August 2024 Monthly Release - 20.11.73 (August 2)

EFIN-119617

Expense Advanced Workflow: Account Modifications retained during Needs Correction

Any modifications to account information during expense request approval are retained when the request is sent back to the requester as Needs Correction. This enhancement prevents the loss of changes and improves the efficiency of the correction process.

• Modifications made to account information by an approver are retained when the Needs Correction action is selected.

• Requesters can review the modified details when the expense request is sent back for correction.

EFIN-119526

Advanced Workflow: Enhanced Leave Request approval page with employee details

Previously, the leave request approval detail page did not display employee details, requiring approvers to navigate to the list page to identify this information. The updated approval page now displays the employee name, employee number, and leave request creation date. Also, the approval list page now displays the leave request creation date. 

EFIN-120118

EFIN-114516

KPI: Expenditure Expense Budget vs Actual By Building

On the CFO dashboard, the Expenditure Expense Budget vs Actual by Building panel was not displaying correctly. We have implemented a fix, and the panel now displays with the correct information.

EFIN-119945

Integration: SmartFind Express (SFE) absence information

A missing configuration setting was causing errors with new absence requests. We have introduced additional logic that will check for the missing configuration setting and auto-correct it if missing, resulting in a more robust integration between eFinancePlus and SmartFind Express (SFE).

EFIN-119083

PCard Reconciliation displays purchase order description

Previously in PCard Processing, PCard Reconciliation, Purchase Order Link, on the Purchasing Financial Information page, the Description was missing or blank. This has been resolved, and the purchase order Description now displays and saves correctly.

EFIN-118959

Expense report submission: Improved validations

When submitting an expense report, the field length for Destination City and State fields was not validating correctly and allowed a user to enter more than 20 characters, which resulted in a truncation error when a user attempted to save the form. The maximum length for these fields is 20 characters. It is now validating correctly and not allowing entry of additional characters in these fields.

EFIN-118643

Advanced Workflows: Roles with trailing spaces adjusted during sync

An issue was identified with advanced workflows caused by Roles that were set up with unnecessary trailing spaces in the role name. This caused issues for users assigned to the roles in accessing advanced workflow pages. To resolve this, we now ensure that any spaces in role names are trimmed during the syncing process.

EFIN-118450

Employee Mobile App (EMA): Edit Contact Information page corrected to allow updates based on EMA Profile settings

Using Employee Mobile App (EMA), employees are now able to update the appropriate fields on their Contact Information section with these Identifiers set to Y in the EMA Profile section.

• 12506 Allow Change of Home and Cell Phone if Change Addr: Allows access to update home phone and cell phone.

• 12809 Allow Update of Work Phone: Allows access to update work phone.

• 12167 Allow Update of Employee Info (Global): Allows access to update home email.

• 12156 Demographic - Allow Update of Work Email: Allows access to update work email

• 12155 Demographic - Allow Update of Address and Phone: Allows access to update home phone, cell phone, address line 1, address line 2, city, state, and zip.

• 12154 Demographic - Allow Update of Name: Allows access to update first name, last name, middle name and suffix.

If any of these are set to N, then employees cannot update these fields. 

Prior to this change, employees were getting mismatched errors for non-required fields, which prevented the employees from editing their information.

To benefit from these updates, employees will need to install the latest version of Employee Mobile App (EMA) from the App Store or Google Play.

EFIN-118421

Pending Effective Date Changes warning when live employee tax information is edited

Employee tax information can be changed in multiple places, including Employee Access Center (EAC), Talent Records, and by Human Resources staff directly in Human Resources, Employee Information, Payroll Information, Taxes. Tax changes received from EAC and Records create Effective Date Changes - Tax Info records.

When a user edits tax information in an employee record Employee Tax Information page, a message now displays to inform the user that the employee has a pending Effective Date Changes - Tax record. The specific fields that the user edits and saves are now synced to the Effective Date Changes tax record, so that the edits are consistent and are not overwritten when the Effective Date Changes tax record is posted. If the Effective Date Changes tax record has additional field changes, then when the record is posted, those changes are synced to the Employee Tax Information page. If there are no additional field changes in the Effective Date Changes tax record, then posting the record has no effect and does not back out the changes made to the live employee tax record.

For example, if the employee submits through EAC a change to their federal extra withholding amount and an Effective Date Change record is created, and before the record is posted the employee emails Human Resources to report that they want to change their state filing status from Married to Single, if the user updates the state status in the live employee tax record to Single, the Effective Date Change tax record also updates the state status to Single, and retains the federal extra withholding change. Then, when the Effective Date Change record is posted, the federal extra withholding amount is updated in the live employee tax record, and the state status of Single is retained because it was synced to the Effective Date Change tax record.

Previously, a pending Effective Date Changes tax record could overwrite field changes that occurred in the live employee tax record between the submission and posting of the record.

In a future release, the alert message that informs a user that there is a pending Effective Date Change record will be edited to describe the behavior more accurately. It currently states that the live tax record changes may be overwritten when the Effective Date Change tax record is posted. It should state that the specific field edits are being copied over to the Effective Date Change tax record.

EFIN-118320

New Employee Access Center (EAC) reflects dynamic leave request changes from Attendance

If an employee submits a dynamic leave request in new EAC, and subsequently a user edits the leave request in Human Resources, Employee, Attendance, the changes are reflected correctly in new EAC. Previously, new EAC was retaining the original leave request information and not updating to the changed information.

EFIN-117775

File Management file downloads process successfully

In eForms and Tools, File Management, users were unable to download .tpe, .chk, and .unl file types. An error message stated: The file cannot be downloaded as it is being used by another process.

This has been resolved and users can now download all file types from the File Management page.

The issue did not affect eForms and Tools, Tools, View Files downloads.

EFIN-117583

Vendor Punchout (VPO) added log recycling and purging

If users allow VPO to write to debug logs without ever deleting them, they grow to very large sizes, making it difficult to review the logs and filling up server space.

Users can now configure when new VPO log files should be created and decide whether to purge old logs.

To generate log files, the web.config file must have Debug set to Y.

In Site Wide Profile Items, there are two new fields for users to configure, and one new read-only field:

• Number of Days in Logs: Defaults to 30 days. VPO uses the value in this field to determine when to create a new log file. Files affected are Web/errorlog2.txt and Web/errorlog_createreq.txt.

• Purge Logs After (Days): This field defaults to 0 (zero) days, which disables purging. VPO uses the value in this field to determine when to delete old log files. Files affected are Web/errorlog*.txt, Web/errorlog_createreq*.txt, and PUNCHPO/errorlog.txt. Set this field to a value larger than the Number of Days in Logs to enable purging.

• Current Logs Filename Data: This field is informational only. It contains the most recent date value being used for log file writing.

File purging is attempted by the SPISender process after purchase orders have been processed.

SPISender.exe, the process that sends completed/printed purchase orders to the vendor, will continue to create a new log file daily.

EFIN-117054

Employee Mobile App (EMA): Leave Request Calendar Warning workflow improvement

In System Administration, Profiles, Workflow Configuration Profile, Service Maintenance, Employee Leave Request, when Calendar Validation - Employee is set to Warning, then in EMA when submitting a leave request that generates a warning, the dialog box now displays Warning instead of Error, along with a friendlier message, and returns the user to the list screen after the leave request is entered. When the user clicks OK in the dialog box, they are returned to the page in the app where they selected to add the leave request, which is same functionality when the leave request is successfully submitted.

EFIN-117033

General Ledger Transaction Report improved processing time

In Fund Accounting, Reports, Financial Statements, the General Ledger Transaction Report previously experienced delays of over 30 minutes before the Print option became available. This issue has been resolved, and the report now generates within one to two minutes, significantly improving processing time.

EFIN-115659

Billing and Receipts Interest Codes reference table accepts Interest Receivable value

In Billing and Receipts, Reference Tables. Miscellaneous Billing, on the Interest Codes page, an issue was discovered where the Interest Receivable field did not accept any value and displayed an error message when tabbing out. This issue has been resolved, and the Interest Receivable field now accepts values correctly.

EFIN-115291

CFO Dashboard KPI applies user views correctly

On the CFO Dashboard, the Expense Budget vs Actual Speedometer did not load correctly for the security user views. We have identified and corrected the issue, and the KPI now loads correctly and applies user view restrictions.

EFIN-113672

Vendor Access Center (VAC): W9 form attachments available on vendor records after approval

In Fund Accounting, Reference Tables, Vendor List, it was discovered that while W9 forms uploaded by vendors through VAC were available in Vendor Access Approvals, they failed to attach to the vendor record after the approval was completed. With the current fix, the W9 form will be accessible from the vendor record after approval is completed.

Users need to be aware of the following:

• When the same attachment is modified and re-uploaded in VAC with the same file name, two attachments with the same file name will display after approval if the data differs, as the system will add an additional file to accommodate the changes.

• If an attachment is deleted and re-uploaded with unchanged content, the new attachment will not be available in the vendor record after approval. The system will not add a new file with identical content.

• When a different W9 attachment is uploaded in VAC, both the old and new attachments will be available in the vendor record after approval.

• This applies to the new W9 attachments uploaded or modified by the vendors.

EFIN-105326

Future Changes Deductions import no longer produces duplicate errors

In Human Resources, Reference Tables, Future Changes, on the Deductions page, using the Import option from the action bar, imported file results previously contained duplicate validation errors. This issue has been fixed, so the process now follows the correct validation flow and displays accurate error messages without duplication.

EFIN-91839

Removed Browse action bar item from Accrue Monthly Leave page

In Human Resources, Payroll, Pay Run Processing, using a pay run that has not been calculated and selecting Clear Balances, then Accrue Monthly Leave, previously a Browse option displayed in error on the action bar. This option has been removed from the Clear Balances - Accrue Monthly Leave page.