Volume 7 Issue 4 - March 2024
- Michelle Drewes
- Lori Nye
- Pat Zelei
Subscribe to the SSDT Newsletter by clicking here. Your email will be added to our distribution list.
Spring SSDT Direct Sessions 
Just a reminder to sign up 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 software tips and suggestions that will help streamline your daily processing.
Unvoid a voided disbursement
As of the (January 19th) 2024.0.0 release, USAS has the ability to unvoid a voided disbursement under certain circumstances. In order for a voided disbursement to be eligible for the unvoid process:
the voided disbursement date must be after the 2024.0.0 release. Any voided disbursement dated prior to this release does not have the necessary information saved on the InvoiceItemId and therefore cannot be unvoided.
the type of the voided disbursement may be for a payment on a purchase order, a refund or a payroll disbursement.
the voided disbursement must be dated in an open posting period. 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.
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 not be able to unvoid the voided disbursement due to the (deleted) invoice no longer being on the system. The user will receive the following error message when attempting to unvoid a voided disbursement that has deleted invoices:
The user will also receive the following error message if the voided disbursement included items that were paid on another disbursement.
Tip: To determine if any items on the voided disbursement were paid on another disbursement, view
How to Unvoid a Voided Disbursement
If the voided disbursement is eligible to be unvoided, the user would select the disbursement from the disbursement grid and click the 
When the user confirms to unvoid and it is successful, the user receives an informational message that the disbursement was unvoided. The check is now back at an outstanding status.
What if my voided disbursement is not eligible for the unvoid process?
If the voided disbursement is not eligible for the unvoid process, an alternative would be to create a new check from the purchase order or invoice depending on whether or not the 'Void Invoice Items' option was chosen when the check was voided. If the same check number needs to be used, the previous check can be resequenced to a different check number so that the original number can be used on the reissued check.
Improved Split Functionality in Inventory
With the recent 2024.1.0 inventory release, additional improvements were made to the Split Item feature in Transactions>Items. To highlight some of the enhancements that were made, let’s run through an example of splitting an item. In my example below, I need to split out benches to each building, assigning three tags - one set for the elementary, one set for the middle school and three sets (under one tag) for the JH/HS building.
After clicking ‘Split’, I can leave the original tag number as my starting number (as long as the sequential tag numbers aren’t currently being used) and select the number of new tags (allows up to 5 since that is my current ‘number of items’). The original cost displayed on the split item window provides a helpful reminder of the item’s original amount pre-split. To validate the tag numbers that will be assigned, click 'validate input’. If no errors are generated, click on ‘edit items’ to edit the split information before performing the split.
At this point, I have the ability to change or add information to each planned split. By changing the ‘# of New Tags’, it automatically calculates the new original cost. I can add serial and model numbers as well as assign an existing organizational code and/or location code for each tag. The ‘Total Items’ and ‘Total Cost’ display near the bottom of the screen should match the original item's total number of items and original cost. Click ‘Validate Input’ to ensure any updates made are valid. If no errors are generated, the ‘Validate Input’ button is replaced with a ‘Split Item’ button.
However, before performing the actual split, we recommend running a ‘projection’ report to verify the split information is correct. Ensure ‘projection’ is checked and click on Split Item. Review the projection report.
If the projection report looks correct, refer back to the split item window (still open). Uncheck ‘projection’ and click ‘Split Item’ again to perform the actual split. The data on the split report should be identical to the projection report.
Afterwards, you can review the newly split items by filtering them on the Items grid
Useful links:
Recently, 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.
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 Compensation>Label exists, this becomes the default description.
If the Compensation>Label is blank, the Description becomes the default description.
If a different description is desired, the default description can be overwritten.
Creating Adjustments Just Got Easier
In a recent update, 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 also listed in alphabetical order.
For example, the payroll item selected is an annuity. The only Type options listed are:
Payroll Payments Improvements
When navigating to Payments>Payroll, a couple of new enhancements were recently introduced.
The Start Date and Stop Date that applies to the specific pay group is now displayed on the payment details.
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:
A default check form and/or direct deposit form can be configured. Then, when a payment is printed that default form will automatically appear as the default form and the payment will print accordingly.
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:
