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Updates

Software Version Release Notes:

Found 236 Results (Page 4 of 5)

  • Payroll>Government Reporting
    • Iowa: The Iowa BEDS Report has been updated with new Permitted Values recently released by the Department of Education. Select the Import Permitted Values option located under the Options menu in the IA BEDS Report to update your current records with these new values.
  • Payroll>Reports
    • Employee Listing – Name and Address Information Summary:  This new employee listing report includes the employee name, address, business and personal email addresses, position, birth date, and an optional field for the last four digits of the employee’s social security number. For Iowa districts, this report can be used as the voter list for the Iowa Public Employment Relations Board.
  • Payroll>Government Reporting
    • Users were not able to save changes in the Quarterly 941s option. This has been corrected.

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

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

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 17.08.15.01 (or higher, if applicable).

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

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

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

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

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

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.05.11.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

  • All System
    • In some instances, the system was locking up/freezing when using the drop down feature on chart of account numbers in a grid. This has been corrected.
  • Payroll>Maintenance
    • In the Employee Leaves List on the Leaves tab in the Employee File, if more than one detail entry had the same start date, end date and number of units, the system was only including one of the unit values in the posted balances. This has been corrected.
  • Payroll>Government Reporting
    • If the Report Options tab of a 403b Reporting option contained From and To date fields for Payroll Batches, the system was not pre-filtering the Payroll Batches List to display only the applicable ones for the selected date range. This has been corrected.

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 17.05.11.01 (or higher, if applicable).

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

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.05.09.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

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

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

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

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 17.05.09.01 (or higher, if applicable).

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

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

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

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

Web Link>Requisitions

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

Payroll>Government Reporting

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

Payroll>Government Reporting

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

Important Tax Information

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

Important Tax Information

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

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

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

Important Tax Information

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Accounts Payable>Requisitions

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

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

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

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

Web Link>Data Entry

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

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

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

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

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

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

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

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

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

Payroll > Government Reporting

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

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