August 2024 Monthly Release - 22.4.35 (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-116141

Integration Status Logs filters when source is TCP

In System Administration, Integration, on the Integration Status Logs page, for Inbound Status Logs the filter for Employee ID is now working when the source is TCP. Previously, the filter produced no results when the source was TCP, even if records existed.

EFIN-106105

Use Fund Only is required when not using Full Account Format

In System Administration, Profiles, Fund Accounting Profile, on the System Options tab, previously the system allowed users to clear the Use Fund Only checkbox even when the Full Account Format was not enabled. This configuration is not supported, as the combination of Fund Only - N with Full Account - N is not allowed. To prevent unsupported configurations, we have enforced the following:

• Full Account Format turned off: The Use Fund Only checkbox will be selected and cannot be cleared.

• Full Account Format turned on: The Use Fund Only checkbox is enabled and can be toggled to be selected or cleared.

This update ensures that users cannot configure the system in an unsupported manner.

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-119760

Error when entering a payment against a prior year encumbrance that was rolled to a liability account

When attempting to pay a purchase order that was rolled from the prior year to a liability account, an error displayed that the fund and account is not on the general ledger. The issue was created at the time encumbrances were rolled to a liability account and is now corrected.

If you already rolled your prior year encumbrances to a liability account, log a Support case so we can assist with data corrections.

EFIN-119590

EFIN-103519

Post of Next Year Purchase Orders no longer causes out-of-balance occurrence

When Next Year Purchase Orders were posted, the General Ledger Audit Trail report contained out-of-balance messaging because the purchase orders were created in period 1 of the new year, but the General Ledger balance for Reserve for Encumbrance and Encumbrance Control was updated in the period on the Fund Accounting profile. This has been corrected by considering the transaction period.

• If you have not posted Next Year Purchase Orders, confirm that this release is installed before you post.

• If you have already posted Next Year Purchase Orders, PowerSchool Support may need to assist you with correcting the out-of-balance. To determine whether you are out of balance, run the General Ledger Audit Trail for period 1 of 2025 (the new year). Create a Support case if the report displays an out-of-balance message for Reserve for Encumbrance and Encumbrance Control.

EFIN-119350

Roll Prior Year Encumbrances to liability account validation

In Fund Accounting, Periodic Routines, Year End, Roll Prior Year Encumbrances, an error occurred when rolling prior year encumbrances to a liability account. The error occurred because the option was checking the budget unit and account combination instead of the fund and account combination in the General Ledger. This has been corrected.

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-118635

New Employee Access Center (EAC) What If Calculator specific error resolved

In new EAC, when impersonating a user, an issue occurred where the What If paycheck calculator would not load and displayed an error: Input string not in correct format.

This has been resolved.

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-118084

Post Automated Payroll Interface when using interfund balancing processes correctly

In Fund Accounting, Periodic Routines, Periodic Processing, Automated Payroll Interface, an invalid error occurred when posting an automated payroll record if the Fund Accounting profile, System Options, Miscellaneous tab reflected Cash Interfund Balancing being used. The system was incorrectly looking for a key organization instead of the actual fund to validate the entry in the Interfund Balancing Accounts crosswalk reference table. This issue has been resolved, and the system now correctly validates entries based on the actual fund.

EFIN-117812

Automated Payroll Interface edited account number display for Net Pay records

In Fund Accounting, Periodic Routines, Periodic Processes, Automated Payroll Interface, a display issue was identified where the old account number was displayed after selecting a new account number from the lookup in the Automated Payroll Interface for Net Pay records. Although the system correctly saved the updated account number, the display did not refresh to show the new account number. This issue, which existed in previous versions, has now been resolved, and the correct account number is displayed after selection.

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-117721

Improved Data Conversion Accuracy for Fee and Interest Flags

Beginning with version 22.4, we have improved the handling of the checkboxes on the Bank Account Information reference table, based on the type of ledger for each account:

• Cash: Checked for General Ledger accounts

• Fee: Checked for Expenditure Ledger accounts

• Interest: Checked for Revenue Ledger accounts

This update ensures that the appropriate flags are accurately set for each account type, fixing the previous issue where incorrect flags were set. Before this fix, some flags were mistakenly marked as Y in the bank account details.

This change may impact customers upgrading from version 20.11 or earlier to version 22.4 or later, including 23.10.

EFIN-117638

New Employee Access Center (EAC) profile name displays correctly in the header

In new EAC, when an administrator sets Profile, Other Setup, Identifier 2400: Display database name on page header to Yes, the database profile name now consistently displays in the page header. Previously, the database profile name display was inconsistent in certain circumstances, including impersonation.

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-114841

Vendor Punchout (VPO) label and message color updated for accessibility

All red labels and error messages throughout VPO have been changed to a variation of the red color for accessibility.

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-113659

Removed Add mode from Substitute Information page because records are created by SmartFind Express (SFE) integration

In Human Resources, Employee, Attendance, the Substitute Information page accessible from the action bar is designed for records that are created by the SFE integration. Add new has been disabled on this page.

Previously, manually adding a new substitute record was getting a fatal error. 

EFIN-112459

Single Sign-on (SSO) URL for Employee Access Center (EAC)

SSO-enabled profiles will now be able to move between applications without having to reload the page to access EAC.

EFIN-110783

Summer Pay Fiscal Year Accruals displays numeric values

In Human Resources, Periodic Routines, Year End, the Summer Pay Fiscal Year Accruals page was displaying *** instead of numerical values in some fields. This occurred because the fields were sized to 7 characters, but require 14 characters to show all data. Fields have now been sized properly.

EFIN-109188

Integration with SmartFind Express (SFE): Absence rules for vacancies

When receiving vacancy data from SFE, absence business rules were being incorrectly applied to the vacancies when the required rule criteria were missing. We have introduced new logic to correctly apply absence business rules when all rule criteria are met.

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-103705

Wrong year used for ledger verification when converting next year requisition to next year purchase order

In Purchasing, Purchase Order Processing, Mass Convert Reqs to POs, when converting a next year requisition to a next year purchase order, an issue was discovered where the wrong year was being used to verify the ledger records. 

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. 

EFIN-120299

General Ledger Audit Trail Report output to excel not displaying all records

In Fund Accounting, Reports, Audit Trails, General Ledger Audit Trail, when the report is output to Excel and Display Header and Detail for JE are checked in Report criteria, the report was not displaying all records.

EFIN-116606

Affordable Care Act (ACA): Added validations to Setup Employer

In Human Resources, Periodic Routines, Affordable Care Act, 1095 Maintenance, the following validations have been added to the Setup Employer page.

• Validation 1: If on the Employer tab, D. 98% Offer Method is selected, then on the Monthly Information tab, the MEC Offer Indicator for All 12 months must be selected. The validation message is: MEC offer indicator of all 12 months required when 98% offer method for certification of eligibility is selected.

• Validation 2: On the Employer tab, if Authoritative Transmittal is not selected, then D. 98% Offer method must not be selected. The validation message is: 98% offer method not allowed when employer is not an authoritative transmittal.

• Validation 3: If on the Employer tab, Authoritative Transmittal is selected and D. 98% Offer Method is not selected and on the Monthly Information tab, if All 12 Months has a Full-Time Employee Count of zero or has no value entered, then at least one month must have a Full-Time Employee Count value greater than zero and less than 2,500,000. The validation message is: Authoritative transmittal employer must have a full-time employee count between 1 and 2,500,000 in at least one month or all 12 months.

• Validation 4: If on the Employer tab, Authoritative Transmittal is selected and D. 98% Offer Method is not selected, and on the Monthly Information tab, if each month has a Full-Time Employee Count of zero or no value is entered, then All 12 Months must have Full-Time Employee Count value greater than zero and less than 2,500,000. The validation message is: Authoritative transmittal employer must have a full-time employee count between 1 and 2,500,000 in at least one month or all 12 months.

EFIN-113843

941 Quarterly Federal Tax Return reports run to Excel with All Information no longer display 0.00 for Total row in Employee column

In Human Resources, Reports, Periodic, 941 Quarterly Federal Tax Return, Reports, the FICA Tax Report, Medicare Tax Report, and Federal Tax Report, when run to Excel with All Information selected, displayed 0.00 in the Employee Number column on Total rows. This has been resolved.