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The following definitions can be imported to an instance using the Import Definition option to the applicable grid. The Mass Change Module must be enabled and the user importing must have access to the Maintenance mode. If you do not have this access, but are interested in one of the following Mass Change Definitions, please contact your ITC for assistance.
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- The Mass Change definition can be used on the Expenditure and Revenue account grids . The if the Mass Change module would need to be installed is enabled for the district and then when you go to . From the Core > Accounts grid you can , import this the following definition for on the Expenditure and Revenue grids (will import and run separately for Rev & Expenditure)as well as the Revenue grid, if needed, as these will be run separately. The Mass Change definition will look at any accounts where the Cash Account is inactive and then change the Active status on that record to also be inactive which . This will allow you to filter those these inactive accounts from your account grid and account summary reports.
- As always, proceed with caution when using the mass change function. The definition will only update those accounts that have an inactive cash account so . Thus, if you do choose to run it the mass change for the entire chart of accounts at once, it could take a while to complete, especially for a district with a large chart of accounts. If you are able to filter down the grid before running the mass change that , this may be beneficial (ex. If you know the Cash Accounts to be inactivated were are all 5XXs funds then enter , then filter your grid by entering a 5 as a filter on your fund column).
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Updating Vendor Tax Id for records imported from Classic
When attempting a to change vendors that were imported from Classic, district's districts may come across an error for vendors that were imported with a Tax ID but no Tax ID type. This would only happen if the vendor was entered in USAS web and the type was not entered in the VENSCN in Reflection. These vendors may have never received a 1099 or may even have been old enough that they were entered before the TIN Type existed. Redesign prevents this from happening with new vendors so it will not happen going forward.
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Click here to download the Correct Tax Id Type definition.
Change Invoice Item Received Dates
In some situations, it may be necessary to change the Invoice Received Dates on certain transactions. This may be especially relevant for invoices created near the beginning/end of the fiscal year in order to ensure accurate data on the Accounts Payable Report which looks at the Received dates when filtering. The Invoice Received date can be manually populated when the Invoice is entered. If this field is left blank at the time of invoicing it will default to the Invoice date. There is an optional Rule org.ssdt_ohio.usas.model.invoice.InvoiceReceivedItemDate that could be enabled to change this behavior so that the Vendor Invoice Date is used if the field is left blank.
If it is recognized later that the Invoice Dates populated were not as intended, this mass change can help change all invoice item Received dates on the selected Invoices to be set to a specified date. If different invoice items on a single invoice need to have unique dates, those records should be manually modified.
The Received Date field cannot be left as blank when using this Mass Change.
- The Mass Change Definition can be used on the AP Invoices grid. Filter the grid to include only the Invoice(s) you want changed. The mass change will update the receipt dates on ALL item lines on the invoices in the grid.
- As always, proceed with caution when using the mass change function. Its recommended to filter down the grid before running the mass change so that it's just being applied to relevant records. It may take some time to process If changing a large set of records at once.
Click here to download the Update Item Received Date definition.
Setting Estimate vs. Actual Variances to Zero
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