Updates

• Main
  • An Important Information section will appear under the customer login if there are any system messages the user needs to be aware of. For example, this section will be used to inform customers of upcoming releases and when the system may be down for maintenance.
  • A new option for Release Notes has been added to the Help menu. When selected, the user will be able to view the documentation of the changes and enhancements made to Census.
• Maintenance>Families/Children
  • Navigation buttons for First Record, Previous Record, Next Record, and Last Record have been added to the Families screen. These buttons will allow a user to easily page through the family records. If making changes to a record, the family information should be saved prior to selecting one of the navigation buttons.
  • When using the Search by Children in all Families button, additional columns for Option District, Transfer Date, and Comments are now available.
• Reports>Family Detail Report
  • Several changes have been made to the Report Parameters:
    • The Contacted parameter has been moved to the Family Fields section.
    • New children parameters have been added for Handicap, Affiliate District, Option District, and Transfer Date Between.
    • The children parameters will now pertain to all ages, not just those 20 and under. The upper limit for the Age Between parameter will default to 20, but can be changed.
    • In the Misc Fields section, the Include families where all children are over 20 field has been changed to Exclude families where all children are over 20 and will be selected by default.
    • A Sort Fields section has been added to allow users to sort the data in various ways.
  • When viewing the report, all children will now be listed in the detail section regardless of their age.
• Reports>Children Report
  • Several changes have been made to the Report Parameters:
    • The Contacted parameter has been moved to the Family Fields section.
    • New children parameters have been added for Handicap, Affiliate District, Option District, and Transfer Date Between.
    • The children parameters will now pertain to all ages, not just those 20 and under. The upper limit for the Age Between parameter will default to 20, but can be changed.
    • A Sort Fields section has been added to allow users to sort the data in various ways.
• Reports>Mailing Labels
  • Several changes have been made to the Report Parameters:
    • The Contacted parameter has been moved to the Family Fields section.
    • New children parameters have been added for Handicap, Affiliate District, Option District, and Transfer Date Between.
    • The children parameters will now pertain to all ages, not just those 20 and under. The upper limit for the Age Between parameter will default to 20, but can be changed.
    • In the Misc Fields section, a new selection for Include families without children has been added.
    • A Sort Fields section has been added to allow users to sort the data in various ways.

• Payroll>Maintenance
  • North Dakota: The North Dakota Office of the State Tax Commissioner has released the tax table information for 2018. Once you install this update, you will have the updated tax tables. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/NorthDakota2018.pdf.
• Payroll>Government Reporting
  • The 2018 Quarterly 941 is included in this release. There are no changes to the Schedule B for tax year 2018.

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

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

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 18.02.13.01 (or higher, if applicable).

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

Important Tax Information

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

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

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

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

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

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 18.01.04.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

Important Tax Information

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

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

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

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

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

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

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 18.01.04.01 (or higher, if applicable).

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

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.12.20.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

• All System
  • When generating any report to a PDF the system was returning an error. This has been corrected.

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 17.12.20.01 (or higher, if applicable).

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

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.12.19.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

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

Important Tax Information

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

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

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

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

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

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

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

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

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

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

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

• All System
  • A new File Type, Other for Other Delimited File, has been added to all the import screens along with a field to designate the delimiter character.
  • When using the To Screen button on the Report Printing Options screen, the report will automatically display using the Continuous View feature. This will allow for easy use of the mouse scroll wheel to move from page to page.
  • When using the Combine IDs feature available in several of the maintenance options, the system was returning an error. This has been corrected.
  • There were several maintenance files in the system that were allowing identical IDs and should not have been. Once this update is installed all IDs will be made unique. If there were duplicates in your database, the system will automatically add a numeric value starting with 1 at the end of the ID. The affected maintenance files are as follows:
    • Main: Users
    • Accounts Payable: Approval Trees, Vendor Groups
    • Payroll: Employee Groups, Leave Approval Paths, Leaves, Pay Codes, Taxes, Workers Compensation Classes
    • Human Resources: Benefits, Benefit Types, Certificate Types, Checklists, Course Types, Endorsements, Endorsement Types, Evaluation Rating Types, Evaluation Types, Grade Levels, Position Types, Schools, School Types, Sites, Trainings, Training Types
    • Negotiations: Packages

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

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 17.12.19.01 (or higher, if applicable).

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

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

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.10.24.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

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

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 17.10.24.01 (or higher, if applicable).

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

• Payroll>Maintenance
  • New pay codes could not be added to the Pay Code File. This has been corrected.

Note: For those districts that have the Web Link module, you will also need to be at Web Link version 17.09.26.01 (or higher, if applicable) since this update contains changes that affect both products simultaneously. Web Link updates must be downloaded through the File Transfer Center and installed on the web server.

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

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

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

Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 17.09.26.01 (or higher, if applicable).

• Web Link>Employee Information
  • If there were more the 26 All Day entries for a particular day, the calendar in Leave Request Approvals was not expanding to show all of the entries. This has been corrected. Also, All Day entries will now be sorted by start date of the entry and then by employee first name.
  • In some instances, a comment was getting added to leave request entries indicating the entry was not submitted by the user requesting the leave. This has been corrected.

• Payroll>Government Reporting
  • Iowa: The Iowa BEDS Report has been updated with new Permitted Values recently released by the Department of Education. Select the Import Permitted Values option located under the Options menu in the IA BEDS Report to update your current records with these new values.
• Payroll>Reports
  • Employee Listing – Name and Address Information Summary:  This new employee listing report includes the employee name, address, business and personal email addresses, position, birth date, and an optional field for the last four digits of the employee’s social security number. For Iowa districts, this report can be used as the voter list for the Iowa Public Employment Relations Board.

• Payroll>Government Reporting
  • Users were not able to save changes in the Quarterly 941s option. This has been corrected.

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

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

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

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

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

• Web Link>Employee Information
  • In some instances, when saving Leave Request entries with additional fields in the Leave Request Entry option, the system was saving multiple lines which was causing errors. This has been corrected.

• General Ledger>Government Reporting
  • North Dakota: After generating the Certificate of Levy report, the report was not printing properly from within Microsoft Excel. This has been updated.
  • Nebraska: The Annual Report and GASB 34 Reports for 2016-2017 are now available. The Educational Service Unit Annual Report has not yet been released.
  • Wyoming: The Project Number fields have been updated with a new list from the Wyoming Department of Education for the Annual Report.
• Payroll>Data Entry
  • When using the navigation buttons within a batch of Pay Period Entries or Employee Absences, the screen between records was taking a while to display. This has been corrected.
• Payroll>Maintenance
  • In some instances, the system was displaying an error message when changing information on the ACA 1095s tab in the Employee File. This has been corrected.
  • Kansas State Income Tax has been updated in the Taxes File. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Kansas2017.pdf
  • Illinois State Income Tax has been updated in the Taxes File. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Illinois2017.pdf
• Payroll>Options
  • When a user recalled a leave request, in some instances the emails (if applicable) were not getting sent or were going to the incorrect individuals. This has been corrected.
  • In the Leave Request Inquiry, an error was being displayed when viewing various entries in the calendar area. This has been corrected.
• Payroll>Reports
  • Payroll Register – Detail with Chart of Account Numbers: When generated, the new report will display detail information for each employee check, including the chart of account numbers used for the wages, deductions, and taxes. Click here to view a sample of this new report.
• Human Resources>Reports
  • Position Detail Listing, Position Summary Listing and Position Listing by Site/Building/Department: These three reports have been updated to reflect new Report Selections for Filled & Open Positions, Filled Positions Only, and Position History. The Filled & Open Positions and Filled Positions Only report selections will prompt for a Position Filled as of Date parameter. The value entered will determine which positions filled and open positions to display. For example, a position with an End Date of 6/30/2017 would appear as a filled position for a report generated with a 5/1/2017 Position Filled as of Date. If the Position Filled as of Date is 7/1/2017, that same position would appear as an open position. The Position History report selection will print every employee who has been in each position.
  • Office Phone List by Site/Building/Department: This report has been updated to include two Report Selections for Filled Positions Only and Filled & Open Positions.
  • Open Positions Listing: This new report can be sorted by Position Type/Position Title or Site/Building/Department and will display only the current open positions at the district. Click here to view a sample of this new report.
• Fixed Asset Inventory>Assets
  • The system was displaying an error message when using the View Web Link Assets option under the Options menu in Add New Assets. This has been corrected.
• Accounts Receivable>Maintenance
  • When viewing and editing reports in the Statement Report Setup option, nothing was appearing in the Statement Reports List. This has been corrected.

• All System
  • When using the Find feature (Ctrl+F) on the various entity IDs, the system has been changed to apply two filters. The existing filter will still be there for Active = True, but an additional filter has been added to select the specific entity you are searching. This change will allow a user to easily change the active filter to see inactive entities for that specific ID search without showing all the entities within the system. This change has been applied to everywhere you can search General Ledger Received From IDs, Accounts Payable Vendor and Ship To Address IDs, Payroll Employee and Payee IDs, Human Resources Employer History IDs, and Accounts Receivable Customer IDs. For example, in the vendor file if you search on Vendor ID, by default it will only show you the active vendors. But if you change the active filter to be false, you will now see only the inactive vendors. Prior to this change, a false active filter would have returned all entities in the system that were not marked as vendors. If you would now like to see all entities that are not vendors, you’d additionally have to change the Vendors filter to be false.
• Main>Maintenance
  • When using carriage returns in Email Manager message fields, the system was automatically removing them in the body of the sent messages and should not have been. This has been corrected.
• Main>User Controls
  • When using the Create New feature to copy an existing user to a new user, the system was returning an error. This has been corrected.
• General Ledger>Check Options
  • The Cleared and Uncleared totals were not updating until the screen was saved on the Deposits and Manual Journal Entries side of the Statement Transactions tab within Check Reconciliation. This has been corrected.
• General Ledger>Maintenance
  • Import options have been added to the Received Froms File. Located under the Options menu, new received froms can be imported as well as mailing/physical addresses and email addresses. Use the Get Template feature within the three options to see the format needed to import these fields.
• General Ledger>Government Reporting
  • Illinois Only: The annual report for 2016-2017 has been included in this update.
  • Missouri Only: Programming errors on Part III-A and Part III-C of the Annual Report were causing the file to not be accepted when uploading to the Department of Elementary & Secondary Education. These have been corrected. If you have already generated your annual report, we recommend you re-generate the report before continuing.
  • South Dakota Only: The 2016-2017 GASB 34 Reports are included in this update.
• General Ledger>Reports
  • Cash Receipt Reports: The Receipt Form, Cash Receipt Listing by Fund, Cash Receipt Listing by Entry Date, and Cash Receipt Listing by Receipt Number, and Cash Receipt Listing by Received From have all been changed to include a Report Parameter for Entries to Include with options for Entries with Amounts and Entries with Zero Amounts. It will default to Entries with Amounts, which will exclude any receipt with a zero amount, but can be changed.
  • Manual Journal Entries Listing – Summary and Manual Journal Entries Listing – Detail: These reports have been changed to include a Report Parameter for Entries to Include with options for Entries with Amounts and Entries with Zero Amounts. It will default to Entries with Amounts, which will exclude any entry with a zero amount, but can be changed.
  • Revenue Summary Report: This report has been updated to include a Report Parameter for Active Chart of Account Number.
• Payroll>Data Entry
  • The Leave ID field has been added to the drop down menu for Pay Code ID in Pay Period Entries, Employee Absences, and Time Cards. This addition will make it easier to see which leave ID is tied to the pay code.
• Payroll>Maintenance
  • Colorado State Income Tax has been added to the Taxes File. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Colorado2017.pdf
• 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
  • Ohio State Income Tax has been added to the Taxes File. To view and verify this information, please print the document found here: https://docs.su-inc.com/taxes/Ohio2016.pdf.
• 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.