HIGHLIGHTS OF THE 0009 HFS RELEASE

 

Accounts Receivable / Cash Receipts

 

            Below are some of the more prominent changes made to the Accounts Receivable software available with the 0009 HFS release.

 

            Corrected the printing of name totals on billing statements when item is set to print on last page only.

 

            The Undo process now removes Deferred payment plan records that are associated to transactions being deleted.

 

            The recurring AR process has been modified to optionally print pass/fail information at the transaction level instead of just the account level. 

 

            When entering browse mode in the ARUPEE and ARUPTR screens, the cursor now goes to the find field at the bottom of the screen.

 

            In the Summary and Lonesome Cash screens, the IQ option is now always available.

 

            ARSPAT - Create Totals from Auto AR has been changed to request the term information from SRN.

 

            Added summarization by Finance Code as an option for posting to the General Ledger.

 

 

            Changed Lonesome Cash to handle defaulting the description field in such a way as to not disturb the use of special features like \obj, \proj, \key, etc.

 

            Changes to the AR database structure to support Accounts Receivable in Netsight.

 

            Primarily the addition of a new Data set, AR-BATCH-DTL, and the conversion of the AR-BATCH- MSTR from an automatic Data set to a manual master Data set. 

 

            In addition to those changes, processes are in place to import and export batch files to and from the new Data set. 

 

            Very few AR programs were not touched by a change to increase the Batch ID from 8 to 16, and to increase the Prep ID from 4 to 8.  Currently these changes are internal to the database and supporting programs and are not available on the data entry screen.  The changes are in response to the development of AR within Netsight. 

 

            Added new batch proof driver file codes (GLKD16, GLOD16, JLKD16, and JLOD16) to optionally display medium GL/JL account descriptions. 

 

            Changed Interactive Cash Receipts to remember the CR printer configuration.  This was being overwritten by the user's default printer when exiting the control center. 

 

            The Lonesome Cash screen has been modified to contain Amount Tendered and Total Tendered fields.  This allows the cashier to optionally enter the amount(s) tendered and receive a message at the bottom of the screen displaying the amount of change due the customer. 

 

            Updated some information passed to IFAS from SRN that had changed (i.e. credit information and job number length changes). 

 

            Expanded the interface from Quadrant Cash Receipting System to incorporate another method in which to perform the interface. 

 

            Added the Post Date as a field on the transaction listing long format, accessed by the ARREFLTR menu mask. 

 

            Corrected occasional page break problems with the AR Ad Hoc report writer, and modified other 'standard' ad hoc reports. 

 

            Modified the JE to AR interface to derive the posting code for the resulting AR transactions if the posting code in the finance code is blank. 

 

            Changed the Recurring AR process to use all of the fields defined in the Finance Code when creating a new AR record. 

 

            The Batch Expansion process has been corrected to generate a new invoice number for ID, rather than for each transaction. 

 

            Enhanced the Coded Calculation definition screen by adding a new 'Group' field that allows the coded calculation process to be run using 'Group' selection criteria (i.e. Multiple calculation codes can be run at the same time, selecting them by a common group code, rather than code name). 

 

            Created a new interface from the Springbrook Cash Receipting system into IFAS Cash Receipting. 

 

            Completed BSNUG enhancement to make AR posting to GL by Batch ID optional.  An optional question (which defaults to 'Y') is now embedded in the AR distribution processes, allowing the posting to not be summarized by Batch ID.

 

 

Accounts Payable

 

            The ability to pay vendors via EFT is available with this release.  If a vendor is flagged to receive an EFT, a paper check will not be produced.  Instead, an ACH file will be created for transmission to your bank. 

 

            Multiple quantities of fixed assets and multiple accounts per asset are now supported in AP.  By configuring common code APFA MULTI, the asset ID will be placed in the secondary reference field of the AP batch.  This will allow the system to correctly update FA with the account(s) and amount(s) when the check is cut. 

 

Bank Management (we do not have this module)

 

In support of the upcoming Netsight release, the BK database structure was changed.  Namely, the BK_ADDR_DTL was removed and its fields added to the BK_DOCUMENT_MSTR. This should have no effect on day-to-day processing, however, interfaces and reports may have to change to support the new structure. 

 

Budget Item Detail

 

            The following changes apply only to the TRIAD version of Budget Item Detail. 

 

            Added the ability to create Budget batches from any fiscal year not just the current fiscal year. 

 

            Reduce the multi-step Budget Item Detail Interface to GL process to an automated single step process. 

 

            Changed to create a batch budget adjustment file for GL annual budgets instead of updating the GL directly. 

 

Check Management

 

            The bulk of the changes in CK relate to client-specific interfaces and minor bug fixes.  There have been no substantial database or program changes on this release. 

 

            Encumbrances Updated the software to be consistent when using the APDS POSWITCH common code.  This ensures that all area of the software are using the same logic to map the PO#/Reference in EN with the appropriate Reference code in GL. 

 

            Enhanced the error messages coming from the EN recompute. Gives more detail about the error so the user can better determine the corrective course of action. 

 

            Added option to the EN recompute (ENUTCP) to also recompute GL accumulators (GLBA-BUDACT-MSTR) held in the GL database. 

 

            Correct totals on EN IQ - TA, SA, SP, and TP options when processing complex POs. 

 

            Added totaling and sorting options to the EN Transactions by GL Account (ENREENTA) report. 

 

            Various corrections made to ensure all related accumulators are updated whenever any action takes place to an EN transaction. 

 

            Added a Common Code (ENVT CHECKEN) to allow EN transactions that may fall outside the normal rules for processing encumbrances. 

 

            Various database changes and new tables to support the Netsight product.  See EN database spreadsheet defined above. 

 

General Ledger

 

            Add "Views" to allow for Cash, Accrual, and Modified Accrual type entries to be posted to the GL for possible use with GASB34.  See "Views" option in the GL General information (GLUPGN) screen. 

 

            Added ability to process Org. key Misc. and Select codes in RDF's for possible GASB34 reporting. 

 

            Added JL ledger to multi-ledger Journal Entry screen. 

 

            Allow Users that have restricted access to PEID's through Owner IDs to distribute JE Batch with PEID's that the user does not have access to.  Change the error to a warning by updating the Error Nature of GL 701 to a W. 

 

            New masks (GLJEVB and GLJEAPVB) to allow users to look at a JE batch in a restricted read-only mode. 

 

            Corrected budget checking when hitting both EN and GL from a Journal Entry.  In the past you could get an erroneous over budget Block/Warning if relieving an encumbrance for an account that is almost over budget. 

 

            Add the ability to JE and RJE screens to make adjustments to budgets.  If Hit EN flag is set to "B" then the transactions will be processed as budget entries, not actual entries. 

 

            New utility (GLUTRIOH) to convert an Open Hold AP batch to a Journal Entry. 

 

            Enhanced selection criteria by date to be sensitive to NULL values. 

 

            Correct the GLJE FULLSCAN option to turn off the automatic sorting of Journal Entry batches. 

 

            Add an option to send e-mail to selected users if the GL has encountered an out-of-balance condition on the audit report.  See new common code GLEN AUDIT. 

 

            Add option to print the GL posting report as "totals only" from user defined subsystems.  See GLxx POSTRPT common code where xx is the subsystem. 

 

            Enhanced the utility (GLUTSUCP) that allows the copying of GL structure information from one ledger to another or one database to another (I.E. Production to Test).  Made this utility more user friendly and added more selection criteria options. 

 

            Enhanced the zero fill and padding options when checking for valid GL and/or JL accounts on data entry screens. Made to work in compliance with existing documentation. 

 

            Fixed the Budget Update screen (GLBUUP) to perform better validity checks against budget flags, object code types, start/end dates, and status codes. 

 

            Increased the budget reference from 8 to 16 when logging budget changes with the Copy Budget utility (GLBUCP). 

 

            Add validation that the "from" account must already exist when using the budget transfer option in budget batches. 

 

            Allow Fully Qualified accounts in files used to by the Create Budget from Flat File utility (GLBUCF). 

 

            Allow suppression of lines that contain all zero amounts on the Account Director's with Encumbrance report (GLRSR08). 

 

            Add the same detail line reformatting options to standard report 08 as allowed by standard reports 01, 04, and 19. 

 

            Correct amounts on the interactive/short format that were being divided by 100 in both standard reports 08 and 09. 

 

            Added Triad modules to the Global Change ledger utility (GLUTSUML). 

 

            Validates the subsystem on Posting Preferences (GLUTSPPP) and Posting Mapping (GLUTSPPM) screens. 

 

            Don't validate ranges in the Posting Preference screen (GLUTSPPP) to allow catchall type entries.  i.e. Fund 00 to zz. 

 

            A correction to the Subsystem Interface (GLUTSPSI) and Posting Preference (GLUTSPPP) screens that in the past, could cause entries to be lost and/or duplicated. 

 

            Added options to the GL recompute (GLUTDICP) to also recompute EN accumulators (EN-TTL-DTL) held in the EN database. 

 

            Various database changes and new tables to support the Netsight product.  See GL database spreadsheet defined above. 

 

 

 

 

Person Entity

 

            The PE database structure was modified slightly to support the upcoming Netsight release. 

 

            Purchasing A new option to define "wild card" security codes has been added to PO, AP, and SI user definitions.  With this new option, you can define a user with access to security code "XX@@", for example, which will allow them to access any security code that begins with the letters "XX".  The wild card portion of the security code is always the last two characters. 

 

            Users without security to print POs may now print worksheets.  Previously, to allow a user to print worksheets, they would have to be given permission to also print POs. 

 

            The ability to approve a full screen of PR's (in POUPAM) has been added via the "AP ALL" command.  This will allow users to approve multiple requisitions with one command. 

 

            A new field has been added to the first screen of POUPPR to inform the user of the existence of PR text and/or PR notes. 

 

 

Stores Inventory

 

            The SI subsystem received major enhancements regarding average pricing and GL reconciliation features.  The average price is now updated only when stock is received. When posting amounts to the GL, you now have the option to track inventory by either average cost, or actual cost (FIFO).  The inventory value report has been enhanced to allow reporting value as-of a specific date.  This will allow comparison of the SI value to the GL value at any time after month-end or year-end.  A new report has been created to show the value of inventory items that have been received into SI, but not paid in AP. 

 

            The SI database structure was enhanced to support the upcoming Netsight release.  Three new Data sets have been added to allow Netsight entry of receiving batches and count files (physical inventory). 

 

            SI Order security has been changed to require a user to have "@@" security in order to access orders with blank security codes.  This makes the SI functionality consistent with purchasing.