November 2023 Feature Release - 23.10.0.0 (October 27)

Renaming eFinancePlus to PowerSchool ERP

Beginning with version 23.10, eFinancePlus has been renamed to PowerSchool ERP. All the logos, user interface (UI) for the product, and all edge applications have been updated. The app switcher has also been updated.

The new logo and PowerSchool ERP name apply from this version forward.

The Employee mobile app has been renamed to PowerSchool ERP Employee. Beginning on October 30th, when employees install/upgrade the mobile app from the App Store or Google Play they will see the new app name. This change will occur regardless of the version of PowerSchool ERP or eFinancePlus your district is running.

Automatic Check Numbering

The Automatic Check Numbering feature enables assignment of check numbers automatically for all PowerSchool ERP check document types based on the initial configurations, eliminating manual entry and tracking. Duplicate check number validation will be processed automatically by the system and validated at the bank account level. The configuration options provide flexibility for users to choose what sequences to use for each document type or a set of document types.

The Bank Account Information reference table has been updated to support this feature.

• Two options have been added to Bank Information. It is mandatory to configure these flags to enable automatic check numbering and bank account level duplicate check number validations.

  • Print AP Checks: Indicates if the bank account is used for AP checks

  • Print Payroll Checks: Indicates if the bank account is used for payroll checks (only one bank account can be designated to print payroll checks)

• If you select one or both print options, a new tab to configure the check numbering sequences appears.

• On the Check Numbering tab, you can configure one or more document types to use a sequence by selecting them and assigning a next check number.

If your district prints checks by disbursement fund, the disbursement fund and cash account combination cannot be duplicated for two or more bank accounts that print AP checks if you need to enable automatic check numbering or bank account level check number duplicate validations. The same disbursement fund and cash account combination can be used on two different bank accounts if one is only used for printing payroll checks and the other only for AP checks.

If the bank account is configured to print payroll checks and to assign check numbers for payroll for the appropriate document types, the system assigns the check number when printing the following document types:

• Payroll Checks

• Payroll Vouchers

• Payroll Email Vouchers

• Payroll Manual Checks

• Payroll Adjustment Checks

If the bank account is configured to print AP checks and to assign check numbers for account payable checks for the appropriate document type(s), the system will assign the check number when printing the following document types:

• Vendor Checks

• Vendor Vouchers

• Vendor Manual Checks

• Vendor ePayable Checks

• Student Activity Checks

• Student Activity Manual Checks

Export Tool

PowerSchool ERP 23.10.0 introduces a new Export Tool feature with several key attributes. This feature streamlines data export, allowing users to efficiently export data into files in a single operation.

It emphasizes authorization control, ensuring only authorized users can access it for data security and compliance. Users can choose from 116 export areas, which a user can filter and save based on their own requirements. The exported files are encrypted by default for enhanced security, and data filtering options improve data accuracy. Custom templates can be created by the user, and users can manage jobs on-demand or schedule recurring tasks. The exported files can be stored either on an SFTP server for remote storage or locally on the user's device, offering flexibility in data management.

The menu path for this option is System Administration - Administration - Imports and Exports - Export Tool. 

Users will need security resource 5032 or the equivalent supervisor resource to have the Export Tool on the menu. In addition, specific security resources are required for each package to allow a user to perform an export.

Refer to the online help for more details.

Import Tool

PowerSchool ERP 23.10.0 introduces a new Import Tool feature which allows district PowerSchool ERP administrators to bulk upload PS ERP system data for update or insert. With the new import option, updating existing records and scheduling the import on specific intervals are possible. There is also an option to run the import for files stored in an SFTP server location.

The scheduling option for import allows PowerSchool ERP administrators to create daily, weekly or monthly schedules to import data into PowerSchool ERP. With the SFTP file option for running imports, districts get the option to import data from other applications to PowerSchool ERP in a completely automated manner. Users have a fair amount of flexibility to create the files to upload with the fields they require to update or insert and run the import program.

The menu path for this option is System Administration - Administration - Imports and Exports - Import Tool. 

Users will need security resource 5031 or the equivalent supervisor resource to have the Import Tool on the menu. In addition, specific security resources are required for each import area to allow a user to perform an import.

Refer to the online help for more details.

Journal Entry Approvals (Requires Advanced Workflow)

Journal Entries are available in Advanced Workflows beginning with the 2023 November release for versions 22.4.26 and 23.10.0. Key highlights include the following:

• Advanced Workflow is a configurable workflow. It increases the flexibility of journal entry approvals.

• The workflow engine for Journal Entries workflows is powered by TIBCO with branching and delegation logic.

• The advanced workflow will be enabled in the below modules:

  • Batch Journal Entries

  • Batch Last Year Journal Entries

  • Journal Entry Templates (Standard Journal Entry)

  • Post Journal Entries

  • Post Last Year Journal Entries

  • Display Journal Entries (Copy and Reverse JE)

• Users can create workflow roles, workflow groups, and configure routing rules in the workflow application.

• There would be 3 approval levels with the first level being recommended for account approvals.

• Approvers are notified by email or by alerts on the dashboard when a Journal Entry needs approval.

• Approvals can be processed within PowerSchool ERP or from Employee Access Center using the common Workflow Approvals Screen.

• Journal Entries can be approved, denied, or marked for correction individually or in bulk.

• Approvers can send comments with deny and needs correction actions.

• Approvers can view attachments from both the journal entries list and journal entries details pages.

• On the fly delegation.

• Requesters can view the status of a journal entry request and review which approvers have taken action.

• Requesters can be notified when a journal entry is approved or when a correction is needed or on denials.

• Validations and error handling will be in place during:

  • Journal entry creation

  • Routing to approval

  • Post approval process

• Complete audit history for posted journal entries will be available in Display Journal Entries screen.

• Duplication check in the Journal Entry Templates.

• The following changes have been made to the Batch Journal Entry and Batch Last Year Journal Entry pages:

  • In the action bar, the Approve and Post options are replaced with a single Release/Submit option when approvals are set or Release/Post when not using Journal Entry Approvals.

    • When selected, a new page appears with three options:

      • Release Only: Releases all records in the batch from hold but does not submit or post to Fund Accounting.

      • Submit Only: Submits only records that are not on hold in the batch to Fund Accounting. (Post Only when not using Journal Entry Approvals.)

      • Release and Submit: Releases all records in the batch from hold and submits them to post to Fund Accounting. (Release and Post when not using Journal Entry Approvals.)

    • When the user proceeds, a page appears with a table of records and the actions processed for the batch. If a user selects Submit Only or Release and Submit, the records are posted to Fund Accounting tables. When not using Journal Entry Approvals, it would be Post Only or Release and Post.

  • The Batch Selection header has been changed to Selection Criteria and a Journal Entry Status field with a multi-select drop-down list has been added. A user can select one or more statuses then hit Tab to display the corresponding list.

  • A Status column has been added to in the search results batch section. Two statuses are available as follows:

    • Entry: Records have been added but not submitted for approval or posting.

    • Review: Records are in the approval process.

    • Entry/Review: Some records have been submitted for approval or posting. Other records may be on hold.

  • The columns Entered By, Year, and Period may display Multiple as applicable to the batch. For example, if a batch includes journal entries for more than one period, Multiple will appear in the Period column for that batch.

  • If your organization does not require journal entry approvals, only the first three statuses from below apply.

    • In Progress: A user has clicked Save In Progress on the Journal Entry Detail page.

    • On Hold: A user has completed a journal entry and clicked Accept.

    • Released: On the Release/Submit page, a user has selected Release Only and the journal entry is released from On Hold status, but not submitted for approval or posting.

    • Submit Error: A user has attempted to submit the journal entry for approval and an error has occurred. The journal entry can be resubmitted on the Release/Submit page.

    • Submitted: The journal entry has been released from On Hold status and submitted for approval, if approval is required.

    • Correction: An approver has marked the journal entry as Needs Correction. A user can edit the journal entry and resubmit it for approval.

    • Denied: An approver has marked the journal entry as Denied. Denied journal entries cannot be edited or resubmitted. A user with resource 117 or 123 can delete the journal entry.

    • Partially Approved: The journal entry has been approved by one or more approvers but has not completed final approval. The Approval Status option in the action bar displays details.

    • Posting Error: Final approval has been completed but an error occurred in the posting process. A Post option appears in the action bar to post the record to Fund Accounting.

  • A Source column that indicates the source of the journal entry creation has been added to search results in the journal entry list section. The following sources may appear:

    • Batch Journal Entry: The journal entry was created on the Batch Journal Entries page.

    • Batch Last Year Journal Entry: The journal entry was created on the Batch Last Year Journal Entries page.

    • Post Journal Entry: The journal entry was created on the Post Journal Entries page.

    • Post Last Year Journal Entry: The journal entry was created on the Post Last Year Journal Entries page.

    • Copied Journal Entry: From the Display Journal Entries page, a user copied a posted journal entry and it requires approval.

    • Reversed Journal Entry: From the Display Journal Entries page, a user reversed a posted journal entry and it requires approval.

    • Journal Entry Template: The user submitted a journal entry from the Journal Entry Templates page and it requires approval.

Schedule and Range Titles Added to Employee Pay Rate Pages

In Human Resources, Schedule and Range titles have been added to relevant pages, including:

• Employee Pay Rates list and detail pages

• Employee Information: Pay Rate Information list and detail pages

• Pending Employee: Pay Rate page

• Period Routines, Payroll History, from the action bar: Pay Rate History