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:

  • 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).
  • K12Docs
    • When using the View Documents button within the School Accounting System, in some instances an error message was being displayed indicating your session was no longer valid. This has been corrected.
  • K12Docs GX
    • In the Folder View, when using the attribute level search, any document with pages matching the search criteria will now be highlighted in pink.
    • On the Search tab, when searching folders and document attributes, new operators have been added. They include:
      • Operator: ! Description: Not Equal to Search Value Example: !123 Example Meaning: Field Is not equal to 123
      • Operator: > Description: Greater Than Search Value Example: >1234 Example Meaning: Field is great than 1234
      • Operator: < Description: Less Than Search Value Example: <1234 Example Meaning: Field is less than 1234
      • Operator: >= Description: Greater Than or Equal to Search Value Example: >=1234 Example Meaning: Field is great than or equal to 1234
      • Operator: <= Description: Less Than or Equal to Search Value Example: <=1234 Example Meaning: Field is less than or equal to 1234
      • Operator: @be Description: Between (a space must follow @be and values must be separated by the delimiter: space | space) Example: @be abc | def Example Meaning: Field is between abc and def
      • Operator: !@be Description: Not-between (a space must follow !@be and values must be separated by the delimiter: space | space) Example: !@be abc | def Example Meaning: Field is not between abc and def
      • Operator: @in Description: In (a space must follow @in and values must be separated by the delimiter: space | space) Example: @in abc | def | ghi Example Meaning: Field is in (abc, def, ghi)
      • Operator: !@in Description: Not-in (a space must follow !@in and values must be separated by the delimiter: space | space) Example: !@in abc | def | ghi Example Meaning: Field is not in (abc, def, ghi)
      • Operator: @null Description: Null Example: @null Example Meaning: Field is null
      • Operator: !@null Description: Not Null Example: !@null Example Meaning: Field is not null
    • On the View Options screen, located under the View menu, on the Result Columns tab, the Subfolder has been added as an available field for when configuring the default sort order for search results. Also, on the Pageset Attributes tab, a user can limit which attribute columns are available to view and edit for a subfolder and document on the Folder View. A new field added to the Pageset Attributes tab, Include All When Editing (Update Panel), when selected will allow a user to be able to edit all document attributes even when limiting the columns to view.
    • On the View Options screen, located under the View menu, an Include Object Reference Number checkbox has been added to the Result Column tab. When selected, a Reference column will be included in the search results, displaying the folder and document object identifiers.
    • When using the PDF button, a PDF document can now be password protected. A value can be entered in to the Password Protected field, located under the Include Dynamic Annotations field on the PDF tab of the Content Publisher screen. This password will be remembered by user and display automatically.
    • On the Indexing Options screen, located under the Options menu on the Index tab, a new field has been added for Show Only Lists for Primary Application Selected. If this field is selected, the Index Document Lists screen will only show the lists associated with the selected application.
    • When using the Search Activity Catalog, a new Find Item field has been added to the Search Activity Manager screen. This field can be used to easily search and find an activity that matches the criteria entered. When running a search activity, the applicable application will now default in. Also, a user will be able to use both Is Null along with another item in the list when building the search criteria.
  • K12Docs Host Site Manager
    • In Manage Index Documents Lists, located under the Site menu, a Monochrome checkbox has been added for Convert inbound PDFs to TIFF. When selected, color documents will be converted to black and white.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 20.01.02.01 (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>Check Cycle
    • If an employee’s tax table filing status is H-Head of household (2020 & Beyond) or Married, but withhold at higher single rate (2019 & Prior) for Federal Income Tax and the Use Old W4 Format (2019 & Prior) checkbox is selected, when calculating a payroll with a check date after 12/31/2019, the system was calculating the tax using the Head of Household (2019 & Prior W4 or 2020 & Beyond W4 with Step 2 Not Selected) and it should have been using the Single (2019 & Prior W4 or 2020 & Beyond W4 with Step 2 Not Selected). This has been corrected.
  • Payroll>Maintenance
    • The Nonresident Alien field in the Federal Income Tax Nonresident Alien tax tables has been updated for 2020. To view and verify this information, print the documents found here: https://docs.su-inc.com/taxes/Federal2020.pdf
  • Payroll>Government Reporting
    • The Kansas City Retirement Report has been updated to include Email Address as a column on the View/Edit Data tab and also when creating the file using the Create Report File option. If an employee has a Business Email Address Type it will be included when the report is generated.
    • Missouri: Under the Options menu of the Missouri Retirement Report, the names of the files to create have been updated to better match the options available when uploading the report to the Public School Retirement System of Missouri. The options are Create Employer Reporting File, Create Gross Salary Reporting File, and Create Annual Base Reporting File. The Create Employer Reporting File has also been changed to include a prompt asking if you’d like to include the annual base amount when creating the file. By indicating Yes, the system will include the annual base for all employees and No will include the annual base for only enrollment records for new hires.
  • Negotiations>Maintenance
    • The system was returning an error when recalculating the Benefit Totals in the Salary Schedule. 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 20.01.02.01 (or higher, if applicable).

  • Employee Information>Leaves
    • In some instances, the system was displaying the wrong comments on a leave request entry. This has been corrected.
  • Reports
    • If a report contains a subreport and specific report parameters were selected, the subreport was not always returning the correct information. For example, when printing any of the Cash Receipt Reports, the Summary Totals were not reflecting only the specific report parameters selected. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 19.12.22.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

  • Important Tax Information
  • Master Menu>Utilities
    • The Employee Personal Information tab of the Web Link Setup Options has been updated to include Federal W4. When selected, employees with appropriate Web Link access will be able to view and/or submit changes to their federal W4 payroll information. Refer to the Web Link Setup Options topic in the Help File.
  • General Ledger>Maintenance
    • A new Company Name field has been added to the Direct Deposit Header Records screen. When the update is installed, this 16 character field will reflect the name of your organization but can be changed if needed.
  • General Ledger>Reports
    • Direct Deposit Header Records Listing: This report has been updated to include the new Company Name field.
    • Flexible Financial Reports: The Account Group ID report parameter has been removed from the Regular report selection. To sort by or select a specific account group, use the Account Groups report selection.
  • Accounts Payable>Maintenance
    • Fields for Purchase Order Has Documents and Invoice Has Documents have been added to the Field Selection and Sorting and Grouping tabs in the Board Report Setup option.
  • Payroll>Check Cycle
    • The payroll calculation has been updated to use newly defined federal and state income tax tables. Also, because of the new federal W4, the employee check and direct deposit stubs have been updated so the withholding column reflects the letter X after the table abbreviation to indicate if the employee has Step 2 selected in the Federal W4 Information of the Taxes screen in the Employee File.
    • If an employee has a pending federal W4 change request submitted via Web Link for the same calendar year as the payroll check date, a warning will appear on the Payroll Messages screen during the calculate payroll process to let the user know the change should maybe be reviewed before continuing.
  • Payroll>Maintenance
    • Several changes have been made to the Employee File:
      • Because of the new federal Form W-4 Employee’s Withholding Certificate released by the Internal Revenue Service for use beginning in 2020, the Taxes screen has been updated.
        • The State W4 Information section will be used when adding or viewing a state income tax. The Use Old W4 Format (2019 & Prior) field is active for North Dakota state income tax only and will be selected by default when installing the update. If an employee completes a new 2020 federal W4, the checkmark should be removed and the applicable tax information completed. For all other state income taxes, the tax table and applicable fields should be completed as normal.
        • The Federal W4 Information section contains the fields needed for both a 2019 & prior W4 as well as the new 2020 W4. When the update is installed, the Use Old W4 Format (2019 & Prior) field will be selected by default. When an employee completes a new 2020 W4, the box should be unselected and the Multiple Jobs (Step 2), Claim Dependents (Step 3), Other Income (Step 4), and Deductions (Step 4) completed as needed.
      • Refer to the Completing the Taxes Screen in the Employee File topic in the Help File.
      • For those customers with the Web Link module, when an employee submits a new federal W4, the requested change will appear on the Process Employee Personal Changes screen with the Federal W4 column selected and the applicable year in the Federal W4 Format Year column. To process the change, click the Employee Personal Changes button on the Taxes tab to open the Employee Personal Changes – Federal W4 screen which will display pending and processed federal W4 changes for the applicable employee. The Print button can be selected in the grid to print a copy of the electronically submitted W4.
      • The Import Taxes option, located under the Options menu, has been updated.
    • The Taxes file has been updated to accommodate the newly expanded federal tax tables for 2020. Click here to view the new tables.
  • Payroll>Options
    • The Taxes section of the Employee Check Calculation has been updated to include the new fields for the 2020 federal W4.
  • Payroll>Government Reporting
    • The 2019 Affordable Care Act (ACA) B Forms changes are included in this release. According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2020.
    • The 2019 Affordable Care Act (ACA) C Forms changes are included in this release. According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2020.
  • Payroll>Reports
    • Deduction Registers: Because of the new federal tax table changes, the Tax Table and Rate Desc column on these reports has been updated for Federal Income Tax. The letter X will appear after the table abbreviation to indicate if the employee has Step 2 selected for their Federal W4 Information in the Employee File.
  • Report Writer
    • A new Has Documents field has been added to several view groups allowing the indicator to be included on custom reports.

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 19.12.22.01 (or higher, if applicable).

  • Employee Information>Personal Information
    • A new option has been added, Federal W4, which allows employees with applicable access to view their current federal W4 information. Additional access can also be given to allow employees to electronically submit a new federal W4 for review and updating their Employee File in the School Accounting System.
  • Reports
    • In some cases, report parameter selections were not getting cleared when changing the report selection on a report. This has been corrected.
    • If a user is setup to print General Ledger flexible financial reports, the Account Group ID report parameter will only be available when selecting the Account Groups report selection.
  • Accounts Payable>Check Cycle
    • When emailing direct deposit stubs and attaching an additional document to the email along with the stub, the system was deleting the additional document from its location when the Email Options screen was closed. This has been corrected.
  • Payroll>Check Cycle
    • When emailing direct deposit stubs and attaching an additional document to the email along with the stub, the system was deleting the additional document from its location when the Email Options screen was closed. This has been corrected.
  • K12Docs
    • When viewing the attributes for a specific document, the screen has been expanded to show all attributes.
    • Annotation, Redaction and Save buttons have been added to the menu bar. When selecting Annotation or Redaction, these features will be activated as if you selected Edit from the drop down menu. They will also toggle with each other and on/off. Clicking Save will save any annotations or redactions on the document. Also, multi-line text annotations where not being saved and displayed properly. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 19.10.31.01 (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 Email Options screen has been updated to allow multiple attachments when sending emails. Selecting the Attach File button for the Additional Attachments field will allow a user to browse and select attachments. The Edit Record button can be used to view or remove attached files. Refer to the Email Options topic in the Help File.
    • For those districts with the K12Docs module, the system has been updated to include full and partial document syncs between the School Accounting System and K12Docs. A full sync, where the system looks at all documents stored in K12Docs for an application (including those that were added, moved, or deleted), is completed when the Sync Documents button is clicked or when a user logs into to the School Accounting System. A partial sync, where the system only looks at new documents uploaded since the date of the last full or partial sync (does not look for documents that were moved or deleted), is automatically completed for an option when the screen is opened if the last full or partial sync was completed more than three minutes prior. The date and time a full or partial sync was last completed for a particular option will display in the status bar in the lower right corner of the applicable screens.
    • The Email Customer Support link has been changed to Create a Support Request. This feature, along with the new Request Support option, allows a user to request assistance from Customer Support for help with a question or issue. Once a request has been submitted, a Customer Support Representative will contact you for assistance.
    • The links to the k-Purchase online store have been removed.
  • Master Menu>User Controls
    • Several changes/enhancements have been made in User Security:
      • If a user was set up with Read Only rights to a module or screen, the Options submenu was hidden. Since the various options under the Options submenus typically had their own rights, the system has been changed to read those rights instead. For example, if a user had Read Only access to the employee file, they could not see the Set Screen Preferences option. With this change, the user could now have full access to the Set Screen Preferences if needed.
      • The Federal ID (Social Security Number) field was only visible if a user had Full Access rights to Employees. This field has been changed to use the rights set up in User Security with Read Only allowing the user to see the value in the field but it can’t be changed, Full Access gives the user the ability to add or remove the value, and No Access will hide the field for the user. Because of this change, when adding a new user with Read Only access to employees, the Federal ID field will need to be set as No Access if this user should not be able to see the value. When the update is installed, all users with Read Only access will have the Federal ID field’s rights changed to designate No Access.
      • The Miscellaneous Tab form control description for Vendors in Accounts Payable has changed to Miscellaneous Information and will now pertain to only this section in the vendor file.
      • The Web Link Instructions for Users report was displaying View File Documents access when a customer hadn’t licensed the K12Docs product. This has been corrected.
  • Master Menu>Utilities
    • A new option, Purge Data, has been added to the School Accounting System. This option allows historical entries or records to be deleted from the database and is accessible to supervisors only. Refer to the Purge Data topic in the Help File for detailed information on this option.
  • General Ledger>Government Reporting
    • Nebraska: The Nebraska Annual Report – Test Upload and Nebraska Annual Report – New Format options have both been updated with a new checkbox for Educational Service Unit (ESU). When selected, the system will zero fill the building code regardless what value is present in the chart of accounts. This will allow ESUs to utilize the building code piece if desired and still create the appropriate file format for uploading the Annual Financial Report.
  • Accounts Payable>Check Cycle
    • When printing checks during the check cycle, if there were too many invoices for one check stub, in some instances, the system was returning an error and would not let the user continue. This has been corrected.
  • Accounts Payable>Government Reporting
    • The 2019 changes for the Vendor 1099s are included in this release. For Illinois, the Create Electronic File tab has been updated to allow Illinois customers to create a state file to electronically submit their vendor 1099s to the Illinois Department of Revenue.
    • Refer to the Accounts Payable End of Calendar Year Checklist topic in the Help File for step-by-step instructions to complete the end of calendar year process.
  • Accounts Payable>Reports
    • Receiving Report – Detail: This report was displaying the user who invoiced the detail line item instead of the user who received the line item. This has been corrected.
  • Payroll>Check Cycle
    • The Pay Groups to Include and Pay Period Batches to Include sections will now appear once the Payroll Type has been selected in the Calculate Payroll option. Also, the expense payroll process has been enhanced to better handle expensing contracts and unit pay at the end of the fiscal year. Because of this change, a new tab has been added for Expense Payroll Options. Refer to the Calculate Payroll topic in the Help File for additional details.
    • If an employee had multiple social security taxes (applicable mainly in Missouri) with the same check description and they switched from one to the other mid-year, the amounts were showing double on the check stub and should not have been. This has been corrected.
  • Payroll>Maintenance
    • A Comments field has been added to Employee Dates on the Employment tab in Employees. The Import Employment Information option has also been updated to include this new field.
    • A new import option for Import Wage Negotiations Information has been added to the Options menu in Employees. This option can be used to import the various fields located on the Negotiations screen of the employee wages tab. The template for the import can be found here.
  • Payroll>Government Reporting
    • Wyoming: According to the Wyoming Department of Workforce Services, the file layout for the quarterly unemployment report has changed. When using the Create Report File to upload, the Corporate Officer field will now be lowercase, all dollar amount values will include two decimal places, and hire date will exclude the leading zero on the month field.
    • The 2019 changes for the Employees W2s are included in this release.
    • The 2019 Affordable Care Act (ACA) B Forms and C Forms have not yet been released from the Internal Revenue Service. Once they are available, we will plan to prepare an additional release which will include the new forms.
    • Refer to the Payroll End of Calendar Year Checklist topic in the Help File for step-by-step instructions to complete the end of calendar year process.
  • Payroll>Options
    • When using the To Screen button in the Employee/Payee Inquiry, in some instances, the system was displaying No Data to Report instead of the check/direct deposit stub. This has been corrected.
  • Payroll>Reports
    • Employee Detail Listing for Payroll: This report was updated to include the Comments field for employee dates.
    • Employee Listing – Employment Information: This report was updated to include the Comments field for employee dates.
    • Retirement Wages and Hours Worked Report: This Nebraska report has been updated to generate the information based on the Ending Month from the Report Options tab and the selected deductions from the Deductions tab.
    • Leave Request Report: This report has been updated to include the pay code ID for the substitute.
  • Human Resources>Maintenance
    • In Employees, a Comments field has been added to Background Check Dates on the Demographics tab, to Employee Dates on the Employment tab, and to Lost Work Information on the Work Comp tab. The Import Employment Information and Import Demographic Information options have also been updated to include the new Comments fields.
    • A new option for Import Benefits has been added to the Options menu in Employees. The template for the import can be found here.
    • New fields for Display Notification and Email Notification have been added to the Checklist Tasks List. When selected, these fields will default in as selected when setting up a new Checklist Instance, but can be overridden. Display Notification will display an alert on the Human Resources menu for the designated user and Email Notification will send an email to the designated user. Also, the Import Checklist Tasks option has been updated.
  • Human Resources>Options
    • A new field for Email Notification has been added to the Checklist Instance Tasks. If selected, an email will be sent to the designated user. Also, when setting up a new checklist instance, the Display Notification and Email Notification fields will be selected by default for a task if these fields were selected for the task on the applicable checklist (within the Checklists option). Refer to the Checklist Instances topic in the Help File for details.
    • Copy Training Event has been added as a new option under the Options menu in Training Events and will allow a user to copy a previously entered training event. Refer to the Copy Training Event topic in the Help File for additional details.
  • Human Resources>Reports
    • Employee Detail Listing for Human Resources: This report was updated to include the Comments fields for employee dates and background check dates.
    • Employee Listing – Demographic Information: This report was updated to include the Comments field for the lost work information.
    • Employee Workers’ Compensation Injuries Report: This report has been updated to include the comments field for the lost work information.
    • Checklist Listing: The report was updated to include the new fields for display notification and email notification.
    • Checklist Instances Report: The due date, email notification and display notification fields were added to this report.
    • Employee Listing – Certification Information for <state>: New state specific certification reports have been added for Iowa, Illinois, Kansas, Missouri, Nebraska, North Dakota, South Dakota, and Wyoming. Each state will have to access to the Employee Listing – Certification Information for All States report along with the applicable report for your state.
  • Negotiations>Maintenance
    • If the employee pay code on the Wages tab is tied to a negotiation package, the Step and Lane fields on the Negotiations screen will display the appropriate labels on the tooltip.
    • A new option has been added for Agreement Form Setup – Contract Employee and allows the user to define and customize the Standard Agreement Form – Contract Employee report. The fields of information that can be entered include name and title for the signature line for who signs the contract and the verbiage that prints as the terms of the agreement on the report. Refer to the Agreement Form Setup – Contract Employee topic in the Help File for details.
    • A new option has been added for Agreement Form Setup – Unit Employee and allows the user to define and customize the Standard Agreement Form – Unit Employee report. The fields of information that can be entered include name and title for the signature line for who signs the contract and the verbiage that prints as the terms of the agreement on the report. Refer to the Agreement Form Setup – Unit Employee topic in the Help File for details.
    • Export Package and Import Package options have been added to the Options menu in Packages. These features allow an organization to export packages created during the initial Negotiations training and then import them into their own database.
  • Negotiations>Options
    • A new section for Retain Previous Year Values has been added to the Create Payroll Wages for New Year option allowing a user to decide if they’d like to copy the values for additional days, additional dollars, additional degree hours, and additional percent from the previous year. These items will be selected by default but can be changed.
    • The Export Pay Codes for Mail Merge option has been updated to exclude inactive pay codes in the Pay Code Selection List and if an employee’s pay code is inactive, it too will be excluded.
    • With this release, the Calculate Budget batch will be more closely tied to the corresponding General Ledger Budget Batch. If the budget batch is posted, the calculate budget batch will no longer appear on the Calculate Budget Batch Search screen. If the budget batch is deleted, the calculate budget batch will also be deleted, and if the budget batch is unposted, the calculate budget batch will also be unposted.
  • Negotiations>Reports
    • Package Comparison Report: This report has been updated to include report selections for Exclude Subtotals and Include Subtotals.
  • Fixed Asset Inventory>Assets
    • The Adjust Assets option has been split into two separate options for Adjust Accumulated Depreciation and Adjust Replacement Cost. Any previously posted batches will be reflected in the appropriate category.
      • The Adjust Accumulated Depreciation option is used to change the values in the Depreciation Accumulated field for assets. The user will also have the ability to post the entries to General Ledger. An Adjust Accumulated Depreciation Batch Listing is also available. Refer to the Adjust Accumulated Depreciation topic in the Help File for additional details.
      • The Adjust Replacement Cost option is used to change the values in the Replacement Cost field for assets. An Adjust Replacement Cost Batch Listing is also available. Refer to the Adjust Replacement Cost topic in the Help File for additional details.
    • An Export Grid option has been added to the Options menu in Add New Assets batches.
    • A new Import Asset Information option has been added to the Options menu in Asset File Maintenance. This import allows a user to update the asset description, serial number, manufacturer and module number for existing assets. The template for the import can be found here.
  • Fixed Asset Inventory>Options
    • A Print Grid option has been added to the File menu and Export Grid has been added to the Options menu on the Process Room Inventory screen.
    • The Purge Disposed Assets option has been removed. This process will now be completed using Purge Data located under the Utilities menu on the master menu.
  • Fixed Asset Inventory>Reports
    • Web Link Room Inventory Report: A Has Comments report parameter has been added to this report. It will allow a user to select only those assets with or without a comment.

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 19.10.31.01 (or higher, if applicable).

  • Main
    • The links to the k-Purchase online store have been removed.
  • Data Entry>Requisition Approvals
    • When approving requisitions, if the approval tree owner was also an approver in the tree, in some instances, the system was displaying an application error. This has been corrected. Also, if an approver did not have rights to enter a requisition, the user was seeing an error when using the Print Requisition option in Requisition Approvals. This too has been corrected.
  • Employee Information>Leaves
    • The system was not allowing a user to enter a FMLA leave request entry. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 19.09.26.01 (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>Checks Options
    • Some parts of the system were allowing check numbers with more than 9 digits. If your district has used more than 9 digits, an alert will appear on the General Ledger master menu indicating to contact Customer Support for assistance.
  • General Ledger>Government Reporting
    • Iowa: The Iowa Annual Report, Iowa GASB 34 Reports, and Iowa Budget Summary Report have all been updated to include the Entrepreneurial Education Fund (23). The Iowa Budget Summary Report also had additional fund changes to better match the format from the Iowa Department of Management layout.
  • Payroll>Maintenance
    • The Idaho State Tax Commission released new withholding tables on June 27, 2019. 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/Idaho2019.pdf
    • The Minnesota Department of Revenue released new withholding tables on September 4, 2019. 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/Minnesota2019.pdf
  • Payroll>Government Reporting
    • Nebraska: In the Nebraska Staff Reporting option, inactive employee deductions were being included in the Benefits column on the Staff Demographics tab and should not be. This has been corrected and if your district has already generated the Staff Demographics information, you would need to either edit this column or regenerate.
  • Payroll>Reports
    • When using the Employee Group ID report parameter on various reports, if the From and To values were entered instead of using the search feature, the system was returning an error. This has been corrected.
    • Direct Deposit Report by Bank: This report has been updated to include additional report selections to either display the full bank account number or a masked version showing only the last 4 digits.
  • Human Resources>Reports
    • Employee Detail Listing for Human Resources: If an employee had more than one dependent, several numeric fields in the Employment Information section (i.e. years of service, age, etc.) were multiplying times the number of dependents. 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 19.09.26.01 (or higher, if applicable).

  • Employee Information
    • In some instances, while approving employee leave requests, a user’s comment was displaying on the wrong leave request. This has been corrected for future entries being approved.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 19.08.13.01 (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>Utilities
    • In the Web Link Setup Options, if the Web Link Room Inventory Status was changed from Closed to Open and Open Existing was selected, the system was inadvertently creating a new inventory batch instead of opening the existing batch and Web Link users could not see their inventory items to review. This has been corrected.
  • General Ledger>Government Reporting
    • North Dakota: When generating the Certificate of Levy report for Requested, the same dollar figures were appearing in both the Appropriation Requested and Final Appropriation columns. This has been corrected.
  • Payroll>Check Cycle
    • On the Calculate Payroll screen, the system was displaying a warning message by the Check Date field indicating the date was not within the processing month even if it was. 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 19.08.13.01 (or higher, if applicable).

  • Data Entry
    • In some instances, users were receiving an error message when opening the Requisition Approvals screen. This has been corrected.
  • Employee Information
    • If employees were given access to submit changes to their direct deposit information, in some instances the changes could not be saved. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 19.08.01.01 (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.

  • Main>Maintenance
    • A Password Policy option has been added to the System File. A supervisor now has the ability to set the complexity for user passwords. They can select the password minimum length, and whether the user’s password will require upper/lowercase letters, special characters, or numbers. The designated policy will be in affect once this screen is changed and saved, and applies to all School Accounting System and Web Link users. When a new user is added, the password will continue to be the same as their user ID, but they’ll be prompted to change it to match the policy on their first login. This is also the case when using the Add Employees as Web Link Users feature. The password will continue to default to the last 4 digits of the employee’s social security number, but they’ll be prompted to change it on their first login.
    • On the Web Link tab in the Email Manager option, the following reserved words have been added and can be used in all message fields in the Leave Request Options section: SUBSTITUTE, LEAVEDESCRIPTION, UNITOFTRACKING, LEAVEUNITSTOUSE, COMMENTS, STARTTIME, ENDTIME, and ALLDAY.
  • Main>Utilities
    • Several changes/enhancements have been made to the Web Link Setup Options:
      • Instead of locking out users based on their IP address, the system will now track attempts by the specific user ID.
      • The Payroll tab has been renamed to Payroll and Compensation.
      • A new tab has been added for Employee Personal Information which is used to define the categories of data that employees can view and change from within the Web Link module. The categories include contact information, dependents, direct deposit, emergency contacts, and medical information. Email notifications can also be set up to inform payroll or human resources personnel of employee changes.
      • The Document Management tab has been updated to include a field for Allow Employee Subfolder Access. When selected, Web Link users can be set up for access to view their employee file documents within the designated subfolders in the SUI_PR_Employees application within K12Docs.
  • Main>User Controls
    • Several new options have been added to User Security:
      • Two new options have been added to Web Link User Permissions: View File Documents and View/Edit Personal Information. The View File Documents option, which only appears for districts who have licensed the K12Docs module, allows the employee tied to the specific user to view employee documents from K12Docs for the subfolders designated in the Web Link Setup options. The View/Edit Personal Information option allows the employee tied to the specific user to view and edit (if applicable) certain categories of employee data (as defined in the Web Link Setup Options). Also, Check History has been renamed to Check History/Reimbursements since it now includes reimbursement checks from accounts payable and payee checks from payroll.
      • Process Employee Personal Changes has been added to Form Description Employees under Payroll and to Employees under Human Resources. These options will only appear if the district has licensed the Web Link module and allows a user access to the Process Employee Personal Changes feature.
      • The Add Employees as Web Link Users and View/Adjust Users have been updated to include the above changes.
  • General Ledger>Government Reporting
    • Nebraska: Nebraska customers will now have three options for generating the annual report. The Nebraska Annual Report – New Format will be used by school districts starting with fiscal year 2018-2019 and by Educational Service Units (ESUs) starting with fiscal year 2019-2020 to create the file to upload to the state for the annual report. The Nebraska Annual Report – Old Format will be used by ESUs to generate the annual report through fiscal year 2018-2019. The Nebraska Annual Report – Test Upload option is used by districts and ESUs to create a test file to upload to the state to verify account numbers prior to submitting the annual report.
    • Wyoming: The Project Number fields have been updated with a new list from the Wyoming Department of Education for the Annual Report. Also, a new column for VIN has been added to the Edit tab and will be placed in the appropriate column when creating the upload file. VIN is required for expenditure accounts with function code 3510 and 3520 with either object code 550 and 551.
  • Accounts Payable>Data Entry
    • A URL field has been added to the Detail Information section in Purchase Orders along with a Go To button to launch the Internet browser and display the specific website. The Import Purchase Orders option also includes this new field.
    • The URL field has been added to the Purchase Order Detail Information section in Receiving along with a Go To button to launch the Internet browser and display the specific website.
  • Accounts Payable>Requisitions
    • A URL field has been added to the Detail Information section and on the Bids screen in Requisition Entry and Requisition Approvals. The Go To button will launch the Internet browser and display the specific website. The users will have access to the fields based on the approval tree defaults or override rights from the Requisition Options screen. The Import Requisitions option also includes these new fields.
    • The process for recalling a requisition has changed. A new button, Recall Submitted Requisition, has been added to the Requisition Entry screen. This button will only be visible if the Allow Recall of Requisitions Prior to Any Approvals field in the Requisition Options is selected. When selected, users will be able to recall submitted requisitions, make changes as needed, and resubmit for approval.
    • A new field for Disable Requisition Number in Data Entry has been added to the Requisition Options screen. If selected, the Requisition Number field will be disabled (gray) and the requisition number will automatically be assigned once the requisition is saved in Requisition Entry.
    • In the Requisition Inquiry option, URL has been added to the Requisition Detail and Purchase Order Detail sections. Bid URL has been added to the Requisition Detail section. The Go To button will launch the Internet browser and display the specific website. Also, Employee Name has been added to the Find (Ctrl+F) search.
    • The Requisition Status screen has been updated to include a new column for Employee ID.
  • Accounts Payable>Maintenance
    • For schools using a third-party check writing software, a new field for Check Format for Viewing has been added to the Check Writing Software screen (located under the Options menu in Check Setup – Vendors). To utilize it, a new Check Setup – Vendors format will need to be added in Accounts Payable. Once created, the format will be linked to your Check Writing Software report by entering the check format name in the Check Format for Viewing field. This will allow users to view copies of checks in Requisition Inquiry, Vendor Inquiry, and Purchase Order Inquiry by selecting the To Screen button. Also, employees will be able to view their accounts payable checks in Web Link under the Check History/Reimbursements options.
  • Accounts Payable>Options
    • In the Vendor Inquiry and Purchase Order Inquiry options, URL has been added to the Requisition Detail and Purchase Order Detail sections. Bid URL has been added to the Requisition Detail section. The Go To button will launch the Internet browser and display the specific website.
  • Accounts Payable>Reports
    • Purchase Order Listing – Detail: This report has been updated to include an optional field for URL.
    • Receiving Report – Detail: This report has been updated to include an optional field for URL.
    • Requisition Listing – Detail: This report has been updated to include an optional field for URL.
    • Requisition Inquiry: This report has been updated to include an optional field for URL.
  • Payroll>Data Entry
    • The Go To button has been added next to the Leave Balance and Main Leave Balance fields in Pay Period Entries, Employee Absences, and Time Cards. When selected, it will open the Leaves tab for the designated employee.
    • The Select Leave Requests/Substitutes for Processing option, located under the Leave Request menu in Pay Period Entries and Employee Absences, has been updated to include new fields for employee pay group ID, substitute pay group ID, and substitute pay code ID.
  • Payroll>Maintenance
    • An exciting new feature has been added to the Employee File for those districts who have the Web Link module. With this release, employees will have the option to view their contact information, dependents, direct deposit information, emergency contacts, and medical information and if given the ability they’ll also be able to change their information. Then the payroll and/or human resources staff will see the changes in the Employee File which will either be updated automatically or changes can be set to require review before processing. Refer to the Process Employee Personal Changes topic in the Help File.
      • Process Employee Personal Changes has been added to the Options menu. If employees are able to make changes to their personal information from within Web Link, this option is used to view and process those changes that require review. The changes can be updated (copied) to the Employee File or ignored. An alert will also appear on the Payroll or Human Resources screen under the Alerts section for users with rights to review the changes.
      • A new Employee Personal Changes button has been added. When viewing an employee’s file, the button will appear on the tabs with changes requiring review and will be green. When viewing a specific tab, the button will also appear in the button bar. A green button indicates there are changes waiting to be processed for the employee for that tab, and when selected the Employee Personal Changes screen will appear showing the changes the employee submitted via Web Link and can be processed accordingly. If the button is black, then previous changes have been completed for this employee tab and those changes can be viewed by selecting the button. If the tab has never had employee personal changes submitted via Web Link, the button will appear gray.
    • The Comments field on the Name & Address tab in the Employee File has been increased to allow up to 8000 characters.
    • The Leave Request Comments have been added as a column in the Leave Detail on the Leaves tab in the Employee File.
    • In the Leaves File, a new field for Prohibit Entry if Negative Balance has been added. When selected, users entering leave requests will not be able to save entries with negative balances.
    • For schools using a third-party check writing software, a new field for Payee Check Format for Viewing has been added to the Check Writing Software screen (located under the Options menu in Check Setup – Vendors). To utilize it, a new Check Setup – Payees format will need to be added in Payroll. Once created, the format will be linked to your Check Writing Software report by entering the check format name in the Payee Check Format for Viewing. This will allow users to view copies of checks in the Employee/Payee Inquiry by selecting the To Screen button. Also, employees will be able to view their payee checks in Web Link under the Check History/Reimbursements options.
  • Payroll>Options
    • Several enhancements have been made to the Leave Request options:
      • A new field for Number of Years of Leave Entries to Display in the Calendar has been added to Leave Request Options. Use this field to enter in the number of past years of leave request entries to show on the calendar that displays within the various leave request options or leave the field blank to show all years.
      • Two new checkboxes (Approve and Reject) have been added to the Leave Request Approvals screen allowing users to approve or reject multiple leave requests at a time without viewing the details and/or making changes. A Has Warnings checkmark will appear if the leave request should be processed individually via the Edit Record button. Refer to the Approving Leave Requests topic in the Help File.
      • Pay Code ID has been added to the Substitutes List on the Edit Leave Request Substitutes, Leave Request Approvals, and Leave Request Inquiry. If editing a substitute entry, a pay code from the pay code file can be assigned to the substitute.
      • On the Edit Leave Request Substitutes screen, the pending entries will sort in ascending order based on the number of assigned substitutes and then by start date. Also, the Pay Group ID has been added as a column after the Employee Name field.
      • To print the calendar that displays on the various leave request options, a Print Calendar button has been added.
      • When entering or approving leave requests, if there is already an entry for the employee with a matching Leave ID and start date, the system will display a warning message.
      • Users will not be able to enter leave request entries that take their balance negative if the Prohibit Entry if Negative Balance field has been selected in the Leave Request Options.
      • A Recall Submitted Leave option has been added to Leave Request Entry and Leave Request Entry – FMLA. This feature will allow a user to recall a submitted leave. Once complete, the leave can be changed and then resubmitted or deleted. Refer to the Recalling a Leave Request After Submitting topic in the Help File. Leave requests can still be recalled from the Leave Request Inquiry screen.
      • A new option for Manage Calendar has been added. This feature allows users to add, edit or delete events on the calendar that displays within the various leave request options. For example, holiday or days an organization is closed can be entered and displayed for users. Refer to the Manage Calendar topic in the Help File.
      • An Employee Group option has been added to the View Leave Request Calendar. Use this feature to select which employee groups will appear in the calendar. All groups are selected by default.
  • Payroll>Government Reporting
    • Iowa: There are no changes to the Iowa BEDS Report for this year.
  • Payroll>Reports
    • Employee Absence Report and Employee Absence Report with Balances: These two reports have been updated to include an optional field for Leave Request Comments.
  • Fixed Asset Inventory>Options
    • The Purge Disposed Assets option has been updated to only purge assets that have been disposed for at least 5 years prior.
  • Report Writer
    • New Report Categories have been added for each modules main search. The <module> Main Report Search category will need to be selected on the Categories/Screens option to have a report display in a module under the Reports menu in the Report Search or Report Writer – Custom options.

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 19.08.01.01 (or higher, if applicable).

  • Main
    • Districts can now set a password policy for users. Depending on the settings chosen (minimum length and upper/lowercase letters, special characters, and/or numbers) a user may be prompted to change their password to match the new policy.
  • Data Entry
    • A URL field has been added to the Detail Information section in Purchase Orders along with a Go To button to launch the Internet browser and display the specific website. Also, a Copy Purchase Order button has been added, allowing a user to copy a previously entered purchase order into a current purchase order batch.
    • The URL field has been added to the Purchase Order Detail Information section in Receiving along with a Go To button to launch the Internet browser and display the specific website.
    • In the Requisitions Awaiting Approval/Rejection List, two new checkboxes (Approve and Reject) have been added to allow users to approve or reject multiple requisitions at a time without viewing the details and/or making changes. A Has Negative Budget Balances checkmark will appear if the requisition has a detail line item with a negative budget balance. The Edit button can be used to view the details of a requisition and individually approve or reject it. Also, a filter row has been added, allowing a user to filter for only certain items to approve or reject.
    • A URL field has been added to the Detail Information section and on the Bids screen in Requisition Entry and Requisition Approvals. The Go To button will launch the Internet browser and display the specific website. The users will have access to the fields based on the approval tree defaults or override rights from the Requisition Options screen.
    • The process for recalling a requisition has changed. A new button, Recall Submitted Requisition, has been added to the Requisition Entry screen. This button will only be visible if the Allow Recall of Requisitions Prior to Any Approvals field in the Requisition Options is selected. When selected, users will be able to recall submitted requisitions, make changes as needed, and resubmit for approval.
    • If the Disable Requisition Number in Data Entry field is selected on the Requisition Options screen, then the Requisition Number field will be disabled (gray) and the requisition number will automatically be assigned once the requisition is saved in Requisition Entry.
    • Employee ID has been added as a column on the Requisition Status screen.
  • Employee Information
    • The options under this menu have been reorganized. There are now three categories: Leaves, Payroll and Compensation, and Personal Information. The Leaves category contains all the leave request options along with the option to view leave balances. Check History/Reimbursement, W2s and 1095s are the options located under the Payroll and Compensation category. The Personal Information category has the options for contact information, direct deposit, dependent, emergency contacts, and medical information.
    • An exciting new feature, Personal Information, gives employees access to view their contact information, dependents, direct deposit information, emergency contacts, and medical information and if given the ability they’ll also be able to change their information. Then the payroll and/or human resources staff will see the changes in the Employee File in the School Accounting System which will either be updated automatically or changes can be set to require review before processing.
    • The View File Documents option allows employees to view their employee documents that were scanned and saved in K12Docs for those organizations that have licensed this program. Only the documents in the selected subfolders within the SUI_PR_Employees application in K12Docs (as designated within the Web Link Setup Options) can be viewed using this option.
    •  Several enhancements have been made to the Leave Request options:
      • The calendar that displays within various leave request options can be limited in the number of years of leave requests to display. A Download PDF Calendar button has been added. When selected the current calendar view will be downloaded in PDF format. Also, the calendars can now display various organization events setup using the Manage Calendar feature in the School Accounting System.
      • Two new checkboxes (Approve and Reject) have been added to the Leave Request Approvals screen allowing users to approve or reject multiple leave requests at a time without viewing the details and/or making changes and the Process button will process the selected entries. A Has Warnings checkmark will appear if the leave request should be processed individually via the Edit link. Also, a Sort By field has been added for the user to select to sort by either Employee ID or Start Date.
      • Pay Code ID has been added to the Substitutes List on the Edit Leave Request Substitutes, Leave Request Approvals, and Leave Request Inquiry. If editing a substitute entry, a pay code from the pay code file can be assigned to the substitute.
      • When entering or approving leave requests, if there is already an entry for the employee with a matching Leave ID and start date, the system will display a warning message.
      • On the Edit Leave Request Substitutes screen, the pending entries will sort in ascending order based on the number of assigned substitutes and then by start date. Also, the Pay Group ID has been added as a column after the Employee Name field.
      • Users will not be able to enter leave requests that take their balance negative if the Prohibit Entry if Negative Balance field has been selected in the Leave Request Options.
      • A Recall Submitted Leave option has been added to Leave Request Entry and Leave Request Entry – FMLA. This feature will allow a user to recall a submitted leave. Once complete, the leave can be changed and then resubmitted or deleted. Leave requests can still be recalled from the Leave Request Inquiry screen.
      • An Employee Group option has been added to the View Leave Request Calendar. Use this feature to select which employee groups will appear in the calendar. All groups are selected by default.
    • When viewing the detail for a specific leave in Leave Balances, a new column, Leave Request Comments, has been added and will display any comments for the leave request entry.
    • The Check History option has been renamed to Check History/Reimbursements and now includes checks and direct deposit stubs for Individual Bank Account Deduction information from Payroll and payments (such as reimbursements) from Accounts Payable.
  • Reports
    • Several enhancements have been made to the Report Printing Options screen in Reports:
      • The Execute Report button has been renamed to Generate to PDF. A new Download to Excel button has been added and when selected the report will be generated and exported to a Microsoft Excel spreadsheet file (.XLSX).
      • The Report Selection, Variable Fields, and Report Parameters will default in based on the criteria used when the report was designed.
      • If a report was designed with optional fields, those fields can now be selected and included when generating the report. The Optional Fields section is located on the bottom of the screen.
      • If the [vprEmployeePersonnelReference].[NoCustomReferencedID] field appears (applicable for only certain Payroll and Human Resources reports), the user can click the search button and select the desired referenced custom field on which to sort the information included on the report.
  • General Ledger>Data Entry
    • When posting cash receipts and selecting the Delete Zero Entries field, the system was returning an error. This has been corrected.
  • General Ledger>Government Reporting
    • Illinois: The annual report for 2018-2019 has been included in this update.
    • Kansas: The budget report for 2019-2020 has been included in this update.
    • North Dakota: The North Dakota Certificate of Levy report was not reflecting the correct actual and budget column names. This has been updated and the report should be regenerated to get the most accurate information.
  • Human Resources>Reports
    • Employee Listing – Dependent Information: If two employee dependents had the exact same name, only one was being included on the report. This has been corrected.
  • General Ledger>Check Options
    • The Deposits and Manual Journal Entries List on the Statement Transactions tab in the Check Reconciliation option has been updated to include a Show Details button. When selected, the details for the entry will appear, including which employees, payees or vendors are included in the direct deposit and individual cash receipt details.
  • General Ledger>Government Reporting
    • Iowa: The GASB 34 Reports for 2018-2019 are now available. No software changes were needed for the Annual Report.
    • Illinois: The Budget Report for 2019-2020 is now available. The Annual Report for 2018-2019 is not available yet from the Illinois State Board of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Kansas: The Budget Report for 2019-2020 is not available yet from the Kansas State Department of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Missouri: The Annual Report and GASB 34 Reports for 2018-2019 are now available.
    • Nebraska: Any district wishing to verify their accounts meet the state’s new reporting requirements for the Nebraska Annual Report can use the Nebraska Annual Report – Test Upload option. Refer to the Nebraska Annual Report Test Upload topic in the Help File for more information.
    • North Dakota: The Annual Report, GASB 34 Reports, and Certificate of Levy reports for 2018-2019 are now available.
    • South Dakota: The Annual Report and GASB 34 Reports for 2018-2019 are now available.
    • Wyoming: The Annual Report and GASB 34 Reports for 2018-2019 are now available.
  • General Ledger>Reports
    • Transaction Detail Report: This new report will provide a detail transaction listing and subtotal by chart of account number. The report can be generated by either Regular or Account Groups Report Selection. A processing month date range can also be included. This report can be used by Iowa districts to report quarterly or yearly grant transaction details.
  • Accounts Payable>Requisitions
    • The Has Documents indicator has been added to the Cancel Outstanding/Rejected Requisitions.
  • Accounts Payable>Options
    • The Has Documents indicator was not working correctly when viewing recurring invoices in Purchase Order Inquiry or Vendor Inquiry. This has been corrected.
  • Payroll>Maintenance
    • In some instances, an error message was appearing when attempting to make changes to a deduction, tax, or wage for an employee. This has been corrected.
  • Payroll>Government Reporting
    • The VALIC 403b report has been updated to accommodate multiple reporting formats. On the Deductions tab, there are now columns for Employee Contribution Reporting, Employer Contribution Reporting, and Type. The appropriate location for where to report the employee and/or employers contribution amount will need to be selected along with the contribution type. When the update is installed, the system will convert the existing information into the new structure, but it should be reviewed to ensure it meets your reporting requirements. On the Payroll Contributions tab, there will be two lines for each employee per check date; one for the 403b Regular/Roth type and one for the 457 type. Refer to the 403b Reporting – VALIC topic in the Help File for more information.
  • Payroll>Reports
    • Pay Period Entries Listing – Detail and Pay Period Entries Listing – Summary: These two reports have been updated to include the check number as a field on the report and also as a report parameter.
  • Fixed Assets>Options
    • If an asset did not have a condition assigned, it was not showing on the Disposed Assets tab of the Process Room Inventory option. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 19.05.02.01 (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.

  • Main
    • An informational alert, Operating System Upgrade Required, will appear for those users accessing the School Accounting System from a Microsoft® Windows 7 or Server 2008 computer and who are running the software locally at their district (not using the online version). Since Microsoft will no longer support these operating systems after January 2020, we highly recommend these computers be updated to a new version of the Windows operating system. Information regarding this alert can be found in the Training Tidbit: Microsoft to End Support of Windows 7 and Server 2008.
  • General Ledger>Data Entry
    • When posting cash receipts and the Posting Type is Individual Entry Detail Line, the entries posting to the balance sheet accounts (i.e. cash) were using the description from the cash receipt header instead of the individual detail lines. This has been corrected.
  • General Ledger>Check Options
    • The To Screen button has been added to Checks File Maintenance and will only be enabled if the user has Full Access rights to the Replace/Reprint Checks option. When selected, it will preview a copy of the check, which will include a “Copy” overlay.
  • General Ledger>Maintenance
    • Iowa: The Facility reference piece in the chart of accounts is now required for all expenditure accounts. An alert will appear on the master menu indicating to contact Customer Support if your district does not have this reference piece defined appropriately.
  • General Ledger>Options
    • The To Screen button has been added to Cash Receipts Inquiry next to the cash receipt number field in the Cash Receipt Header section. When selected, it will preview a copy of the receipt using the report entered in the Default Cash Receipt Report field in the General Ledger System File.
  • General Ledger>Government Reporting
    • Missouri: The Annual Report and GASB 34 Reports for 2018-2019 are now available.
    • North Dakota: A new option has been added to the system: North Dakota ESSA Report. This report is used by districts to create the file to upload to the state for ESSA reporting at the end of the fiscal year. The Department of Public Instruction will contact the districts when the upload website is available. Refer to the North Dakota ESSA Report topic in the Help File for details on creating the file to upload.
  • General Ledger>Reports
    • Account Inquiry Reports: These 8 reports were updated so the Accounts to Include report parameter will default to Accounts with Activity, but can be changed.
    • Activity Fund Balance Reports: These 12 reports were updated so the Accounts to Include report parameter will default to Accounts with Activity, but can be changed.
    • Balance Sheet and Balance Sheet – GAAP (Iowa only): These reports have been updated so the Accounts to Include report parameter will default to Accounts with Activity, but can be changed.
  • Accounts Payable
    • The To Screen button has been added to several screens.
      • For check number fields, it will only be enabled if the user has Full Access rights to the Replace/Reprint Checks option and when selected, it will preview a copy of the check, which will include a “Copy” overlay. The button will appear for the check number field in the following locations:
        • Checks File Maintenance, located under the Options menu and Check Options submenu
        • Requisition Inquiry, located under the Requisitions menu, in the Check Information section if viewing an invoice detail line
        • Purchase Order Inquiry, located under the Options menu, in the Check Information section, if viewing an invoice detail line
        • Vendor Inquiry, located under the Options menu, in the Check Information section, if viewing an invoice detail line
      • For requisition number fields, when selected, it will preview a copy of the requisition using the report entered in the Default Requisition Form Report field for the specified approval tree within the Requisition Options. The button will appear for the requisition number field in the following locations:
        • Requisition Approvals, located under the Requisitions menu
        • Requisition Status, located under the Requisitions menu
        • Requisition Inquiry, located under the Requisitions menu, in the Requisition Header section if viewing a requisition detail line
        • Purchase Order Inquiry, located under the Options menu, in the Requisition Header if viewing a requisition detail line
        • Vendor Inquiry, located under the Options menu, in the Requisition Header section, if viewing a requisition detail line
      • For purchase order number fields, when selected, it will preview a copy of the purchase order using the report entered in the Default Purchase Order Format field in the Accounts Payable System File. The button will appear for the purchase order number field in the following locations:
        • Requisition Inquiry, located under the Requisitions menu, in the Requisition Header, Purchase Order Header, or Invoice Detail section depending on which detail line item you are viewing
        • Purchase Order Inquiry, located under the Options menu, in the Requisition Header, Purchase Order Header, or Invoice Detail section depending on which detail line item you are viewing
        • Vendor Inquiry, located under the Options menu, in the Requisition Header, Purchase Order Header, or Invoice Detail section depending on which detail line item you are viewing
  • Accounts Payable>Reports
    • Unpaid Invoices Report: An asterisks (*) has been added as the last column to any invoice detail line that was expensed at the end of the fiscal year.
    • Vendor Tax Information: This report used to only print for those vendors who were either tax exempt or a 1099 vendor. A new Report Selection has been added for 1099 or Tax Exempt Vendors Only and will be the default when printing the report. The other three report selections will print for all vendors unless the report parameters are used to narrow the selection.
  • Payroll>Master Menu
    • Alerts for electronically submitting the Quarterly 941s, 941 Electronic Authorized Singers/PIN Requests, and Affordable Care Act (ACA) B or C Forms will only display in the Alerts section for 30 days if the submission was accepted or 90 days if the submission needs corrections.
  • Payroll>Maintenance
    • If an employee’s wages are expensed at the end of the fiscal year, a warning message indicating manual journal entries may need to be completed will appear in the Employee File if any changes are attempted to be made for the expensed wage, tax, or deduction.
    • In the Adjust Leave Balances option, located under the Options menu in Employees, when using the Create New Year as the Adjust Option, the system will no longer automatically select the Carry Over Balance field when adding the leave to an employee who did not previously have it. If this field should be selected, it will need to manually be done in the employee file for the newly added leave.
  • Payroll>Options
    • The To Screen button has been added to Checks File Maintenance, located under the Check Options menu, and will only be enabled if the user has Full Access rights to the Replace/Reprint Checks option. When selected, it will preview a copy of the check, which will include a “Copy” overlay.
    • The To Screen button has been added to Employee/Payee Inquiry, and will only be enabled if the user has Full Access rights to the Replace/Reprint Checks option. When selected, it will preview a copy of the check, which will include a “Copy” overlay.
  • Payroll>Government Reporting
    • For those districts using the ACS 403b Administrator, the Deductions tab has been updated with additional columns to designate the type of deduction/benefit: 403b, Roth 403b, 457, Roth 457, or Fees. When the update is installed, the current selections will appear in the 403b column. This tab should be reviewed, and changes made if necessary. Also, the file generated when selecting the Create Payroll Contributions File from the Options menu has been updated to include these changes as well as adding a placeholder column needed for the correct file layout.
    • Iowa: A new option has been added to the system: Iowa Public Employment Relations Board Report. This report is used by districts to generate a report (file) for the voter eligibility list to submit to the Iowa Public Employment Relations Board. Refer to the Iowa Public Employment Relations Board Report topic in the Help File for step by step instructions to complete this report.
    • Missouri: If an employee had multiple pay codes but retirement was only applicable for some of the pay codes, in some instances the retirement salary was not being reported correctly on the Missouri Retirement Report. This has been corrected.
    • Nebraska: When selecting either the Generate Staff Demographics or Create Staff Demographics File under the Options menu in the Nebraska Staff Reporting option, the system will display a list of any employees with validation errors.
    • North Dakota: The North Dakota Employee Compensation Report has been updated to include both active and inactive employees. Also, the Employee Compensation Report and Employee Compensation Report Totals reports have been updated to include a report parameter for Active Employee.
    • Wyoming: The system was cutting off the value entered for the Service Break Code custom referenced field for LeaveWithoutPay when generating the Wyoming Retirement Report. This has been corrected.
  • Payroll>Reports
    • Most reports sorted by employee have been updated to include a Report Sorting option for custom referenced fields.
    • Employee Detail Listing: This report has been updated to include the Individual Bank Account Deduction information for applicable deductions.
    • Employee Detail Listing with Signature: This report has been updated to include the Individual Bank Account Deduction information for applicable deductions and to exclude inactive wages.
    • Employee Listing – Detail Information: This report has been updated to include the Individual Bank Account Deduction information for applicable deductions and a column has been added for Annual Total.
    • Employee Deduction Report: The Annual Total field has been added to this report.
  • Human Resources>Maintenance
    • In the Positions option, changes were not allowed for inactive employees. This has been changed.
  • Human Resources>Reports
    • Most reports sorted by employee have been updated to include a Report Sorting option for custom referenced fields.
  • Negotiations>Reports
    • Most reports sorted by employee have been updated to include a Report Sorting option for custom referenced fields.
  • Accounts Receivable>Options
    • The To Screen button has been added to Customer Inquiry next to the payment number field in the Payment Header section. When selected, it will preview a copy of the payment using the report entered in the Default Payment Report field in the Accounts Receivable System 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 19.05.02.01 (or higher, if applicable).

  • Main
    • If a user is already logged into the School Accounting System, they will now be able to login into Web Link with the same user ID and password.
  • Data Entry
    • On the Requisition Approvals screen, the Print Requisition button will appear if the Default Requisition Form Report field is completed for the specified approval tree in the Requisition Options option within the School Accounting System. When selected, it will preview a copy of the requisition.
  • Accounts Payable>Requisitions
    • During the process of approving requisitions, if the users selected Alternate Approvals for the Approval Type, the system was returning an application error. This has been corrected.
  • Payroll>Government Reporting
    • The 2019 Quarterly 941 is included in this release. There are no changes to the Schedule B for tax year 2019.
    • Illinois Only: The Position/Salary Data grid on the Edit Generated Data tab of the Illinois Employment Information System option has been updated to include renamed or new fields in accordance with the Illinois State Board of Education specifications. The FTE field was renamed to Percent Full Time and is now shown as a percentage. Days Expected was renamed to Actual Days and will continue to require manual entry. The Contract Days Override field was added and also requires manual entry if applicable. A new field for Workload was added and if the employee has only one work location per position the value will generate as 100. If the employee has multiple work locations per position, the Workload will need to manually be entered prior to creating the Employment/Position Report File. The Employment/Position Report File and Salary Report File layouts have been updated to match the ISBE specifications. Also, a new option has been added to the Options menu for Create End of Employment Report File. When creating this file, the system will include any employee with an employment end date or employment end reason for the generated year.
  • Payroll>Reports
    • The tax table information for Missouri state income tax was no longer appearing on the deduction register reports, check stubs, or in the Employee/Payee Inquiry. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 19.02.19.01 (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.

  • K12Docs
    • When using the Add Document button, the Document Description will no longer be required.
    • The Manage Documents, Add Document, and View Documents buttons have been updated to reflect new icons. Also, the View Documents button will appear black if there are no documents previously uploaded for the selected item and will appear green if there are documents available to view.
    • A Has Documents column has been added to several grids and search screens in the system. This column will allow you to easily see if there are documents for the particular line item.
  • Main>Utilities
    • The Create Document Management Folders option has been enhanced to include creating the folders for Payees as well as the current year and four more years into the future for any application that has Year as the index.
  • Main>User Controls
    • Form Control Description and Permissions for Payees has been added to User Security and View/Adjust Users.
  • General Ledger>Government Reporting
    • Iowa: The 2019-2020 Iowa Budget Summary Report is now available.
    • Missouri: The Missouri Annual Report has been updated to the new format for the 2018-2019 ASBR. The Department of Elementary and Secondary Education has opened their site, allowing districts to begin uploading and testing their files to ensure they are meeting the new ESSA requirements for the chart of account structure changes. Refer to the Missouri Annual Report topic in the Help File for details on creating the file to upload. It is our understanding that files can only be uploaded for testing purposes and final files cannot be uploaded and submitted to DESE until later this summer. If you need to access a prior year’s annual report, they can be found under the Options menu within the Missouri Annual Report.
  • Payroll>Maintenance
    • A new application has been added to K12Docs for Payees. From within the Payee File, you’ll be able to add and view documents, as well as access the applicable application from K12Docs directly.
    • Missouri: Since the Allowances are no longer applicable for Missouri state income tax, this field has been cleared and disabled on the Taxes screen in the Employee File.
  • Payroll>Government Reporting
    • For those districts using the ACS 403b Administrator, the Create Employee Information File and Create Payroll Contribution File formats have been changed to comma delimited with the header row removed. Also a new column for Pay Periods has been added to the Employee Information tab (and file). The value in this column will be the number of tax pay periods per year from the Employment tab in the Employee File.
  • Human Resources>Reports
    • Employee Workers’ Compensation Injuries Report: If using the From and To report parameter for Injury Date, the report was not always filtering properly. 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 19.02.19.01 (or higher, if applicable).

  • K12Docs
    • When using the Add Document button, the Document Description will no longer be required.
    • The Add Document and View Documents buttons have been updated to reflect new icons. Also, the View Documents button will appear black if there are no documents previously uploaded for the selected item and will appear green if there are documents available to view.
    • A Has Documents column has been added to several grids and search screens in the system. This column will allow you to easily see if there are documents for the particular line item.
  • Employee Information>Leave Request Approvals
    • The system was returning an error message if a Group Manager Approver selected to view all employees in the calendar and there were leave requests without this approver in their approval path. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 19.01.22.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

  • K12Docs
    • For those districts utilizing the K12Docs program, if a user had Read Only rights to the SAS Main Screen, they could not use the Add Documents feature. Also, documents already formatted as TIFF were not paging correctly once uploaded. These have both been corrected.
  • General Ledger>Maintenance
    • For Missouri and Nebraska districts, if you have not yet completed your ESSA Account Number Changes option, an Alert will appear making you aware of this. To review this feature, refer to the ESSA Account Number Changes topic in the Help File.
  • General Ledger>Government Reporting
    • Missouri: The Missouri SDAC report has been updated to include the quarter dates for 2019.
  • General Ledger>Reports
    • Monthly Cash Balance Survey Report for SD: This new South Dakota only report is designed to display the accumulative balance from month to month for the fiscal year and funds selected. It is limited to only balance sheet accounts with account piece 101-108 and 180.
  • Payroll>Maintenance
    • The Colorado Department of Revenue has released the tax table information for 2019. When you install this update, the new tables will be in your Taxes file. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Colorado2019.pdf.
  • Payroll>Options
    • In some instances, the Leave Request Approvals screen and Edit Leave Request Substitutes screen were slow when initially loading and also reloading after approving/rejecting a request or assigning substitutes. This has been corrected.
  • Payroll>Government Reporting
    • If deductions were set up to print in either box 12GG or 12HH of the employee W2s, these amounts were being excluded when creating the file to upload to either the Social Security Administration or your state, and the state file may have been rejected. This has been corrected.
    • If the IRS submission for Affordable Care Act 1095B or 1095C forms were Accepted with Errors, when resubmitting the corrections, the system was returning an error message and directing the user to contact customer support. This has been corrected and once the update has been installed, you will be able to resubmit your corrected file.
    • If a correction file was submitted through the IRS submission for the Affordable Care Act 1094C form, the file was being rejected and returning an AIRSH100 – XML Schema Validation Failed error. This has been corrected and once the update has been installed, you will be able to resubmit your corrected file.
  • Payroll>Reports
    • Employee ACA Report – 1095 Information: In some instances, this report was timing out and the issue has been corrected.
  • Accounts Receivable>Options
    • The Change Due Date on Invoices option is now available to all users. Previously, it was a supervisor only feature.

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 19.01.22.01 (or higher, if applicable).

  • Web Link>Employee Information
    • In some instances, the Leave Request Approvals screen and Edit Leave Request Substitutes screen were slow when reloading after approving/rejecting a request or assigning substitutes. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.12.25.01 (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

Tax Tables with changes for 2019: Federal Income Tax, Social Security (limit change only), Iowa State Income Tax, Illinois State Income Tax, Maryland State Income Tax, Minnesota State Income Tax, Missouri State Income Tax, North Dakota State Income Tax, and Ohio State Income Tax

Tax Tables with NO changes for 2019: Federal Unemployment, Idaho State Income Tax, Kansas State Income Tax, Medicare, Montana State Income Tax, Nebraska State Income Tax, St. Louis Local Income Tax, Kansas City Local Income Tax, and Wisconsin State Income Tax

Tax Tables that have not yet been released: Colorado State Income Tax. The Department of Revenue has not yet released the state withholding tables for 2019. Once the tax tables are released, we will plan to prepare an additional release which will include the new tables.

States with unemployment Taxable Wage Base changes for 2019: Iowa, Missouri, North Dakota, and Wyoming

States with NO unemployment Taxable Wage Base changes for 2019: Illinois, Kansas, Nebraska, and South Dakota

Once you install the 18.12.25.01 update, you will have the released 2019 information for the federal, state and local income taxes and unemployment taxable wage base limits for applicable states. To view and verify this information, please print the appropriate documents using the links below. The tables in these documents MUST be compared to your tax information in the Taxes option under the Maintenance menu in Payroll prior to calculating your first payroll in January 2019.

If you are currently using the Negotiations module with the School Accounting System, the 2019 tax and unemployment information will update automatically upon installing the update.

Federal Taxes: https://docs.su-inc.com/taxes/Federal2019.pdf

State Taxes/Unemployment:
Colorado https://docs.su-inc.com/taxes/Colorado2019.pdf (State Income Tax Not Yet Released)
Idaho https://docs.su-inc.com/taxes/Idaho2019.pdf
Illinois https://docs.su-inc.com/taxes/Illinois2019.pdf
Iowa https://docs.su-inc.com/taxes/Iowa2019.pdf
Kansas https://docs.su-inc.com/taxes/Kansas2019.pdf
Maryland https://docs.su-inc.com/taxes/Maryland2019.pdf
Minnesota https://docs.su-inc.com/taxes/Minnesota2019.pdf
Missouri https://docs.su-inc.com/taxes/Missouri2019.pdf
Montana https://docs.su-inc.com/taxes/Montana2019.pdf
Nebraska https://docs.su-inc.com/taxes/Nebraska2019.pdf
North Dakota https://docs.su-inc.com/taxes/NorthDakota2019.pdf
Ohio https://docs.su-inc.com/taxes/Ohio2019.pdf
South Dakota https://docs.su-inc.com/taxes/SouthDakota2019.pdf
Wisconsin https://docs.su-inc.com/taxes/Wisconsin2019.pdf
Wyoming https://docs.su-inc.com/taxes/Wyoming2019.pdf

Local Taxes:
Kansas City https://docs.su-inc.com/taxes/KansasCityLocal2019.pdf
St. Louis https://docs.su-inc.com/taxes/StLouisLocal2019.pdf

  • Main
    • For those districts utilizing the K12Docs program, some additional backend enhancements have been added.
  • Main>Maintenance
    • The system was returning an error if a From Email Address ID was deleted in Email Manager. This has been corrected.
  • General Ledger>Data Entry
    • When using the grid entry tab in Cash Receipts for a recurring batch, if the amount was changed on a previously saved entry, the cash account was being reverted to the default value from the Fund File. This has been corrected.
  • General Ledger>Government Reporting
    • Nebraska: The Educational Service Unit Annual Financial Report for 2017-2018 has been included in this update.
  • Payroll>Maintenance
    • Because of changes to the Missouri W4 for 2019, the Does Your Spouse Work field has been removed from the taxes screen in the employee file. For Missouri customers, employees claiming Married Spouse Does Not Work on their W4 will be designated as tax table X, while Married Spouse Works will display tax table M. A new tax table has been added for Married Filing Separate and will use tax table O.
  • Payroll>Government Reporting
    • Missouri: In the Missouri Retirement Report, if a custom field wage type contains multiple characters, only the first digit will be reported. Also, if an employee has an override wage type tied to their pay code in the employee file, the system was reporting those wages for both the override wage type and the default wage type. This has been corrected.
    • South Dakota: The South Dakota Retirement System address has been updated on the SD Retirement Contribution Recap Report.
  • Payroll>Reports
    • Employee Listing – Taxes Information: This report has been updated to remove the Spouse Work field.
    • Employee Check Calculation Report: This report has been updated to remove the Does Your Spouse Work field.
  • Human Resources>Reports
    • Employee Workers’ Compensation Injuries Report: If an injury also included a time, then when utilizing the Injury Date report parameter, 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 18.12.25.01 (or higher, if applicable).

  • Web Link>Main
    • For those districts utilizing the K12Docs program, some additional backend enhancements have been added.
  • General Ledger>Data Entry
    • When using the Repeat (Ctrl+R) feature on the Grid tab in Cash Receipts, the system was prompting to save the entry each time. This has been corrected.
  • Accounts Payable>Data Entry
    • When entering an automatic payment in a recurring invoice batch, the system was returning an application error. This has been corrected.
  • Payroll>Data Entry
    • When using the Repeat (Ctrl+R) feature on the Grid tab in Pay Period Entries or Employee Absences, the system was prompting to save the entry each time. This has been corrected.
  • Payroll>Maintenance
  • Payroll>Options
    • If emails are set up to be sent during the leave request approval process and multiple users have the same approval sequence number, the system was sending multiple emails to these users. This has been corrected.
  • Payroll>Government Reporting
    • In some cases, the system was timing out when generating the Quarterly 941. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.10.30.01 (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.

  • K12Docs is here! Our new cloud-based, electronic document management platform allows your organization to reduce the need for long-term paper storage and manual retention policies. It is fully-integrated with the School Accounting System and add-on modules to help districts of all sizes retain electronic documents efficiently. With this release, you will begin seeing enhancements for the integration that will be used by our Early Adopter customers. For more information on K12Docs, contact sales@su-inc.com or visit our website at www.k12docs.com.
  • All System
    • All the buttons in the system have been updated and you’ll see the addition of the Document Management button bar added to most screens which will be used with K12Docs. Because of this change, the size of several of the screens in the system have also been adjusted.
  • General Ledger>Options
    • For customers operating on an accrual basis, when utilizing the Adjust Posted Entries option for an Accounts Payable invoice where the check has already been written, the system was processing the entries against the check batch rather than the invoice batch. This has been corrected.
    • When adjusting an employee’s payroll check in Adjust Posted Entries and the expense mask for a deduction indicated a particular fund number, the general ledger entries were making the funds go out balance and an alert was appearing on the General Ledger main screen. This has been corrected.
  • Accounts Payable>Options
    • When attempting to void a check after electronically submitting the payroll Quarterly 941, the system was returning an error message. This has been corrected.
  • Accounts Payable>Government Reporting
  • Payroll>Data Entry
    • The Leave Request Inquiry has been added to the Options menu in Pay Period Entries and Employee Absences.
  • Payroll>Maintenance
    • Missouri: The Missouri Department of Revenue released information regarding changes to the state withholding tax tables. Since the School Accounting System uses the Withholding Tax Formula to determine the amount of Missouri state income tax to withhold each payroll cycle, we have been in contact with the Department of Revenue seeking further clarification on item 3 in Step 1: https://dor.mo.gov/business/withhold/documents/WithholdingTaxFormula_001.pdf As soon we receive the additional information, an update will be released to apply any necessary changes.
  • Payroll>Government Reporting
    • The 2018 changes for the Employees W2s are included in this release. For Iowa and Illinois: all employers must file electronically, regardless of the number of employee state W2s.
    • The 2018 Affordable Care Act (ACA) B Forms changes are included in this release. According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2019.
    • The 2018 Affordable Care Act (ACA) C Forms changes are included in this release. According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January 2019.
    • Refer to the Payroll End of Calendar Year Checklist topic in the Help File for step by step instructions to complete the end of calendar year process.
    • Customers with an ampersand (&) in their name were receiving an error when requesting a PIN through the 941 Authorized Electronic Signers/PIN Requests option. This has been corrected.
    • Missouri: Employees with multiple wage types for the Missouri Retirement Report and blank term of position codes were incorrectly reporting 00 for one of the term of position fields causing the uploaded file to be rejected. This has been corrected.
    • When electronically filing the Quarterly 941, any information in Address Line 2 for the employer was causing the file to be rejected. Also, the Submit Electronic File to IRS screen was disabled if information was entered in Part 5 on Page 2. That screen should only be disabled if information appears in the Paid Preparer section. Both of these errors have 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 18.10.30.01 (or higher, if applicable).

  • K12Docs has been integrated into the Web Link module. With this release our Early Adopter customers will have access to these features. For more information on K12Docs, contact sales@su-inc.com or visit our website at www.k12docs.com.
  • General Ledger>Government Reporting
    • Nebraska: If you selected Yes in the I have completed all my ESSA account number changes field and multiple chart of account numbers should be reporting in the same cell for the Nebraska Annual Report, the system was not adding the values together but instead was only reporting one of the amounts. This has been corrected. If you have already generated your 2017-2018 annual report, we recommend you generate the report again after installing this update.
  • Payroll>Government Reporting
    • Missouri: After installing update 18.09.13.01, if an employee’s wage was not set up in the Employee File on the Wages screen, it was not being included in the Missouri Retirement Report. This has been corrected. The retirement report will need to be regenerated after installing this release.
  • General Ledger>Data Entry
    • In Cash Receipts, if a cash receipt number longer than 12 characters was entered on the Grid Entry tab, the system was not saving the entries. This has been corrected.
  • General Ledger>Government Reporting
    • Nebraska: The 2017-2018 Annual Financial Report and GASB 34 Reports are included in this release. Refer to Nebraska Annual Report and Nebraska GASB 34 Reports topics in the Help File for detailed instructions on generating these reports. If you have already completed your ESSA chart of account number changes, be sure to select Yes in the I have completed all my ESSA account number changes field.
  • Payroll>Data Entry
    • When using the From and To dates on the Select Leave Requests/Substitutes for Processing screen, located under the Options menu in Pay Period Entries and Employee Absences, the system was not filtering the grid properly. This has been corrected.
  • Payroll>Maintenance
    • Missouri: A new tab, Missouri Retirement, has been added to the Wages screen in Employees. The information here will be used to override information entered on the Custom Fields tab in Employees or generated based on the employee’s retirement deductions when completing the Missouri Retirement Report. Refer to the Completing the Wages Screen in the Employee File for additional details.
    • The Import Unit Pay and Import Contracts options, located under the Options menu in Employees, have been updated to include the new Missouri Retirement fields.
    • Illinois: The Illinois Department of Revenue has released a new Booklet IL-700-T which indicates the line 1 allowance has increased to $2,225. Once this update is installed, you will have the new tax table information. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Illinois2018.pdf.
  • Payroll>Government Reporting
    • Missouri: The Missouri Retirement Report has been updated to accommodate multiple Wage Types and Position Codes per employee, if needed. The View/Edit Data tab will group the payroll detail records by these two fields. The following reports have also been updated to accommodate this change: Missouri Retirement Report – Demographic Updates, Missouri Retirement Report – Enrollment Detail, and Missouri Retirement Report – All Payroll Detail. Refer to Missouri Retirement Report topic in the Help File for details on generating this information.
  • Main
    • For those districts using the online version of the School Accounting System with an Apple® Mac remote desktop connection, Version 10 has been tested and is available to use.
  • General Ledger>Maintenance
    • The Project Number field in Account Groups, available for Wyoming districts, has been increased to allow up to 25 characters.
  • General Ledger>Government Reporting
    • Nebraska: Because of the Every Student Succeeds Act (ESSA) and changes already being made by some districts in the chart of accounts, we are creating a way to programmatically ‘map’ all possible accounts to the old structure to generate the 2017-2018 Annual Financial Report. To do this, we are waiting for the Department of Education to release an updated list of the 2018-2019 ESSA Coding Structure (Clean Version) master list of acceptable accounts. Once that is made available, we plan to release an additional update which will include the 2017-2018 Annual Financial Report and the 2017-2018 GASB 34 Reports.
  • Payroll>Government Reporting
    • Missouri: The Missouri Retirement Report has been updated to accommodate Wage Type O for Non-Member PRSR as Non-Certified.
    • North Dakota: When generating the North Dakota Teachers Retirement Report, the Retirement Salary was being inflated by the number of times the employee’s wage was split between chart of account numbers if your retirement model number included using a payment in kind deduction. This has been corrected.
    • The Quarterly 941s option has been updated to allow for electronic submissions. In order to submit electronically, an authorized signer must request a PIN from the IRS using the 941 Electronic Authorized Signers/PIN Requests option, located under the Government Reporting>Quarterly 941s option. Once a PIN has been assigned by the IRS, it will be used when submitting the quarterly 941 electronically. Refer to the 941 Electronic Authorized Signers/PIN Requests and Submitting the Quarterly 941 Electronically topics in the Help File for detailed instructions on electronically submitting the quarterly 941.
  • General Ledger>Government Reporting
    • Kansas: The Kansas Budget Report for 2018-2019 has been updated to include a recent change released by the Department of Education.
    • North Dakota: When generating the Certificate of Levy report for Requested, the same dollar figures were appearing in both the Appropriation Requested and Final Appropriation columns. This has been corrected.
    • Wyoming: The Project Number fields have been updated with a new list from the Wyoming Department of Education for the Annual Report.
  • Payroll>Government Reporting
    • Iowa: There are no changes to the Iowa BEDS Report for this year.
    • Nebraska: There are no changes to the Nebraska Staff Reporting for 2018-2019.
    • North Dakota: When generating the North Dakota Teachers Retirement Report and selecting the Subtract Expensed field on the Report Options screen, employees with previously expensed wages are not being subtracted from the report when there is a Payment in Kind retirement deduction. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.07.19.01 (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.

  • General Ledger>Government Reporting
    • Kansas: The budget report for 2018-2019 has been included in this update.
    • North Dakota: The Department of Public Instruction has added a group of expenditure accounts to the 2017-2018 annual report for program code 285 that were not previously included when building the annual report file to upload. This update includes the new program codes and the annual report will need to be regenerated and a new upload file created.
  • Accounts Payable>Data Entry
    • Recurring invoice batches with multiple automatic payment invoices to the same vendor were experiencing an issue if one of the invoices was zeroed out and the Delete Zero Entries was selected when posting the batch. This has been corrected.
  • Payroll>Check Cycle
    • In some instances, if a payroll was calculated with previously expensed wages, the amounts being calculated on subsequent payrolls were not accurate. If your district was affected by this issue, an alert will be displayed on the payroll master menu. To correct it, you’ll need to contact customer support for assistance.
    • If an employee’s wage was expensed in more than one pay period entry batch, the second and subsequent expense batches were posting the expense entries to the salary payables account instead of the expense account. If your district was affected by this issue, an alert will be displayed on the payroll master menu. To correct it, you’ll need to contact customer support for assistance.
  • Payroll>Reports
    • Payroll Register – Detail with Chart of Account Numbers: For employees with part of their checking as direct deposit and part as a check, this report was only showing the Net Check as the direct deposit amount. The report has been updated.

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 18.07.19.01 (or higher, if applicable).

  • Web Link>Data Entry
    • If the requisition process is setup to automatically send emails and the email server requires authentication, the system was not always sending the appropriate emails. This has been corrected.
  • General Ledger>Maintenance
    • Missouri: After completing the ESSA Account Number Changes option, in some instances the Project and Location reference files were not displaying the correct length or allowing you to enter new account pieces with the correct length. This has been corrected.
  • General Ledger>Reports
    • The following reports have been updated to include an additional group to sort the detail line items in the order they were entered: Cash Receipt Form, Cash Receipt Listing – Detail, Cash Receipt Listing by Received From, Cash Receipt Listing by Cash Receipt Date, Cash Receipt Listing by Receipt Number, and Cash Receipt Listing by Fund.
  • Accounts Payable>Check Cycle
    • If the requisition process is setup to automatically send emails and the email server requires authentication, the system was returning an error and not always sending the appropriate emails. This has been corrected.
  • Payroll>Check Cycle
    • In some instances, if a payroll was calculated with previously expensed wages, the amounts being calculated on subsequent payrolls were not accurate. If your district was affected by this issue, an alert will be displayed on the payroll master menu. To correct it, you’ll need to contact customer support for assistance.
  • Payroll>Maintenance
    • The Idaho State Tax Commission has released new withholding tables for 2018. 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/Idaho2018.pdf

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.06.21.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

  • General Ledger>Data Entry
    • While on the Grid Entry screen in cash receipt data entry, the “+” sign was not working properly to increment the cash receipt number.  Also, if cash receipt numbers were assigned for entries in a recurring batch, the values were not being displayed on reports once the batch was posted.  These issues have been corrected.
  • General Ledger>Government Reporting
    • Illinois: The annual report for 2017-2018 has been included in this update.
    • South Dakota: The GASB 34 Reports for 2017-2018 have been included in this update.
  • General Ledger>Reports
    • Cash Receipt Listing – Summary: The Entries to Include report parameter has been removed from this report since it is not relevant and was causing incorrect totals to display.
  • Accounts Payable>Data Entry
    • A new field named Include Purchase Order Number on Import Invoices has been added to the Accounts Payable System File. This field can be used to automatically create a purchase order as part of the invoice import process. If selected, the Purchase Order Number field will be available on the Import Invoices screen, located under the Options menu in Invoices. Important Note: If importing an invoice where the purchase order number specified already exists in the system (was previously entered), the detail lines on the purchase order and invoice will not be tied together and the outstanding balance on the purchase order balance will not be reduced.
  • Accounts Payable>Maintenance
    • To have the Purchase Order Number field be available when using the Import Invoices option, a new field has been added to the Accounts Payable System File: Include Purchase Order Number on Import Invoices.
  • Payroll>Government Reporting
    • Illinois: FTE Percentage has been added as a new field on the Report Options screen of the Illinois Teachers Retirement Report option. A default value can be entered to report for the employees or a custom numeric field can be set up and a value designated for each employee in the employee file. Also, the Employer’s Annual Report of Earnings report has been updated to include this new field. Refer to the Illinois Teachers Retirement Report topic in the Help File for more information.
  • Accounts Receivable>Data Entry
    • Non-supervisor users were unable to use the Change Invoice Detail Description option, located under the Options menu in Invoices. This has been corrected.
    • In Prepaid Invoices, if a detail information line was changed after saving the entry, the Payment Transaction ID was being removed in error. This has been corrected. Also, if the Invoice Transaction ID is changed and it remains within the same department as the Payment Transaction ID, the Payment Transaction ID will not change. But, if the Invoice Transaction ID is changed and that ID is tied to a different department, the Payment Transaction ID will either change the ID to be the default for the department or if no default is designated, it will be blank for the user to select the correct one.

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 18.06.21.01 (or higher, if applicable).

  • Web Link>Employee Information
    • In some instances, the Leave Request Approvals screen was slow when reloading after approving or rejecting a request. This has been corrected.
  • General Ledger>Data Entry
    • Several enhancements/changes have been made to the Cash Receipts option:
      • A Grid Entry tab has been added. The screen will allow entries where there is a single detail line per header. When saving the entries, the system will automatically copy the Detail Description to the Cash Receipt Description and Detail Amount to Cash Receipt Amount. If an entry contains multiple detail lines, it will need to be entered on the Individual Entry tab. Multiple detail line entries will also display on the Grid Entry screen but will not be editable from there. The Set Screen Preferences (Header) and Set Screen Preferences (Detail) features will also apply to the Grid Entry screen.
      • A new Batch Entries section has been added to the Individual Entry screen. This list will display all entries entered in the batch.
      • When first opening a cash receipts batch, the cursor focus was not always located on the first field. This has been corrected.
      • Cash Receipt Listing – Summary and Cash Receipt Listing – Detail: These two new reports have been added to the system. The Cash Receipt Listing – Summary report has been designed to print in the portrait format.
      • After posting a recurring cash receipt batch, the system was incorrectly updating the cash receipt date on the entries within the batch. This has been corrected.
  • General Ledger>Government Reporting
    • Iowa: The GASB 34 Reports for 2017-2018 are now available. No software changes were needed for the Annual Report.
    • Illinois: The Budget Report for 2018-2019 is now available. The Annual Report for 2017-2018 is not available yet from the Illinois State Board of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Kansas: The Budget Report for 2018-2019 is not available yet from the Kansas State Department of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Missouri: The Annual Report and GASB 34 Reports for 2017-2018 are now available.
    • Nebraska: A new option has been added for Nebraska Annual Report – Test Upload. This new feature will allow you to create an upload file in the new format which will be used for the FY2019 annual report. Whichever Fiscal Year End is selected, the system will create a file containing all the active and inactive revenue and expenditure accounts with year to date amounts and all active revenue and expenditure accounts with no activity. This will give you the opportunity to verify that your accounts meet the state’s new reporting requirements. According to the Department of Education, they are making a few additional changes to the test site which should be applied by June 1 so uploads should not be completed prior to then. Refer to the Nebraska Annual Report Test Upload topic in the Help File for more information.
    • North Dakota: The Annual Report, GASB 34 Reports and Certificate of Levy reports for 2017-2018 are now available.
    • South Dakota: The Annual Report for 2017-2018 is now available. The GASB 34 Reports for 2017-2018 are not yet available from Legislative Audit. Once they are released, we’ll make the necessary changes and include them in a future update.
    • Wyoming: The Annual Report and GASB 34 Reports for 2017-2018 are now available.
  • General Ledger>Options
    • When using the Adjust Posted Entries for an accounts payable check containing a negative amount in the check detail, the system was not posting the cash entry correctly causing the fund to go out of balance. This has been corrected.
  • Accounts Payable>Checks Cycle
    • After printing checks, if a user tried to change information on the Batch Options screen they would receive an error. This has been corrected.
    • If multiple Select Invoices to Pay batches are select for a single check cycle, the system was displaying two batch search screens. This has been corrected.
  • Payroll>Data Entry
    • When using the Import Time Cards option within a Time Cards batch, the system was not correctly recording the time in and out if “a” and “p” were used to designate AM and PM. This has been updated.
  • Payroll>Maintenance
    • If selecting an inactive chart of account number on the Wages screen in the Employee File, the system will display a warning message to let you know the account is inactive but will let you continue to save the record.
    • If selecting an inactive chart of account number in the Default Expense Accounts List in the Pay Codes File, the system will display a warning message to let you know the account is inactive but will let you continue to save the record.
  • Payroll>Government Reporting
    • Illinois: Several enhancements have been made to the Illinois Employment Information System option. The Report Options screen has been updated to include a new field for Ed 360 Role. To use this field, a custom referenced field would need to be set up for the applicable employees and the custom referenced field designated on this screen. If the field is left blank, the Ed 360 Role for the employees will remain as their default and will not change in the EIS system. The Leaves tab now includes a column for Accumulate for Days Absent. When selected, the system will add up the number of days the employee was absent, divide by the Divisible Value, and display this number in the Days Absent field on the Edit Generated Data screen in the Position/Salary Detail section. The Data Elements have been updated for 2018. The Edit Generated Data screen now includes fields for Ed 360 Role, Days Absent, and Days Expected. Refer to the Illinois Employment Information System topic in the Help File for additional information on using this feature.
    • Missouri: The Report Options screen of the Missouri Retirement Report has been updated to include a field for Email Address. You will need to select which email address (Business, Personal, or Other) to report for your employees. Also, a new field, Exclude from Annual Base Salary, has been added to the Pay Codes tab. When this column is selected, the system will include the pay code in the gross salary amount but not in the annual base salary amount. There are now three different files which can be created for uploading into OASIS: Create Annual Base/Gross Salary Report File (previously named Create Report File), Annual Base Salary Only Report File, and Gross Salary Only Report File. The user can select the applicable option to create the file. Refer to the Missouri Retirement Report topic in the Help File for more information.
  • Payroll>Reports
    • Distribution Report by Employee: This report has been updated to include a Report Parameter for the function piece of the chart of accounts numbers.
  • Fixed Asset Inventory>Options
    • In some instances, the Import Scanner Data option, located under the Options menu in Process Scanner Data, was returning a timeout error. This has been corrected.
  • Report Writer
    • The AP Requisitions view group has been updated to include the vprEmployeePersonnelReference information.
    • Any view group which contains vprEmployeeWages has been updated to include Step Description, Lane Description, and the Comment field from the employee file wages screen.
  • Maintenance>Families/Children
    • The Address field has been increased from 30 to 40 characters for both the Mailing Address and Residential Address.
  • Reports>Family Detail Report
    • Sort 1 in the Sort Field section has been opened to allow a user to select the first sort for the report. The default will be HOH Name but can be changed. Also Mailing Address and Residential Address have been added to the Sort Fields as a way to sort the report.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.04.26.01 (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
    • In some instances, when using the navigation buttons to scroll through records, the system was not maintaining the proper sort order. This has been corrected.
  • General Ledger>Data Entry
    • Cash receipts entered with negative amounts were not properly posting to general ledger. This has been corrected. An alert will appear on the General Ledger main screen if your district had these types of entries, and you’ll need to contact Customer Support for assistance.
    • When posting a batch of cash receipts, the cash receipt number was posting to the account inquiry instead of the cash receipt detail description. This has been corrected.
    • If a user is set up with designated general ledger account groups for data entry, they were not able to save cash receipt entries unless the cash account for the fund was also in their account groups. This has been corrected.
  • Human Resources>Reports
    • Employee Listing – Evaluation Information: The report parameters for Evaluation Rating ID and Evaluation Rating Type ID were not working properly. They have both 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 18.04.26.01 (or higher, if applicable).

  • Web Link>Data Entry
    • If a user is set up with designated general ledger account groups for cash receipt data entry, they were not able to save entries unless the cash account for the fund was also in the account group. This has been corrected.
    • If the fields for Ship To Address ID, Employee ID, or Requisition Description were hidden for a specific approval tree, the system was not allowing the user to save the requisition. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.04.19.01 (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.

  • Main>User Controls
    • User Permissions have been added to General Ledger for Cancel Outstanding Receivables and Cash Receipt Inquiry. Refer to the User Security topic in the Help File to edit a user.
  • General Ledger>Data Entry
    • Several enhancements have been made to the Cash Receipt data entry option:
      • Data entry has been redesigned to accommodate header and detail information. This change allows for multiple detail lines to be assigned to one header record, keeping cash receipt details together on the same receipt. Refer to the Cash Receipts topic in the Help File for more information. A tutorial on this topic is also available.
      • If the Use System Numerically Assigned Cash Receipt Number field is selected in the General Ledger System File, the cash receipt number field will be disabled and the value will be auto assigned upon saving with the same number as the cash receipt key.
      • The Batch Options screen has a new section for End of Fiscal Year Options. If Create Receivables is selected, the system will post entries between the chart of account number and receivable account number. These entries can then be processed later once the revenue is received.
      • Select Receivables for Processing has been added to the Options menu. This feature can be used to process receivables once the revenue has been received. Detail lines for a receivable can be processed individually. Refer to the Select Receivables for Processing topic in the Help File for more information.
      • User screen preferences have been restored to the defaults. The new Set Screen Preferences (Header) and Set Screen Preferences (Detail) options can be used to reset individual user preferences.
      • A new Copy Cash Receipt feature has been added to the Options menu, allowing a user to select a previous entry to create a new receipt. Refer to the Copy Cash Receipt topic in the Help File for more information.
      • The Import Cash Receipts option has been updated to accommodate the new features within this option.
      • The four Cash Receipt Reports have been updated to display the new fields.
    • The Reallocate COA Balances option, located under the Options menu in Manual Journal Entries, has been enhanced. The feature now allows a user to select which line items to process and includes columns for the account references for easy filtering. Refer to the Reallocate COA Balances topic in the Help File for more information.
  • General Ledger>Maintenance
    • Two new fields have been added to the General Ledger System File. When selected, the Use System Numerically Assigned Cash Receipt Numbers field will have the system automatically assign the cash receipt numbers when entering cash receipts. The cash receipt number field will be disabled during data entry and the assigned number will be equal to the cash receipt key. The Automatically Calculate Totals on Cash Receipt Entry field will have the system automatically add up all the detail lines when saving a cash receipt. Refer to the General Ledger System File topic in the Help File for more information.
    • If a custom report is designated in the Default Cash Receipt field in the General Ledger System File, it may no longer print properly due to changes made to the report table structure in Report Writer. If you are having issues, please contact Customer Support for assistance.
    • A new field, Last Cash Receipt Date, has been added to the Received Froms. This field will automatically update with the last date a cash receipt was posted for the received from. When the update is installed, the latest date of all posted cash receipts will display in this field.
  • General Ledger>Options
    • Several enhancements have been made to the Adjust Posted Entries option:
      • An option has been added for cash receipts on the General Ledger tab. Each line item can be adjusted individually and the new chart of account number can be from a different fund.
      • The Accounts Payable tab has been updated to include an Adjust button to enter the adjusting entries. The system will allow the account numbers to be from different funds for districts operating on a cash basis as long as they are in the same checking account. Accrual basis districts must maintain the entries within the same fund. Users will also be able to split an original entry into more than one line as long as the new invoice detail amount matches the original amount.
      • The Payroll tab has been updated to include an Adjust button to enter the adjusting entries. The system will allow the new expense chart of account number to be from a different fund as long as it has the same checking account as the original account number and the entry is not from an expense payroll. Users will also be able to split an original entry into more than one line using the new expense chart of account number and pay code ID as long as the total for the adjusting entries matches the original line item amount.
      • Refer to the Adjust Posted Entries topic in the Help File for more information.
    • The new Cash Receipt Inquiry option shows all the information for posted and unposted cash receipts. This option can also be accessed from within cash receipt batches and received froms. The four Cash Receipt Reports are available on the Reports menu. Refer to the Cash Receipt Inquiry topic in the Help File for more information.
    • The Cancel Outstanding Receivables option cancels the remaining balances for all the line items for outstanding receivables so they are no longer displayed within the Select Receivables for Processing option. Refer to the Cancel Outstanding Receivables topic in the Help File for more information.
  • General Ledger>Reports
    • Received Froms Listing: A new report parameter for Last Cash Receipt Date has been added to this report.
  • Accounts Payable>Data Entry
    • Invoice entry has been enhanced to allow invoices to be expensed at the time they are entered in the batch. On the Batch Options screen, a new section for End of Fiscal Year Options has been added. If Expense Invoices is selected, the system will post the invoices like normal but an expense batch will also be created and applicable entries will be posted to General Ledger using the Expense Entry Date. The options for Credit Card Payment Batch, Recurring Entries, and Prepaid Information will not available if an invoice batch is flagged as an expense batch. Refer to the Completing Batch Options for Invoices topic in the Help File for more information. Also, the two Expense Outstanding Payables Reports have been added to the Reports menu.
    • When using a chart of account number from a fund marked as an activity fund in the General Ledger fund file, the system will now include unposted cash receipt amounts in the Fund Balance field for invoices, purchase orders, requisitions, and requisition approvals.
  • Accounts Payable>Maintenance
    • If a user did not have access to Report Writer they could not add Report Parameters in the Purchase Order Format Setup option. This has been corrected.
    • A new section for Purchasing Vendors has been added to the Accounts Payable System File. This section will allow districts to select which purchasing vendors will be available for users to access. After this update is installed, k-Purchase will be listed in the Vendor Name List by default. If no vendors are listed, the Purchasing Partner options will be removed from the School Accounting System and Web Link.
  • Accounts Payable>Options
    • The Expense Batch Description has been added to the Vendor Inquiry for invoice entries.
    • The From and To dates have been moved off the Batch Options screen and on to the Expense Outstanding Payables form. If entered, the system will filter the invoices and purchases orders by the applicable dates.
  • Accounts Payable>Reports
    • Voucher and Warrant by Account Number and Voucher and Warrant by Invoice: These two reports have been modified to include Variable Fields for Approved Date and Verification Date and will only show if the corresponding fields have information in the Voucher Jacket Setup option. When a date is entered, the system will print the applicable information on the report. Because of this change, the Voucher Jacket Information sections have been removed from the Batch Options screen in invoices and the Checks screen when printing vendor checks.
  • Payroll>Maintenance
    • Several enhancements have been made in the Employee File for those districts who use the Payroll Type of Expense Payroll, typically used during the End of Fiscal Year process. On the Wages tab, in the Expensed Payroll section, the total and remaining amounts will display by fund number for each pay code. On the Taxes and Deductions tabs, new Expensed Payroll sections have been added to display the total and remaining expense amounts by pay code and fund number for the applicable taxes and deductions.
    • A Comments field has been added to the Pay Code File.
    • Missouri: The Missouri Department of Revenue has released new tax table information for 2018. Once this update is installed, you will have the new tax tables. To view and verify this information, print the document found here: https://docs.su-inc.com/taxes/Missouri2018.pdf.
  • Payroll>Options
    • The Employee/Payee Inquiry has been updated to include additional details for each employee check. In the Wages List, the chart of account numbers for the pay codes will be displayed along with the batch information for any pay period entries. In the Deductions and Taxes List, the chart of account numbers will be displayed for each item.
    • The following calendars have been updated to display the substitute’s name, start date, and end date for each applicable leave request entry: View Leave Request Calendar, Leave Request Inquiry, Edit Leave Request Substitutes, and Leave Request Approvals.
  • Payroll>Government Reporting
    • Nebraska: The Employee Status field was not displaying information on the Staff Position Assignments tab. This has been corrected.
    • North Dakota: If the only payroll entries for an employee for the fiscal year were in an expensed payroll, the employee was being excluded from the North Dakota Teachers Retirement Report when selecting the Include Expensed checkbox. This has been corrected.
  • Payroll>Reports
    • Employee Expensed Wages Report – Summary and Employee Expensed Wages Report – Detail: These new reports will display information for expensed wages, taxes, and deductions, including the total and remaining expensed amounts.
    • Pay Code Listing and Pay Code Listing with Cross References: These two reports have been updated to include the Comments field.
  • Accounts Receivable>Data Entry
    • The Invoice Detail Description field in Invoices, Payments, and Prepaid Invoices has been expanded to allow up to 1000 characters. If posting detail to General Ledger, the system will truncate the description to only the first 40 characters.
  • Accounts Receivable>Maintenance
    • If a custom statement was designed using the Statement Report Setup option, in some cases the report will need to be modified to ensure the entire 1000 characters for the invoice detail description are printed. Also, if a user did not have access to Report Writer they could not add Report Parameters. 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 18.04.19.01 (or higher, if applicable).

  • Web Link>All System
    • On various screens, when saving a record, required fields will be denoted with a red asterisk if there is missing data.
  • Web Link>Data Entry
    • Several enhancements have been made to the Cash Receipt data entry option:
      • Data entry has been redesigned to accommodate header and detail information. This change allows for multiple detail lines to be assigned to one header record, keeping cash receipt details together on the same receipt. Refer to the Cash Receipts topic in the Help File for more information.
      • In the General Ledger System File of the School Accounting System, if the Use System Numerically Assigned Cash Receipt Number field is selected, the cash receipt number field will be disabled and the value will be auto assigned upon saving with the same number as the cash receipt key.
      • In the General Ledger System File of the School Accounting System, if the Automatically Calculate Totals on Cash Receipt Entry field is selected, the system will automatically add up all the detail lines and place the value in the cash receipt amount field when the receipt is saved.
      • A new Copy Cash Receipt feature has been added, allowing a user to select a previous entry to create a new receipt. Refer to the Copy Cash Receipt topic in the Help File for more information.
    • When using an activity fund chart of account number in Requisition Entry, Requisition Approvals, or Purchase Orders, the Fund Balance will now include unposted cash receipt amounts.
    • In Requisition Entry, if an approval tree is set up requiring the chart of account number and the Post to GL field was hidden, the system was allowing the user to save the entry without an account number. This has been corrected.
  • Web Link>Employee Information
    • The following calendars have been updated to display the substitute’s name, start date, and end date for each applicable leave request entry: View Leave Request Calendar, Leave Request Inquiry, Edit Leave Request Substitutes, and Leave Request Approvals.
  • Main
    • An Important Information section will appear under the customer login if there are any system messages the user needs to be aware of. For example, this section will be used to inform customers of upcoming releases and when the system may be down for maintenance.
    • A new option for Release Notes has been added to the Help menu. When selected, the user will be able to view the documentation of the changes and enhancements made to Census.
  • Maintenance>Families/Children
    • Navigation buttons for First Record, Previous Record, Next Record, and Last Record have been added to the Families screen. These buttons will allow a user to easily page through the family records. If making changes to a record, the family information should be saved prior to selecting one of the navigation buttons.
    • When using the Search by Children in all Families button, additional columns for Option District, Transfer Date, and Comments are now available.
  • Reports>Family Detail Report
    • Several changes have been made to the Report Parameters:
      • The Contacted parameter has been moved to the Family Fields section.
      • New children parameters have been added for Handicap, Affiliate District, Option District, and Transfer Date Between.
      • The children parameters will now pertain to all ages, not just those 20 and under. The upper limit for the Age Between parameter will default to 20, but can be changed.
      • In the Misc Fields section, the Include families where all children are over 20 field has been changed to Exclude families where all children are over 20 and will be selected by default.
      • A Sort Fields section has been added to allow users to sort the data in various ways.
    • When viewing the report, all children will now be listed in the detail section regardless of their age.
  • Reports>Children Report
    • Several changes have been made to the Report Parameters:
      • The Contacted parameter has been moved to the Family Fields section.
      • New children parameters have been added for Handicap, Affiliate District, Option District, and Transfer Date Between.
      • The children parameters will now pertain to all ages, not just those 20 and under. The upper limit for the Age Between parameter will default to 20, but can be changed.
      • A Sort Fields section has been added to allow users to sort the data in various ways.
  • Reports>Mailing Labels
    • Several changes have been made to the Report Parameters:
      • The Contacted parameter has been moved to the Family Fields section.
      • New children parameters have been added for Handicap, Affiliate District, Option District, and Transfer Date Between.
      • The children parameters will now pertain to all ages, not just those 20 and under. The upper limit for the Age Between parameter will default to 20, but can be changed.
      • In the Misc Fields section, a new selection for Include families without children has been added.
      • A Sort Fields section has been added to allow users to sort the data in various ways.
  • Payroll>Maintenance
    • North Dakota: The North Dakota Office of the State Tax Commissioner has released the tax table information for 2018. Once you install this update, you will have the updated tax tables. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/NorthDakota2018.pdf.
  • Payroll>Government Reporting
    • The 2018 Quarterly 941 is included in this release. There are no changes to the Schedule B for tax year 2018.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.02.13.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

  • General Ledger>Government Reporting
    • Iowa: The 2018-2019 Iowa Budget Summary Report is now available.
    • Missouri: The Missouri SDAC report has been updated to include the quarter dates for 2018.
  • Accounts Payable>Requisitions
    • When using the Copy Requisition option, if the requisition you are copying has already been tied to a purchase order, then the new requisition was getting tied to that same purchase order in error until the requisition was fully approved. Once approved then it was getting disconnected from that purchase order. This has been corrected.
  • Payroll>Reports
    • Daily Substitute Assignment Report: The Employee ID report parameter has been renamed to Substitute Employee ID and now displays all assigned substitutes rather than just substitute assignments for the employee logged into Web Link. With this change, the report can now be generated to view all substitutes assigned to all employee leave requests.
  • Fixed Asset Inventory>Assets
    • When using the Add New Assets option, the system will no longer prompt to ask if you want to save the entry if you have already started adding an asset and then put your cursor back into the Asset Tag field. This change was implemented because in some instances the screen was locking up.

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 18.02.13.01 (or higher, if applicable).

  • Web Link>Employee Information
    • When viewing the Edit Leave Request Substitutes Detail screen, the leave balances section was showing and should not have been. This has been corrected.
    • During Leave Request Entry, some users were able to submit leaves where the time was not formatted properly which caused errors during the approval process or when viewing the leave in the View Leave Request Substitutes, Leave Request Inquiry, or View Leave Request Calendar. This has been corrected.
  • Web Link>Reports
    • Daily Substitute Assignment Report: The Employee ID report parameter has been renamed to Substitute Employee ID and now displays all assigned substitutes rather than just substitute assignments for the employee logged into Web Link. With this change, the report can now be generated to view all substitutes assigned to all employee leave requests.

Important Tax Information

Note: This update contains changes to the Federal Income Tax and Missouri State Income Tax. Once installed, you will have the appropriate tax table information. All other tax and unemployment changes (if necessary) were implemented on Version 17.12.19.01 or 18.01.04.01 and the information for those taxes can be viewed in the release notes for those versions.

Federal Income Tax: The 2018 Federal Income Tax information has been updated. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Federal2018.pdf

Missouri: The Missouri Department of Revenue has released the tax table information for 2018. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Missouri2018.pdf.

North Dakota: The North Dakota Office of the State Tax Commissioner still has not released the 2018 tax table information and is recommending employers continue to use the 2017 withholding tax tables until the they are released. As mentioned in previous release notes, we have copied 2017 to 2018 without making any additional changes. Once new tables are available, we will plan to prepare an additional update that will be released to all customers. You also have the option to manually change the tax tables in accordance with the 2018 Income Tax Withholding Rates & Instructions when available. No matter which method you use to update your information, it is important to verify the figures for accuracy.

  • All System
    • The Email Reports screen has been updated to include a new section for File Type. Users will now have the ability to select either Excel Spreadsheet (XLSX) or Portable Document Format (PDF) for the attachment file type. PDF will be selected by default, but can be changed.
  • General Ledger>Check Options
    • On the Replace/Reprint Checks screen, the date of the check will display in the Check Date field and cannot be changed. A new field for Replacement Check Date has been added and if doing a replacement check, the value will default to the original check date, but can be changed.
  • General Ledger>Maintenance
    • Nebraska: In the Chart of Accounts, a new reference piece, Sub Account, has been added as optional for expenditure accounts. Previously the Sub Account could only be used in balance sheet and revenue type accounts.
    • Nebraska: A new option has been added to the Options menu in the Chart of Accounts: ESSA Account Number Changes. This new feature for Nebraska districts does the following: makes the Building reference piece a required piece for expenditure accounts; allows the account structure for the expenditure accounts to be changed if desired (able to change the order of the reference pieces and whether or not the optional reference pieces are used); and if the Level reference piece is currently being utilized with expenditure accounts, provides a way to define the building codes to use in the expenditure accounts as based on the existing level codes. Refer to the ESSA Account Number Changes topic in the Help File for more details.
  • Accounts Payable>Options
    • On the Replace/Reprint Checks screen, the date of the check will display in the Check Date field and cannot be changed. A new field for Replacement Check Date has been added and if doing a replacement check, the value will default to the original check date, but can be changed.
  • Payroll>Options
    • In the Leave Request Options on the Leave Approval Paths screen, changes were not able to be made to the Leaves List on an existing approval path. This has been corrected.
    • On the Replace/Reprint Checks screen, the date of the check will display in the Check Date field and cannot be changed. A new field for Replacement Check Date has been added and if doing a replacement check, the value will default to the original check date, but can be changed.
  • Fixed Asset Inventory>Options
    • Two new fields have been added to the Process Asset Disposal screen: Purchase Date and Comments. The Purchase Date field will display the date the asset was purchase and cannot be changed. The Comments field will allow the user to enter in a comment for the asset disposal.
  • Fixed Asset Inventory>Reports
    • Disposal Batch Listing: This report has been updated to include the Comments field.
  • Report Writer
    • The PR Entries-Pay Period/Employee Absences view group has been updated to include the Check Number field.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.01.04.01 (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.

Important Tax Information

Note: This update contains changes to the Illinois State Income Tax. Once installed, you will have the appropriate tax table information. All other tax and unemployment changes (if necessary) were implemented on Version 17.12.19.01 and the information for those taxes can be viewed in the release notes for that version. For Federal Income Tax, North Dakota and Missouri State Income Taxes, please see the specific notes below.

Federal Income Tax: The 2018 Federal Income Tax information still has not been posted by the Internal Revenue Service due to enactment of the Tax Cuts and Job Act by the US Congress (https://www.irs.gov/newsroom/irs-statement-withholding-for-2018). The 2017 tables were copied to 2018 in the 17.12.19.01 release. Once the new tables are available, we will plan to prepare an additional update that will be released to all customers.

Illinois: The Illinois Department of Revenue has released a new Booklet IL-700-T which indicates the line 1 allowance has decreased to $2,000. Once this update is installed, you will have the new tax table information. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Illinois2018.pdf.

North Dakota: The North Dakota Office of the State Tax Commissioner is recommending employers continue to use the 2017 withholding tax tables until the 2018 tables are released. To accommodate their instructions, we have copied 2017 to 2018 without making any additional changes. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/NorthDakota2018.pdf. Once new tables are available, we will plan to prepare an additional update that will be released to all customers. You also have the option to manually change the tax tables in accordance with the 2018 Income Tax Withholding Rates & Instructions when available. No matter which method you use to update your information, it is important to verify the figures for accuracy.

Missouri: The Missouri Department of Revenue is recommending employers continue to use the 2017 withholding tax tables until the 2018 tables are released. To accommodate their instructions, we have copied 2017 to 2018 without making any additional changes. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Missouri2018.pdf. Once new tables are available, we will plan to prepare an additional update that will be released to all customers. You also have the option to manually change the tax tables in accordance with the 2018 Missouri Withholding Tax Formula when available. No matter which method you use to update your information, it is important to verify the figures for accuracy.

  • Accounts Payable>Check Cycle
    • If a vendor has invoices to multiple checking accounts which includes negative invoices, in some instances invoices from a fund may be tied to the incorrect checking account. This has been corrected.
    • On the Checks screen, after completing the Batch Options information, the system was not automatically switching to the Check Printing tab. This has been corrected.
    • In some instances, the Last Check/Stub Number was not reflecting the correct information when searching on the Starting Check/Stub Number field while printing checks or direct deposit stubs. This has been corrected.
  • Payroll>Check Cycle
    • In some instances, the Last Check/Stub Number was not reflecting the correct information when searching on the Starting Check/Stub Number field while printing checks or direct deposit stubs. This has been corrected.
  • Payroll>Government Reporting
    • If a district had more than 10 deductions designated to print in Box 14 on the employee W2s, no deductions were displaying or printing in this box once the W2s were generated. This has been corrected and for those that have already generated their W2s, you’ll need to select the Regenerate option located under the Options menu in Employees W2s.
  • Negotiations>Maintenance
    • The Copy Package feature, found under the Options menu in Packages, was returning an error message when executed. 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 18.01.04.01 (or higher, if applicable).

  • Web Link>Reports
    • The Lost Your Password? option was showing on the login screen for all users and should have only been available for those districts with this feature set up. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.12.20.01 (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.

  • All System
    • When generating any report to a PDF 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 17.12.20.01 (or higher, if applicable).

  • Web Link>Reports
    • Users were experiencing an Access Denied message when generating any report. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.12.19.01 (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.

Recommendation: The end of calendar year is just around the corner and soon you’ll be working on generating your 2017 W2 file. It is our recommendation that all districts complete the steps for balancing the calendar year totals and W2 totals prior to processing your last December payroll so adjustments can be made and included in the last payroll if necessary. To balance prior to December’s payroll, complete Steps 1 through 5 on the Payroll End of Calendar Year Checklist (then after the last payroll is updated for 2017, repeat Steps 1-5 when completing the end of calendar year process).

Important Tax Information

Federal Income Tax Tables copied from 2017 to 2018: The 2018 Federal Income Tax information has not yet been posted by the Internal Revenue Service due to potential enactment of the Tax Cuts and Job Act by the US Congress (https://www.irs.gov/newsroom/irs-statement-withholding-for-2018). Based on information obtained from the American Payroll Association’s website (http://www.americanpayroll.org/), it is their recommendation to continue using the 2017 Federal Income Tax tables until the IRS releases the 2018 tables.

Tax Tables with changes for 2018: Social Security (limit change only), Minnesota State Income Tax, and Idaho State Income Tax

Tax Tables with NO changes for 2018: Federal Unemployment, Illinois State Income Tax, Iowa State Income Tax, Kansas State Income Tax, Maryland State Income Tax, Medicare, Montana State Income Tax, Ohio State Income Tax, St. Louis Local Income Tax, Kansas City Local Income Tax, and Wisconsin State Income Tax

Tax Tables that have not yet been released: Missouri State Income Tax and North Dakota State Income Tax. The Department of Revenue in each state has not yet released the state withholding tables for 2018. Once the tax tables are released, we will plan to prepare an additional release which will include the new tables.

States with unemployment Taxable Wage Base changes for 2018: Iowa, Missouri, North Dakota, and Wyoming

States with NO unemployment Taxable Wage Base changes for 2018: Illinois, Kansas, Nebraska, and South Dakota

Once you install the 17.12.19.01 update, you will have the released 2018 information for the federal, state and local income taxes and unemployment taxable wage base limits for applicable states. To view and verify this information, please print the appropriate documents using the links below. The tables in these documents MUST be compared to your tax information in the Taxes option under the Maintenance menu in Payroll prior to calculating your first payroll in January 2018.

If you are currently using the Negotiations module with the School Accounting System, the 2018 tax and unemployment information will update automatically upon installing the update.

Federal Taxes: https://docs.su-inc.com/taxes/Federal2018.pdf

State Taxes/Unemployment:
Colorado https://docs.su-inc.com/taxes/Colorado2018.pdf
Idaho https://docs.su-inc.com/taxes/Idaho2018.pdf
Illinois https://docs.su-inc.com/taxes/Illinois2018.pdf
Iowa https://docs.su-inc.com/taxes/Iowa2018.pdf
Kansas https://docs.su-inc.com/taxes/Kansas2018.pdf
Maryland https://docs.su-inc.com/taxes/Maryland2018.pdf
Minnesota https://docs.su-inc.com/taxes/Minnesota2018.pdf
Missouri https://docs.su-inc.com/taxes/Missouri2018.pdf (State Income Tax Not Yet Released)
Montana https://docs.su-inc.com/taxes/Montana2018.pdf
Nebraska https://docs.su-inc.com/taxes/Nebraska2018.pdf
North Dakota https://docs.su-inc.com/taxes/NorthDakota2018.pdf (State Income Tax Not Yet Released)
Ohio https://docs.su-inc.com/taxes/Ohio2018.pdf
South Dakota https://docs.su-inc.com/taxes/SouthDakota2018.pdf
Wisconsin https://docs.su-inc.com/taxes/Wisconsin2018.pdf
Wyoming https://docs.su-inc.com/taxes/Wyoming2018.pdf

Local Taxes:
Kansas City https://docs.su-inc.com/taxes/KansasCityLocal2018.pdf
St. Louis https://docs.su-inc.com/taxes/StLouisLocal2018.pdf

  • All System
    • A new File Type, Other for Other Delimited File, has been added to all the import screens along with a field to designate the delimiter character.
    • When using the To Screen button on the Report Printing Options screen, the report will automatically display using the Continuous View feature. This will allow for easy use of the mouse scroll wheel to move from page to page.
    • When using the Combine IDs feature available in several of the maintenance options, the system was returning an error. This has been corrected.
    • There were several maintenance files in the system that were allowing identical IDs and should not have been. Once this update is installed all IDs will be made unique. If there were duplicates in your database, the system will automatically add a numeric value starting with 1 at the end of the ID. The affected maintenance files are as follows:
      • Main: Users
      • Accounts Payable: Approval Trees, Vendor Groups
      • Payroll: Employee Groups, Leave Approval Paths, Leaves, Pay Codes, Taxes, Workers Compensation Classes
      • Human Resources: Benefits, Benefit Types, Certificate Types, Checklists, Course Types, Endorsements, Endorsement Types, Evaluation Rating Types, Evaluation Types, Grade Levels, Position Types, Schools, School Types, Sites, Trainings, Training Types
      • Negotiations: Packages
  • Main>Maintenance
    • On the Web Link tab in Email Manager, ENDDATE has been added as a reserved word for use in the leave request message fields. When added to a message, the system will insert the end date for the submitted leave request. Also fields have been added to send emails to users who have access to edit substitute entries: Send Email to Users who Edit Substitutes and Edit Substitutes Message. If these two new fields are set up, the system will automatically send emails to the users once a leave request has received final approval.
  • Main>User Controls
    • User Permissions have been added to Payroll and Web Link, if applicable, for Edit Leave Request Substitutes and View Leave Request Calendar. Refer to the User Security topic in the Help File to edit a user.
  • General Ledger>Maintenance
    • In the Chart of Accounts on the Inquiry tab, prior year outstanding purchase orders will now display in the current year to give a more accurate balance for the account number.
    • A new option has been added to the Options menu in the Chart of Accounts: Inactivate Chart of Account Numbers. This feature will allow a user to easily inactivate a group of account numbers. Refer to the Inactivate Chart of Account Numbers topic in the Help File.
  • General Ledger>Government Reporting
    • Nebraska: The Educational Service Unit Annual Financial Report for 2016-2017 has been included in this update.
    • Missouri: After completing the ESSA Account Number Changes option, the system was returning an error when printing the Revenue Summary Report. This has been corrected.
  • General Ledger>Reports
    • Chart of Account Numbers with Active Entries: This new report will list the batch type and batch name or requisition number of chart of account numbers with active entries.
  • Accounts Payable>Data Entry
    • If the Automatically Create Purchase Order in Invoice Entry field is selected in the Accounts Payable System File, and an invoice was entered in a batch and deleted before the batch was posted, the system was not removing the purchase order too. This has been corrected. In addition, during the update installation process, all prior purchase orders matching this criteria will be deleted.
  • Accounts Payable>Check Cycle
    • In some instances if a vendor had multiple check sequences assigned and there were too many invoices to print on one check, a zero balance check was being generated and should not have been. This has been corrected.
    • When using the search feature on the Starting Check Number field, the Last Check Number was not always reflecting the correct information. This has been corrected.
  • Accounts Payable>Options
    • When using the Email Purchase Orders option, the system creates a PDF document for each purchase order being emailed. The name of the document always includes the purchase order number and if the number included slash characters (i.e. / or \) it was causing issues with email servers. This has been corrected in that the system will remove most special characters in the name of the PDF document.
  • Accounts Payable>Reports
    • Purchase Order Distribution Report – Detail: This report has been modified to remove the optional field for Unencumbered Balance.
    • Purchase Order Distribution Report – Detail with Unencumbered Balance: This new report includes a variable report parameter for Processing Month. The value entered in this field will determine the processing month for the unencumbered balance for the chart of account number.
  • Payroll>Data Entry
    • In Employee Absences, if a leave entry is made for an employee and then in the next entry that same employee is being paid, the system will no longer default in the Subbed For Employee ID, which was reflecting the same employee ID being paid.
    • In Pay Period Entries and Employee Absences, the Leave Request Comments will now display in the informational section in the middle of the left-hand side of the screen.
    • The custom referenced fields for the main employee have been added to the Select Leave Requests/Substitutes for Processing screen found under the Leave Requests menu in Pay Period Entries and Employee Absences.
    • The system was always sorting the Display All (No Totals) tab in the Batch Entries grid in Pay Period Entries or Employee Absences by the Employee ID regardless of the column order. A change has been made to sort the grid by the first four columns.
  • Payroll>Check Cycle
    • If there was an amount due in a deduction payable and the payroll had multiple date sequences, only the amounts for one of the date sequences were being applied to the amount due. This has been corrected.
    • If an override checking account was used while calculating the payroll and there were payable amounts in the deductions, the system was returning a cash out of balance error. This has been corrected.
    • After expensing hourly wages for the end of fiscal year, if additional entries were made to the same pay code for the same fund, in some instances the system was expensing the wages to the fund from the employee file pay code instead. This has been corrected.
    • If the Payroll System File has Post Detail to General Ledger selected, zero balance entries were being posted to general ledger when updating a payroll check cycle and should not have been. This has been corrected.
  • Payroll>Maintenance
    • If employee leave balance information is set to display on employee checks, the values were printing with only two decimal places. A change has been made to allow the fields to display up to four decimal places. To change your existing employee check or direct deposit stubs, the formats will need to be resaved in the Check Setup – Employees option by entering the name of 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.
    • The system was allowing information on one tab in the employee file to be edited prior to it fully completing the save of the previous edit. This has been corrected.
    • When using the Adjust ACA Employee Offer of Coverage in the employee file, if an employee didn’t have any information in Box 14 but did have information in Box 16, they were being excluded when using the Copy Previous Year feature. Also, if an employee had a previously submitted ACA form, they were being excluded from the adjust option and should not have been. These errors have been corrected.
  • Payroll>Options
    • A new option has been added to make it easier for substitutes to be assigned to employee leave requests: Edit Leave Request Substitutes. This feature allows designated users to enter substitutes for leave requests that have been submitted, are pending or fully approved, and have not yet been brought into a batch of Employee Absences or Pay Period Entries. Users need to either already be an approver in the approval path or designated in the new Edit Substitutes section on the Leave Approval Paths tab in the Leave Request Options. Refer to the Edit Leave Request Substitutes topic in the Help File.
    • The Leave Approval Paths and FMLA (if applicable) tabs in the Leave Request Options have been modified to include a section for Edit Substitutes. Users designated in this section who are given access to the Edit Leave Requests Substitutes screen will be able to assign substitutes to employee leaves that have been submitted and are pending or fully approved. Refer to the Leave Request Options topic in the Help File.
    • View Leave Request Calendar is a new option showing the summary information for all submitted leave requests (and FMLA leave requests, if applicable) pending approval or are fully approved. Refer to the View Leave Request Calendar topic in the Help File.
  • Payroll>Government Reporting
    • At this time, the IRS is not yet accepting Affordable Care Act (ACA) electronic submissions for tax year 2017. The information we have received indicates they hope to begin receiving submissions in mid-January.
    • The Generate/View System Estimated Details option in the Affordable Care Act (ACA) C Forms option was restricted to only those users with supervisor rights. Also in some instances the Employer 1094-C tab was taking a long time for the information to display. These errors have been corrected.
    • While there is a federal law in place allowing for the truncation of the social security number on employee W2 forms, the General Instructions for Forms W-2 and W-3 specifically state the number cannot be truncated; therefore the Print Last Four Digits of Federal ID field has been removed from the Print W2s tab in the Employee W2s option. The IRS plans to release future guidelines on social security number truncation for W2s.
  • Payroll>Reports
    • Daily Leave Request Absence Report: This new report will sort by day, listing each employee absent and their assigned substitute.
    • Daily Substitute Assignment Report: This new report will sort by day, listing each substitute and the designated employee they are subbing for.
    • Employee Leave Balance Report, Employee Listing – Leave Information, Employee Absence Report with Balances, Employee Leaves Over Maximum, Employee Detail Listing for Payroll, Employee Detail Listing with Signature Line, and Employee Detail Listing for Human Resources: End Date was added as an additional sort and a report parameter on all of these reports.
    • Employee Listing – Taxes Information: This new report will reflect information from the Taxes tab in employee file and includes several report parameters including one to select only those with Exempt indicated for a tax.
    • Payroll Register – Detail with Chart of Account Numbers: In some instances the description for the pay code was missing on the report. This has been corrected.
    • Deduction Totals Report: This report has been modified to include report selections for Unposted, Posted and Posted Summary. It has also been added to the Check Cycle Pre-Check Reports.
    • Distribution Report by Expense Account with Detailed Earnings, Distribution Report by Expense Account with Summary Earnings and Distribution Report by Expense Account Summary: These reports have been updated to separate employees with matching names but different employee IDs.
    • Full Time Employee Listing for 1095-C Forms: In some instances this report was taking a long time to generate. This has been corrected.
  • Human Resources>Options
    • If a Sick Bank had a lower limit of zero, when doing a Sick Bank Withdrawal the system was allowing you to exceed this lower limit. This has been corrected.
  • Negotiations>Maintenance
    • If the Salary Totals table was calculated with a 0 in the Decimal Places field, the pay rates for these contracts were being generated with 0 decimals as well rather than the total contract divided by total payments. 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 17.12.19.01 (or higher, if applicable).

  • Web Link>Employee Information
    • A new option has been added to make it easier for substitutes to be assigned to employee leave requests: Edit Leave Request Substitutes. This feature allows designated users to enter substitutes for leave requests that have been submitted, are pending or fully approved, and have not yet been brought into a batch of Employee Absences or Pay Period Entries. Refer to the Edit Leave Request Substitutes topic in the Help File.
    • View Leave Request Calendar is a new option showing the summary information for all submitted leave requests (and FMLA leave requests, if applicable) pending approval or are fully approved. Refer to the View Leave Request Calendar topic in the Help File.

Due to changes in this release, the installation process will take longer.  In some instances, it could take 10 to 15 minutes to update the database.  Do not close out of the system while the database is being updated.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.10.24.01 (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
    • K-Purchase is a new Software Unlimited, Inc. purchasing partner to assist districts with their purchasing needs.  K-Purchase provides a one-stop, online shopping resource with assistance for any specific purchasing needs.  K-Purchase also offers a cloud-based requisition platform districts can sign up to use.  To access, select the k-Purchase link under the Purchasing Partners section from any main screen.
      • If your district is not signed up for k-Purchase’s requisition platform, the user will be prompted to verify their name and email address and then will be able to shop.  Once done, they can create a .PDF quote document to use for approvals.
      • If your district is already signed up with k-Purchase to use their requisition platform, the user will be prompted to enter their login information before they can shop.  After the user is done shopping, a requisition can be created for approval, and once approved, the purchase order (approved requisition) can be exported and imported into the School Accounting System.
  • General Ledger>Maintenance
    • Missouri Only:  A new option has been added to the Options menu in the Chart of Accounts: ESSA Account Number Changes.  This new feature will allow Missouri districts to implement changes to their account structure and account numbers to comply with the Every Student Succeeds Act (ESSA) requirements.  When using this option, a new Source of Funds reference piece will be added to expenditure accounts, and the length of the Location (formerly Operational Unit) and Project reference pieces will be expanded.  Refer to the ESSA Account Number Changes topic in the Help File for more details.
  • Accounts Payable>Requisitions
    • A new option has been added to the Options menu in Requisitions Options: Export k-Purchase Setup Files.  This feature is used to extract data from the School Accounting System that can then be sent to k-Purchase for assistance with implementing their cloud-based requisition platform.  Refer to the Export k-Purchase Setup Files topic in the Help File for more details.
  • Accounts Payable>Government Reporting
    • The 2017 changes for the Vendor 1099s are included in this release.  For Missouri customers, in addition to being able to create the Combined Federal/State file, you will now also be able to create a State file.
    • Refer to the Accounts Payable End of Calendar Year Checklist topic in the Help File for step by step instructions to complete the end of calendar year process.
  • Payroll>Data Entry
    • When using the Select Leave Requests/Substitutes for Processing feature, in some instances there could have been a lag when saving entries in either Pay Period Entries or Employee Absences batches.  This has been corrected.  Also a new column, Validation Message, has been added to the Employee Entries with Errors/Warnings grid displayed when validating leave request entries.
    • There are two changes to the Import Time Cards option in Time Card batches.  If an employee didn’t have any entries subjected to overtime and they have leave entries whose balances are negative, a warning message should have been appearing and was not.  This has been corrected.  Also, if an entry is being imported with hours and a user changes the Time In or Time Out fields on the grid, the hours will not recalculate.
  • Payroll>Maintenance
    • When viewing the ACA 1095s tab in the Employee File, a change has been made to display the most current year set up in the Affordable Care Act (ACA) Reporting Setup option by default instead of having to select a year each time the screen is displayed.  If the user changes the value, that year will be the default until the employee file is closed or the value is changed again.
    • The Withdrawal Date field on the ACA 1095s tab in the Employee File for the Employee ACA Coverage Dates and Dependent ACA Coverage Dates should only be completed if the individual’s coverage ended at a particular point; otherwise leave the date blank if the individual is still enrolled in the health coverage and will continue to be covered going into the next year.  If there are multiple coverage dates that overlap or there are open ended withdrawal dates, the system will use the most current withdrawal date that exceeds the enrollment date.  For example, if an employee has two coverage lines, one with an enrollment date of 1/1/2016 and no withdrawal date, and the other has 1/1/2017 for the enrollment date and 4/30/2017 as the withdrawal date, for 2017 the employee will have coverage for January – April.  Because of this change, any prior year ACA documents that are reprinted after installing this release may not reflect the same information.
  • Payroll>Government Reporting
    • In a prior release, we inadvertently changed the Payroll Contribution File format for the CPI/Omni Group 403b administrator.  The format has been changed back and the option name has been updated to read Omni Group.  It is highly recommended that you review the Deductions tab to ensure everything is set up properly before generating the next file for your administrator.
    • A new 403b Reporting option has been added for CUNA Mutual.  If you are currently using a different 403b Reporting administrator within the School Accounting System but should be using CUNA Mutual, within your 403b Reporting option, select the Options menu and then Change 403b Administrator to select the correct company.  When generating your next report/file, you’ll need to complete the applicable screens before building your Payroll Contribution File.
    • The 2017 changes for the Employees W2s are included in this release.  For Missouri customers, the Department of Revenue is now accepting electronic file uploads via a secure website.  Refer to this website for instructions on requesting login credentials:  http://dor.mo.gov/business/withhold/EFW2.php  The system has already been designed to create the correct file in the proper format.
    • The 2017 Affordable Care Act (ACA) B Forms changes are included in this release.  According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January.
    • The 2017 Affordable Care Act (ACA) C Forms changes are included in this release.  According to the Internal Revenue Service, electronic filing for these forms will not be available until mid-January.  A new option has been added to the Employer 1094-C tab: Generate/View System Estimated Details.  This feature allows the user to generate and print a report showing the full time employees counted in each month (Report Parameter Included in Month = True) as well as those not and the applicable reason why (Report Parameter Included in Month = False).
    • Refer to the Payroll End of Calendar Year Checklist topic in the Help File for step by step instructions to complete the end of calendar year process.
  • Payroll>Reports
    • Full Time Employee Listing for 1095-C Forms:  This report replaced the Full Time Employee Count for ALE Member report.  The new report can be used to view and verify the full time employees who should receive Affordable Care Act (ACA) 1095-C forms.
    • Employee Employment Dates Report:  This report has been updated to include a column for Employee ID.
    • Employee Listing – Deduction Information and Employee Deduction Report:  These two reports have been updated to include rate changes made to rate tables in the Deduction File.
    • Employee Detail Listing for Payroll:  This report has been updated to include ACA Coverage Dates for the employee and their dependents.
    • Employee Detail Listing with Signature Line:  This report has been updated to include ACA Coverage Dates for the employee and their dependents.  Also a Date field has been added next to the signature line.
    • Wyoming Monthly Retirement Detail Report:  This report has been updated to include an Employee Count at the end of the report.
  • Human Resources>Reports
    • Office Phone List by Site/Building/Department:  This report was returning an error during printing and has been corrected.
  • Accounts Receivable>Options
    • In some instances the Clear Outstanding Invoices option was not displaying all 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 17.10.24.01 (or higher, if applicable).

  • Web Link>Main
    • K-Purchase is a new Software Unlimited, Inc. purchasing partner to assist districts with their purchasing needs.  K-Purchase provides a one-stop, online shopping resource with assistance for any specific purchasing needs.  K-Purchase also offers a cloud-based requisition platform districts can sign up to use.  Once logged in to Web Link, a user can access k-Purchase by selecting the Enter button located within the Purchasing Made Easy section on the home screen or by selecting k-Purchase in the menu bar at the top of the screen.
      • If your district is not signed up for k-Purchase’s requisition platform, the user will be prompted to verify their name and email address and then will be able to shop.  Once done, they can create a .PDF quote document to use for approvals.
      • If your district is already signed up with k-Purchase to use their requisition platform, the user will be prompted to enter their login information before they can shop.  After the user is done shopping, a requisition can be created for approval, and once approved, the purchase order (approved requisition) can be exported and imported into the School Accounting System.
  • Payroll>Maintenance
    • New pay codes could not be added to the Pay Code File. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.09.26.01 (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>Data Entry
    • When entering Employee Absence entries, if the Employee List was set to anything other than Display All (No Totals), the user would receive an application error when using the Select Leave Requests/Substitutes for Processing option. This has been corrected.
  • Payroll>Government Reporting
    • The CPI/Omni Group 403b report has been updated to accommodate format changes requested by the vendor. There have been several changes which will require the user to reselect the applicable deductions to report on the Deductions tab. Refer to the 403b Reporting – CPI/OmniGroup topic in the Help File for detailed instructions on implementing these new changes.
    • A new feature has been added to the system: New Hire Report. This new option can be used to generate a file to electronically submit the necessary information for new hires and rehires to the appropriate state department. Refer to the New Hire Report topic in the Help File for step by step instructions. Because of this new feature, we have removed the old New Hire Report from the system.

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 17.09.26.01 (or higher, if applicable).

  • Web Link>Employee Information
    • If there were more the 26 All Day entries for a particular day, the calendar in Leave Request Approvals was not expanding to show all of the entries. This has been corrected. Also, All Day entries will now be sorted by start date of the entry and then by employee first name.
    • In some instances, a comment was getting added to leave request entries indicating the entry was not submitted by the user requesting the leave. This has been corrected.
  • Payroll>Government Reporting
    • Iowa: The Iowa BEDS Report has been updated with new Permitted Values recently released by the Department of Education. Select the Import Permitted Values option located under the Options menu in the IA BEDS Report to update your current records with these new values.
  • Payroll>Reports
    • Employee Listing – Name and Address Information Summary:  This new employee listing report includes the employee name, address, business and personal email addresses, position, birth date, and an optional field for the last four digits of the employee’s social security number. For Iowa districts, this report can be used as the voter list for the Iowa Public Employment Relations Board.
  • Payroll>Government Reporting
    • Users were not able to save changes in the Quarterly 941s option. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.08.15.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

  • General Ledger>Government Reporting
    • Kansas: The Kansas Budget Report for 2017-2018 is now available.
    • North Dakota: When generating the Certificate of Levy Report, some accounts were being excluded that should have not been. This has been corrected.
  • Accounts Payable>Data Entry
    • In some instances of the online version, the system would get stuck in a loop of asking Yes/No to save an invoice during data entry. This has been corrected.
  • Payroll>Government Reporting
    • Iowa: The Iowa BEDS Report has been updated with new Permitted Values and additional Shared codes for fiscal year 2017-2018.
  • Payroll>Reports
    • Payroll Register – Detail with Chart of Account Numbers: This report was returning an error message if Checking Account IDs were alpha or longer numeric values. 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 17.08.15.01 (or higher, if applicable).

  • Web Link>Employee Information
    • In some instances, when saving Leave Request entries with additional fields in the Leave Request Entry option, the system was saving multiple lines which was causing errors. This has been corrected.
  • General Ledger>Government Reporting
    • North Dakota: After generating the Certificate of Levy report, the report was not printing properly from within Microsoft Excel. This has been updated.
    • Nebraska: The Annual Report and GASB 34 Reports for 2016-2017 are now available. The Educational Service Unit Annual Report has not yet been released.
    • Wyoming: The Project Number fields have been updated with a new list from the Wyoming Department of Education for the Annual Report.
  • Payroll>Data Entry
    • When using the navigation buttons within a batch of Pay Period Entries or Employee Absences, the screen between records was taking a while to display. This has been corrected.
  • Payroll>Maintenance
    • In some instances, the system was displaying an error message when changing information on the ACA 1095s tab in the Employee File. This has been corrected.
    • Kansas State Income Tax has been updated in the Taxes File. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Kansas2017.pdf
    • Illinois State Income Tax has been updated in the Taxes File. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Illinois2017.pdf
  • Payroll>Options
    • When a user recalled a leave request, in some instances the emails (if applicable) were not getting sent or were going to the incorrect individuals. This has been corrected.
    • In the Leave Request Inquiry, an error was being displayed when viewing various entries in the calendar area. This has been corrected.
  • Payroll>Reports
    • Payroll Register – Detail with Chart of Account Numbers: When generated, the new report will display detail information for each employee check, including the chart of account numbers used for the wages, deductions, and taxes. Click here to view a sample of this new report.
  • Human Resources>Reports
    • Position Detail Listing, Position Summary Listing and Position Listing by Site/Building/Department: These three reports have been updated to reflect new Report Selections for Filled & Open Positions, Filled Positions Only, and Position History. The Filled & Open Positions and Filled Positions Only report selections will prompt for a Position Filled as of Date parameter. The value entered will determine which positions filled and open positions to display. For example, a position with an End Date of 6/30/2017 would appear as a filled position for a report generated with a 5/1/2017 Position Filled as of Date. If the Position Filled as of Date is 7/1/2017, that same position would appear as an open position. The Position History report selection will print every employee who has been in each position.
    • Office Phone List by Site/Building/Department: This report has been updated to include two Report Selections for Filled Positions Only and Filled & Open Positions.
    • Open Positions Listing: This new report can be sorted by Position Type/Position Title or Site/Building/Department and will display only the current open positions at the district. Click here to view a sample of this new report.
  • Fixed Asset Inventory>Assets
    • The system was displaying an error message when using the View Web Link Assets option under the Options menu in Add New Assets. This has been corrected.
  • Accounts Receivable>Maintenance
    • When viewing and editing reports in the Statement Report Setup option, nothing was appearing in the Statement Reports List. This has been corrected.
  • All System
    • When using the Find feature (Ctrl+F) on the various entity IDs, the system has been changed to apply two filters. The existing filter will still be there for Active = True, but an additional filter has been added to select the specific entity you are searching. This change will allow a user to easily change the active filter to see inactive entities for that specific ID search without showing all the entities within the system. This change has been applied to everywhere you can search General Ledger Received From IDs, Accounts Payable Vendor and Ship To Address IDs, Payroll Employee and Payee IDs, Human Resources Employer History IDs, and Accounts Receivable Customer IDs. For example, in the vendor file if you search on Vendor ID, by default it will only show you the active vendors. But if you change the active filter to be false, you will now see only the inactive vendors. Prior to this change, a false active filter would have returned all entities in the system that were not marked as vendors. If you would now like to see all entities that are not vendors, you’d additionally have to change the Vendors filter to be false.
  • Main>Maintenance
    • When using carriage returns in Email Manager message fields, the system was automatically removing them in the body of the sent messages and should not have been. This has been corrected.
  • Main>User Controls
    • When using the Create New feature to copy an existing user to a new user, the system was returning an error. This has been corrected.
  • General Ledger>Check Options
    • The Cleared and Uncleared totals were not updating until the screen was saved on the Deposits and Manual Journal Entries side of the Statement Transactions tab within Check Reconciliation. This has been corrected.
  • General Ledger>Maintenance
    • Import options have been added to the Received Froms File. Located under the Options menu, new received froms can be imported as well as mailing/physical addresses and email addresses. Use the Get Template feature within the three options to see the format needed to import these fields.
  • General Ledger>Government Reporting
    • Illinois Only: The annual report for 2016-2017 has been included in this update.
    • Missouri Only: Programming errors on Part III-A and Part III-C of the Annual Report were causing the file to not be accepted when uploading to the Department of Elementary & Secondary Education. These have been corrected. If you have already generated your annual report, we recommend you re-generate the report before continuing.
    • South Dakota Only: The 2016-2017 GASB 34 Reports are included in this update.
  • General Ledger>Reports
    • Cash Receipt Reports: The Receipt Form, Cash Receipt Listing by Fund, Cash Receipt Listing by Entry Date, and Cash Receipt Listing by Receipt Number, and Cash Receipt Listing by Received From have all been changed to include a Report Parameter for Entries to Include with options for Entries with Amounts and Entries with Zero Amounts. It will default to Entries with Amounts, which will exclude any receipt with a zero amount, but can be changed.
    • Manual Journal Entries Listing – Summary and Manual Journal Entries Listing – Detail: These reports have been changed to include a Report Parameter for Entries to Include with options for Entries with Amounts and Entries with Zero Amounts. It will default to Entries with Amounts, which will exclude any entry with a zero amount, but can be changed.
    • Revenue Summary Report: This report has been updated to include a Report Parameter for Active Chart of Account Number.
  • Payroll>Data Entry
    • The Leave ID field has been added to the drop down menu for Pay Code ID in Pay Period Entries, Employee Absences, and Time Cards. This addition will make it easier to see which leave ID is tied to the pay code.
  • Payroll>Maintenance
  • Payroll>Government Reporting
    • Nebraska Only: The gross wages and column totals for employee and employer contribution have been added to the Retirement Wages and Hours Worked Report within the Nebraska Monthly Retirement Report option. Also, the assignment and position codes have been updated for the Nebraska Staff Reporting option.
  • Fixed Asset Inventory>Assets
    • The Check Number field has been added to the Show Details information on the Vendor ID field in both Add New Assets and Asset File Maintenance.
  • Report Writer
    • In a previous update, we moved the Outstanding Invoices Report for Accounts Receivable to a different view group, which inadvertently changed how existing users could access this report. This has been corrected.
  • Accounts Receivable>Data Entry
    • An Import Invoices option has been added to the Options menu in Invoices. Use the Get Template feature within the option to see the format needed to import invoices.
  • General Ledger>Maintenance
    • If a balance sheet chart of account number has been used in the system, the user was not able to change the account type in the Chart of Accounts option. This has been corrected.
  • General Ledger>Government Reporting
    • Illinois Only: The Budget Report for 2017-2018 is now available. The Annual Report for 2016-2017 is not available yet from the Illinois State Board of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • North Dakota Only: The Annual Report, GASB 34 Reports and Certificate of Levy reports for 2016-2017 are now available.
    • South Dakota Only: The Annual Report for 2016-2017 is now available. The GASB 34 Reports for 2016-2017 are not yet available from Legislative Audit. Once they are released, we’ll make the necessary changes and include them in a future update.
  • Payroll>Check Cycle
    • When printing Payee Checks during a check cycle, in some instances the payee name was wrapping and was not entirely visible on the top of the check/direct deposit stub. This has been corrected.
  • Payroll>Government Reporting
    • Kansas Only: When generating the Kansas Retirement Report, no data was appearing because of a change made in a prior version. This has been corrected.
  • Fixed Asset Inventory
    • If there were unposted fixed asset batches (i.e. an unposted Process Replacement Costs batch) at the time the Web Link Room Inventory status was changed, duplicate and/or incorrect room inventory dates were being generated. This has been corrected.
  • Fixed Asset Inventory>Options
    • If an asset was exactly 12 months old and the First Year Depreciation was set to Full Year, when disposing of the asset, depreciation was being calculated on the last year and shouldn’t have been. This has been corrected.
  • Report Writer
    • Users were receiving errors when building a custom report from the AR Invoices view group. 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.

This Web Link version is separate from the School Accounting System and therefore can be installed at any time. However, the School Accounting System should be at the latest release, 17.05.30.01 (or higher, if applicable).

  • Web Link>Data Entry
    • In some instances, if the chart of account numbers were included to display on the custom purchase order forms, they were not appearing. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.05.11.01 (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
    • In some instances, the system was locking up/freezing when using the drop down feature on chart of account numbers in a grid. This has been corrected.
  • Payroll>Maintenance
    • In the Employee Leaves List on the Leaves tab in the Employee File, if more than one detail entry had the same start date, end date and number of units, the system was only including one of the unit values in the posted balances. This has been corrected.
  • Payroll>Government Reporting
    • If the Report Options tab of a 403b Reporting option contained From and To date fields for Payroll Batches, the system was not pre-filtering the Payroll Batches List to display only the applicable ones for the selected date range. 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 17.05.11.01 (or higher, if applicable).

  • Web Link>Reports
    • If the system was set up to allow a user to enter requisitions or purchase orders for any employee, applicable accounts payable reports were being limited to only show entries made by the employee tied to the user. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.05.09.01 (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.

An exciting new feature included on this update is a comprehensive Leave Request workflow to integrate with the Payroll module. The Web Link module will be an essential and required tool to pull it all together for your district in order to easily facilitate data entry and approvals.

You will see many new features outlined in the release notes to follow that are directly related to this new enhancement. We will briefly discuss this feature in our End of Fiscal Year workshops and you can expect more detailed training resources in the near future. Please also refer to the Leave Requests and Leave Requests Setup Checklist topics in the Help File for further information.

  • Main Screen>Maintenance
    • The Web Link tab in the Email Manager option, which only appears for those districts who have licensed the module, has been updated to include a new section for Leave Request Options. If completed, emails can be sent when leave requests are submitted, approved, rejected or recalled.
  • Main Screen>Utilities
    • The Payroll tab in the Web Link Setup Options has been updated to give two options for displaying the leave balance information to employees: Current Year Only and Selective Years. When the update is installed, the system will default to Current Year which displays only the current year leaves based on the current date of the web server and start/end dates of the leaves. The other option, Selective Years, allows the system to be set up to display as many years as the district would like by entering in a beginning leave start date to use to determine which leave years to display. To make changes, refer to the Web Link Setup Options topic in the Help File.
  • Main Screen>User Controls
    • Enhancements/Updates for User Security:
      • The Allow Employee Selection on WL Reports has been replaced with a tab for Employee Groups. By assigning employee groups to a user and designating a module (payroll, human resources or negotiations), the web link user will be able to print information for the employees in these employee groups. When the update is installed any users who previously had access to print employee information, will continue to be setup accordingly with access to the EMPLOYEES employee group, which is a system defined group including all employees, but can be removed if employee groups are assigned limiting their access.
      • The User Permissions for Payroll have been modified to include the new screens for Employee Groups and if licensed Web Link, the screens for Leave Request Entry, Leave Request Entry – FMLA, Leave Request Inquiry, Leave Request Approvals, Select Leave Requests/Substitutes for Processing, and Cancel/Remove Unprocessed Leave Requests/Substitutes.
      • The User Permissions for Web Link have been modified to include Approve Leave Requests and Enter Leave Requests (which also includes the option for Leave Request Inquiry).
      • The Add Employees as Web Link Users option has been updated to include Employee Groups and the new features for Web Link.
      • The View/Adjust Users option has been updated to include employee groups along with all the new screens for payroll leave requests.
      • The User Security Listing report has been updated to include the new user permission screens.
  • General Ledger>Check Options
    • When using the Close Batch option from the Options menu in Check Reconciliation, the system was updating the cleared date for all entries in the batch to match the bank statement date. This was only an issue for those customers using the Import Cashed Checks feature and has been corrected in this release.
  • General Ledger>Maintenance
    • South Dakota Cities Only: A new optional account piece for Sub Account is now available for Balance Sheet accounts. Sub Account references will first need to be defined in the Reference Files and can then be added to chart of account numbers by using the Crosswalk Account Numbers option located under the Options menu in the Chart of Accounts.
  • General Ledger>Government Reporting
    • Illinois Only: The Annual Report for 2016-2017 and Budget Report for 2017-2018 are not available yet. Once they are released, we’ll make the necessary changes and include them in a future update.
    • Iowa Only: The GASB 34 Reports for 2016-2017 are now available. No software changes were needed for the Annual Report.
    • Kansas Only: The Budget Report for 2017-2018 is not available yet from the Kansas State Department of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Missouri Only: The Annual Report and GASB 34 Reports for 2016-2017 are now available.
    • North Dakota Only: The GASB 34 Reports for 2016-2017 are now available. The 2016-2017 Annual Report is not available yet nor is the 2017-2018 Certificate of Levy report. Once these reports are released, we’ll make the necessary changes and include them in a future update.
    • South Dakota Only: The Annual Report and GASB 34 Reports for 2016-2017 are not available yet. Once they are released, we’ll make the necessary changes and include them in a future update.
    • Wyoming Only: The Annual Report and GASB 34 Reports for 2016-2017 are now available.
  • Accounts Payable>Data Entry
    • When making invoice entries for vendors designated to accumulate 1099 amounts, if the Vendor 1099 Amount field was zeroed out in the detail information section, it was being repopulated after advancing through the Invoice field and should not have been. This has been corrected.
  • Accounts Payable>Requisitions
    • If an approval tree was set up to allow the approver to edit the detail description field, the system was limiting the number of character entered to 40 and should not have been. This has been corrected.
  • Payroll>Data Entry
    • A new menu, Leave Requests, has been added to Pay Period Entries and Employee Absences for those districts with the Web Link module. There are two new options available under this menu:
      • The Select Leave Requests/Substitutes for Processing option can be used to select absence entries and/or substitute entries from approved leave requests to bring into a batch for processing. Once the leaves and substitute entries have been selected, the user will need to correct any validation errors within the batch. The Employee ID and Subbed For Employee ID fields will be disabled for leave request/substitute entries. The Validation button will display the number of errors and warnings in the batch and by selecting the button, a grid of the individual employee records with errors or warnings will appear. All errors must be fixed prior to including the batch in a check cycle. Refer to the Select Leave Requests/Substitutes for Processing topic in the Help File for details on using this feature.
      • The Cancel/Remove Unprocessed Leave Requests/Substitutes is used to cancel approved or rejected leave requests, remove absence entries and/or substitute entries so they no longer show in the Select Leave Request/Substitutes for Processing option in the future, and delete substitute entries from approved leave requests. Refer to the Cancel/Remove Unprocessed Leave Requests/Substitutes topic in the Help File for details on using this feature. This option is also available under the Leave Request submenu under the Payroll Options menu.
    • Two new fields have been added to the lower section of the Pay Period Entries and Employee Absences: Approved Leave Balance and Main Leave Approved Leave Balance. These fields will only appear if making a leave entry and there are approved leave requests that have not yet been processed.
  • Payroll>Check Cycle
    • If any Pay Period Batches to Include batches still contain leave request validation errors, you will not be able to select it on the Calculate Payroll screen. All errors must be fixed first in the Pay Period Entries or Employee Absences batch.
  • Payroll>Maintenance
    • A new feature for Employee Groups has been added and is used to define different groups of employees for report printing purposes or for use with leave requests. Employees can be assigned to multiple groups. If the Use with Leave Requests field is selected, a user will need to be designated as the group manager for leave request approvals. When generating reports, the Employee Group ID parameter can be used to limit the report generated to only the employees within the selected groups. There is a standard employee group defined with an ID of EMPLOYEES with all employees selected and can be used with printing reports. Any new employees will automatically be added to this group. Refer to the Employee Groups topic in the Help File for additional details.
    • Enhancements/changes to the Employee File:
      • Employee Groups have been added to the Employment tab. Employee Groups allow employees to be grouped together for report printing purposes or for use with leave requests. An employee can be assigned to more than one group.
      • The Leaves tab has been updated to include leave request entries in the Leave Detail section. Also the Employee Leaves grid has been redesigned to show posted entries and include columns for unposted entries and approved, pending approval and unsubmitted leave requests.
    • The Leaves File has been updated to include a tab for Web Link Leave Options. The tab is only available for those districts that have licensed the Web Link module. The Display in Web Link field is used to designate if this particular leave should show the leave and detailed balance information in the Leave Balances in Web Link. The Additional Leave Request Fields section is used to set up additional sections and fields to display for this particular leave when an employee enters in leave requests. Refer to the Leaves topic in the Help File for additional details.
    • If a deduction is set up as a Percent or Percent Table and a Deduction Lower Limit on gross was also used, the percent was being calculated on the full gross amount rather than the amount over the entered limit. This has been corrected.
  • Payroll>Options
    • A new submenu has been added to the Options menu: Leave Requests. This submenu is only available to those district that have licensed the Web Link module and is used to set up the leave request process, enter and approve leave requests, and view the status of leave requests. To begin using Leave Requests, refer to the Leave Requests Setup Checklist in the Help File for step by step instructions.
      • The Cancel/Remove Unprocessed Leave Requests/Substitutes is used to cancel approved or rejected leave requests, remove absence entries and/or substitute entries so they no longer show in the Select Leave Request/Substitutes for Processing option in the future, and delete substitute entries from approved leave requests. Refer to the Cancel/Remove Unprocessed Leave Requests/Substitutes topic in the Help File for details on using this feature. This option is also available under the Leave Requests menu in Pay Period Entries and Employee Absences batches.
      • Leave Request Approvals is used by designated users to approve leave requests that have been submitted for approval. Approvers will have a calendar view of all submitted leave requests, and will be able to select to see details for the leave and add substitutes if desired. Refer to the Leave Request Approvals topic in the Help File for additional details.
      • Leave Request Entry is used to enter leave requests and submit them for approval. Employees will be able to include the type of leave along with the dates, number of units to use, and any additional information requested for the leave. Refer to the Leave Request Entry topic in the Help File for additional details.
      • Leave Request Entry – FMLA is only available to those districts that have licensed the Human Resources module and have set up to allow FLMLA leaves in the Leave Request Options. Employees will use this feature to enter in FMLA leave requests and submit them for approval. Once approved, the FMLA leave request can be brought into the FMLA tab of the Employee File. Refer to the Leave Request Entry – FMLA topic in the Help File for additional details.
      • The Leave Request Inquiry option shows the information and status for the leave requests entered by all employees including a calendar view. All the detail information, such as the approval status, the starting and ending dates and times for the leave request, the additional leave request fields, and the substitute information tied to the leave request (if applicable), is displayed. Also if a leave request has been selected and brought into a batch of Pay Period Entries or Employee Absences, the payroll entry information can be viewed. Refer to the Leave Request Inquiry topic in the Help File for additional details.
      • The Leave Request Options option is only accessible to supervisors and is used to customize the information for leave requests. Supervisors will be able to set up the system with the approval paths, whether or not to permit approver edits and allow approvals out of sequence, and stipulate if FMLA leave requests can be used. Refer to the Leave Request Options topic in the Help File for additional details.
  • Payroll>Government Reporting
    • Kansas Only: Date Sequence has been added as a column in the Payroll Batches List in the Kansas Retirement Report option. This will allow the user to select only the date sequences needed when filing the report.
    • Missouri Only: The file extension added to the end of the file created for the Missouri Unemployment Report must be lowercase (i.e. dat). The system has been updated to accommodate this requirement.
    • Nebraska Only: Due to changes requested by the Nebraska Department of Labor, when creating the Nebraska Unemployment Report, the hours worked will now be included for each employee. The Adjust Hours Worked tab has been added to allow changes to be made prior to creating the file for submission. Also, if Include Position is selected on the Report Options tab, the Position from the Employment tab in the Employee File will be included for each employee.
  • Payroll>Reports
    • All reports, including custom written reports, with a report parameter for Employee ID have been updated to also include a report parameter for Employee Group ID.
    • The following new reports have been added to Payroll: Employee Groups Listing, Leave Request Approval Paths Listing, Leave Request Report, and Leave Request Status Report.
    • A new category has been added to the Reports menu to group the leave request reports together. The following reports currently appear under this category: Leave Request Approval Paths Listing, Leave Request Report, and Leave Request Status Report.
    • Employee Detail Listing for Payroll and Employee Detail Listing with Signatures: These reports were updated to include a section for employee groups.
    • The following reports were updated to include the new information for leave requests: Employee Detail Listing for Payroll, Employee Detail Listing with Signatures, Employee Listing – Leave Information, Employee Absence Report with Balances, Employee Leave Balance Report, and Employee Leaves over Maximum Report.
    • Leaves Listing: This report was updated to include an additional report selection for ID Sort with Web Link Leave Options.
  • Human Resources>Maintenance
    • The FMLA tab in the Employee File has been updated to include information for leave request entries made for FMLA reasons. Submitted and approved leave requests will display in the FMLA Leave Request Entries section (only visible if applicable) and the approved entries can be selected to either create a new FMLA record or update an existing one. Field labels have been changed to accommodate entries coming from leave requests and new fields were added to the FMLA Leave Details section.
  • Human Resources>Reports
    • Employee Detail Listing for Human Resources: This report was updated to include a section for employee groups, the leave section was updated to include the new information for leave requests, and the FMLA section was updated to match the label changes and field additions in the employee file.
    • Employee Listing – FMLA Leave Information: This report was updated to match the label changes and field additions in the employee file.
  • Fixed Asset Inventory>Reports
    • All reports with a report parameter for Room ID have been updated to also include a report parameter for Room ID with Building ID. This will allow a user to easily select the room/building combination when generating reports.
  • Accounts Receivable>Maintenance
    • Invoice Form Setup has been added as a new option under the Maintenance menu. This feature allows users to customize their own invoice forms to send to customers. Refer to the Invoice Form Setup topic in the Help File for additional details. Because of this addition, the existing Invoice Form report was renamed to Standard Invoice Form.

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 17.05.09.01 (or higher, if applicable).

  • Web Link>Data Entry
    • During Requisition Entry, users who can enter more than one Approval Tree ID will see a change to this screen in which only the Approval Tree ID and Requisition Number fields are open until an Approval Tree ID is entered. If prior to saving the entry, the Approval Tree ID is changed, the system will prompt indicating the unsaved data will be lost so the user knows they’ll have to re-enter the information due to changing the ID.
  • Web Link>Employee Information
    • The Leave Balance option has been updated to allow multiple leave years to display if designated accordingly on the Payroll tab of the Web Link Setup Options in the School Accounting System. If a user can view more than one year, they can choose to see all available years at once or only the current year. Also if Display Unposted Leave Balances is selected in the same Web Link Setup Options, the user will be able to view approved, pending approval, and unsubmitted leave request entries. Refer to the Leave Balances topic in the Help File for additional details.
    • Leave Request Approvals is used by designated users to approve leave requests that have been submitted for approval. Approvers will have a calendar view of all submitted leave requests, and will be able to select to see details for the leave and add substitutes if desired. Refer to the Leave Request Approvals topic in the Help File for additional details.
    • Leave Request Entry is used to enter leave requests and submit them for approval. Employees will be able to include the type of leave along with the dates, number of units to use, and any additional information requested for the leave. Refer to the Leave Request Entry topic in the Help File for additional details.
    • Leave Request Entry – FMLA is only available to those districts that have licensed the Human Resources module and have set up to allow FMLA leaves in the Leave Request Options in the School Accounting System. Employees will use this feature to enter in FMLA leave requests and submit them for approval. Refer to the Leave Request Entry – FMLA topic in the Help File for additional details.
    • The Leave Request Inquiry option shows the information and status of leave requests and FMLA leave requests for the user currently logged in, and also for the employees for whom the user has rights to approve leave requests. All the detail information, such as the approval status, the starting and ending dates and times for the leave request, the additional leave request fields, and the substitute information tied to the leave request (if applicable), is displayed. Refer to the Leave Request Inquiry topic in the Help File for additional details.
  • Web Link>Reports
    • If a user has been set up with specific employee groups, designated in User Security in the School Accounting System, they will be able to print employee reports for only those individuals. An Employee Group ID will also be available for the current user logged into Web Link. The ID will display as EMPLOYEE followed by their payroll employee ID.
    • Subreport report parameters are now available when generating reports.
  • Accounts Payable>Data Entry
    • When using the search function on Check Sequence during invoice entry, voided invoices were showing and should not have been. This has been corrected.
  • Payroll>Government Reporting
    • The 2017 Quarterly 941 is included in this release. Since the IRS added new fields for this year, if you have already generated your 1st quarter 941 for 2017, you will need regenerate it after installing this update. This can be done by selecting the Regenerate option from the Options menu.
  • General Ledger>Government Reporting
    • Iowa Only: The 2017-2018 Iowa Budget Summary Report is now available.
  • Payroll>Government Reporting
    • In some instances, Affordable Care Act (ACA) B and C IRS submissions were being rejected due to fields containing more characters than were allowed and extra spaces between words. These have been corrected.
    • South Dakota Only: The Create Report File format for the South Dakota Unemployment Report has been updated to a comma separated value (CSV) file. This file format can be used when uploading the quarterly information into either version (V 1.0 3/2009 or V 1.0 9/2016) on the Employer UI Menu of the Department of Labor and Regulations website.
  • Accounts Receivable>Reports
    • If an advanced payment was split to more than one payment, the advance payment was displaying multiple times on the payment reports. 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.

This Web Link version is separate from the School Accounting System and therefore can be installed at any time. However, the School Accounting System should be at the latest release, 17.02.07.01 (or higher, if applicable).

Web Link>Requisitions

  • If the Warn if Requisition Over Budget field is selected in Requisition Options in the School Accounting System, an approval user was receiving an error message if the chart of account number of the requisition they were approving was not in their account group. This has been corrected.

Payroll>Government Reporting

  • There was an issue with IRS submissions for the Affordable Care Act (ACA) B and C Forms being rejected. If you have a file with a Rejected status, after installing this update you should resubmit the file from the IRS Submissions tab.

Payroll>Government Reporting

  • IRS Submissions for the Affordable Care Act (ACA) B and C Forms were being rejected with an AIRSH100 – XML Schema Validation Failed error. This error was due to multiple spaces between characters in employee name and address fields. Once this update is installed, the system will automatically remove these extra spaces during the submission process. If your district has already submitted your forms and received the error, you will simply need to resubmit the file from the IRS Submissions tab.

Important Tax Information

  • North Dakota Only: In a prior release it was mentioned there were no state income tax changes, but the Office of State Tax Commission has released new tables for 2017. 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/NorthDakota2017.pdf
  • Payroll>Government Reporting
    • When using a color printer to print the employee W2s and selecting to also Print Instructions for Employees, the instructions had a faint blue background. This has been corrected.
    • While generating the federal electronic file to upload to the Social Security Administration for employee W2s, the foreign state/province code was missing on all foreign addresses. This has been corrected.
    • If your district has multiple state income taxes, when creating the state electronic W2 files and switching between states, the Employee Selection grid was not updating properly to only show those employees with the applicable state tax. Also, when saving the file, the proper file name was not always being displayed.

Important Tax Information

Note: This update contains changes to the Kansas, Maryland, Missouri, and Wisconsin State Income taxes. Once installed, you will have the appropriate tax table information. All other tax and unemployment changes (if necessary) were implemented on Version 16.12.15.01 and the information for those taxes can be viewed in the release notes for that version.

  • Kansas Only: The Kansas Department of Revenue has indicated there are no tax table changes for 2017. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Kansas2017.pdf .
  • Maryland Only: The Comptroller of Maryland has released the tax table information for 2017. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Maryland2017.pdf.
  • Missouri Only: The Missouri Department of Revenue has released the tax table information for 2017. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Missouri2017.pdf.
  • Wisconsin Only: The Wisconsin Department of Revenue has released the tax table information for 2017 and there are no changes for the upcoming year. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Wisconsin2017.pdf
  • Payroll>Government Reporting
    • In some instances, if you have more than one state income tax, when generating the Employee W2s a message was incorrectly appearing. This has been corrected.

Recommendation: The end of calendar year is just around the corner and soon you’ll be working on generating your 2016 W2 file. It is our recommendation that all districts complete the steps for balancing the calendar year totals and W2 totals prior to processing your last December payroll so adjustments can be made and included in the last payroll if necessary. To balance prior to December’s payroll, complete Steps 1 through 5 on the Payroll End of Calendar Year Checklist (then after the last payroll is updated for 2016, repeat Steps 1-5 when completing the end of calendar year process).

Important Tax Information

Tax Tables with changes for 2017: Federal Income Tax, Social Security (limit change only), Minnesota State Income Tax, and Nebraska State Income Tax.

Tax Tables with NO changes for 2017: Federal Unemployment, Illinois State Income Tax, Idaho State Income Tax, Iowa State Income Tax, Medicare, Montana State Income Tax, North Dakota State Income Tax, Ohio State Income Tax, St. Louis Local Income Tax, and Kansas City Local Income Tax

Tax Tables that have not yet been released: Kansas State Income Tax, Maryland State Income Tax, Missouri State Income Tax, and Wisconsin State Income Tax. The Department of Revenue in each state has not yet released the state withholding tables for 2017. Once the tax tables are released, we will plan to prepare an additional release which will include the new tables.

States with unemployment Taxable Wage Base changes for 2017: Iowa, North Dakota, and Wyoming

States with NO unemployment Taxable Wage Base changes for 2017: Illinois, Kansas, Missouri, Nebraska, and South Dakota

Once you install the 16.12.15.01 update, you will have the released 2017 information for the federal, state and local income taxes and unemployment taxable wage base limits for applicable states. To view and verify this information, please print the appropriate documents using the links below. The tables in these documents MUST be compared to your tax information in the Taxes option under the Maintenance menu in Payroll prior to calculating your first payroll in January 2017.

If you are currently using the Negotiations module with the School Accounting System, the 2017 tax and unemployment information will update automatically upon installing the update.

Federal Taxes: https://docs.su-inc.com/taxes/Federal2017.pdf

State Taxes/Unemployment:
Idaho https://docs.su-inc.com/taxes/Idaho2017.pdf
Illinois https://docs.su-inc.com/taxes/Illinois2017.pdf
Iowa https://docs.su-inc.com/taxes/Iowa2017.pdf
Kansas https://docs.su-inc.com/taxes/Kansas2017.pdf (State Income Tax Not Yet Released)
Maryland https://docs.su-inc.com/taxes/Maryland2017.pdf (State Income Tax Not Yet Released)
Minnesota https://docs.su-inc.com/taxes/Minnesota2017.pdf
Missouri https://docs.su-inc.com/taxes/Missouri2017.pdf (State Income Tax Not Yet Released)
Montana https://docs.su-inc.com/taxes/Montana2017.pdf
Nebraska https://docs.su-inc.com/taxes/Nebraska2017.pdf
North Dakota https://docs.su-inc.com/taxes/NorthDakota2017.pdf
Ohio https://docs.su-inc.com/taxes/Ohio2017.pdf
South Dakota https://docs.su-inc.com/taxes/SouthDakota2017.pdf
Wisconsin https://docs.su-inc.com/taxes/Wisconsin2017.pdf (State Income Tax Not Yet Released)
Wyoming https://docs.su-inc.com/taxes/Wyoming2017.pdf

Local Taxes:
Kansas City https://docs.su-inc.com/taxes/KansasCityLocal2017.pdf
St. Louis https://docs.su-inc.com/taxes/StLouisLocal2017.pdf

  • Main>Security Options
    • If a user had cancelled requisitions, the corresponding Approval Tree could not be removed from their User ID. This has been corrected.
  • General Ledger>Government Reporting
    • Nebraska: The Educational Service Unit Annual Report for 2015-2016 is now available.
  • Accounts Payable>Data Entry
    • When entering Purchase Orders, if the Employee ID is editable, the value was not initially displaying as highlighted so it could easily be changed. This has been corrected.
  • Accounts Payable>Requisitions
    • If the Chart of Account Number was set up as required in an Approval Tree, the user was unable to unselect the Post to General Leger checkbox. This has been corrected.
  • Accounts Payable>Government Reporting
    • This update contains additional 2016 filing changes for Vendor 1099s. For those districts who wish to file electronically, there will be options to create federal, state, or combined federal/state files depending on your state’s filing requirements. Regardless if you are filing on paper or electronically, the new Internal Revenue Service deadline for filing vendor 1099s is January 31, 2017. For state specific deadlines, contact the Department of Revenue for your state. Refer to the End of Calendar Year Checklist for Accounts Payable in the Help File for instructions on completing the Vendor 1099s.
  • Payroll>Government Reporting
    • This update contains additional 2016 filing changes for Employee W2s. Regardless if you are filing on paper or electronically, the new Social Security Administration deadline for filing employee W2s is January 31, 2017. For state specific deadlines, contact the Department of Revenue for your state. New this year for Iowa districts: electronic submission to the Iowa Department of Revenue will be required for those employers with 50 or more state employee W2s.
    • This update contains additional 2016 filing changes for the Affordable Care Act (ACA) B Forms and Affordable Care Act (ACA) C Forms. The Internal Revenue Service has indicated the electronic filing submission process will become available on January 17, 2017 for tax year 2016 and the deadline will be March 31, 2017.
    • Refer to the Payroll End of Calendar Year Checklist topic in the Help File for step by step instructions to complete the end of calendar year process.

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.

This Web Link version is separate from the School Accounting System and therefore can be installed at any time. However, the School Accounting System should be at the latest release, 16.12.15.01 (or higher, if applicable).

  • Web Link>Data Entry
    • In some instances the Tool Tips were not working on the Account Number and Cost Center ID fields in Requisition Entry, Requisition Approvals, and Purchase Orders. This has been corrected.
    • In Requisition Approvals, if an invalid account number was entered, the system was returning multiple error messages. Also in Requisition Approvals, approvers with rights to edit vendors were not able to make vendor changes. These have been corrected.
    • If an Approval Tree was set up to hide the Number of Bids field, the + Add Rows button was not working properly. This has been corrected.

Accounts Payable>Requisitions

  • If there was only one approval tree set up in the system, users were not able to enter in requisitions. 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.

This Web Link version is separate from the School Accounting System and therefore can be installed at any time. However, the School Accounting System should be at the latest release, 16.11.03.01 (or higher, if applicable).

Web Link>Data Entry

  • In Requisition Approvals, there were several issues that needed to be corrected after the 16.11.03.01 version was installed. They include:
    • Users set up as supervisors no longer had rights to approve requisitions.
    • Requisition approvers who were also tied to General Ledger Account Groups were having issues when approving requisitions with detail information containing chart of account numbers that were not in their groups.
    • If the Approval Tree was set up with a default vendor and the requisition was submitted with a different vendor, during the approval process the vendor for the requisition was reverting back to the default vendor and should not have been.
    • Approvers who were assigned to specific approval trees for requisition entry were receiving an error message when approving a requisition submitted with an Approval Tree ID they were not tied to. They should be able to approve all requisitions regardless of the assigned approval tree.
    • In the Comments grid, User ID was changed to User Name.
  • In Requisition Entry, Requisition Approvals, and Purchase Orders, when holding your mouse over the Cost Center ID and Account Number fields in the Detail Information sections, the description of the field will now display. Also in Requisition Entry, User ID was changed to User Name in the Comments grid.
  • All System
    • During the 16.11.03.01 update, in some instances, reports were not getting updated properly. This release will ensure all reports are updated accordingly.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 16.11.03.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

Due to the significant number of enhancements in this release, the download and installation process will take longer. During the installation, it could take 5 to 10 minutes to update the database.
  • All System
    • When emailing a report, an additional attachment can be included by using the Additional Attachment File Name field on the Email Options screen. This file along with the report will be sent to the designated recipients. Also, the Other Communications email address will be selected by default, but can be changed.
    • When viewing the screen after selecting a regular batch, the title bar will display the words Processing Month followed by the month and year of the batch. For recurring batches, the title bar will display the words Recurring Batch along with Processing Month and the month and year fields.
  • Main Screen>Maintenance
    • The Accounts Payable tab in the Email Manager option has been updated to include a new section for Receiving Options. If completed, emails will be sent when items are received through the Receivings process. Fields have also been added to send emails for requisitions to the original submitter or prior approvers if an approver modifies a requisition as well as sending emails to approvers when a user recalls a requisition.
  • Main Screen>User Controls
    • Enhancements/Updates for User Security:
      • Users can be set up with multiple Vendor Groups and multiple Ship To Addresses for use in restricting entry in requisitions, purchase orders, receivings, invoices, and adding new assets.
      • The User Permissions for Web Link have been modified to include all available options. To set up a user with Web Link rights, select each form they will be able to access.
      • When setting up a School Accounting System user who is not a supervisor, they will now need to also have either Full Access or Read Only Access to the SAS Main Screen.
      • The Add Employees as Users option has been enhanced and renamed to Add Employees as Web Link Users. Refer to the Add Employees as Web Link Users topic in the Help File for additional details.
      • The new View/Adjust Users option allows a supervisor to view existing users and quickly adjust their rights. Selections can be made to view or adjust users based on a module or specific screen or option within a module as well as rights for reports or assigned account groups, approval trees, ship to address, or vendors groups. Refer to the View/Adjust Users topic in the Help File.
      • Inactive Users is a new option for supervisors to inactivate a group of users.
      • A new report, Web Link User Security Listing, is available to print for only those users with access to Web Link and displays their various rights to the module.
      • The User Security Listing has been updated to include the enhancements for this option.
  • General Ledger>Data Entry
    • If a Default Receipt Report has been designated in the General Ledger System File, the new To Screen & Save button can be selected to view and print the receipt immediately.
  • General Ledger>Maintenance
    • The Default Receipt Report field has been moved from the Web Link Setup Options to the General Ledger System File. By designating a default report, a receipt can be printed using the To Screen & Save button (or Print Receipt button in Web Link) during cash receipt data entry.
  • Accounts Payable>Data Entry
    • Enhancements/Updates for Invoices:
      • Invoice Date and Due Date are now required fields and can no longer be hidden on the Set Screen Preferences. If these fields were previously hidden, after installing the update, they will appear on the screen.
      • When using the Copy Invoice feature, for any field that is now hidden for the user, if the original invoice had a value, it will not be copied to the new invoice.
      • An automatic payment stub can now be printed when selecting the Save and Print button within recurring and credit card payment batches.
      • When invoicing purchase orders for a 1099 vendor, if a line was cancelled, the 1099 amount was not clearing. This has been corrected.
    • Enhancements/Updates for Purchase Orders:
      • Comments entered for requisitions can now be seen when entering in purchase orders. Because of this change, the screen layout has been modified slightly.
      • If a Default Purchase Order Format has been designated in the Accounts Payable System File, the new To Screen & Save button can be selected to view and print the purchase order immediately.
      • The Catalogue field label has been changed to Item Number and all standard reports have been updated. Custom reports, including purchase order formats, will need to manually have the label changed in either Report Writer or by using the Purchase Order Format Setup option.
      • If a user is assigned to more than one Ship To Address ID, then this field will be required during data entry.
      • If the user can select any Employee ID and the field is set to repeat, the last selection will be displayed by default but can be changed.
      • Purchase Order Date is now a required field and can no longer be hidden on the Set Screen Preferences. If it was previously hidden, after installing the update, it will appear on the screen.
      • When using the Copy Purchase Order feature, for any field that is now hidden for the user, if the original purchase order had a value, it will not be copied to the new purchase order.
      • Expected Date and Requisition Date have been added to the Select Requisitions for Multiple Purchase Orders and Select Requisitions for Single Purchase Order screens.
    • Enhancements/Updates for Receivings:
      • Emails can be set up to automatically send when receiving items. The necessary fields will need to be completed in the Email Manager option on the main screen.
      • The Catalogue field label has been changed to Item Number and all standard reports have been updated. Custom reports will need to manually have the label changed in Report Writer.
  • Accounts Payable>Requisitions
    • Enhancements/Updates to Requisition Options:
      • A new section for Data Entry Preferences has been added. Each field in requisition entry can be defined to repeat the information from a previous entry, hide the field so it no longer appears on the screen, or make the field required for data entry. Default preferences can be set up for all approval trees on the General tab and if desired, individually overridden for a specific approval tree on the Approval Trees tab.
      • The new Approver Changes section allows each field to be defined so it can be changed by the approver within the Requisition Approvals option. Individual fields can also be designated to require the requisition to restart the approval process from the beginning if changes are made. Default preferences can be set up for all approval trees on the General tab and if desired, individually overridden for a specific approval tree on the Approval Trees tab.
      • If Allow Recall of Requisitions Prior to Any Approvals is selected on the General tab, a user will be able to recall their requisition for modifications and resubmission or it can be deleted.
      • To allow a user to print a requisition form using the To Screen & Save button (or Print Requisition button in Web Link) during data entry, select a report in the Default Requisition Form Report field on the Approval Trees tab.
      • The Default Requisition Vendor ID and Minimum Bid Amount fields must now be set up by approval tree on the Approval Trees tab.
      • Along with a minimum amount, a new maximum amount can also be designated for each approver in the approval tree on the Approval Trees tab.
      • The Allow Show All Sequences for Approvals field has been renamed to Allow Approvals Out of Sequence.
      • Refer to the Requisition Options topic in the Help File for additional details.
    • Enhancements/Updates to Requisition Entry:
      • A Submit All Requisitions button has been added to the data entry screen. When selected, all outstanding requisitions for the user will be submitted.
      • If the Allow Recall of Requisitions Prior to Any Approvals is selected in the Requisition Options, a user will be able to recall their requisition for modifications and resubmission or it can be deleted. Upon recall, an email can also be sent to the first approver if the Email Manager has been set up accordingly.
      • The Catalogue field label has been changed to Item Number and all standard reports have been updated. Custom reports will need to manually have the label changed in Report Writer.
      • A column for Bid Expiration Date has been added to the Requisition Bids screen.
      • If a user is assigned to more than one Ship To Address ID, then this field will be required during data entry.
      • If the user can select any Employee ID and the field is set to repeat, the last selection will be displayed by default but can be changed.
      • A new option, Copy Requisition, has been added to the Options menu. This option is used to copy a previously entered requisition for the user.
      • An Import Requisitions option has been added to the Options menu.
      • The Set Screen Preference option has been removed from the Options menu. Instead fields can be designated as hidden, required and set to repeat on how the approval tree is set up in the Requisition Options.
      • If a Default Requisition Form Report has been designated in the Requisition Options, the new To Screen & Save button can be selected to view and print the requisition immediately.
      • Refer to the Requisition Entry topic in the Help File for additional details.
    • Enhancements/Updates to Requisition Approvals:
      • Any field can now be modified by the approver based on how the approval tree is set up in the Requisition Options. Also all fields from the requisition entry header and detail sections have been added to the screen.
      • If a requisition is modified by an approver, the system can be set up to send an email with a copy of the requisition attached to the original submitter as well as any previous approvers. Refer to the Email Manager topic in the Help File. Also the approvers comment field will be updated with the field names that were modified by the approver.
      • The Approved and Rejected columns have been moved to be the first columns in the section.
      • In the Approvals List, the Approval Tree ID and description were added.
      • The Catalogue field label has been changed to Item Number.
      • The Show All Sequences field has been renamed to Approve Requisitions Out of Sequence.
    • A new option, Submit Requisitions on Behalf of Users, has been added to the Options menu in the Requisition Inquiry. This option is used to submit requisitions that other users entered but have not yet submitted. Refer to the Submit Requisitions on Behalf of Users topic in the Help File. Also, the search screen for the requisition number has been updated to include columns for Created by User ID and Employee ID, and Catalogue has been changed to Item Number.
  • Accounts Payable>Checks Cycle
    • The From and To date fields for Select Invoices to Pay screen have been moved from the batch screen to the selection screen.
  • Accounts Payable>Maintenance
    • A new field has been added to the Board Report Setup option: Exclude Zero Amount. By selecting this field, lines with zero amounts will be omitted from the report. Refer to the Board Report Setup topic in the Help File for additional details.
    • Enhancements/changes to the Accounts Payable System File:
      • To allow a user to print a purchase order form using the To Screen & Save button (or Print Purchase Order button in Web Link) during data entry, select a report in the Default Purchase Order Format field.
      • When having the system automatically assign the next available purchase order number or requisition number, the user can select from either a Fiscal Year format or a User Defined format. The Fiscal Year format has several available options for incorporating the applicable fiscal year. Refer to the Accounts Payable System File topic in the Help File for additional details.
    • Any report set up in the Purchase Order Format Setup option will now have two additional report parameters for Employee ID and Vendor ID. Also, when printing the Standard Purchase Order Form, two new sections will be included for the requisition comments and requisition approvals. If you prefer not to include these sections, a new format will need to be set up. Refer to the Purchase Order Format Setup topic in the Help File.
  • Accounts Payable>Options
    • In the Vendor Inquiry, the Go To button has been added next to the Vendor ID field allowing the user to easily view the vendor in the Vendor File. Also, if operating on a cash basis, the Cost Center field can be modified for any active invoice that has not yet been selected to be paid.
    • The Requisition Comments have been added to the Vendor Inquiry and Purchase Order Inquiry screens for purchase orders that were created from requisitions.
  • Accounts Payable>Government Reporting
    • The 2016 changes for the Vendor 1099s are included in this release. If providing paper or emailed documents to vendors, the recipient’s identification number can be masked to only display the last four digits by selecting the Print Last Four Digits of Federal ID field on the Print 1099s tab. This field should not be selected for Copy A if submitting on paper to the IRS. Also, regardless if you are filing on paper or electronically, the new IRS deadline for filing vendor 1099s will be January 31, 2017.
    • Refer to the Accounts Payable End of Calendar Year Checklist topic in the Help File for step by step instructions to complete the end of calendar year process.
  • Accounts Payable>Reports
    • Requisition Status Report for All Users: This new report can be given to Web Link users to view the status of all requisitions not just those the user submitted.
  • Payroll>Maintenance
    • Enhancements/Updates to the Employee File:
      • The Sort Groups used in the Employee File have been merged with the Custom Referenced Fields and will now appear on the Custom Fields tab. When generating reports, all custom referenced fields will now be available for report sorting.
      • On the ACA Hours tab, employees in their initial measurement period as a new hire can no longer be set up as Report as Full Time with an Initial Benefit Status of Ineligible.
      • Spouse has been added as a Relationship for ACA 1095 dependents in the Employee File.
  • Payroll>Options
    • In the Balancing Information option, on the Pay Codes tab a pay code can be defined as a Student Worker Pay Code if it is not taxable for Social Security and Medicare. These earnings will be displayed in their own field on the View Data tab. Also, employees who reach the Social Security Limit will no longer display with a variance. The Balancing Information Reports have been updated.
  • Payroll>Government Reporting
    • The 2016 changes for the Employees W2s are included in this release. If providing paper or emailed documents to employees, the employee’s social security number can be masked to only display the last four digits by selecting the Print Last Four Digits of Federal ID field on the Print W2s tab. This field should not be selected for Copy A if submitting on paper to the Social Security Administration (SSA). Also, regardless if you are filing on paper or electronically, the new SSA deadline for filing employee W2s will be January 31, 2017.
    • Enhancements/Updates to the Affordable Care Act (ACA) B Forms and C Forms:
      • The 2016 changes for the Affordable Care Act (ACA) B Forms and C Forms are included in this release.
      • The employee and dependent’s social security numbers can now be masked to only display the last four digits by selecting the Print Last Four Digits of Federal ID field on the Print 1095-Bs or Print 1095-Cs tab.
      • The Mailing Labels option has been added to the Reports menu for those interested in printing labels to mail their Employee 1095s.
      • The Detail by Month report selection on the Full Time Count for ALE Member report has been updated to further clarify why an employee is either included or excluded from the month.
      • At this time, the IRS is not accepting 2016 1095 electronic submissions. When the option becomes available, the submission process will be opened in a future release.
      • The IRS electronic submission filing deadline will be March 31, 2017.
    • Refer to the Payroll End of Calendar Year Checklist topic in the Help File for step by step instructions to complete the end of calendar year process.
  • Accounts Receivable>Options
    • On the Customer Inquiry screen, voided invoices were incorrectly being included in the balances. This has been corrected.
    • Unposted payments that are tied to invoices were begin included in the customer balances and should not have been. This has been corrected.

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 16.11.03.01 (or higher, if applicable).

  • Web Link>Main
    • The Web Link module has a new look! Users will continue to login and access their options as before, but the web pages have been enhanced. We have also included new features for the data entry options.
    • In the Web Link Help, a Print button has been added for easy printing of a help topic.
    • All Search screens have been updated to include a View All button when there are multiple pages of items. When selected, the items will be listed on one screen with a scroll bar on the right side.
    • Five minutes prior to the Inactivity Timeout in the Web Link Setup Options in the School Accounting System a warning message will appear for users with no activity. A countdown will display and the user can select to either continue the session or logout. If the user continues to have no activity, they will automatically be logged out.
  • Web Link>Data Entry
    • If a user is set up with one or more vendor groups and they have rights to add new vendors for purchase orders or requisitions, any new vendors will automatically be added to their vendor groups.
    • The Catalogue field label has been changed to Item Number on the following screens: Purchase Orders, Receivings, Requisitions, and Requisition Approvals.
    • A Save and Clear button has been added to the following data entry screens: Cash Receipt, Purchase Orders, Receivings, and Requisitions.
    • On the Batch Search screens for Cash Receipts and Purchase Order, a new column has been added for Created By User ID.
    • The phone number fields have been renamed to Primary Phone Number, Secondary Phone Number, and Other Phone Number for Received Froms in Cash Receipts and Vendors in Purchase Orders and Requisitions. A new column has been added for Phone Type with options for Business, Cell, Fax, Home, and Other.
  • Enhancements/Updates for Purchase Orders:
    • Comments entered for requisitions can now be seen when entering in purchase orders. Because of this change, the screen header layout has been modified.
    • The Detail Information section has been updated to initially display 10 rows for data. Additional rows can be added by selecting the + Add Rows button and all blank lines will be automatically deleted when the purchase order is saved.
    • If a Default Purchase Order Format has been designated in the Accounts Payable System File, the new Print Purchase Order button can be selected to view and print the purchase order immediately.
    • If a user is assigned to more than one Ship To Address ID, then this field will be required during data entry.
    • Expected Date and Requisition Date have been added to the Select Requisitions screens.
  • Enhancements/Updates for Receivings:
    • Emails can be set up to automatically send when receiving items. The necessary fields will need to be completed in the Email Manager option on the main screen in the School Accounting System.
    • Created By User ID and Employee ID have been added to the screen.
  • Enhancements/Updates to Requisition Entry: 
    • Fields can be designated as hidden, required and set to repeat based on how the Approval Tree is set up in the Requisition Options of the School Accounting System.
    • The Detail Information section has been updated to initially display 10 rows for data. Additional rows can be added by selecting the + Add Rows button and all blank lines will be automatically deleted when the requisition is saved.
    • User comments can be entered in the Your Comment field and all comments will be displayed in the Comments grid.
    • A Submit All Requisitions button has been added and when selected, all outstanding requisitions for the user will be submitted.
    • A column for Expiration Date has been added to the Detail Bids screen.
    • If a user is assigned to more than one Ship To Address ID, then this field will be required during data entry.
    • If the user can select any Employee ID and the field is set to repeat, the last selection will be displayed by default but can be changed.
    • If the Allow Recall of Requisitions Prior to Any Approvals is selected in the Requisition Options in the School Accounting System, a user will be able to recall their requisition for modifications and resubmission or it can be deleted. Upon recall, an email can also be sent to the first approver if the Email Manager has been set up accordingly.
    • A new Copy Requisition button has been added to the screen. This option is used to copy a previously entered requisition for the user.
    • If a Default Requisition Form Report has been designated in the Requisition Options of the School Accounting System, the new Print Requisition button can be selected to view and print the requisition immediately.
  • Enhancements/Updates to Requisition Approvals:
    • When selecting Approve/Reject, the system will now open the requisition data entry screen so all the information for the requisition will be displayed. Any field can be modified by the approver based on how the approval tree is set up in the Requisition Options in the School Accounting System.
    • If a requisition is modified by an approver, the approvers comment field will be updated with the field names that were modified. Also, the system can be set up to send an email with a copy of the modified requisition attached to the original submitter as well as any previous approvers. The necessary fields will need to be completed in the Email Manager option on the main screen in the School Accounting System.
    • In the Approvals List, the Approval Tree ID and description have been added.
    • The Show All Sequences field has been renamed to Approve Requisitions Out of Sequence.
  • Web Link>Reports
    • Requisition Status Report for All Users: This new report can be given to Web Link users to view the status of all requisitions not just those the user submitted.
  • General Ledger>Government Reporting
    • Nebraska: The Annual Report and GASB 34 Reports for 2015-2016 are now available. The Educational Service Unit Annual Report has not yet been released.
    • North Dakota: The Certificate of Levy report had several locked cells that was causing chart of account numbers to display on the Missing tab when they should not have. This has been corrected and the report will need to be regenerated.
  • Accounts Payable>Data Entry
    • Cancelled requisitions were being included in the Approved Requisitions field in Purchase Orders and Invoices and should not have been. This has been corrected.
  • Accounts Payable>Requisitions
    • Cancelled requisitions were being included in the Fund Balance Total field in Requisition Approvals and should not have been. This has been corrected.
  • Main Screen
    • When opening and closing the various module menus, in some instances an error was returned that caused the user to close the program. This has been corrected.

We are excited to announce an all new Software Unlimited, Inc. website (www.su-inc.com). Please check your email inbox for additional information regarding new website features and instructions to establish your new login credentials. As the website content has been updated, we have also updated and simplified the links on the master menu for the School Accounting System as well as each of the main pages for the modules.

  • Payroll>Maintenance
    • The Idaho State Tax Commission has released new withholding tables for 2016. 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/Idaho2016.pdf
  • General Ledger>Government Reporting
    • Kansas: The Budget Report for 2016-2017 is now available.
    • North Dakota: After generating the Certificate of Levy report, in some instances, the report was not printing properly from within Microsoft Excel. This has been updated.
    • South Dakota: If more than one fund was designated in the Actual Fund columns for a Fund Description when generating the South Dakota Annual Report, the cash balances were being inflated. This has been corrected. Once the update is installed, you’ll need to regenerate the annual report to accumulate the proper figures.
  • Accounts Receivable>Data Entry
    • A Comments field has been added to Invoices and Prepaid Invoices allowing you to track additional information as needed.
  • Accounts Receivable>Reports
    • Invoice Listing for Accounts Receivable – Summary and Invoice Listing for Accounts Receivable – Detail: Both reports have been updated to include an optional field for Comments.
    • Invoice Form: This report has been updated to include Comments as an optional field.
  • General Ledger>Government Reporting
    • Illinois: The Annual Report for 2015-2016 is now available.
    • South Dakota: In some instances, when generating the Annual Report the process was timing out, but no warning notification was being displayed. This issue could cause generated information (data and/or missing accounts) to not be correct. If you have already generated the annual report for this year, we recommend you regenerate after installing this release to ensure accurate data.
    • Wyoming: The Project Number fields have been updated with a new list from the Wyoming Department of Education.
  • Payroll>Maintenance
    • An additional warning message will appear whenever an employee’s social security number is changed in the Employee File.
  • Payroll>Government Reporting
    • Iowa: There are no changes to the Iowa BEDS Report for 2016.
    • Nebraska: The Nebraska Staff Reporting option has been updated with the 2016-2017 changes. The Import Assignment Codes feature, located under the Options menu, can be used to import the new codes. Refer to the Nebraska Staff Reporting topic in the Help File for additional information on using this feature.
  • Main>Maintenance
    • A new feature has been added to Email Manager on the Payroll tab. Customers who email their direct deposit stubs, Affordable Care Act (ACA) 1095-B Forms or 1095-C Forms, or Employee W2s, can now choose what password protection format they’d like to use. The options to select from will be: Last Six Digits of Social Security Number (the current format), Last Four Digits of Social Security Number, Employee Birth Date (MMDDYYY), Employee Birth Date (YYYYMMDD), or First Four Letters of Employee Last Name and Last Four Digits of Social Security Number (employee name letters will be all capitalized and punctuation will be removed). Refer to the Completing Email Manager topic in the Help File for instructions on changing your district’s format.
  • General Ledger>Government Reporting
    • North Dakota: The Certificate of Levy report is included in this release.
      Accounts Payable>Data Entry
      When using the Import Invoices option in an invoice batch, an application error was appearing if the chart of account number did not exist. This has been corrected.
  • Payroll>Maintenance
  • Payroll>Government Reporting
    • South Dakota: In the rare instance where multiple deductions are setup for retirement and they needed to be combined together for the employee retirement contribution, the retirement gross value was being inflated on the South Dakota Monthly Retirement Report. This has been corrected.
  • Negotiations>Maintenance
    • In the Salary Schedules option, when calculating the Salary Totals or Benefit Totals tables, the system was including amounts from inactive contracts. This has been corrected.
  • Accounts Receivable>Data Entry
    • The Check Number field in the Payments and Prepaid Invoices options has been updated to allow alpha characters so an entry could be made with the words “Cash” if desired. Any custom reports using this field will need to be modified in Report Writer or through the Statement Report Setup option to remove the current field and add it back on to the report.
  • General Ledger>Government Reporting
    • Illinois Only: The Budget Report for 2016-2017 is now available. The Annual Report for 2015-2016 is not available yet from the Illinois State Board of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Iowa Only: The GASB 34 Reports for 2015-2016 are now available. No software changes were needed for the Annual Report.
    • Kansas Only: The Budget Report for 2016-2017 is not available yet from the Kansas State Department of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Missouri Only: The Annual Report for 2015-2016 is now available. The Certified Salary Compliance report has been removed since it is available within the ASBR report. The GASB 34 Reports for 2015-2016 are also available.
    • North Dakota Only: The Annual Report and GASB 34 Reports for 2015-2016 are now available. The 2016-2017 Certificate of Levy report is not yet available. Once it is released, we’ll make the necessary changes and include it in a future update.
    • South Dakota Only: The Annual Report for 2015-2016 is now available. When generated, the optional reference pieces that were not used in revenue and expenditure account numbers will be zero filled; while the optional reference pieces in balance sheet account numbers will only be included if used. A new tab, View Cash Balances, has been added to the annual report for month-end cash balances (for accounts 101 – 108 and 180) for the general fund, capital outlay fund, pension fund, and special education fund, and a separate file for these balances will be created for uploading to the Department of Education when using the Create Report File option. The GASB 34 Reports for 2015-2016 are also now available.
    • Wyoming Only: The Annual Report and GASB 34 Reports for 2015-2016 are now available.
  • General Ledger>Reports
    • Crosswalk Account Numbers Listing: The report selection for All Old Account Numbers was not working properly. This has been corrected.
  • Accounts Payable>Check Cycle
    • In some instances, if a vendor had invoices being paid from multiple checking accounts and one of the invoices was for a negative amount, the checks were not printing correctly. This has been corrected.
  • Accounts Payable>Reports
    • Vendor Totals Report by Vendor: When including the optional field for Invoice Count, the same value was printing for all vendors. This has been corrected.
  • Payroll>Government Reporting
    • An alert and information message will appear on the main screen if you have not yet submitted your Affordable Care Act (ACA) forms for 2015. The electronic submissions are due June 30, 2016.
    • In some instances, the Minimum Essential Coverage Offer Indicator on the Employer 1094-C tab was gray and did not allow values to be entered. This has been corrected.
  • Fixed Assets>Assets
    • If the Site, Building and Room fields were set to repeat on the Set Screen Preferences of the Add New Assets option, in some instances the building was not repeating properly. This has been corrected.
  • Accounts Receivable>Data Entry
    • The system has been changed to allow invoice and payment batches to be posted in summary or detail to General Ledger. In the Accounts Receivable System File, new fields for Invoice Transactions and Payment Transactions have been added to the Posting Type section. If no changes are made to these fields after installing the update, your transactions will continue to post the same. Refer to the Completing the Accounts Receivable System File topic in the Help File for instructions.
  • Accounts Receivable>Maintenance
    • Import features have been added to the Options menu in both Customers and Staff.
  • Accounts Receivable>Reports
    • Invoice Form: This new report has been added to the system. It can be used to print an invoice for your customers.
    • Invoice Inquiry by Customer: This report was not printing the correct invoice total. It has been updated.
    • Invoice Listing for Accounts Receivable – Summary and Invoice Listing for Accounts Receivable – Detail: These two new reports have been added to the system.
    • Payment Listing – Summary and Payment Listing – Detail: These two new reports have been added to the system.
    • Department Balances Summary: The column heading labels were printing incorrectly. This has been updated.
  • Accounts Payable > Checks Cycle
    • In some instances, a negative invoice for one vendor was causing the check amount for a different vendor to print incorrectly. This has been corrected and an Alert and Information message will appear on your Accounts Payable main screen if this happened during a check run at your district. Please contact customer support for assistance.
  • Accounts Payable > Reports
    • Vendor Totals Report by Vendor: If using the Total report parameter, this report was not reflecting all the invoice amounts. It has been corrected.
  • Payroll > Government Reporting
    • If employees had 0.00 entered in Box 15 for the Employee Share of Lowest Cost Monthly Premium, the file sent to the IRS was not formatted properly and error AIRBR1011 was being returned. This has been corrected. If you received this error, after installing the update, a correction file will need to be submitted. Refer to the Submitting Corrected 1094-C and 1095-C Forms Electronically topic in the Help File for instructions. Also, refer to the FAQ regarding this error for additional details.

Payroll > Government Reporting

  • The electronic submission process for the Affordable Care Act (ACA) B Forms and C Forms is now available. To submit your employer 1094 and the employee 1095s to the Internal Revenue Service, use the Submit Electronic File to IRS button located on the Employee 1095-Bs or Employee 1095-Cs tab.
  • Note: The files can take up to 7 days to process by the IRS. Once the records have been processed, a message will appear in the Alerts & Information section of the payroll main screen indicating if any errors were found. You may also see the status of the transmission by selecting the IRS Submissions tab within the B or C Forms option. The IRS Submissions tab is also used to view any errors in the submitted records and for sending correction files to the IRS. Here are some additional resources on completing these processes:
  • In having taken great care in programming as many of the IRS validation rules as possible, we anticipate that the majority of the errors you may receive back from the IRS will be related to social security and name matching issues. These errors will appear as “AIRTN500 – TIN Validation Failed” messages. Refer to the FAQ regarding this message for guidance on how to correct the errors.
  • Important Note: While the Internal Revenue Service is currently accepting electronic transmissions of Affordable Care Act 1094/1095 B Forms and 1094/1095 C Forms, there are several known bugs in the process. Until the IRS resolves these issues, we do not feel it would be appropriate to allow our customers to submit their electronic forms. As soon as we feel the submission process is running as smooth as possible, we will send an update allowing our customers to transmit their B and C forms. As a reminder, employee 1095 forms must be distributed to the appropriate employees by March 31, 2016. Electronic submission to the IRS of employee 1095s and the employer 1094 does not need to be completed until June 30, 2016.
  • All System
    • In some cases, when using medium or large font settings on computer monitors or monitors with low resolution, the master menu icons were not displaying properly. This has been corrected.
  • General Leger>Data Entry
    • If the Processing Month is changed on the Batch Options screen after a batch of cash receipts or manual journal entries has been started, the system will prompt asking if the user would like to also change the dates within the batch to match the processing month.
    • The Replace/Reprint Checks screen has been updated to remove the Save and Clear and To Printer & Save buttons. Users will continue to use the To Screen & Save button to reprint any necessary checks.
  • Accounts Payable>Data Entry
    • In invoice entry, the Invoice Number field has been increased to 20 characters. Also, the Save and Print button has been replaced with the To Screen & Save button for invoices with prepaid information. When using this button, the checks will first be generated to the screen and can then be printed accordingly.
    • The W9 Sent Date and W9 Received Date have been added to the vendor name and address section in invoices, purchase orders, receiving, and requisitions.
    • If the Processing Month is changed on the Batch Options screen after a batch of invoices or purchase orders has been started, the system will prompt asking if the user would like to also change the dates within the batch to match the processing month.
    • When posting a batch of invoices, a new field for Delete Zero Entries has been added. If selected when posting a regular batch, the system will omit posting invoices that do not have the Prepaid Information section completed and contain all zero amounts (in the Header and Detail Information sections). If selected when posting a recurring batch, the invoices will not be posted but will remain in the recurring batch.
  • Accounts Payable>Check Cycle
    • The system has been modified on how it handles negative invoices during the Check Cycle process. Based on the format for the check setup for the checking account, if the system is generating multiple checks for the vendor and a negative check would result, it will automatically either move negative invoices to another check resulting in positive checks or it will truncate the stub invoices/detail and display an informational message.
    • If checks/stubs have already been printed and a user accesses Checks, Direct Deposit Stubs or Automatic Payment Stubs under the Check Cycle menu, a warning will appear but the user can continue.
  • Accounts Payable>Maintenance
    • Several new enhancements have been made in the Vendor File:
      • A W9 Tax Classification field has been added to the Tax Information section on the Miscellaneous tab.
      • Inactivate Vendors has been added to the Options menu for an easy way to inactivate a group of vendors based on their last check date. Refer to the Inactivate Vendors topic in the Help File for additional details. There is also a training tutorial available with information on using this new option.
      • An Adjust Email Addresses option has been added to the Options menu. This feature is used to update the usage fields (Direct Deposit, Tax Forms, and/or Other Communication fields) for existing email addresses. Refer to the Adjust Email Addresses topic in the Help File for additional details.
    • In the Check Setup – Vendors option, the Suppress Detail if Multiple Checks option has been enhanced. The user will now have the three options listed below to handle vendor checks with too many invoice/detail lines for one check based on how the check stub layout has been defined. Refer to the Check Setup – Vendors topic in the Help File for additional details.
      • The Print Multiple Checks (Invoices/Detail Wrap to Next Check) will print all the detail and if a check for a vendor includes more information than will print on one check stub, the system will write multiple checks with the amount for each being the invoices included on the check stub.
      • The Print One Check Per Vendor (Truncate Invoices/Detail on Stubs) will print all the detail and if a check for a vendor includes more information than will print on one check stub, the system will print only one check for the total of all the invoices but only prints as many invoice/detail lines that will fit on the one stub and then truncates the rest.
      • The Suppress Invoice Detail if Multiple Checks will exclude information in the detail section on a vendor’s check if there is more detail than will print on one stub; however, if a check for a vendor includes more invoices than will print on one stub, the system will still write multiple checks.
    • Checking Account ID field has been added to the Field Selection and Sorting and Grouping tabs in the Check Setup – Vendors option.
  • Accounts Payable>System File
    • A new Allow Override Checking Account on Prepaid Information field has been added to the System File. When selected, a user will be allowed to enter a prepaid or automatic payment in invoices without having the checking account tie to the fund for the chart of account number. By default this field will not be selected.
  • Accounts Payable>Reports
    • Vendor Listing – Detail: This report has been updated to include the W9 Tax Classification information.
    • Invoice Distribution Report: The fund number, checking account ID, and chart of account number fields have been added to the group footers.
    • Purchase Order Distribution Report – Detail and Purchase Order Distribution Report – Summary: These reports can now be generated for unposted purchase order batches by using the Unposted report selection. Also the detail report has been updated to include report parameters for Chart of Account Number and Fund Number.
    • Requisition Form: A report parameter for Requisition Date has been added to this report.
    • Requisition Listing – Detail: Report parameters for Fund Number and Chart of Account Number have been added to totals sections of this report.
    • Vendor Inquiry: This report has been updated to give voided invoices their own status grouping of VOID. All original lines and the corresponding voided lines will appear in this section.
    • Vendor Totals Report by Fund and Vendor Totals Report by Vendor: Added a new optional field for Invoice Count to these reports.
  • Payroll>Data Entry
    • In Pay Period Entries, the End Date field was displaying the value from the Batch Options screen rather than being copied from the Start Date. This has been corrected.
  • Payroll>Maintenance
    • Checking Account ID field has been added to the Field Selection tab in the Check Setup – Employees and Check Setup – Payees options.
  • Payroll>Government Reporting
    • The 2016 Quarterly 941 has been included in this release.
    • A Validate Employer 1094-C button has been added to the Employer 1094-C tab in the Affordable Care Act (ACA) C Forms option.
    • In the Monthly ALE Member Information section of the Employer 1094-C tab in the Affordable Care Act (ACA) C Forms, the System Generated: Full Time Employee Count for ALE Member field has been updated to include new hires if they have an Initial Benefit Eligibility date that falls before the Stability Start Date. Also, in this same column, if an employee is full time during the Measurement Period and terminates during their Stability Period, they were only being counted during their termination month if they worked more than 130 hours. They will now be counted regardless of the number of hours they worked during the month they terminated.
  • All System
    • The desktop icon and main menu have been redesigned. The new features include:
      • A new desktop icon. Desktop Icon
      • Module icons have been updated including the fully-integrated Accounts Receivable (arriving soon).
      • The User Controls button contains the User Security (supervisors only), User Options and Change Password options. The three options have been removed from the Utilities menu.
      • The Backup button has been moved next to the User Controls button.
      • A more vibrant news feed.
      • The To Queue button has been replaced with a more robust feature called Report List. See below for additional details.
    • A new Report List feature has been added to the main screen of each module. It is used to print multiple reports at one time. Each user can send individual reports to their specific Report List using the button on the Report Options screen.The report will be sent to the list with the designated report selections, variable fields, and report parameters. From the Report List, located under Reports on each module main screen, a user can print, view or export selected reports all at one time. In the future, the report dates can be moved forward and easily generated each month. Refer to the Report List topic in the Help File for additional information on using this feature
    • The Created By User ID has been added to all Batch Search screens in the system.
    • The icon designation for a custom report has been updated to a new image.
  • General Ledger > Government Reporting
    • Iowa Only: The 2016-2017 Iowa Budget Summary Report is now available.
    • Missouri Only: The Missouri SDAC report has been updated for 2016.
  • General Ledger > Government Reporting
    • Balance Sheet – Combined: When generating this report for several funds, the margins were not printing correctly which caused part of the left information to be missing. This has been corrected.
  • Accounts Payable > Data Entry
    • When using the Import Invoices feature, if multiple invoices had the same check number the system was returning an error. This has been corrected.
  • Payroll > Government Reporting
    • Due to issues with electronic communications with the Internal Revenue Service, the electronic submission process for the Affordable Care Act B and C Forms will not be available within the system until a future release. As a reminder, the applicable 1095 forms (B or C) need to be distributed to employees by March 31, 2016. Electronic submission to the IRS of the 1094 and employee 1095s (B or C) forms must be completed by June 30, 2016.
    • Illinois Only: In the Illinois Employment Information System option, the data elements have been updated for 2016. Also the FTE field on the Edit Generated Data will allow .05 as the smallest value.
    • Missouri Only: The Kansas City Retirement Report has been updated to match the retirement office specifications. Refer to the Kansas City Retirement Report topic in the Help File for additional details.
    • When using the Contract Hours adjustment option in the Affordable Care Act (ACA) Reporting – Hours Tracking option, absence from contract entries were included and should not have been. This has been corrected.
  • Human Resources > Reports
    • Employee Listing – Evaluation Information: If printing this report for the Without Evaluations after Ending Date report selection, the system was excluding those employees who had never had an evaluation. This has been corrected.
  • Important Tax Information
  • Note:This update contains changes to the Kansas, Maryland, Missouri and North Dakota State Income taxes. All other tax and unemployment changes (if necessary) were implemented on Version 15.12.18.01 and the information for those taxes can be viewed in the release notes for that version found below.
  • Kansas Only: The Kansas Department of Revenue has released the tax table information for 2016 and the tax rates remain unchanged from 2015. To view and verify this information, please print the document found here: Kansas2016.pdf
  • Maryland Only: The Comptroller of Maryland has released the tax table information for 2016. 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: Maryland2016.pdf
  • Missouri Only: The Missouri Department of Revenue has released the tax table information for 2016. 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: Missouri2016.pdf
  • North Dakota Only: The Office of the State Tax Commissioner has released the tax table information for 2016. 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: NorthDakota2016.pdf
  • Payroll > Government Reporting
    • On the Print 1095-Cs tab of the Affordable Care Act (ACA) C Forms option, if you manually entered in the year instead of using the drop down, no employees were showing in the Employee Selection List. This has been corrected.
  • Recommendation: The end of calendar year is just around the corner and soon you’ll be working on generating your 2015 W2 file. It is our recommendation that all districts complete the steps for balancing the calendar year totals and W2 totals prior to processing your last December payroll so adjustments can be made and included in the last payroll if necessary. To balance prior to December’s payroll, complete Steps 1 through 5 on the Payroll End of Calendar Year Checklist (then after the last payroll is updated for 2015, repeat Steps 1-5 when completing the end of calendar year process).
  • Important Tax Information
    • Tax Tables with changes for 2016: Federal Income Tax, Minnesota State Income Tax, Idaho State Income Tax, and Illinois State Income Tax.
    • Tax Tables with NO changes for 2016: Social Security, Medicare, Federal Unemployment, Iowa State Income Tax, Nebraska State Income Tax, Montana State Income Tax, Wisconsin State Income Tax, St. Louis Local Income Tax, and Kansas City Local Income Tax
    • Tax Tables that have not yet been released: Kansas State Income Tax, Missouri State Income Tax, Maryland State Income Tax, and North Dakota State Income Tax. The Department of Revenue in each state has not yet released the state withholding tables for 2016. Once the tax tables are released, we will plan to prepare an additional release which will include the new tables.
    • States with unemployment Taxable Wage Base changes for 2016: Iowa, North Dakota, and Wyoming
    • States with NO unemployment Taxable Wage Base changes for 2015: Illinois, Kansas, Missouri, Nebraska, and South Dakota
  • Once you install the 15.12.18.01 update, you will have the released 2016 information for the federal, state and local income taxes and unemployment taxable wage base limits for applicable states. To view and verify this information, please print the appropriate documents using the links below. The tables in these documents MUST be compared to your tax information in the Taxes option under the Maintenance menu in Payroll prior to calculating your first payroll in January 2016.
  • If you are currently using the Negotiations module with the School Accounting System, the 2016 tax and unemployment information will update automatically upon installing the update.
  • Federal Taxes: https://docs.su-inc.com/taxes/Federal2016.pdf
  • State Taxes/Unemployment:
  • Local Taxes:
  • Main > Utilities
    • When using the Change Password feature, located under the Options menu in User Options, the system was only allowing 10 characters to be entered for the Old Password. This has been corrected.
  • General Ledger > Maintenance
    • Import options were added to the following: Chart of Accounts, Direct Deposit Banks, and Reference Files.
  • General Ledger > Government Reporting
    • Nebraska Only: The 2014-2015 Educational Service Unit Annual Report is now available.
  • Accounts Payable > Maintenance
    • Import options were added to the following: New Vendors, Vendor Addresses, Vendor Custom Fields, Vendor Direct Deposits, Vendor Email Addresses, and Vendor Tax Information.
  • Payroll > Data Entry
    • In Employee Absences, when using the Find (Ctrl+F) feature to search on the Pay Code ID field and the pay code selected from the list was tied to a leave balance, the system was not properly saving the entry as a leave entry. Subsequently, the leave balance was not being reduced properly. This has been corrected.
  • Payroll > Maintenance
    • Import options were added to the following: Leaves, Pay Codes, New Deductions, Deduction Rates, Deduction W2 Boxes, Employee Direct Deposits, Employee Leaves, Employee Taxes, New Payees, Payee Addresses, Payee Direct Deposits, and Payee Email Addresses.
    • When using the Import ACA 1095s Covered Individuals, if a dependent of an employee is also an employee (i.e. husband and wife both work for the district, and wife is a dependent on the husband’s insurance), the dependent was not getting imported. This has been corrected.
  • Payroll > Government Reporting
    • In some instances, when printing the Employee 1095-C forms the system was returning an application error. This has been corrected.
  • Fixed Asset Inventory > Maintenance
    • Import options were added to the following: Buildings, Departments, Rooms, Sites, Classes, Conditions, Custom Fields, Disposal Types, Owners, Sub Classes, and Sub Classes Depreciation Accounts.
  • Payroll > Reports
    • Full Time Employees Missing from 1095-Cs and Total Employees Paid During Month: These two reports were updated to include Pay Group ID as a Report Parameter.
    • Full Time Employee Count for ALE Member: An additional column for Stability Status has been added to this report. Initial indicates the employee is in their initial stability period, Ongoing is used to indicate those employees no longer in their initial stability period and are ongoing, and Transitional is for those customers where 2015 is their first stability start date and all months prior to the stability start date will reflect full time employees at the end of the first measurement period excluding those that have terminated each month. Also, Pay Group ID has been added a Report Parameter.
    • Employee Wage Listing: This report was not always displaying the correct pay rate when a pay code was setup as Pay Rate Same as Primary Pay Code. This has been corrected.
  • General Ledger > Data Entry
    • When using the grid entry feature for cash receipts, the short-cut key of "R" in the Transaction Description to use the description from the Received From File field was not working. 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.
    • This Web Link version is separate from the School Accounting System and therefore can be installed at any time. However, the School Accounting System should be at the latest release, 15.11.10.01 (or higher, if applicable).
    • In some instances, after installing this release, when logging in to Web Link an error will be returned. This issue is easily corrected by contacting Customer Support and time can be saved by ensuring a copy of the web.config file, typically located in the c:\inetpub\wwwroot\WebLinkSQL folder is copied to a different location prior to installing the Web Link update.
  • Web Link > Data Entry
    • During invoice or cash receipt entry, if a vendor or received from is modified or added, the system was returning an error and would not save. This has been corrected.
  • Note: For those districts that have the Web Link module, you will also need to be at Web Link version 15.11.10.01 (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.
  • Main > Utilities
    • The User Permissions section in the User Security option has been updated with the newly added options included in this release. These include: Affordable Care Act (ACA) B Forms, Affordable Care Act (ACA) C Forms, Affordable Care Act (ACA) Reporting Setup, and Employee File options for ACA 1095s tab and Adjust ACA Employee Offer and Coverage.
    • The Payroll tab in the Web Link Setup Options has been updated to include the consent message and available years for the Affordable Care Act 1095 information.
  • Accounts Payable > Government Reporting
    • The Vendor 1099 changes for Calendar Year 2015 have been included in this update.
  • Payroll > Data Entry
    • When using the Copy Batch feature in an Employee Absence batch, the system was returning an error. This has been corrected.
  • Payroll > Maintenance
    • A new option has been added for Affordable Care Act (ACA) Reporting Setup. This feature will be used each year to designate what type of employer your organization is (large or small) and if the health insurance offered is fully-funded or self-funded. There is also a Large Employer Calculation feature to determine if your organization has more than 50 full time and full time equivalent employees. Refer to the Affordable Care Act (ACA) Reporting Setup topic in the Help File for additional information on using this feature.
    • Several enhancements have be made in the Employee File.
      • A new ACA 1095s tab has been added. This screen will be used to enter the data to report on the 1095-C forms (Lines 14, 15 and 16) for each applicable employee, and for those employers who are self-insured, employee and dependents coverage dates can be tracked in order to report the proper information for the 1095-B form on Part IV and the 1095-C form on Part III. Refer to the Completing the ACA 1095s Screen in the Employee File topic in the Help File for additional information on using this feature.
      • An Adjust ACA Employee Offer and Coverage option has been added to the Options menu. This feature can be used to easily update the 1095 information for a group of employees. Refer to the Adjust ACA Employee Offer and Coverage topic in the Help File for additional information on using this feature.
      • The new Import ACA 1095s Covered Individuals option, also added to the Options menu, can be used to import information from a third-party administrator for the covered individuals for the calendar year for those employers who are self-insured. To access the import specifications for the covered individuals, go to: /templates/pr/ImportingACA1095sCoveredIndividuals.xlsx
      • For those customers who have licensed the Web Link module, the new Web Link 1095 Consent field, added to the Name & Address tab, is used to indicate whether or not the employee has consented to receiving an electronic 1095 via Web Link.
      • The existing ACA tab has been renamed to ACA Hours to distinguish it from the new ACA 1095s tab.
      • If an employee was offered health insurance during their initial measurement period and Accepted or Declined was entered in the Initial Benefit Status, the new Initial Benefit Eligibility Date field needs to reflect the date the offer was extended to the employee. If there is not a waiting period (the employee is eligible for health insurance immediately upon hiring) the employee’s hire date should be entered; otherwise enter the applicable date when the offer of benefits will be extended to the employee. Important Note: When the update is installed, if an employee had an Initial Benefit Status of Accepted or Declined, the system will automatically update the Initial Benefit Eligibility Date with the employees latest hire date. These dates should be reviewed for each applicable employee.
  • Payroll > Government Reporting
    • The Affordable Care Act (ACA) B Forms option will be used by small employers who self-insure to generate, validate, print and submit the 1094-B and 1095-B forms to the applicable employees and the Internal Revenue Service. Refer to the Affordable Care Act (ACA) B Forms topic in the Help File for additional information on using this feature.
    • The Affordable Care Act (ACA) C Forms option will be used by large employers who are either fully-insured or are self-insured to generate, validate, print and submit the 1094-C and 1095-C forms to the applicable employees and the Internal Revenue Service. Refer to the Affordable Care Act (ACA) C Forms topic in the Help File for additional information on using this feature.
    • The Affordable Care Act (ACA) Reporting option has been renamed to Affordable Care Act (ACA) Hours Tracking. This change better describes the option which is used to view hours worked for new and ongoing employees in order to determine if the employees are considered full time (or trending towards full time) and then must be offered health insurance.
    • The Employee W2 changes for Calendar Year 2015 have been included in this update.
  • Payroll > Reports
    • A new category, Affordable Care Act (ACA) Reports, has been added to the Reports menu for easy access to various Affordable Care Act reports in the system.
    • Several new reports have been added for the Affordable Care Act (ACA) reporting: Large Employer Calculation Report – Detail and Summary, Employee ACA Report – 1095 Information, Full Time Employee Count for ALE Member, Employee 1095-B Detail Report, Employee 1095-C Detail Report, Full Time Employees Missing from 1095-Cs, and Total Employees Paid During Month.
    • Employee ACA Report – Measurement Periods: The new Initial Benefit Eligibility Date field was added to this report along with a report parameter.
    • Employee ACA Report – Full Time Employees: This report was updated to include the column for Report as Full Time and a report parameter for New Hire.
    • Employee Detail Listing for Payroll and Employee Listing – Name and Address Information: These reports were updated to include the new field for Web Link 1095 Consent.
    • Employee Wage Report by Workers Compensation Class: The total field on this report was not accurately reflecting the total for the workers compensation class. This has been corrected.
  • Human Resources > Maintenance
    • In the Employee File on the Dependents tab, a section for Dependent ACA Coverage Dates has been added to track enrollment and withdrawal dates for those employers who offer health insurance through a self-funded plan. These fields are only accessible if the Plan Type in the Affordable Care Act (ACA) Reporting Setup option is Self-insured – Full Year or Self-insured – Partial Year. These same fields also appear on the ACA 1095s tab and if the information is changed in one place, the changes are reflected in the other place as well.
  • Human Resources > Reports
    • Employee Detail Listing for Human Resources: Added the new field for Web Link 1095 Consent and the dependent ACA enrollment and withdrawal dates to this report.
    • Employee Listing – Dependent Information: Updated this report to include four Report Selections for Dependents Only, Include Benefits, Include ACA Coverage Dates, and Include Benefits & ACA Coverage Dates.
  • Fixed Asset Inventory > Maintenance
    • An error was being returned when using the Combine Rooms feature, located under the Options menu within the Rooms File. This has been corrected.
  • Fixed Asset Inventory > Options
    • When using the Process Catch-up Depreciation option and the First Year Depreciation Type on the assets is either None or Half Year, the system was not including the last year of depreciation. This has been corrected.
  • Report Writer
    • The NG Employee Totals view groups has been updated to include the vprEmployeeEmergencyContact information.
  • 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 15.11.10.01 (or higher, if applicable).
  • Web Link > Data Entry
    • The new 1095s option allows the user (employee) to view and print the 1095s issued in Payroll. In order for the 1095s option to be available within the School Accounting System, a user must be defined with the Employee ID field completed in the User Security option, and the calendar year must be selected in the Available 1095 Years list in the Web Link Setup Options.
  • Accounts Payable > Check Cycle
    • If two vendors who both had direct deposit set up were combined together, the amounts were doubling during the check cycle. This has been corrected.
  • Payroll > Data Entry
    • When importing entries into an Employee Absence batch, in some instances (based on the order of the columns) the Start Date was not importing. This has been corrected.
  • Payroll > Maintenance
    • In update 15.07.28.01, a new Employee File screen was added for Emergency Contacts. In some instances, this screen was not visible to all users. This has been corrected. Refer to the Completing the Emergency Contacts Screen in the Employee File topic in the Help File for additional information on using this feature.
  • Human Resources > Maintenance
    • In the Employee File on the Benefits screen, the Benefit Payments List and COBRA Payments List sections were not showing previous entries or allowing new entries to be added. This has been corrected
  • All System
    • Throughout the School Accounting System, there are several available import options (i.e. Import Invoices, Import Cash Receipts, Import Employee Custom Fields). A new Get Templates button has been added to the various Import screens. When selected, the user will be redirected to a web page with available templates for each of the applicable import options. The templates include file specifications and sample spreadsheet information.
  • General Ledger > Government Reporting
    • Kansas Only: The Budget Report for 2015-2016 is now available.
    • Missouri Only: The Certified Salary Compliance report has not yet been updated and according to the Department of Elementary and Secondary Education, the information may not be available until at least September 2015. The changes will be included in a future release once the changes are available from the state.
    • Nebraska Only: The 2014-2015 Annual Report and GASB 34 Reports are now available.
    • South Dakota Only: Exhibit III of the GASB 34 Reports has been updated to include additional GASB Adjustment fields for 707.1, 707.2 and 708.
    • Wyoming Only: On the Edit tab of the Annual Report, revenue code 85201 was not allowing the Project Number field to be edited. Also, the Project Number fields have been updated with a new list from the Wyoming Department of Education.
  • Accounts Payable > Maintenance
    • On the Check Print Positions tab in the Check Setup – Vendors option, a new field has been added to allow the system to print Pay To The Order Of information, if desired. The Top, Left, and Width fields would need to be completed for the new field.
  • Payroll > Maintenance
    • A new tab has been added to the Employee File for Emergency Contacts. This tab includes information for allergies, blood type, medical conditions, emergency contacts and medical contacts. For those customers who were already using the emergency contact fields in Human Resources, the information has been migrated to this new tab. If during the migration, an emergency contact phone number or relationship was previously entered but no contact name, the system will update the Person with the word ‘Unknown’ since this is a required field if either of the other two fields are used. New imports have also been added under the Options menu for Import Medical Information, Import Medical Contacts, and Import Emergency Contacts.
    • On the Check Print Positions tab in the Check Setup – Employees and Check Setup – Payees options, a new field has been added to allow the system to print Pay To The Order Of information, if desired. The Top, Left, and Width fields would need to be completed for the new field.
    • A Show Details button has been added in the following locations next to the Amount Due field: Deductions Payable tab in the Deductions File, Taxes Payable tab in the Taxes File, and Individual Bank Account Deduction section on the Deduction tab in the Employee File. If there is an amount displayed in this field, select this button to view detailed information for the amount shown.
  • Payroll > Options
    • On the Employee/Payee Inquiry in the Check Detail List for a payee check that has been voided, the system will now show both the original detail as well as the void detail. Also for any payee check with adjustments, a new section will be displayed, Payable Detail List, showing the detailed information explaining the adjustments.
  • Payroll > Government Reporting
    • North Dakota Only: When generating the North Dakota Employee Compensation Report, deductions set up with a Deduction Type of Add were being excluded. This has been corrected.
  • Payroll > Reports
    • Employee Detail Listing for Payroll: The report has been updated to include the emergency contact information.
    • Employee Detail Listing with Signature: The report has been updated to include the emergency contact information.
    • Employee Phone List: The report has been updated to include multiple emergency contacts.
    • Emergency Contact Report: The report has been updated to include multiple emergency contacts.
    • Employee Listing – Emergency Contacts Information: A new report has been added which includes the information from the Emergency Contacts tab in the Employee File.
  • Human Resources > Maintenance
    • If there is a checklist instance with tasks still pending for an employee, the Open Checklist Instance button will appear green in the button bar of the Employee File. The button can be selected to open the checklist instance for the employee to view and complete the tasks as needed.
    • The Demographics tab in the Employee File has been modified to include a Comment field and allow for more than one Background Check date to be entered. Also, the Emergency Contact information has been moved to its own tab and is now available for both Human Resources and Payroll users.
    • On the Education tab in the Employee File, the Degree field has been updated to include Bachelor of General Studies.
    • The Main Leave ID field has been renamed to Default Main Leave ID in the Sick Banks option. This change will allow Sick Banks to be tied to a default but then the leave used during deposits and withdrawals can be overridden or multiples can be selected (deposits only).
  • Human Resources > Options
    • The Go To button has been added next to the Employee ID field in the Checklist Instance option. Select this button to open the specified employee’s record in the Employee File
    • When processing Sick Bank Deposits, if a Default Main Leave ID was set up for the sick bank, it will be selected in the Sick Bank Leaves List by default. The user will also be allowed to select more than one sick bank leave, if needed. If multiple leaves are selected and an employee has more than one of the selected leaves, the employee will be listed multiple times in the Sick Bank Deposits List but only one line should be selected to process.
  • Human Resources > Reports
    • Employee Listing – Demographic Information: The report has been updated to remove the emergency contact information, add the field for comments, and also allow for multiple background check dates.
    • Employee Detail Listing for Human Resources: The report has been updated to include multiple background check dates and the comment field from the demographics tab.
    • Sick Bank Listing: The report was updated to reflect the field name change for Default Main Leave ID.
  • General Ledger > Government Reporting
    • Illinois Only: The Annual Report for 2014-2015 is now available.
    • Iowa Only: The GASB 34 Reports for 2014-2015 are now available.
    • Kansas Only: The Budget Report for 2015-2016 is not available yet from the Kansas State Department of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Missouri Only: The GASB 34 Reports for 2014-2015 are now available. The Certified Salary Compliance report has not yet been updated and will be included in a future release once the changes are available from the state.
    • North Dakota Only: The GASB 34 Reports for 2014-2015 are now available.
    • South Dakota Only: The GASB 34 Reports for 2014-2015 are now available. Also, a few minor changes have been made to the 2014-2015 Annual Report for proprietary funds and pension accounts.
    • Wyoming Only: The GASB 34 Reports for 2014-2015 are now available.
  • Payroll > Maintenance
    • The Custom Fields tab in the Employee File has been updated to allow the different sections to be moved around on the screen. To move a section, click on the handle (line of dots to the left of the section name) and then drag the section to the desired location. The settings for the section location are saved by user.
    • North Dakota Only: The Office of the State Tax Commissioner has released new tax tables for the remainder of 2015. 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/NorthDakota2015.pdf.
  • Payroll > Government Reporting
    • The Service Break Calculations tab in the Affordable Care Act (ACA) Reporting option has been changed to process the information much quicker. Also any entry with zero hours will be ignored.
    • Iowa Only: The Iowa BEDS Report has been updated with the 2015 changes. These include additional fields for Teacher Leader Days on the Report Options screen and Teacher Leader Compensation as a Pay Type on the Pay Codes screen. To use the Teacher Leader Days, a custom numeric field will need to be added to the Custom Fields option found under the Maintenance menu. For each applicable employee, complete the newly added custom field on the Custom Fields tab in the Employee File.
    • Illinois Only: Several changes have been made to the system for the Illinois Employment Information System. In the Employee File on the Wages tab in the Illinois EIS List, Grade Level Assignment and Primary Work Location have been added and employees can now have more than one work location per position. Also, Title 1 Funded has been replaced with Funding Source. If you’d like assistance converting this information for your employees, please contact Customer Support. In the Illinois Employment Information System option, new options have been added to the Data Elements tab for Grade Level Assignment and Funding Source. Also the Taxes tab has been removed since this information is no longer reported. Refer to the Illinois Employment Information System topic in the Help File for additional information on using this feature.
    • Nebraska Only: The Nebraska Staff Reporting option has been updated with the 2015-2016 changes. Also, the Staff Position Assignments tab includes two new columns for Active and Employee Status which allows the list to be easily filtered to include or exclude employees based on this criteria. Refer to the Nebraska Staff Reporting topic in the Help File for additional information on using this feature.
  • Human Resources > Maintenance
    • The Benefits tab in the Employee File has been updated to allow multiple benefits with the same Benefit ID.
    • The Employee File Certificates tab has been updated with two new fields: Active and Comments. The active checkbox is used to indicate if the certificate is active or not and the comments field can contain additional information regarding the employee’s certificate.
    • The Education tab in the Employee File has been updated to display fields to show the total credits for all continuing education courses and the total credits for those courses with no degree that are marked as Count Toward Education Level.
    • In the Employee File, the FMLA tab has been updated to allow multiple leave dates for a specified Requested Date. The FMLA Leave Dates List now also includes fields for Number of Hours and Number of Days. A Denial Date has been added to the screen as well.
    • The Number of Days field on the Work Comp tab in the Employee File has been updated to allow up to four decimal places to be entered.
  • Human Resources > Reports
    • Employee Detail Listing for Human Resources: This report has been updated to include an area for an employee signature and date. Use the Footer Visible checkbox in the Report Sorting section of the Report Printing Options screen to include or exclude these fields. These fields will be included on the report by default.
    • Several reports have been updated to allow multiple benefits with the same Benefit ID: Employee Benefits Summary Report, Employee Benefits Payment Report, Employee Benefits Report by Benefit, Employee Detail Listing for Human Resources, Employee COBRA Report, and Employee Listing – Benefit Information.
    • The following reports have been updated to include the new fields for Active and Comments for employee certificates: Employee Endorsement Report, Employee Listing – Certification Information, and Employee Detail Listing for Human Resources.
    • Employee Listing – Continuing Education Summary Information: This report now includes fields for Total Credits and Credits Toward Education Level (No Degree).
    • Employee Listing – FMLA Leave Information: This report has been updated to include the new fields for Denial Date, multiple FMLA Start and End Dates, as well as Number of Hours and Number of Days per date range.
    • Employee Workers’ Compensation Injuries Report: The Number of Days field has been updated to display values up to four decimal places.
    • Employee Listing – Evaluation Information: Report Selections have been added to this report for All Employee Positions and Without Evaluations after Ending Date. The Without Evaluations after Ending Date report selection allows the user to generate a list of the employees needing an evaluation completed because they do not have an evaluation date after the ending date entered.
  • Fixed Asset Inventory > Assets
    • Import New Assets, Import Expense Accounts, Import Depreciation Accounts, and Import Custom Fields have all been added to the Options menu within Add New Assets batches. These imports allow groups of assets to easily be added to a batch and then can be posted without having to manually enter the data. All maintenance fields used when setting up a new asset would have to be pre-defined within their own options prior to using the imports.
    • Import Expense Accounts, Import Depreciation Accounts, and Import Custom Fields are now available on the Options menu within Asset File Maintenance.
  • Fixed Asset Inventory > Options
    • A new option has been added to the Options menu: Purge Disposed Assets. This feature is used to delete disposed assets from the School Accounting System. Refer to the Purge Disposed Assets topic in the Help File for additional information.
  • Main Screen
    • After installing this release, the first time a user logs into the School Accounting System, the Agreement to Preserve the Proprietary Rights of Software Unlimited, Inc. will appear. If the user agrees with the terms on the agreement, they can select the applicable checkbox and the login process will continue. Users will only see the agreement the very first time they log into the system.
  • General Ledger > Maintenance
    • Approved requisitions that were tied to unposted purchase orders were no longer showing in the Outstanding Approved Requisitions field on Flexible Financial reports. These values should continue to display in this field until the purchase order batch has been posted. This has been corrected.
    • A new field has been added to the Direct Deposit Header Records screen: Enable Edit on File Creation. If the information entered in the Company Identification field can change depending on the module or checking account, selecting this field will allow a user to edit the Company Identification field at the time the file is created for the bank.
  • General Ledger > Government Reporting
    • Iowa Only: The GASB 34 Reports are not yet available. Once the necessary changes have been made, they will be included in a future release.
    • Illinois Only:The Budget Report for 2015-2016 is now available. The Annual Report for 2014-2015 is not available yet from the Illinois State Board of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Kansas Only: The Budget Report for 2015-2016 is not available yet from the Kansas State Department of Education. Once it is released, we’ll make the necessary changes and include it in a future update.
    • Missouri Only: The Annual Report for 2014-2015 is now available. The F.I.R.E. Calculation report has been removed since it is no longer collected by the Missouri Department of Elementary and Secondary Education. The Certified Salary Compliance report has not yet been updated and will be included in a future release once the changes are available from the state. The GASB 34 Reports are not yet available. Once the necessary changes have been made, they too will be included in a future release.
    • North Dakota Only: The Annual Report for 2014-2015 is now available. The Annual Report now includes an option for Regional Education Associations to generate a specific report. Also, the 2015-2016 Certificate of Levy report is included in this release. The GASB 34 Reports are not yet available. Once the necessary changes have been made, they will be included in a future release.
    • South Dakota Only: The Annual Report for 2014-2015 is now available. The GASB 34 Reports are not yet available. Once the necessary changes have been made, they will be included in a future release.
    • Wyoming Only: The Annual Report for 2014-2015 is now available. The GASB 34 Reports are not yet available. Once the necessary changes have been made, they will be included in a future release.
  • Accounts Payable > Check Cycle
    • On the Create Direct Deposit File screen, a new section for Direct Deposit Header Records List will be displayed. If the direct deposit header record is defined with the Enable Edit on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field can be changed as needed.
  • Accounts Payable > Options
    • On the Direct Deposit Prenotificaton and Recreate Direct Deposit File screens, a new section for Direct Deposit Header Records List will be displayed. If the direct deposit header record is defined with the Enable Edit on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field can be changed as needed.
  • Accounts Payable > Reports
    • Requisition Listing – Summary and Requisition Listing – Detail: Both reports have been updated to include a Report Parameter for Cancelled Date.
  • Payroll > Data Entry
    • In an Employee Absence batch, if the Subbed For Employee ID was auto filling and the user tried to clear the value, in some instances the value would reappear when the entry was saved. This has been corrected.
    • When using the Copy Batch or Zero Copy Batch features, found under the Options menu on the Batch Options screen in Pay Period Entries or Employee Absences, if any errors occur while copying the entries, a screen listing the errors will appear.
  • Payroll > Check Cycle
    • On the Create Direct Deposit File screen, a new section for Direct Deposit Header Records List will be displayed. If the direct deposit header record is defined with the Enable Edit on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field can be changed as needed.
  • Payroll > Maintenance
    • In the Employee File, the Employee Check Calculation option has been added to the Options menu. Also, the Employee ID search has been updated to include a column for Previous Last Name.
  • Payroll > Options
    • The Test Taxable Wages option has been removed.
    • On the Direct Deposit Prenotificaton and Recreate Direct Deposit File screens, a new section for Direct Deposit Header Records List will be displayed. If the direct deposit header record is defined with the Enable Edit on File Creation field selected in the Direct Deposit Header Record File, the Company Identification field can be changed as needed.
  • Payroll > Government Reporting
    • When creating the payroll contribution file for the VALIC 403b administrator, if an employee had reportable amounts for multiple deductions, only one deduction amount was appearing on the file. This has been corrected.
    • Missouri Only: When generating the Missouri Retirement Report, if there were multiple void check batches during the month, selecting and unselecting the batches was not always working properly. This has been corrected.
    • North Dakota Only: A new option, Create Census Data Audit File, has been added to the Options menu in the North Dakota Teachers Retirement Report option. This feature will be used to create a file of all employees paid in the fiscal year if being audited by the North Dakota Teachers Retirement & Investment Office.
    • In some instances, on the Service Break Calculations tab in the Affordable Care Act (ACA) Reporting option, new hires were being displayed even if the New Hires checkbox was not selected. This has been corrected.
  • Payroll > Reports
    • Iowa Only: If an individual had more than one check sequence, the employee was not always properly showing the variance indicator on the Iowa Retirement Variance Report. This has been corrected.
  • Note: For those districts that have the Web Link module, you will also need to be at Web Link version 15.04.28.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.
  • All System
    • When generating a report to the screen, several new task bar buttons have been added. They include: First Page and Last Page, Fit Width and Fit Page, Cursor Mode controls for Pan Mode (click and move the page around), Selection Mode (select text and copy/paste to another document), and Snapshot Mode (capture a screenshot and paste to another document). Also, the Export button has been added to the task bar instead of under the File menu, and when exporting to a spreadsheet the format will be .XLSX. Toggle Sidebar button is new too, and the steps for how to access a report’s table of contents has changed (first have to click Toggle Sidebar button and then click Document Map button).
    • The phone number fields on the following screens have been renamed to Primary Phone Number, Secondary Phone Number, and Other Phone Number: System File on the Main screen, Received Froms in General Ledger, Ship To Addresses and Vendors in Accounts Payable, Employees and Payees in Payroll, and Employer History in Human Resources. A new column has been added for Phone Type with options for Business, Cell, Fax, Home and Other. Various standard reports that included these phone numbers have been updated. During the installation of this release, any custom reports built by districts who have licensed the Report Writer module will be converted to these new fields. Additional edits may be necessary to include Phone Type if needed. Also during the update, Phone Number 1 will convert to Primary Phone Number with Other as the Phone Type, Phone Number 2 will convert to Secondary Phone Number with Other as the Phone Type, and Fax Number will convert to Other Phone Number with Fax as the Phone Type.
  • Account Payable > Data Entry
    • When selecting the Recurring Entries checkbox on the Batch Options screen for Invoices, the label ‘(recurring entries)’ will appear after the batch name in the title bar.
    • When entering invoices, the Vendor 1099 Amount was not always being updated if the Invoice Detail Amount field was set to repeat on the Set Screen Preferences. This has been corrected.
    • If a vendor name included an ampersand (&), it was not being properly displayed in Invoices, Purchases Orders, Requisition Entry, Requisition Inquiry, Receiving, and Vendor Inquiry. This has been corrected.
    • When bringing a posted purchase order back into a batch and upon selecting to post the batch, the system was periodically indicating there were no entries to post. This has been corrected.
  • Accounts Payable > Check Cycle
    • In some instances, the country code for the United States was printing on vendor checks. This has been corrected.
  • Accounts Payable > Maintenance
    • If there is an unposted checks batch in progress, a warning message will appear when opening the Vendor File. Also, when viewing a particular vendor from the unposted batch, a warning message will appear in the status bar.
  • Payroll > Data Entry
    • When selecting the Recurring Entries checkbox on the Batch Options screen for Deduction/Tax Adjustments, Pay Period Entries, or Employee Absences, the label ‘(recurring entries)’ will appear after the batch name in the title bar.
    • On the Grid Entry tab in the Pay Period Entries option, if a blank line was created from tabbing through fields, the user could not close the screen and still save the entries. This has been corrected.
  • Payroll > Check Cycle
    • In some instances, the country code for the United States was printing on payee checks. This has been corrected.
    • The Payroll Type of Expense Contract was renamed to Expense Payroll.
  • Payroll > Maintenance
    • Several enhancements have been made to the screens in the Employee File.
      • If there is an unposted checks batch in progress, a warning message will appear when opening the Employee File. Also, when viewing a particular employee from the unposted batch, a warning message will appear in the status bar.
      • The Direct Deposit Splits grid on the Direct Deposit tab has been updated to include columns for Direct Deposit Bank Description, Every Pay Period, and Week 1 – 5 information.
      • The Wages tab has several new fields and features:
        • If the Pay Code has a default rate, it will display in the new Default Pay Rate field.
        • The Regular Days field size has been increased to 9 digits long.
        • Hours Per Payroll has been added for contract pay codes. Either Hours Per Day (along with Days This Pay Period with calculating a payroll) or Hours Per Payroll can be used to track the hours worked.
        • If Worker’s Compensation Classes are defined, the new Workers’ Compensation Class ID Override field will be enabled to allow a user to override the ID assigned in the Pay Code File.
        • If default expense accounts are entered in the Pay Code File, the new Use Pay Code Defaults field will be enabled. When selected, the system will display the default expense accounts, which cannot be changed, and use these during the payroll cycle.
        • If another pay code is set up as the Primary Pay Code, the new Use Primary Pay Code Expense Accounts field will be enabled. When selected, the system will display the primary pay codes expense accounts, which cannot be changed, and use these during the payroll cycle.
        • The Chart of Account Description will be displayed in new field in the Expense Accounts grid.
        • Use the Copy From Pay Code button in the Expense Grid to copy and save the expense account information from the default values set up in the Pay Code File.
        • Use the Search Employee Expense button to copy an expense account from another pay code set up for the employee.
      • The Employee Taxes grid on the Taxes tab has been updated to include columns for Rate Type, Every Pay Period, and Week 1 – 5 information.
    • Two new fields have been added to the Custom Fields File: Display in Payroll and Display in Human Resources. Using these fields allows a district to only display certain custom fields in either Payroll or Human Resources. When the update is installed, all custom fields will default to having both Display in Payroll and Display in Human Resources, if applicable, selected.
    • If there is an unposted checks batch in progress, a warning message will appear when opening the Payee File. Also, when viewing a particular payee from the unposted batch, a warning message will appear in the status bar.
  • Payroll > Government Reporting
    • In the Affordable Care Act (ACA) Reporting option on the Adjustment Options tab, the Contracts Adjustment Option has been updated to include features to adjust the Hours Per Payroll for employee wages. Also, the Contract Hours Adjustment Option has been updated to display both Hours Per Day and Hours Per Payroll in the Adjustment Entries grid. Refer to the Completing the Adjustments Tab (Screen) of the Affordable Care Act (ACA) Reporting Option topic in the Help File for additional information.
    • Missouri Only: The Missouri SDAC report has been updated for 2015.
  • Payroll > Reports
    • The four Custom Fields Listing for Payroll and Human Resources have been updated to include the new fields and Report Parameters for Display in Payroll and Display in Human Resources.
    • The four Employee Listing – Custom Field Information reports have been updated to include Display in Payroll/Human Resources and Print in Payroll/Human Resources Report Parameters.
    • Employee Wages Report by Workers Compensation Class: The report has been updated to include the workers’ compensation class from the employee file if overridden.
    • Hours Worked Report: This report has been updated to include an additional column for Hours Worked for ACA Reporting.
    • Payroll Register – Accumulated and Payroll Register – Accumulated with Subtotals: The Sort Group ID in the Report Sorting section of the Report Printing Options screen was not working properly. This has been corrected.
  • General Ledger > Data Entry
    • When selecting the Recurring Entries checkbox on the Batch Options screen for Budgets, Manual Journal Entries, or Cash Receipts, the label ‘(recurring entries)’ will appear after the batch name in the title bar.
  • Fixed Asset Inventory > Reports
    • Pending Assets from Accounts Payable Report: This report was including assets from voided invoices. It has been corrected.
  • Report Writer
    • Because of tool enhancements in the update for the Report Writer module, there are a few changes when moving or resizing a field. If the Grid Alignment Control is set to Display Alignment Lines (default), use the right, left, up, and down arrow keys to move a field to the nearest edge of the next closest object. Press the Ctrl key and the arrow keys to move the object by one space. To resize a field, press the Shift key and the arrow keys to resize the field to the nearest edge of the next closest object. Press the Ctrl+Shift keys and the arrow keys to resize the field by one space.
  • 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 15.04.28.01 (or higher, if applicable).
  • Web Link > Data Entry
    • During invoice or cash receipt entry, if a vendor or received from is modified or added, the information entered in the Phone Number 1 field will be updated into the School Accounting System Primary Phone Number field with Phone Type of Other, Phone Number 2 will be updated into Secondary Phone Number with Phone Type Other and Fax Number will update to Other Phone Number with Phone Type of Fax.
  • Account Payable > Data Entry
    • When invoicing purchase orders, if the Invoice column was selected in the Detail Information section after changing the amount and leaving the Received in Full Status blank, the system was displaying an error. This has been corrected.
  • Payroll > Data Entry
    • When keying entries on the Grid Entry screen of the Pay Period Entries or Employee Absences options, if the employee has a primary pay code, the pay rate field reflects the appropriate value. If the Pay Code ID was changed to a different pay code, the pay rate was not updating to reflect the appropriate rate, if applicable. This has been corrected.
    • For those districts using the Import Time Cards option, a warning message was appearing if a pay code did not have a default rate in the pay code file but did have one in the employee file. This has been corrected.
  • Payroll > Data Entry
    • In Pay Period Entries and Employee Absences, if Employee Only was selected for the Batch Entries List an error was appearing when saving an entry. This has been corrected.

      Several issues were corrected for customers using Pay Period Entries, Employee Absences, and Time Card import options.

  • Payroll > Check Cycle
    • On the Calculate Payroll screen in the Pay Groups to Include List, a new column has been added for Exclude Contract Hours From ACA Tracking. A user would select this field for a pay group to not have the hours worked tracked for the contract pay codes for employees for the Affordable Care Act (ACA) Reporting. The hours would still be included for other applicable government reports. Typically this field would only be selected during summer months when contract employees are defined with service breaks and are getting paid for their time while on break.
  • Payroll > Maintenance
    • In the Employee File on the Employment tab in the Employee Dates List, two new fields have been added: Weeks Since Prior Termination Date and Track as ACA New Hire. When selecting Hire Date for the Data Type and a prior termination date is also listed, the Weeks Since Prior Termination Date field will display the number of weeks between the newly entered hire date and the prior termination date. The Track as ACA New Hire field will be used to indicate if the hire date entered is applicable for tracking the employee as a new hire in the Affordable Care Act (ACA) Reporting Option. Refer to the Completing the Employment Screen in the Employee File topic in the Help File for additional information.
    • On the ACA tab in the Employee File, a new field has been added for Special Unpaid Leave Weeks in the Measurement Periods List. This field will be used to track FMLA, USERRA, or jury duty for an employee. Also, the Hours Tracking List has been condensed and Go To buttons have been added for Hours Per Week to display the details for deriving these values.
    • On the ACA tab in the Employee File, when updating the Service Break field using a certain keystroke order, the data was not being saved correctly. This has been corrected and an Alerts & Information message will appear if there are any issues found when installing this update. Please contact Customer Support if a message does appear.
  • Payroll > Government Reporting
    • The Quarterly 941 has been updated with the new 2015 format. The Schedule B document did not have any changes.
    • Several enhancements and new features have been made in the Affordable Care Act (ACA) Reporting option. Refer to the Affordable Care Act (ACA) Reporting topic in the Help File for additional information regarding this option.
      • On the Hours Tracking tab, the To Date Weeks field has been moved to the header area since it is the same for all employees.
      • The Hours Tracking and New Hires tabs have been redesigned. In the Hours Tracking List or New Hires List, the employee information has been condensed to show information based on the Through Last Worked Date for both With Service Breaks and Without Service Breaks. A new field has been added for Special Unpaid Leave Weeks to be used for tracking FMLA, USERRA, or jury duty. The Hours Per Week fields have been enhanced with a Go To button to display the details for deriving the value. The system has also been updated to take into account a 501 maximum hours for Service Break Weeks for educational organizations. In addition, the Exclude Contract Hours From ACA Tracking field has been added to the detailed payroll earnings section.
      • A new tab has been added for Service Break Calculations. This feature is used to determine if employees have a difference in the number of service break weeks defined on the ACA screen in the Employee File and the number of weeks the system calculates for service breaks in the a measurement period and, if applicate, update the weeks for selected employees. The data may take a while to load on this screen as the system is checking all the payroll earnings records in posted and unposted payroll calculation batches.
      • On the Adjustments tab, a new option has been added for Exclude Contract Hours from ACA Tracking. Using this option, adjustments can be made to exclude hours from ACA tracking for contracted employees. Also, most of the adjustment options were updated to include Pay Group ID in the Adjustment Entries List, and in Pay Period Entry Dates, the drop-down was updated to include a filter for Start Date.
  • Payroll > Reports
    • Employee ACA Report – Measurement Periods: This new report will display the information on the ACA tab in the Employee File from the Measurement Periods List.
      Employee ACA Report – Hours Tracking, Employee ACA Report – Hours Tracking New Hires, Trending Hours Report, and Trending Hours Report for New Hires: These reports have been updated to reflect the same information shown on the screen. The new hire versions have also been updated to include additional sorting by measurement start date and initial measurement start date.
    • Employee ACA Report – Hours Per Week Calculation With Service Breaks and Employee ACA Report – Hours Per Week Calculation Without Service Breaks: These two new reports are designed to provide the detailed calculations for the Hours Per Week fields.
    • Payroll Options Report: This report has been updated to include the new Exclude Contract Hours From ACA Tracking field.
      Monthly Hours Worked Report: This report has been updated to include additional Report Selections for New Hires.
    • Employee ACA Report – Full Time Employees: This new report will generate for employees marked as Report as Full Time or their total hours per week is greater than 30. An employee count at the end of the report can be used to determine the number of full time employees at your district.
    • Employee Detail Listing for Payroll and Employee Listing – Employment Information: These reports were updated to include the Weeks Since Prior Termination Date and Track as ACA New Hire fields.
  • Main > Maintenance
    • The Mail Server field can now be edited on the Email Options screen when sending emails via the Email Manager.
  • Main > Utilities
    • Direct Deposit Header Records has been added to the User Permissions for Accounts Payable, Payroll and General Ledger in the User Security option.
  • General Ledger > Check Options
    • When using the Replace/Reprint Checks option, the feature to email the check stub was not working. This has been corrected.
    • A new field has been added to the Checks File Maintenance screen: Check Distribution Amount. If viewing an employee direct deposit stub and a portion was issued as a check, the amount written as the check will appear in this field. The Go To button can be selected to view the check that was issued to the employee for that portion.
  • General Leger > Maintenance
    • In the General Ledger System File and Funds Reference File, the Purchase Orders Account and Less Purchase Orders Account fields will be gray unless the school district operates on an accrual basis.
    • A new feature has been added for creating direct deposit files: Direct Deposit Header Records. Setting up multiple direct deposit header records and tying them to checking accounts will allow a district to generate direct deposit files for more than one bank account. All of the information that used to appear on the Edit tab of the Create Direct Deposit File and Direct Deposit Prenotification File has been moved to this option. Refer to the Direct Deposit Header Records topic in the Help File for additional information. This same feature is also available in both Accounts Payable and Payroll from the Options menu then Direct Deposit Options. Note: We encourage you to verify the information in both the Direct Deposit Header Records option as well as the Checking Accounts file to ensure the information was converted accurately. If the previous information was the same for both Accounts Payable and Payroll, only one Direct Deposit Header Record was created.
  • General Ledger > Government Reporting
    • Iowa Only: The 2015-2016 Iowa Budget Summary Report is now available.
  • General Ledger > Reports
    • Account Inquiry Reports: When generating these reports for an entire fiscal year for a few selected funds, in some instances, the report was timing out. This has been corrected. Also when indicating to include accounts with activity, no matter when that activity occurred during the fiscal year, the account will show up on the Date Range report.
    • Direct Deposit Header Records Listing: This is a new report listing the direct deposit header records.
    • Checking Accounts Listing: This report was updated to include the additional information for Direct Deposit Header Records.
    • Check Register by Type and Check Register by Checking Account: If an employee has requested to receive a portion of their direct deposit split in the form of a check, these reports have been updated so the direct deposit amount is reduced by the amount of the check. The check portion will continue to display as before.
  • Accounts Payable > Check Cycle
    • On the Create Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for a vendor while in the middle of the check cycle and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
  • Accounts Payable > Maintenance
    • On the Check Print Positions tab in the Check Setup – Vendors, a new field has been added to allow the system to print the check number on the check for those districts who do not purchase checks with this information already displayed. The Top, Left, Width and Font fields would need to be completed for the Check Number field.
  • Accounts Payable > Options
    • On the Recreate Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for a vendor since the check cycle was completed and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
  • Payroll > Data Entry
    • Several enhancements have been made to the Pay Period Entries and Employee Absences options.
      • The Employee Name and Pay Code Description fields have been moved to the top of the screen.
      • The Edit Records button has been added to the Employee ID search (Ctrl+F).
      • After keying in the first chart of account number in the Expense Accounts List, 100% will automatically display in the Enter Percents field by default.
      • In the Batch Entries List, employee totals have been added to the Employee Only tab.
      • On the Grid Entry tab, the Subbed For Employee ID field has been removed for Pay Period Entries.
      • When using the Copy Batch feature from the Options menu on the Batch Options screen, an Update Pay Rate checkbox has been included allowing the user to automatically use the new rates from the Employee File. With the addition of this new feature, the Fiscal Year End on the batch can now be changed. Note: If the Fiscal Year End on the batch is changed, then the Update Pay Rate field will be selected automatically and cannot be changed.
      • The Set Screen Preferences, under the Options menu, has been updated to include new fields for Save Column Order of Batch Entries List and Use Primary Pay Code as Default. When selected, the Save Column Order of Batch Entries List will allow the user to move the columns around and have them saved in the designated order. If this field is not selected, the columns will default to the defined system settings each time the screen is opened. If the Use Primary Pay Code as Default field is selected, if an employee has a pay code defined as their primary pay code, that pay code will display by default. If this checkbox is not selected, a pay code will have to be entered manually. When this update is installed, both checkboxes will be selected by default.
      • If a leave is setup to display a warning message when it goes negative, the system was not displaying the message when making an entry using a leave that is tied to that main leave ID. This has been corrected.
      • When using the Import Pay Period Entries or Import Employee Absences and the pay code is setup to track Hours Worked, if the Hours field is not being included on the import file, the system will automatically calculate the value.
      • Additional changes were also made to the Employee Absences option.
        • The Subbed For Employee ID field has been updated to include a drop-down search to go along with the Search button. The new drop-down feature will show all active employees in the Employee File, allowing an entry to be tied to any employee record, even if they do not have an absence entry. The Search button will continue to display all absence entries in unposted batches.
        • If the Employee ID entered in the Subbed For Employee ID field has a leave entry, the new Tie to Absence Entry field will be selected by default, but can be changed. If unselected, the entry will only tie to the employee but not their absence entry. In order to track the complete history for all employee absence entries and generate reports showing the employees and who subbed for them, the substitute entries must continue to be tied to absence records.
        • An additional field for Display All Employees on Subbed For Employee ID Ctrl+F Shortcut appears on the Set Screen Preferences screen. If this field is selected, using the Ctrl+F on the Subbed For Employee ID field will display all active employees. If the field is not selected, then only those employees with unposted leave entries will be displayed.
        • New entries can now be made on the Grid Entry tab. If using the Subbed For Employee ID field, the entry will only tie to an active employee and not to employee leave entries.
        • In the Leave Balance and Main Leave Balance informational fields located on the bottom of the screen, if a Unit of Tracking was set up in the Leaves option, it will display after the numeric value.
        • Because absence entries can now be tied to an employee without a leave entry, the Absence Listing by Absence Date and Absences Listing by Employee with Substitutes reports will only show Subbed For Employee ID information if the substitute entry is tied to the employee leave entry via the Tie to Absence Entry checkbox. The Substitute Listing will continue to display all substitute entries and the employee’s they subbed for no matter if tied to an absence entry or not. The Pay Period Entries Listing – Detail has been updated to display any information entered in the Subbed For Employee ID field.
        • The Subbed For Employee ID field has been added to the Import Employee Absence screen. Data imported in this field will only tie back to an active employee and not to employee leave entries.
    • Several enhancements have been made to the Time Cards option.
      • Date Worked has been added as a new field on the screen.
      • The Set Screen Preferences, under the Options menu, has been updated to include an option for Entry Method which allows the user to pick either Day of Week or Date Worked. If using Day of Week, then Day of Week field will be enabled. If choosing Date Worked, then Date Worked will be enabled. By default Day of Week will appear, but can be changed.
      • If Prorate Overtime is selected on the Batch Options screen and the employee is getting paid from only one pay code, the system will no longer prorate the overtime over all the days.
  • Payroll > Check Cycle
    • The Balancing Option has been updated to include the following Payroll Types when generated for Batch: Expense Contracts, Purchase Order and any payroll marked as Test Payroll (No Checks).
    • On the Create Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for an employee or payee while in the middle of the check cycle and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
    • If an employee has requested to receive a portion of their direct deposit split in the form of a check, their stub has been updated to include an additional line indicating this amount in the section showing their direct deposit information.
    • If an employee is set up for email direct deposit stubs and they have Individual Bank Account Deductions, these stubs will now be emailed as well. Also, if the Email Manager is set up to password protect employee direct deposit stubs, the individual bank account deduction stubs will be password protected too.
  • Payroll > Maintenance
    • In the Employee File on the ACA tab in the Hours Tracking List, a new field has been added for Through Last Worked Date. The date in this field, which the weeks and hours per weeks are based on within the To Date sections, will be the Last Worked Date from the latest posted or unposted payroll calculation batch if the current computer date is within the specified measurement period; otherwise if the current computer date or the Last Worked Date from the latest posted or unposted payroll calculation batch is after the end of the measurement period, the date will be the Measurement End Date of the specified measurement period. Also in this list, the To Date section has been renamed to To Date (With Service Break).
    • On the Leaves tab in the Employee File, the Earned and Taken columns in the Employee Leaves List will now include both posted and unposted leave entries.
    • On the Check Print Positions tab in the Check Setup – Employees and Check Setup – Payees options, new fields have been added to allow the system to print the check number on the check for those districts who do not purchase checks with this information already displayed. The Top, Left, Width and Font fields would need to be completed for the Check Number field. Also, two additional changes have been made to the Check Setup – Employees. The message section has been expanded to handle messages longer than one line and the detail leaves area has been reformatted to left align the amount fields. In order for these two new features to be seen on your district check or direct deposit stubs, you will need to resave them. To resave your check setups, select Check Setup – Employees from the Maintenance menu, enter the name of the report to edit, type the same number in the Top Margin field that is already displayed (i.e. 0.25) and click the Save button.
  • Payroll > Options
    • The Balancing Option has been updated to include Expense Contracts Payroll Types. Also, in some instances a timeout error was being displayed. This has been corrected.
    • On the Recreate Direct Deposit File screen, a new field has been added: Use Updated Direct Deposit Account Information. This field will be available if any changes were made to the direct deposit information for an employee or payee since the check cycle was completed and by selecting it, the file will be created with the updated information. Also, after creating the direct deposit file, the Results section will include a total count of the addenda records.
    • A new field has been added to the Checks File Maintenance screen under the Check Options menu: Check Distribution Amount. If viewing an employee direct deposit stub and part was issued as a check, the amount written as the check will appear in this field. The Go To button can be selected to view the check that was issued to the employee for that portion.
  • Payroll > Government Reporting
    • In the Affordable Care Act (ACA) Reporting option, in the header section on the Hours Tracking tab and in the New Hires List on the New Hires tab, a new field has been added for Through Last Worked Date. The date in this field, which the weeks and hours per weeks are based on within the To Date sections, will be the Last Worked Date from the latest posted or unposted payroll calculation batch if the current computer date is within the specified measurement period; otherwise if the current computer date or the Last Worked Date from the latest posted or unposted payroll calculation batch is after the end of the measurement period, the date will be the Measurement End Date of the specified measurement period. Also, on both tabs, the To Date section has been renamed to To Date (With Service Break).
    • In the Affordable Care Act (ACA) Reporting option on the Adjustments tab, a new Adjustment Option has been added for Contract Last Worked Date. Use this option to update the last worked date on the earnings records for contract employees for selected payroll calculation batches.
    • Kansas Only: The Kansas Retirement Report has been updated to include two report selections so the report can be printed either alphabetically by employee or by Plan ID and then alphabetically.
    • Missouri Only: If multiple records were edited on the View/Edit Data tab in the Missouri Retirement Report, the system was returning an application error. This has been corrected.
  • Payroll > Reports
    • Check Register by Type and Check Register by Checking Account: If an employee has requested to receive a portion of their direct deposit split in the form of a check, these reports have been updated so the direct deposit amount is reduced by the amount of the check. The check portion will continue to display as before.
    • Payroll Register – Totals and Payroll Register – Totals Combined: If an employee has requested to receive a portion of their direct deposit split in the form of a check, these reports have been updated so the Direct Deposits field is reduced by the amount of the check.
    • Pay Period Entries Listing – Detail: The Subbed For Employee ID field has been added to this report.
    • Time Card Listing and Time Card Listing with Import/Override Account Number: Both reports have been updated to better match the screen.
    • Employee ACA Report – Hours Tracking and Employee ACA Report – Hours Tracking for New Hires: Both reports have been updated to include the Through Last Worked Date field and the To Date section has been renamed to be To Date (With Service Break).
    • Trending Hours Report and Trending Hours Report for New Hires: These two reports have been updated to include the Through Last Worked Date field and the To Date section has been renamed to be To Date (With Service Break). They also now include the three Full Time fields.
    • Employee Listing – Leave Information: The Earned and Taken columns on this report have been updated to include both posted and unposted leave entries.
    • Employees with No Retirement Gross: This new report, found under the Check Cycle Pre-Check Reports and under the Payroll Reports menu, will display employees with no retirement gross by using Report Selections for Unposted – No Last Paid Date, Unposted – All Employees, and Posted – All Employees.
    • Employee Listing – Deduction Information and Employee Deduction Report: These two reports were updated to include a Report Parameter for Process if No Pay.
  • Fixed Asset Inventory > Reports
    • Departments Listing: This report was renamed to Departments Listing for Fixed Asset Inventory.
  • Important Tax Information
    • Note: This update contains changes to the Missouri and North Dakota State Income taxes. All other tax and unemployment changes (if necessary) were implemented on Version 14.12.01.01 and the information for those taxes can be viewed in the release notes for that version found below.
    • Missouri Only: The Missouri Department of Revenue has released the tax table information for 2015. 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/Missouri2015.pdf
    • North Dakota Only: The Office of the State Tax Commissioner has released the tax table information for 2015. 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/NorthDakota2015.pdf. In the previously released document, the Dollars Per Withholding Allowance was $3950, but according to the Tax Commissioners office, the amount should be $4000 to match the IRS Publication 15: Circular E, Employer’s Tax Guide. If you manually entered in the 2015 taxes, the new amounts will be reflected automatically once the update is installed. If you are in the middle of a check cycle (i.e. calculated a payroll but have not yet printed checks), we recommend you complete this update and then recalculate your payroll.
  • Note: For those districts that have the Web Link module, you will also need to be at Web Link version 14.12.01.01 (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.
  • Recommendation: The end of calendar year is just around the corner and soon you’ll be working on generating your 2014 W2 file. It is our recommendation that all districts complete the steps for balancing the calendar year totals and W2 totals prior to processing your last December payroll so adjustments can be made and included in the last payroll if necessary. To balance prior to December’s payroll, complete Steps 1 through 8 on the Payroll End of Calendar Year Checklist (then after the last payroll is updated for 2014, repeat Steps 1-8 when completing the end of calendar year process).
  • Important Tax Information
  • All System
    • In several locations within the School Accounting System, open fields in grids will continue to appear white while non-editable fields will now be gray.
    • Several enhancements have been made for emailing reports. When selecting to email a report, a new screen will appear: Email Report. On the Email Report screen, reports can be designated to either email the entire report to selected individuals or individuals can be selected to receive only the pages pertaining to them. For example, the Substitute Listing can be emailed so each substitute receives only their individual pages of information in the document. Users will be able to designate which email addresses to use and which recipients to send the report information. Refer to the Emailing a Report topic in the Help File for additional information and step-by-step instructions.
    • In some instances, when selecting Report Parameters on the Report Printing Options screen, the parameter search screen was displaying behind other open screens. This has been corrected.
  • Main > Utilities
    • A new feature has been added to the system: Email Manager. The Email Manager option centrally locates all the information needed to send emails from within the system. The fields were previously located on several other screens. Making this change allows for easier set up and ongoing maintenance. Refer to the Email Manager topic in the Help File for step-by-step instructions.
      • The Email Manager option allows a district to establish as many From Email Address ID’s as needed. These ID’s are set up and then tied to applicable email features available within each module. Some of the features include Accounts Payable direct deposit stubs, requisitions and vendor 1099s, Payroll direct deposit stubs and employee w2s, Human Resources notifications for sick banks and training events, Fixed Asset Inventory room inventory status (if using the Web Link module), and emailing reports. For those districts that currently use any of the emailing features, we recommend reviewing your districts information within this option once the update has been installed to ensure the conversion of the data is accurate.
      • When sending emails, the Email Options screen will appear. The fields have been rearranged and some have been disabled. The new From Email Address ID field will default in based on how the applicable feature was set up, but can be changed as needed.
    • Employee direct deposit stubs can now be password protected. By selecting the Password Protect Direct Deposit Stubs field within the Payroll tab of the Email Manger, the .PDF document will require the employee to enter the last 6 digits of their social security number before the document can be opened.
    • In the Email Manager option, the Port Number field has been expanded to allow up to 5 digits.
    • In the User Security option, Email Manager has been added to the SAS Main Screen User Permission List. Also, the Email User Name and Email Password were moved from the User Security option to the new Email Manager option.
  • Accounts Payable > Invoices
    • In some cases, when deleting an invoice batch with Credit Card Payment Batch information, the system was returning an error. This has been corrected.
  • Accounts Payable > Government Reporting
    • When working with Vendor 1099s, the Minimum to Print (typically $600) has been updated to take into account Box 14 (Gross proceeds paid to an attorney) rather than always including these vendors no matter what dollar amount was generated. Also, if a vendor has a middle name, it will now be included when printing the vendor 1099s.
  • Payroll > Check Cycle
    • Add type deductions were being included in the gross amount being calculated for Percent of Net type deductions regardless of how the cross references were setup for the Percent of Net type deduction. This has been corrected so that the amount will only be included in the gross when the Add type deduction is not cross referenced to the Percent of Net type deduction.
    • In some cases, when using deduction type Individual Bank Account Deductions with multiple contracts, the system was not including the full amount in the direct deposit file created for the bank. This has been corrected.
  • Payroll > Maintenance
    • In the Employee File, on several of the tabs, if a user made changes and then clicked into the Employee ID field at the top of the screen, the system would freeze up. This has been corrected.
    • On the Deductions tab in the Employee File and on the Rate Table tab in the Deduction File, if a Rate Change Date is entered, new rates will now be required.
    • On the ACA tab in the Employee File, a new field has been added for Report as Full Time. If the hours worked are not being tracked for an employee and the employee does work full time, use this field to designate them as full time on the appropriate Affordable Care Act year-end reports. This field has also been added as a Report Parameter on the various hours tracking and trending hours reports.
    • The Payroll System File has been updated with two new fields: Show Negative Leave Entries as Earned and Posting Type. When the Show Negative Leave Entries as Earned field is selected, leave entries made in Pay Period Entries, Employee Absences or Time Card batches with a negative amount will display as earned rather than taken. The new Posting Type field in the Time Card Information section is used to designate how the entries should post to the Pay Period Entries batch. Week Ending Totals Only is to have one entry of total hours for each pay code per week ending date. Split Week Ending Totals if Crossing Month is used to post entries with hours separated by month for each pay code if a month ends in the middle of a week ending date. By default, Week Ending Totals Only is selected.
  • Payroll > Options
    • The Balancing Information option has been updated to include information for districts with multiple state income taxes. A report was also added: Balancing Information Report – State Income Tax Detail.
  • Payroll > Government Reporting
    • On the Adjustments tab in the Affordable Care Act (ACA) Reporting option, a new Adjustment Option has been added for Contract Hours. This feature allows for easy updating of the total number of hours a contract employee has worked for a specified payroll. By selecting a payroll calculation batch and entering the Days This Pay Period, the system will adjust the employee record accordingly. Refer to the Completing the Adjustments Tab (Screen) of the Affordable Care Act (ACA) Reporting Option topic in the Help File for step-by-step instructions.
    • Iowa Only: A new field for Hire/Rehire Date has been added to the Iowa Monthly Retirement Report option. Because the Affordable Care Act considers an employee a new hire after 26 weeks of not working, a new rehire date field has to be established for IPERS in order to track an employee’s rehire date after four consecutive quarters. A Custom Date field needs to be set up in the Custom Fields option (under Maintenance) and subsequently completed within the Employee File for any employee who needs this applicable date reported.
    • Kansas Only: A new report has been added to the Kansas Retirement Report option.
  • Payroll > Reports
    • Pay Period Entries Listing – Detail: When generating this report and exporting to a spreadsheet, some of the start dates, end dates and comments were being dropped. This has been corrected.
    • Payroll Register Totals, Payroll Register Totals – Combined, and Payroll Register Totals – Accumulated: If the Print Gross Wages checkbox is selected in the Report Options section of the Deduction File, then the gross wages for that deduction will display on these reports.
  • General Ledger > Check Options
    • When using the Optional Check Entry feature in Check Reconciliation, if a check from a future month is entered, the system will display an error message.
  • General Ledger > Government Reporting
    • Nebraska Only: The 2013-2014 Educational Service Unit Annual Report is now available.
  • General Ledger > Reports
    • Trial Balance Report: This report has been updated to only include accounts with activity for the fiscal year.
  • Human Resources > Maintenance
    • Masters of Philosophy has been added as a Degree on the Education tab in the Employee File.
  • Report Writer
    • The employee custom fields were added to the PR Employee Pay Codes view group.
  • 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. 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 14.12.01.01 (or higher, if applicable).
  • Web Link > Data Entry
    • In some web browsers, the + key (plus sign) and – key (minus sign) were not working properly to increment/decrement a numeric value in the Receipt Number field in the Cash Receipts option. This has been corrected.
  • Web Link > Employee Information
    • The dropdown on the Year field in the W2s option has been updated to display the years in descending order.
  • Web Link > Reports
    • In some instances, when selecting a Report Parameter on the various Activity Fund Balance Reports, the system was displaying a timeout error. This has been corrected.
  • Payroll > Maintenance
    • On some computer monitors, not all fields were accessible in the W2 Information section of the Deduction File. This has been corrected.
  • Payroll > Options
    • In the Balancing Information option, if a Payment In Kind pay code was selected on the Pay Codes tab, the system was still not including it for the calculations. This has been corrected.
  • Payroll > Government Reporting
    • Missouri Only: The Missouri Retirement Report was returning an error when clicking the Save button. This has been corrected.
  • Accounts Payable > Government Reporting
    • The Vendor 1099 changes for Calendar Year 2014 have been included in this update.
  • Payroll > Check Cycle
    • The Last Worked Date field in the Employee File will only be updated if the employee has earnings.
    • The Payroll Messages screen has been updated to include a new question mark icon next to each message. When selected, the Help File will open to the description for the applicable message.
    • Missouri Only: Employees who have Kansas State Income Tax were receiving a warning message during the payroll calculation indicating SIT Gross does not equal FIT gross plus retirement. This message should only be appearing for school districts in Kansas and has been corrected.
    • A new option has been added to assist districts with balancing the W2s. The Balancing Information option, located under both the Check Cycle menu and the Options menu, completes the calculation of the formulas for taxes used to balance Employee W2s. Using the user designated pay groups, deductions, and pay codes, the system will calculate the Gross Earnings, FIT Gross, SIT Gross, Medicare Gross, Social Security Gross, and FIT/Medicare and display a variance between the calculated amounts and actual amounts. The user can generate the information by Batch, Check Date, or Processing Month. Several reports can also be printed from within the Balancing Information option. Refer to the Balancing Information topic in the Help File for step-by-step instructions.
  • Payroll > Maintenance
    • Several enhancements have been made to the Deduction File. The W2 Information section has been updated to allow a deduction to display in more than one box on the W2. Under the Options menu, a new option for W2 Box 14 Default Order has been added to allow the user to designate the order to print the Box 14 information. Also under the Options menu, a Convert IDs to Alpha feature has been added allowing the Deduction IDs to be converted to alpha using the first 10 characters of the deduction description. On the Deductions Payable tab, a Hold on Check field has been added. This allows either an entire deduction to not print on a check (Hold on Check on the General tab) or to not print the amount by a specific checking account and fund (Hold on Check on the Deductions Payable tab). Also on the Deductions Payable tab, a totals row has been added. Refer to the Deduction File topic in the Help File for additional information regarding these enhancements.
    • Convert IDs to Alpha has been added to the Pay Code File under the Options menu. This feature allows the Pay Code IDs to be converted to alpha using the first 10 characters of the pay code description. The W2 Box 14 Default Order has been added to allow the user to designate the order to print the Box 14 information.
    • In the Taxes File, on the Taxes Payable tab, a Hold on Check field has been added. This allows either an entire tax to not print on a check (Hold on Check on the General tab) or to not print the amount by a specific checking account and fund (Hold on Check on the Taxes Payable tab). Also a totals row has been added.
  • Payroll > Options
    • A new option has been added to assist districts with balancing the W2s. The Balancing Information option, located under both the Check Cycle menu and the Options menu, completes the calculation of the formulas for taxes used to balance Employee W2s. Using the user designated pay groups, deductions, and pay codes, the system will calculate the Gross Earnings, FIT Gross, SIT Gross, Medicare Gross, Social Security Gross, and FIT/Medicare and display a variance between the calculated amounts and actual amounts. The user can generate the information by Batch, Check Date, or Processing Month. Several reports can also be printed from within the Balancing Information option. Refer to the Balancing Information topic in the Help File for step-by-step instructions.
  • Payroll > Government Reporting
    • A new option has been added to assist districts with completing the EEO-5 report. An EEO-5 Classification field has been added to the Employment tab in the Employee File. By completing this field along with the gender, race and ethnicity for each employee, the EEO-5 Survey report can be generated. To easily update your employees, an Adjust EEO-5 Classifications option has been added to the Options menu in the Employee File. The EEO-5 Survey government report will display the applicable employees for each classification along with any employees who are missing the appropriate information. Paper reports can be printed for viewing and a file can be generated to upload into the Equal Employment Opportunity Commission’s website. Refer to the EEO-5 Survey topic in the Help File for step-by-step instructions.
    • On the Affordable Care Act (ACA) Reporting option, in some cases the Weeks column for To Date was not reflecting the accurate number of weeks. This has been corrected.
    • The 403b administrator name for ING has been changed to Voya.
    • The Employee W2 changes for Calendar Year 2014 have been included in this update.
    • Nebraska Only: The Nebraska Staff Demographics Report, found under the Reports option within the Nebraska Staff Reporting option, has been updated to include birth date, email address and primary subject area.
    • North Dakota Only: The North Dakota PERS Deferred Compensation Report Provider list for the Deductions tab has been updated to change ING to Voya and include modifications to reflect the current state providers.
    • North Dakota Only: In the North Dakota Employee Compensation Report option, the Employee Compensation Report Totals and Employee Compensation Report, found under the Reports menu, have both been updated to include Report Selections for Summary by Code and Detail by Code. The Detail by Code will display additional details for each code.
    • Wyoming Only: Terminated employees will only show on the Wyoming Monthly Retirement Report if their terminated date falls within the month to report. Also, the header fields in the Contribution File have been updated to match the information from the Wyoming Retirement System.
  • Payroll > Reports
    • Deduction Listing – Detail: The W2 information has been updated on this report.
    • Deduction/Pay Code W2 Boxes Listing: The W2 Boxes Listing report was renamed to Deduction/Pay Code W2 Boxes Listing and updated to allow for multiple W2 boxes per deduction.
    • Deductions and Taxes Payable Report: This report was updated to include a column for Hold on Check.
    • Employee Contact Information Report: This new report displays the employee name, address, and phone numbers.
    • Employee Email Address Report: This new report displays the employee ID, employee name, email address, email address type, and whether it is used for direct deposit, tax forms, and other communication. If an employee has more than one email address they will be listed on this report multiple times.
    • Employee Listing – Custom Date Field Information, Employee Listing – Custom Numeric Field Information, Employee Listing – Custom Referenced Field Information Listing, and Employee Listing – Custom Text Field Information: These four reports have been updated to include a Report Parameter for Blank Field Value. To generate a report for those employees who do not have a value for the custom field, select True for this report parameter. The default will be False (showing only those employees with a value) unless changed.
    • Pay Period Entries-Summary: The dollar amount for each chart of account number split has been added to this report.
    • Substitute Listing: The dollar amount for each chart of account number split has been added to this report.
    • Employee Absence Report with Balances: This report has three Report Selections: Unposted, Posted and All. When displaying the balances for each report selection, the Unposted option will show the Total Balance, the Posted option will show the Posted Balance, and the All option will show Total Balance.
  • General Leger > Maintenance
    • When adding a new account number to the Chart of Accounts, the system was not defaulting in a description. This has been corrected.
  • Human Resources > Maintenance
    • In the Employee File under Options, the Add Benefits to Employees option has been renamed to Adjust Benefits.
  • Human Resources > Options
    • Tenure Date was added as a selection in the Select Email Criteria option.
      Once Sick Bank Deposit entries were posted to a Payroll Pay Period Entries batch, that batch would return an error message when attempting to open it. This has been corrected.
  • Negotiations > Options
    • When using the Update Payroll with Packages feature and selecting to Calculate Retroactive Pay which posted entries into a Payroll Pay Period Entries batch, that batch would return an error message when attempting to open it. This has been corrected.
  • Report Writer
    • Because of a recent change we made in Report Writer for the employee custom fields to allow fields to print on reports that have no value in the employee file, a report selection may have to be added to user defined custom reports. The view group name affected is PR Employee Pay Codes and a Blank field was added to Employee Custom Date Fields, Employee Custom Numeric Fields, Employee Custom Reference Fields, and Employee Custom Text Fields.
    • In the PR Entries-Employee Absences-Substitutes view group, the Pay Code ID and Pay Code Description have been added.
  • Accounts Payable > Options
    • If purchase orders were expensed in the prior fiscal year, these amounts were reducing the Budget Balance when entering purchase orders in the new fiscal year and should not have been. This has been corrected.
  • Payroll > Government Reporting
    • Iowa Only: The Iowa BEDS Report has been updated with new Permitted Values for fiscal year 2014-2015.
    • Missouri Only: Several enhancements have been made to the Missouri Retirement Report. The options under the Government Reporting menu have been renamed and the “Old Format” has been moved under the Options menu for the current version. On the Report Options tab, in the upper right corner, a list of all the Payroll Batches is displayed and the user will need to select which batches to include in the report. In the Payroll Cycles to Include section, for each added Payroll Cycle, the Contract Dates to Report (Start Date and End Date) will need to be entered and the applicable batches for each payroll cycle selected. All employees in the selected batches will be reported regardless of their last date worked. On the View/Edit Data tab, several changes have been made. Fields that are gray in color are not editable, while data in white fields can be modified. New columns have been added for Reporting Start Date and Reporting End Date. For contract pay codes, this information accumulates from the Payroll Cycles to Include on the Report Options tab. For hourly pay codes, these fields will accumulate based on data entered in the Start Date and End Date fields in Pay Period Entries or Employee Absences batches. An issue that was also fixed pertained to multiple pay codes for an employee with only part of them cross-referenced to retirement. The amount was being prorated across all pay codes and should not have been.
  • General Leger > Main Screen
    • In some instances, after processing void checks back to the prior fiscal years, districts were receiving an out of balance error under the Alerts and Information section on the General Ledger screen. This issue has been corrected. For those affected by the issue, during the update, the system will automatically repost the beginning of the fiscal year balances and this warning message will disappear. Please note that upon installing the update, the figures on the balance sheet for the funds that were out of balance will be corrected and thus the figures on some accounts may be different than they were prior to installing the update.
  • General Ledger > Government Reporting
    • Nebraska Only: The GASB 34 Reports for 2013-2014 have been updated.
    • South Dakota Only: The District Number dropdown field in the GASB 34 Reports option has been updated to include district name changes for 2013-2014.
    • Wyoming Only: The Annual Report project code list has been updated for 2013-2014.
  • Main > Utilities
    • For those districts that have purchased the Web Link module, a new report, Web Link Instructions for Users, has been added to User Security. This report will display the Web Link address, which can be added to the Web Link Setup Options screen, User ID, Employee Name, and the list of Web Link options and reports the user can access.
  • Accounts Payable > Options
    • Several system changes were made to the void check process. In some cases, after voiding a check an out of balance message would appear on the general ledger main screen. This has been corrected.
  • Payroll > Check Cycle
    • When attempting to update a Purchase Order payroll type, the system was returning an error message. This has been corrected.
  • Payroll > Maintenance
    • Maryland State Income Tax has been added to the Taxes File.
    • In the Employee File, under certain circumstances, the Taxes screen would freeze. This has been corrected.
  • Payroll > Government Reporting
    • A few enhancements were made to the Affordable Care Act (ACA) Reporting option. On the Adjustments tab for Adjustment Option Pay Period Entries, a new field has been added for Zero Hours Worked. This feature will allow a user to zero out the hours worked for a pay code. If the Measurement Period was set up with 0 for the Service Break Weeks and the employee file was set up with an override, the override value was being ignored. Also, if the Measurement Period (Months) field was set up with something other than 12, the information was being saved but not displayed on the screen. These items have been corrected. A new report has been added, Monthly Hours Worked Report, which displays the hours worked by month for the employees. All the reports have been updated to include a Report Parameter for Exempt from Tracking Hours.
    • If an adjustment was made to a pay code tied to a leave via the Adjust Hours Worked tab (available only from within certain Government Reporting options), it could have caused the employee’s leave balances to be out of balance. If this happened in your district, an Alert & Information message requesting the user to contact Customer Support will appear on the Payroll main screen.
    • Nebraska Only: The 2014-2015 Nebraska Staff Reporting report is now available. A new field for Primary Subject Area has been added to the Report Options tab. A default value can be used as well as setting up a Custom Field. Also, Email Address has been added to the Staff Demographics tab.
    • Wyoming Only: A few changes have been made to the Wyoming Monthly Retirement Report to accommodate those districts with a transitional payroll. For step-by-step instructions on completing the options for this report, select the following link: /training/WYRetirementReport.pdf.
  • Payroll > Reports
    • Iowa Retirement Variance Report: This new report, available for Iowa customers only, can be printed for unposted or posted check runs and displays a list of employees comparing their federal unemployment gross wages to their IPERS gross wages and indicates if anyone has a variance. The report is located under the Pre-Check Reports menu.
  • General Leger > Data Entry
    • When using the Grid Entry in Cash Receipts, periodically an application error was being displayed. This has been corrected.
  • General Ledger > Government Reporting
    • Kansas Only: The Kansas Budget Report for 2014-2015 is now available.
    • Nebraska Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
    • North Dakota Only: When generating the Certificate of Levy report nothing was appearing when selecting Requested for the Column to Display Budget. If Final was selected, the amounts were appearing in both the Requested and Final columns on the report. This has been corrected.
    • South Dakota Only: Several changes were made to the GASB 34 Reports. On Exhibit I (G1), the words Unavailable Revenue-Property Taxes were changed to read Property Taxes Levied for Future Period. Exhibit II (G2) was printing in a very small font. On Exhibit X (G10) the lines for 8110, 8120 and 8150 were not generating as negative numbers. All of these have been updated. To have the correct figure appear on Exhibit X for the functions noted, it will need to be either re-generated or manually edited.
  • Human Resources > Reports
    • Employee Listing – Training Event Information: This report has been updated to include a column for Hours along with a total by employee.
  • Negotiations > Salary Schedule
    • When using the Lock option on the Salary Schedule-Amounts and Salary Schedule-Percents tabs, a user was still allowed to recalculate. This has been corrected.
  • Fixed Asset Inventory > Assets
    • When using the Web Link Room Inventory feature and the quantity of a new asset was greater than 1, in the Add New Assets batch, the quantity was being added as 1 instead of the original value of the entry. This has been corrected for future entries.
  • Main
    • For those districts using the Online version of the School Accounting System, any backup made in the system, either manually or via the daily backup option, will now be stored on your Shared Drive (S:) in the online environment.
  • Payroll > Data Entry
    • When making leave entries in an Employee Absence or Pay Period Entries batch, if the entry being made is to reduce a leave balance and the leave is inactive for the employee, an error will be displayed. This has been corrected so that entries are not inadvertently made against a leave that is no longer active.
    • The Start Date and End Date have been added to the Batch Options screen for Pay Period Entries and Employee Absences. The values entered here will be the default values displayed when making individual entries, but can be changed. Also, a Change Entry Dates option has been added to the Options menu allowing all the entries in a batch to be easily updated at one time.
  • Payroll > Maintenance
    • The Check Setup – Employees option has been updated to include a field for Current Hours Worked. This new field can be added to the Wages section of the stub and will display the total number of hours entered for employee Add type Pay Codes. To add this field to your check stubs, refer to the Check Setup – Employees topic in the Help File for step-by-step instructions.
    • A new ACA tab has been added to the Employee File to view an individual employees Affordable Care Act hours tracking information. In addition, an Adjust Affordable Care Act Data option is available under the Options menu to allow for easy setup of the employee’s ACA information.
    • A new Hours Per Unit field has been added to the Pay Code File. If the Hours Worked field is selected and an Hours Per Unit value is designated, when entries are made in a Pay Period Entries or Employee Absence batch, the number entered here will be multiplied by the number entered in the Units field and the total will display in the Hours field.
  • Payroll > Government Reporting
    • A new feature has been added to the Payroll module for Affordable Care Act hours tracking. The new option is used to view hours worked for new and ongoing employees in order to determine if the employees are considered full time (or trending towards full time) and then must be offered health insurance. Refer to the Affordable Care Act (ACA) Reporting topic in the Help File for step-by-step instructions on this option.
  • General Leger > Maintenance
    • For those districts using the new Account Type IDs of 3.5 (Deferred Outflows of Resources) and 6.5 (Deferred Inflows of Resources), there was an issue with balances being posted correctly for some processes. This has been corrected.
  • General Ledger > Government Reporting
    • Illinois Only: The Annual Report for 2013-2014 and Budget Report for 2014-2015 are now available.
  • Accounts Payable > Data Entry
    • When using the percent sign (%) in the Split Percent column in Invoices, the system was displaying an error message. This has been corrected.
      When invoicing a purchase order, the Detail Information section was not displaying the line items in the same order they were entered for the purchase order. Also, once the invoice was saved, the detail lines were not being displayed in the same order they were entered. This has been corrected.
  • Accounts Payable > Reports
    • Requisition Inquiry: This report has been updated to include a Report Parameter for Actual Approver ID. This will allow an approver to view any requisition they have previously approved.
  • Payroll > Government Reporting
    • Wyoming Only: The Wyoming Retirement System’s new Retirement Administration & Investment Network (RAIN) program is set to launch on May 20. Several enhancements have been made to the Wyoming Monthly Retirement Report option, including the Create Employee File option for new employees and reporting the rehired employees with the rest of the monthly contributions. Before filing your May report, we encourage you to refer to the Wyoming Monthly Retirement Report topic in the Help File for step-by-step instructions.
  • General Leger > Maintenance
    • Due to the recent implementation of GASB Statement No. 63 and 65, Deferred Outflow of Resources and Deferred Inflow of Resources have been added as two new Account Type IDs. If these accounts are needed by your district, you will use the Chart of Accounts option with Account Type ID 3.5 for Deferred Outflows of Resources and 6.5 for Deferred Inflows of Resources.
  • General Ledger > Government Reporting
    • Iowa Only: The GASB 34 Reports for 2013-2014 are now available.
    • Missouri Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
    • North Dakota Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
    • South Dakota Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
    • Wyoming Only: The Annual Report and GASB 34 Reports for 2013-2014 are now available.
  • Web Link > Reports
    • When generating a report via Web Link with a Report Parameter, the Web Link system was displaying an error message. This has been corrected with a program change in the School Accounting System (no Web Link update is needed).
  • Accounts Payable > Data Entry
    • For vendors set up with default chart of account numbers in the Vendor File, during invoice entry, if any Detail Information lines are added or deleted, the system was displaying an error message and the invoice could not be saved. This has been corrected.
  • Note:
    • For those districts that have the Web Link module, you will also need to be at Web Link version 14.04.21.01 (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.
  • Main Menu > Utilities
    • In the User Security option a new field has been added for Allow Employee Selection on WL Reports. By selecting the applicable module, PR for Payroll, HR for Human Resources and NG for Negotiations, a Web Link user will be allowed to generate assigned reports for any employee in the Employee File. Previously only Human Resources reports could be generated for all employees. Once the update is installed, reports from all three modules will now be for only the Web Link user logged in unless the User Security screen is updated.
  • Accounts Payable > Data Entry
    • A new feature has been added to Accounts Payable: Receiving. This exciting new option is used when the merchandise from purchase orders is physically received by the school district. Within the Receiving option, a user designates the quantity received for the items on a purchase order, enters the date the items were received, and enters any additional comments as needed, while the system automatically tracks the ID of the user who entered the receiving information. The receiving information then appears when invoicing purchase orders. Refer to the Receiving topic in the Help File for step-by-step instructions for using the Receiving option. There is also a training tutorial available with information on using this new option.
    • An Asset Details feature has been added to the Detail Information section of the Invoices option. This new feature allows a single invoice line to have multiple assets assigned to it. It also allows details regarding the asset such as a description, serial number, etc., to be entered at the time the invoice is entered. The asset information will then be available in the Fixed Asset Inventory module when using the Add New Assets option. A new report, titled Asset Details Report for Invoices, has also been added to the Reports menu to view the entered information.
    • For districts that operate on an accrual basis, if a posted purchase order was brought back into a purchase order batch, the Encumbrance Commitments and Less Encumbrance Commitments accounts were not being updated properly. The same issue was also experienced when using the Cancel Outstanding Purchase Orders option. These issues have been corrected for accrual customers.
  • Accounts Payable > Maintenance
    • In the Report Fields section of the Board Report Setup option, a new field has been added: Invoice Detail Expensed. When this field is used, an asterisk (*) will display if the invoice was expensed using the Expense Outstanding Payables option.
  • Accounts Payable > Reports
    • Expense Outstanding Payables Report by Chart of Account Number or by Vendor: These reports were showing an amount of zero for expensed purchase orders that were later invoiced. The reports have been updated to maintain the original purchase order amount.
    • Invoice Listing – Summary and Invoice Listing – Detail: These two reports were updated to include a Report Parameter for Prepaid.
    • Asset Details Report for Invoices: A new report to display the asset information entered for an invoice detail line.
    • Detail Check Register: If an invoice was expensed using the Expense Outstanding Payables option, an asterisk (*) will display next to the detail amount field.
  • Payroll > Data Entry
    • In Pay Period Entries and Employee Absences, if an entry was made with only a dollar amount (units, hours, and pay rate are left blank) the system was zeroing out the dollars when saved. This has been corrected.
  • Payroll > Check Cycle
    • If a unit pay code was expensed and more is being paid out than what is reflected in the remaining expense field, the system was allowing the remaining expense to reflect a negative value which would cause inappropriate entries in General Ledger. This has been corrected.
  • Payroll > Maintenance
    • There have been several enhancements made to the Deductions tab in the Employee File. The format for the Employee and Employer Amounts Lists have been changed to only show the designated frequencies and new entries can be added by selecting the asterisk in the list. In this same section, new rates can be entered along with a Rate Change Date to allow new rates to be entered prior to them taking effect. A Move Deduction Rates option has also been added to the Options menu to assist with moving the new rates to the current rates after the change date has passed. When a deduction is changed to inactive, the field values will no longer be removed; instead they will be grayed and un-editable.
    • The Leaves tab in the Employee File has been updated with two new fields. The Maximum Earned field is only applicable when using Units Per Pay Period and is used to designate a maximum amount the employee can earn in the year from the units per pay period. The Unit of Tracking field will display the value set up in the Leaves option under Maintenance. The Leave Detail List has been updated to include columns for Earned and Taken along with totals. The Employee Leaves List columns have been reordered and several additional columns were added.
    • In the Employee File, under the Options menu, the Add Deductions to Employees option was renamed to Adjust Deductions.
    • In the Employee File, a new option was added to the Options menu: Adjust Last Date Worked. This feature will allow a user to easily modify the Last Date Worked for their employees, if needed.
    • In the Employee File, under the Options menu, the Adjust Leave Balances option has several additions and changes. When using the Create New Year or Update Current Year options, a checkbox for Copy Previous Year Beginning Balance has been added. When using the Roll Other Leaves option, a Maximum to Roll value can be entered, the remaining balance can be zeroed out by selecting the Zero Remaining Balance field, and a Warnings column has been added to the Adjust Leave Entries List to display any applicable warning messages. Also, two new options have been added for Convert Days to Hours and Convert Hours to Day. These new options allow a user to easily convert employee leave information from days to hours or hours to days.
    • New 2014 tax tables have been added for Wisconsin State Income Tax. Select this link to view and verify the tables: https://docs.su-inc.com/taxes/Wisconsin2014.pdf
  • Payroll > Options
    • The Employee Check Calculation has been updated to take into account any end dates and rate change dates for deductions based on today’s date.
  • Payroll > Government Reporting
    • The 403b administrator name for CPI has been changed to CPI/Omni Group.
    • For 403b administrator ING, the Employment Status Date field should have been displaying the latest hire date rather than the oldest. This has been updated.
    • Illinois Only: In some cases, an application error was displayed when using the Create Employment/Position Report File option in the Illinois Employment Information System option. This has been corrected.
    • Iowa Only: Two changes have been made to the Iowa BEDS Report. On the Pay Codes tab, Health Benefits has been added as a Pay Type. When using the Create BEDS Report File option, the user will be able to view a list of any omitted records.
  • Payroll > Reports
    • Distribution Report by Expense Account Summary: This new summary report will display each expense account along with the corresponding employees, their net check and expenses total.
    • Employee Leaves Over Maximum Report: This new report will display any employee whose leave balance is currently over their Carry Over Maximum.
    • Employee Listing – Deduction Information and Employee Deduction Report: These two reports have been updated to include three Report Selections: Current Rates Only, Rates as of a Specific Rate Change Date, and All Rates (Current and New). Also, Declining and Regular Pay Period Only were added as Report Parameters.
    • Employee Leave Balance Report: This report was changed to landscape orientation and reformatted to better match the information in the Employee File.
    • Employee Listing – Leave Information: The report was reformatted to better match the leave information in the Employee File.
    • Benefit Statement Report: The report was reformatted slightly to better accommodate including a page break between employees if desired.
    • Deduction Register by Fund: A count of the number of employees for each fund was added to this report.
    • Earnings Report by Employee and Earnings Report by Pay Code: These two reports were modified to allow a user to generate them for either unposted or posted payroll check batches.
    • Employee Detail Listing with Signature: The employee’s hire date was added to this report.
  • General Ledger > Government Report
    • Missouri Only: The Missouri SDAC option has been updated for the 2014 year.
  • General Ledger > Maintenance
    • In the Flexible Financial Report Setup option, when using the Grand Total field and including both revenue and expenditure accounts, there were several fields that were not properly displaying the difference between these account types. Combined field values were added where appropriate and any flexible financial report you’d like to see these new values on will need to resaved. To resave a report, select Flexible Financial Report Setup from the Maintenance menu, enter the name of the report to edit, type the same number in the Top Margin field that is already displayed (i.e. 0.25) and click the Save button.
  • Human Resources > Reports
    • Employee Listing – Demographic Information: The Emergency Contact Person and Emergency Contact Relationship fields were reversed. This has been corrected.
  • Negotiations > Salary Schedules
    • In some cases, there was a problem calculating half steps on salary schedules. This has been corrected.
  • Negotiations > Reports
    • Salary Schedule Report: This report was changed from portrait to landscape and modified to display additional columns per page.
  • Fixed Asset Inventory > Assets
    • If there was an open Add New Assets batch, the depreciation information for all assets was being hidden in the Asset File Maintenance. 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. If needed, contact your technology coordinator to install the update on the web server. For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
    • 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 14.04.21.01 (or higher, if applicable).
  • Web Link > Data Entry
    • A new feature has been added to Accounts Payable: Receiving. This exciting new option is used when the merchandise from purchase orders is physically received by the school district. Within the Receiving option, a user designates the quantity received for the items on a purchase order, enters the date the items were received, and enters any additional comments as needed, while the system automatically tracks the ID of the user who entered the receiving information. The receiving information then appears when invoicing purchase orders. Refer to the Receiving topic in the Help File for step-by-step instructions for using the Receiving option. There is also a training tutorial available with information on using this new option in Web Link.
    • If a date prior to 1/1/1980 was entered in a date field, the system was returning an error. This has been corrected.
  • Web Link > Reports
    • When using the search feature on Chart of Account Numbers, the system was not displaying the entire number. This has been corrected.
    • If a report has a Chart of Account Number Report Parameter and a user wanted to manually enter in a number, they will now be able to do this without keying the spaces between the account pieces.
  • Accounts Payable > Data Entry
    • When using the Import Invoices option, an error message was being displayed if the user’s set screen preferences were set up with Received In Full as the first field. This has been corrected.
  • Accounts Payable > Maintenance
    • If an invoice was paid in one calendar year and voided in another, the void amount was not displaying properly on the Adjust 1099 screen; however the Vendor 1099 will generate with the correct value.
  • Accounts Payable > Reports
    • Vendor Tax Information: This report has been updated to include a Report Parameter for W9 Received Date.
    • Voucher and Warrant by Invoice and Voucher and Warrant by Account Number: These two reports have been updated to include a Report Parameter for Check Number.
  • Payroll > Data Entry
    • In Pay Period Entries and Employee Absences, if the Units field is changed to zero, then the Dollars field will update to reflect zero as well. Also Payment In Kind pay codes can now be entered on the Grid Entry tab.
  • Payroll > Check Cycle
    • If an employee has two Balance direct deposit types with one not marked as Regular Pay Period Only and distribution method of Check, the employee was receiving two checks during an extra payroll. This has been corrected.
    • If an employee had a direct deposit item set up as declining with a balance, the balance field was not being reduced. This has been corrected
  • Payroll > Government Reporting
    • The Quarterly 941 and Schedule B for 2014 have been added to the system.
  • Payroll > Reports
    • Deduction/Tax Adjustment Listing: A Report Parameter for Deduction/Tax ID has been added to this report.
    • Employee Employment Dates Report: This new employee report includes all the date fields from the Employment tab in the Employee File.
    • Pay Period Entries Listing – Summary and Pay Period Entries Listing – Detail: Both reports have been updated to include a Report Parameter for Pay Group, an additional sort by entry Start Date, and Fund Totals at the end of the report.
  • General Ledger > Government Report
    • Iowa Only: The Iowa Budget Summary Report has been updated for 2014-2015. For step-by-step instructions on generating this report, refer to the “Iowa Budget Summary Report” topic in the Help File.
  • General Ledger > Maintenance
    • When using the Potential Budget field in the Flexible Financial Setup option, only unposted budget batches marked as New Budget were being included. The system has been changed to include all unposted budget batches.
  • General Ledger > Reports
    • Manual Journal Entries Listing – Summary and Manual Journal Entries Listing – Detail: Report Parameters for Entry Date and Reference Number have been added to these reports.
  • Human Resources > Maintenance
    • On the Dependents tab in the Employee File, if two dependents had the exact same first, middle and last name, the system was not using the suffix field to distinguish them apart. This has been corrected.
  • Negotiations > Options
    • When using the Update Overtime Pay Codes option in Update Payroll with Packages, in some instances the system was creating the overtime pay code rate with three decimal places. Also, if an employee is set up with their expense account split between multiple chart of account numbers, the dollars for the expense accounts were not always splitting correctly. These errors have been corrected.
  • Negotiations > Reports
    • Employee Step/Lane Listing – Employee Negotiation Rates: This report has been updated to include employees whose step was greater than what the salary schedule contained.
  • Fixed Asset Inventory > Asset
    • If a Depreciation Accumulated amount was entered for a new asset, when viewing the saved asset before posting the batch this amount field was blank even though the value was originally saved. 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. If needed, contact your technology coordinator to install the update on the web server. For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
    • This Web Link version is separate from the School Accounting System and therefore can be installed at any time.
  • Web Link > Employee Information
    • An error is being displayed when a user selects to view their detailed leave balance information. This has been corrected.
  • Payroll > Government Reporting
    • Missouri Only: When creating the submission file in the Missouri Retirement – New Format option, the system was including an extra character on the end of each line causing the user to receive an error during the upload. Also, if an employee does not have the designated override value for the wage type and the employee’s retirement deduction is marked as inactive, the wage type for the corresponding deduction is being reported instated of ignoring the deduction and reporting X for the Non-Member. These errors have 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. If needed, contact your technology coordinator to install the update on the web server.For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
    • This Web Link version is separate from the School Accounting System and therefore can be installed at any time.
  • Web Link
    • The Web Link module has been updated for Microsoft® Internet Explorer 11.
  • Web Link > Reports
    • For users tied to Account Groups for Web Link Reports, an error message was being displayed when generating a report with an Account Group Report Parameter. This has been corrected.
  • Payroll > Government Reporting
    • In a recent update, a change was made that caused some of the state government reports to return an error when selecting the Adjust Hours Worked tab. The affected reports were the Nebraska Monthly Retirement Report, North Dakota Teachers Retirement Report, Wyoming Monthly Retirement Report, Wyoming Unemployment Report, and the Wyoming Workers Compensation Report. All of these reports have been corrected.
  • Important Tax Information
    • Note: This update contains changes to the Missouri and North Dakota State Income taxes. All other tax and unemployment changes (if necessary) were implemented on Version 13.12.16.01 and the information for those taxes can be viewed in the release notes for that version found below.
    • Missouri Only: The Missouri Department of Revenue has released the tax table information for 2014. 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/Missouri2014.pdf
    • North Dakota Only: The Office of the State Tax Commissioner has released the tax table information for 2014. 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/NorthDakota2014.pdf
  • Payroll > Employees
    • Missouri Only: A new Retirement Payroll Cycle Override field was added to the Wages screen of the Employee File. This field can be completed if the employee’s payroll (reporting) type for a particular pay code is different than the default one entered in the Payroll Cycle custom field (on the Custom Fields screen).
  • Payroll > Government Reporting
    • Missouri Only: Several changes were made to the Missouri Retirement Report – New format option. A field was added to the Report Options tab for Annual Base Salary. Select the numeric custom field defined in the Employee File to track the amount to report as the annual base salary for the employees if different than the amount automatically generated by the system. Additionally, the Hours Worked tab has been replaced by a new View/Edit Data tab. This tab will allow you to view and edit the reportable data. In order to generate the information for this tab, choose the Options menu and then Generate. For detailed instructions, see the “Missouri Retirement Report – New Format” topic in the Help File.
  • Recommendation
    • The end of calendar year is just around the corner and soon you’ll be working on generating your 2013 W2 file. It is our recommendation that all districts complete the steps for balancing the calendar year totals and W2 totals prior to processing your last December payroll so adjustments can be made and included in the last payroll if necessary. To balance prior to December’s payroll, complete Steps 1 through 7 on the Payroll End of Calendar Year Checklist (then after the last payroll is updated for 2013, repeat Steps 1-7 when completing the end of calendar year process).
  • Important Tax Information
  • All System
    • Prior to installing the previous update, some customers experienced a delay when attempting to log into the School Accounting System. For those users currently on the 13.12.02.01 version, this process has been updated. Users that are running a version prior to 13.12.02.01 may experience this issue until they update to the most current release.
  • Main Screen
    • The main screen continued to indicate a Web Link update was available even after it had been installed. This has been corrected for those districts that have the Web Link module.
  • Accounts Payable > Data Entry
    • When using the Import Invoices option, found under the Options menu in Invoices, the system was allowing detail line items to import with invalid chart of account numbers. This has been corrected.
  • All System
    • Several new options have been added to the menu which appears when using the mouse right-click feature: Add, Edit, Search, What’s This?, and Spell Check. If your cursor is in a field that has a down-arrow button (i.e Vendor ID in Invoices or a date field), the Search option will open the Search screen. If the field has a maintenance option, Edit will open the maintenance screen with the record displayed and Add will open the maintenance screen ready to add a new record. The What’s This? option will open the Help File displaying the information for the field. Spell Check is a new feature. The system will indicate misspelled words with a red underline (ignores words in all caps or with numbers). Using the Spell Check option, words can be ignored, added to the user’s dictionary, or changed using words from the dictionary.
    • A new report titled Entities Listing for Check Date Range has been added under Reference Reports on the General Ledger, Accounts Payable, and Payroll main screens. When generated, this report will print for entities who received a check for the selections specified.
    • When using the Export Options while printing a report, for each user, the system will remember what they last selected for the File Type and Open After Save fields. Also, the Export Options screen will no longer remain open once the process is complete.
    • If a report has a Chart of Account Number Report Parameter and a user wanted to manually enter in a number, they will now be able to do this without keying the spaces between the account pieces.
  • Main Screen
    • A few changes have been made to the main screen. A section has been added displaying upcoming training along with a link directly to the complete training calendar. The Software Unlimited, Inc. logo, when selected, will link directly to our website. Also, an informational message will appear for those users whose computers have Microsoft® Windows XP. Since Microsoft will no longer support Windows XP after April 2014, we highly recommend these computers be updated to a new version of the Windows operating system.
  • Main Screen > Utilities
    • On the User Options screen, a new feature has been added for Auto Copy Report Choices. If this field is selected, the selections specified will automatically be copied to the Sub Heading field for the report.
    • The User Security screen has been modified for easier viewing. On the General tab, the bottom section for Account Groups, Approval Trees and Fixed Asset Inventory Rooms has been moved to a tabbed format. Also, in the Account Groups section two of the column labels have been renamed: AP & WL Data Entry and GL & WL Data Entry.
  • Accounts Payable > Requisitions
    • If an approval tree is set up with an approver who has a minimum amount to approve without an account number or mask designated, and the requisition line item was entered without a chart of account number, the approver was not receiving notification. This has been corrected.
  • Accounts Payable > Options
    • A new feature, Resend Email Direct Deposit Stubs, has been added to the Direct Deposit Options menu. The Resend Email Direct Deposit Stubs option is used to email direct deposit stubs for a previously posted check cycle batch.
  • Payroll > Data Entry
    • When making entries for a contract type pay code in Pay Period Entries and Employee Absences, if the contract does not exist for the fiscal year end specified on the batch options screen, the system will no longer prompt to copy the contract pay code to the new year. Additionally, entries can only be made for the contract type pay codes that are in the employee’s Wages screen in the Employee File for the specified fiscal year end.
  • Payroll > Options
    • A new feature, Resend Email Direct Deposit Stubs, has been added to the Direct Deposit Options menu. The Resend Email Direct Deposit Stubs option is used to email direct deposit stubs for a previously posted check cycle batch.
  • Payroll > Government Reporting
    • North Dakota Only: The Create File format for the Workers Compensation Report by Class has been changed from .TXT to Microsoft® Excel.
    • Nebraska Only: On the Report Options screen of the Nebraska Monthly Retirement Report, the District field could not be changed. This has been corrected.
    • Wyoming Only: The Rehired Retiree Payment Report has been updated to reflect the correct percentages in the field labels.
  • Payroll > Reports
    • General Ledger Distribution Report – Summary: This report has been updated with a Chart of Account Number Report Parameter.
  • General Ledger > Check Options
    • A new feature has been added to the Options menu in Checks File Maintenance: Change Void Date on Checks. The option is used to change the date entered as the Void Date for a previously voided check, direct deposit stub, or automatic payment stub.
  • General Ledger > Maintenance
    • In the Flexible Financial Report Setup option, on the Field Section tab, the Double Space field in the Report Layout section was not properly working. This has been corrected.
  • General Ledger > Government Reporting
    • Nebraska Only: The 2012-2013 Educational Service Unit Annual Report is now available.
  • Human Resources > Maintenance
    • If a user was set up with full access to Human Resources but did not have access to Payroll, they were not able to open the Custom Fields option. This has been corrected.
  • Report Writer
    • The Ship To Addresses fields have been added to the AP Requisitions view group.
    • When adding a subreport to a main report, an error was being displayed for the subreport link. 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. If needed, contact your technology coordinator to install the update on the web server.For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
    • This Web Link version is separate from the School Accounting System and therefore can be installed at any time.
  • Web Link
    • The Web Link module has been updated for Microsoft® Internet Explorer 11.
      • 12/11/2013 NOTE: This feature is currently not working properly. A future update will be released for Internet Explorer 11.
  • Web Link > Data Entry
    • The Requisition Status screen has been updated to display 12 lines at a time and all columns have filters available.
    • In the User Security option in the School Accounting System, if a user was assigned an Account Group for Web Link Reports only, when entering Requisitions or Purchase Orders the user was also restricted to only these chart of account numbers. This has been corrected.
  • Web Link > Reports
    • When generating a few select reports (i.e. Balance Sheet – Combined), the system was returning a printer error message. This has been corrected.
  • Important Note
    • When installing update 13.10.17.01, all computers and servers which run the School Accounting System will be required to have Microsoft® .NET Framework 4.0 Full/Extended (or higher). The Client version of .NET Framework 4.0 is not sufficient. If your machine doesn’t currently have this version of the .NET Framework installed, as long as you have administrator rights, it will be installed for you during the update process. If you encounter an error installing the update due to not having administrator rights, contact your Technology Coordinator for assistance.
  • Accounts Payable > Government Reporting
    • All 1099 changes for Tax Year 2013 are included in this release. For detailed instructions on completing the End of Calendar year, see the “Accounts Payable End of Calendar Year Checklist” topic in the Help File.
  • Payroll > Government Reporting
    • All W2 changes for Tax Year 2013 are included in this release. For detailed instructions on completing the End of Calendar year, see the “Payroll End of Calendar Year Checklist” topic in the Help File.
    • Wyoming Only: Two new reports have been added to the Wyoming Monthly Retirement Report option: Wyoming Monthly Retirement Summary Report and Wyoming Monthly Retirement Detail Report. Until Wyoming Retirement’s RAIN system is fully functional, the summary report can be printed, any additional fields completed manually and the report can be included with the check to the retirement office.
  • General Ledger > Reports
    • Activity Fund Balance Reports: The reports with Include Encumbrances and Include AP Only were not including outstanding accounts payable items. The reports have been corrected.
  • Payroll > Government Reporting
    • North Dakota Only: For those districts who use either Teachers Fund for Retirement Model 2 (All) or Model 2 (Partial), when generating the North Dakota Teachers Retirement Report, the system was excluding the information for the Contract/Addl TFFR Salary column. This has been corrected and districts should install this update prior to generating their September report. Also, if an employee’s status is Terminated or Deceased, the Last Date Worked column should contain a date. The electronic file was reporting the date accurately, but the information was being excluded from the paper copy of the report. This has been updated.
  • Payroll > Reports
    • Payroll Register – Batch: When generating this report for either the Unposted – Unitemized or Posted – Unitemized Report Selection, the itemized information was still being included. 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. If needed, contact your technology coordinator to install the update on the web server.For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
    • This Web Link version is separate from the School Accounting System and therefore can be installed at any time.
  • Web Link > Employee Information
    • The Check History option was not working properly for those customers who use check writing software in Payroll in the School Accounting System. This feature has been updated. To utilize it, a new Check Setup – Employees format will need to be added in Payroll. Once created, the format will be linked to your Check Writing Software report by entering the check format name in the Check Format for Web Link field found on the Check Writing Software screen. Refer to the “Check Setup – Employees” and “Check Writing Software” topics in the Help File in the School Accounting System.
  • Web Link > W2s
    • When printing the W2s, the system was not including the calendar year on the document. This has been corrected.
  • Payroll > Maintenance
    • When using the Update Existing feature in the Add New Deductions option found under the Options menu in the Employee File, the system was not updating the amounts if the change between the old and new value was less than 50 cents. This has been corrected.
  • Payroll > Government Reporting
    • Nebraska Only: In the Nebraska Staff Reporting option, when generating the Staff Demographics File, the Number of Days Contracted was displaying the value from the Regular Days field found on the Wages screen in the Employee File. The value should also have been including the Additional Days field. This has been corrected.
    • Wyoming Only: The Wyoming Retirement Office is implementing the Retirement Administration & Investment Network (RAIN) for managing employee data. The migration to RAIN will begin in the coming months, but the September contribution report must be filed using the new Contribution Template format. When selecting the Wyoming Monthly Retirement Report option, a new screen will appear. For step-by-step instructions on completing the options for this report, select the following link: /training/WYRetirementReport.pdf or refer to the “Wyoming Retirement Report Setup Procedures” and “Wyoming Monthly Retirement Report” topics in the Help File.
  • General Ledger > Maintenance
    • When using the Outstanding Unapproved Requisitions and Outstanding Approved Requisitions fields on Flexible Financial reports, the values were including requisitions that had been canceled. This has been corrected.
  • All System
    • After installing this update, all release notes will be available on our website in the following location:/updates.asp. This new location will allow users easier access to see release notes from the current version as well as previous updates. The links to the release notes when installing an update and on the main School Accounting System screen have also been updated to this same location.
    • An additional feature has been added to the screens listed below allowing a user to easily expand and collapse items in the grid by using these new buttons.
      • Main: User Security
      • Accounts Payable: Vendor Inquiry, Purchase Order Inquiry, Requisition Inquiry, and Requisition Options
      • Payroll: Employees (Certifications tab) and various state government reports
  • Main > Help
    • A new option for System Specifications has been added. When selecting this option, the user’s computer information will be displayed.
    • A link to our Privacy Policy has been added to the Help menu.
  • Accounts Payable > Options
    • On the Void Invoices and Void Checks screens, an additional field has been added for Reversal Option. This field will be available when voiding accrual basis invoices or cash basis invoices that were either expensed or happen to cross fiscal years. The dropdown will display the choices available for the reversing entries. If using the option involving the Prior Years’ Expenditure Account, this account must be set up accordingly in the Fund File in General Ledger.
  • Accounts Payable > Reports
    • Vendor Inquiry: The status of GL has been changed to PAID for this report. Also, the sort order has been updated to display entries in the following status order: REQ, PO, INV, then PAID.
  • Payroll > Data Entry
    • In some instances, when using the F9 shortcut key to save an entry in a Pay Period Entry batch, the system was creating two entries. This has been corrected.
  • Payroll > Check Cycle
    • If wages were expensed in the prior fiscal year with absence from contracts, the system wasn’t always reversing the full amount from the payables account. This has been corrected.
  • Payroll > Maintenance
    • When entering Employee Sort Groups for an employee, if the user manually entered the data instead of using the dropdown option, the system was displaying the first matching record and would not allow the user to continue typing to select another option. This has been corrected.
  • Payroll > Government Reporting
    • Illinois Only: The Create Final Salary Data file option has been added to the Illinois Employment Information System option. For step- by-step instructions on completing this option, refer to the “Illinois Employment Information System” topic in the Help File.
  • General Ledger > Government Reporting
    • Nebraska Only: The 2012-2013 Nebraska Annual Report is now available.
  • General Ledger > Reports
    • Activity Fund Balance Report – Detail – Include Encumbrances: This report was including accounts payable voided checks from a prior fiscal year. It was been corrected.
  • Human Resources > Reports
    • Employee Detail Listing for Human Resources: When including dependent information on this report and their birth date field is blank, the report was displaying information in the Age field and should not have been. This has been corrected.
  • Negotiations > Options
    • When using the Calculate Budget option to calculate a Unit package type, the individual pay period amounts were not calculating properly. This has been corrected.
  • Fixed Asset Inventory > Assets
    • When adding a new asset, if the Class ID and Sub Class ID fields were manually entered instead of retrieved using the dropdown menus, the system was not prompting to copy the information from the sub classes file. This has been corrected.
  • Fixed Asset Inventory > Options
    • A new option has been added to the Process Replacement Cost Batch screen allowing a user to indicate if the batch should also process catch-up replacement cost. When selected, the system will determine if an asset’s replacement cost hasn’t been generated recently and will catch up the replacement cost amount.
  • Payroll > Check Cycle
    • When using the Recalculate These option on the Advanced Options tab of the Calculate Payroll screen, if an employee was listed more than once, the system was not properly calculating the payroll for this person. This has been corrected.
  • Payroll > Government Reporting
    • North Dakota Only: When generating the North Dakota Employee Compensation Report, the system was automatically including amounts that were expensed to the prior fiscal year and paid in the current year. This has been corrected. If you have already generated this report and your district expenses payroll wages at the end of fiscal year, you will need to regenerate the report to obtain the accurate information.
    • North Dakota Only: The upload file specifications for the amount column for the Workers Compensation Report by Class changed to include a decimal point between the dollar and cents.
  • General Ledger > Government Reporting
    • Iowa Only: The 2014 Iowa Budget Summary Report is generating with 2012-2013 dates rather than 2013-2014. The data on the file is all correct, only the report heading and column headings are incorrect.
    • Missouri Only: When printing the Missouri Annual Report, the system was not always printing the report with the correct page orientation. This has been corrected.
  • Payroll > Data Entry
    • In Pay Period Entries, if the Pay Code ID field is set to repeat on the Set Screen Preferences screen and multiple entries were made at one time for an employee using different pay codes, the system was not always accurately reflecting the correct pay code information on the employee’s check stub. This has been corrected
  • Payroll > Check Cycle
    • If an employee had Nebraska State Income Tax set up as Exempt with an override amount, in some cases the system was withholding more than the override amount. This has been corrected.
  • Payroll > Reports
    • Combined Earnings Report with Benefits and Combined Earnings Report without Benefits: When generating either of these reports and selecting Include Expensed Wages for the Report Selection Description, the report was including expensed information for both the current year and previous year. These reports have been corrected.
    • Distribution Report by Expense Account with Detail Earnings, Distribution Report by Expense Account with Summary Earnings, and Distribution Report by Employee: For wages that were previously expensed (using the Expense Contracts Payroll Type), these reports were displaying the original salary account information instead of the payables account information. They have been updated.
  • General Ledger > Government Reporting
    • Wyoming Only: The Project Codes for the 2012-2013 Annual Report have been updated to reflect the most current information available from the Department of Education.
    • North Dakota Only: The Certificate of Levy has been updated to correct a few cell formatting issues.
  • General Ledger > Reports
    • Iowa Only: The Outstanding Checks Listing was including Reversing GAAP entries and should not have been. The report has been updated.
  • Negotiations > Options
    • When generating the Calculate Budget information, the system was sometimes inaccurately figuring the budget values. This has been corrected.
  • Accounts Payable > Data Entry
    • When posting a batch of recurring invoices, in some instances, the system was returning a time out error. This has been corrected.
  • Payroll > Options
    • When using the Replace/Reprint Checks option with a check format that displays the leave information in detail, the Earned Per Pay Period amounts were being included in the Beginning Balance and should not have been. This has been corrected.
  • Payroll > Government Reporting
    • North Dakota Only: The file created for the State of North Dakota was including employees with negative quarterly totals. This has been corrected.
  • All System
    • Since the last release, when keying into a search screen, the first character is not always getting picked up. This has been corrected.
  • Accounts Payable > Data Entry
    • If an invoice batch is setup as a credit card payment batch, when using the Copy Invoice option to copy an invoice into that batch, it was not generating with the proper check information. This has been corrected.
    • If an invoice, which was previously part of an expense outstanding payables batch, was later used with the Copy Invoice option, the new invoice was being marked as expensed as well. This has been corrected.
  • Payroll > Check Cycle
    • If an employee pay code is set up with a value in the Percent of Deductions field and multiple pay period entries are included in the payroll calculation, the system was taking the percentage on each entry instead of splitting it between the entries. This has been corrected.
  • Payroll > Maintenance
    • North Dakota Only: The North Dakota State Income rates have changed effective 7/1/2013. Once you install this update, you have the new tax table changes for state income tax. To view and verify the information, please print the document found in this link: https://docs.su-inc.com/taxes/NorthDakota2013.pdf
  • General Ledger > Reports
    • Activity Fund Balance Reports: The nine reports that include accounts payable encumbrance information are displaying end of year expensed data twice; once in the expense column and again in the encumbrance columns. This has been corrected.
    • Check Reconciliation Report: For Iowa districts, this report was including reversing GAAP amounts in the Cash Account Balance total. 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. If needed, contact your technology coordinator to install the update on the web server.For specific instructions on how to install this update, please refer to the “Installing an Update for Web Link” topic in the Help File.
    • 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 13.06.17.01 (or higher, if applicable).
  • Web Link > Data Entry
    • A new feature for Room Inventory has been added to Web Link for those districts that also have the Fixed Asset Inventory module. This option allows teachers and other employees of the district who are assigned to a specific room to complete an inventory of their room for the business office. They’ll be able to indicate if an asset is in their room, moved to another location or if it’s a new asset not currently on the list. A report will be available listing the assets in their assigned room. The business office will have control of when employees can view their room to complete the inventory process. Refer to the “Room Inventory Setup and Completion Checklist” and “Room Inventory” topics in the Help File.
  • Web Link > Employee Information
    • Employees will be allowed to view and print their W2s via Web Link. The business office will determine when the yearly W2s will be made available. Employees can consent to only receiving their W2s via Web Link (no paper copy) or they can use this option to view and print an additional copy if needed.
  • Note: For those districts that have the Web Link module, you will also need to be at Web Link version 13.06.17.01 (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
    • On screens with multiple items to be selected (i.e. Check Reconciliation, Search screen for Report Parameters, etc.) the system will allow a user to select an item, hold the Shift key down, and select another item and have all the items in between also be selected. Also, the Space bar can be used to select items in the grid and advance to the next item.
    • If a splitter is moved on some screens, the system will remember the location the next time that same screen is opened (i.e. Pay Period Entries, Deduction in the Employee File, etc.).
    • On all the Chart of Account Number search screens, the reference piece descriptions have been removed.
    • In date fields, the Page Up and Page Down keys will advance the month field and + or – keys will advance the day field.
    • On screens with grids, the left and right arrow keys will advance the cursor to the previous or next field.
    • On the Report Printing Options screen, a Favorite Reports button has been added. A gray icon on the button indicates the report is not part of your favorite list, while a yellow icon means the report is already marked as a favorite report. To add a report to your favorites list while generating it, simply select the Favorite Reports button (with the gray icon) to add it. The report will be saved with the selected Report Selection.
  • Main > Maintenance
    • In the System File on the General tab, a new field has been added for Days Before User Password Change Required. The system will force user passwords to be changed based on the number of days entered in this field. If you prefer that user passwords never expire, leave the field blank or enter 0.
    • When using the Make Today’s Backup Now option on the Backup Options tab of the System File and email notifications are indicated, an email will now be sent to the appropriate contact person.
    • The values in the Number of Days to Keep Backups and Minimum Number of Backups to Keep fields, located on the Backup Options tab of the System File, were switched around. All customers utilizing these options should open this screen and verify the data.
  • Main > Utilities
    • New features on the User Options screen are listed below. Since these options are user
      specific, each user should access this screen after the update is installed and modify their settings as desired. Refer to the “User Options” topic in the Help File.

      • Allow Enter for Save and Clear: If this field is selected, the Enter key can be used as a shortcut for the Save and Clear button.
      • Auto Fill Searchable Fields: If this field is selected, the system will show a list of matching records as the characters are keyed into the a searchable field and automatically append the remaining characters to the end for the first record that matches the characters already entered.
      • Use Scroll Wheel: If this field is selected, the scroll wheel on your mouse will scroll through the list of records within a searchable field.
      • Auto Close Report Printing Options: If this field is selected, the report printing options screen will close automatically after printing a report.
      • Default Search Screen Colum Focus: If Column 1 is selected, the first column on a search screen will have the focus when opened, whereas designating Column 2 will place the cursor focus on the second column. Typically, the first columns on searches are the IDs of the records and the second columns are the names or descriptions.
    • New features or changes on the User Security screen:
      • In the Account Groups List, checkboxes have been added for AP Data Entry, GL Data Entry, and Web Link Reports. These checkboxes are used to restrict user access to chart of account numbers for the data entry options in Accounts Payable and General Ledger, as well as reports through Web Link with Account Group set up as a Report Selection or Report Parameter.
      • In the User Permissions List, restrictions have been added to the Active checkbox in both Payroll and Human Resources under Employees. If No Access is selected, a user will not be allowed to change this field in the Employee File.
      • For those districts who will be utilizing the Room Inventory option in Fixed Asset Inventory with Web Link, the Fixed Asset Inventory Rooms section will be available to assign rooms to users.
      • A Print Grid option has been added to the File menu.
      • The following fields have been removed from the User Security screen and will only be available in the User Options: Use Quick Tab, Use Enter Between Fields, Assume Decimal, and Print Negative Numbers in Red.
    • New features on the Web Link Setup Options screen (for those customers who have the Web Link module):
      • The various options have been subdivided into module specific tabs.
      • On the General Options tab, a new field has been added for Days Before User Password Change Required. The system will force user passwords to be changed based on the number of days entered in this field. If you prefer that user passwords never expire, leave the field blank or enter 0.
      • On the Payroll tab, Available W2 Years and Consent Message to Display fields have been added for those districts who will allow employees to view and print their W2’s via Web Link. Employees will have immediate access to the years selected in the Available W2 Years List. The Consent Message to Display will display a default message but can be changed. Be sure to refer to Part B, Section 3 of IRS Publication 1141 for more information on electronic delivery of W2s.
      • On the Fixed Asset Inventory tab (for those customers who have the Fixed Asset Inventory module), two new fields have been added for those districts that will be utilizing the Web Link Room Inventory process: Web Link Room Inventory Status and Date to View.
  • General Ledger > Government Reporting
    • Illinois Only: The Illinois Annual Financial Report for 2012-2013 is now available.
    • Kansas Only: The Kansas Budget Report for 2013-2014 is now available.
    • North Dakota Only: The Certificate of Levy Report for 2013-2014 is now available. This report can be generated within the accounting program, but any edits that need to be made will have to be done in the Microsoft® Excel file created.
  • General Ledger > Reports
    • Activity Fund Balance Reports – Account and Activity Fund Balance Reports – Detail: These eight reports have been changed so they can be generated for an Account Group. The fund balance
      account and corresponding revenue and expenditure accounts must all be in the same account group for the reports to reflect the correct information.
  • Accounts Payable > Data Entry
    • For districts operating on an accrual basis, if a purchase order batch description was longer than 40 characters, the system was returning an error. This has been corrected.
  • Payroll > Data Entry
    • In the Pay Period Entries and Employee Absences options, the Batch Entries List has been updated to include additional view options. The Display All (No Totals) button will display the entries without employee subtotals and will be the default when the screens are first opened. The Display All (With Totals) button will display the entries with employee subtotals. The Employee Only button will display only the entries for the selected employee. The Employee and Substitutes button (available only in the Employee Absences option) will display the selected employee along with the entries for the corresponding substitutes. Also, the Employee Last Name and First Name have been added to the grid for quicker identification of the entries.
  • Payroll > Maintenance
    • For those customers who have the Web Link module, a new field for Web Link W2 Consent has been added to the Name & Address tab of the Employee File. This field will automatically be updated by the user if they consent to receiving an electronic W2 via Web Link (no papery copy needed).
    • When using the Import Name & Address option, found on the Options menu in the Employee File, the system was returning error messages for names with apostrophes and addresses that were originally blank. These have been corrected.
  • Payroll > Government Reporting
    • Iowa Only: The 2013 fall Iowa BEDS Report is now available.
    • Nebraska Only: The 2013-2014 Nebraska Staff Reporting is now available.
    • Missouri Only: The Term of Position field on the Missouri Retirement Report – All Payroll Detail report was displaying a value for employees with a wage type of R or X but it should have been blank. This has been corrected.
  • Payroll > Reports
    • Payroll Options Report: This report has been updated to include a column for the fiscal year of the selected pay period batches to include.
    • Payroll Register – Summarized by Employee: This report has been updated to include an additional sort for Sort Group.
  • Fixed Asset Inventory > Assets
    • In the Asset File Maintenance, a Show Details button has been added next to the Vendor ID field, which will display information from the invoice.
    • The Total Cost has been added as a column on the Find button search in Asset File Maintenance.
    • Process Web Link Assets has been added to the Options menu in Add New Assets (for those customers who have the Web Link module). This option will be used when completing the Web Link Room Inventory process.
  • Fixed Asset Inventory > Maintenance
    • A list of the active users assigned to a room for the Web Link Room Inventory option will be displayed on the Rooms screen (for those customers who have the Web Link module).
  • Fixed Asset Inventory > Options
    • Process Web Link Room Inventory has been added to the Options menu (for those customers who have the Web Link module). This feature will allow teachers, assigned to fixed asset rooms, to update their room inventory via Web Link. The business office can control when
      the inventory option is available to teachers and then they can process any variances after the inventory is complete. Refer to the “Process Web Link Room Inventory” topic in the Help File for information regarding this option and follow the “Room Inventory Setup and Completion Checklist” which can also be found in the Help File.
    • A Move Assets option has been added to the Options menu. A user can enter a New Room ID and select the appropriate assets to move to that room. Once executed, the asset file will be updated. Refer to the “Move Assets” topic in the Help File.
    • View Disposed Web Link Assets has been added to the Options menu in Process Asset Disposal (for those customers who have the Web Link module). This option will be used when completing the Web Link Room Inventory process.
  • Payroll > Check Cycle
    • When generating a Payroll Type of Pay Off Contracts and any employee has multiple direct deposit splits with the Balance split marked as Regular Pay Period Only, the system was generating a check to the employee for the full amount, but was also incorrectly including the direct deposit splits not marked as Regular Pay Period Only on the direct deposit file for the bank, inadvertently overpaying the employee. This has been corrected. If you have employee’s that met this scenario in a check cycle, a message will appear on the Payroll main screen indicating “Possible Direct Deposit Errors.” If the message is displayed after installing this update, please contact Customer Support for assistance.
  • Payroll > Data Entry
    • In a Time Cards batch on the Individual Entry screen, the system was not allowing a negative value to be entered in the Hours field. This has been corrected.
  • Payroll > Reports
    • General Ledger Distribution Report – Detail: When generating this report for multiple payrolls, in some instances the Net Change column was not reflecting the different between the Debit and Credit columns. The report has been updated.
  • General Ledger > Maintenance
    • Two fields in the Flexible Financial Report Setup option were not returning the proper value: Budget Balance at EOM Minus Outstanding Invoices and Budget Balance at EOM Minus Outstanding Purchase Orders. They have both been corrected.
  • General Ledger > Government Reporting
    • Illinois Only: The Illinois Budget Report for 2013-2014 is now available. The 2012-2013 Annual Report has not yet been released by the Illinois State Board of Education.
    • Missouri Only: The Annual Report and GASB 34 Reports for 2012-2013 are now available.
    • North Dakota Only: The Annual Report and GASB 34 Reports for 2012-2013 are now available. The Certificate of Levy report changes

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