HIGHLIGTS OF THE 9810 HFS RELEASE

Encumbrance

Year 2000 - Several programs were modified to handle date calculations via the centralized Y2K-Compliant routines instead of directly in the code.

Adding or Modifying Transactions - Blank posting dates have now been made invalid preventing extraneous ENT-TTL-DTL records from year 0000 to present.

Account Level Disencumbering and Disencumbrance Hierarchy - Enabling account level disencumbering caused disencumbrance hierarchy to be disabled. The software was changed to allow the account level disencumbering feature and the disencumbrance hierarchy feature to be used concurrently. Disencumbered accounts will be skipped in the hierarchy.

Purging Encumbrances (ENUTPU) - The process for purging EN transactions would occasionally not purge all transactions and have to be run a second time. The central EN update routines were changed to better manage additions, deletions, and updates to the database, enabling ENUTPU to consistently complete its work in one pass.

Batch Improvements (ENBTUB) - The Encumbrance Batch Entry screen was changed to use blanks, instead of zero, for the default check number so that a zero does not print on the EN Batch Proof (ENBTBP) when the check number is not used.

Direct Update (ENUPTR) - The Encumbrance Direct Update screen was changed to allow searches for all transactions to an Account number, all transactions to a Person/Entity ID, all transactions to a Person/Entity Name, or all transactions to a Reference (usually a PO or PR number).

Check Origination FY Utility (ENUTCE) - This utility was modified in several ways. Logic was added to allow MISC codes starting with "PY" on the transaction to specify the origination fiscal year, provided the "MiscEN" flag is set to "Y" on GLUPGN screen 1. If the Common Code APDS-POSWITCH exists, the primary reference on GL transactions will be used instead of the secondary reference to find the reference for determining the origination fiscal year. The standard dollar formatting routine is now used when printing the report.

Check Encumbrance Totals (ENUTCP) - This utility was changed to create ENT-TTL-DTL records and carry forward EN amounts one fiscal year into the future or until the highest year of EN data is reached, whichever is greater. This allows clients to encumber into the future.

General Ledger

Year 2000 - The inquiry program was modified to conform to Bi- Tech's new date handling standards by incorporating the new centralized Y2K-Compliant routines instead of directly in the code. This implements a cleaner, more systematic approach.

Security Checks - Transaction level reports on the JL-side were occasionally checking against the wrong ledger. This was corrected.

    GL Standard Reports

Year 2000 - Many programs were modified to incorporate a new date handling philosophy via centralized Y2K-Compliant routines instead of directly in the code. The code had already been corrected for Y2K-Compliance, but this implements a cleaner, more organized approach.

    Journal Entry Batches:

Journal Entry Screen (GLJEUB) - Journal Entry batches are now budget checked as a whole, instead of on a line-by-line basis. This allows positive and negative transactions affecting the same budget level to offset each other and prevent an unnecessary Block or Warn. Units will now be displayed in whichever debit or credit column is zero and distinguished with a "U". The JE-ID was made to carry forward from screen to screen in Collect mode, even onto text screens. If check numbers are erroneously NULL on JE batches coming from interfaces, the batch editing screen will change them to blanks. When "Hit EN" is set to "E" (exclusively hit the encumbrance database), offsets other than "NN" are not allowed and the debit and credit amounts are not added to the batch totals. The cursor is now returned to the correct fields when field errors are detected. The prompt for a batch file name was changed from a Nucleus dialog question to a block mode screen to improve the appearance in Insight. The first JE date now defaults to the current date. Subsequent JE dates default to the previous JE-date entered. A bug in Association Required blocking was corrected.

Journal Entry Batch Proof (GLJEBP) - Primary offsets and secondary transactions (from automatic RJEs) will now show on the Batch Proof report, unless suppressed by an optional question. Handling of the Job Control Word (JCW) was improved such that "Remainder of job flushed" messages no longer occur when running batch proofs. The batch proof was also changed to display both the blocks and warns for each line that suffers both, instead of just the warns. Overall, JE batch proofs are now budget checked as a whole, instead of on a line- by-line basis, allowing positive and negative transactions to the same level to neutralize each other. Units will now be displayed in whichever debit or credit column is zero.

Journal Entry Distribution (GLJEDS, GLJEDM) - Encumbrances can now be created via JE batches. The Common Code ENGL- DEFAULTS provides defaults necessary for their creation. When multiple date errors are detected within a single JE-ID, the program now correctly stops distribution. JE batches are now budget checked as a whole, instead of on a line-by-line basis. Also, erroneous replication of JL-side encumbrance account numbers onto lines that only have GL-side account numbers has been corrected. Non- printable characters are not allowed in the character fields of JE batches, but are occasionally encountered when created by 3rd party interfaces. Non-printable characters found in character fields will now be converted to question marks upon posting.

Multi-Ledger Journal Entries (GLJEML) - Ledger codes are now automatically up-shifted. Encumbrance account numbers have been corrected when using multi-ledger JE batches. The first JE date now defaults to the current date. Multi-ledger JE batches are now budget checked as a whole, instead of on a line-by-line basis. Units will now be displayed. Subsequent JE dates default to previous JE-date entered.

Recurrent JE's - A value of XOBJnn can now be placed in the object code position of the Post To Account, where nn is a value from "01" through "05". This causes the RJE to look up a Common Code of the form GLOB-oooooooo, where oooooooo is the object code being processed by the RJE. The Post To account to be used will be the object code in the nnth Associate Code field of this Common Code. This feature can be used to minimize the number of records required on RJEs. For Multi-Ledger RJEs, the MISCn code in the Post To account field was changed to select the nth Key Misc code in the Ledger specified on the corresponding Post To account line. "GLKEY", "GLOBJ", "JLKEY", and/or "JLOBJ" can now be placed in the Post To account field when operating at the "T" (Transaction) level. This is only useful when Keys or Objects are the same on both sides in that it allows the value from one side to be used on the other.

Multi-Stage Recurrent JE's - The Key List capability was extended to function on the GL-side as well as the JL-side, with the side being determined by the Ledger side specified in the template RJE. Also, corrections were made to the sorting, substituting, and totaling.

Automatic RJE's - UNIX or Informix system errors affecting automatic RJEs (which create the secondary transactions) will be passed back to the calling routine (GL240C) such that posting will be terminated and the user informed.

    Direct-Update Screens

Organization Keys (GLUPKY) - The "Accept Tr?" flag can now be set to "Y" to allow transactions to be posted, "N" to block posting of all transactions, or "B" to block all transactions except for budget transactions. A bug was corrected which prevented updating Fully Qualified Keys that began with similar values. Another bug was corrected where a Block caused by a Rule Logic violation did not prevent the change.

Rule Logic (GLUPRU) - Help was added on UNIX machines to match the MPE machines.

Transactions (GLUPTR) - JL-side account numbers can now be changed without the screen "locking-up".

Object Codes (GLUPOB) - Default Object Code Types were added (XP, AS, and TO are debit type, while LI, FB, RV, and TI are credit type).

Quick Keys (GLUPQU) - Keys and Objects can now be handled independently. Simple string substitution has been added to Quick Keys by placing an asterisk as the leftmost character in the account number field. All occurrences of such strings in account number fields are substituted first, before the other edit checks.

    Utilities

Year 2000 - Many programs (including client specific interfaces) were modified to incorporate a new date handling philosophy via centralized Y2K-Compliant routines instead of directly in the code. Most code had already been corrected for Y2K-Compliance, but this implements a cleaner, more organized approach.

Interface File to JE Interface (GLUTRIIJ) - The Common Code GLAC-TABLE can now be used to optionally specify the use of a standard Account Conversion Table file at the time files are converted to JE batches.

GLUTSUML and GLUTSUMO - These two new utilities were removed from the utilities menu as they are not released yet.

Recompute (GLUTDICP) - Simultaneous ledger-specific recomputes can now be done (when Common Code GLUT-RECOMPUT exists and has "LEDGER" in the short description). Recomputes of the RB and R1 through R8 Pre-encumbrance accumulators were corrected.

    Budgeting

Year 2000 - The Budget Direct Update screen (GLBUUP) was modified to correctly handle Common Code GLBU-NEXTYEAR. This Common Code causes the default budget fiscal year when entering the screen to be one higher than the current fiscal year.

Batch Budgets (GLBUBA@@) - A bug allowed batches to be erroneously entered after the cutoff date of the affected budget version. This was corrected so that the budget date locks are honored. If today's date is after the cutoff date specified on GLUPGN screen 5, the budget batch cannot be entered or posted. Also, the Accept Transactions flag on Org Keys (GLUPKY) can now optionally be set to "B" to allow budget transactions to still be accepted while blocking any posting of actuals. The Block, Authorize, and Warn budget flag handling was corrected in the Budget Batch Update screen when over-budget conditions are encountered. Blank fiscal years are disallowed, and a new Common Code GLBU-FYLIMIT was added allowing limits to be placed on acceptable fiscal years in budget batches. If it exists and is set up correctly, the fiscal years in budget batches are validated against it in the Budget Batch Update screen and the Budget Batch Proof. Another Common Code (GLBU-DTLIMIT) was added allowing the budget change dates to be limited. If it exists and is set up correctly, the date field (effective date of budget changes field in lower right) shall be validated against it in the Budget Batch Update screen.

Create Budget From a File (GLBUBAFI) - This is a new utility added to allow budget changes/adjustments batches to be created from either flat files or comma delimited files. The Common Code GLAC-TABLE can be used to optionally specify the use of a standard Account Conversion Table file.

Copy Budgets (GLBUCF and GLBUCB) - A question was added allowing the user to specify the effective budget change date when copying budgets from flat files or between versions. Also, over- budget Authorization is now available here.

Direct Update of Budgets (GLBUUP) - The termination of searching was improved when no budget records were found for the selected version and year among defined account numbers. Also, a bug was corrected wherein budget entries were created with random values if the change amount was left blank in collect mode. The entry will now be created with a zero amount (useful for creating associations). Error message handling was cleaned up to eliminate a persistent message occurring after trying to select a closed budget version. It was also modified to make dollar columns 14 characters wide, line up correctly with column headings, and employ variable dollar formatting consistent with other areas in GL.

    GL Other

Speed Up on Unix - An unnecessary subroutine call was eliminated in the Rule Checking Logic on UNIX machines allowing many transaction-level processes to gain a modest improvement in speed.

Main Menu - A client-specific mask erroneously appeared on the main menu of GL, and so was removed.

Rule Logic Checking - The GLRU-CKRULE Common Codes can now be used to downgrade GL Rule Violation from a Block to a Warn on a ledger by ledger basis, provided they contain "WARN" in the short description.

Zero-Fill Account Numbers - A bug existed when zero-filling keys defined with a width of 10 characters. The logic now iteratively appends zeros on the right until either a valid key is detected or the maximum defined key width is detected.

Default Mapping - Another layer of mapping capability was added so that all possible combinations of "@@" in fields can be handled. GL/JL Default Mapping was corrected for cases where variable width GL Keys are defined and the width of an entered GL-side Key matches the defined JL-side Key width. Also, when GL/JL Default Mapping is on and Zero Fill is off, error messages about invalid Keys or Objects have been made clearer by showing what is being considered.

Transaction Verification - Object Type checking was corrected.

Account Number Pick Lists - Validation and View help would not correctly handle all account number formats. This was corrected so that pick lists are now available in account number fields.

    Ad Hoc Report Writer

Year 2000 - The date field on the Item Range Selection screen was modified in Ad Hoc to be Y2K-Compliant.

JL-Side Reporting of GL-Side Encumbrances - When Ad Hoc was used to report Encumbrances while running on the JL-side, the GL- side account numbers were incorrect. This has been fixed and more encumbrance detail is now available when uncompressed.

JL-Side Reporting of GL-Side Encumbrances - Ad Hoc was modified to correctly exclude prior year encumbrances on transaction level reports when the "Report Base" question is answered with "No Priors".

Accounts Payable

Accounts Payable batch entry screens have been changed to ask for the batch file name using "screen mode" instead of character mode. The screen mode is the same method AR has been using.

The AP check run process used to prompt for both check date and posting date, but only check date was used. The prompt for posting date was removed to eliminate confusion. Enhanced capabilities of APOHUPAP (approval update screen) to allow deleting records and improve searching.

Year 2000 related changes made in the following areas: 1.) The interface routines ARSLPUTIFAS and ARSLPUTIFAS2 have had some modifications to support the Year 2000; a) the Julian generated IFAS Job Number now includes the century; b) when an input date was not provided with a century the routine would always assume the century intended is 1900; 2.) AR and CR Batch data entry of reference date to consistently use the user defined Language Date format defined under NUUPAU. This will make processing of the reference date, etc. consistent to expectation of Year 2000 date formatting; 3.) Deferred Charges had minor changes to not always assume the century would be 1900 when a century was not provided by interfaced batch; 4.) Several client specific software interfaces have been modified, for the Year 2000, to assume the century when not provided by external interface systems.

The CR Batch Proof has been enhances to support sorting by Bank ID.

Corrected transaction net totals when applying discounts in an AR batch.

Added budget checking for the entire batch, versus on transaction. This means the entire batch of transactions is included in budget checking at data entry and batch proof time.

Added printing of the user's defined description, Manager Code and Location Code defined in User Information (NUUPUS) on special forms.

Change the batch Cash Receipt printing process (ARBTCRPC) to use the address hierarchy Common Code ARAH ADDRESS. This is consistent with the interactive printing of Cash Receipts.

Warn Interactive Cash Receipt users of driver file override on the Distribute Immediately flag and the Print Receipts flag.

Function Keys restored upon exit from AR Control Center (MPE Only).

Improved optimization off Invoice number in AR Inquiry.

Support of a separate AR and CR amount fields on the AR Inquiry ad hoc report formatter.

AR Multi-View has been enhanced to support the following: 1.) Support a new view "DIV" of summarized transaction information by Division; 2.) Add ability to view Reference Text for a given invoice using the view "RFTX" or transaction and Reference Text combined using the view "TRRF"; 3.) Support four lines of address information in the "ADDR" view; 4.) Support a new view of "TRLI" transactions followed by associated Line Item text; 5.) Support of a new view of "SINV" of summarized transaction information by Invoice #; 6.) Support of a new view of "SIRF" or summarized transaction information by Invoice # and associated Reference Text; 7.) Support of a new view "DVTM" of summarized transaction information by Term and Division.

Created a late notice process (ARRELN).

AR Ad Hoc has been enhanced to support the printing of the Key and Object descriptions.

Bank Reconciliation

In order to lay the groundwork for the new bank reconciliation process, the new subsystem, database tables, and associated COBOL programs are being installed with this update. The Windows-based reconciliation and reporting will follow. The new bank reconciliation process will be available on UNIX platforms only.

Check Management

The ability to update the warrant reference number during check reconciliation has been added. This will allow clients to record a reference number from the bank on the check record in the database.

Loading new checks into the database with the CKUTBK process now has the ability to load a relate-to code. The relate-to codes are most often used for 1099 reporting.

Purchasing

The purchasing process has been enhanced to allow default of account(s) from the first non-deleted item on the PO. In the past, only account splits were used and they had to reside on item 0001. Now, the system will use a single account from the first non-deleted item.

The ability to view logged PO changes has been added to POST. This new feature is activated by Common Code POST SHOWLOG.

The referral of a requisition back to the originator has been added to the POUPAM approval process. This new feature is activated by Common Code PORF CONTROL.

Added the ability to send email reminders to IFAS users during certain events of the purchasing cycle. Reminders can be sent when a PR needs approval, the PO is printed, or items are deleted. A new screen has been added to POUPPR to allow entry of notes that can be printed on the PO. Browsing speed in POUPPR has been improved for POs with many items.

Stores Inventory

Budget checking during an order fill has been improved to evaluate the entire order instead of checking line by line.

The SI recompute utility (SIUTRC) has been enhanced to allow recalculation of individual sections instead of all values.