April 2024 Monthly Release - 23.10.6 (April 5)

EFIN-115370

Advanced Workflow: Excludes terminated employees in Role Setup

In System Administration, Workflow, Workflow Setup, on the Workflow Roles page, terminated employees no longer appear in the employee lookup and cannot be assigned in a role by entering the employee number. This is achieved by performing a comprehensive check based on the Last Date to Pay or Termination Date to identify terminated employees accurately. This update focuses on improving the accuracy of role assignments by preventing the selection of terminated employees during role setup, which reduces the risk of incorrect assignments and workflow errors.

If a user enters the employee number of a terminated employee, a message appears, informing the user that the employee is terminated.

EFIN-115297

Update to Genero 3.21

PowerSchool has updated to a new minor release 3.21 of the Genero software, which is the programming language used by the core eFinancePlus (PowerSchool ERP) software. This includes an update of the compiler, runtime, report engine, application server process, web browser client and license manager.

If you are a hosted customer or an on-premise customer with Enterprise Management Services (EMS), or Update Subscription Service (USS), PowerSchool will install the new version of Genero as part of your 23.10.6.0 install.

If you are an on-premise customer who installs your own maintenance releases, you need to complete additional steps to install the new version of Genero before you install the April release. Instructions are included in the installation documentation. If you would like PowerSchool to assist with this installation, please contact the technical services group at tsghelpdesk@powerschool.com for pricing and availability.

The installer was modified to confirm that Genero 3.21 is installed before the install of the April release can be completed.

EFIN-115201

Removed status column in Approval List pages for all Advanced Workflows

On all Advanced Workflow approval tabs, the Status indicator column has been removed from the Approval List page. Because of the nature of the approval pages, the value was consistently Pending. This change does not impact functionality.

EFIN-115116

Advanced Workflow: Expense approval list page enhancements

The Expense approval list page has been enhanced:

• The header for the column indicating Budget Exceeded has been updated to Warnings and Errors to accurately reflect that two types of information may be provided.

• Click the icon in the Warnings and Errors column to display a log of entries pertaining to both exceeded budget or missing information, relevant to the expense row of the icon.

• An expense cannot be approved from the list page if:

  • In Fund Accounting, Reference Tables, Organization Chart, the account entered on the expense has a Check Budget Balance set as Fatal, and the amount of the expense exceeds the budget. This applies to the Project List if project accounting is entered on the expense.

  • The requester did not enter account information.

• Apart from these two conditions, single or bulk approvals can be processed from the list page.

• During a bulk approval, a dialog box appears, presenting expenses categorized accordingly, accompanied by indications of missing information or exceeding the budget, where relevant. Expenses that are selected and not listed in the dialog, or with Check Budget Balance set as Warning, will process as approved. Expenses with missing information or amounts that exceed Fatal checks will remain on the list page.

EFIN-114981

Pay Groups reference table added

In Human Resources, Reference Tables, we added a new Pay Groups table. Use this table to set up the titles for your pay groups. During the installation of this release, the table will be populated with all the pay groups that currently exist in employee pay rates. As you create new pay groups, you will need to add them to the pay group table.

In Human Resources, a Pay Group drop-down menu appears on the following pages, where previously Pay Group was a text field:

• Pending Employee Center pay rates page

• Employee Information employee pay rate page

• Employee Pay Rates page

The list is generated from the Pay Groups reference table. This change enhances user experience by providing a more intuitive way to select pay groups during employee setup and maintenance.

EFIN-113749

Advanced Workflow: Update on Email Consolidation Flag Availability in Workflow Configuration Profile

On the Workflow Configuration Profile, Advanced Workflow Configuration page, the Purchase Requisition and Purchase Order Email Consolidation item has been removed. Email consolidation will be automatically applied for purchase requisitions, purchase orders, journal entries, and any future workflows that involve line item approvals. Email consolidation reduces the volume of notification emails sent to users.

EFIN-113631

Export Tool: Conditions are based on column data type

In the Export Tool, on the Conditions page, filtering conditions are now based on the column data types. The conditions displayed will depend on the data type selected, such as Integer or decimal, character, or date. The logic will mirror that of Advanced Workflow, where specific conditions are shown for each data type. Any columns with associated data types will list conditions according to the specified criteria. 

EFIN-113595

Export Tool: 27 export areas added for Billing and Receipts module

27 export areas have been added for the Billing and Receipts (Miscellaneous Billing) module:

• Adjustments

• Applied Credits

• Batch Invoice

• Billing Adjustments 

• Cash Receipts

• Category Code 

• Customer History

• Customer Master

• Customer Notes

• Customer Service

• Customer Type

• Dist Details        

• Dunning Code

• Interest Code

• Item Code

• Journal Entries

• Mass Invoice

• Online Invoice

• Payment Adjustments

• Penalty Code

• Receipt Numbers

• Recurrent Invoice

• Refunds Applied

• Service Code

• Tax Code

• Term Codes

• Writeoff Adjustments

EFIN-111418

Dynamic Leave Request: Cancel is hidden for suspended leave requests

When using Dynamic Workflow for leave requests, previously when a workflow was suspended, the Cancel button remained available, potentially causing inconsistencies in data and misleading information for employees regarding their pending leave balance. To address this issue, the Cancel button is now hidden for leave requests with a status of Suspended.

With the Cancel button hidden for suspended leave requests, we prevent users from mistakenly attempting to cancel a suspended workflow. If a suspended instance is restarted, the cancel button will display.

EFIN-111173

Advanced Workflow: Leave request email to requester contains link to Employee Access Center (EAC) leave detail page

This update enhances the user experience for employees by seamlessly providing access to leave request details directly from email notifications. Previously, employees received plain-text email notifications generated by various actions on leave requests, such as approval, rejection, request for correction, or cancellation. Now, each email notification can feature a secure direct link that immediately directs the employee to view the leave request in EAC, ensuring efficient access to pertinent information. The direct link is securely tailored to the intended employee, maintaining confidentiality and data security.

The direct link seamlessly integrates with Single Sign-On (SSO) if used by an organization, facilitating a smooth login experience for employees. Depending on whether SSO is enabled, users are directed to either the leave request detail or list page, based on their current login status.

If SSO is not enabled, the link directs users to a login prompt, ensuring secure access to EAC.

The parameter for the direct link, once enabled, will be available in TIBCO email templates, so administrators can easily incorporate the direct link to EAC leave request details into the following email notification templates in TIBCO:

• Needs Correction to Requester

• Approved Email to Requester

• Reject Email to Requester

• Cancel Email to Requester

Existing customers using the Advanced Leave Request Workflow must enter a Support case to activate the parameter for the direct link.

EFIN-110749
EFIN-114948

New Employee Access Center (EAC) database name appears in user menu and identifier added to display database name in header

For districts using new EAC, administrators can now choose whether to display the database name in the page header. In Administration, Profile, Other Setup, a new identifier has been added: 2400 - Display database name on page header. The default setting for the identifier is Y, which displays the database name in the page header. If it is set to N, then the database name does not appear in the page header.

Also, the database name now always appears in the user menu.

In legacy EAC, the database name is displayed in the page footer. This also applies to the administration page for both legacy and new EAC.

EFIN-110655
EFIN-115546
EFIN-115411
EFIN-115012
EFIN-115011
EFIN-114064
EFIN-113991
EFIN-110994
EFIN-110891
EFIN-110889
EFIN-110886
EFIN-110885
EFIN-110870
EFIN-110868
EFIN-110862
EFIN-110861
EFIN-110860
EFIN-110859
EFIN-110857
EFIN-110853

Advanced Workflow: Introducing Reminder and Alternate Approver Email Notifications

This release addresses critical issues related to email notifications for alternate approvers and introduces a reminder email notification functionality to streamline workflow processes.

Key Features:

• Email Notification to Alternate Approvers: 

  • Resolved the issue where alternate approvers were not receiving email notifications when work items were assigned to them.

  • Implemented an automated system to dispatch immediate email notifications to alternate approvers if the primary approver fails to respond on any request within the specified timeframe.

  • Enhanced communication channels ensure prompt handling and approval of work items, even in the absence of the primary approver.

• Reminder Email Notification Functionality: 

  • Addressed the lack of automated reminder emails for pending or overdue work items.

  • Implemented a reminder system to prompt approvers to take necessary actions in a timely manner, reducing workflow delays.

  • Customizable options allow administrators to adjust the content, timing, and frequency of reminder emails to suit specific workflow needs.

• Customizable Email Templates: 

  • Introduced the ability for customers to customize email templates for sending emails to alternate approvers and reminder emails.

  • Empowers administrators to tailor email content according to organizational preferences and branding requirements.

• Centralized Email Settings:

  • Empowers workflow administrators with a centralized settings panel to define alternate and reminder email parameters for each workflow.

These enhancements aim to improve overall workflow efficiency by bridging communication gaps and ensuring timely actions on pending tasks, thereby significantly enhancing the user experience and streamlining workflow processes.

For detailed instructions on configuring and utilizing these features, please refer to the updated online help documentation.

Existing Customers who are using Advanced Workflows:

• Enter a Support case and the Development team will undertake the necessary configuration tasks.

• All existing tasks must be processed completely before proceeding.

New Customers signing up to use Advanced Workflows:

• The feature will become available after PowerSchool completes the provisioning process.

EFIN-110479

New Job Posting displays Full Account number in overview and approval

In Human Resources, Posting Requisition, on the Posting Overview page when a new posting is created, if the database was set up on the Fund Accounting profile to use Full Account Format, the account number was not displayed. This also impacted Advanced Workflow approvals for job postings. These issues have been resolved and the full account number displays appropriately.

EFIN-110159

Export Tool: Export Areas renamed

In the Export Tool, some Export Areas have been renamed to align more closely with the software labels. In some cases, this changes their location in the alphabetical list. Details have been updated on the Export Areas online help page.

1095-Maintenance is now 1095 Maintenance
1099R is now 1099-R Processing
Alt Vendor Address is now Alternate Vendor Address
Batch ContEd Detail is now Batch Continuing Education Detail
Batch JE is now Batch Journal Entries
Batch Schedule is now Batch Salary Schedule
Batch Status is now Batch Employee Status Update
Batch Tax Info is now Batch Tax Information
Ben Charge Override is now Benefit Charge Override
Budget Class is now Budget Job Class
Budget Expenditure is now Budget Expenditure Ledger
Budget Project is now Budget Project Ledger
Budget Revenue is now Budget Revenue Ledger
Check History Detail is now Payroll Check History Detail
Check History is now Payroll Check History
Check Reconciliation is now Payroll Check Reconciliation
Commodity is now Commodity Code
ContEd Detail is now Employee Continuing Ed Detail
Employ Per Payr Cert is now Employee Personnel Certificate
Employ Per Payr Deg is now Employee Personnel Payrate Degree
Employee is now Employee Details
Employee Act Track is now Employee Activity Tracker
Employee Check Hist is now Employee Check History
Employee ChkHstDet is now Employee Check History Details
Employee Deduct is now Employee Deductions
Employee Dist is now Employee Details with Distribution
Employee Location is now Human Resources Location
Employee Pay Per is now Employee Personnel Payroll
Employee Payrate Cls is now Employee Payrate Job Class Table
Employee Payrate Ded is now Employee Payrate Deduction
Employee Payrate Per is now Employee Personnel Payroll Payrate Job Class
Employee Payrate Tbl is now Employee Payrate Pay Table
Employee Person Att is now Employee Personnel Attendance
Employee Stathist is now Employee Status History Information
Encumbrance Expledgr is now Expenditure and Encumbrance Ledger
Expend Bud Org Acct is now Expenditure Budget Ledger
GASB Data is now GASB Fixed Asset
Location Activity is now Student Activity Location Activity
Price History is now Purchasing Price History
Project Organization is now Budget Project
Stucourse is now Course Information
Vendor is now Vendor Details
Warehouse Batch Requ is now Warehouse Batch Request
Workers Comp is now Workers Compensation
Workers Comp Dept is now Workers Compensation Department
Warehouse Req is now Warehouse Request

EFIN-109819

Integrations: SmartFindExpress (SFE) Day conversion for Vacancy sent to PowerSchool ERP

In System Administration, Administration, Integration, on the Absences and Substitute Payment Rules page, new fields have been added to enhance the integration between SFE and PowerSchool ERP by automating the conversion process for vacancies to prevent manual errors in payroll calculations. Previously, vacancy data created from SFE was only in hours, leading to manual conversion errors to days. The new options include a Custom Time for Vacancy radio button, and a Total Number of Hours Per Day field for users to enter conversion factors.

EFIN-108048

 Advanced Workflow: Leave request attachments now available in Employee Information

For districts using advanced workflow for leave requests, employees can add an attachment to a leave request, for example, a jury duty summons. Previously, the attachments did not flow to Human Resources, Employee, Employee Information, Payroll, Leave Requests. We have addressed this gap with an enhancement to ensure that attachments are available to payroll users on the Leave Requests list and detail pages for advanced workflow leave requests. This eliminates the need for employees to provide the documents in another way, for example by email.

In the Workflow Configuration Profile, Advanced Workflows must be enabled, and on the Global Settings page the Employee Leave Request Type must be set to Advanced Leave Request.

EFIN-91587
EFIN-114542
EFIN-112950
EFIN-109058
EFIN-108895
EFIN-83044

Upgrade to .NET Core 8 for New Employee Access Center, Vendor Access Center, Compliance, Import and Export Tools

The applications New Employee Access Center, Vendor Access Center, Compliance and Import and Export tools have been operating either on an unsupported version of .NET Core or a version that is nearing its end of life. To address this, we are releasing an update to upgrade these applications to .NET Core 8.

Benefits:

• Continued Support: Upgrading to .NET Core 8 ensures continued support from Microsoft, including the provision of security patches, bug fixes, and technical assistance. This ensures a secure and reliable runtime environment for the applications.

• No Impact on Functionality: The upgrade will not impact the functionality of the software or its users. All features and capabilities will remain intact.

No action required:

• No action is required from users or administrators. The upgrade will be seamlessly implemented without any disruption to ongoing operations.

• If you have any questions or concerns regarding this upgrade, please contact Support.

EFIN-116113

Workflow Configuration Profile applies changes

In System Administration, Profiles, on the Workflow Configuration Profile, certain conditions in edits caused an error message to appear when the user clicked Apply: Object reference not set to an instance of an object. The updates were not saved. This has been resolved.

EFIN-115814

Export Tool: Tables and Columns buttons delete only when X clicked

In the Export Tool, on the Tables and Columns page, selected columns display as buttons. Previously, if a user clicked anywhere on the button, it removed the button and selected column. This is not the expected behavior and has been resolved. The user must click the X icon on the button to remove the column.

EFIN-115790

Access to Active Directory (AD) user groups restricted when using single sign-on (SSO)

When a user logs into  PowerSchool ERP (eFinancePlus) using single sign-on (SSO) with OpenID Connect (OIDC), the software will no longer check the Active Directory user group.

EFIN-115651

Human Resources Future Changes reference tables Control Number option during Post

In Human Resources, Reference Tables, Future Changes, the Post option for all tables now includes the option to enter a Control Number to refine the post process. Previously, some tables displayed the Control Number field but it was inactive.

The Information panel for each table has been updated to be consistent about the use of the Control Panel and Effective Date fields.

EFIN-115524

Attachments in Contract Center must be PDFs

In Human Resources, Periodic Routines, Contract Center, the attachment for a contract template must have extension .pdf. If a user attempts to upload any other file type, a message informs them that the file type must be PDF.

EFIN-115523

Employee Access Center (EAC): Message enhancement if contract is not a PDF

In legacy EAC, previously when a user attempted to display a contract and the contract template that was uploaded was not a PDF, the user received a fatal error. The fatal error has been replaced with a user-friendly message directing the user to contact Human Resources to resolve the file type issue. A PowerSchool ERP user will need to replace the contract template with a PDF, which is the only contract file type that EAC can display.

EFIN-115516

Import Tool: Security user import provides expected system access

When performing a User Security import using the Import Tool, an issue was discovered where imported users did not have the level of security that was expected based on the information in the import file. The issue occurred because of a technical issue where not all required information was inserted during the import process. The issue has been resolved.

For districts with imported users who still have access issues, enter a Support case for assistance with a resolution.

EFIN-115492

Export Tool: Validation added for file name

In the Export Tool, on the Select Export Area page when adding an export, validation has been added to the File Name field. The file name format (/Folder/Filename.csv or .xlsx) displays in the field before the user begins to type in the field. The only special characters allowed are space, _ (underscore), and - (hyphen). If the leading forward slash is not entered by the user, the system will insert it. If the file name is not in the correct format, a message appears and the Next button is disabled until the file name is corrected.

EFIN-115430

New Employee Access Center (EAC): Messages aligned with legacy EAC

In new EAC, instances were discovered where errors and other messages were not being handled and displayed properly. These instances have been resolved and messages have been aligned with legacy EAC.

Also, an issue was discovered in the What If paycheck calculator related to multi-local tax setup. This has been resolved and now does not generate errors.

EFIN-115416

Future Salary Schedules effective date field change

In Human Resources, Reference Tables, Future Changes, Salary Schedules, when adding a new record, previously the Effective Date field defaulted to the current system date. The default has been removed and a calendar widget has been added for the user to select a date.

EFIN-115387

Import Tool: Earned Income Credit error for imported pending employee resolved

After using the Import Tool to insert employee demographics, sometimes a pending employee record is created and needs to be completed using the Pending Employee Center. On the Payroll page, if the record did not have Earned Income Credit data, an error was occurring indicating that the Earned Income Credit table was missing and a user could not progress past the Payroll page. Earned Income Credit is not required information. The import program logic has been corrected and this issue has been resolved.

EFIN-115381

Bank Transmission File fatal errors addressed

It was discovered that certain setup issues in Fund Accounting, Reference Tables, on the Bank Transmission File Format table, were causing fatal errors in the reference table.

• Adding more than one record with Record Type 2 - Batch Header and none of the records having the Batch Group checkbox selected.

• Trying to edit the Batch Group value (select or clear the checkbox) for an existing Type 2 - Batch Header record for an existing Layout Code.

These changes also prevent a fatal error in the Bank Transmission File process due to the Layout Code having these errors.

Messages have been added to direct the user to correct any residual issues in the reference table.

EFIN-115258

Vendor Punchout (VPO) redirects malformed URL to login page

Previously, a malformed URL could result in a blank page being displayed when trying to log in to VPO. This has been resolved by redirecting the user to a login page to enter credentials.

EFIN-115107

Employee Access Center (EAC) Bank Account Information Fields Apply Admin Modify Settings

In both versions of EAC, an issue occurred that made bank account information fields editable, even when the Administration, Extended Deduction Information setting that allows employees to modify all year was turned off for direct deposit deduction codes. The fields could be edited, but there was no Save button. This has been fixed. The fields cannot be edited unless allowed by the setting, and a Save button appears.

EFIN-115048

Employee Timesheets (ETS) login with default page set as Employee Timesheet

In ETS, an issue was discovered with Below the Line pay code checking upon login, which caused an error when users logged in and the default start page was Employee Timesheet. This has been resolved.

Also, in the Employee Timesheet Pay Period Setup option, the pay period validation which checks for overlapping pay periods when adding a new pay period has also been corrected.

EFIN-115042

Export Tool: Message appears if user has no assigned export resources

In the Export Tool, a message appears if the user does not have assigned Add or View resources for any Export Areas: There are no Export Tool Resources available for the user. Please contact system administrator.

EFIN-115038

Export Tool: Select Tables and Columns page displays items in alpha-numeric order

In the Export Tool, on the Select Tables and Columns page, items are listed in alpha-numeric order. Previously, some items were not in the correct order.

EFIN-115037

Vendor Punchout (VPO) Assigns Order to Correct Buyer

In Vendor Punchout, we resolved an issue with authentication that occasionally resulted in buyers being swapped on orders.

EFIN-114993

Integration: PowerSchool SIS, Letters in First Name and Last Name are properly capitalized during sync 

When PowerSchool ERP sends employee information to PowerSchool SIS, previously when converting from PowerSchool ERP which uses all capitals, only the first letter in the employee first and last names were capitalized. If the name contained an apostrophe, the subsequent letter was lower case, while it would normally be written as a capital letter. This has been resolved, and the first letter in a name that follows an apostrophe will be capitalized.

EFIN-114876

Bank Reconciliation correctly reconciles cash receipts associated with multiple banks and deposits

Previously, in Fund Accounting, Receipts, Batch Receipts, when two or more cash receipts were entered with the same control number, description, deposit number (warrant number), and transaction date but with different cash accounts associated with different bank accounts, the bank reconciliation process did not handle the receipts correctly.

In Fund Accounting, Periodic Routines, Periodic Processing, Bank Reconciliation, the Load process correctly loaded and displayed the receipts for the selected bank account. However, when the receipts were cleared and reconciled, Bank Reconciliation marked additional transactions as reconciled with the cleared date if they matched the control number, description, deposit number, and transaction date, but had a different bank account than the one selected.

This issue has been addressed to ensure only the appropriate transaction records for the selected bank account are marked as reconciled with the cleared date. 

EFIN-114785
EFIN-113551

New Employee Access Center (EAC): Miscalculation corrected for percentage in History and Statements pie charts

In new EAC, Salary and Benefits, the pie chart on the History and Statements tabs had a miscalculation issue in the Others section, resulting in double-counting of the Others portion of the salary. This led to a mismatch in the pie chart salary representation. The system has been updated to accurately calculate the Others portion and avoid double-counting the Salary segment.

EFIN-114745

Import Tool: Summary report no longer skips rows

In the Import Tool, previously when processing a pay rate import, some rows were being skipped from processing because the system was accepting only rows with data entered in at least three columns. This has been resolved and none of the rows are skipped if they have at least one column of data in the CSV file.

EFIN-114728

Job Requisition approvals process correctly

An issue was discovered when a district uses the legacy Job Requisition workflow and enables any other advanced workflow. Approval requests were not being routed to approvers due to a technical issue. This has been resolved.

On the Workflow Configuration Profile Advanced Workflows page, if one or more advanced workflows are enabled:

• If Job Requisitions is not selected then job requisition requests will continue to follow the legacy workflow process.

• If Job Requisitions is selected, then requests will follow the advanced workflow process through TIBCO.

EFIN-114720

Fixed Assets: Asset Information default values refresh if the asset number is changed during the add process

An issue was discovered in Fixed Assets, on the Asset Information page. If a user added a new asset and entered an existing asset number, a message indicated that the asset number already existed. If the user then edited the asset number to a new number and pressed Tab, the fields entered default information from the originally entered asset number. This was occurring due to incorrect logic used to populate defaults. This has been resolved and the fields will refresh if the asset number is edited during the add process.

EFIN-114566

Advanced Workflow for Expense: Bulk approval and data retrieval issues fixed

Two issues that were identified related to the Expense advanced workflow have been resolved:

• Previously, an issue was encountered when using the bulk approval option on the expense approval list page, which resulted in the failure to create batch accounts payable records. Records are now generated appropriately.

• An Error Retrieving Data message incorrectly appeared on the advanced workflow tracking page, even when no records were present. The error will no longer display in this scenario.

EFIN-114504

Export Tool: SFTP file upload path and file name validation

In the Export Tool, exporting a file to SFTP requires the user to enter the specified file format displayed in shadow text in the field, including subfolders separated by a forward slash if needed. The file name should not include \ (backslash) or multiple consecutive forward slashes. This causes an error that the file name is not in the correct format. If the initial forward slash is not entered, the system will append it. These changes will reduce failed results by providing more guidance on the entry page.

EFIN-114500

Message for received quantities exceeding maximum

Previously, several Fund Accounting and Purchasing pages displayed fatal errors if a user entered quantities received or paid for a line that caused the total to exceed the maximum of 999,999.00. An appropriate error message will be displayed.

• Batch Accounts Payable

• Batch Manual Checks

• Change Accounts Payable

• Manual Checks

• Post Accounts Payable

• Receive Ordered Materials (Purchasing)

EFIN-114430

Federal and State tax fields display on non-exempt employee manual paycheck and scheduled paycheck vouchers when calculated withholding is zero

In Human Resources, Payroll, the Manual Checks printing process and Send Paycheck Vouchers have been modified to print federal and state tax information on the check stub when the calculated withholding is zero, if the employee is non-exempt and the deduction gross is greater than zero. 

EFIN-114351

Advanced Expense Workflow: Improved Reimbursable field handling and added approval page refresh message

Two issues were identified and resolved for Expense advanced workflows:

• When a user enters an expense, each time a line is added, the Reimbursable field is set to Yes, ensuring accurate tracking of reimbursable expenses. Previously, the Reimbursable field defaulted to No if an expense date was not entered first on an expense line.

• Messaging has been added in the case when an approver attempts to approve an expense report that has been modified in another instance or by another user. The message prompts the approver to refresh the page for the most current information prior to performing the approval, ensuring that the calculations are accurate. This scenario could occur if:

  • The detail page is opened in a different tab or browser window.

  • Another user opens and edits the expense while the approver has the list or detail page open, and the approver subsequently attempts to approve the expense from the stale list or detail page.

EFIN-114289

What If Calculator error if a profile does not have a security user named support

When a profile (database) does not have a user account called support in System Administration, Security, Users, the What If paycheck calculator generates a message that an error occurred during the calculation.

To resolve this issue, an administrator can add a security user called support. If this is not the preferred solution, the alternative is:

• On-premise customers:

  1. An administrator with access can navigate to Environment Maintenance, select a business entity from the list, then select the desired profile.

  2. In Other Profile Information, select Profile Variables.

  3. Locate or add a profile variable called SERVICEUSERID with the value: support (or the equivalent security username that functions as a support user).

  4. The Environment Variable checkbox does not need to be selected. It does not have an impact.

• Cloud customers: Enter a Support case to have this resolved.

EFIN-114288

New Employee Access Center (EAC) identifier 2900 hides tax year when W2 is printed

In new EAC, for the Other Setup profile identifier 2900: Hide W2 Year from Employees that have W2 printed, the logic was not being applied correctly. This has been resolved.

EFIN-114174

Automated Payroll Interface restricts editing budget unit or account number

In Fund Accounting, Periodic Routines, Automated Payroll Interface, if a user edited the charging (Budget Unit when not using full account format or Account Number when using full account format) on a record to an item with a different fund, it resulted in out of balance messages because the cash side of the entry still posts to the original fund, even if the Budget Unit or Account Number on the record is updated to one associated with a different fund. Both the original and the edited fund reflected out of balance messages. This has been resolved by restricting edits to the Budget Unit or Account Number on any record in Automated Payroll Interface. The Budget Unit or Account Number cannot be changed.

EFIN-114141

Dynamic Workflow: Improved Data Set field list on the Designer tab

In System Administration, Workflow, Workflow Designer, on the Designer tab, the Data Set field for search criteria or when adding an entry now displays only the Employee Leave Request item. Employee leave is the only type of Dynamic workflow. Previously, additional values appeared in the Data Set list that were not applicable.

EFIN-114059

Vendor Punchout (VPO) improved error handling when requisition creation fails

In VPO, occasionally the creation of a requisition would fail when PowerSchool ERP  (eFinancePlus) attempted to assign the requisition number. The software has been enhanced to alert the user when this occurs and a button has been added to allow the user to retry creating the requisition. Additional logging and error handling was added to troubleshoot when this issue occurs.  

EFIN-113972

Pay Run Setup Default End Date requirement

In Human Resources, Payroll, Pay Run Processing, Setup Pay Run, an issue was discovered that allowed a user to bypass the Default End Date field by inserting a Default Start Date and then pressing Enter, leaving the Default End Date field blank. This caused a fatal error on a subsequent page. This has been resolved, and the Default End Date is now always a required field.

EFIN-113842

Pending employee pay rate page validates on Next and Finish

In the Human Resources, Employee Information, Pending Employee Center, the pay rate page has been modified so that it performs validations and saves the record when a user clicks the Next or Finish buttons. Previously, if an employee tabbed through fields, appropriate error messages would display, but the user could save the pay rate with invalid data. 

EFIN-113604

Integration: Records, Effective Date Changes Edit Report included employees with blank old and new values for Preferred Name

When information was sent from Records to PowerSchool ERP but no changes were required in PowerSchool ERP, employees appeared in the Effective Date Changes Edit Report with blank old and new values, caused by the Preferred Name field. If the PowerSchool ERP employee record had a value in the Preferred Name field, it generated a blank record in Effective Date Changes because the field is not in Records.

This has been corrected and the employees will not be listed in the report.

Existing blank records are not corrected with this fix. Delete or post existing blank records to clear them from Effective Date Changes.

A previous release in October 2023 (20.11.65, 22.4.25, 23.10.0) corrected this issue for other fields. 

EFIN-112861

Miscellaneous Billing Forms Manager standard invoice format now prints the 25th line

In eForms & Tools, Forms Manager, the Miscellaneous Billing Invoice Standard Format form has been modified to correctly include the 25th line. Previously, the form did not print the 25th line. It skipped from the 24th to the 26th line.

Also, in Billing and Receipts, System Administration, Profiles, the Miscellaneous Billing Profile has been modified to limit the Maximum Lines On Printed Invoice to 25 per page. Up to 25 detail lines can fit on the invoice in the detail section, and a new page is added if this limit is reached. The tool tip on the field has been updated to reflect the limit.

EFIN-111968

General Ledger Transactions report includes voided check records created using liability accounts.

Previously, voided check transactions (transaction code 20) using liability accounts for charging were not included in General Ledger Transactions report. This has been resolved. All voided transactions including voided manual checks and batch manual checks using a liability account are included in the report.

EFIN-111860

Integration: Improved performance to load Integration Status Logs

In System Administration, Administration, Integration, the Integration Status Logs page has been updated to improve system performance when loading the status logs, significantly accelerating the process and enhancing the user experience. The update reduces wait time for integration status logs across the platform.

EFIN-111458

New Employee Access Center (EAC) supports custom links

In new EAC, Custom Links created through EAC Administration were not functioning correctly. When the user clicked the link from EAC, an error occurred indicating that the object (parameter) is not found. This has been resolved.

EFIN-111153

PCard Receipt Entry allows charging edits with no purchase order and multiple budget codes

In PCard Processing, PCard Receipt Entry, an issue was discovered when a user created a record with no associated purchase order number and multiple budget codes, and subsequently tried to edit charging information. In this scenario, a fatal error occurred. This has been resolved.

EFIN-110323

Vendor Access Center configuration page security

An issue was discovered where the Vendor Access Center configuration page was accessible to users even though they did not have the security resources assigned to access the page. The issue has been resolved.  Only users with the required security resources assigned to them can access the Vendor Access Center configuration page.

EFIN-110239

Contract Center Situation Type from Activity Tracker appears on contract template

In Human Resources, Contract Center, enhancements have been made to include Activity Tracker situation types in a contract template.

• When adding an Activity Tracker Situation Type to a Contract, the Contract field must be in the format <ABCDEFGxxxxx##>. This format and the field value is populated if you use the Column lookup function.

  • Field value must be exactly 16 total characters.

  • Value must start and end with angle brackets < and >.

  • ABCDEFG = 7 character Contract Short Name value from the Situation Types reference table.

  • xxxxx = 5 character filler text (leave as xxxxx).

  • # = 2 character numeric digits corresponding to User Defined fields on the Situation Types reference table  01-20.  Enter the leading 0 for values 01-09.

• When performing the Column lookup, Situation Types only appear if the Contract Short Name is is entered on the Situation Types reference table. Previously, they would appear even if not configured correctly. 

• Before and After field validations have been updated to improve functionality.

• When saving changes, if you delete the last row, a blank row remains. This is consistent with PowerSchool ERP functionality. Previously, the user would get stuck in the blank row and could not save the record. This has been resolved so that when saving changes, if the final row is blank it is not validated and not saved.

• In Human Resources, Reference Tables, Personnel, the Situation Types table has been enhanced. The Contract Short Name field now has a tooltip indicating that the value must be seven characters, and a message appears if a value other than seven characters is entered. User-defined Fields headers have been aligned correctly.

EFIN-110233

New Employee Access Center (EAC) Leave Calendar enhancement and color alignment

In new EAC, three issues have been addressed and resolved:

• Days preceding and following the current calendar period correctly appear as greyed out. Previously they did not.

• Leave colors now correspond to the sequence specified in Employee Information, Leave Bank. Previously, the colors were determined by the leave code of the respective leave type.

• Leave requests that apply to days before and after the current calendar are listed on the calendar page, which aligns with how they displayed in legacy EAC.

EFIN-109650

New Employee Access Center (EAC): What If Calculator calculates local tax correctly

For districts using new EAC, an issue was discovered where the What If paycheck calculator was not calculating local taxes properly.

There are two identifiers involved. In EAC Administration, Profiles:

• Tax Setup, identifier 2121 - Show Local Tax

• What If Paycheck Calculator, identifier 2303 - Show Local Tax

If either identifier was set to N, the paycheck calculator did not include local tax in its calculations. This has been resolved, and applicable local taxes will be included in the paycheck calculation, even if they are not available to be displayed or edited in other areas of EAC.

EFIN-109379

Integration: Applicant Tracking System (ATS) status log no longer generates invalid date format error for certification expiration

In System Administration, Administration, Integration, on the Integration Status Logs page, previously when ATS sent certification information to PowerSchool ERP, if the user entered the certification expiration date in the format MM/DD/YYYY, the status log generated an error indicating that a valid expiration date was required. This has been resolved and the standard date format will no longer generate an error in the status log.

EFIN-108872

Batch Accounts Payable Import no longer generates invalid full account formatting errors

In Fund Accounting, Batch Accounts Payable, using the Import on the action bar, if the file contained full account numbers using a period, or any valid component of the full account number was less than the size defined in the translation table, the import process generated invalid account format errors and the import failed. This was caused by a program logic error and has been resolved. 

EFIN-104528

Expenditure and Revenue Comparison Reports display balance and budget amounts correctly

In Fund Accounting, Reports, Expenditure and Revenue Comparison reports did not display the balance and budget amounts correctly due to a space issue for the respective fields. The issue has been resolved and the balance and budgets amounts are displayed appropriately.

EFIN-104492

Incorrect full account error messages while performing budget import

In Budget Preparation, Budget Administrator, using the Import Budget process, incorrect full account format errors were generated about missing translation tables for ledger types when the database was not using full account format. This was caused by a validation error and has been resolved. This validation will now only be performed when full account format is turned on.

EFIN-103171

Employee Access Center (EAC): Race is now a required field

In both versions of EAC, in Administration, Profile, Race/Ethnic Identity, identifier 2503: Require user to enter a race has been removed from the options and permanently set to Y in the background. In the PowerSchool ERP software, Race is a required field. Previously, when identifier 2503 was set to N and identifier 2500: Show Race/Ethnicity Data and 2501: Allow Updating of Race/Ethnicity Data were set to Y, an employee could delete all Race information, which caused an error when posting Effective Date Changes because Race is a required field.

With this update, Race is always a required field and must contain one or more values.

EFIN-96704

Employee Access Center (EAC): Salary & Benefits page includes deduction code if multiple benefits have the same title

In legacy EAC, when an employee has two or more benefits with the same benefit title, an error occurred when the Salary & Benefits page loaded. We modified the pie chart to append the deduction code to the title when a duplicate title is found, which allows the Salary & Benefits Page to load successfully for affected employees. 

EFIN-95268

New Employee Access Center (EAC): What If Calculator includes pension deductions correctly

The What If calculator in new EAC now correctly calculates and displays pension deduction amounts. Previously, if a user modified the percentage for a pension deduction, the deduction did not appear in the calculated results or displayed a 0.00 value. The deduction setup has been verified, and the issue has been resolved.

EFIN-115039

Civil Rights Data Collection Load Fatal Error Corrected

In Human Resources, Periodic Routines, Civil Rights Data Collection, Maintain Location Information: Previously when running the Load, in some circumstances that included a high number of attendance records, a fatal error would occur. This issue has been corrected.

EFIN-114927

Local Tax Codes Table has New Local Tax Type Field

In Human Resources, Reference Tables, Payroll, and Future Changes, we added a new field called Local Tax Type on the Local Tax Codes and Future Local Tax pages. This new field holds the Local Tax Type per IRS specifications for the W2 electronic file. This is currently only implemented in W2 reporting for Indiana. However, the reference table field is available for everyone to use in the future.

EFIN-114709

EEO Category value is now displayed on Employee Position History page

In Human Resources, Position Control, on the Position History and Employee Position History pages, the EEO Category value did not appear in display mode, but it did appear in edit mode. This has been resolved and the value will appear in display mode.

EFIN-114645

EEO-5 Category titles updated to match government documentation

In Human Resources, EEO-5 Category titles have been modified to match the latest government documentation.

The following menu paths reflect the updates:

• Entry and Processing, Employee, Employee Information

• Reports, Personnel, EEO Data

• Reference Tables, Personnel, Assignment Codes

The titles that have been changed are:

• 10 - Librarians/Audiovisual Staff

• 15 - Administrative Support Workers

• 18 - Laborers and Helpers

For the PDF Hard Copy report of the EEO-5 Data both Summary and Detail, categories 10, 15, and 18 are now abbreviated titles to be consistent with the changes and the other abbreviations on this report.  

EFIN-114010

W2C:  Added Functionality to Correct State ID Numbers

A district needed the ability to create W2Cs for all employees where the State ID Number reported to the state was incorrect. Before this modification, W2Cs used the State ID numbers entered in the Set Up W2 Parameters and Set Up Employer Records options in the W2 Processing center, and could not report both the original and corrected State ID numbers.

In Human Resources, Periodic Routines, Year End, W2C Processing, we added fields so that districts can make corrections individually and in bulk if an incorrect State ID number was reported on W2s.

Create W2C: Employer State Identification Criteria

• After you select the tax year and control number, the State and Reported W2 State ID Number fields default to what is currently entered on the Set Up Employer Records (W2 Employer Maintenance) page for the selected tax year and control number. If the W2 Processing employer record fields were already updated to the correct State ID, you can edit the Reported W2 State ID number to the incorrect ID that was previously reported.

• Confirm that the Corrected State ID Number for W2C is the accurate State ID that should be reported.

• To edit the State ID for all employees who had W2s processed, leave the Employee Number field blank to load W2C records for all employees.

W2C Processing - W2C Employee File Update: Wages tab

• After you create work file records, you can make corrections for an individual employee on the Wages tab.

• Enter the correct information in Corrected State/State ID/Locality fields as needed.

• State IDs corrected on this page are reflected in printed W2C forms and new Employee Access Center (EAC) W2C forms.

When you create a W2C electronic file, the corrected State ID is reflected if your state is implemented to use Include RS Records. The Create W2C Electronic File page has the list of states in the Information section. They are: IL, MI, MN, PA, and OH.

As a reminder, contact Support if your state is not listed, and it does not accept the federal file format for W2Cs. Now is the time to request the file in the event you may need one.