MARATHON FINANCIAL SOFTWARE MARCH 2016 RELEASE. We have added the ability to export the following reports to an Excel format.

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1 GENERAL LEDGER We have added the ability to export the following reports to an Excel format. General Ledger >Reports>Expenditure Budget>Statement of Expenditures General Ledger > Reports>Revenue Budget>Revenue Budget List General Ledger > Reports>Expenditure Budget>Fund/Object General Ledger > Reports>Next Year Budgeting>Expenditure Budget General Ledger >Reports>Revenue/Expense> Consolidated Fund Income/Expenditure Choose the filter option Excel on Export to option to receive the report in an Excel format. General Ledger>Reports>Budget>Status Report We have added two percentage columns, if the filter selection include Fund Balance, Ytd Adjust, and MTD Columns is selected and the report is exported to excel. 1 P a g e

2 General Ledger>Activities>Bank Reconciliation>Check Maintenance>Disbursement Check Quick Recon We have added a quick link to the Payroll Quick Reconcilation to the Disbursement Check Reconciliation Screen. General Ledger>Activities>Bank Reconciliation>Interest Allocation The system will now allocate interest to an account with a $0.00 or negative account balance, if only one account is set up for Interest Allocation. We have added a link to the Interest Allocation Preview report to the page. General Ledger>Reports>Bank Reconciliation>Interest Allocation Preview We have added a link to the Interest Allocation Process to the Preview Report 2 P a g e

3 General Ledger>Reports>Expenditure Budget>Expenditure Amounts Over Budget The Expenditure Amounts over Budget will now include accounts where the YTD is greater than the Amended Budget. MULTI YEAR/AUDIT Multi Year/Audit>Update Current Accrual Journals Journals Reference Numbers that are found to be in both prior and current year will now be highlighted orange. Only Journals Reference Numbers not highlighted will be eligible to update. If a highlighted Journal Reference Number needs to be updated to the current year, the journal reference number will need to be changed to a number that has not been used in the current year. 3 P a g e

4 PAYROLL Payroll>Employees>Employee Folder>Time Clock Locations The display of the Time Clock locations in the employee folder has been redesigned to allow more room to display the description of the location of the clocks. Payroll>Reports>Employee>Employee Salary/ Fringe Benefit We have corrected a rounding issue with the FICA and MEDI expensed amounts on the Employee Salary /Fringe Benefit Report, so that the amounts will now match the actual expensed amount in the General Ledger Journals. Payroll>Reports>Employee>MSIS Demographic>Excel We have added the address, telephone number and the hire date to the MSIS demographic report if exporting as an excel format. Payroll>Reports>Leave> Leave Verification Report We have corrected an issue with the sorting by name. We have corrected the totals column on the report where a #Error message was displaying instead of the total. We have changed the heading for Current Balance to Current Payroll on the leave verification report. 4 P a g e

5 Payroll>Reports>Leave> Leave Summary By Reason We have changed the heading for the column from Reported to Charged on the Leave Summary by Reason Report. Payroll>Activities>End of Period >Fiscal >Utilities>Mass Update Leave Balance The Mass Update Leave Balance Report will now generate in an Excel Format. Payroll>Activities>Leave Adjustment Maintenance We corrected an issue with the Leave Adjustment Maintenance not filtering correctly by leave policy. Payroll>Reports>Account Distribution>General Information /Period to Date We have corrected an issue with the display of the account lines. Payroll>Activities>Payroll Process>Utilities>Post Premium Refund Checks We have moved the General Ledger Post Report created when posting Premium Refunds from the Marathon Print control to a Marathon Web Report. This report is only generated when a premium refund is posted that created an expense for FICA /MEDI matches. Payroll > Reports > Workers' Comp > Workers' Comp Employee Report We have added a grand total to the last page of the report. Payroll > Reports > Workers' Comp > Workers' Comp Detail Account Report We have added a grand total to the last page of the report. Payroll > Reports > Workers' Comp > Workers' Comp Summary Account Report We have added a grand total to the last page of the report. 5 P a g e

6 Payroll > Reports > Workers' Comp > Workers' Comp Summary All Period Report We have added a grand total to the last page of the report. PAYROLL>REPORTS>CHECKS>RECONCILATION We have added a filter option of date checks were cleared to the Payroll Check Reconciliation Report. To access uncheck all check status and select cleared status. A cleared date range will appear allowing the user to filter for checks cleared in a specific date range Payroll>Setup>Deductions>Deduction Setup We have added an Other to the selections to display a deduction on the W2 form. 6 P a g e

7 Payroll>Reports>End of Period>Quarter>MESC Quarterly Diskette Reporting Payroll>Reports>End of Period>Quarter>MESC Unemployment Excess Wage Calculator Both the MESC Quarterly Diskette Report and the MESC Unemployment Excess Wage Calculator will now use Gross Wages instead of the MEDI taxable amounts to comply with the instructions provided for the UI-2 /3 form item 5. See Website for more detailed Instructions Screen shot of UI-2/3 form that includes Item 5 7 P a g e

8 Payroll>Reports>Weekly Time Reported>Employee Time Report >Summary (Client Path) Payroll>Reports>Employee Time Report (Web Path) We have added back the ability to filter for a specific group when entering Weekly time. The user must make filter selections but click Add Time without clicking the filter button. This will allow the user to click next employee to bring up next employee in the filtered group to add time without having to filter for each employee by name. We have corrected issues with the Added, Verified and Processed date filters on the Marathon Web Employee Time Report. We have corrected an issue with modifying a previously entered Employee s Weekly Time Record. This applies to only unposted Weekly Time Records. Posted Weekly Time records still may not be modified. We have limited the amount of the comment on the Time record displayed in the Weekly Time Grid to avoid large spaces between records. We have corrected an issue of time records entered not displaying in the Weekly Time Grid. We have corrected an issue with the system summing time records with the same weekending date. We have added back the Employee s Check Totals to the Weekly Time Report if the user if filtering by Processed Date, selected a Detailed Report and is printing One Employee Per Page 8 P a g e

9 Payroll>Activities>PERS>Generate Retirement File We have corrected an issue with employees with a PERS status date less than 10/31/1997 not being pulled into the PERS file. The employees will now be pulled into the submission file. Districts may receive an error when submitting the file to PERS asking them to change the status date to 10/31/1997 if the employee s hire date was prior to that date. The status date may be changed on the employee s demographic page to avoid errors on future submissions. Payroll>Reports>PERS>Employee Report by Retirement Wage Codes The report will now sort by wage code, then employee name if the selection Reporting Wage Code is selected for Order by. Payroll>Reports>PERS>Summary Report The PERS Summary Report will now display a Wage Code Summary on the last page of the report. 9 P a g e

10 ACTIVE RESOURCES Active Resources > Employee Demographic Change Request We have created a warning if the employee entered less than 4 digits for the Zip Code 4 Field in Active Resources. All changes generated by an employee Active Resources Demographic request will now be entered in capital letters to the Payroll and Human Resource modules. Edits to an employee s time record that are logged in the employee s change log in payroll, will now appear on the employee s Time Records in Active Resources. 10 P a g e

11 HUMAN RESOURCES Human Resources>Reports>Position> Position Work Schedule Listing We have added a report to display the work schedule information attached to each position. The report may be run for all or a single position and may be filtered to display current or budget work schedules. The report prints one position per page. The report displays the work and check start/end dates, the number of days scheduled and the number of employees the work schedule is attached to. 11 P a g e

12 REMOTE LINK Remote Link>Reports>Employee List We have applied the location rights to the Employee List Report so that the users may only access the employees assigned to the locations the user has rights to. Remote Link>Reports>Budget > Comprehensive Report We now allow users in Remote Link to view information in Closed GL Periods when running the Comprehensive Budget Report. The report will now also include all P.O. s that have an encumbered amount with a date less than the filtered end date entered. Remote Link>Reports>Purchase Requisitions>Master Listing We have added the ability to print the Purchase Requisition Master Listing without the authorization levels. The user may uncheck the box to Show Authorization /Approval Information to shorten the report if the information is not needed. Remote Link>Activities>Purchase Requisition Maintenance>Add Requisitions We have added a warning that a quote is required if a requisition amount is $ or more. We have added a warning that a quote is required if a Federal Fund Account is expensed for an amount of $ or more on a requisition. An will now be sent to the administration assigned for approving requisitions that a requisition is ready for approval. Remote Link>Activities >Budget Amendments An will now be sent to the administrator assigned for approving Budget Amendment Request that a Budget Amendment Request is ready for approval. To enable the system to access the correct address, the user s account must be attached to the employee in Marathon Administration >Activities>User Maintenance. Once the user account is attached to the employee, the system will send the using the primary address located in the employee s payroll folder. 12 P a g e

13 Sample Where to attach the employee to the User account to activate notification (Marathon >Administration>Activities>User Maintenance >Modify) Where user s address is pulled from (Payroll>Employee Folder>Manage Contacts / Photos / Checklist) 13 P a g e

14 Remote Link>Activities>Purchase Requisition Maintenance>Add Requisitions (continued) We have added a warning to the Modify/Upgrade a requisition screen that alerts the user if the requisition has been previously updated to a P.O. and then voided or deleted. This only applies if the district setting for GL System Setting Void Req On Void or Delete PO s value 1 is set to N. 14 P a g e

15 Remote Link>Activities>Activity Funds> Account Balance >Journal Detail The beginning balance for the fund will now display as the Beginning Fiscal Balance plus any activities for the day before the start date of the report. Example, if the report start date is 01/01/2016 the beginning balance amount will be the calculation of the Fiscal beginning balance plus any activity on the account through 12/31/ P a g e

16 Remote Link>Activities>Active Time >Time Queue When clicking the header column to sort by Date/Time the queue will now filter by date, then by time. Remote Link>Reports>Capital Assets by Location /Building/Room Report We have added a second signature line to the Capital Assets by Location/Building/Room Report due to request by a Federal Monitor to a district asking for two signatures on the report. When filtering for a single asset number the system will add leading zeroes to the asset number if the number is less than the required length for the district when the user tabs to the next filter choice. 16 P a g e

17 REMOTE LINK ADMINISRATION MARATHON FINANCIAL SOFTWARE Remote Link Administration>Activities>Requisitions>Requisition Maintenance>Modify Requisition We have added the ability to view the account description by hovering cursor over the account. Remote Link Administration>Reports>Requisitions We have added the ability to print the report without the authorization information to allow the user to print a shorter report if the information is not needed. Uncheck the Show Authorization /Approval Information to exclude the information from the report. 17 P a g e

18 CAPITAL ASSETS Capital Assets>Reports>Asset>Reports of Assets Purchased We have corrected an issue with how negative amounts are displayed on the report and reflected in the report totals. Capital Assets>Activities>Assets>Utilities>Mass Change Asset Condition We have added the filter options of Funds and User Defined to the Mass Change Asset Condition. Capital Assets>Activities>Assets>Utilities>Copy Document We have added the ability to mass add a single document to multiple capital assets. First add the documents you want to copy to an asset. Then go to Capital Assets > Activities > Assets > Utilities>Copy Document and enter the asset that has the document you want to copy to other assets. Select document that you want to copy. Next filter for the assets you want to add the documentation to, click Copy Documents. 18 P a g e

19 ADHOC QUERY A new Adhoc Query to assist the district in locating employees with multiple jobs has been created. The Query Name is List Active Employees With Multiple Jobs with Object Codes Sample Report A new Adhoc Query to assist the district in locating Purchase Orders that are flagged as Multi-Year has been created. The Query Name is Multi-Year Purchase Orders 19 P a g e

20 ACCOUNTS PAYABLE Accounts Payable>Activities>Checks>Utilities>Generate AP Check Reversing Entries We have added a print button to the Generate Reversing entries page. Accounts Payable>Activities>Purchase Orders/Accounts Payable > Adding /Editing Invoices We have a corrected an issue if a vendor has a duplicate invoice number assigned to multiple Purchase Orders/Account Payables. Accounts Payable>Reports>Claim Docket> Claim Docket Detail Listing by Fund We have removed account lines that have a $0.00 expense amount. We have added the option to create the report in an Excel format. (See below) Accounts Payable>Reports>Claim Docket>Claim Docket Detail Listing by Claim We have added the option to create the report in an Excel format. Select Export to Excel in the filter options (See below) Accounts Payable>Reports>Claim Docket>Condensed by Claim We have added the option to create the report in an Excel format. (See below) 20 P a g e

21 Accounts Payable>Activities>Checks>EFT>Generating EFT ACH File or Prenotification We have corrected an issue with the employee vendor connection to the employee s demographic /bank information that will be used for the Accounts Payable EFT. The system will now match the federal ID number on the vendor maintenance screen to the social security number for the employee. Before using the Accounts Payable EFT feature the district will want to verify all information has been entered for the vendor. This includes entering any employee vendors social security number as the vendor federal ID. To verify all information is entered run an EFT setup report located at Accounts Payroll>Reports>Vendor>EFT Setup Report. We have added the option to send an to EFT recipients when generating the EFT file for the bank. Check the Send s box to have the system send EFT recipients an stating a payment has been scheduled with and EFT statement attachment. The will be sent from the school district not the user generating the s. The will also include a Do Not Reply statement since the account will be an unmonitored account. 21 P a g e

22 To use the notification you will need to enter the vendor address on the vendor maintenance screen or for an employee vendor add the social security number of the employee as the vendor id number to use the employee s primary address from their payroll folder. If an employee vendor s employee id does not match an employee s social security number the system will use the address entered on the vendor maintenance screen. We have added the address to the EFT setup report to help identify vendors that don t have addresses. Accounts Payable>Reports>Claim Docket>Detailed Audit/Edit Report We have added the ability to run the Detailed Audit/ Edit Report for the claim dockets by Account Payable Date Range that had been entered and / or by selected single Fund. 22 P a g e

23 Accounts Payable>Reports>Print AP Checks Accounts Payable>Activities>Purchase Order/Accounts Payable>Accts Payable Maintenance We have restricted the entering of an AP Payables or Printing an AP check with a date range outside the Fiscal Year once a new fiscal year has been established. Example, Once FY2016 has been created, you can no longer print a check or add an AP payable with a date outside of the FY15 date range in the prior year FY15 database. DOCUMENTATION Documentation may be added to employees in Payroll and Human Resources, Requisitions, Purchase Orders and Capital Assets. The following changes to documentation will apply to all modules that have the capability to add documentation If a category is entered that doesn t exist the system will give the user a message to contact their Marathon Administrator to add the category. Documentation categories will now display in the drop down list in alphabetical order. The user will not be able to add documentation without assigning a category to the documentation. The user will now be able to delete or modify a description for a documentation that was entered in a previous Fiscal Year. We have added the ability to change the sort from ascending to descending for documentation attachments by clicking on the heading column. We have added a column to display the date the documentation was uploaded. WAREHOUSE If a P.O. is balanced closed for a purchase through Warehouse the system will Set the Quantity = to Received on Accounts Payable P.O. Line items where item no <> P a g e