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Updates

Software Version Release Notes:

Found 238 Results (Page 5 of 5)

  • Web Link updates are available for download from the File Transfer Center: https://transfer.su-inc.com
  • Important Notes
    • Web Link updates must be installed on your web server, excluding School Accounting System-Online customers. If needed, contact your technology coordinator to install the update on the web server.
    • Since the Web Link product interacts with the School Accounting System and this update contains changes that affect both products simultaneously, you will also need to be at SAS version 15.04.28.01 (or higher, if applicable).
  • Web Link > Data Entry
    • During invoice or cash receipt entry, if a vendor or received from is modified or added, the information entered in the Phone Number 1 field will be updated into the School Accounting System Primary Phone Number field with Phone Type of Other, Phone Number 2 will be updated into Secondary Phone Number with Phone Type Other and Fax Number will update to Other Phone Number with Phone Type of Fax.
  • Account Payable > Data Entry
    • When invoicing purchase orders, if the Invoice column was selected in the Detail Information section after changing the amount and leaving the Received in Full Status blank, the system was displaying an error. This has been corrected.
  • Payroll > Data Entry
    • When keying entries on the Grid Entry screen of the Pay Period Entries or Employee Absences options, if the employee has a primary pay code, the pay rate field reflects the appropriate value. If the Pay Code ID was changed to a different pay code, the pay rate was not updating to reflect the appropriate rate, if applicable. This has been corrected.
    • For those districts using the Import Time Cards option, a warning message was appearing if a pay code did not have a default rate in the pay code file but did have one in the employee file. This has been corrected.
  • Payroll > Data Entry
    • In Pay Period Entries and Employee Absences, if Employee Only was selected for the Batch Entries List an error was appearing when saving an entry. This has been corrected.

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

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

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

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