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Spring SSDT Direct Sessions 
Just a friendly reminder to register for one of the SSDT Direct sessions taking place next month at three different ITC locations. Sessions are open to all districts. You may choose to attend the morning (USAS) session and/or the afternoon (USPS) session. Topics to be covered in each session as well as how to register is provided here. SSDT is grateful for the opportunity to connect with district staff in an effort to provide helpful tips and suggestions that will help streamline your daily processing in our software applications.
Unvoid a voided disbursement disbursement
As of release v2024.0.0 in January, USAS now has the ability to Unvoid a voided disbursement going forward in 2024 in certain circumstances. Any void prior to this release did not have the necessary information saved on the InvoiceItemId in order to be able to Unvoid a voided disbursement. The type of the voided disbursement a user may Unvoid if meeting these circumstances may be for a payment on a purchase order, a refund or a payroll disbursement, but it must meet some conditions.
There are some variables during the voiding process that may affect whether or not a voided disbursement may be Unvoided. Therefore, let’s first take a look at what happens when the user voids a disbursement in USAS. In general, the disbursement to be voided must not be from a prior year, cannot be reconciled with the bank, or have a void date prior to the disbursement date.
When voiding a disbursement, the user also has a choice to 'Void Invoice Items' or not. The ‘Void Invoice Items’ is check marked as a default, but the user may uncheck this if needed. This checkmark will void (or cancel) the associated invoice items during the void process. This voided/cancelled invoice now allows the Purchase Order item to have a status of being invoiceable, and the user would be able to create another AP invoice, if needed. The user may also delete this invoice from the AP invoice grid if needed.
On the other hand, the user may also uncheck the box ‘Void Invoice Items’ if the invoice items should NOT be voided. By unchecking the box, the invoice will be re-displayed in Transactions>Payables. At this point, the invoice in payables could be edited under the menu AP Invoice if needed or deleted if desired.
Although an Invoice may be deleted during the Void process, if these invoices were deleted when voided or if any of these items were paid on another disbursement, the user will NOT be able to Unvoid the voided disbursement to reverse the voided invoice item.
Therefore, when the user wants to Un-Void a voided disbursement, if the invoice(s) was deleted when voided or if any of these items were paid on another disbursement, the user will NOT be able to Unvoid the original disbursement. Besides the Voided disbursement being dated after the USAS release v2024.0.0, another requirement is that the voided disbursement must be dated in an open posting period. This is due to any Transaction needing an Open posting period in order to create or edit the transaction. This requirement keeps the figures on the accounts and the data on the reports accurate because once a transaction is created or edited in an Open period, upon closure of the posting period, the accounts and reports are updated. Thus, if the user needs to Unvoid a Void, the Void date must be in an open period and after the USAS release v2024.0.0.
The other limitations on Unvoiding a voided disbursement would be if the invoices were deleted following the Void process or if any of the items on the Voided disbursement were paid on another disbursement.
If the Invoices were deleted during or after the Void process, the user will also not be able to Unvoid the void due to the (deleted) invoice no longer being on the system to unvoid. The user will receive an error message like
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The reason this option is not available for voided disbursements dated prior to 2024 is due to USAS not tracking the invoiceItemId prior to this update.
conditions: The voided disbursement may be Unvoided as long as the disbursement void date? is in an Open Posting Period, the voided disbursement was processed after the v2024.0.0 USAS release, the Un-void? date is in an open period, and the invoices were not deleted or the items repaid on another disbursement, the voided disbursement may be Un-voided.
To Unvoid, you would ……select the voided disbursement from the disbursement grid. Click this:
The user will also receive an error message if the Voided disbursement included items that were paid on another disbursement:
To determine if the any items on the Voided check were paid on another disbursment, you can view 
the Voided disbursement from the disbursement grid to determine if this is checked or not. 
This property is also available to become a column on the grid by selecting the property under the 
button. By having this as a column on your disbursement grid, you can filter the grid for ‘Any Items Paid On Another Disbursement’ on Voided disbursements.
If the voided disbursement is eligible to be Unvoided, you would select the disbursement from the disbursement grid and click the Unvoid button. A confirmation box will pop up for the user to Confirm or Cancel the Unvoid process.
If the voided disbursement is not elible for the Unvoid process, the work around would be to create a new check from the purchase order or the invoice depending on if the user chose the ‘Void Invoice Items’ option when the check was voided. If the same check number needs to be used as the original check, the previous check may be resequenced to a different check number so that the number can be used on the reissued check.
Article #4
Inventory Splits - Michelle
Useful links:
Last week, the SSDT conducted a session with ITC staff on 1099 correction options available in the USAS software. Whether you submitted your district’s original 1099s yourself or your ITC submitted them on your behalf, if you find yourself needing to issue a corrected 1099-MISC or 1099-NEC, please review the recording for an explanation on the process involved.
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Future Pay Amount Description Defaulting Improvements When creating a Payroll>Payroll Payments - Future record, the Description will now default based on the following:
 If a different description is desired, the default description can be overwritten. |
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Creating Adjustments Just Got Easier Now when creating USPS Core>Adjustments and a payroll item is selected, the only Type options (listed in the dropdown) will be those that are valid for the selected payroll item type. These options are now also listed in alphabetical order. For example, the payroll item selected is an annuity. The only Type options listed are:  |
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Payroll Payments Improvements When navigating to Payments>Payroll, a couple of new enhancements were recently introduced.
Single click on any payment line to view the details of the payment. Below the leave information is a new line that displays the Start Date and Stop Date. Example: This Position is assigned to Pay Group T. When the payroll was processed, this Pay Group’s Start Date was 02/01/2024 and the Stop Date was 02/15/2024. Dates from the details of the payroll: (please click on image below for enhanced view)
Dates displayed on the details of the payment:
Go to System>Configuration>Payment Printing Configuration. In the Default Check Form and/or Default Direct Deposit Form choose the appropriate form from the dropdown. Click Save. Payment Printing Configuration Option:  Print Payments Checks and Direct Deposit:  |
