May 2024 Monthly Release - 20.11.70 (May 3)

EFIN-115325

Integration with Smart Find Express (SFE): Budget Unit and Account or Account Number from SFE records saved in Attendance records

In Human Resources, Employee, Attendance, we have implemented an enhancement to our PowerSchool ERP and SFE integration. When SFE records are entered in Attendance and contain Budget Unit and Account information, the information is now saved in the Attendance record. If the district uses Full Account Format, the system stores the Account Number. Previously, this information was not transferred from SFE to PowerSchool ERP.

EFIN-115271

Job Posting renamed to Position Request

Job Posting has been renamed to Position Request across the software. This is the process that initiates a Position Request and, after approval, it is sent to Applicant Tracking (ATS). The name was changed so that it is consistent throughout PowerSchool ERP and eFinancePlus. The renaming impacted menus, page titles, workflow approval page and security resources.

EFIN-115177

Advanced Workflow Employee Termination Approval page updated and e-Forms and Tools added Termination Task menu

The Advanced Workflow Employee Termination Approval Details page has been redesigned to be consistent with other Advanced Workflow approval pages. Approval actions are now located in the page header with the familiar 3 dots menu.

Also, a menu has been introduced in e-Forms and Tools, e-Forms, called Employee Termination Tasks. Previously, the option was only accessible via dashboard alert tiles. Users will require the appropriate security resource for the menu option to display.

EFIN-115174

Advanced Workflow Leave Request approval page updated

The Advanced Workflow Leave Request Approval Details page has been updated to be more consistent with other Advanced Workflows. Approval actions are now located in the page header with the familiar 3 dots menu, and leave details are now arranged in a grid view.

EFIN-104352

Advanced Workflow Expense Enhancements

In Advanced Workflows, the Create Expense Request page has been modified. Users can select Options, Edit Expense to display a drawer option to enter account information if they know it, and add attachments and comments. The account information fields have been moved to the drawer display, rather than on the expense line item, because they are not required when creating the expense.

Also, for approvers, the Approval Details page has been improved with a drawer display consistent with the create expense page. Approvers can select the expense date to open the drawer to display and edit account-related details and display attachments and comments. 

EFIN-116133

Student Activities Post page displays transactions

In Student Activities, an issue was discovered on the Post page where transactions were not listed, even though they displayed on the List page, and therefore could not be posted. This has been resolved and transactions will display correctly on the Post page.

EFIN-115749

Expense report approval when employee has a vendor record

In Advanced Workflows for Expense, an issue was discovered where an expense for an employee who had an existing vendor record was generating an error that the vendor record was not found. This was due to a program error and has been resolved.

EFIN-115621

Purchase order and requisition Alternate Order Address access now based on assigned resource

In Purchasing, on the Requisitions and Purchase Orders pages, it was discovered that there was no user security tied to the Alternate Order Address option. This has been fixed. Now a user must have, either in a role or a specific resource, resource 66 - May Update Vendor List, or a Super User resource for Fund Accounting, or a Supervisor or higher resource for Purchasing, to access the option. The reasoning is that adding an alternate vendor address on a requisition or purchase order also adds it to the vendor record. Without the stated resources, the Alternate Order Address button will be inactive on requisitions and purchase orders.

EFIN-115310

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

In new EAC, with specific conditions, an issue was discovered where the What If paycheck calculator would not load and displayed an error: Input string was not in correct format. The conditions have been addressed and the issue is resolved.

EFIN-115220

Fixed Assets: Validation for Units field on Asset Information and Acquisition Interface requires minimum of 1

In Fixed Assets, Asset Information and Acquisition Interface pages, when adding or updating fixed assets, on the Financial Information tab, previously the Units field was marked as required but allowed users to leave it blank and save the record with units as zero. This has been corrected. Records cannot be saved if the Units field is blank or a user enters a number less than 1 (for example, cannot enter 0.5).

EFIN-115155

New Employee Access Center (EAC) checkbox selection now more precise

In new EAC, on the Tax Information page in the Update Information section when employees are allowed to update information, an issue was identified where users could select or clear checkboxes without directly clicking on the checkbox or its associated label. A click in white space next to the item would change the toggle of the checkbox to selected or cleared. This could cause an employee to change a setting without intending to make the change.

This issue has been resolved to enhance the user experience and ensure consistent interface interactions. Now the checkbox toggle occurs only if a user clicks the checkbox or text label.

EFIN-115140

Vendor Access Center (VAC) Vendor Management page load time improved

In System Administration, Vendor Access Center, the Vendor Management page could experience long load times. The performance has been improved.

EFIN-114857

Informational error messages in Activity Tracker changed to tooltips

In Human Resources, Activity Tracker, Track Activities, Activity page, the Activity Detail section has been modified. Previously, informational messages were displayed similar to errors on other pages. The informational messages about each field have been converted to tooltips to provide information about what can be entered and if a field is required. Error messages now appear only for validation issues or if required fields are left blank. In addition to the message change, the required field labels now appear in red text.

The Activity page can also be reached from an employee record from Personnel Information, Activity Tracker.

EFIN-114563

Cash Receipts Report to Excel now has correct column names

In Fund Accounting, Reports, the Cash Receipts report column header for Description was wrongly labeled as Payer Name when the report was output to Excel. This has been corrected.

EFIN-114464

Billing and Receipts attachments are saving correctly

In Billing and Receipts, Invoices, Online Invoices, attachments were not functioning as intended. When attempting to print invoices, no errors were reported yet the invoices failed to print at the designated printer, and attachments were not saving to the online invoices. This functionality, which was previously operational, has now been restored.

EFIN-114304

Unlink purchase order option added to PCard Reconciliation

In PCard Processing, PCard Reconciliation, on the Purchase Order Financial Information page, a new item has been added to the action bar: Unlink Purchase Order. If a purchase order number was entered incorrectly and the record is marked as reviewed, a user can now unlink the purchase order and enter financial information manually. Previously, if a purchase order was entered in the review process, there was no option to delete it entirely. It could only be updated to a different purchase order number.

EFIN-114149

Advanced Workflow requisitions route to approvers when Automatically Create POs from Fully Approved Requisitions is not active

Previously, when using Advanced Workflow for Requisitions, if the Fund Accounting profile flag: Automatically Create POs from Fully Approved Requisitions was not selected, requisitions were not being forwarded to approvers. This issue has been resolved.

After the final approval, users can now execute Mass Convert Requisitions to POs or manually enter a purchase order for the requisition.

EFIN-114087

Pre Encumbrance and Check Budget Balance validations occur when save-in-progress requisition is final saved later 

If a database Fund Accounting, Reference Tables, Organization Chart record has Check Budget Balance or Pre-encumber Requisitions set to Fatal, an issue was discovered where users could enter a requisition and save it in progress, then later process a final Save, and in between those actions, one or more transactions occurred that would cause the requisition to produce a negative balance. A fatal validation should prevent the requisition from saving. The issue was happening because of an error in the formula used for calculating budget balances, which has been corrected. Now in the conditions outlined, the validation accurately assesses the balance and generates an error and will not post the requisition if it will make the budget balance negative.

If Check Budget Balance or Pre-encumber Requisitions are set to Warning, a message appears but the requisition can be saved as expected.

EFIN-113613

User Management users can now access Cognos 11

An issue was discovered for Cloud (hosted) districts that do not use single sign-on (SSO) and create Active Directory users on the System Administration, User Administration, User Management page. These users were not able to log in to Cognos 11 from the PowerSchool ERP e-Forms and Tools, Cognos Reporting menu because the username was appended with the site code and stored in uppercase (all capital letters). Cognos logins must be lowercase.

This has been resolved and affected users can now launch Cognos from the menu. On the User Management page, the Username is now stored and displayed in lowercase.

EFIN-112997

Warehouse Inventory: Fill Requests requestor information for back orders

In Warehouse Inventory, Warehouse Administration, Fill Requests, when a request is back ordered initially and filled later, the requestor information was not getting captured on the Fill Back Order (Transaction type: G) transaction. This was happening due to erroneous program logic and is fixed now to have Fill Back Order transaction copy the correct requestor from Backorder (Transaction type: B) transaction.

EFIN-112921

Change Order process updates Last Price on Commodity Code when the price is changed

In Purchasing, Change Orders, previously if a change order reflected an updated price for a commodity, it did not impact the Last Price field in Commodity Codes. The Last Price in Commodity Codes was only updated when creating a new purchase order. Now, during a Change Order, the Price Adjustment value is added to the Last Price, reflecting the new price in that field. Consequently, the 1st and 2nd prices will also be updated along with their respective dates and vendors.

EFIN-112868

Employee Mobile App (EMA): Pay stub displays federal and state tax for non-exempt employee when calculated withholding is zero

In the Employee Mobile App, the pay stub has been modified to print federal and state tax information on the pay stub when the calculated withholding is zero, if the employee is non-exempt and deduction gross is greater than zero.

This issue was resolved on printed checks in March release 23.10.5.

EFIN-112867

Employee Access Center (EAC): Pay stub displays federal and state tax for non-exempt employee when calculated withholding is zero

In both versions of EAC, the pay stub has been modified to print federal and state tax information on the pay stub when the calculated withholding is zero, if the employee is non-exempt and deduction gross is greater than zero.

This issue was resolved on printed checks in March release 23.10.5.

EFIN-111939

Duplicate invoice validation when entering Payables and Manual Checks

In System Administration, Profiles, Fund Accounting Profile, on the Accounts Payable tab, there is an option for Duplicate Invoice Checking that can be set to N - No Checking, W - Warning, or F - Fatal. Validation of duplicate invoice numbers has been corrected for payables and manual checks, including batch pages. If the profile option is set to F - Fatal, and an invoice number already exists for the vendor for whom the payable or manual check is entered, the system displays an error message and will not save the record. If the profile is set to W - Warning, the system displays a warning message but the item may be saved and processed. Previously the validation was not consistent across payable and manual check processes.

EFIN-110976

New Employee Access Center(EAC): Dialog box no longer freezes Edge browser

In new EAC, on the Tax Information page, users experienced an Edge browser freeze issue when attempting to discard changes. Specifically, when the dialog box appeared to warn of unsaved changes and users clicked Discard changes, the system froze. Users were forced to close the window using the browser X button. The issue persisted even when users had not made any edits.

The issue has been resolved.

EFIN-110536

Denied purchase order lines cannot be edited

In Purchasing, the system was allowing edits on lines of purchase orders which had been denied. This issue is corrected now. Users can no longer update denied purchase order lines. 

EFIN-108790

Miscellaneous Billing Invoice emails no longer sent to incorrect customers

In Billing and Receipts, Miscellaneous Billing, Online Invoices, when Print All Invoices is selected to print invoices for multiple customers, an issue was discovered when a customer record had previously had an email address that was later deleted. The invoice was being emailed to the preceding customer who had an invoice in the list and a valid email address. This has been corrected.

EFIN-101867

Integration with Applicant Tracking (ATS): PowerSchool ERP saves certification and degree information from ATS

When ATS sends Certification and Degree information to PowerSchool ERP, it was previously not being saved. This issue has been resolved and now the data is being saved.

EFIN-100706

Employee Mobile App (EMA): Menu titles display correctly along with icons

An issue was discovered in some recent versions of Apple (iOS) and Google (Android) where EMA did not display menu titles. It displayed an icon with three dots ( … ) instead.

This was caused by a welcome page problem, which prevented menu titles from appearing beside the icons. This has been resolved, and now menu titles will display.

EFIN-100159

Vendor Access Center (VAC) removed Closed from Payment History filter

We have removed the Closed filter option from the VAC Payment History page because it was not relevant.

EFIN-114939

1095 Maintenance total employee count based on entered monthly pay runs

In Human Resources, Periodic Routines, Affordable Care Act, 1095 Maintenance, Setup Employer (Edit), Calculate Total Employee Count, the calculation has been modified to only look at the pay runs entered in Pay Runs for Total Employee Count Calculation, and assume that the pay runs entered in each month correctly include the 12th of the month.

Previously, the system tried to add a calculation which resulted in inaccurate results. For example, if the pay run entered had the default or pay group start date of the last week in March, the default or pay group end date was the 1st week in May, and the pay run was entered in April in the Pay Runs For Total Employee Count Calculation section, then the calculation did not include employees in that pay run. However, April was the correct entry because the pay run included the 12th of April.

The process now assumes the pay run entered for the months in the Pay Runs For Total Employee Count Calculation section includes the 12th of the month and does not try to calculate it. It will compare the ACA year on the employer record with the check history transaction date year to avoid including older records of reused pay runs. The transaction date will be the pay group end date for employees who had their time cards loaded or the default end date for employees who had their time cards keyed in. For a pay run that crosses years, the program will use a look-back period of 2 months into the prior year to ensure all appropriate records are included.