Table of Contents. Accounts Payable Payroll.15 TT Taxes on Payroll Accrual Inventory TT Multiple Transfers.

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2 Table of Contents General Ledger 3 TT CPR Transfers TT Import MJE....5 TT Import Multiple MJEs...6 TT Retiring Fixed Assets TT Auto Dispose Fixed Assets 7 TT Form 7 Additions....8 Accounts Payable Payroll.15 TT Taxes on Payroll Accrual Inventory TT Multiple Transfers.23 Work Management...24 TT Export Estimate Project Cost...24 TT Default Plant Type Reconcile TT Add Check Note.26 TT Prenote Accounts Page 2

3 TT General Ledger\Maintenance\Fixed Assets Fixed Asset ID s to be unique by company TT General Ledger\Maintenance\GL Accounts MJE numbers to be unique by company ^^^These 2 test tracks are to ensure no gaps in the ID s by company. TT General Ledger\Reports\Form 219 This will allow the Loan Funds on the RUS 219 report to show negative dollars. The configurations: PROJECT - POPULATE_NEGATIVE_BALANCE_PROJECT and PROJECT SHOW_219_NEGATIVE_BALANCES must be set to Y. TT General Ledger\GL Account Lookup A new source added to the General Ledger UNB_REV. CIS. Users can drill down on the source for more details. Ability to calculate unbilled revenue was added in Page 3

4 TT General Ledger\GL Account Lookup The freight values entered on an Accounts Payable voucher now have a column in the GL Account Lookup drill down. TT General Ledger\GL Account Lookup The ability to link imaging system to drill information so the scanned documents can be viewed. A new hotlink, View Scanned Transactions, has been added to the Drill Down box in GL Account Lookup form. Only documents for the sources, APVCHR, MJE, MJE_AUTO, MJE_REV, MJE_RECUR and APPUR. After documents are scanned for the transactions entered, the hotlink will allow the user to view the scanned documents of the transaction. At this time, there are only two different document viewing systems, KWIKTAG and IMAGENOW. The configuration, DOCIMAGING - SCANNING SYSTEM would be populated with the system being used. TT General Ledger\CPR Transfers The ability to transfer multiple CPR quantities and dollars is available. Page 4

5 TT General Ledger\Manual Journal Entry Importing journal entries from an Excel spreadsheet: A majority of accounting depts use Excel for creating back-up for their journal entries and possibly creating the MJE itself. The import file layout must be.csv. Header record: Indicator: 'H' for master Description Transaction Date (DD-MON-YYYY) MJE Type: MJE, CPR, FA, INV Auto Reverse: For standard and recurring MJEs only Recurring: (Y/N) to indicate if MJE is a recurring MJE Expiration Date: For recurring MJEs only Number of Postings: For recurring MJEs only Zero Balance: For recurring MJEs only Detail record: Indicator: 'D' for detail GL Number Transaction Type: 'CR' for credit; 'DR' for debit Amount Project ID Cost Code Inventory Number Quantity Warehouse Inv Type (from inventory_types table) Department Number Fixed Asset ID Manufacturer ID Activity (full description) Update Fixed Asset Original Cost: (Y/N) Vehicle ID Gallons Odometer Hours H,Test MJE,02-Dec-2014,MJE,N,,,,,,,,, D, ,DR,200.00,,,,,,,20,,,Maintenance D, ,CR,200.00,,,,,,,20,,,Maintenance Once imported, if any errors have occurred, these are written into a form on the MJE tab that shows the user exactly what needs to be corrected before the import can be imported. The MJE will not post if the user does not have that security. The sent for approval (if using this functionality) will include the Company ID and MJE type. Page 5

6 TT General Ledger\Manual Journal Entry The functionality to import journal entries was first developed for only importing one MJE at a time. This test track allows the import of multiple journal entries in one import. The file layout remains the same, but for each different journal entry there must be a header record (H) in the first position. This import can include MJE s of different types: Standard, Inventory, Fixed Asset, etc. The error form will work the same as shown above. This functionality to import journal entries will give a critical audit if the entries have not been posted due to the user not having the security to do so. TT General Ledger\Maintenance\Other Spread Accounts\Destination Accounts When setting up the destination accounts for Additional Spreads, the user can employ the same General Ledger number with different departments. Each of the destination accounts has a different department TT General Ledger\Maintenance The application will retire a fixed asset when posting End of Month. There is set up to use this functionality. For each Plant GL number associated to a Fixed Asset type, a custom attribute of Fixed Asset Cash Disposal Account. A critical audit will occur if a fixed asset has been set to be retired and the Cash Account does not exist. Page 6

7 On the fixed asset form, once the asset has been sold, the user would enter the cash amount and the disposal date. The General Ledger transactions will occur when month end is posted. There will be a Credit to Plant, Debit to Accumulated Depreciation, Debit to Cash (the account associated with Custom Attribute) and a Credit/Debit to the Net Gain/Loss account. If the fixed asset is fully depreciated and just needs to be removed from the books, a zero can be entered in the Disposal Amount field with a date and once end of month is posted, the system will credit the plant account and debit the accumulated depreciation. Once the End of Month is posted, the fixed asset will be set to Inactive. TT General Ledger\Maintenance In conjunction with the new functionality to retire a fixed asset, a configuration has been added to allow the use of the Disposal Amount and Disposal Date fields without actually retiring the fixed asset at month end. The user would enter the MJE to retire the fixed asset and then populate those fields for their information. Configuration: GL_MAINTENANCE FIXED_ASSET_AUTO_DISPOSE. This defaults to Y. To use the fields without the system retiring the fixed asset, the configuration should be set to N. TT General Ledger\Maintenance The Add Note hotlink has been added to the Substations and Substation Details forms. Page 7

8 TT97018 General Ledger\Maintenance The parts, D through Q, have been added to the General Ledger report, Financial and Operating Report Electric Distribution (Form 7). This form can be uploaded to CFC only. Set Up: When adding a new General Ledger number, there is a new button, Report Setup, to be populated. Select the Part, the Item and if it is to Include or Exclude (Part Q) click Add. Page 8

9 General Ledger/Reports/Financial and Operating Report Electric Distribution/New Form: The user can select Cumulative and the report will include all months up and including the Period Ended date. For those parts that are not automatically populated from the client s data, can be manually added by clicking the EDIT PART? button at the left top corner. The only parts that are not editable are A and C. Each part can be exported to Excel by using the Export button at the top of the form. The Create File button is used for the CFC borrowers. The file is created and placed on the fis/io drive. A message will come up to the location of the file. Page 9

10 TT General Ledger\End of Month The Direct Labor Capital Spread has separated the Direct Labor Benefits and Indirect Labor Benefits. This is to reduce the Benefit allocations to the projects that have the Indirect Labor override. The projects that have the Indirect Labor overrides will not receive a percentage of the Indirect Labor total deposited in the CWIP Benefit account in the Benefits and Labor Spread. These projects will only receive a percentage of the Direct Labor Benefit total. Projects that do not have the override will receive a percentage of both Direct and Indirect Labor Benefits. TT General Ledger\End of Month This functionality corrected the out of balance for vehicles at month end. It was due to the re-spreading of dollars charged to the subsidiary account based on hours and not miles. A new configuration was created to aid in the correction. PROJECT TRANS_SUB_SPREAD_BASIS (can be either MILES or HOURS). This basis is how the End of Month process will spread the dollars charged to the subsidiary accounts. The default is MILES. This functionality will identify the charges to the subsidiary accounts (CWIP MISC account, Indirect Labor for Construction and Retirement, and the TRANS_SPREADACCT2 account) for Direct/Overhead Spreads. Once the calculation is complete, the values are posted to the projects for both Construction and Retirement. TT General Ledger\End of Month In conjunction with TT102087, this functionality will not include the CWIP MISC dollars to be re-spread back to the projects if the configuration is set to N. Configuration: PROJECT TRANS_SPREAD_MISC (Y/N). Page 10

11 TT General Ledger\End of Month The project description has been added for all critical audits regarding Projects. To see the whole description, place your cursor in the Description field and use the right arrow key to move the description to the left. This will allow the user to see the complete description. TT General Ledger\End of Month Change the source of EOM_RETIRE to EOM_SLVGE for the clearing RET records for salvages in the General Ledger only. TT General Ledger\End of Month New columns for Depr Exp GL and Acc Depr GL have been added to the Plant Depreciation form in End of Month/Calc. Page 11

12 TT General Ledger\End of Month The process of retiring special equipment items associated to a substation has been revised. Substation closing with installed SE item: 1. Determine the last AP invoice for the item ((amount+tax+freight)/quantity) this goes into project cost table. 2. Get the estimated install costs for the special equipment item. General Ledger entries: 1. Debit CWIP for value of #1 2. Debit Estimated install costs GL number for the SE CPR 3. Credit Plant account of the SE item for value of #1 (also remove the quantity from plant) 4. Credit Plant account for the special equipment item s estimated install costs. Closing the Project: 1. Debit the substation CPR for project value 2. Credit CWIP for the project value. For salvaged special equipment items: insert into project cost the PROJRET record and process the salvage from the substation CPR back to the CPR tied to the inventory number. For retired special equipment, the Sheettype column will be used in project cost to differentiate between junked and salvaged. (JUNK/SALVAGE) TT General Ledger\End of Month Direct Labor Capital Spread is only picking up allocations from the Benefits Spread and not including any transactions that occurred in GL for those accounts. The balance will now be included for the 107XXX2 Benefit account. TT General Ledger\End of Month The credit records to wash out the NON PROD accounts when posting end of month will now include the department number of the employee that entered Non Prod time. CONFIGURATIONS: EOM. ZERO_NON_PROD_GL_BY_DEPT (Y/N) If the configuration is set to N, a single transaction will write into GL to zero out the Non Prod accounts. If set to Y, the Non Prod accounts are zeroed out by department. This will be multiple transactions for each department. Page 12

13 TT and TT General Ledger\End of Month During the month end process, the minor materials included in an assembly added to a staking sheet or added to a staking sheet individually will post directly to the projects when the month end is posted. In the End of Month process, the system will add up all the minor materials added to staking sheets (using the current cost) for the month closing. It will then subtract that value from the balance in the Minor Material Clearing account. The balance left will be expensed using the Spread table in General Ledger Maintenance / Spreads. On the Minor Material Spread form, the wording is changed to AMT to Projects. This will show the total value of the minor materials that will be charged to the projects if the configuration, EOM.MI_COSTING is set to Y. This is strictly for the issuing of Minor Materials. To use this functionality: Cannot set a fixed percent in the General Ledger/Maintenance/End of Month Options for MI to be capitalized. The configuration to track Minor Materials cannot be set to Y. In the Major Material Capital Spread, there will be no value for Minor Materials to the projects due to the new process above. The Primary Item (in Assemblies) will not work with this functionality. A critical audit will occur if a current cost does not exist for the Minor Material item. These values post to the projects with a costcode of MI and a source of EOM. The General Ledger transaction will post with a source of EOM and a costcode of MI_SPREAD. Page 13

14 TT Accounts Payable\Purchasing Card Maintenance New Search options were added to the Purchasing Card Maintenance form. Active Cards, Inactive Cards and All Cards. TT Accounts Payable\Check Processing For the Echeck to the vendor, the notification will be company specific. CONFIGURATIONS: AP.ECHECK_COOP_NAME and AP.ECHECK_ _FROM After processing Echecks, the will included the correct company name where the checks were processed. TT Accounts Payable\Pcards This functionality allows all transactions for PCards to be imported as Cloned. CONFIGURATIONS: AP.SEND_PCARD_CLONE_ and AP.SEND_PCARD_APPROVAL_ (Y/N) for both. FINANCIALS. PCARD_APPROVAL (Y/N) After the import, s are sent to the employees to let them know to resolve (assign a GL number) to their own transactions. Once they leave the form, an is sent to their supervisor (and Alternate) to approve or not approve the GL number. If not approving, the supervisor can right click and send an back to the employee to try again. Floater card purchases cloned will send an to the employee running the match process for PCard. Page 14

15 The employee will select, Employee Cloned Current Year Report. Highlight the transaction to be resolved and enter a GL number. Using the VIEW hotlink, the employee can edit the GL number only. The credit card number will default for the employee. The Supervisor/Alternate will select, Transaction Approval Report. Check the box at the end of the transaction to approve. The Supervisor/Alternate will use the VIEW hotlink to see the transaction and GL number selected. TT72347 Payroll\Employee Management Functionality allows the 401K and ROTH to be set as percentages. TT Payroll\Employee Management Filters the Available Crew Members list by configuration and custom attribute. CONFIGURATION: PAYROLL. USE_CUSTOM_CREW_LIST (Y/N) Set the custom attribute, Crew Member = Y at the Employee level. ***NOTE**** If a crew member is already listed in the Selected Crew Members and is moved back to the Available Crew Members list and does not have the custom attribute, Crew Member, this employee will no longer show in the Available list until the custom attribute is set to Y. TT Payroll\Employee Management Allows 2 deductions for 401k: a percent and an additional amount. If the configuration, PAYROLL.SECTREPENSION_DED_KEY, is set and the Percent field = Y, then a new field will show for Additional Amount. Employer Match is calculated correctly. Page 15

16 TT Payroll\Maintenance An Active flag has been set for Numonics located in Payroll/Maintenance. Once a numonic is set to Inactive, the numonic is removed from each employee assigned with the numonic. The Normal List flag is set to N. Payroll/Maintenance journal is updated with the change and each employee s journal is notated with the removal. An Inactive numonic cannot be added to an employee s list. TT Payroll\Processing\Audit A new audit has been added for the Payroll Processing. This audit is generated when the employee takes more leave time (VAC, SICK) during the pay period than he has available prior to the pay period. During the Payroll audit, if the configuration, PAYROLL. ALLOW_NEGATIVE_QOH, is set to Y, a black audit will occur letting the user know there is insufficient quantity on hand for the employee. If it is set to N, a red, critical audit will occur and not allow the quantity on hand to be negative nor payroll to be processed until the hours are changed for the employee. This applies only to the hour types where Accrue_Hours = Y. TT Payroll\Time Entry\Weekly This functionality allows the ability to Approve time on the Weekly Time Sheet. This will not allow days to be approved that don t have hours. Only days in the current pay cycle can be approved. If time signing system, this will not allow unsigned days to be approved. Only employees with security to the Time Approval tab will have access to this button. CONFIGURATION: PAYROLL. TIME_APPROVAL (Y/N). PAYROLL. APPROVE_STD_DIST_TIME (Y/N). Page 16

17 TT Payroll\Employee Management Functionality to allow the holiday GL number to be set at the employee level. The custom attribute, Holiday GL Number, can be set at the employee level. There is a configuration, PAYROLL. HOL_GLNUMBER, that is set for the company. But if an employee has this custom attribute, the calculation process will override the configuration and use the attribute GL number. The GL number is used for regular payroll and payroll accruals. TT Payroll\Time Entry\Weekly Leave Summary is added to the Weekly Time Entry form. Page 17

18 TT Payroll\Employee Management The Benefits Distribution information will remain for a terminated employee until after End of Month is posted and then removed. Changes for Benefits Spread by Employee: If an employee is terminated and has no direct labor for the month, the Benefit Spread is to skip the employee and not spread any benefits. If an employee is terminated and has direct labor for the month, process as usual and spread employee benefits. TT Payroll\Processing\Payroll Accrual Disallow tax calculations for payroll accruals. This functionality will not calculate MEDTAX, SSTAX, FUTA or SUTA taxes during the accrual process. CONFIGURATION: PAYROLL. CALC_TAXES_PR_ACCRUAL (Y/N) If set to Y, the employer taxes will write into the payroll accrual table. TT Inventory\Maintenance\NonInventory Master The UOM (Unit of Measure) has been added to the purchase order for non inventory materials. To add the unit of measure, you must add the custom attribute to the non inventory item. Page 18

19 TT Inventory\Inquiry In Inventory Inquiry the project ID is now viewable without drilling down on the PROJ source. TT Inventory\Inventory Maintenance Set up new material type: Track Minor Material quantity or quantity and dollars. CONFIGURATION: INVENTORY. TRACK_MINOR_MATERIAL (N/Y/D) N: do not track quantity of any minor material Y: track quantity only for ALL minor materials All dollars will flow through the Minor Material Clearing account can be issued, received, and salvaged for tracking quantity. The Minor Materials will be available for physical counting. D: track quantity and dollars use custom attribute If tracking quantity and dollars, the minor material item will be treated like Major Material except no CPR is required for the item. All dollars will flow through the 154XXXX (Inventory) account. Available to be issued, salvaged, received, counted and for journal entries, transfers and Miscellaneous Transactions. The costcode for these items are MI-T in the project. Page 19

20 TT Inventory\Orders Requested By field added to Inventory Orders. CONFIGURATION: INVENTORY. REQUESTED_BY_FOR_ORDERS (N/Y) When adding the item to the order, the Department number will default to the department of the Requested By employee. Page 20

21 TT Inventory\Orders Added the ability to search by Closed Orders and Orders > 120 Days. The user can select Closed and a number of days filter. The Custom filter allows the user to enter a date range. Page 21

22 TT Inventory\Orders Added Manufacturer/Catalog # to the Order, Header notes to be viewed in the Receipts form along with Project ID. If only one Manufacturer/Catalog # exists for the item, it will default on the order. If two or more exists, the user will need to use the drop down list to select. Header notes and Project ID show on the Receipts form. TT Inventory\Orders and Receipts Scroll bars added to the Notes sections for Inventory Orders and Receipts. Page 22

23 TT Inventory\Maintenance Functionality to inactivate non inventory materials. Non Inventory items can be made inactive. A message will come up to warn the user if the item exists on any open purchase orders and has not been received. Security must be granted to set the Active Flag. If the item is set to inactive, it cannot be added to any new purchase orders or any receipts made against it if existing on open purchase orders. TT Inventory\Transfers Functionality to enter multiple Inventory Transfers at one time. Page 23

24 TT Work Management\Project Type Maintenance Journal added to the Project Type Maintenance (740C code) form. TT Work Management\Project Management Export button added to Estimate Project Cost. Page 24

25 TT Work Management Alert added when salvaging materials that have a zero average cost. to be sent to the person to correct the average cost. CONFIGURATION: PROJECT. NOTIFY_ZERO_AVG_COST_SALVAGE (Y/N). FIS Support would need to set up s for notification. For salvaging materials, the system will notify the user only if the average cost and current cost is zero. TT Work Management Functionality to set limit for services configured. A message will come up if the services configured is over that limit. This is for both Construction and Retirement. CONFIGURATION: PROJECT. MAX_SERVICE_QTY. TT Work Management Functionality for those tracking quantity and dollars for Minor Materials. 1. Salvages are to show on the RUS 219 form. 2. The monies are to flow through RWIP and Accumulated Depreciation account like Major Material items. GL transactions: Debit Inventory / Credit RWIP Costcode of MI-T / Source of SSTRUEUP Project Closing: Debit to RWIP / Credit to Accumulated Depreciation CONFIGURATION: PROJECT. MI_SLAVAGE_AS_MM (Y/N). Page 25

26 TT Work Management\Project Management Set default for Plant Type in Project Management. CONFIGURATION: PROJECT. DEFAULT_PLANT_TYPE. TT Reconcile\Check Register Add notes when changing the check status - Cleared, Voided, Escheated. Once a check has a note added, the (N) will be placed beside the check number. Page 26

27 TT Reconcile\Prenote Accounts for AP and PR The ability to prenote an employee s payroll bank account at any time instead of during the payroll process. This is secured as to who has access to the fis_io drive for AP and Payroll. The prenote process is located under the Reconcile module. Each check type will show under the tab for Payroll or Accounts Payable. To process, check the box beside the transaction then click Process Prenotes. This will create the file in the fis_io folder to send to the bank. Payroll/Employee Management: When setting up the employee s account, select Y for Prenote. This will bring the pay check to the Prenote Accounts form to process. Accounts Payable/Vendor Maintenance: Set the Prenote flag to Y to have the check added to the prenote process. Page 27