Updates

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
  • Missouri: When determining the amount of state income tax to withhold, the Missouri Department of Revenue has released a new Withholding Tax Formula (https://dor.mo.gov/business/withhold/documents/WithholdingTaxFormula_001.pdf). Instead of subtracting the actual amount of federal income tax, they want an estimated amount calculated using the process described in item 3 of Step 1. This new calculation will be effective in your next payroll calculation after installing this release and may change the amount of state income tax being withheld from employee payroll checks. See additional information on the Missouri Department of Revenue’s website: https://dor.mo.gov/news/newsitem/uuid/fc0f7ab9-5969-4b16-9d40-a390fdde97a7 and https://dor.mo.gov/business/withhold/
• 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
  • The 2018 changes for the Vendor 1099s are included in this release.
  • 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
  • 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.