August 2023 Monthly Release - 22.4.23 (July 28)

EFIN-105576

Email Consolidation Application Hidden on Workflow Applications Tab

On the System Administration, Workflow, Workflow Setup page, on the Workflow Applications tab, there is no longer a specific list item for the Email Consolidation feature. If you have set this feature up, click Sync Applications to activate it, along with any other workflow changes made in Tibco. Previously, Email Consolidation appeared in the list but it applies to more than one Workflow Area and is configured in Tibco.

EFIN-105520

Compliance: Label Changes for Consistency

Label changes are made for the reporting structure and crosswalks to make the application consistent. For example, labels with PowerSchool ERP Org Level are changed to Local Org Level.

EFIN-105217

Gender Identity Default

Applies to districts where the Human Resources profile does not have Hide Gender Identity selected.
In Employee Information:

• When a pending employee record is added the Gender Identity defaults to match Sex at Birth (the field label may be edited on the Human Resources profile). Gender Identity is not a required field, and the default can be changed to blank.

• When a pending or active employee record is edited, if the Gender Identity field is blank, it remains blank and does not populate the default to match Sex at Birth.

EFIN-98435

System: Output to Excel

For all system output where you can select Excel, the file format will be .xlsx. This will prevent security warnings about opening the file.

EFIN-98435

Pre-Calculation Reports Output to Excel

You can now export Payroll Pre-calculation Reports to Excel. A single Excel file will be created with a worksheet tab for each report.

If you select Print Deduction Register in the process, a new field, Group Deductions By (Excel Only), appears in the Report Criteria section of the Pre-Calculation. This field has the following options:

• All Deductions in One Worksheet (produces one consolidated worksheet tab)

• Separate Worksheets by Vendor (produces a worksheet tab for each vendor)

• Both (produces a consolidated worksheet tab and one for each vendor)

The following reports are included in the Excel file:

• Pay Run Parameters

• Pre-Calculation Exceptions

• LWOP Summary

• Pre-Calculation Journal

• Pay Details (new)

• Deduction Details

• Deduction Summary

• Pay Summary

For the Pre-Calculation Journal, some new fields were added to the Excel output. These include:

• Pay Group

• Pay Code

• Vendor Code associated with the deduction

• Vendor Name

• Deduction Code

• Leave Code

Pay Details is a new report in Excel output only. It is similar to the Pre-Calculation Journal but it only includes pay and leave information. It will be on a worksheet tab in the Excel file.

EFIN-94157

Records Integration Payload Accepts Male, Female, M and F

Integration: When a payload is transferred from Records to PowerSchool ERP, the gender will pass through:

• M or Male = Male

• F or Female = Female

Previously, the payload was rejected if Male or Female was entered with complete spelling.

EFIN-92300

Advanced Workflow Tracking Screen Enhancement

The following enhancements have been made on the Advanced Workflow Tracking page (System Administration, Workflow, Advanced Workflow Tracking):

• Two tabs:

  • Submission Errors (new): Displays requests that have failed during the routing for approval process. Requests were not able to be routed to TIBCO.

  • Workflow Errors (existing): Displays requests that routed to TIBCO and are stuck in a halted state. This is the previously existing page.

• Users can select and submit up to 10 requests per page using the bulk Retry option.

• When the page loads, requests are listed with the latest record appearing first.

EFIN-105786

Journal Entries Generated from Miscellaneous Billing

Previously, there was an issue with journal entries generated from the Miscellaneous Billing module intended to post in period 13 of the previous fiscal year. The entries did not appear in either the Batch Journal Entries page or the Batch Last Year Journal Entries page. The display issue was caused by an incorrect source value. This has been resolved.

The Source field for Batch Journal Entries and Batch Last Year Journal Entries will display Batch Journal Entry when entered using a batch process or Reversed Journal Entry if entered using the Reverse process. The Year and Period determine whether the record appears in Batch Journal Entries or Batch Last Year Journal Entries.

EFIN-105529

Handling Bulk Sync for Absence from Smartfind Express (SFE)

Integration with SFE: On the System Administration, Integrations, Integration Status Logs page, messages for SFE requests and responses are stored separately for each record. Previously, the status logs for bulk transfers were not displayed correctly and resulted in errors.

EFIN-105257

Updated Override Password Used in Human Resource Module

The override password used in the Human Resources payroll interface and distribution options has been changed. Contact support for further information related to password.

EFIN-105196

Net Pay Charging on a Check Void

When Net Pay Charging is enabled in the Human Resources profile on the Local System Options tab, the net pay charging process for a check void always uses the Payroll Fund identified on the Fund Accounting profile on the Funds / Accounts tab, even if the identified Payroll Fund does not exist in the current system fiscal year. The Payroll Fund may not exist in the current fiscal year if the fund is associated with the fiscal year and is not updated at the start of a new fiscal year.

Previously, if the Payroll Fund on the Fund Accounting profile did not exist in the current system fiscal year, the fund field appeared blank on net pay charging transactions for voided payroll checks on the Automated Payroll Interface page and in the Payroll Edit Listing report.

EFIN-104568 and EFIN-103691

Financial Statements Report Updates

Fund Accounting reports for Financial Statements have been updated to ensure the ledger title that appears is based on the year of the records and not the year in the Fund Accounting profile, if they are different.

The following report options have been updated:

• Cash Receipts run to Excel; File and Screen are working as expected.

• Encumbrance Activity Reports with sort option Encumbrance Number selected and run to Excel; File and Screen are working as expected.

• Encumbrance Activity Reports with sort option Organization selected (only applies when using Full Account Format)

• Encumbrance Status Reports with sort option Encumbrance Number selected

• Encumbrance Status Reports with sort option Organization selected (only applies when not using Full Account Format)

• Encumbrance Status Reports with sort option Use Sort Window selected (only applies when using Full Account Format)

• Enterprise Fund Income Statement

• Receivable Status Reports with sort option By Receivable Number selected and run to Excel (only applies when using Full Account Format); File and Screen are working as expected.

• Receivable Status Reports with sort option By Receivable Date selected and run to Excel (only applies when using Full Account Format); File and Screen are working as expected.

Additional changes to Financial Statement Reports have been made as indicated:

• Cash Receipts: Corrected the Organization to be based on the record year and not the year in the Fund Accounting profile.

• Encumbrance Activity Reports: When sort option Encumbrance Number is selected, the user can select and run the report for any year. Previously, the user could only run the report for the current fiscal year.

• Receivable Status Reports:

  • The Year field has been widened to display the entire year in the selection menu.

  • When the sort option By Receivable Date is selected and Full Account Format is used, the full account number appears when the report is run to File or Screen. Excel is working as expected.

EFIN-104477

New Employee Access Center (EAC) Direct Deposit Account Edits

In new EAC, on the Administration page for Extended Deduction Information, when a direct deposit deduction code was chosen and Employee Can Modify (All Year) was selected, on the deduction page the employee could not edit the Account Number and Confirm Account Number fields. When Employee Can Modify (All Year) was not selected, the Account Type and Routing Number fields appeared to be editable, but there was no Save button to process the edits to Effective Date Changes. These issues have been resolved.

EFIN-104343

Modify Password Policy: Password Expiration Warning

For Hosted customers using login usernames and passwords, on the System Administration, User Administration, Modify Password Policy page, the Password Expiration Warning number of days was not updating when a user changed the value and submitted it. This has been resolved.

EFIN-103917

New Employee Access Center (EAC) Allowed Employees to Update Hire Date

In the new EAC Administration profile page for Employee Information Setup, a recent update to Profile Identifier 2167: Demo - Allow Update of Employee Info (Global) allowed employees to edit their hire date on the Demographic Information page if the Identifier was set to Y. This issue has been resolved and employees will no longer be able to update their hire date in EAC.

EFIN-103837

Vendor List EFT/ACH Tab Access in Edit Mode Without Bank Resource

Users who do not have Resource 86 - May View/Update Vendor Bank Account were not able to display the EFT/ACH tab in the Fund Accounting Vendor List in versions 20.11 and 22.4, preventing them from updating the PO and A/P Email fields or adjusting the setting for Email Voucher Confirmations, which are fields they should be able to access. This has been resolved and users without Resource 86 can select the EFT/ACH tab. The Transaction Code and Bank Code fields are hidden.

EFIN-103803

Effective Date Changes for Pay Rates

On the Effective Pay Rate Changes page, the account number fields align with the Fund Accounting profile. If Full Account Format is selected, the fields display the ledger and full account fields. Otherwise the fields display the budget unit and account fields.

Fixed an issue where users were getting stuck in Edit mode when an employee no longer has a pay rate with the Class identified on the Effective Pay Rates Changes record. An error appears and directs the user to the date field. Previously, the system presented an error directing the user to change the Class field, but the Class field could not be edited. 

EFIN-103683

Expenditure Audit Trail Processing Message

Changed the processing message on the Fund Accounting Expenditure Audit Trail report to display the ledger in full account format when appropriate.

EFIN-103668

Improved Performance in Fixed Assets When Not Using Full Account Structure

Software updates have been made to improve performance in Fixed Assets when Full Account Structure is turned off in the Fund Accounting profile.

EFIN-103667

Improved Performance in Human Resources When Not Using Full Account Structure

Software updates have been made to improve performance in Human Resources when Full Account Structure is turned off in the Fund Accounting profile.

EFIN-103663

Multiple Changes to Fund Accounting, Purchasing, and PCard Processing

Various issues have been identified and corrected.

Fund Accounting, Entry and Processing:

• Budget Ledgers, Approve/Deny Budget Adjustments processing bar incorrectly referred to transfers instead of adjustments. This has been corrected.

• Budget Ledgers, Approve/Deny Budget Transfer has been corrected to prevent false errors about the balancing by fund when changing a transfer during the approval process.

• Detailed Displays, Encumbrances now properly displays titles based on the ledger type and year.

Fund Accounting, Reports:

• Budget Control Reports, Budget Allocations report prints the full account number when Full Account Format is turned on in the Fund Accounting profile. Previously, it printed the allocation and not the full account number.

• Expenditure Comparison Reports, Detail Exp Comparison report page Back button now exits the page as expected.

Purchasing, Entry & Processing:

• Change Order Processing, Approve/Deny Change Orders has been corrected so that lines with General Ledger charging print in full account format when appropriate.

• Purchase Order Processing, Approve/Deny Purchase Orders has been corrected so that lines with General Ledger charging print in full account format when appropriate.

• Requisition Processing, Approve/Deny Requisitions has been corrected so that lines with General Ledger charging print in full account format when appropriate. Previously, sometimes fatal errors occurred when taking actions on a requisition with General Ledger charges. This has also been corrected.

Changes have been made to Fund Accounting, Purchasing and PCard Processing pages to prevent performance issues when Full Account Format is turned off on the Fund Accounting profile.

Changes impact the following menu options:

Fund Accounting, Entry & Processing, Budget Ledgers:

• Approve/Deny Budget Adjustments

• Approve/Deny Budget Transfer

• Batch Budget Adjustments

• Batch Budget Transfer

• Expenditure Ledger

• Revenue Ledger

Fund Accounting, Entry & Processing, Detailed Displays:

• Encumbrances

Fund Accounting, Entry & Processing, Encumbrances:

• Batch Encumbrances

• POs, Encumbrances & Commitments

Fund Accounting, Entry & Processing, General Ledger:

• Balance Sheet

• Display Journal Entries

Fund Accounting, Entry & Processing, Payable Entry:

• Approve/Deny Payables

• Batch Accounts Payable

• Change Accounts Payable

• Standard Payables

Fund Accounting, Entry & Processing, Receipts:

• Batch Receipts

• Batch Receivables

Fund Accounting, Reports, Accounts Payable Reports:

• Open Payable Aging Reports

• Vendor Payment History

Fund Accounting, Reports, Audit Trails:

• GL Transaction Analysis

Fund Accounting, Reports, Budget Control Reports:

• Budget Allocations

• Budget Control Status

Fund Accounting, Reports, Daily Transaction Listings:

• Encumbrance Activity

• Expenditure Budget Activity

• Journal Entry Activity

• Manual Check Activity

• Transaction Status Report

Fund Accounting, Reports, Expenditure Comparison Reports:

• Detail Exp Comparison Report

Fund Accounting, Reports, Expenditure Status Reports:

• Detail Expenditure Status Report

• GASB Detail Expenditure Status Report

Fund Accounting, Reports, Financial Statements:

• Enterprise Fund Income Statement

• General Ledger Transactions Report

• Prior And Current Yr Cash Report

Fund Accounting, Reports, Revenue Comparison Reports:

• Detail Revenue Comparison Report

Fund Accounting, Reports, Revenue Status Reports:

• Detail Revenue Status Report

Purchasing, Entry & Processing, Change Order Processing:

• Approve/Deny Change Orders

Purchasing, Entry & Processing, Purchase Order Processing:

• Approve/Deny Purchase Orders

• Next Year Purchase Orders

• Purchase Orders

Purchasing, Entry & Processing, Requisition Processing:

• Approve/Deny Requisitions

• Next Year’s Requisitions

• Requisitions

Purchasing, Reference Tables:

• Distribution Templates

Purchasing, Reports:

• Pending Change Orders Report

• Pending Purchase Orders Report

• Pending Requisitions Report

• Requisition Status Report

PCard Processing, Entry & Processing, PCard Processing:

• PCard Receipt Entry

• Post PCard Records

EFIN-103523

New Employee Access Center (EAC) Handling of Blank Print W2 on Defined Window EAC Print Option Screen

When the Print W2 field is blank on the Defined Window page for EAC Print Option Screen, new EAC will treat the blank as a Y. In new EAC Administration, the Profile for Tax Setup Identifier 2509: Allow Update of Printed or EAC W2s affects only the Printed W2 field. If it is set to Y, employees can edit the Printed W2 field. If it is set to N, employees cannot edit the Printed W2 field, but if separate Tax Setup Identifiers for Federal, State, and Local taxes allow edits then the employee can edit the related fields.

Previously, when the Defined Window EAC Print Option Print W2 field was blank and Identifier 2509 was set to N it was preventing employees from saving any edits on the Tax Information page.

EFIN-103440

Upshift When Adding Full Account Structure Records

When adding a new Full Account Expenditure, Revenue or General Ledger, alpha characters are upshifted to appear in all capital letters without needing caps lock engaged on the keyboard.

EFIN-103435

Disbursement Fund in Budget Prep and Fund Accounting Org Charts During Version Upgrade

When upgrading from an earlier version of PowerSchool ERP to 20.11 or higher, the disbursement fund in Budget Prep and Fund Accounting Organization Charts was incorrect and displayed as a Y or N. This has been resolved and the disbursement fund will display the correct account number after an upgrade.

EFIN-103002

Table Names in Employee Timesheets (ETS) Audit Trail Report Search Criteria Changed to Field Labels

On the Human Resources Employee Timesheets Audit Trail Report, the Table Name menu displays the field labels that are used in the ETS application. The SQL table portion has been removed. The selected Table Name is reflected in the search results and reports.

• Clocked Time

• Other Time and Daily Time

• Attendance

• Submit and Approvals

EFIN-102963

New Employee Access Center (EAC) Payroll Check List Not Loading

In the new EAC, the Payroll Checks page did not load the list of checks and displayed an error: Object reference not set to an instance of an object. This has been resolved.

EFIN-102833

Add Employee Role Setup: EAC Print Option Defined Window

The EAC Print Option Screen Defined Window did not appear in the Employee Add workflow. This has been resolved.

EFIN-101935

New Employee Access Center (EAC) Open Enrollment: Deduction Number of Times

When Benefits Open Enrollment was submitted in new EAC by an employee, on the Effective Date Changes record for each deduction the Number of Times was set as 0.00 when it should be set as 1.00. The 0.00 carried through when the deduction was posted to the employee record. This has been corrected and the Number of Times will be set as 1.00.

EFIN-101918

Data Transfer Delay from PowerSchool ERP to Talent

Integration: When updating Job Class, Location, and Bank Codes in PowerSchool ERP, the process of pushing this data to Talent was taking an extended amount of time, leading to delays. This has been resolved.

EFIN-101770

No Password Expiry Message When User Passwords Expire

When user passwords expire and they attempt to log in to PowerSchool ERP, the page flashes but no message appears to alert the user about the expired password.

Hosted customers should submit a Support case for assistance with this issue.

On-premise customers can have an admin with security access to Environment Maintenance pages adjust the following variables on the Global Variables page. Do not select Environment Variable, leave the checkbox cleared.

• acct_mgmt_password: Provide the password for the account which can be used to reset the  password.

• acct_mgmt_user: Provide a username for the account which can be used to reset the  password.

• feature_selection: Enter the word Integrated

EFIN-100339

New Employee Access Center (EAC) Years of Service Display

In new EAC, Administration, Profile, Employee Information Setup:

• Identifier 2159 controls the display of both Years in District and Years in State. If you select Y, both Years in District and Years in State appear on the EAC Employee Information page. If you select N, both are hidden.

• Identifier 2602 controls the display of Years in Total.

An issue was corrected where Identifier 2159 was set to N but Years in State was appearing on the Employee Information page.

EFIN-100130

New Employee Access Center (EAC) Tax Information Page Spelling Correction

In new EAC, on the Tax Information page the label Federal Extra Withholdings had a spelling error. This has been corrected.

EFIN-99229

Vendor Access Center (VAC) Validation Issue for Migrated Vendor User Records

The legacy VAC had different data validation for some Primary User fields, including phone number format. As a result, if a user attempted to remove or deactivate the user from a vendor record on the Vendor Management page, a blank field appeared and the record could not be deleted, but it was not clear what was preventing the action from completing. This has been resolved so that a validation message appears indicating the data that must be validated or re-formatted. After correcting the record, it can be deleted.

For example, if the phone number was entered in legacy VAC as 9999999999, the validation message indicates that it must be entered as XXX-XXX-XXXX (with hyphens). After editing the user record, it can be removed or deactivated.

EFIN-94690

Purchase Order and Requisition Search Criteria Year Field

On the Purchase Orders and Requisitions pages, and their respective Copy pages, if you changed the default current year in the Search Criteria and tabbed through criteria fields, the Year field reverted to the default year. This has been fixed.