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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 197 Results (Page 1 of 4)

  • 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.

 

  • K12Docs
    • A Forgot Password feature has been added to the Login screen. For a user to utilize this option, the User Email field must be completed on the Users screen in the Manage Roles/Users option located under the Site menu in Host Site Manager.
    • If a user only has access to a single application, that application will be displayed when opening K12Docs.
    • A new Reset button has been added to the folder index button bar and pertains to indexes set up with default values. When selected, if a default has been defined for an index, it will be displayed and can be used for adding new folders or when searching.
    • When viewing a virtual document (not a .TIFF) the Page Permission field will no longer be visible under the Menu since it does not apply to virtual documents.
    • If using the E-Sign feature on virtual documents, the system creates a new document each time the Save E-Signed Document option is selected under the Menu. A change has been made so the name of the new document will continue to have “-signed” added to it but for each subsequent version, the system will append @# to it. For example, Doc1.PDF would have additional documents listed for Doc1-signed.PDF, Doc1-signed@2.PDF, and Doc1-signed@3.PDF if there were three signatures added.
    • If a user does not have access to Print/Email/Export in Host Site Manager for an application, then the Print button will not be visible when viewing a document. Also, if they do not have access to Export Results, the Export Results option will not be visible for the application search results.
  • K12 Docs GX
    • Your K12Docs GX version should be 2.9.0338.0700.  To verify this information, select the About Intellivue GX screen under the Help menu.
    • A Forgot Password feature has been added to the Login screen. For a user to utilize this option, the User Email field must be completed on the Users screen in the Manage Roles/User option located under Site in Host Site Manager.
    • An option for Change Password has been added to the File menu, allowing user to update their own passwords.
    • If a user only has access to a single application, that application will be displayed when opening GX.
    • Notifications and Custom Notifications are available from the Search Activity Manager. These features allow for search activity notifications to be emailed to users based on specific criteria.
    • The design of the annotation section has been updated. Also, while applying a redaction or annotation, the image rotation buttons will be disabled. And, once a redaction has been saved, the document can be rotated; however, documents with annotations cannot be rotated.
    • In the folder portfolio, the setting for the Enlarge View and Reduce View will be saved and the portfolio will always scale to the last value.
    • On the folder tab, if using the document search, a Page Count column has been added to the search results.
    • In Indexing Options, if the Show only lists for primary application selected field is checked, then when viewing the Index Document Lists, only the documents for the selected application will be visible.
    • If using the Export option, located on the Content Publisher screen, and selecting multiple document types, those documents will now be in a single export rather than in separate exports.
    • When splitting documents on the Index screen, rather than the focus returning to the top it will remain on the document you are splitting.
  • K12Docs Host Site Manager
    • A new field, User Email, has been added to the users screen in the Manage Roles/Users option located under the Site menu. By entering the user’s email address in this field, they will be able to utilize the Forgot Password process to rest their own passwords. This information can also be used with custom notifications for stored search activities in GX.
    • Under the Site menu on the Manage Index Documents List screen, when adding a new list, the Max Checkout Documents will default to 100, but can be changed. Also, the new Auto Generate field can be used to add multiple lists at one time using the ID, a beginning number, and a count of how many lists to add.
    • Two new fields have been added to Add/Modify Folder Index: Comment and Zoom Zone. If the comment field is completed, the wording would appear in GX if the value entered for the index is not correct (i.e. doesn’t match length format). The zoom zone fields would be used to enter specific pixel coordinates so when indexing documents in GX the document would zoom to that specific location when selecting the folder index field.
    • In the Add/Modify Pageset Index option, a Change Display Ordering button has been added. When selected, the user can click on each pageset index and use the up and down arrows to change the order of how the indexes appear in both GX and K12Docs.
  • K12Docs Host Site Manager
    • A new role, SUI_All_Read_Only_Access, with rights to search/view, print/email/export, view inactive content, and view virtual files has been added to all applications. A user can be assigned to this role in the Manage Roles/Users option under the Sites menu.
    • The Board_Meeting application has been updated to allow pageset indexes (attributes). Document Description, Document Date, and Created By pageset indexes have been added to this application.
    • The Student_Records application has been updated to include pageset indexes (attributes) for Document Description and Created By.
    • In the SUI_PR_Employees application, new pageset indexes (attributes) have been added for Employee Signature and School Staff Signatures. Both have been defined to use dropdown values with Signed and Not Signed as the selections. These pageset indexes will be available only in the Contracts subfolder.
  • System Wide
    • In grid entry, as information was entered into a field, the data was not scrolling to the right so you could see what was being entered. This has been corrected.
  • General Ledger>Data Entry
    • In a budget batch, when changing an existing entry, the system was sometimes returning an error. This has been corrected.
    • In cash receipts, the tool tip was no longer appearing for the chart of account number. Also, if a user had their fields in a particular order, based on the set screen preferences, two Received From ID fields were being displayed. Both items have been corrected.
  • General Ledger>Maintenance
    • When adding new chart of account numbers with an account type of either 3.5 or 6.5, the system was returning an error. This has been corrected.
  • General Ledger>Government Reporting
    • Iowa: In the Iowa Budget Summary Report for Report Format Year 2021 and 2022, when viewing the Actual Budget Summary or Proposed Budget Summary reports, rows for Total Support Services and Total Other Expenditures have been added to the expenditure section.
  • Accounts Payable>Maintenance
    • In some instances, the Federal Form Type was changing from 1099-NEC to 1099-MISC when selecting the Federal Form Box ID. This has been corrected.
  • Accounts Payable>Options
    • In Vendor Inquiry, if a system generated purchase order was invoiced, when attempting to change an available field on the invoice, the system was returning an error when attempting to save. This has been corrected.
  • Payroll>Maintenance
    • In the Employee File, a user was receiving an error when using the Process Employee Personal Changes option for an employee W4 change in which the employee had designated Exempt. This has been corrected.
  • Payroll>Government Reporting
    • The 2021 Quarterly 941 and electronical filing process are included in this release. There are no changes to the Schedule B for tax year 2021.
  • Payroll>Reports
    • Payroll Register – Totals and Payroll Register – Totals Combined: The Adds + Contracts + Deduction Adds value was not including deduction type pay codes. This has been corrected.
  • Human Resources>Maintenance
    • In the Employee File on the Dependents screen, the Age field was not displaying a value if a Birth Date was entered. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 21.02.04.01 (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
    • All Comments fields throughout the system have been updated to allow up to 1000 characters, along with various other fields.
  • General Ledger>Data Entry
    • Several changes have been made to the Budgets option:
      • New fields for Chart of Account Description (disabled) and Comments have been added to the Individual Entry screen, Grid Entry screen, the Batch Entries List, and the Set Screen Preferences (located under the Options menu).
      • The Adjusted Budget field will now only be enabled if the account number already has a posted budget amount in the same fiscal year as the batch processing month.
      • When using the Find (Ctrl+F) button, there will now be columns for each account reference piece. And when applying a filter, the Batch Entries List will reflect the filtered accounts until the screen is closed or the filter is removed.
      • In the bottom bar, there are four fields of information regarding the chart of account number, Current Budget, Previous Budget, Current YTD, and Previous YTD, all based off the batch processing month.
      • In the Budget Transfer Options, located under the Options menu, the Fiscal Year End Date field will always default to the prior fiscal year based on the processing month of the batch, but can be changed.
      • The Import Budgets options, located under the Options menu, has been updated to include the Comments field.
      • Refer to the Budgets topic in the Help File.
  • General Ledger>Maintenance
    • The Account Groups option has an enhanced feature, Use Masks for Account Groups, to have the system automatically select and include the account numbers for the account group based on one or more masks. If using masks, the Chart of Account Numbers List will be disabled and the accounts matching the defined masks will automatically be selected. Refer to the Account Groups topic in the Help File.
    • Several enhancements have been made in the Chart of Accounts:
      • The Chart of Account Description field has been increased to allow up to 100 characters.
      • On the Account Groups screen, if the account group is set up with the Use Masks for Account Groups field selected, the account group will be disabled here and will automatically be selected if the account number matches the mask for the account group.
      • New columns for Processing Month and Batch Description have been added to the Inquiry screen.
      • A new option, Change Descriptions, has been added to the Options menu. This option can be used to quickly update or change the account descriptions to all be in uppercase or capitalize the first letter in each word, in addition to individually editing the descriptions within a list. Refer to the Change Descriptions topic in the Help File.
      • The Crosswalk Account Numbers option, located under the Options menu, has been updated so when working with reference account pieces, instead of having to delete rows in the Preview List you do not want to crosswalk, you will now select the account number rows to add to the Account Numbers to Update in Chart of Accounts List.
      • The Import Balance Sheet Chart of Account Numbers and Import Revenue and Expenditure Chart of Account Numbers options, located under the Options menu, have been updated to allow 100 characters for the account description.
    • The Description field has been increased to allow up to 100 characters in each of the Reference File account pieces. Also, a new Change Descriptions option has been added to the Options menu, which can be used to quickly update or change the descriptions to all be in uppercase or capitalize the first letter in each word, in addition to individually editing the description within a list. Refer to the Change Descriptions topic in the Help File. The various imports, located under the Options menus, have also been updated to indicate the increased description field length.
    • South Dakota: The Sub Object reference fie account piece has been added as an available option for revenue accounts. To begin using this piece, you will need to update your account structure using the Change Account Structure option located under the Options menu in the Chart of Accounts. Refer to the Change Account Structure topic in the Help File. To view the full account structure available, refer to the Account Structure topic in the Help File.
  • General Ledger>Options
    • A Comments field has been added to the each of the screens in Adjust Posted Entries. Also, a new report, Adjust Posted Entries Listing, has been added to the Reports menu. The report will display all entries that were adjusted and include the user who completed the adjustments along with the date.
  • General Ledger>Government Reporting
    • Iowa: Monthly Summary has been added as a new report in the Iowa Budget Summary Report option. When generating the Monthly Summary report, all the months of the selected fiscal year will be generated. On the View Monthly Summary screen, the user will select the processing month and fund to view, and the information shown will be the current month, previous month, difference, and percent increase or decrease. Also, the 2021-2022 Iowa Budget Summary Report is now available. Refer to the Iowa Budget Summary Report topic in the Help File.
    • Missouri: The Missouri SDAC report has been updated to include the quarter dates for 2021.
  • General Ledger>Reports
    • Budget Listing: A new report selection, Posted Sorted by Batch, and a new optional field, Comments, have been added to this report.
  • Accounts Payable>Requisitions
    • When using Requisition Entry, in some instances a user was not able to tab out of the Approval Tree ID, leaving the entire screen disabled. This has been corrected.
  • Accounts Payable>Options
    • In Vendor Inquiry, when using the Document Inquiry option (located under Options menu), unposted purchase orders and unposted invoices will now be included.
  • Payroll>Maintenance
    • Illinois: The Position Time Frame and First Year Flag have been removed from the Illinois tab on the Wages screen in the Employee File.
    • The Import Wage Negotiations Information option, located under the Options menu in the Employee File, has been updated to allow the Check Description for a wage to be imported.
  • Payroll>Government Reporting
    • Illinois: All references to the First Year Flag and Position Time Frame fields have been removed in the Illinois Employee Information System option. Also, the Position End Date for Summer/Night School field has been removed from the Report Options screen and Position End Date for Regular has been renamed to Position End Date.
  • Payroll>Reports
    • Employee Listing – Wage Illinois Information: The Time Frame and First Year fields have been removed from this report.
  • Human Resources>Maintenance
    • In Checklists, when adding new checklist tasks to an existing checklist, a prompt will now appear asking if you would like to update all open checklist instances with the new task.
    • On the Positions screen in the Employee File, the filter has been removed on the Position Title Description dropdown. Also, Years in Position has been added to the Positions List. This field will automatically calculate based on the position start date for the employee and the current date of the computer or the position end date if one is noted.
  • Human Resources>Options
    • Last Paid Date has been added as a selection in the Select Email Criteria option.
  • Human Resources>Reports
    • Employee Benefits Report by Benefit: Report selections for Employee Only and Including Dependents have been added to this report.
    • Employee Listing – Position Information, Positions Detail Listing, Employee Detail Listing for Human Resources: Years in Position has been added to all of these reports.
  • Negotiations>Maintenance
    • New fields, Signature Line 1 Image Path and Signature Line 2 Image Path, have been added to the Agreement Form Setup – Contract Employee and Agreement Form Setup – Unit Employee options. If a signature image path is entered, when generating the Standard Agreement Form – Contract Employee or Standard Agreement Form – Unit Employee report, the applicable signature will be displayed. Also, if signature images are designated, the user will indicate a signed date to display on the report for each signature by entering a value in the variable field on the Report Printing Options screen. Refer to the Agreement Form Setup – Contract Employee or Agreement Form Setup – Unit Employee topic in the Help File.
    • In Salary Schedules, on the Salary Schedule – Percents and Salary Totals screens of the Recalculate tab, the Decimal Places field has been restricted to allow only numbers between 0 and 4.
  • Negotiations>Options
    • In the Calculate Budget option, if an employer paid deduction is set up with a rate change date, the system was not using the first day of the specified Tax Year to determine if the new rates should be used. This has been corrected.
    • Two new fields have been added to the Update Payroll with Packages option: Update Check Description to use Lane Description and Round to Whole Dollars. When selecting the Update Check Description to use Lane Description field the Check Description field on the wages screen in the employee file will be changed to use the corresponding lane description defined for the package for the applicable pay code. In the Pay Codes List, which displays when selecting the Create Contracts from Unit Package field, if the Round to Whole Dollars field is selected then the total amount of the created contract will be rounded up to the next whole dollar. Refer to the Update Payroll with Packages topic in the Help File.
  • Fixed Asset Inventory>Assets
    • When adding an asset to an Add New Assets batch with Depreciation Type of Straight Line and completing the Depreciation Accumulated field, the system was returning an error when saving. 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 21.02.04.01 (or higher, if applicable).

  • Employee Information>Payroll and Compensation
    • When accessing Web Link from a mobile device, a user will have direct access to W2s and 1095s without having to use the desktop version, if set up accordingly by the business office.
  • Payroll>Government Reporting
    • In either the Affordable Care Act (ACA) B Forms or Affordable Care Act (ACA) C Forms, when submitting corrected forms to the IRS after having an initial submission status of Accepted with Errors, the user was receiving a system error. This has been corrected and users will be able to resubmit their forms after this release is installed.
  • General Ledger>Reports
    • Flexible Financial Reports: When including the Outstanding Invoices field on flexible financial reports, if an invoice was partially paid and the rest voided, the full amount of the invoice was appearing in this column and should not have been. This has been corrected.
  • Payroll>Maintenance
    • The Married (2019 & Prior W4) tax table for the North Dakota State Income Tax has been updated to reflect new table values from the Income Tax Withholding Rates & Instructions. 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/NorthDakota2021.pdf.
  • General Ledger>Reports
    • Activity Fund Balance Reports: When selecting the Fund Balance Account report parameter more than once on any of these reports, the system was returning an error. This has been corrected.
  • Payroll>Maintenance
    • The Illinois Department of Revenue has released a new Booklet IL-700-T for 2021 in which the Line 1 Allowance has increased. 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/Illinois2021.pdf.
  • Payroll>Government Reporting
    • Wyoming: In some instances, the system was timing out when creating the file for the Wyoming Workers Compensation Report. This has been corrected.
  • All System
    • When using the To Screen button available next to the Check Number field in various places throughout the system, the user was receiving an error. This has been corrected.
  • General Ledger>Check Options
    • When selecting checks in the check reconciliation option, the user was receiving an error saving the data. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 20.12.20.01 (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.

  • Important Tax Information
  • All System
    • Several reports throughout the system have been updated to include a Report Parameter for XXX Has Documents, with XXX being the applicable value (i.e. Invoice, Purchase Order, Cash Receipt, etc.) For those districts that have licensed the K12Docs module, this parameter can be used to view records with corresponding documents stored in K12Docs.
    • When using the search button on the Chart of Account Number report parameter on reports, the corresponding account pieces will also be displayed automatically.
    • The magnification setting on the Print Preview screen will automatically be retained for each user so when viewing the next report (to the screen), it will open at that same magnification.
  • Master Menu>User Controls
    • When adding a new user to the system in User Security, a prompt will now appear indicating the format for the password. The password for the new user will be as follows: 1) if the Employee ID field is not completed for the user, the password will be the user ID; or 2) if the Employee ID field is completed for the user, the password will be the last four digits of the employee’s social security number (if a social security number is not entered in the Employee File for the employee, the password will be the user ID).
    • The View/Adjust User option, located under the Options menu in User Security, has been enhanced with a New Permission field that will allow for easier mass updating of user rights. Refer to the View/Adjust Users topic in the Help File.
  • General Ledger>Maintenance
    • In some instances, the system was returning an error when trying to delete an unused account number from the Chart of Accounts. This has been corrected.
    • In the Flexible Financial Report Setup option, the label for Include Accounts with No Activity has been updated to include the word Active to further clarify which accounts were being included. Also, new fields have been added to the Report Fields List on the Field Selection tab for Previous Net GAAP 1 – Previous Net GAAP 5, which are used by some Iowa customers. These fields will display the net GAAP amount for five previous years.
  • General Ledger>Reports
    • Current Budget Report with Five Year Activity History: This is a new standard report. When generated, it will display the current years budget information along with five years of historical activity.
  • Accounts Payable>Data Entry
    • In Invoices, a Receiving Processed column has been added to the Purchase Order Number drop down.
  • Accounts Payable>Requisitions
    • The Repeat button (Ctrl+R) has been added to the Requisition Approvals screen.
    • If the Disable Requisition Number in Data Entry field is selected in Requisition Options, the system was not recognizing the approval tree ID in Requisition Entry when a user entered the value and advanced out of the field. This has been corrected.
  • Accounts Payable>Check Cycle
    • A new column, Payment Type, has been added to the Invoices List in the Select Invoices to Pay option. It will display the vendor’s default payment type (Direct Deposit, Automatic Payment, or Check) depending on how the vendor is setup in the Vendor File.
  • Accounts Payable>Maintenance
    • Additional columns for Active and Purchase Order Address have been added to the Vendors List in Vendor Groups.
    • When adding or updating the Federal ID for a vendor in the Vendor File, if it matches that of another vendor, a warning will be displayed.
    • The Board Report Setup option has been updated to include a field for Direct Deposit Indictor. When including this field on a report, the field will print a D if the vendor was paid through direct deposit (and was not emailed a direct deposit stub), print an E if the vendor was paid through direct deposit and emailed a direct deposit stub, print an A if the vendor was paid with an automatic payment, or will be blank if the vendor was paid with a check. The values for the Direct Deposit Indicator field are assigned once the checks, direct deposit stubs, and automatic stubs have been printed for the invoices.
  • Accounts Payable>Options
    • The vendor ID will be added to the main attachment name when utilizing the Email Purchase Orders option.
  • Accounts Payable>Reports
    • Standard Purchase Order Form: This report, along with any custom report built in the Purchase Order Format Setup option, has been updated to appear under the Reports menu in the Purchase Order Inquiry option.
  • Payroll>Maintenance
    • The Search by Social Security Number option, located under the Options menu in Employees, has been updated to allow for partial searches. Simply enter the series of numbers you are looking for, and the system will return a list of all employees matching that criteria.
  • Payroll>Options
    • The Last Paid Date has been added to the Employees and Payee List in the Direct Deposit Prenotification option.
  • Payroll>Government Reporting
    • Missouri: The Missouri Retirement Report has been updated to display unposted payroll calculation batches in the Payroll Batches List, which appear without a checkmark in the Posted column. If the retirement report is generated for an unposted payroll batch, be sure to carefully verify the data before submitting the file to the state to ensure any additional changes in the unposted batch are reflected on the retirement report; or as a precaution, wait until the batch is posted to regenerate the report and then create the file to submit to the state.
  • Payroll>Reports
    • Kansas Retirement Variance Report: This new Kansas report has been added to the Pre-Check Reports. When generated, an asterisk (*) will appear next to those employees whose retirement gross does not match the federal unemployment gross.
    • Nebraska Retirement Variance Report: This new Nebraska report has been added to the Pre-Check Reports. When generated, an asterisk (*) will appear next to those employees whose retirement gross does not match the federal unemployment gross.
    • North Dakota Retirement Variance Report: This new North Dakota report has been added to the Pre-Check Reports. When generated, an asterisk (*) will appear next to those employees whose retirement gross does not match the federal unemployment gross.
    • Wyoming Retirement Variance Report: This new Wyoming report has been added to the Pre-Check Reports. When generated, an asterisk (*) will appear next to those employees whose retirement gross does not match the federal unemployment gross.
    • Daily Substitute Assignment Report: Substitute Employee Group ID has been added as a report parameter. Also, this report has been updated so if allowing a Web Link user to generate the report, if the individual user has an Employee ID completed in User Security, they will only have access to view their own information unless that user is also assigned to an Employee Group, in which case they will be able to also see all the other individuals in that group.
    • Employee Detail Listing: The Tax Information section of this report has been updated to include all the federal W4 information fields and the Wage Information section now includes the additional days field.
    • Employee Detail Listing with Signature Line: The Tax Information section of this report has been updated to include all the federal W4 information fields. The Wage Information section has been updated to include the additional days field and a total has been added if there is more than one contract.
    • Employee Listing – Taxes Information: This report was updated to include all the federal W4 information fields and a report parameter for Use Old W4 Format (2019 & Prior) has been added.
    • Employee Earnings Report by Month: A Total column has been added to this report.
    • General Ledger Distribution Report – Detail: A report parameter for Employee Group ID has been added to this report. Because of this change, if allowing a Web Link user to generate the report and that user is also assigned to an Employee Group in user security, they will have access to view the information for other employees in the designated group.
    • Payroll Register – Totals and Payroll Register – Totals Combined: A new total has been added to the bottom of these reports: Adds + Contracts + Deduction Adds. This field will display the combined value of the add and contract pay code type wages along with the deduction adds.
  • Negotiations>Reports
    • Salary Schedule Index Report: The Index column on this report has been updated to include the FTE value for the employee.
  • Accounts Receivable>Maintenance
    • When modifying the Department ID in either Invoice Transactions or Payment Transactions, the system was not properly updating outstanding items. 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 20.12.20.01 (or higher, if applicable).

  • Employee Information>Personal Information
    • The Federal W4 option has been updated to include the 2021 Form W-4 from the Internal Revenue Service.
  • Reports
    • Daily Substitute Assignment Report: This report has been updated so individual users, with an Employee ID completed in User Security in the School Accounting System, will only have access to view their information unless that user is also assigned to an Employee Group, in which case they will be able to also see all the other individuals in that group.
    • General Ledger Distribution Report – Detail: This report has been updated so individual users, with an Employee ID and assigned an Employee Group in User Security in the School Accounting System, will have access to view all the other individuals in the employee group.
  • Note: For those districts that have the Web Link module, you will also need to be at Web Link version 20.11.19.01 (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>Reports
    • Vendor Totals Report by Fund and Vendor Totals Report by Vendor: Because of the specific design of these reports, which allow for a report parameter on Total, the other report parameters will not filter based on the amount entered in the Total field.
  • Payroll>Check Cycle
    • If an employee has a deduction setup with the Process if No Pay field selected on either the employee or employer share and there is any employee in the employee file that has an amount due for an Individual Bank Account Deduction deduction type for the same share that is set up as the process if no pay (employee/employer), the deduction marked as Process with No Pay will not be calculated during the check cycle. This has been corrected.
  • Payroll>Maintenance
    • Nebraska: If a district had a custom field set up for address change date that was previously tied to the Nebraska Monthly Retirement Report, when attempting to delete the field within the Custom Fields option, the system was returning an error. This has been corrected.
    • Virginia State Income Tax has been added to the Taxes File. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Virginia2020.pdf.
  • Payroll>Government Reporting
    • All 2020 Affordable Care Act (ACA) C Form changes are now included in this release.
    • Iowa: The system was returning an error when using the Export Grid feature in the Iowa BEDS Reports. This has been corrected.
  • Payroll>Reports
    • Combined Earnings Report with Benefits and Combined Earnings Report without Benefits: Because of the specific design of these reports, which allow for a report parameter on Earnings Amount, the other report parameters will not filter based on the amount entered in the Earnings Amount field.

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 20.11.19.01 (or higher, if applicable).

  • Employee Information>Payroll and Compensation
    • This release contains changes that will allow employees to view and print their 1095 forms for 2020, if given the applicable access by the Business Office.
  • All System
    • In some instances, if a checking account ID was alphanumeric, the system was returning an error when using the Replace/Reprint Checks option or the To Screen button located throughout the system to reprint a copy of a check. This has been corrected.
    • Several enhancements have been made to the Email Options screen, used when emailing reports in the system and other items:
      • A new field, Send Email Copies to From Email Address, has been added under the From Display Name. This field will allow the user to designate whether or not to copy the From Email Address ID individual on all emails being sent. The applicable options are None (do not copy to the individual), CC (carbon copy the individual on all emails), or BCC (blind carbon copy the individual on all emails). The field will always default to None but can be changed.
      • In the Recipients List, the Main Attachment Name column has been added. If emailing recipients individual pages, their entity ID will be appended to the name of the main attachment.
      • The Email Address field will be disabled and cannot be changed if emailing direct deposit stubs, purchase orders, 1099s, W2s, 1095s or individual pages of a report.
  • Master Menu>Maintenance
    • A new field, Password Protect Employee Reports (applies to PR, HR, and NG), has been added to the Payroll, Human Resources, and Negotiations screens in the Email Manager option and if selected on one of the tabs, it will be selected on the other tabs. Select this field to send the reports as a password-protected file attachment (using the format of the passwords as specified in the Password Format field) when emailing reports as .PDF files to individual employees in Payroll, Human Resources, and Negotiations.
  • Master Menu>User Controls
    • The Employee ID field has been added to the Find (Ctrl+F) search screen in User Security.
  • General Ledger>Check Options
    • When using the Import Cashed Checks option, located under the Options menu in Check Reconciliation, the system was returning an error if the amounts were off by more then $.50. The system has been updated to display an error if the amounts do not match exactly.
  • General Ledger>Maintenance
    • In the Chart of Accounts, on the Inquiry tab, the Entity column has been updated to include the credit card payment vendor name before the vendor ID/name if the Credit Card Payment Batch section was completed for an invoice batch.
  • General Ledger>Options
    • When using the Adjust Posted Entries option for an Accounts Payable item and modifying the descriptions on the adjusting entries, in some instances, the descriptions were reverting to their original values when selecting execute. This has been corrected.
  • General Ledger>Reports
    • Account Inquiry (all 8 reports): The Vendor ID/Name field has been updated to include the credit card payment vendor name before the vendor ID/name if the Credit Card Payment Batch section was completed for the invoice batch.
    • Activity Fund Balance Report – Detail (all 4 reports): The Entity Name field has been updated to include the credit card payment vendor name before the entity name if the Credit Card Payment Batch section was completed for the invoice batch.
    • Leger Report with Fund Totals for Missouri: This Missouri only report has been updated to include report selections for Exclude Accounts with No Activity and All Accounts.
  • Accounts Payable>Maintenance
    • Fields for Credit Card Vendor ID and Credit Card Vendor Name have been added to the Board Report Setup option. These fields can be used to print the information for the credit card vendor if the Credit Card Payment Batch section was completed for an invoice batch.
    • The Internal Revenue Service has implemented a new 1099 form, 1099-NEC, for reporting nonemployee compensation. For details regarding this new form, click here to view the IRS information. To accommodate this new form, several changes have been made in the Vendor File:
      • On the Miscellaneous tab in the Tax Information section, a new field for Federal Form Type has been added. The available options are 1099-MISC and 1099-NEC and designate which form to generate for the vendor at the end of the calendar year. When the 20.11.01.01 update is installed, the following changes will be applied to the applicable vendors:
        • Nonemployee compensation: If the vendor had 7 for the Federal Form Box ID, the vendor will now reflect Federal Form Type of 1099-NEC and Federal Form Box ID of 1
        • Crop insurance proceeds: If the vendor had 10 as the Federal Form Box ID, the vendor will now reflect Federal Form Type of 1099-MISC and Federal Form Box ID of 9
        • Gross proceeds paid to an attorney: If the vendor had 14 as the Federal Form Box ID, the vendor will now reflect Federal Form Type of 1099-MISC and Federal Form Box ID of 10
        • Section 409A deferrals: If the vendor had 15a as the Federal Form Box ID, the vendor will now reflect Federal Form Type of 1099-MISC and Federal Form Box ID of 12
        • All other Federal Form Box ID designations will be updated with Federal Form Type of 1099-MISC
        • Federal Form Box ID of 15b for Section 409A income is no longer available and will be removed from all applicable vendors
        • Federal Form Box ID of 14 for Nonqualified deferred compensation for Federal Form Type 1099-MISC has been added
      • The Adjust 1099 Amounts option, located under the Options menu, has been updated to include a column for Credit Card Vendor ID. This field will reflect the information for the credit card vendor if the Credit Card Payment Batch section was completed for the invoice batch.
      • The Import Tax Information option, located under the Options menu, has been updated to include the Federal Form Type field.
      • Refer to the Vendors topic in the Help File for additional information regarding these changes.
  • Accounts Payable>Government Reporting
    • The Vendor 1099s option has been redesigned to accommodate both 1099-MISC and 1099-NEC IRS forms. The three tabs are 1099-NEC, 1099-MISC and Create Electronic File. Under 1099-NEC and 1099-MISC, there are two sections for View Data and Print 1099s. The View Data screen will display the generated information for the vendor, allow for various fields to be edited, or additional vendors to be added. The Print 1099s screen is where the 1099-NEC or 1099-MISC forms will be printed and/or emailed to the vendors. A new field has been added to the Create Electronic File, Participating in Combined Federal/State Program, and is only enabled for Missouri, Nebraska and North Dakota. It will be used to determine which File Types are available to create for electronically submitting your 1099s. The Vendor 1099 Detail Report and Vendor 1099 Totals Report have been redesigned to display the appropriate information for each form type. Note: If you have already generated your vendor 1099s for 2020, you will need to regenerate to ensure the appropriate information is reflected for the proper IRS form. Refer to the Vendor 1099s topic in the Help File.
  • Accounts Payable>Reports
    • Vendor Inquiry: Report parameters for Status and Invoice Paid By Credit Card have been added to this report.
    • Invoice Listing – Summary and Invoice Listing – Detail: The Batch Description report parameter has been updated to include these additional fields: Credit Card Vendor ID, Credit Card Vendor Name, and Expense Invoices. For the Unposted report selection, the Credit Card Vendor ID and End of Fiscal Year Expense Invoices fields have been added to the report. And for all report selections, a CC field was added to indicate if the invoice was part of a batch with the Credit Card Payment Batch section completed.
    • Invoice Distribution Report: The Batch Description report parameter has been updated to include additional fields for Credit Card Vendor ID and Credit Card Vendor Name. Also, Credit Card Vendor ID has been added as an optional field for the report.
    • Vendor Listing – Detail: This report was updated to include the new Federal Form Type field.
    • Vendor Tax Information: This report was updated to include the new Federal Form Type field.
    • Vendor 1099 Report: The report selections for this report have been changed to Summary and Detail. Both selections include a report parameter for Paid By Credit Card Vendor. The Summary report reflects the information from the previous report with an additional column for Federal Form Type. The Detail report will also include all the paid invoices and adjustments made via the Adjust 1099 Amounts option for each applicable vendor.
    • Vendor Totals Report by Fund and Vendor Totals Report by Vendor: When using the Total report parameter, in some instances the system was not allowing the user to select additional parameters. This has been corrected.
  • Payroll>Data Entry
    • In Pay Period Entries and Employee Absences, if the entry was created from a processed leave request, a new Go To button is available (located to the right of the Default Rate in the Unit Pay Information section) and when selected it will display the Leave Request Inquiry screen for the applicable leave request entry.
  • Payroll>Check Cycle
    • If an employee has an individual bank account deduction set up and there is an amount due in the employee file, during the Calculate Payroll process the amount will be included and a payroll message, Individual Bank Account Deduction Adjusted to Include Amount Due of $$, will appear.
    • The system has been updated to not allow more than one calculate payroll batch to be in progress unless the Test Payroll (No Checks) box is selected or the Payroll Type is Purchase Order.
  • Payroll>Maintenance
    • Several enhancements have been made in Employees:
      • A new field, Address Changed Date, has been added to the Name & Address screen. This new field is disabled (cannot be changed) and is updated with the date when one of the following fields for the employee changes: Address 1, Address 2, City, State/Province, Zip Code, Country, Attention, Primary Phone Number, Secondary Phone Number, Other Phone Number, Phone Type, Internet Address, or Contact.
      • A new feature, Clear Employee Web Link Consents, has been added to the Options menu. This option, available for those customers who have licensed the Web Link module, can be used to remove the selections for employees who previously consented to receive only electronic copies of their 1095s and/or W2. Refer to the Clear Employee Web Link Consents topic in the Help File.
      • For those employers who self-insure, the dependent ACA coverage dates, on the ACA 1095s screen, have been moved to appear under each dependent in the Dependents and ACA Coverage Dates List. Also, when generating the 1095 B or C forms (under the Government Reporting menu), dependents will need their own withdrawals dates, even if their dates match the employee’s coverage dates.
      • For those employers who are considered applicable large employers, the Employee Offer of Coverage List, on the ACA 1095s screen, includes new drop-down options for Line 14 and a new column for 17: Zip Code has been added. The zip code column is only enabled if Line 14 contains 1L, 1M, 1N, 1O, 1P or 1Q. The zip code should be for the employee’s residence if code 1L, 1M or 1N was entered or for the employee’s primary site of employment if code 1O, 1P or 1Q is entered in Line 14. These zip codes will appear by default when entering the appropriate Line 14 value but can be changed.
      • The Adjust Employee Offer of Coverage, located under the Options menu, has been updated with the new Line 14 codes for 2020.
    • New York State Income Tax has been added to the Taxes File. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/NewYork2020.pdf.
  • Payroll>Government Reporting
    • The 2020 Affordable Care Act (ACA) B Form changes are included in this release. A new report, Months with Dependent Coverage Only, can be printed to view all the dependents who have coverage in an applicable month where the employee does not. Also, a Printer Setup option has been added to the File menu. Note: According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2021.
    • Most of the 2020 Affordable Care Act (ACA) C Form changes are included in this release. All the necessary changes are available to generate the 1095-Cs but the report writer documents used to print the forms to provide the employees are not yet available. Due to an IRS format redesign, these reports will not be available until the next release. The changes included on this release are a new report, Months with Dependent Coverage Only, that can be printed to view all the dependents who have coverage in an applicable month where the employee does not, the Plan Month field is now required on the General tab, employee’s birth date will be required if Line 14 contains 1L, 1M, 1N, 1O, 1P or 1Q, and a Printer Setup option has been added to the File menu. Note: According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2021.
    • The 2020 changes for the Employees W2s are included in this release. A new feature, Print Last Four Digits of Federal ID, has been added to the Print W2s screen. When selected, the first digits of the social security number will be masked (for example, XXX-XX-1234).
    • Missouri: In the Missouri Retirement Report option, when editing the hours for a wage type row of R or X, after tabbing out of this field, in some instances the system was returning an error. This has been corrected.
    • Nebraska: The Date of Address Change field has been removed from the Report Options screen in the Nebraska Monthly Retirement Report. Instead, the system will use the Address Changed Date field located on the Name & Address screen in the Employee File. If desired, the custom field used previously to track this information can be removed from the Custom Fields option located on the Maintenance menu since it is no longer needed.
    • North Dakota: In the North Dakota Public Employees Retirement Report, when selecting the Create Report File from the Options menu, the system will display a list of employees who have invalid plan codes. They must be corrected prior to creating the file. Also, MN20 and DC20 have been added to the Plan default drop down list.
  • Payroll>Reports
    • Employee ACA Report – 1095 Information: This report has been updated to include the zip code for the employee offer of coverage.
    • Employee Listing – Name and Address Information: Address Changed Date was added to this report.
    • Employee Detail Listing for Payroll: Address Changed Date was added to this report.
    • Combined Earnings Report with Benefits and Combined Earnings Report without Benefits: When using the Earnings Amount report parameter, in some instances the system was not allowing the user to select additional parameters. This has been corrected.
  • Human Resources>Maintenance
    • On the Dependents screen in the Employee File, the dependent ACA coverage dates have been moved to appear under each dependent in the Dependents and ACA Coverage Dates List.
  • Human Resources>Reports
    • Employee Detail Listing for Human Resources: Address Changed Date was added to this report.
  • Accounts Receivable>Data Entry
    • If the Post to General Ledger is Cash Basis in the Accounts Receivable System File, when entering C in the payment detail description field for Prepaid Invoices or in the invoice detail description field for Invoices, the system was not working properly. These errors have been corrected.
  • Accounts Receivable>Options
    • In the Customer Inquiry option, the balances were not displaying payments based on the department. Also, in some instances, the department ID field was automatically displaying a value when searching for a customer. Both items have been corrected.
    • The Void Invoices option was returning a timeout error for some customers. This has been corrected.
  • Accounts Receivable>Reports
    • Customer Balances – Summary: The balances were not displaying payments based on the department. The report has been updated.
  • All System
    • In some instances, the system was returning an error when generating reports in various modules. This has been corrected.
  • General Ledger>Reports
    • Missouri: The column labels have been updated on the Ledger Report with Fund Totals for Missouri.
  • Payroll>Government Reporting
    • Iowa: There are no changes to the Iowa BEDS Report for this year.
    • The Quarterly 941 option has been updated to reflect the revised 2020 Internal Revenue Service form.
  • Payroll>Maintenance
    • In the Pay Code File, the system was not allowing a new pay code to be created/saved unless the Default Data Entry Check Sequence had a value. This has been corrected.
  • Note: For those districts that have the Web Link module, you will also need to be at Web Link version 20.09.10.01 (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 4.6.2. You will be prompted to install a newer version of .NET if your machine does not already contain the appropriate version.
  • Master Menu>Utilities
    • If emailing is set up for payroll leave requests and there was a problem sending the email to the approver, the incorrect employee name was displaying on the System Log screen in the Activity Log. This has been corrected.
  • General Leger>Data Entry
    • When entering Cash Receipts and using a received from that has Received From Defaults which include the Cash Receipt Detail Description, the description will populate into the Detail Information automatically during data entry. Also, if a Distribution Percent is defined for the received from’s receipt accounts, the Default Distribution List will be displayed and when the cash receipt amount is entered, the system will either automatically update the cash receipt detail amount or prompt to ask if you’d like to update the detail amount based on the percentages. Refer to the Cash Receipts topic in the Help File.
  • General Leger>Maintenance
    • New fields have been added to Received Froms allowing for a Cash Receipt Detail Description and a Distribution Percent to be set up in the Received From Defaults section. The Cash Receipt Detail Description is optional and whatever is entered here will default in during cash receipt data entry when selecting this particular received from. The Distribution Percent field will be required if Use Distribution Percents is selected. The percents must add up to 100 and these percentages will be used during data entry. Refer to the Received Froms topic in the Help File.
  • General Ledger>Reports
    • Received Froms Listing: This report has been updated to include the distribution percent and cash receipt detail description.
    • Missouri: A new report, Ledger Report with Fund Totals for Missouri, has been added to the system. This report will display all chart of account numbers, sorted by account type and includes fund totals at the end of the report.
  • Accounts Payable>Requisitions
    • In some instances, when an approver was editing a requisition and emails were designated to be sent, the emails were not being generated. Also, emails were going to email addresses not set up with Other Communication checked. These have been corrected.
  • Payroll>Data Entry
    • In Pay Period Entries and Employee Absences, the system will now only prompt to copy a prior year pay code, if the prior year pay code is still active in the employee’s file and the new year has not yet been set up.
    • When processing employee leave requests and there are validation errors in the Pay Period Entry or Employee Absence batch, if a filter is set on the Employee Entries with Errors/Warnings screen, it will be maintained until the filter is removed/changed or the user closes and reopens the data entry option.
    • If making an entry in Pay Period Entries or Employee Absences and the pay code is not defined in the employee’s file, the system will use the Default Data Entry Check Sequence defined in the Pay Code File, if applicable. Also, the Import Pay Period Entries and Import Employee Absences options have been updated to utilize the default if needed.
    • Wyoming: A new Assignments section has been added to Pay Period Entries and Employee Absences on the Individual Entry screen for unit pay codes. The Assignments List displays the employee’s assignments defined on the Employee Assignment Maintenance screen within the Wyoming Staff Member Collection Report option. For each applicable assignment record, enter the percentage of the salaries for the entry that applies to the assignment. The total must equal 100%. If the pay code is already defined in the Employee File with the split percent, the information will appear as the default, but can be changed. Also, when using the Import Pay Period Entries, Import Employee Absences, or Select Leave Request/Substitute for Processing options, selecting Calculate Retroactive Pay in the Update Payroll with Packages in Negotiations, or posting time card batches or processing sick bank deposits or withdrawals from Human Resources, if the pay code in the employee file wages contains an assignment split percent that information will be auto populated into the entry when created. In addition, when posting time card batches, if the system is creating overtime entries and the overtime pay code is not set up in the employee file, the overtime entry will contain the same values as the time card wage.
  • Payroll>Check Cycle
    • The Balancing Information option has been moved so it appears between Calculate Payroll and Pre-Check Reports.
    • New Payroll Messages have been added for those districts utilizing password protected direct deposit stubs where the password format includes either the employee’s social security number or birth date and this information is missing from the Employee File.
    • In some instances, users with Gmail accounts (an email account ending with @gmail.com) or employees at a school district which has the school’s email hosted by Gmail, were being required to download the attachment of their password protected direct deposit stub in order to open it. The system has been updated to allow these attachments to once again be opened directly in Gmail.
  • Payroll>Maintenance
    • In the Employee Dates List on the Employment screen in the Employee File, Hire Date has been renamed to Hire/Rehire Date and a new date type, Other Date, has been added. Also, the Import Employment and Transfer Custom Fields options, both located under Options menu, have been updated to include these changes.
    • Wyoming: A new Wyoming tab has been added to the Wages screen in the Employee File. The Assignments List on this tab displays the employee’s assignments defined on the Employee Assignment Maintenance screen within the Wyoming Staff Member Collection Report option. For each assignment record, enter the percentage of the salaries for the pay code that applies to the assignment. The total must equal 100%. The Go To button can be selected to open the Employee Assignments Maintenance screen for the specified employee.
    • In the Employee File, when setting up a pay code for the new fiscal year, the system will now only prompt asking to copy a prior year pay code, if the prior year pay code is still active in the employee’s file on the Wages screen.
    • When entering the Total Hours on the Wages screen in the Employee File for a unit pay code, if the Pay Rate is blank and there is a Default Pay Rate, the system will multiply the default rate times the total hours and place that value in the Total Contract field.
    • A Contact Order field has been added to the Emergency Contacts screen in the Employee File. The column is optional and values of 1 – 10 are available on the drop down, with the same value allowed for multiple contacts. Also, the Import Emergency Contacts option has been updated to include this new field.
    • A new field, Default Data Entry Check Sequence, has been added to the Pay Code File. The system will use this default value if making an entry in either Pay Period Entries or Employee Absences and using a pay code not defined in the employee file. This field would normally be left blank. Also, the Import Pay Codes option has been updated to include this new field.
  • Payroll>Government Reporting
    • Missouri: When including the annual base for the Missouri Retirement Report, the system was including inactive pay codes. This has been corrected.
    • Nebraska: Several new Assignment Codes have been added to 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.
    • Wyoming: A new option, Wyoming Staff Member Collection Report, has been added to allow districts to create the Employment, Assignment, Experience and Education files needed for the WDE602 Fall Staffing Collection and WDE652 Spring Staffing Collection. Initially, the four preload files provided by the Wyoming Department of Education should be imported and then the information can be maintained in payroll from year to year, except for the Experience file which will need to be imported each year. The applicable information can be generated at the beginning and end of the year and uploaded to the state. Refer to the Wyoming Staff Member Collection Report topic in the Help File.
  • Payroll>Options
    • In some instances, the Employee/Payee Inquiry was displaying an application error. This has been corrected.
  • Payroll>Reports
    • Social Security Deferral Variance Report: This new report can be printed to display employees with a social security gross, but either the employee or employer withholdings are zero.
    • Distribution Report by Expense Account Summary: In some instances, the report parameters were taking a long time to return data and the report was slow to generate. This has been corrected.
    • Pay Code Listing and Pay Code Listing with Cross References: These reports have been updated to include the Default Data Entry Check Sequence field.
    • Emergency Contact Report: This report has been updated to include the contact order for the employee’s emergency contacts.
    • Employee Detail Listing for Payroll: This report has been updated to include the contact order for the employee’s emergency contacts and the label change for hire/rehire date.
    • Employee Detail Listing with Signature Line: This report has been updated to include the contact order for the employee’s emergency contacts and the label change for hire/rehire date.
    • Employee Listing – Emergency Contact Information: This report has been updated to include the contact order for the employee’s emergency contacts.
    • Employee Employment Dates Report: This report has been updated to reflect the label change for hire/rehire date.
    • New Hire Report: This report has been updated to reflect the label change for hire/rehire date.
    • Employee Listing – Name and Address Information: The format for this report has been changed from 8.5 X 14 paper size to 8.5 X 11.
  • Human Resources>Options
    • In the Select Email Criteria option, the Select drop down menu has been updated to reflect Hire/Rehire Date and Other Date.
  • Human Resources>Reports
    • Employee Detail Listing for Human Resources: This report has been updated to include the contact order for the employee’s emergency contacts and the label change for hire/rehire date.

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 20.09.10.01 (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.

  • Data Entry>Cash Receipts
    • When entering Cash Receipts and using a received from that has Received From Defaults which include the Cash Receipt Detail Description, the description will populate into the Detail Information automatically during data entry. Also, if a Distribution Percent is defined for the received from’s receipt accounts, the Default Distribution List will be displayed and when the cash receipt amount is entered, the system will either automatically update the cash receipt detail amount or prompt to ask if you’d like to update the detail amount based on the percentages. Refer to the Cash Receipts topic in the Help File.
  • Data Entry>Receiving
    • If manually entering the PO Number, the system was only allowing up to 10 characters. This has been corrected.
  • Employee Information>Personal Information
    • A Contact Order field has been added to the Emergency Contacts option. The column is optional and values of 1 – 10 are available on the drop down, with the same value allowed for multiple contacts.
  • All System
    • When reprinting a check in any part of the system or Web Link, if applicable, the copy watermark has been lightened.
  • General Ledger>Maintenance
    • In Received Froms, if a received from record is also an employee and a change is made to the Received From ID, the system will check to see if the ID is tied to a user in which the User ID matches the Employee ID, and if so, an additional prompt will appear giving the user (if a supervisor) the ability to also update the User ID to match the new Employee ID. If the user is not a supervisor, a prompt will still appear directing the user to contact a supervisor to update the User ID.
  • General Ledger>Government Reporting
    • Illinois: The Illinois Annual Report for 2019-2020 is now available
    • Kansas: The Kansas Budget Report for 2020-2021 is now available.
    • Nebraska: The 2019-2020 GASB 34 Reports are now available. There are no changes to the Annual Report process for 2019-2020.
    • Wyoming: New FFunds for GEER-FED, GEER-FOOD and GEER-TECH have been added to the 2019-2020 Annual Report.
  • Accounts Payable>Maintenance
    • In Vendors or Ship to Addresses, if a vendor or ship to address record is also an employee and a change is made to the Vendor or Ship to Address ID, the system will check to see if the ID is tied to a user in which the User ID matches the Employee ID, and if so, an additional prompt will appear giving the user (if a supervisor) the ability to also update the User ID to match the new Employee ID. If the user is not a supervisor, a prompt will still appear directing the user to contact a supervisor to update the User ID
  • Payroll>Data Entry
    • When importing time card entries, if the pay code ID did not exist in the system, it was using the employee’s primary pay code instead. This has been corrected and now an error will appear during the import, indicating the pay code in not valid.
  • Payroll>Maintenance
    • In some instances, while adding a new employee to the Employee File a supervisor user was receiving a prompt asking to change the User ID to match the Employee ID. If the user indicated Yes, the system was updating the previously viewed employee’s User ID to match this new employee’s ID. This has been corrected. To view any users whose IDs do not match their Employee IDs, utilize the Convert User IDs to Match Employee IDs option located under the Options menu in User Security located on the system master menu.
    • The Import Contracts and Import Unit Pay options, located under the Options menu in Employees, have been updated to include the Use Primary Pay Code Expense Account field.
    • In Payees, if a payee record is also an employee and a change is made to the Payee ID, the system will check to see if the ID is tied to a user in which the User ID matches the Employee ID, and if so, an additional prompt will appear giving the user (if a supervisor) the ability to also update the User ID to match the new Employee ID. If the user is not a supervisor, a prompt will still appear directing the user to contact a supervisor to update the User ID.
    • In Deductions, the Deductions Payable tab can now be accessed without first bringing up a deduction.
    • In Taxes, the Taxes Payable tab can now be accessed without first bringing up a tax.
  • Payroll>Government Reporting
    • Iowa: If an employee has an inactive pay code or the pay code is inactive in the Pay Code File, it will be excluded from the Iowa BEDS Report. If the report has already been generated, it will need to be regenerated to exclude these pay codes.
    • Missouri: The View/Edit Data tab in the Missouri Retirement Report has been redesigned. Each Wage Type/Position line will reflect the same information that will be written to the file when created for the upload and new wage type/position records can be added, if needed. The Insurance Amount will be split according to how it was calculated during the payroll. Also, under each wage type, the user will see the pay code information that was used to determine the wage type values.
    • North Dakota: A new option, North Dakota PERS Service Purchase Report, has been added to the system. This report will be used to create an upload file to report employees who are participating in the purchasing of service credit from North Dakota Public Employees System. Refer to the North Dakota PERS Service Purchase Report topic in the Help File.
  • Payroll>Reports
    • Distribution Report by Expense Account with Detailed Earnings: For previously expensed wages that are now being included in a regular payroll, the tax entries were not displaying correctly. This has been corrected and they will now appear in the benefits payable account section.
  • Human Resources>Maintenance
    • In Employer History, if an employer history record is also an employee and a change is made to the Employer History ID, the system will check to see if the ID is tied to a user in which the User ID matches the Employee ID, and if so, an additional prompt will appear giving the user (if a supervisor) the ability to also update the User ID to match the new Employee ID. If the user is not a supervisor, a prompt will still appear directing the user to contact a supervisor to update the User ID.
    • A new FMLA Reason, COVID-19 Care for child due to school/childcare closure, has been added to the system.
  • Accounts Receivable>Maintenance
    • In Customers, if a customer record is also an employee and a change is made to the Customer ID, the system will check to see if the ID is tied to a user in which the User ID matches the Employee ID, and if so, an additional prompt will appear giving the user (if a supervisor) the ability to also update the User ID to match the new Employee ID. If the user is not a supervisor, a prompt will still appear directing the user to contact a supervisor to update the User ID.
  • Master Menu>User Controls
    • In User Security, when attempting to add a new user or edit an existing user, in some instances the system was returning an error. This has been corrected.
  • General Ledger>Reports
    • Outstanding Checks Listing: If a check was manually entered in the Checks File Maintenance option, it was not appearing on this report. This has been corrected.
  • Payroll>Check Cycle
    • During an expense payroll, if a Deduction/Tax Adjustment batch containing tax adjustments was tied to a payroll check date on the Expense Payroll Options tab that was not the earliest date, the system was still processing the adjustments against the earliest date and not the one it was actually tied to. This has been corrected.
    • When calculating an expense payroll, if there were multiple Deduction/Tax Adjustment batches that contain the same deduction adjustment but are tied to different payroll check dates on the Expense Payroll Options tax, the system was returning a critical payroll error and the user could not continue. This has been corrected.
  • Payroll>Maintenance
    • They system was returning an error message when utilizing the Import Contracts, Import Unit Pay, or Import Wage Negotiations Information options in the Employee File. These have all been corrected.
  • All System
    • When attempting to add a new line to the Recipients List on the Email Options screen, the system was returning an error. This has been corrected.
    • The Employee Selection List, used within various options in the School Accounting System, has been updated to include the columns for employee groups. They will appear after the custom referenced fields. This addition will allow users to sort or filter by an employee group, if desired.
    • On the View Documents screen, available for those customers who have licensed the K12Docs module, when selecting the Document Management button, the system will open the applicable application and folder if the user has rights to that application/folder; otherwise the K12Docs main menu will appear.
  • Master Menu>User Controls
    • A new feature, Convert User IDs to Match Employee IDs, has been added to the Options menu in User Security. This new option allows a supervisor to change the User ID to match the Employee ID for those users who are tied to employees and the User ID and Employee ID are different. Refer to the Convert User IDs to Match Employee IDs topic in the Help File.
  • General Ledger>Government Reporting
    • Illinois: The Illinois Budget Report for 2020-2021 is now available. The 2019-2020 Annual Report has not yet been released by the Illinois State Board of Education.
    • South Dakota: The 2019-2020 GASB 34 Reports are now available.
    • Wyoming: A few project codes have been added to the 2019-2020 Annual Report.
  • General Ledger>Reports
    • Cash Receipt Listing Reports: These 5 reports (by Received From, by Receipt Number, by Fund, by Cash Receipt Date, and Detail) have been updated to include a report parameter for Chart of Account Number.
    • Entry File Report: Chart of Account Number has been added as a report parameter to this report.
    • Outstanding Checks Listing: For those customers with the Negotiations module, after generating the Calculate Budget option, this report was including entries with no check numbers. This has been corrected.
  • Accounts Payable>Options
    • The system will now allow a check number to be entered in the Check Number field on the Document Inquiry screen when looking to view all the K12Doc documents for a particular check. This feature is only available for those districts who have licensed the K12Doc module.
  • Payroll>Data Entry
    • Illinois: In preparation for the Teachers’ Retirement System of the State of Illinois to move to pay period reporting, a new Retirement Payment Reason Override field has been added to Pay Period Entries and Employee Absences in the Illinois section on the Individual Entry screen. This field is not applicable for contract pay codes.
      • When the new reporting feature is available under Government Reporting later this year, there will be an option to tie each pay code to a retirement payment reason default. The field in data entry can be used to override that default so each wage entry can be individualized if needed. If the wage in the employee file contains a retirement payment reason override, that value will default into the entry, but can be changed.
      • The Copy Batch option has been updated to copy this new field along with the EIS information, if applicable.
      • When using the Import Pay Period Entries, Import Employee Absences, or Select Leave Request/Substitute for Processing options, selecting Calculate Retroactive Pay in the Update Payroll with Packages in Negotiations, or posting time card batches or processing sick bank deposits or withdrawals from Human Resources, if the pay code in the employee file contains a retirement payment reason override or EIS data, that information will be auto populated into the entry when created. In addition, when posting time card batches, if the system is creating overtime entries and the overtime pay code is not set up in the employee file, the overtime entry will contain the same values as the time card wage.
    • On the Grid Entry tab in a time card batch, the + and – keys on the top of the keyboard were not incrementing the day of week like the key pad buttons. This has been corrected.
  • Payroll>Check Cycle
    • If you are calculating an expense payroll for an employee who is being included on the first payroll check date only and they have deductions set up as Process if No Pay for the subsequent payroll check dates, the deductions were not being processed. This has been corrected.
  • Payroll>Maintenance
    • During the process of modifying an existing Employee ID in the Employee File and selecting Change when prompted, the system will check to see if the employee is tied to a user in which the User ID matches the Employee ID, and if so, an additional prompt will appear giving the user (if a supervisor) the ability to also update the User ID to match the new Employee ID. If the user is not a supervisor, a prompt will still appear directing the user to contact a supervisor to update the User ID.
    • Illinois: In preparation for the Teachers’ Retirement System of the State of Illinois to move to pay period reporting, a new Retirement Payment Reason Override field has been added to the Illinois section on the Wages tab in the Employee File. When the new reporting feature is available under Government Reporting later this year, there will be an option to tie each pay code to a retirement payment reason default. The field on the wages tab can be used to override that default so each wage can be individualized if needed. If an override is entered here for an hourly pay code, the information will default in when making pay period entries.
    • When using the Convert to Rate table feature, located under the Options menu in Deductions, the system will exclude inactive employees and inactive employee deductions.
    • The Idaho State Tax Commission released new withholding tables on June 16, 2020. 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/Idaho2020.pdf
  • Payroll>Government Reporting
    • Illinois: The Illinois Schedule P Report has been updated to include a tab for View/Edit Data. The employees for the designated quarter will appear here and must be selected before printing the report or creating the file to upload. Also, the Gross Wages and Employee Amount columns can be modified as needed. Refer to the Illinois Schedule P Report topic in the Help File for additional details.
    • The Quarterly 941 option has been updated to reflect the revised 2020 Internal Revenue Service form.
  • Payroll>Reports
    • Payroll Options Report: This report has been updated to include the Expense Payroll Options and Expensed Payroll Check Dates to Include sections. Also, the start and end dates from data entry batches will also display.
    • Employee Listing – Wage Illinois Information: This new Illinois report will display the information form the Illinois tab on the wages screen in the employee file.
    • Employee Listing – Wage Missouri Retirement Information: This new Missouri report will display the information from the Missouri Retirement tab on the wages screen in the employee file.
    • South Dakota Variance Report: This new South Dakota report has been added to the Pre-Check Reports. When generated, an asterisk (*) will appear next to those employees whose retirement gross does not match the federal unemployment gross.
    • Deduction/Pay Code W2 Boxes Listing: Active Deduction and Active Pay Code report parameters have been added to this report.
    • Employee Groups Listing: Active Employee has been added as a report parameter to this report.
    • Employee Listing – Direct Deposit Information: This report has been updated to include a report parameter for Pay Group ID.
    • Employee Listing – Wage Information: Pay Group ID and Wage Pay Group ID report parameters have been added to this report.
    • Payroll Register Totals: If a deduction is assigned to a pay group and that pay group is included in an expense payroll, the employee and employer amounts on this report were displaying as double the value. This has been corrected.
  • Negotiations>Options
    • If an employee had multiple contracts on the salary schedule, after calculating the budget, the amounts for all contracts were being combined on the Employee Itemized Total Reports and everything was appearing on only one contract in the Employee Negotiation Rates option. This has been corrected.
  • Fixed Asset Inventory>Options
    • Regardless of how a user’s rights were set up, both View Room Inventory and Process Room Inventory, located under the Process Web Link Room Inventory option, only supervisors could access these options. The system has been corrected to use the assigned rights for each option in User Security.
  • K12Docs
    • If notes exist for a folder, the “Notes” button will be highlighted in yellow.
    • If notes exist for a document, a “Page has notes” button will appear on the toolbar. When selected, it will display the notes and attributes dropdown menu.
    • When searching folders and document attributes, new operators have been added in addition to the existing wildcard (%) option. They include:
      • Operator: < Description: Less Than Search Value Example: <Smith Example Meaning: Results with values that alphabetically come before Smith
      • Operator: > Description: Greater Than Search Value Example: >Smith Example Meaning: Results with values that alphabetically come after Smith
      • Operator: <= Description: Less Than or Equal to Search Value Example: <=Smith Example Meaning: Results with values that equal Smith and alphabetically come before Smith
      • Operator: >= Description: Greater Than or Equal to Search Value Example: >=Smith Example Meaning: Results with values that equal Smith and alphabetically come after Smith
      • Operator: !< Description: Not Less Than Search Value Example: !<Smith Example Meaning: Results with values that alphabetically come after Smith
      • Operator: !> Description: Not Greater Than Search Value Example: !>Smith Example Meaning: Results with values that alphabetically come before Smith
      • Operator: != Description: Not Equal to Search Value Example: !=Smith Example Meaning: Results with values that are not equal to Smith
      • Operator: | (pipe symbol) Description: Between Search Values Example: Doe|Smith Example Meaning: Results with values that are between Doe and Smith
      • Operator: [] (brackets) Description: In Search Values (no space between the brackets with comma and no space between the values) Example: []Smith,Jones,Wilson Example Meaning: Results with values that are Smith, Jones, and Wilson.
      • Operator: _ (underscore) Description: Wildcard Matching Single Character Example: B__W Example Meaning: Results with values that start with B then has two character and ends in W (i.e. BLOW or BREW)
    • Rotation on image documents can now be saved using the “Save rotated page” option located under the Menu button. If a redaction was added to the document, it will be rotated as well; however if an annotation is added, the document rotation cannot be saved.
  • General Ledger>Government Reporting
    • Missouri: New revenue account pieces for 5424 and 5473 – 5476 have been added to the Annual Report.
    • North Dakota: The Annual Report, GASB 34 Reports, Certificate of Levy, Special Education Unit Budget, and ESSA Report for 2019-2020 are now available.
    • South Dakota: The Annual Report for 2019-2020 is now available. The GASB 34 Reports have not yet been released.
    • Wyoming: New codes (ESSER and GEER) have been added to the Annual Report and the project code list has been updated.
  • Accounts Payable>Requisitions
    • If a user, including a Web Link user, had several pages of requisitions to approve, the system was returning an error when trying to display the screen. This has been corrected.
  • Payroll>Check Cycle
    • When calculating a payroll where the contract amount being paid out is more then what was remaining on the contract and there was also an absence from the contract, the employee file wage was getting reduced to zero, but the remaining pay periods still reflected a value. This has been corrected.
  • Payroll>Government Reporting
    • Illinois: The Employer RCDTS field in Illinois Employment Information System has been updated to allow alphanumeric characters.
  • Accounts Receivable>Reports
    • Customer Balances by Department and Department Balances by Customer: In some instances, these two reports were returning a timeout 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.

  • Employee Information>Personal Information
    • For those organizations that have licensed the K12Docs module, the View File Documents option was returning an error after selecting the View Documents button. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 20.05.07.01 (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.

  • All System
    • For those customers with the K12Docs module, an Email button has been added to the View Documents screen (located throughout the School Accounting System). This new feature will retrieve the available K12Docs documents and email them to selected employees. Refer to the Emailing Documents topic in the Help File.
  • Master Menu
    • A new alert, In-place Upgrade to SQL Server 2017 Required, will appear on the master menu for those customers using a SQL Server Express version older than the 2017 version. Since the School Accounting System has been upgraded to use the 2017 version of SQL Server, the alert appears indicating you must upgrade your local installation to SQL Server 2017; click here to view the appropriate Frequently Asked Question and follow the instructions to complete the upgrade. This alert is not applicable for school districts with the School Accounting System-Online version.
  • Master Menu>Utilities
    • A new feature, Multi-Factor Authentication Passcode for Login, has been added to the Web Link Setup Options for those customers with the Web Link module. The new field can be set to None (no passcode required to log into Web Link), Require Every Time (each time a user logs into Web Link, a passcode will be emailed and required to be entered before access to the module is granted), or Require for New Devices (a user can designate to have the system remember their device and therefore they’ll only need to request and enter in the passcode on their first login to Web Link). In order to have a passcode emailed, the user will need to have the Employee ID field completed in User Security and an email address entered in the Employee File. Refer to the Web Link Setup Options and Web Link Setup Checklist topics in the Help File.
  • Master Menu>User Controls
    • The Compare Packages and Document Inquiry (visible for those customers with the K12Docs module) options have been added to User Security.
  • General Leger>Data Entry
    • When using the View Documents feature in Cash Receipts, available for those customers with the K12Docs module, the system was requiring a received from ID and description to be entered in K12Docs for the document to be viewable from the School Accounting System. This has been corrected.
  • General Ledger>Government Reporting
    • Iowa: The GASB 34 Reports for 2019-2020 are now available and there are no changes to the Annual Report.
    • Missouri: The Annual Report and GASB 34 Reports for 2019-2020 are now available.
    • Wyoming: The Annual Report and GASB 34 Reports for 2019-2020 are now available.
  • Accounts Payable>Options
    • For those customers with the K12Docs module, the Email Purchase Orders option has been updated to allow the uploaded and filed (saved) documents to be attached. By selecting the Attach Related Documents checkbox, any K12Docs for the selected purchase orders will be included in the email. Refer to the Email Purchase Orders topic in the Help File.
    • A new option, Document Inquiry, has been added to the Options menu in Vendor Inquiry and is accessible for those customers who have the K12Docs module. This new feature is used to view all the documents previously uploaded and filed (saved) for a specific invoice, purchase order, or requisition, or to view all the documents uploaded for items tied to a particular accounts payable check. Individual documents can be viewed on the screen or all documents can be emailed to an employee. Refer to the Document Inquiry topic in the Help File.
  • Payroll>Data Entry
    • A Copy Batch option has been added to the Options menu on the Deduction/Tax Adjustments Batch screen in Deduction/Tax Adjustments. This option is used to select an unposted or posted batch of deduction/tax adjustments and copy those entries to a new batch. The entries can then be reviewed and update if needed before including them in the payroll calculation.
  • Payroll>Maintenance
    • A few changes have been made to the Taxes tab in the Employee File. If the Use Old W4 Format (2019 & Prior) field is not selected for Federal Income Tax or North Dakota State Income Tax and Exempt is selected, the Tax Table field will be disabled. For Ohio State Income Tax, the Additional Taxes tab has been enabled. For Montana State Income Tax, the Tax Table field will be disabled and the Exempt field has been enabled.
  • Payroll>Government Reporting
    • The Illinois Schedule P Report has been updated to display for any customer with Illinois State Income Tax.
    • Missouri: When generating the Missouri Retirement Report, if there are employees without a payroll cycle, an error will display indicating the report was not generated and the applicable employees listed will need to be updated accordingly.
  • Negotiations>Options
    • A new option, Compare Packages, has been added to the Options menu. This feature is used to compare two packages in order to view the differences in costs and the percentage changes between the two packages. A report, Package Comparison Report with Amount/Percent Change, can be generated from the Reports menu. Refer to the Compare Packages topic in the Help File.
  • Negotiations>Reports
    • Package Comparison Report – Combined: The Package Comparison Report has been renamed to Package Comparison Report – Combined.

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 20.05.07.01 (or higher, if applicable).

Note: The Web Link module has been updated to target Microsoft .NET version 4.6.1. When installing the update, you may be prompted to install a newer version of .NET if your machine does not already contain the appropriate version.

  • Main
    • The Web Link module has been updated to allow for multi-factor authentication when accessing the system. If multi-factor authentication has been set up in the School Accounting System, the Enter Passcode screen will appear, after a user enters their ID and password, requesting the user to enter an email address that matches one in the Employee File. After selecting Email Code, a passcode will be emailed to the user and must be retrieved and entered in the Passcode field within 30 minutes. The Remember this Device field will only appear if multi-factor authentication was set up as Require for New Devices and when selected, will not require a passcode when using the same device.
  • Employee Information>Personal Information
    • When submitting a new employee federal W4 and selecting Exempt, the tax table fields in Step 1(c) will be disabled since these fields are not applicable when claiming exempt.

Note: The School Accounting System has been updated to target Microsoft .NET version 4.6.1. When installing the update, you may be prompted to install a newer version of .NET if your machine does not already contain the appropriate version. This will also require a reboot and then once you open the accounting program again, you’ll be able to install the update.

  • Main Menu
    • The News Feed on the master menu and the Upcoming Training section on all the main screens were not displaying any information. This has been corrected.
  • Payroll>Government Reporting
    • Illinois: A new option, Illinois Schedule P Report, has been added to the system. This report will allow districts to generate, print, and create the Schedule P report for uploading to the Illinois Department of Revenue. Refer to the Illinois Schedule P Report topic in the Help File for additional details.
  • Report Writer
    • If the Account Number reference file piece of the chart of account number was used in a formula, the system was returning error when the report was generated. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 20.03.05.01 (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>Reports
    • In some instances, an error was generating when printing a flexible financial report with a group header or footer using the account number reference piece. This has been corrected.
  • Payroll>Data Entry
    • When adding a pay code and entering an import override expense account on the Grid Entry tab for an entry that was brought into a Pay Period Entry or Employee Absence batch from the Select Leave Requests for Processing, in some instances, the cross references were not being automatically selected. This has been corrected. Also, if the Set Screen Preferences are set up to repeat the End Date, the date was defaulting to the end date on the batch options screen rather then from the previous entry. This also has been corrected.
  • Payroll>Government Reporting
    • The 2020 Quarterly 941 is included in this release. There are no changes to the Schedule B for tax year 2020.
  • Report Writer
    • When using the Report List button, located on the Report Printing Options screen, to send a report to your report list, the system will now save the selections made in the Miscellaneous Options, Optional Fields, and Report Sorting.

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 20.03.05.01 (or higher, if applicable).

  • Reports
    • In some instances, the Mask Account Number and Mask Federal ID fields in the Miscellaneous Options section were not working properly. They have been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 20.02.23.01 (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.

  • All System
    • The Report Printing Options screen has been modified to include two new fields: Mask Federal ID and Mask Bank Account Number. A Miscellaneous Options section was added to accommodate these fields as well as the existing Include Page Header/Footer and Print Negative Numbers in Red fields. The Mask Federal ID field appears if the report contains the Federal ID field for an employee or vendor and is selected by default. When selected, the first digits of the federal ID will be masked (for example, XXX-XX-4321 or XX-XXX1234). Users with Print Federal ID not selected in User Security, will continue to print [Restricted] for the Federal ID. The Mask Bank Account Number field appears if the report contains a bank account number field for an employee or vendor and is also selected by default. When selected, the first digits of the bank account numbers will be masked (for example XXXXXXX4321). An additional change to the Report Printing Options screen was to move the Optional Fields section next to Miscellaneous Options. This section will only appear if there are optional fields for the designated report.
    • The Export Grid feature is now located under the File menu on any screen that contains a grid. When selected, the visible grids can be exported to Excel.
    • The Export Spreadsheet option, mainly utilized with annual reports and GASB 34 reports, has been moved to the File menu.
  • Master Menu>Utilities
    • Two tabs have been removed from the Database Utilities option: History and Current Connections.
  • General Ledger>Government Reporting
    • Iowa: The 2020-2021 Iowa Budget Summary Report is now available.
    • Missouri: The Missouri SDAC report has been updated to include the quarter dates for 2020.
    • Nebraska: The Nebraska Annual Report – New Format option was renamed to Nebraska Annual Report and the Nebraska Annual Report – Old Format option is now located under that screen’s Options menu.
  • Accounts Payable>Reports
    • Vendor Tax Information and Vendor Listing – Detail: The Federal ID field on these reports is no longer an optional field and will now use the Mask Federal ID feature.
  • Payroll>Maintenance
    • A column for Payee ID has been added to the Deduction File when using the Find button (Ctrl+F) on the Deduction ID field.
    • In the Employee File on the Employment tab, the dropdown for Termination Reason has been updated to include Deceased; and Insubordination, Misconduct and Resignation have been renamed.
    • The Comptroller of Maryland has released new withholding tables for 2020. 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/Maryland2020.pdf
  • Payroll>Reports
    • Direct Deposit Bank Report for PR: The Report Selections for this report have been changed to be Unposted and Posted. If a user wishes to mask the bank account number, they can use the Mask Bank Account Number field located in the Miscellaneous Options section of the Report Printing Options screen.
    • Deduction Report with Gross Wages, Employee Detail Listing for Payroll, Employee Detail Listing with Signature Line, Employee Listing – Employment Information, Social Security/Medicate Report: The Federal ID field on these reports is no longer an optional field and will now use the Mask Federal ID feature.
  • Human Resources>Reports
    • Employee Detail Listing for Human Resources and Employee Listing – Dependent Information: The Federal ID field on these reports is no longer an optional field and will now use the Mask Federal ID feature.
  • Negotiations>Maintenance
    • In the Agreement Form Setup – Unit Employee and Agreement Form Setup – Contract Employee options, the Signed by labels have been changed to read Signature Line 1 and an additional signature line, Signature Line 2, has been added. Also, the Agreement Statement field has been expanded to accommodate up to 32,000 characters.
  • Negotiations>Reports
    • Standard Agreement Form – Unit Employee: This report has been updated to include a second signature line if applicable. Also, the Total Contract has been added as an optional field to include if desired.
    • Standard Agreement Form – Contract Employee: This report has been updated to include a second signature line if applicable.

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 20.02.23.01 (or higher, if applicable).

  • Reports
    • The Report Printing Options screen has been modified to include two new fields: Mask Federal ID and Mask Bank Account Number. A Miscellaneous Options section was added to accommodate these fields as well as the existing Include Page Header/Footer and Print Negative Numbers in Red fields. The Mask Federal ID field appears if the report contains the Federal ID field for an employee or vendor and is selected by default. When selected, the first digits of the federal ID will be masked (for example, XXX-XX-4321 or XX-XXX1234). Users with Print Federal ID not selected in User Security, will continue to print [Restricted] for the Federal ID. The Mask Bank Account Number field appears if the report contains a bank account number field for an employee or vendor and is also selected by default. When selected, the first digits of the bank account numbers will be masked (for example XXXXXXX4321).

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