Edmunds & Associates MCSJ Version 4.2 Release Guide

Size: px
Start display at page:

Download "Edmunds & Associates MCSJ Version 4.2 Release Guide"

Transcription

1 Edmunds & Associates MCSJ Version 4.2 Release Guide Last updated on Tuesday October 03,

2 Table of Contents Finance 7 ACH Check Stubs 8 Bank Reconciliation 10 Bank Maintenance - Bank Reconciliation Id 12 A/P and Payroll Check Reconciliations 13 Class Id Enhancements 15 Contracts 16 Contract Type 16 Contract Reporting 16 Fixed Asset Notes 18 G/L Batch Excel Import 19 G/L Transaction Inquiry - Excel 21 Quick Check 22 Vendor 1099-MISC 23 Personnel 24 Attendance Codes 25 Attendance Code Rate 25 Accrual Multipliers 25 Tracking Id 26 Create Separate Check 27 Attendance Transaction Report 29 Attendance Security Level 30 Benefit History and Dependent Updates

3 Employee Benefits/Dependents/ACA Listing 32 Benefit Maintenance - Pay Frequency 33 Budgeted Positions Report 34 Create Time Entries and Attendance Import 35 Create Standard Time Entries 35 Attendance Import 36 Deduction Start/End Dates 37 Employee Maintenance - Classification Tab 39 Job Title 40 Master Schedule Rollover 41 Employee Negative Balance Report 42 Parameter Maintenance 43 Pay Periods 44 Pay Period Maintenance 44 Assigning Pay Periods to Employees 45 Pay Period Defaults 47 Personnel Costs Report 48 Position Control 49 Time Entry Maintenance 50 Recalculate 50 Attendance Tab 51 Employee Timesheets 52 Attendance Auto Approval

4 Department Maintenance - Assign Approvers 57 Attendance Auto Approval Routine 58 Tracking Ids 60 Vacation/Sick Status Report Enhancements 61 AR 62 A/R Refunds 63 Cancel Invoice Lines 65 Cancel Code Maintenance 66 Cancel Listing 66 Apply Overpayments/Credits 68 Customer Maintenance 69 Utility 70 Bulk Utility Letters 71 Delinquent Notices 73 Recalculate a Single Utility Bill 75 Final Bill Print 77 Work Orders 78 Worker Maintenance 79 Worker Schedule 80 Work Orders - Customers & Invoices 83 Work Order Code Maintenance - Customer Service 83 Work Order Maintenance 83 Invoicing the Work Order 85 Work Order Department Maintenance

5 Work Order Maintenance - General Changes 88 General Tab 88 Service Codes Tab 88 Work Order Reports 91 Custom Report 91 Work Order Inquiry 93 Work Order Change Transaction Inquiry 94 NJ Tax 96 Redemption Check Cleared Date 97 Lien Account Status to Excel 98 Special Assessments - 3 Decimal Rate 99 Tax Delinquent Report by Lien Holder 100 Tax Account Maintenance 101 Create Tax Refund Payments Routine 102 Construction Permits & Code Enforcement 105 /Calendar Scheduling 106 Change Transaction Inquiry 109 Permit/Violation Invoice Format 110 Inspector Maintenance - Signatures 111 Ordinance Maintenance - Compliance Days 112 Purge Permits 113 Violation Format Maintenance 114 Other Features 115 General System Features

6 Duplicate User Security 116 Require Password Resets 117 Change Transactions 117 Payment Postmark Date 118 Escrow PDF Insufficient Balance Notices 120 Animal Licensing 121 Payments 121 License Notices/Labels 122 Virginia Personal Property 123 User Security Levels 123 Personal Property Maintenance 123 DMV Batch Enhancements (City and County only)

7 Finance Finance - 7 -

8 ACH Check Stubs MCSJ will now check stubs for vendor ACH payments in order to notify vendors that an electronic payment has been sent to them. ACH vendor payments are now processed in a separate check batch from printed checks and stubs will print to PDF. Before utilizing this feature, the following must be set up: 1. Coordinate and test transmission of ACH file with your bank. 2. A "From" address must be set-up and then verified in Finance Parameter Maintenance on the A/P tab. 3. Your bank account information must be set-up in Checking Account Maintenance on the Direct Deposit tab. 4. Each participating vendor's bank information must be set-up in Vendor Maintenance. To process Vendor Direct Deposit checks, select the Generate Direct Deposit box when creating your check batch. The system will only include approved purchase orders for vendors enabled with direct deposit information. Proceed with the verification and update steps. The system will still prompt for a starting check number but the vendor direct deposit stubs and voided checks will be printed to PDF and can be saved on your network. An similar to the one below will send during the update process: - 8 -

9 ACH Check Stubs

10 Bank Reconciliation Highlights of the MCSJ Bank Reconciliation changes include: Improved interface with running totals of cleared and outstanding transactions and a live reconciliation difference Ability to clear checks, deposits and other transactions in a single screen Transactions are now cleared by selecting them Drill down into summarized transactions Ability to subtotal transactions Refresh transaction list after posting entries without re-creating the reconciliation batch Select/deselect groups of transactions Ability to toggle between showing disbursements, receipts and other transactions Ability to reconcile a group of account numbers that represent a single bank account The A/P and Payroll Check Reconciliation menu options are still available to users, but incorporate the new method of clearing checks and provide running subtotals G/L>Bank Reconciliation>Bank Reconciliation Bank Id - A Bank Id must now be selected in lieu of entering a G/L account number. Users will also have the option of choosing a Bank Reconciliation Id from this picklist. A Bank Reconciliation Id represents a single physical bank account composed of multiple Bank Id's. See the Bank Maintenance section of this guide for additional information

11 Bank Reconciliation Banks and Bank Reconciliation Id's are created in Revenue>Bank Maintenance. Statement Ending Balance / Date - Enter the bank statement ending balance and date. Summarize Deposits by Ref Num - Only check this box if you want to combine Cash/Check, Credit and Virtual Terminal deposits from the same batch into a single deposit amount. Payroll Account - Only select this box if you have MCSJ payroll and this is the account used for clearing payroll checks. Click Next to enter the Bank Reconciliation. Display - This combo box can be used to toggle the view between all, reconciled (selected) or unreconciled (deselected) transactions. Show Disbursements / Cash Receipts / Other Transactions - Use these boxes to control the transaction types you see displayed on the screen. For example, if you prefer to only work on reconciling disbursements, only select Show Disbursements and the other transaction types will be hidden in your view. Clearing Transactions

12 Select a transaction (check box) to clear it or deselect a check box to leave it outstanding. Select or deselect all transactions for a type by using the check boxes in the upper left corner of each transaction section (see figure). You can view the subtotal of various transactions by holding down the CTRL key and clicking to select multiple rows. The total of these transactions will appear in the Subtotal field located in the upper right corner of each transaction section. Toolbar Buttons Update - This assigns a reconciliation date (uses statement ending date) to each cleared transaction and "updates" the entire reconciliation. After clicking Update, the G/L Bank Reconciliation report will print to the screen. Refresh - This will pull in any new transactions that may have been entered since the bank reconciliation was started. Save - Click to save your current screen selections. You may exit the screen using the Close button and come back in at any time to pick up where you left off. Drill - Select a transaction row (highlight) and click Drill to view the G/L Posting reference report for the selected reference number. Print - Prints the Bank Reconciliation Verification Listing. Unreconcile a Transaction If a transaction was erroneously cleared and a reconciliation date was updated, the user can re-enter the bank reconciliation screen using the same statement ending date. Then, deselect the previously cleared transaction and click Save. Click the Update button to remove the Recon Date from the transaction. Bank Maintenance - Bank Reconciliation Id Multiple Bank Id's may be tied to a Bank Reconciliation Id so that a bank reconciliation can be performed on multiple G/L accounts representing a single physical bank account. Bank Reconciliation Id's will appear in the Bank Reconciliation picklist and, if selected, will pull in transactions from all Bank Id's associated with the Bank Reconciliation Id

13 Bank Reconciliation Edit the Bank Id record and type in a Bank Recon. Id. There is no maintenance to store the Bank Reconciliation Id's so one will be created simply by typing a unique Id (up to 8 alphanumeric) into the Bank Recon. Id field. Once a unique value is entered, it will then begin appearing in the picklist so it can be selected on additional Bank Id's. A/P and Payroll Check Reconciliations These menu options are still available to users who only want to reconcile checks in MCSJ to produce an outstanding register for a manual bank reconciliation. The functionality to clear checks now requires a check to be selected for clearing and deselected to leave outstanding, which is consistent with the new Bank Reconciliation routine's behavior

14 Clearing Checks Select a check number (check box) to clear it or deselect a check to leave it outstanding. Select or deselect all checks by using the Select All check box in the upper left corner (see figures). Technically, outstanding checks may still be deleted from the batch, but it is recommended you simply deselect a check to leave it outstanding. Save the batch when finished, and then update the batch as done in previous versions. Unreconcile a Check Click Add and enter a previously reconciled check number. Deselect the transaction to remove the reconciliation date. Save and update the batch. If the check needs to be reconciled on a different date, a new batch must be generated for that date and then the check can be cleared again

15 Class Id Enhancements Class Id Enhancements An additional Class Id field has been added to Revenue and G/L Account Maintenance. The Finance Report extract has been updated to accommodate these new fields

16 Contracts Contract Type An optional Contract Type may now be specified in Contract Maintenance. Contract types must be added under A/P>Contract>Contract Maintenance. Contract Reporting The Contract Listing contains options to include only contracts out of compliance with insurance and license expiration dates and/or which lack proper documentation for affirmative action and vendor certification

17 Contracts

18 Fixed Asset Notes Notes are unlimited and date stamped in Fixed Asset Maintenance

19 G/L Batch Excel Import G/L Batch Excel Import Journal entries can be imported into the G/L Batch from an Excel spreadsheet. An import wizard will walk the user through selecting a spreadsheet and then identifying columns of information so that journal entry information can be imported into the batch. Column selections can also be saved for future imports. Spreadsheet Rules: Must contain columns for Account Type, Account number, Debit amount, Credit amount, Date, and Description Account Type column must contain a G, R, or B: GL= G, Revenue = R, Expense = B Debit and Credit columns must contain a zero if no amount is entered Finance> G/L> G/L Batch Select the Import Batch From Excel File button and then click Next

20 Select a file using the Select File button. Using the combo boxes, specify the column header in the spreadsheet that contains the appropriate data. If you plan to import another spreadsheet in the same format, use the Save button to save the column settings. The Open button can be used to retrieve these column settings in the future. Click Ok to import the batch and print the exception listing

21 G/L Transaction Inquiry - Excel G/L Transaction Inquiry - Excel This report will now export to Excel

22 Quick Check An A/P check can now be printed directly from Voucher/Purchase Order Quick Entry. Enter a quick entry purchase order and make sure the status is changed to Approved. Click the Print Check button on the toolbar. Select the appropriate check information and click Ok. The verification listing will appear and then the user will be prompted to enter the starting check number for the selected checking account. The system will prompt the user to confirm the check printed and allow for a check register to be printed

23 Vendor 1099-MISC Vendor 1099-MISC Vendor 1099-MISC information now appears on a 1099 tab in the Vendor Maintenance. A special 1099 address can be entered if the address differs from the vendor's standard address

24 Personnel

25 Attendance Codes Attendance Codes Several new features have been added to the Attendance Code Maintenance. Attendance Code Rate A rate may be defined on an attendance code by selecting the Attendance Code Rate option from the Default Rate combo box. Accrual Multipliers Codes may be configured to accrue time at a specified rate for time worked. For example, a code for OT worked may be created that will automatically accrue comp time at a time and a half rate

26 In the above example, the user would enter the OTCOMP attendance code (None pay type) and the number of hours worked. The system will then insert the EARNCOMP (Accrued Comp pay type) code with the correct number of comp hours earned (hours worked x 1.5). Tracking Id A Tracking Id may be assigned to an attendance code. Transactions with the attendance code will default the tracking id

27 Attendance Codes Create Separate Check Hours and pay entered under an attendance code with this box checked will automatically create and import to a separate time entry during the attendance import. The time entry will generate an additional check for the employee

28 - 28 -

29 Attendance Transaction Report Attendance Transaction Report The Attendance Transaction Report has been modified to handle changes to the status of attendance transactions. It also has the capability to include base pay rates for salaried employees. Status Options: Draft - Transaction appears on an employee time sheet, but has not been submitted for approval. Submitted - Transaction was submitted for approval on an employee time sheet. Approved - An updated attendance transaction. For payroll users, it is eligible to be imported into payroll. Time Entry - Transaction has been imported to an existing time entry. Paycheck - Transaction is paid and cannot be modified

30 Attendance Security Level Attendance security levels are now independent of HR security. Existing users will be converted with attendance security equivalent to what they currently have. Contact an E&A representative for a list of the new security levels

31 Benefit History and Dependent Updates Benefit History and Dependent Updates MCSJ is now capable of keeping track of employee benefit changes and history. When editing or deleting benefit records, MCSJ will prompt the user to insert a history record. In addition, MCSJ will now prompt to update dependent benefit information for benefit additions, deletions or changes in coverage. After changing, adding, or deleting employee benefit information, MCSJ will prompt the user to update the appropriate records. Choices may include updating deduction/earning codes, dependent benefit information, and inserting a history record with a designated change date and reason. Click on the History tab

32 Although the history records are inserted automatically, users may select a row and click Edit to change any information on a history record. If a missing history record needs to be added, click Add and complete the necessary information. Employee Benefits/Dependents/ACA Listing The Employee Benefits report has been updated with an 'As of Date' so that benefit history amounts can be reported as of a prior date

33 Benefit Maintenance - Pay Frequency Benefit Maintenance - Pay Frequency For payroll deduction purposes, a number of pays may now be specified in Benefit Maintenance for weekly and bi-weekly pay frequencies. When calculating the per pay deduction amount for a benefit, the system will divide the annual benefit amount by the number of pays specified

34 Budgeted Positions Report Designed with NJ User Friendly Budget requirements in mind, this report summarizes the number of positions budgeted to user selected COA budget categories. The report uses each employee's regular budget distribution defaults to determine how many full and part time positions are budgeted for each budget reporting category. The report may be run to Excel. Personnel>Reports>Budgeted Positions Report

35 Create Time Entries and Attendance Import Create Time Entries and Attendance Import Several enhancements have been made to the Create Standard Time Entries Routine and Attendance Import. Create Standard Time Entries Toolbar options Open/Save - Like custom reports, your custom selections for the Create Standard Time Entries routine may be saved to a query file and re-opened each time you need to run the routine. Users could save the settings for each unique payroll run to help ensure consistency and accuracy when generating time entries. Clear Time Entries - Clicking this button will delete all existing time entries. Other features Include Pay Frequencies - MCSJ will now only display the unique employee pay frequency/pay period combinations existing in your data. If pay periods are defined for a frequency, the current payroll begin and end dates will default. Include Deduction/Earnings - The employee pay frequencies and deduction/earning frequencies now appear separately on the screen and must be selected independently of one another. The

36 deduction/earning frequencies selected will determine which deductions/earnings are included in the payroll. Include deductions with start date prior or equal to: - This option will works in conjunction with the new deduction start date feature. Only deductions/earnings with a start date prior or equal to the date entered will be included in the current payroll. Attendance Import The routine will now automatically create time entries for hourly employees with approved attendance and no existing time entry in the payroll unless the user selects the Suppress auto creation of time entries box. Screen selections can be saved and re-opened in the future using the Open/Save toolbar buttons. Include Pay Frequencies - The routine will only import time for the employee pay frequencies selected. Include Deductions/Earnings - For newly generated time entries, the routine will only include default deductions/earnings with the selected frequencies. Include deductions with start date prior or equal to: - This option will works in conjunction with the new deduction start date feature. Only deductions/earnings with a start date prior or equal to the date entered will be included on newly created time entries

37 Deduction Start/End Dates Deduction Start/End Dates A deduction start date can now be specified on a deduction/earning code. A payroll deduction start date can also be specified on a benefit so that the corresponding payroll deduction is updated. The Create Standard Time Entries Routine and Attendance Import will now prompt for a date so that employee deductions scheduled to start after a specified date will not pull into the current payroll. A deduction end date may also be specified if the user wants the deduction to stop after a certain date. Employee Deductions/Earnings Employee Benefits The Benefit Effective Date and Benefit Expiration Date fields are informational only. They will not affect a deduction's payroll start date. Updating a benefit's payroll start/end date will update any corresponding payroll deduction

38 - 38 -

39 Employee Maintenance - Classification Tab Employee Maintenance - Classification Tab Options are now available to suppress the printing of regular hours on an employee's check and to import regular hours for salaried employees. In addition, the Reduce Regular label has been changed to be more descriptive of its purpose. Suppress Reg Hrs on Check - This box can be checked to suppress the printing of Regular pay type attendance hours on pay checks. Import Reg Hrs - This box may now be checked for salaried employees. If the base hours imported do not match the employee's normal base hours, the Pay Regular Salary flag will be turned off on the employee's time entry. Import Exception Time/Reduce Regular - This box should be checked when Regular pay type attendance hours are not recorded or should not impact the employee's pay

40 Job Title A Job Title field has been added to the Employee Maintenance. Job Titles are user defined and added in Job Title Maintenance. Maintenances>Job Title Maintenance

41 Master Schedule Rollover Master Schedule Rollover The Master Schedule Rollover routine has been added to allow all master schedules for the new year to be created simultaneously. Previously, users had to create a new master schedule for each schedule individually. Instructions for the routine are provided on the screen

42 Employee Negative Balance Report This new report will list all employees with negative accrual time balances as of a particular date. It may be generated to Excel. Reports>Employee Negative Balance Report

43 Parameter Maintenance Parameter Maintenance Personnel Parameter Maintenance contains new fields for Delaware pension reporting and NC retirement and ORBIT reporting

44 Pay Periods An organization's yearly pay period(s) may now be defined in MCSJ, which will allow the current pay period to default during attendance and payroll processing. This is an optional feature designed to save users time and limit key punch mistakes during attendance and payroll processing. Pay periods can be globally assigned by department or individually assigned to each employee. Pay Period Maintenance Maintenances>Pay Period Maintenance Create your organization's pay periods in Pay Period Maintenance. The maintenance will also be used to update the current payroll period after each payroll. To create a new pay period, click Add. You will be prompted to enter the information shown in the above figure. After clicking Ok, the system will build out the yearly pay period. The user can enter a description for the pay period and define the current payroll period by checking the Current box next to the appropriate date range. Click Save

45 Pay Periods At the current time, the Payroll clerk is responsible for updating the current payroll period after each payroll is processed. They will need to pull up each Pay Period Id and click Edit to select the new current period. Assigning Pay Periods to Employees Pay periods can be assigned to individual employees on the Classification tab of Employee Maintenance or by globally editing employees from the Department Maintenance. In most cases, it will be easier to globally edit from the Department Maintenance and then edit any employees who are exceptions. Global Edit by Department Maintenances>Department Maintenance

46 Select a department and click Global Edit. Use the picklist to select a Default Pay Period Id and then click Global Save. All employees in the department will be updated with the pay period id. If you don't use the global edit feature, no employees will be updated. Edit Employee If an individual employee needs to have their Pay Period Id edited, make the change on the Classification tab of Employee Maintenance

47 Pay Periods Pay Period Defaults Current pay periods will default for employees with an assigned Pay Period Id in the new Employee Timesheets. The Create Standard Time Entries and Attendance Import routines will also default the current pay period when the pay frequency and pay period combination is selected by the user. A pay period picklist is available on employees with a Pay Period Id

48 Personnel Costs Report This report is designed to help estimate the total cost of an employee. The report factors in employee earnings as well as employer benefit, retirement and tax contributions. The report may be generated to Excel

49 Position Control Position Control Position Control may now be entered for sub departments as well as a main department. Sub departments are optional and users may continue to enter positions for a main department by only specifying the first segment of the department when adding a new Position Control record

50 Time Entry Maintenance Two major enhancements have been made to the Time Entry Maintenance: 1. Ability to recalculate an individual time entry 2. For HR users, the ability to edit and add attendance transactions in the Time Entry Maintenance Recalculate After making changes to a time entry, users may now recalculate the individual time entry to review the impact the changes have made on the employee's pay without having to recalculate the entire payroll. The recalculation will produce a payroll register and budget distribution report for the employee. Prior to updating the payroll, users should still recalculate the entire payroll and print new register and distribution reports

51 Time Entry Maintenance Attendance Tab H/R Attendance users will now notice an Attendance tab on the Time Entry Maintenance. This tab will allow users to modify imported attendance or add new attendance transactions. Click Edit on the main toolbar to enable the Attendance tab's toolbar. Add - Click to add a new attendance transaction. Adding a new transaction will also create a transaction in the Attendance module. Edit - Select a row and click Edit or double click on a row to change an attendance transaction's date, code, hours, rate charge account, description, or tracking id. Modifying a transaction will also update the Attendance module. Delete - Select a row and click Delete to permanently delete an attendance transaction. This not only removes the transaction from the time entry, but also removes it from the Attendance module. Click Save on the main toolbar to save the changes. Picklists <F3> are available in the attendance code, rate, charge account and tracking id fields

52 Employee Timesheets Employee Timesheets have replaced the Employee and Department Schedules from previous MCSJ versions. Timesheets may be used with or without schedules being assigned to your employees and may also be used as an alternative to attendance batches. Unlike the processing of employee schedules in previous MCSJ versions, there is no step to create an attendance batch before updating the time. If desired, user security can be implemented to utilize a "department head approval" process. As part of the new timesheet features, users will notice that attendance transactions on the timesheets have the following status options: Draft - Transaction appears on an employee time sheet, but has not been submitted for approval. Essentially, this is a "work in progress" or planned transaction. Submitted - Transaction was submitted by the timekeeper for approval by a department head or other supervisor. Approved - An updated attendance transaction. For payroll users, it is eligible to be imported into payroll. Time Entry - Transaction has been imported to an existing payroll time entry. Transaction must be edited on the payroll time entry or removed from the time entry and changed back to a draft status before it can be changed. Paid - Transaction is paid and cannot be modified. H/R>Attendance>Employee Timesheets

53 Employee Timesheets Users will only see the department(s) they have access to listed on the left panel. They may expand a department to see a list of employees and then click on a name to select the employee. Alternatively, they may also use the Emp Id or Name (last name) picklists to type in or select an employee. Pay Period - A pay period date range must be entered to display the attendance days on the calendar. If the employee selected has a Pay Period Id assigned to them, the current payroll period will default or the user may select a pay period date range from the Pay Period picklist. If the employee does not have a Pay Period Id, then the user must enter the date range for which they wish to enter time. Show Weekends - Check to display weekend days on the calendar during the date range entered

54 The above example shows an employee with scheduled time, so the work days already appear on the calendar. If the employee has no schedule or isn't scheduled to work, the days will simply be blank. Main Toolbar Click Edit on the main toolbar to begin editing or adding attendance for the employee. This will enable the mini toolbar buttons for each day on the calendar. See Days Toolbar. Previous/Next - Moves to the next employee in the department. Print - This button can generate an Attendance Verification Listing (Detail or Condensed) for the current employee, current department, or all user accessible departments. The dialog below will appear to make your selections. Update Status - This button allows the user to change the status of attendance transactions for the Current Employee, Current Department or All user accessible departments. The user may submit the time or

55 Employee Timesheets go right to approved if they have the necessary security access. Previously submitted or approved time can be changed back to a draft status as well. Only attendance during the pay period and date range specified on the screen will be processed. Leave the Include any Draft time prior to Pay Period Begin Date box checked to change the status of any Draft, Submitted or Approved time prior to the pay period begin date you've entered. This box should be checked if you've made prior period adjustments

56 Days Toolbar Add - Click Add on a day's toolbar to add a new transaction. Type in or use the picklist <F3> to select an attendance code. Enter the number of hours. If you need to enter an entry description, change the rate, charge account or tracking id, click the Detail button on the toolbar. Click Save on the main toolbar when finished. Edit - Select an existing row and click Edit on the day's toolbar to change the attendance code <F3> or hours for the row. If you need to enter an entry description, change the rate, charge account or tracking id, click the Detail button on the toolbar. Click Save on the main toolbar when finished. Hold down the CTRL key and press Tab when finished editing a day in order to jump to the next day. Detail- With a row selected in add/edit mode, click this button to enter additional information for the transaction. Only users with proper security may change rates. Click Ok to continue

57 Employee Timesheets Delete - Select an existing row and click Delete to remove the transaction. Click Save on the main toolbar when finished. Only transactions in a 'Draft' status may be edited or deleted. Use the Update Status button on the toolbar to change 'Submitted' or 'Approved' transactions back to a Draft status. Paid transactions may not be edited or deleted. Attendance Auto Approval The Attendance Auto Approval routine is optional. It is intended for organizations who require a department head or other supervisor to approve departmental time and attendance. In order to utilize the routine, a department head's user id must be assigned to the department(s) for which they need to approve time. This is done in Personnel Department Maintenance. Department Maintenance - Assign Approvers Up to two users at a time can be given access to approve time and attendance for a department

58 Attendance Auto Approval Routine This routine will allow an authorized approver to verify and approve submitted time for their department(s). H/R>Attendance>Attendance Auto Approval Select a Pay Period or simply enter the pay period Date Range

59 Employee Timesheets Select the department(s) to approve or leave blank to include all of the user's departments (must have security access). Click Next with the Verification Listing button selected. A Detailed or Condensed listing must be printed and reviewed. In the Status Change box, choose whether to Approve or Deny the time for the selected department(s). With the Update button selected, click Next to update the status. Denying the time will change the status of the attendance transactions from 'Submitted' to 'Draft'. Approving the time will change the status of the attendance transactions from 'Submitted' to 'Approved' and the transactions will become eligible for payroll processing

60 Tracking Ids Tracking Ids may now be referenced on attendance transactions. The transactions will appear on the Tracking Id report located under the Finance>A/P menu. Use the <F3> picklist to reference a Tracking Id in the Attendance Batch, Employee Time Sheets, or Time Entry Maintenance Attendance tab. Tracking Id's must be added in Finance>A/P>Tracking Id Maintenance

61 Vacation/Sick Status Report Enhancements Vacation/Sick Status Report Enhancements This report now contains options to calculate the value of accrued leave time and to convert available hours to days

62 AR

63 A/R Refunds A/R Refunds The Create Misc A/R Refund Payments routine has been added to handle refunds of credits/overpayments for A/R Customers. It will generate a refund purchase order and remove the credit balance for a selected customer. The routine replaces the Customer Refund option previously located in the Cash Receipts Batch. Prior to utilizing the routine, the AR Refund AP account number (typically Accounts Payable) must be filled out in Finance>Fund Maintenance. A/P>Purchase Order>Create Misc AR Refund Payments

64 To run the routine, use the picklist to select the Customer Id of a customer with a credit balance. Vendor Id Prefix - If no vendor id exists for the selected customer, MCSJ will automatically create a vendor id and will use this prefix in the assigned vendor id. The PO information and default purchase order status may be changed if desired. The Posting Date is used to encumber/receive the PO and post the A/R refund adjustment. Users may select to refund credits and/or overpayments for the customer. Click Next to run the routine

65 Cancel Invoice Lines Cancel Invoice Lines Enhancements to the process of canceling invoice line items have been made that allow for partial cancellations and for an optional reporting adjustment code to be specified. The billing on a paid item can also be canceled and resulting credits can be refunded or applied to other invoices. Users will now select the Cancel button on Invoice Line Item Maintenance. A cancel invoice dialog will appear. The user may cancel any amount up to the billed item total regardless of whether any portion of the balance has been paid. A Cancel Date must be specified and then a Cancel Reason and Cancel Code may optionally be specified by the user

66 An invoice cancel transaction can be reversed by entering a negative cancel amount. Cancel Code Maintenance Users may optionally define a set of reporting codes that indicate why an invoice was canceled or adjusted. Misc A/R>Invoices>Cancel Code Maintenance Cancel Listing This report provides a list of canceled invoices by customer or service id. A cancel code range can be specified. Misc A/R>Invoices>Cancel Listing

67 Cancel Invoice Lines

68 Apply Overpayments/Credits The Apply Overpayment Routine has been modified to handle the application of credits (created by canceling paid invoice lines) and to apply overpayments/credits to all invoices for only a particular customer. Misc A/R>Apply Overpayment Routine

69 Customer Maintenance Customer Maintenance Enhancements to A/R Customer Maintenance include: Local License # fields added 'Do Not Accept Online Payment' (WIPP users) Increased length of WIPP pin Increased length of E-Verify number

70 Utility

71 Bulk Utility Letters Bulk Utility Letters PDF form letters can now be printed in bulk for a group of accounts. There are two "Source" methods that can be used to select the accounts and determine how the form fields in the letter will populate. Each source option is described below. Utility Accounts>Account Letters MCSJ Source Choose MCSJ to use the criteria options on the screen to filter the accounts for which you wish to generate letters. The PDF file you select must contain valid MCSJ pdf form field names and will populate with the corresponding MCSJ information for each selected account. Excel Source With the Excel source option, the user will first select a PDF file containing valid MCSJ pdf form field names. The field names will each populate on the screen with a combo selection box. Then, the user will select an Excel document containing the accounts to receive letters and any columns of information they want to populate on the form for each account. The column headings from the Excel spreadsheet

72 will be made available for selection under each PDF field combo box, essentially allowing the user to choose where the information from the Excel file will appear on the PDF

73 Delinquent Notices Delinquent Notices Utility delinquent notices can be optionally ed to e-bill customers. The system must be configured appropriately for e-billing as the system will use the E-bill "From" address in the Utility Parameters and will only send e-notices to the bill to and/or owner names configured for e-bills. In addition, a PDF delinquent notice form MUST be installed in the MCSJ\UtilityBilling directory. Notice Type - Select E-Notices. Page 2 Name /Address to Print - Your selection in this field will determine whether e-notices are sent to Bill To, Owner, or Both addresses

74 Include E-Bill Accounts for Printed Notices - This box is only applicable when printing notices. If checked, notices will also be printed for accounts set to receive E-bills

75 Recalculate a Single Utility Bill Recalculate a Single Utility Bill Instead of recalculating an entire billing cycle when an individual bill is incorrect, a single Utility account bill may be recalculated from the Utility Account Maintenance screen. After editing usage or making other changes to an account with an incorrect bill, users can click the Recalculate Bill button on the General tab of Utility Account Maintenance. The user will be prompted to select a service and year/period to recalculate. A calculation preview screen showing the original and recalculated billing amounts will appear for the user to review. Click Update to process the recalculation. The old billing will be deleted and replaced with recalculated billing

76 If the billing has been posted to revenue, the user has the option of reversing the Update Receivables to Revenue posting or allowing the system to create negative billing adjustments to remove the account's original billing. See the figure below

77 Final Bill Print Final Bill Print Utility final bills will now include detailed charges and will print via a PDF form. The PDF form will be automatically installed during the 4.2 upgrade

78 Work Orders

79 Worker Maintenance Worker Maintenance The Worker Maintenance stores names, default schedule availability and other miscellaneous information for employees who are assigned or referenced on work orders. Work Order>Worker Maintenance Click Add to enter a new Worker Id (up to 8 alphanumeric). Worker Type - The worker will only appear in worker picklists on the type of work order selected in this field. Choose All if the worker should appear in all worker picklists

80 Worker Schedule The Worker Schedule is an interactive calendar used to schedule and view work order appointments. Work Order>Worker Schedule Double click on a day to view or edit the schedule

81 Worker Schedule The white areas of the schedule represent the available times for each worker. Click Show All on the toolbar to display workers who are not regularly available on the day. Double click on a time slot to schedule or edit a work order appointment

82 Select an existing work order. Optionally, the Open Maintenance button can be used to open the Work Order Maintenance screen for the selected work order. The Comment button can be used to enter notes on the work order. Click Ok to save any changes. The appointment information will be updated to the work order

83 Work Orders - Customers & Invoices Work Orders - Customers & Invoices A work order can now be entered for an A/R customer and an invoice may be generated from the work order. Work Order Code Maintenance - Customer Service A/R Customer work orders will only accept 'Customer' Service Type work order codes. Add a new code and choose Customer under Service Type. If the work order code is billable, check the Billable box and select a Service Id. Work Order Maintenance To add a work order for an A/R Customer, choose the Customer Id option from the Type field

84 Select a Customer Id. Click on the Service Codes tab. Use the picklist <F3> to select a Work Order Code. Only Customer work order codes will appear in the picklist

85 Work Orders - Customers & Invoices Click Save when finished. Invoicing the Work Order Customer type work orders will display a Create Invoice button as shown in the figure below. If a billable work order code has been assigned, you may click the button at any time to generate an invoice. Otherwise, the invoice will be generated when the work order is processed during the Process Completed Work Orders Routine

86 Invoicing the work order via the Create Invoice button will automatically change the status of the work order to 'Processed'

87 Work Order Department Maintenance Work Order Department Maintenance The departments that work orders are assigned to are created in the Work Order Department Maintenance. A department head and back-up department head can be specified for automated notifications. The notification will appear in MCSJ for these users when a work order is assigned to the department. Work Order>Work Order Department Maintenance Click Add to enter a Department Id (up to 15 alphanumeric). If desired, use <F3> to select a Department Head and Department Head Backup. A Worker Id must be added in Worker Maintenance in order to select a department head

88 Work Order Maintenance - General Changes General Tab Work orders can now be assigned to a particular department and the Inspected, Reviewed, Assigned and Completed fields all require a valid Worker Id to exist in "Worker Maintenance" on page 79. Workers are added in Worker Maintenance and departments are added in Work Order Department Maintenance. Service Codes Tab The service code rows have been condensed and the detail for each row can now be edited by clicking the View Service Code button on the tab's toolbar

89 Work Order Maintenance - General Changes When needing to edit the information for a service code (e.g. meter information, readings, etc.), select the appropriate row and click the View Service Code button. A dialog screen like the one below will appear and allow for the appropriate information to be edited

90 Click Ok to accept the changes. Click Save when finished editing the work order

91 Work Order Reports Work Order Reports Custom Report The Work Order Custom Report replaces the Work Order Management Report. The Custom Report can be generated to Excel. Users can enter a variety of filtering criteria and choose the information to appear on the report. Options to include billable work orders and to filter based on the meter services on the work order have been added. As with other MCSJ custom reports, users may save report selections as a query for easy retrieval in the future. Work Order>Work Order Custom Report

92 - 92 -

93 Work Order Reports Work Order Inquiry The Work Order Inquiry allows users to enter search criteria to look up existing work orders. Results will appear in a grid format and users can choose to view a work order in report format or to open it in the Work Order Maintenance. Work Order>Work Order Inquiry

94 Work Order Change Transaction Inquiry The Work Order Change Transaction Inquiry now appears on the work order menu and will track changes to the Work Order Maintenance, Worker Maintenance and Work Order Code Maintenance. It was previously accessible under the Utility Change Transaction Inquiry. Work Order>Change Transaction Inquiry

95 Work Order Reports

96 NJ Tax

97 Redemption Check Cleared Date Redemption Check Cleared Date A date field is available in Lien Account Maintenance for referencing when a redemption check cleared

98 Lien Account Status to Excel The Lien Account Status report (Detail or Condensed) can be exported to Excel

99 Special Assessments - 3 Decimal Rate Special Assessments - 3 Decimal Rate A 3 decimal place interest rate is now supported in Special Assessment Type Maintenance

100 Tax Delinquent Report by Lien Holder The Tax Delinquent Report by Lien Holder Id now includes lien certificate numbers and has the capability of listing subsequent charges by balance type for each lien holder

101 Tax Account Maintenance Tax Account Maintenance The Tax Account Maintenance now contains a historic district field and the length of the WIPP Pin has been increased. In addition, the Special Assessment flag will be removed when the special assessment account is paid off

102 Create Tax Refund Payments Routine This routine will create adjustments to refund Tax account credits and simultaneously create a purchase order to issue the refund. A/P>Purchase Order>Create Tax Refund Payments Refunds can be processed for a single account or a range (blank for all). Batch Id - Adjustments will be added to the batch id specified. The batch MUST still be verified and updated. Bill Year/Period Range - The routine will only process refunds for accounts with a credit balance in the specified year and period range. If the refund adjustments were previously entered, the routine will generate purchase orders for accounts with a refund adjustment in the specified year and period range (See Search Adj Code). As of Date - Account balances are calculated as of this date. In addition, the purchase order and adjustments will be assigned this date. Search Adj Code - This adjustment code should only be specified if the refund adjustments have already been updated to the account(s). The routine will only generate a purchase order if it finds the

103 Create Tax Refund Payments Routine specified refund adjustment code in the year/period range. If the refund adjustments still need to be create, leave this field blank. Minimum Refund - The routine will only generate refunds greater than or equal to this amount. Charge Account - Select the type of account and then the account to issue the refund against. Vendor Id Prefix - If no vendor id exists for the BLQ to be refunded, a new vendor id will be generated using the prefix specified. If the refund address for a vendor differs from the BLQ owner address, the user may edit the vendor address in Vendor Maintenance before processing the purchase order. Specify the default purchase order information. Select the appropriate refund adjustment code. If an account potentially has a Misc Charge credit balance, select the Refund Misc Charge Credit box and specify a different refund adjustment code (must have Misc. Charge box checked on adjustment code). Click the Preview button on the toolbar and review the amounts to be refunded. The listing may be printed. Click Next and a dialog will appear giving the user the ability to de-select any refunds they do not want to process. Click Update to process refunds for the selected account(s). The user will be prompted to print a listing of the generated purchase order(s)

104 If created, the Adjustment Batch must still be updated before the refund adjustments will show on the accounts

105 Construction Permits & Code Enforcement Construction Permits & Code Enforcement

106 /Calendar Scheduling An ical appointment can be sent automatically via when using the Inspection Schedule to create inspections. To utilize this feature: 1. Complete the field for each participating inspector in Inspector Maintenance. 2. Schedule the inspection from the Inspection Schedule and click the Send ical button next to the inspection(s) for which you want to send an ical appointment

107 /Calendar Scheduling

108

109 Change Transaction Inquiry Change Transaction Inquiry A CPCE Change Transaction Inquiry has been added to the Construction Permits/Code Enforcement menu. The report tracks changes for Permits, Code, and Rentals. These options were previously located under the Misc A/R Change Transaction Inquiry. Construction Permits/Code Enforcement>Change Transaction Inquiry

110 Permit/Violation Invoice Format Users now have the option of implementing a separate permit/violation invoice format. If desired, the invoice format, message, mail to address and contact information may be specified on the Invoices tab in CPCE Parameter Maintenance

111 Inspector Maintenance - Signatures Inspector Maintenance - Signatures Signature font fields were added to the Inspector Maintenance. If a File Name is entered, the inspector's signature will appear on the violation notice if the inspector is identified as the lead inspector on a violation. Signature fonts must be installed on the PC printing the violation notice

112 Ordinance Maintenance - Compliance Days Compliance days/months can now be defaulted from the Ordinance Maintenance

113 Purge Permits Purge Permits A special utility program for purging old permits has been added to the MCSJ Special Routines program. The program will purge completed/closed permits based on issue date. This routine should be used with caution. Contact an E&A representative if you need access to the Special Routines program. A 'Do Not Purge' flag has been added to Construction Permit Maintenance

114 Violation Format Maintenance MCSJ now supports unlimited violation form formats in the new Violation Format Maintenance. Code Enforcement>Violation Format Maintenance Print Ordinances - The From Inspections Tab option will additionally print the Comments field from each row of the Inspections tab which references an ordinance

115 Other Features Other Features

116 General System Features Duplicate User Security A user record's security settings can now be duplicated when adding new users. System Utilities>User Maintenance Select an existing user in User Maintenance and click the Duplicate button on the toolbar. Enter the new User Id and Name and then click Ok. Fill out the password and other unique information for the new user and then make any edits to the security settings before clicking Save

117 General System Features Require Password Resets A system administrator can now require users to reset their passwords on 30,60,90 or 120 day intervals. System Utilities>System Parameter Maintenance The system must be locked under System Utilities>Lock User's Access in order to change this setting. Change Transactions All change transaction reports will now time stamp change transactions made after the upgrade

118 Payment Postmark Date The Payment Window now contains a "Postmark Date" option allowing users to automatically waive penalty or adjust per diem interest if a payment was postmarked prior to its due date. Penalty Users The user may click the Postmark Date button and enter a date prior to the actual Payment Date. If the system determines penalty was calculated after the postmark, the penalty will be removed from the screen and a message will appear in the status bar of the window indicating how much penalty will be canceled. Penalty will be removed from the account when the batch is updated. Per Diem Interest Users

119 Payment Postmark Date Changing the Postmark Date will change the Interest Date and recalculate interest as of the date entered

120 Escrow PDF Insufficient Balance Notices Users now have an option of installing a custom insufficient balance notice form. Form location and name:...mcsj\forms\escrow\insufficientbalancenotice.pdf An electronic copy of your custom letter can be sent to support@edmundsassoc.com and an E&A representative will create your form

121 Animal Licensing Animal Licensing Payments Animal payments will now appear in the Payment Batch and may be deleted prior to the batch update. Deleting a payment from the batch will automatically remove the license so that the user no longer has to enter a payment reversal to fix a posting error. Licenses will display a "Payment in Batch" message until the batch is updated

122 License Notices/Labels License notices and labels can be printed in license id order

123 Virginia Personal Property Virginia Personal Property User Security Levels Personal Property now has its own user security level and is no longer part of A/R security. Please contact an E&A representative for the complete security level document. Personal Property Maintenance A status selection of 'New' has been added for vehicles in Personal Property Maintenance. This status allows vehicles to be added after January 1, but not get billed for that tax year

124 DMV Batch Enhancements (City and County only)

125 Virginia Personal Property The Import button will allow for the DMV file to be selected for import. Show Exact Matches - Deselect to only show vehicles with differences between the DMV records and MCSJ records. Update All Addresses / Update Address - Check to update the address of the existing MCSJ customer record. Show Address - Use the combo box to display Address 1, 2 or both in the batch. The Detail button now compares DMV and existing customer data on the same tab. A Notes tab has also been added within the Detail button view