June 2024 Monthly Release - 23.10.8 (May 31)

EFIN-117382

Full Account Format now available in more states

In System Administration, Profiles, Fund Accounting profile, on the System Options tab, the Full Account Format option is now available for districts in Indiana, Maryland, Pennsylvania and Texas.

EFIN-116988

Warehouse Inventory receiving history for stock receiving transactions

In Warehouse Inventory, Warehouse Administration, on the Receive Stock page, the quantity entered in the Purchase Units Recvd field when receiving stock will be captured and displayed in receiving history sections of related pages. The Quantity menu appears when the accounting section of the page is active.

Purchasing:

• Miscellaneous, Receive Ordered Materials

Fund Accounting:

• Payable Entry:

  • Batch Accounts Payable, Purchase Order Payment, action bar Quantity (Quantities Received) page

  • Post Accounts Payable, Purchase Order Payment, action bar Quantity (Quantities Received) page

  • Change Accounts Payable, Purchase Order Payment, Payable Information, action bar Quantity (Quantities Received) page

• Vendor Checks:

  • Batch Manual Checks, Purchase Order Payment, action bar Quantity (Quantities Received) page

  • Manual Checks, Purchase Order Payment, action bar Quantity (Quantities Received) page

• Reports: Receiving Report

When multiple receiving transactions are made against a purchase order line, each individual transaction is displayed in the history section with the date of transaction, quantity received and the user who entered the stock receiving transaction.

EFIN-116504

API Vendor Setup page added API Scope sub-headers to refine interaction

In preparation for future expansion of the eFinancePlus API, the System Administration, Integrations, API Vendor Setup page has been redesigned to be more intuitive and organized, from a single UI scope panel to scope categories which define more specifically what information can be shared across integrated products. API scopes are grouped in high-level categories, and options contained within each category are represented in checkbox format.

EFIN-116431

Import Tool: Improved error messages for Budget Preparation

In the Import Tool, error messages were improved for the Budget Preparation Import Area to make them easier to understand.

EFIN-116266

API Vendor Setup page revised labels to industry standards

In System Administration, Integrations, on the API Vendor Setup page, we have revised some labels to align with industry standards.

• The former Consumer Key field label is now Client ID to align with OAuth v2 standards.

• The former Consumer Secret field label is now Client Secret to align with OAuth v2 standards.

• The former Subscriptions panel is now Scopes to align with industry-standard terminology.

EFIN-114525

Advanced Workflows: Remove a defined approval level or task

In System Administration, Workflow, (Advanced) Workflow Setup, on the Workflow Applications tab, a user wanted to remove a defined approval level. This change requires an administrator trained on Advanced Workflow updates or assistance from PowerSchool. It cannot be accomplished by selecting the approval level and deleting all mapped workflow groups and roles.

If a user attempts to delete all the mappings between workflow groups and roles for an approval level and then clicks Save, an updated error message displays: Defined level cannot be removed. Set a false condition and contact Support for assistance with the removal.

The user should set up and assign a Workflow Group with criteria that will never be true and map it to a Workflow Role, and then contact Support for assistance. 

EFIN-101921

Integration: SmartFind Express (SFE) Job ID added to Attendance page

When SFE integration is enabled, a new Job ID field appears on the Attendance page. The Job ID can be used as search criteria to filter and sort records, and indicates that the record came from SFE. The field does not appear if the database is not set up for SFE integration.

EFIN-99947

Job Class reference table Pay tab Pay Group field is now a drop-down selector

In Human Resources, Reference Tables, Payroll and Future Changes, Job Classes, on the Pay tab the Pay Group field is now a drop-down list using the Pay Groups reference table.

Also, the Job Class list defaults report has been enhanced to include the pay group title when run to PDF and Excel.

EFIN-117547

Future Job Class records post only when schedules and deductions exist in current tables

In Human Resources, Reference Tables, Future Changes, on the Future Job Classes page, future job class records only post if the schedule and default deductions exist in the current Salary Schedule and Deductions tables. If future job class records use salary schedules or deductions that are in the Future Changes tables, those schedule and deduction records must be posted to current from their respective pages before future job classes that use those records can be posted.

EFIN-117475

Deduction Register handling of Additional Medicare

In Human Resources, Payroll, Pay Run Processing, the Deduction Register now reports the *AM (Additional Medicare) deduction as a tax instead of a deduction. Additional Medicare now displays taxable wages. Previously, it displayed subject wages.

For customers in Arkansas, an issue was also corrected with the totals for FICA related to a custom page break.

EFIN-117377

Vendor Transactions page retains vendor number when backed out of detail page

In Fund Accounting, Detailed Displays, on the Vendor Transactions page, after selecting a vendor and performing a search, and then opening a detail page, when the user backs out of the detail page, the vendor number is retained on the search page and only the Selection Criteria fields are cleared. This is how the page worked in earlier versions. Previously, the vendor number was also being cleared and required the user to re-enter it to perform another search for the same vendor.

EFIN-117309

Import Tool: Pay rate import handles missing non-required columns correctly

In the Import Tool, when importing pay rate information, Effective Date, Range, and Schedule Step are not required and do not need to be in the import file. Previously, when these columns were not included in a pay rate import file. the job was failing with errors. This has been corrected.

EFIN-117287

PCard Receipt Entry displays purchase order line items and charging information in edit mode

In PCard Processing, on the PCard Receipt Entry page, purchase order line items and charging information were not being displayed when a record was in edit mode. This has been resolved.

EFIN-117147

New Employee Access Center (EAC) benefit open enrollment dependent address information

In both versions of EAC, Salary and Benefits, Dependents, changes have been made to the validation of city and state information from the dependent record in PowerSchool ERP and eFinancePlus, Benefits, Employee/Benefit Information, Dependents. The city and state should be entered in Address 2 as City, space, State abbreviation or full state name, to be properly mapped to EAC dependent city and state fields. If no state information is found (missing, unidentified state abbreviation, or misspelled state name), it will use the state from the employee record, and if not found there, the state will be blank.

EFIN-117135

Position Control pages now display the ledger title for revenue and balance sheet accounts when full account is enabled

In Human Resources, Position Control, on the Batch Position Control and Position Control Edit Position pages, revenue and balance sheet accounts now display the ledger title when the Fund Accounting profile has Full Account Format enabled. Previously, the ledger title did not display for revenue and balance sheet accounts.

Also the Full Account Help page has been updated with a Query Type field to refine results based on the selected ledger type: Expenditure, Revenue, or General Ledger.

EFIN-117096

Import Tool: Map Import Fields Table Field column displays full content

In the Import Tool, on the Map Import Fields page, the Table Field column size is increased to display the full value of table_name.column_name. Previously, the column was narrower and sometimes did not display the full value.

EFIN-117090

Dependent Migration Conversion program

In eForms and Tools, Conversions, Human Resources, Benefits, when the Conversion Type is Dependents, we have added validation to make sure the required address fields are entered. The dependent conversion template now has separate fields for city and state, with the state being validated against the system state abbreviation list. Previously, dependents that were migrated through the conversion process did not always appear in the Employee Access Center benefit enrollment process because of how the city and state were processed.

EFIN-117058

Vendor Punchout (VPO) Amazon orders link to the correct buyer

In VPO, through log file analysis, we observed that users sometimes started multiple orders with Amazon but did not return a shopping cart. Orders were started in close proximity to each other (seconds to a couple minutes). Amazon has stated that they use the session for order uniqueness and their inventory reservation system. This can cause issues if buyers use multiple tabs or browser Back and Forward buttons to navigate, or if they launch a new order from the order display page. This contributed to orders being swapped and orders not being linked to the correct buyer.

To prevent these issues, we modified the Start New Order page to allow only one in-flight Amazon order at a time, to more closely match Amazon's concept of session-uniqueness. In-flight orders are in status New Order and New Order Waiting for Shopping Cart. If there is an existing order in one of these statuses and a user attempts to start a new order, a message displays explaining that they need to complete the order they have started, which may be open on another browser tab or window, or they must delete the record in VPO and start over.

In addition, View My Orders no longer allows edits and the Submit button has been removed. Fields are now read-only and a table of line items has been added for informational purposes.

EFIN-117049

Expenditure ledger displays description correctly from transaction

In Fund Accounting, Budget Ledgers, Expenditure Ledger, after performing a search for transactions, on the list page the Description column was incorrectly listing the payer information instead of the actual description. This has been corrected to display description from the transaction.

EFIN-117026

Import Tool: Pay Rate import updates Pay Rate History

Previously, for a pay rate with Pay Method H - Hourly, if the Hours/Day field was edited through the import process, it did not create a record in Pay Rate History. This has been resolved.

EFIN-116977

Requisition and purchase order approval history when using Advanced Workflows

For districts that use Advanced Workflows for purchase orders and requisitions, in Purchasing, on the Purchase Order Information and Requisition Information detail pages when the Line Item tab is selected for fully approved requisitions or purchase orders, the Approval Status in the action bar displays the approval history window. Previously, it displayed an error.

EFIN-116963

Vendor Punchout (VPO) sends duplicate purchase orders to vendors when live database is copied to test

We have updated the instructions to refresh your test database using a copy of the live database to prevent sending duplicate purchase orders to vendors from Vendor Punchout. This issue occurs when the refresh happens while one or more purchase orders are in the Waiting to be Sent to Vendor status. To avoid sending duplicate VPO orders to vendors, you will need to set these VPO Orders to Complete within a newly refreshed database. For more information and to obtain a copy of the updated document, please refer to the following Community knowledge base article:  https://help.powerschool.com/t5/eFinancePlus-KnowledgeBase/Duplicate-PO-s-for-Vendor-Punchout-VPO-after-Restoring/ta-p/513375. You need to have an established Community account and may be prompted to log in to access the article.

EFIN-116790

Student Activities reports no longer require security user id to be linked to an employee information record

Student Activities reports no longer require the System Administration, Security user record to have an Employee Number. Reports can now be accessed if user has the required resources assigned at the user level or in a security role. Previously, an error occurred when a user who had no Employee Number on their security user record attempted to run Student Activities reports.

EFIN-116789

Vendor Punchout (VPO) Order Details page now displays all line items

In Vendor Punchout, the Order Details page that displays when the requisition is created includes a list of all line items. Previously, a technical issue sometimes prevented the list from being displayed.

EFIN-116643

Workflow Configuration Profile X in header closes the page

In System Administration, Profiles, on the Workflow Configuration Profile page, the X in the page header did not close the page. Instead, the user had to close the browser tab. This has been corrected and the X now closes the page.

EFIN-116609

Position Requisition Screen drop down/lookup not loading

In Human Resources, Position Request, Position Request Overview, Posting Details page in edit mode for a position request, fields formatted as lookup or drop-down were encountering errors that made the page unresponsive. This has been resolved.

EFIN-116551

Pay Run processing wizard displays payroll encumbrance sort page

In Human Resources, Payroll, Pay Run Processing, on the Payroll Encumbrance page, after performing the load process, the Next button now opens a page to select the sort order for the encumbrance report. Previously, the wizard skipped the sort page and opened the Payroll Register page.

EFIN-116538

Vendor Punchout (VPO) enhanced processing to reduce XML validation errors

VPO purchase orders were not successfully sent to a vendor because of programming that would stop processing all orders if an order was encountered where the vendor definition had been deleted.

This has been resolved with the following enhancements to VPO:

• Confirms that a Vendor Definition exists to process an order 

• Confirms the Vendor Definition is not in inactive status

• Continues to process subsequent orders even after a specific order has errors

Stuck orders will process.

Also,  VPO does not allow Vendor Definitions to be deleted if orders exist for them.

EFIN-116399

New Employee Access Center (EAC) pay vouchers corrected alignment

In new EAC, Salary and Benefits, Payroll Checks, paycheck vouchers displayed values that were not aligned correctly to the grid lines on the page. The alignment has been corrected for all layouts: Detail, Extended, and Extended with Rate.

EFIN-116288

Change Batch Journal Entries Release/Submit Information corrected

In Fund Accounting, General Ledger, Batch Journal Entries, after selecting an individual journal entry to open the detail page and selecting Release/Submit, the Information message has been updated to more accurately describe the behavior of the Release, Submit, and Post actions. The text varies based on whether the district is using Advanced Workflow or not.

EFIN-116132

New Employee Access Center (EAC) Leave Information tab displays leave calendar when not using leave workflow

In new EAC, when a district does not use any leave workflow, the Leave Information page did not display the leave calendar and instead had the error: You do not have access to use this workflow. Please contact your system administrator to provide you with the required access to the workflows. This has been corrected and the Leave Calendar now displays.

EFIN-115668

Integration: SmartFind Express (SFE) leave balance conversion for hours calculates correctly

When leave information is sent between PowerSchool ERP or eFinancePlus and SFE, previously there was a discrepancy in the balance converted when leave was recorded in hours. This has been resolved, and balances will be aligned between the systems. Balances may be displayed in Human Resources, Employee Information, Leave Bank, or on the Attendance page.

EFIN-115515

Effective Date Changes Deductions page Add Bank Code displays all existing bank table records

In Human Resources, Periodic Routines, Effective Date Changes, Deductions, the Add Bank Code page now displays the list of existing bank codes with a scroll option to display the entire list. Previously, the page opened in add mode and did not display the entire list of existing records. This change provides more accuracy for the user to select the next appropriate bank code to use for the new bank code record.

EFIN-115513

Advanced Workflow Approval page update when an approver has a large volume of items

For districts that use Advanced Workflow, the Approval page was modified to handle communication with TIBCO more efficiently, so that the requests display properly when an approver has more than 1000 requests.

EFIN-115424

Consistent behavior between existing pending employee pay rates when FTE greater than 1 is allowed

Some customers allow an FTE value greater than 1.0 on the pay rate page while most do not. There is a flag behind the scenes that identifies customers who allow the FTE to be greater than 1.0. Prior to this update, the FTE field on the pay rate pages did not behave consistently. This has been corrected. When the flag is enabled, the pay rate FTE will be able to have a value greater than 1.0. If it is disabled, the pay rate FTE will not be allowed to be greater than 1.0.

The following pages were updated as part of this change:

• Human Resources, Employee, Employee Pay Rates

• Human Resources, Employee, Employee Information (pending employee Pay Rates page)

• Human Resources, Periodic Routines, Periodic Processing, Effective Date Changes, Pay Rates (if available)

EFIN-115119

Batch Journal Entries import validation for full account numbers

In Fund Accounting, General Ledger, Batch Journal Entries, Import from the action bar, when the Fund Accounting profile has Full Account Format enabled, if the import file contained full account numbers using a period to separate segments, it generated an invalid account number format error. This issue was happening because of a program logic error in validating the full account format and has been resolved.

EFIN-114485

Budget Preparation extract includes encumbrances when Period 1 extracted

In Budget Preparation, Budget Administrator, Extract Information, when performing an extract of Budget and Expenditure data for the Expenditure Ledger for Period 1, the encumbrances from period 1 were not being added to Current Year YTD. This has been corrected. Encumbrances from period 1 are now included.

EFIN-113533

Degree and Certificate codes cannot be deleted if in use in employee information records or Applicant Tracking (ATS)

In Human Resources, Reference Tables, records related to degrees and certificates can no longer be deleted if they are used in employee information records or in the Applicant Tracking system if the integration is enabled.

The following Human Resources reference tables no longer allow a code to be deleted if it is currently in use:

• Education: Degrees, Degree Schools, Degree Subjects

• Personnel: Certification Areas, Certification Types

EFIN-113313

Advanced Workflow Approval pages must apply filter before bulk actions

On Advanced Workflow Approval pages, if a user applies a filter, they can then select a page from the filter results and select one or more items for bulk action. The bulk action applies to up to the 10 items displayed on the page.

After items have been selected for bulk action, the filter is no longer available. The user needs to clear the bulk selections to add, edit or remove the filter.

EFIN-112869

In the Employee Mobile App (EMA), the Pay Stub Leave Code section now displays 10 rows

In EMA, when an administrator sets Profile, Paychecks Setup, Identifier 2191 PayCheck Layout to E - Extended or R - Extended with Rate, the PDF pay stub now displays all leave codes that are in the Human Resources, Employee, Employee Information record at the time when the paycheck was produced. Previously, the pay stub only displayed up to nine leave codes.

EFIN-112584

Import Tool: Pay rate import populates effective date in pay rate history

In the Import Tool, when processing a pay rate import, if an effective date exists in the import file it will be populated in the pay rate history. If no effective date exists, the current system date will be used. This is consistent with manual pay rate entry. Previously, if the effective date was missing from the import file, the pay rate record was discarded.

EFIN-109422

Employee and Vendor Defined Windows: Validation enforced and correction to Comment storage

In System Administration, Profiles, the Fund Accounting and Human Resources profiles for defined pages have been corrected to perform validations against user-defined codes in the respective module reference tables. Also, storage of the Comments field has been corrected.

Previously, when setting up Employee and Vendor defined windows:

• Validation was not occurring against user-defined codes in the reference tables and it accepted any value.

• Comment field configuration was not happening properly due to wrong data getting stored for other fields.

EFIN-105788

Student Activities: Location Activity Code bank account validation when updating cash account

In Student Activities, Reference Tables, Location Activity Codes, when the Fund Accounting profile Accounts Payable tab does not have Print Checks by Bank Account selected, the system no longer validates whether there are other Location Activity Code records with the same bank account entered, but a different fund and cash account combination. This validation is only required when Print Checks by Bank Account is enabled.

EFIN-102893

PCard: Encumbrances created from PCard Receipt Entry page cannot be used for vendor payments

In Fund Accounting payable pages, the purchase order lookup no longer lists encumbrances that are created automatically from records on the PCard Receipt Entry page, which have a PC prefix, and these encumbrance numbers with PC prefix cannot be entered manually.

Previously, these encumbrances were allowed to be used as the purchase order number for accounts payable and vendor checks, which caused calculation issues with encumbrance liquidation and resulted in negative balances.

This impacts the following processes in Fund Accounting:

• Accounts Payable: Batch Accounts Payable, Post Accounts Payable, Standard Payables

• Vendor Checks: Batch Manual Checks and Manual Checks

Also, if a PCard receipt is deleted, the automatic encumbrance for the receipt record is now removed from the encumbrance ledger.

EFIN-101328

Employee Access Center (EAC) Advanced Workflow Expense form updated for better accessibility

In legacy and new EAC, the Advanced Workflow Expense form has been updated for a few fields where the aria-label attribute was missing. This update provides better accessibility, assisting with navigation and field identification, for visually impaired staff members. 

EFIN-116985

ACA Hours Load Performance Improvement

In Human Resources, Periodic Routines, Affordable Care Act, ACA Hours Tracking, the Load (Check History) performance has been improved. Sites with many employees and rows in the hours conversion table should see a reduction in time to load ACA hours.