Releases Since Our Last Meeting (
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2020)
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- The Monthly Report Bundle has been updated to include the Outstanding Purchase Order Summary and Outstanding Disbursement Summary reports.
- The User Listing report has been updated to include user parameters to include/exclude disabled users and include/exclude users by roles.
- The Vendor Adjustment UI has been improved to clarify required fields. We've also improved the overall look and feel of this UI.
- An optional rule has been added to populate the invoice item received date with the vendor's invoice date. This rule is disabled by default and is not mandatory. Currently the invoice item received date is populated with the invoice date by default if the invoice item received date has been left blank.
- The AP Invoice grid has been updated to allow filtering by created user.
- The 1099 TAP file has been corrected to remove extra spaces that caused the fixed format to go beyond the 750 position limit as specified in the publication 1220 file specs.
- This release also corrects a problem introduced with the 7.28.2 hotfix which prevented users from viewing disbursements they posted.
- Corrected a problem with the new vendor adjustment rule released with 7.29.0. The rule was written to prevent posting vendor adjustments for an amount of $0.00. There is a patch that runs on newly imported databases to make sure vendor ledgers are generated for imported disbursements. When checks have items for $0.00 it caused a problem with the rule. We only want the rule to catch manual vendor adjustments posted by the user via the vendor UI, not ledgers auto created by disbursements. The rule has been updated to only apply to manually created vendor ledgers.
- Improved the performance of posting Payables to Disbursements by 40%!
- Updated the 1099 Vendor report to display the vendor's 1099 name and address.
- Users can now edit the report bundles they've created.
- Users can now edit the jobs they've scheduled.
- Corrected a problem that allowed PO item issued and canceled dates to be associated with closed posting periods.
- Updated the UI to provide a clear message to the user when a check does not reconcile.
- Added the ability to sort payables by payment due date via the Detail tab of the Payables grid.
- Implemented the ability to print PDF versions of Distributions/Error Correction transactions.
- A big improvement has been made to the generation of template reports to allow users to dynamically sort and subtotal reports at run time. In addition to this improvement, we have updated 31 template reports to include the various account code dimensions so they are readily available to select from when generating the reports. Please see below for a list of the reports that were updated to include the account code dimensions. This new feature has been documented and is available here: Report Manager#ReportGenerationOptionsandDynamicSort.
- The Positive Pay Extract has been updated to properly format the spacer field. Please note: any previously created extracts that contain the spacer field will need to be updated to remove the spacer and then re-add it so that it works properly. Also be aware that the format value for hte spacer will be blank regardless of the field length.
Corrected a rule that incorrectly produced an error during the account change process. The rule that requires the vendor on a purchase order to be active was firing during the account change process and produced an error that caused the overall account change process to fail. The rule has been modified so that it will no longer run as part of the account change process.
- Users can now modify the void date on Disbursements. The posting period for the existing date and the new date must be open in order to change the void date. It's important to note that in the case of changing the void date to a date in a different posting period, this may change amounts and effectively invalidate some reports that the users will need to regenerate.
- The transfer and advance grid has been updated to remove advance repays. The grid will now show only the transfers and original advances. The advance repayments are now accessible via the original advance view. In order to repay an advance the user will now need to view the advance and add a repayment via the grid. In an upcoming release we will provide users a way to link the Classic repayments to their advances. We were not able to determine which advances were actually repayments posted in Classic at import time.
- Please note: the $ repay button is no longer in the grid. You can add the Repayable field to the grid and filter it to true to see which Advances are still able to be repaid.
- Template reports have been improved to
- prevent the loss of the report definition and tags when modify the report definition
- correct a problem with the control header that previously allowed the word "null" to appear instead of the proper label
- add a user parameter to allow the user to choose if they want to include accounts when all amount fields are zero. This was added to the four account summary reports and functions as follows:
- Exclude Accounts with Zero Amounts (true/false) Leave blank to include all accounts
- True: will generate a report that will exclude accounts with all amounts equal zero
- False: will generate a report that will exclude accounts with amounts
- Blank: will generate a report that will include all accounts regardless of amounts
- Exclude Accounts with Zero Amounts (true/false) Leave blank to include all accounts
- The Proration Utility has been updated so that the accounts are sorted in the expected order.
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- A correction to the transaction service to filter out future budgeting transactions. If users had budgeting transactions posted in future posting periods they were being included in totals even if they did not fall in the date range specified on reports, such as the Appropriation Summary. This problem only applied to budgeting transactions and has been corrected.
- A variance column has been added to the Appropriation and Receivables by Cash Account report. The variance calculation is Initial Cash + FYTD Receivable - Carryover Encumbrance - FYTD Appropriated.
- Implemented rules for Distributions, Invoices and Transfers and Advances to look at the account start and stop dates when determining if the account is active and able to be used. These rules are now implemented for all transactions as others were previously implemented.
- Improved the performance of saving the Cash Reconciliation.
- Corrected a problem with missing control header and footer labels on reports.
- Corrected a problem that prevented users from renaming customized reports.
- Updated canned reports to allow them to be included in report bundles.
- Researched and corrected an encumbrance problem reported by a district. The district reported a problem balancing their encumbrances due to POs that were no longer invoiceable but had a remaining balance not equal to $0. This fix is specific to the reporting district, however we will be releasing a discovery patch to determine if any other districts were impacted.
- Explanation of the problem: this was partially caused by the posting of full invoices before partials (before the rules were implemented to prevent) and partially due to a patch that was included on the 7.30.1 hotfix release published on 12/17/19. The purpose of the patch was related to a performance improvement we made to improve the posting of Payables. Only those POs that had cancel invoices dated Dec. 1, 2019 and after should have been updated, but due to an error in the patch date it ran for a longer period of time than intended, which resulted in the reported encumbrance problem.
- The account change process has to reopen and then close the posting periods in the current fiscal year in order to make the requested account changes. The newly added monthly report bundle is triggered by the closing of posting periods. We updated the code to ignore the closing of the posting period if it is due to the account change process.
- A correction to the calendar year report bundle to ensure the starting date is January 1 of the calendar year being closed. The reports included the correct date range but the event that triggers the report bundle to run inadvertently overrode the start date to the first day of the posting period (12/1) instead of using the first day of the calendar year.
- A correction to a method that retrieves the default 1099 location. Previously this method would throw an exception if the vendor did not have a default PO or 1099 location because the 1099 extract requires it. However we moved the code that requires the locations to a new method so the Vendor Listing report in the monthly report bundle would not fail if vendors did not have locations. This problem revealed itself with "Template Vendors", which are vendors imported from Classic because there were transactions posted against them, but the vendor was no longer on file.
- A discovery patch is included in this hotfix to determine if any districts have problems with encumbrances related to a patch that went out in December. We had a district report problems due to the patch that updated more POs than it should have. This edge case may have impacted other districts, so this discovery patch will run for all districts and send back information to SSDT if there are problems detected. If so, SSDT will be in contact with the ITC so corrections can be implemented for the district.
- Transfer/Advance improvements
- The time frame for repaying Advances that restricted users to the same or next fiscal year has been removed. Per AOS, it is the district's responsibility to know when and how the advance is to be repaid.
- Restrictions per AOS on the accounts to be used when processing Advances (In and Out). The AOS USAS manual specifies the accounts to be used and the software now enforces that. Districts will no longer be able to "back out" an Advance in order to repay it. Please see the AOS USAS Manual for Advance Account dimensions for details. We are still waiting to hear from AOS on the use of the 910 and 920 object codes, so until we hear otherwise those object codes can be used.
- The ability to link the Advances to their Repays that were posted in Classic prior to migrating to the Redesign. Please see the Link Legacy Repay Transactions to Advances page of the Useful Procedures section in the USAS-R Documentation for details. Users will view an Advance and via a table on the transaction be able to link existing Repays to that Advance by clicking on the
button. - We've also created a template report to assist districts in linking their Classic advances and repays in the Redesign. Remember, Repays are no longer visible from the Transfer/Advance grid, Please see the SSDT Transfer Advance Activity report for a list of your Transfer, Advance and Repay transactions. This report is organized by Cash Account.
- AP Invoice (Legacy) has been removed from the application.
- Recent FY20 Subject Code changes have been implemented in Redesign.
- Corrected a problem when attempting to filter by properties on the InvoiceItem. This corrects problems reported when running the SSDT Inventory Pending Extract and filtering Invoice reports by created user.
- Improvements to canned reports:
- The ability to include an options summary page has been added to canned reports. When "Show Report Options" is checked the report generation will include an options summary page showing the parameters selected. This option is checked by default on the canned reports.
- The ability to choose the report format style has been added to the canned reports available from the Report menu. This was available on other canned reports previously. Please be advised, due to the way these canned reports were written, we were unable to make the following formats available at this time: Excel-DATA, Excel-FIELDNAMES, Comma Separated Values (CSV) and Tabbed Separated Values (Tab Delimited).
- Corrected a problem with rules that were causing the Account Change process to fail. These rules have been updated to not run during Account Change as they have no impact on this process.
Upcoming Releases
USAS-R v7.33.0 Release anticipated 1/17/19
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36.0
- Continued work on the Budgeting Process.
- Bug fix to POs: allowing users to amend purchase orders and cancel items as long as the cancel date is in an open posting period.
- Bug fix for third party vendor to prevent invoicing canceled PO items.
USAS-R v7.3437.0
- Correction to advance repay accounts per AOS; must use IN and OUT accounts specified in the user manual
- Correct issues related to filtering by createdUser
- Correcting missing headers/footers on template reports when running reports from the Reports Creator
- Making canned reports runnable so they can be included in report bundles
- Correcting the ability to change the name of an imported template report
- Cash Reconciliation performance improvement
- Encumbrance issues related to imported POs; pertains to districts that imported prior to the availability of encumbrance impacts
- Adding rules to all transactions to make sure accounts are active according to start/stop dates
- Ability to link Classic Advances and their Repaymentsthe revised budget field on the GAAP extract.
- Working on a patch to correct encumbrances; followup to the discovery patch we put out.
- Refactoring to speed up the account sync process with USPS.
- Finishing up work on the Budgeting Process.