, they will select the URL and when prompted, enter the assigned password.
      • On the Index tab, a shortcut key (Ctrl+A) feature has been added to open the Add Documents screen.
    • K12Docs Host Site Manager
      • Several enhancements have been made to the Manage Index Document Lists, located under the Site menu, and the Index Documents Lists option for an application under the Application Management menu:
        • The Convert Inbound PDFs to TIFF section has been changed to Convert Inbound Files to Image Pages. This change allows the user to select which document file types to convert and which output format to convert them to. The output formats are Black/White TIFF (converts the file to a black & white TIFF), Color TIFF LZW (converts the file to a colored TIFF with LZW compression which indicates a very high quality and much larger file size), and Color JPEG (converts the file to a colored TIFF with smaller file size). The Enable checkbox must be selected to utilize this feature.
        • The Save Images as Monochrome, used for GX Capture only, has been changed to Save Inbound Images to Different Format/Compression and allows the user to select which format the files will be saved as.
  • System Wide
    • Website login credentials will no longer be required to access the Knowledge Base which contains the Frequently Asked Questions and Training Tidbits.
    • North Dakota: If the Source reference piece is being used by the district, it was inadvertently being excluded on any chart of account number search. This has been corrected.
  • General Ledger>Reports
    • Check Register by Type and Check Register by Checking Account: The Payee Type has been added as a report parameter on these two reports.
  • Accounts Payable>Government Reporting
    • If selecting the Participate in Combined Federal/State Filing Program on the Create Electronic File screen in the Vendor 1099s option, both 1099-NEC and 1099-MISC records will be included in the file.
  • Payroll>Check Cycle
    • In some instances, deductions with Deduction Type of Percent of Net were calculating the amount less what the employee was paying in taxes regardless of how the cross references were set up. This has been corrected and an Alert and Information message will appear on your Payroll main screen if action needs to be taken to review this issue. Please contact customer support for assistance.
  • Payroll>Government Reporting
    • The 2021 Affordable Care Act (ACA) B Form changes are included in this release and according to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2022.
    • The 2021 Affordable Care Act (ACA) C Form changes are included in this release and the Employee 1095-C Detail Report has been updated to include zip code information. Also, according to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2022.
    • Illinois: The Data Elements have been updated for the Illinois Employment Information System. Select the Import Data Elements option, located under the Options menu, to update the Funding Source and Position Codes.
    • Illinois: Blank rows were being saved on the View/Edit screen in the Illinois Monthly Teachers Retirement Report. This has been corrected.
  • Payroll>Reports
    • Deduction Register by Fund: Payment In Kind deductions were not always splitting appropriately on this report. This report will now be correct for any check cycle payrolls calculated and updated after installing this release.
  • Accounts Receivable>Reports
    • Customer Balances by Department, Customer Balance Summary, Department Balances by Customer, and Department Balance Summary: If a customer did not have any detail for the selected period, invoice and payment totals were still being displayed and should not have been. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 21.10.14.01 (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
    • When generating any report and then using the Export feature with file type ASCII Text and font size less than 4, the system was not allowing the report to process. This has been corrected.
  • General Ledger>Data Entry
    • If a cash receipt had multiple detail lines and the user added a K12Docs document, the Batch Entries list was not indicating Has Documents on all detail lines. This has been corrected.
  • Accounts Payable>Government Reporting
    • The 2021 changes for the Vendor 1099s are included in this release. When printing the 1099-NEC documents for the recipients, except for pressure seal, the format will now be 3 on a page.
  • Payroll>Maintenance
    • When editing the Employee Group ID in Employee Groups and selecting Create New, the system was not creating a new group. This has been corrected.
    • The Ohio Department of Taxation released new withholding tables on September 1, 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/Ohio2021.pdf
    • The New York Department of Taxation and Finance released new withholding tables on July 1, 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/NewYork2021.pdf
  • Payroll>Options
    • Several enhancements have been added to the Balancing Information option:
      • On the Deductions screen, an Active column has been added. For Illinois and Missouri only, a Has Employees Exempt from Social Security column has also been added. If a deduction has the State Retirement System Deduction field selected, this new field is enabled and should be selected if the employees set up with that deduction are not subject to Social Security.
      • An Active column has been added to the Pay Codes screen.
      • For Illinois and Missouri only, on the View Data screen, a new Exempt from Social Security field appears in the Social Security Gross formula to subtract the amount of the gross earnings for employees exempt from Social Security, as based on those set up with retirement deductions flagged as Has Employees Exempt from Social Security.
      • The Balancing Information Report – Summary report has been updated for Illinois and Missouri only to include a column for Exempt from Social Security.
    • When entering leave request entries for other individuals, if the Employee ID was manually entered rather using the search, in some instances the system was returning an error. This has been corrected.
  • Payroll>Government Reporting
    • The 2021 changes for the Employees W2s are included in this release.
    • When uploading the file created in the EEO-5 Survey option to the US Equal Employment Opportunity Commission, users were receiving an error because of a header row in the file. This has been corrected.
    • In some instances, the New Hire Report was returning a timeout error. This has been corrected.
    • Illinois: In the Illinois Monthly Teachers Retirement Report, if having the system calculate the Full Annual Rate, the process has been updated to only include deductions designated with Base Salary (BS) as the Payment Reason along with all pay codes with the Full Annual Rate field selected. Also, the Illinois Monthly Teachers Retirement Report – Contribution Category Summary report has been updated to include detail for the payment reason within the category and report parameters have been added for Contribution Category ID and Payment Reason ID.
  • Payroll>Reports
    • Earnings Report by Employee and Earning Report by Pay Code: For districts who also use the Negotiations module, when generating either of these reports for report selection Posted – Include Expensed Wages, the system was including Calculate Budget batches and should not have been. The reports have been corrected.
    • Employee ACA Report – 1095 Information: When generating this report, it was not sorting in the proper order by employee last name then first name. This has been corrected.
  • Human Resources>Maintenance
    • In the Employee File on the FMLA screen, the system was returning an error when saving information in the FMLA Leave Details List. This has been corrected.
  • Accounts Receivable>Reports
    • Customer Balances by Department, Customer Balance Summary, Department Balances by Customer, and Department Balance Summary: A change has been made for these four reports to speed up the processing time.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 21.10.14.01 (or higher, if applicable).

  • Employee Information>Leaves
    • In Leave Request Entry and Leave Request Inquiry, if a user had rights to enter leaves for other individuals, in some instances they could still only enter and view their own leaves. This has been corrected.
  • Reports
    • Transaction Detail Report: If a user only has access to certain Account Groups, this report has been updated so the user can only generate the report for those groups.
    • When using the Download to Excel feature, reports will be created as .XLS rather than .XLSX. Also, if a report contained a forward or back slash in the name, the system was returning an error. This has been corrected.
    • If a user is tied to a specific employee and they have access to generate a report with Entity ID as a report parameter, they were restricted to only seeing information for their ID. With this release, these users will now have access to generate these reports for all employees. The affects both standard and custom reports. The standard reports include: Adjust Posted Entries Listing, Check Register by Checking Account, Check Register by Type, Cleared Checks Listing for Check Reconciliation, Entities Listing, Entities Listing for Check Date Range, Entry File Report, Manual Journal Entries Listing – Detail, Manual Journal Entries Listing – Summary, Outstanding Checks Listing, Transaction Detail Report, and any mailing label.
  • K12Docs
    • When viewing a document from within the School Accounting System or Web Link add-on module, the Menu button on the K12Docs viewer has been updated to display the options for Attributes, Publish, Save E-Sign Documents, and Save rotated page (applicable only for .TIFF documents).
  • System Wide
    • When generating any report and then using the Export feature with file type ASCII Text, the system was randomly placing segments of data on a new line. This has been corrected.
  • General Ledger>Government Reporting
    • Illinois: The Illinois Annual Report for 2020-2021 has been updated to include additional expenditure accounts in fund 50.
    • North Dakota: A formula was missing on Page 9 of the Certificate of Levy report. This has been corrected.
    • Wyoming: A few project codes have been added to the 2020-2021 Annual Report.
  • Accounts Payable>Requisitions
    • In some instances, the system was returning a timeout error when opening the Requisition Options screen. This has been corrected.
  • Payroll>Maintenance
    • In the employee file when copying an employee’s expensed contract from one year to the next, there have been times when the new contact is disabled. This has been corrected.
  • Payroll>Government Reporting
    • Illinois: A Payroll Schedules option has been added to the Options menu in the Illinois Monthly Teachers Retirement Report. The information entered in this option must match the payroll schedules provided to the Retirement Office at the beginning of the fiscal year. On the Report Options tab of the Illinois Monthly Teachers Retirement Report, in the Payroll Batches to Include section, you’ll select the batches to include when generating the report and in the expanded list select the pay period dates from the applicable payroll schedules that tie to the selected payroll batch. For each selected pay date, you’ll need to complete the Contract Teacher Days Paid or Contract Administrator Dates Paid fields. Also, a new report, Illinois Monthly Teachers Retirement Report – Contribution Category Summary, has been added to display earnings and contribution totals by contribution category. Refer to the Illinois Monthly Teachers Retirement Report topic in the Help File.
    • Nebraska: A few changes have been made to the assignment codes available for the Nebraska Staff Reporting option. To have the system automatically update the available codes, select the Import Assignment Codes option located under the Options menu.

 

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.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 21.07.29.01 (or higher, if applicable).

  • 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.
  • Settings
    • A Show/Hide Password button has been added to the Change Password screen. When selected it will display the text entered in the Current Password, New Password, and Repeat New Password fields.
  • Data Entry>Purchase Orders
    • When entering or copying purchase orders, if the Purchase Order Number Same as Requisition Number field is selected in the Accounts Payable System File in the School Accounting System, a purchase order number cannot be used if it matches a requisition number that already exists.
  • Data Entry>Requisition Approvals
    • Several enhancements have been made to the Requisition Approvals screen:
      • The Edit column has been moved to appear before the Requisition Number field.
      • If the Approvers Add New Detail Lines field is selected in Requisition Options of the School Accounting System for the approval tree, new detail lines can be added by the approver and comments will automatically be added in the Comments field.
      • If the Allow Requisition Mass Approval Process in Web Link field is not selected in the Web Link Setup Options in the School Accounting System, the Approve, Reject, and Has Negative Balances columns will be hidden in the Requisitions Awaiting Approval/Rejection List since all requisitions must be processed through the Edit button.
      • When approving requisitions, if the Purchase Order Number Same as Requisition Number field is selected in the Accounts Payable System File in the School Accounting System, a requisition number cannot be used if it matches a purchase order number that already exists.
  • Data Entry>Requisition Entry
    • If there are any unsubmitted requisitions, the search screen will automatically appear with selecting the Requisition Entry option.
    • When entering or copying requisitions, if the Purchase Order Number Same as Requisition Number field is selected in the Accounts Payable System File in the School Accounting System, a requisition number cannot be used if it matches a purchase order number that already exists.
    • Expected Date has been added as a new field to the Copy Requisitions option. 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. Also, Created by User ID has been added to the Find screen with a default filter for only the requisitions this user entered.
  • Data Entry>Requisition Status
    • 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.
  • Employee Information>Leaves
    • If there are any unsubmitted leaves, the search screen will automatically appear when selecting the Leave Request Entry or Leave Request Entry – FMLA options.
    • 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.
    • A new field, Employee ID has been added for Leave Requests.
      • If the user has rights, designated in User Security in the School Accounting System, this field will be enabled in Leave Request Entry and Leave Request Entry-FMLA, and default in the ID of the employee tied to the current user, but can be changed to an employee that is included in the users designated employee groups.
      • The Employee ID field will appear on all Detail screens in approvals, inquiry and editing substitutes.
      • In Leave Request Inquiry, the user will also have access to view those employees they have rights to enter leave requests.
    • Several enhancements have been made to the Leave Request Approvals screen:
      • The Edit column has been moved to appear before the Employee ID field.
      • If the Allow Mass Approval Process in Web Link field is not selected in the Leave Request Options in the School Accounting System, the Approve and Reject columns will be hidden in the Pending Leave Requests List since all leave requests must be processed through the Edit button.
      • If the Allow Display of All Employees on Approval Calendar in Web Link is not selected in the Leave Request Options in the School Accounting System, then the Calendar Display field in Leave Request Approvals will be Approval Path Employees and cannot be changed.
  • Employee Information>Payroll and Compensation
    • In Check History/Reimbursements, the checks and direct deposit stubs with a zero balance will only display if zero balance checks are defined to be printed within the School Accounting System.
  • Employee Information>Personal Information
    • The View File Documents option has been renamed to View/Add File Documents and a new button, Upload Documents for Review, will be visible if the user has been given access to upload documents. When selecting the new button, the applicable information will need to be completed. Once saved, the Business Office will receive notification of the uploaded document and will process it accordingly. The document will be available to view from the Employee Uploaded (Pending) subfolder until it is processed (moved) to its designated subfolder.
  • Host Site Manager
    • A new subfolder, Employee Uploaded (Pending), has been added to the SUI_PR_Employees application. The attributes are Document Description, Created By, and Document Date. The subfolder can be used to allow employees to upload documents via Web Link, and then in the School Accounting System, appropriate business office personnel can be made aware of the uploads and move the documents to the applicable subfolders. The following SUI_PR_Employees default roles will not have access to the subfolder via K12Docs or GX: SUI_PR_Employees_Elementary_Human_Resources_Only, SUI_PR_Employees_High_School_Human_Resources_Only, SUI_PR_Employees_Human_Resources, SUI_PR_Employees_Middle_Human_Resources_Only, SUI_PR_Employees_Payroll, SUI_PR_Employees_Transportation_Only. This subfolder will be available as of 11pm ET on July 29, 2021 and should not be removed.
  • System Wide
    • When generating any report and then using the Export feature with file type ASCII Text, extra blank lines and fields that should have been included were being excluded. This has been corrected.
  • General Ledger>Check Options
    • The Select/Unselect All buttons were inadvertently removed from the three grids on the Statement Transactions screen in the Check Reconciliation option. This has been corrected.
    • When using the Change Check Date for Batch feature, located under the Options menu in Checks File Maintenance, if there were multiple check dates in a batch, regardless of which one you selected, the system was always displaying the earliest date. This has been corrected.
  • General Ledger>Maintenance
    • When copying an existing account group in the Account Groups option to create a new group, the system was returning an application error. This has been corrected.
  • General Ledger>Government Reporting
    • Illinois: The Budget Report for 2021-2022 is now available.
    • South Dakota: The GASB 34 Reports are now available for 2020-2021. Since the Pension Fund (24) has been closed, any information entered in this row in the Funds List will no longer generate for a fiscal year after 06/30/2020.
  • General Ledger>Reports
    • Check Reconciliation Report: If adjusting entries were made to checks in the adjust posted entries option, those entries were not being included on this report. This has been corrected.
  • Accounts Payable>Maintenance
    • In some instances, when printing checks, the fields were not displaying the full height and were being cut off. This has been corrected and if you experienced this issue, to change your existing vendor checks or direct deposit stubs, the formats will need to be resaved in the Check Setup – Vendors option by entering the name of the check setup to edit, type over an existing field by entering in the exact same value (i.e. Top Margin), and click the Save button.
  • Payroll>Maintenance
    • In some instances, when printing checks, the fields were not displaying the full height and were being cut off. This has been corrected and if you experienced this issue, to change your existing employee and payee checks or direct deposit stubs, the formats will need to be resaved in the Check Setup – Employees or Check Setup – Payees options by entering the name of the check setup to edit, type over an existing field by entering in the exact same value (i.e. Top Margin), and click the Save button.
    • If the Pay Rate field is included on the Check Setup – Employees checks or direct deposit stubs and the employee has multiple pay codes with the same description paid at different pay rates, the system has been changed to print the maximum of the rates for non-contract pay codes, while contract pay codes will be added together. To implement the change the formats will need to be resaved in the Check Setup – Employees option by entering the name of the check setup to edit, type over an existing field by entering in the exact same value (i.e. Top Margin), and click the Save button.
    • If the Display on Check field in the Leaves option indicates Summary, when printing the checks or direct deposit stubs, the description field has been changed to right align so the description and values are closer together. To implement this change, the check and direct deposit formats will need to be resaved in the Check Setup – Employees option by entering the name of the check setup to edit, type over an existing field by entering in the exact same value (i.e. Top Margin), and click the Save button.
    • In the Adjust Leave Balances option, located under the Options menu in Employees, the Earned field has been modified to allow negative numbers. Also when using the Adjust Option of Convert Days to Hours or Convert Hours to Days, the entries made to convert the Taken amounts were displaying the opposite values. This has been corrected.
    • When copying an existing pay group in the Pay Groups option to create a new group, the selected government reports were being duplicated which subsequently caused values to be doubled on some reports. This has been corrected.
  • Payroll>Government Reporting
    • Missouri: Several enhancements have been made to the MOSIS option:
      • An Import Permitted Values option is available under the Options menu to import all the valid codes for the position codes and CTE program types that were provided to SUI by the state. When selected the values will be available on the Permitted Values tab and can be edited as needed, along with school codes. Once this update is installed, you will have the most recent values, but the import option can be used in the future if needed.
      • On the Generate Core Data tab, the Career Ladder Stage custom field and default value are no longer required fields.
      • The Fiscal Agent County District field on the Edit Core Data tab is now a drop-down field displaying the available values from the custom field.
      • On the Edit School Data tab, the school code, position code and CTE program type fields are now drop-down fields displaying the available values from the permitted values. Also, an Update Salary/FTE button has been added and when selected, it will update the salary and FTE fields to reflect the information from the employee’s file. And because of this change, the Override Import File Salaries and FTEs with Employee File Salaries and FTEs field has been removed from the Import School Data tab.
      • Refer to the MOSIS topic in the Help File.
    • The Quarterly 941 option has been updated to reflect the revised 2021 Internal Revenue Service form.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 21.06.06.01 (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.

  • Master Menu>User Controls
    • When printing the Web Link Instructions for Users report for a supervisor, Edit Room Inventory was listed even though the customer did not have the Fixed Asset Inventory module. The report has been corrected.
    • In some instances, when using the Add Employees as Web Link Users, located under the Options menu in User Security, if selections were made on the Vendor Groups tab, they were not being applied when selecting Execute. This has been corrected.
  • General Ledger>Data Entry
    • If you unpost a budget batch, located under the Options menu on the Budget Batch screen, and change the Batch Date, the entries within the batch were not being updated properly. This has been corrected.
    • When using the Copy Cash Receipt option, located under the Options menu in Cash Receipts, the cash account was reflecting the fund file default instead of copying the account from the previous cash receipt. This has been corrected.
  • General Ledger>Maintenance
    • North Dakota: A new four-digit account piece, Source, has been added and is available as an optional piece for revenue and expenditure accounts. When this update is installed, the piece will now be available under the Reference Files and in the Chart of Accounts for these two account types.
  • General Ledger>Government Reporting
    • Illinois: The Annual Report for 2020-2021 and Budget Report for 2021-2022 have not yet been released by the Illinois State Board of Education but will be included in a future update once they are available.
    • Iowa: The GASB 34 Reports for 2020-2021 are now available and there are no changes to the Annual Report process.
    • Kansas: The Budget Report for 2021-2022 has not yet been release by the Department of Education but will be included in a future update once it is available.
    • Missouri: The Annual Report and GASB 34 Reports for 2020-2021 are now available.
    • Nebraska: The GASB 34 Reports for 2020-2021 are now available and there are no changes to the Annual Report process.
    • North Dakota: The Annual Reports, GASB 34 Reports, Certificate of Levy, Special Education Unit Budget, and ESSA Report for 2020-2021 are now available.
    • South Dakota: The Annual Report for 2020-2021 is now available. The GASB 34 Reports have not yet been released by Legislative Audit but will be included in a future release once they are available. Also, since the Pension Fund (24) has been closed, any information entered in this row will no longer generate for a fiscal year after 06/30/2020.
    • Wyoming: The Annual Report and GASB 34 Reports for 2020-2021 are now available.
  • Accounts Payable>Data Entry
    • In Purchase Orders, Receivings, and Invoices, the vendor labels for Sales Tax ID, Last Check Date, W9 Sent Date, W9 Received Date, and Customer ID will always show even if the vendor file does not contain any information for the field.
  • Accounts Payable>Requisitions
    • In Requisition Entry the vendor labels for Sales Tax ID, Last Check Date, W9 Sent Date, W9 Received Date, and Customer ID will always show even if the vendor file does not contain any information for the field. Also, the fields for Detail Quantity and Unit Price allowed up to four decimals but were only showing two if more were entered. This has been corrected.
    • In Requisition Approvals the fields for Detail Quantity and Unit Price allowed up to four decimal places but were only showing two if more were entered. This has been corrected.
  • Accounts Payable>Check Cycle
    • For those districts utilizing check writing software, in some instances, the alignment of the amount was off. This has been corrected.
  • Accounts Payable>Reports
    • The following reports have been updated to display four decimal places for unit price and quantity if four was entered: Requisition Listing – Detail, Requisition Form, Requisition Inquiry, Receiving Report – Detail, Purchase Order Listing – Detail, and Standard Purchase Order Form.
  • Payroll>Data Entry
    • Illinois: In preparation for the Teachers’ Retirement System of the State of Illinois to move to pay period reporting, a new Days Paid Override field has been added to Pay Period Entries and Employee Absences in the Illinois Teachers Retirement System section on the Individual Entry screen.
  • Payroll>Check Cycle
    • When calculating a payroll with the Supplemental field selected for federal income tax and the employee also had an amount in the Claim Dependents field of their W4, the system was subtracting the claim dependents amount and should not have been. This has been corrected.
  • Payroll>Maintenance
    • The Post Detail to General Ledger field in the Payroll System File has been changed to Payroll Posting Type. There are now three different options available, which includes Summarize Salary and Benefits, Detail Salary and Benefits, and Detail Salary/Summarize Benefits with this last option being a new feature available for payroll entries being posted to general ledger. Refer to the Payroll System File topic in the Help File.
    • Son in law and Daughter in law have been added as available options for the Relationship field in the Employee File on the Emergency Contacts screens.
  • Payroll>Options
    • When voiding a payroll check that included an absence from contract, the system was adding the absence units back to the contract in error. This has been corrected.
    • When using the Resend Email Direct Deposit Stubs option and the system is set up to password protect direct deposit stubs, if an employee had an individual bank account deduction, these were not being password protected. This has been corrected.
  • Payroll>Government Reporting
    • Illinois: A new option, Illinois Monthly Teachers Retirement Report, has been added to the system. Beginning July 2021, the Illinois Teachers Retirement System will be moving to per pay period reporting. This new option will allow you to generate the applicable report to upload. Refer to the Illinois Monthly Teachers Retirement Report topic in the Help File for setup and step by step instructions to complete the report.
    • Kansas: When generating the Kansas Retirement Report, any employee with 6 (Working After Retirement) for their Plan ID and who has wages for the applicable payroll, will be included on the View /Edit Data screen, Kansas Retirement Report, and the Create Report File.
  • Payroll>Reports
    • Distribution Report by Employee: Pay Code ID has been added as a Report Parameter to this report.
  • Human Resources>Maintenance
    • Son in law and Daughter in law have been added as available options for the Relationship field in the Employee File on the Dependents screens.
  • Accounts Receivable>Data Entry
    • The Check Number field size has been increased to 15 digits in Prepaid Invoices and Payments.
  • Accounts Receivable>Reports
    • The following reports have been updated to increase the field width for the check number: Payment Listing – Detail, Payment Listing – Summary, Payment Listing by Account Number, Payment Listing by Customer, Payment Listing by Department, Payment Receipt Form, and Invoice Inquiry by Customer.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 21.06.06.01 (or higher, if applicable).

  • Main
    • When viewing check history from a mobile device, in some instances the system was returning an application error. This has been corrected.
  • Data Entry
    • In Requisitions, Purchase Orders, and Receivings, the vendor labels for Sales Tax ID, Last Check Date, W9 Sent Date, W9 Received Date, and Customer ID will always show even if the vendor file does not contain any information for the field.
  • System Wide
    • For those customers who have licensed the K12Docs module, when changing or adding an entity city that contained an apostrophe, the system was causing an error even though the record in K12Docs was getting updated correctly. This has been corrected.
  • Master Menu>Utilities
    • In the Web Link Setup Options, if using the Refresh or Cancel buttons and then making additional changes, the system was clearing out the selection for Multi-Factor Authentication Passcode for Login (General Options tab) and Years to Display (Payroll and Compensation tab) fields. This has been corrected.
  • Accounts Payable>Check Cycle
    • For those districts utilizing Check Writing Software, apostrophes and carriage returns in invoices and purchase orders were causing issues when printing checks. This has been corrected.
  • Payroll>Government Reporting
    • Missouri: In the Missouri Retirement Report, on the Report Options screen in the Payroll Cycles to Include section, if a batch is unselected, the system was returning an error message. Also, if an employee had an extra pay where the pay code was not in their employee file and the start and end dates for the entry were not within the reporting dates, the pay code was not showing in the detail list on the View/Edit Data screen. Both have been corrected.
    • South Dakota: Several changes have been made to the South Dakota Monthly Retirement Report:
      • All employees who were included in a payroll calculation batch for the ending month being reported will now be included in the monthly file. Those individuals that do not have a retirement gross or contributions will automatically be reported as Status Code 7 (Non Contributory).
      • The Adjust Hours Worked screen will continue to display all employees with Status Code 7. Changes can be made as needed prior to creating the file to upload to the South Dakota Retirement System.
      • In the prior release, a Rehired Retiree field was added to the Report Options screen. This field has now been removed since it is no longer needed. Also, if this custom referenced field was added to your system during that update, it has been removed.
      • Under Options, when selecting the Create Report File, if there is an employee that has retirement and the Member Number field is not completed for the retirement deduction, the file will not be created, and a screen will appear listing the employees missing a Member Number. Select the employee to open the Deductions screen in the Employee File to make the necessary changes.
      • Refer to the South Dakota Monthly Retirement Report topic in the Help File.

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 21.04.08.01 (or higher, if applicable).

  • Reports
    • When generating a report, the system was returning a licensing error. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 21.04.08.01 (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
    • An exciting new feature, +Add New, has been added to the drop-down menu options and when selected it will open the applicable option to add a new record if the user has rights to do so.
    • When accessing an option with multiple tabs, the top search bar will now only be available when not on the main tab.
    • The Backup Database screen has been redesigned. When making a backup, the system automatically backs up to the SQL Server. If you wish to make a separate copy of the backup, the Additional Copy of the Backup section can be completed.
    • For those customers who have licensed K12Docs, .RTF has been added as an additional file type that will be converted to a TIFF when selecting the Convert Documents to TIFF field on the Add Document screen.
  • General Ledger>Data Entry
    • In the Manual Journal Entries option, new fields have been added to the status bar for Year to Date and Year to Date with Current Batch Entries, and a Go To button now appears next to the Chart of Account Number and Fund Balance labels. A new tab, View Posting Summary, is available to see summarized entries in the batch by account number, along with the year-to-date balances including the current batch entries. Also, on the Reallocate COA Balances screen, located under the Options menu, Select All and Unselect All buttons have been added.
  • General Ledger>Check Options
    • Several changes have been made to the Check Reconciliation screen:
      • The Difference field will be red until the amount is 0.00 and a Go To button has been added to this field. When selected the Difference screen will display the exact values used to determine the difference along with the various balances for the cash accounts for the checking account being reconciled. The Statement Balance has also been removed from this section.
      • The Checks List has been renamed to Checks, Automatic Payments, and Voids, and the Void Processing Month and Check Type fields have been rearranged.
      • The direct deposit entries have been moved to their own section along with cleared and uncleared totals for these items. When clearing direct deposits, the Cleared Date and Check Reconciliation Batch Description will now display on the stub in the Checks File Maintenance.
      • The Deposits and Manual Journal Entries List has been renamed to Cash Receipts and Manual Journal Entries. A Cleared Date column has been added to the list and when clearing cash receipts, the Cleared Date and Check Reconciliation Batch Description will now display in the Cash Receipt Inquiry. Also, the Show Details button has been enabled for manual journal entries and for the cash receipts it has been updated to include columns for cash account number and chart of account number.
      • Voided checks, whose void processing month match the batch processing month, will be selected by default, and cannot be changed. For voided checks with a void processing month beyond the batch processing month, these items will be disabled and cannot be selected.
      • When accessing a closed check reconciliation batch, a new option, Reopen Batch, has been added to the Options menu and can be selected to reopen a closed batch.
      • Refer to the Check Reconciliation topic in the Help File.
    • The name and address of the entity will display on the Checks File Maintenance screen. Also, when using the Export Checks feature and including the Vendor Name, the system will export the same name format used on the check setup.
    • The Replace/Reprint Checks option has been updated to include a new feature that allows a direct deposit stub to be reissued as a check. The Replacement Check Type field will be enabled when replacing a direct deposit that has not yet been cleared and only has a single account. Applicable comments will automatically be displayed but can be changed. Also, the name and address for the entity will display on the screen.
    • The name and address of the entity will display on the Void Checks screen. Also, if voiding a direct deposit stub that had a portion of the transaction going to a check, the check will now also be marked as voided.
  • General Ledger>Maintenance
    • A new field, Automatically Start New Fiscal Year, has been added to the Funds screen. It will be selected by default for all active funds in the current fiscal year when this update is installed. By selecting this field, the system will automatically create the new fiscal year dates when completing processes throughout the system for a month within a fiscal year that has not yet been started. Refer to the Funds topic in the Help File.
    • When using the Change Account Structure feature for balance sheet accounts, located under the Options menu in the Chart of Accounts, in some instances it was removing the Payables Mask values in the Payroll Deductions File. This has been corrected.
    • When entering the ABA Routing Number in the Direct Deposit Banks option, the system will display a warning if that routing number already exists.
    • The following fields in the Direct Deposit Header Records have been changed to allow upper and lower case characters: Immediate Destination Name, Immediate Origin Name, Company Name, and ACH Header Label Record.
  • General Ledger>Options
    • In Adjust Posted Entries, when adjusting an accounts payable check with an invoice detail amount of zero, the system was returning an error. This has been corrected.
    • Two new fields, Check Reconciliation Batch Description and Cleared Date, have been added to the Cash Receipt Detail section in the Cash Receipt Inquiry option. These fields will be updated with the applicable information when a cash receipt is cleared within a Check Reconciliation batch.
  • General Ledger>Government Reporting
    • New fields for Last Generated and Last Modified have been added to the various government reports (i.e. annual reports, budget reports, and GASB 34 Reports). Also, the Missing tab has been renamed to Invalid Accounts and a Printer Setup option has been added to the File menu, where applicable.
  • General Ledger>Reports
    • Outstanding Checks Listing: Direct Deposit checks, other than those voided, have been removed from this report. Also, the entity field will include the person’s suffix if available.
    • Check Reconciliation Report: The Difference field has been added to this report.
    • Check Reconciliation Report – Summary: This new report will display the statement balance, outstanding total, balance on books, cash account balance, and difference for all selected checking accounts.
    • The following reports have been updated to include the person’s suffix if available: Check Register by Type, Check Register by Checking Account, Detail Check Register, Entities Listing for Check Date Range, and Cleared Checks Listing for Check Reconciliation.
    • Funds Listing: This report has been updated to include the Automatically Start New Fiscal Year field.
    • Revenue Summary Report XX: This state specific report has been updated to include a report parameter for Accounts to Include with a default value of Accounts with Activity.
    • Receivable Report: Comments have been added as an optional field on this report.
    • Activity Fund Balance Report – Detail (all four): These reports have been updated into include an optional field for Comments.
    • Manual Journal Entries Listing – Summary and Manual Journal Entries Listing – Detail: These reports have been updated to include an additional sort by fund.
  • Accounts Payable>Maintenance
    • In the Check Setup – Vendors option, if the Pay To The Order Of field is utilized on the check, the data returned will now be the same name and format as what is displayed when using the Name & Address field.
  • Accounts Payable>Options
    • In Vendor Inquiry, when using the To Screen button next to the check number field in the Check Information section, the system was returning an error if there was no default check format setup for the checking account. This has been corrected.
  • Accounts Payable>Reports
    • Direct Deposit Report by Bank for AP: A new report parameter for Void has been added to this report.
  • Payroll>Data Entry
    • Illinois: In preparation for the Teachers’ Retirement System of the State of Illinois to move to pay period reporting, a new Hours Override field has been added to Pay Period Entries and Employee Absences in the Illinois Teachers Retirement System section on the Individual Entry screen.
    • Wyoming: If entries in a Pay Period Entries or Employee Absences batch had assignments, the batch could not be deleted. This has been corrected.
  • Payroll>Check Cycle
    • If an employee has direct deposit splits resulting in a portion going to a check, comments will be added to the Checks File Maintenance indicating the applicable check and direct deposit stub numbers that are tied together.
  • Payroll>Maintenance
    • In the Check Setup – Employees and Check Setup – Payees options, if the Pay To The Order Of field is utilized on the check, the data returned will now be the same name and format as what is displayed when using the Name & Address field.
    • In the Employee File on the Direct Deposit tab, an Email Information Go To button has been added. When selected, the Name & Address screen will open to allow for easier verification of the employee’s email address settings. Also, if a change was made on the Name & Address tab that only modified the case of the characters, the system was not saving the new values. This has been corrected.
    • The hours worked from expensed payrolls were displaying on the ACA Hours screen in the Employee File and should not have been. This has been corrected.
    • When using the Import Deductions option, located under the Options menu in Employees, if the deduction is set up with a rate table and both the rate table and amount are imported, in some instances the amounts were not displaying correctly on the employee’s deduction screen (the right values were imported). The display has been corrected.
    • When selecting the Copy Previous Year Ending Balance in Adjust Leave Balances, located under the Options menu in Employees, the system was not taking into account approved leave request entries not yet brought into a batch. This has been corrected.
  • Payroll>Options
    • When using the Resend Email Direct Deposit Stubs option, HSA direct deposit stubs for employees will now display and be included when resending the emails.
  • Payroll>Government Reporting
    • South Dakota: Several changes have been made to the South Dakota Monthly Retirement Report:
      • A new field, Rehired Retiree, has been added to the Report Options screen. This field is defined as a custom referenced field in the Employee File on the Custom Fields tab.
      • If you have any rehired, retired employees, then complete the custom field in the Employee File by entering Y in the field.
      • In the retirement report, any individual with Y for Rehired Retiree who had wages during the reporting period will automatically be reported when creating the file. These employee records will include their hours worked along with automatically reflecting 7 (for Non Contributory) as the Status.
      • The system will now automatically report 1 (for New Hire) as the Status if the employee has only one Hire/Rehire Date and it is within the month being generated or report 3 (for Rehire) if the employee has multiple Hire/Rehire Dates entered and the most recent one is within the month being generated.
      • An Adjust Hours Worked tab has been added and only those employees with Y for Rehired Retiree will be visible and can be edited if needed.
      • Under the Reports menu, the SD Monthly Retirement Report has also been updated to include the Hours Worked field.
      • Refer to the South Dakota Monthly Retirement Report topic in the Help File.
      • If you are not currently tracking hours worked and would like to, refer to the Tracking Hours Worked topic in the Help File.
    • When viewing the various adjustment options in the Affordable Care Act (ACA) Hours Tracking option, the hours for expensed payrolls were being included and should not have been. This has been corrected.
  • Payroll>Reports
    • Earnings Report by Employee and Earnings Report by Pay Code: A new report selection, Posted – Include Expensed Wages, has been added to these reports.
    • Payroll Register – Totals Combined: This report has been updated to always display combined totals when selecting multiple report parameters (i.e. two different check dates).
    • Direct Deposit Report by Bank for PR: A new report parameter for Void has been added to this report.
    • Mailing Labels: A report parameter for Employee Group ID has been added to all mailing label formats.
  • Negotiations>Options
    • In the Update Payroll with Packages option, if selecting the Update Check Description to use Lane Description field and the lane description was longer than 15 characters, the system was returning an error. This has been corrected.

 

Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com

Important Notes
Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 21.04.08.01 (or higher, if applicable).

  • Data Entry>Requisition Approvals
    • In some instances, an error was being returned if emails were set up to send after requisitions were approved. This has been corrected.

 

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