Release Scorecard: 22 53 41 The new features and improvements have been a direct result of the continued and positive feedback from schools using SAS2000. Thank you for your helpful input. If you would like to offer any thoughts on this new release, or any other improvements you would like to see, let us know by emailing us at: sas2000@humanedge.biz Table of Contents SAS2000 2 Period Attendances...4 Attendances...5 Students...5 Enrolments...8 Family...8 Contacts...9 Export... 11 Notes... 11 Email Centre... 12 Fees... 13 Receipts... 14 Creditors... 16 General Ledger... 17 Asset Register... 22 Maintenance... 23 Timetable Interface... 24 State 25 NSW... 25 Systemic 25 CEC NSW... 25 CEC Victoria... 25 CEO Sydney... 26 Diocese of Armidale... 26 Diocese of Lismore... 26 Diocese of Wagga Wagga Schools... 26 Diocese of Wilcannia Forbes Schools... 27 Diocese of Wollongong... 27 All Other Schools... 27 Page 1 of 27
SAS2000 Data Check An automatic check will be run over the database to check if a tax difference has occurred in receipts. If it has the information will be reported on the conversion report and a General Journal will be created listing the corrections. The journal is left unposted. If you have already made corrections for the GST you can adjust or remove the General Journal accordingly. Data Check Data Check SQL2005 In a previous version of SAS2000 we corrected this issue. When a receipt was voided, in a cash accounting database, the Tax amount was not being reset correctly. This resulted in the amount recorded in the Tax GL accounts being different to the amount reported on the BAS. The BAS reported the correct amount. The data check is to identify and correct any tax differences in the database as a result of the original issue. An automatic check will be run over the database to check if a tax difference has occurred in creditor payments. If it has the information will be reported on the conversion report and a General Journal will be created listing the corrections. The journal is left unposted. If you have already made corrections for the GST you can adjust or remove the General Journal accordingly. In a previous version of SAS2000 we corrected this issue. The Tax Code on creditor payments, when running creditors in cash mode, was not always being recorded correctly in the general ledger. The data check is to identify and correct any tax differences in the database as a result of the original issue. The default GL account for Receipt Discounts will be checked in accrual accounting databases. If the Debtors Control Account has been set as the default account for Receipt Discounts it will be removed and the default field will be left unspecified. The default GL account for Receipt Discounts is set in MAINTENANCE SETUP GENERAL tab, DEFAULT ACCOUNTS button, FEES AND RECEIPTS tab. It cannot be set to the Debtors Control Account. Changes have been made to allow SQL server 2005 database to run with 2000 compatibility mode turned off. Page 2 of 27
Financial Year Dates The financial year dates for each year are now recorded in the database. The new year s dates are entered as part of the close financial year process. On conversion the dates for the previous financial years and the current financial year will be recorded. Login The financial year date range will be adjusted to 11 months, 1/2/2007 to 31/12/2007, for schools where there database indicates they are in the diocese of Armidale Ballarat Lismore Melbourne Sale Sandhurst Wagga Wagga Wilcannia Forbes Changes to the financial year date range will not be applied to any other school. If the same login name was used to log into SAS2000 twice within a period of 2 minutes an error message was received. This has been corrected. Page 3 of 27
Period Attendances Absence Roll Mark Roll Mark Roll Mark Roll Mark Roll Mark Roll Mark Roll Scheduled Absences Scheduled Absences Scheduled Absences Schedule Absences Generate Roll The first student was being left off the report when the report was run by class. This has been corrected. When the date is changed in Mark Rolls a check is done to confirm the roll has been generated for that date. The check was being run before the date entry was completed. This has been corrected. On saving changes to the roll the MARK ROLL form now changes back to view mode, to continue editing click on the EDIT button. This has been changed to stop accidental editing of the information. The All Day column has been renamed SAME ALL DAY. This option can now be selected for all reason codes. The description on the right click menu to Add Scheduled Attendances / Absences has been changed to ADD SCHEDULED ABSENCE. The entry of ARRIVAL/LEAVE TIME has been removed for reasons that are not Arrived Late or Left Early reasons. The ARRIVAL/LEAVE TIME entered for a reason code in a period will be the default time when the reason is selected again in the same period. The time can be changed on the new entry and the default time is updated to the new time. This will make entry of multiple students who arrive late or leave early at the same time quicker. Example: They travel on the same bus and the bus was delayed. The scheduled absence is now treated as an absence for the future. When the scheduled absence is marked it now becomes a recorded absence. Previously the scheduled absence on being marked was not reclassified making differentiating between those for the future and those in the past difficult. Scheduled absence cannot be entered for a roll that has already been marked. A message will be displayed stating this and indicating that the scheduled absence needs to be entered for future dates. The schedule absence has been changed to exclude weekends, dates that are outside the specified term dates and Important Dates set as school closure days when creating the scheduled absences. School Term dates and Important Dates are entered in MAINTENANCE SETUP GENERAL tab, the SCHOOL TERMS button and the IMPORTANT DATES button. The heading on the Scheduled Attendance /Absence form has been changed to SCHEDULED ABSENCES The message on the generate roll form has been removed. When the roll has generated and you click on OK the completed message and the generate roll form will both close. Page 4 of 27
Student Form Attendances tab Attendances Attendances The ability to edit the attendance information from the ATTENDANCE tab on the student form has been added. Right click on the attendance entry and select MARK ROLL. The Mark Roll form will open with that attendance record displayed. A Scheduled Absence can be entered from the Attendance tab on the student form. Right click on the Attendance tab and select ADD SCHEDULED ABSENCE. The Scheduled Absence form will open for the details to be entered. The student s HOUSE and FORM have been added to the ATTENDANCE report. Attendances Students Activities The report headings and layout have changed to allow for the addition of House and Form. Three headings have been abbreviated. ACC is Acceptable ABS is Absence DOCS REQD/DATE is Docs Required / Date The column Sex has been removed. The student s gender is now indicated by (M) or (F) after their name. When selecting the report to list only male or female student an error message was received. This has been corrected. The description on two selection options has been changed to make them clearer. LIST STUDENTS NOT IN THIS ACTIVITY. LIST STUDENTS NOT IN THIS ACTIVITY GROUP A new selection option has been added. LIST STUDENTS WITH MULTIPLE ACTIVITIES IN THIS GROUP. When this option is selected only students with multiple selections in the nominated activity group will be included on the report along with their activities. The activities selection list has been changed to be a drop down window. The Activities report can be run to list all activities the student has taken part in while at school by removing the School Term selection. To set the School Term to blank highlight the displayed term and press the delete key on the keyboard. Page 5 of 27
Class Roll Medical Listing Medical Verification Travel Method Class Roll Transfer List Quick Select Subjects Quick Select User Fields. The ability to add a number of blank lines has been added to the report. The blank lines print after the last student in the group. This provides space for teachers to add the names of additional students that have attended their class. Enter the number of ADDITIONAL BLANK LINES required, zero means no blank lines are to be added. When SHOW ONLY STUDENTS WITH MEDICAL DETAILS is selected the report will now only list those students that have medical information entered. Previously all students were listed. The student s email address has been removed from the Medical report. The option to include or exclude Medical Details on the Verification report has been added. The report is located in REPORTS STUDENTS CONTACTS VERIFICATION report. The property setting for EDIT DURING ENTRY was not being applied to the TRAVEL METHOD drop down list. This has been corrected. The eldest child in the family is now indicated on the report by an asterisk. The school s DEST number was not printing on the report this has been corrected. These issues have been corrected. In some cases a student would not be listed on the form. When a year level, form or class was selected to be included in the subject the last student in the group was not being included. When multiple students were selected to be removed from a subject only the first student was being removed. These issues have been corrected. In some cases a student would not be listed in the tree view. When a year level, form or class was selected to be included in the User Field the last student in the group was not being included. When multiple students were selected to be removed from a user field only the first student was being removed. Page 6 of 27
Relationships The ability to link student relationships across families has been added. This makes it easy to see the relationship a student has to other students at the school eg cousins, aunt and nephew. The relationship information is displayed in a relationships section on the GROUP tab. The relationships area only displays on the group tab after a relationship has been entered for the student. To add a relationship to another student. 1. Select EDIT mode on the student record. 2. Select the GROUP tab. 3. Right click in the Students in FAMILY section and an ADD RELATIONSHIP option will display. 4. Click on Add relationship. A STUDENT, ALUMNI AND ENROLMENT LOOKUP form will open. 5. Select the child to link to. 6. Specify the relationship between the children. 7. SAVE. With multiple student families you will be asked if you want to link the other children in the families. Page 7 of 27
Relationships 8. Select YES and you can specify the relevant relationships between the children. 9. SAVE. The relationships feature lets you specify the child s relationship to children in other families. It does not let you specify the relationship between children in the same family group. Please let us know any suggestions you have to improve this new feature. s and exports on student relationships are not currently available. Please let us know the information you would find useful on a relationships report or export. Enrolments Enrolments Enrolments Data Entry Form Family Summary Family User Fields Student number When a new enrolment is added for an existing family the enrolments HOUSE field will default to be the same as that of the oldest current student in the family. Separate enrolment numbers have been added. When an enrolment is added they will now be given an ENROLMENT NUMBER. When the child is enrolled they will be assigned their STUDENT NUMBER. In some cases the data entry form gave an error message. This has been corrected, Qualification information is now printed for the family contacts on the report. This information is used for MCEETYA. Family user fields created in release 1373 were not being picked up by the report. This has been corrected. The number of students displayed in the Students field on the Family tab was not updating when a student was transferred back to enrolments. This has been corrected. Page 8 of 27
Contacts Relationships The ability to link contact relationships has been added. This makes it easy to see the relationship a contact has to other contacts at the school eg brothers, defacto, husband etc. The relationship information is displayed on the CONTACT record GROUP tab. The relationship information is displayed in a relationships section on the group tab. Contact Relationships To add a relationship to another contact. 1. Select EDIT mode on the contact record 2. Select the GROUP tab. 3. Right click in the STUDENTS section. An ADD CONTACT RELATIONSHIP option will display 4. Click on ADD CONTACT RELATIONSHIP. A Contact lookup form will open. 5. Select the contact to link to 6. Specify the relationship between the contacts. 7. SAVE With multiple contacts in the families you will be asked if you want to link the other contacts in the families. Page 9 of 27
Relationships 8. Select YES and you can specify the relevant relationships between the contacts. This option lets you specify the relationship between contacts in different families as well as contacts in the same family group. Please let us know any suggestions you have to improve this new feature. s and exports on contact relationships are not currently available. Please let us know the information you would find useful on a relationships report or export. Past Student Student Relationships Student Relationships to other students can be added from this form. Click on a student s name in the STUDENTS section and select ADD STUDENT RELATIONSHIP. More information on student relationships is given in the Students section of the release notes. The ability to link a contact who is a past student to their alumni record has been added. 1. Select EDIT mode on the contact record. 2. Select the OTHER tab. 3. Tick PAST STUDENT. A field to select the alumni record will display. 4. Select the Alumni record. 5. SAVE. A button to quickly move between the contact record and the alumni record will be displayed on the heading bar. When the contact is listed on the GROUP tab a grey head and shoulder icon will display the right of the line to show the contact is linked to a Past Student record. Page 10 of 27
Binocular Lookup Colour on Contact name Export Outstanding Debtor Bills Export Enhanced Export Exports Notes Note Diary Note Diary Note Diary The binocular lookup was not always updating new contacts to be current contacts when the child started at school. This has been corrected. The red shading on the contact name to show that they owe money has been changed. It will now display on all contacts who owe money. Previously it only displayed for fee payers that owed money. An OUTSTANDING DEBTOR BILLS export has been added. This export lists each outstanding transaction item on the contact. It is a detailed export listing what is outstanding by fee. The BILL TOTAL ONLY tick box changes the export to be one line per outstanding bill or credit. All logins with access to the enhanced export were able to see the AMOUNT OWING column in the contact folder. This column in enhanced export is now linked to the PEOPLE CONTACT SHOW OUTSTANDING BALANCE security setting. Only logins with permission to Show Outstanding Balance will have the Amount owing Column available. The heading Pronoun Him/Her and Pronoun His/Her had been swapped on some exports. This has been corrected. The corrected exports are STUDENT MAILING EXPORT STUDENT PERIOD ATTENDANCES EXPORT STUDENT DIRECTORY EXPORT VERIFICATION EXPORT STUDENT INCIDENT EXPORT FOLLOW UP BY and the DUE BY columns have been added to the Note Diary form to make this information more accessible. A filter has been added for DUE BY UP TO. The filter will list notes that have a due by date set up to and including the specified date. FOLLOW UP BY and the DUE BY columns have been added to the Note Diary report to make this information more accessible. Page 11 of 27
Email Centre Email Centre An EMAIL CENTRE module has been added. The module has similar selection options to those available in the SMS CENTRE. The email can include one or more attachments. A SAS2000 Note is created on each recipient including the attachment as an audit trail. To activate this feature you need to enter into SAS2000 Your email server details and your email account in MAINTENANCE SETUP APPLICATION in the E- MAIL ACCOUNT section. The location of your attachment folder in MAINTENANCE CORRESPONDENCE SETUP under the EMAIL option. SAS2000 will then store the attachment once and reference it for each individual receiving the email. The email centre will be useful to Notify parents of the school camp details and attach a list of items students need to bring. Email students information on their exam start time, location and details of what they need to bring with them. Email past students about the class reunion or fundraising activities. Page 12 of 27
Fees Fee Item List Outstanding Balance Unapplied Credit Statement Print Statement Print Tax Invoice Print Tax Credit Adjustment Print The option to include the OTHER ITEMS has been added to the report. The CODE column on the report will now display 12 character contact codes. Previously it only displayed 10 characters. The ACCOUNT NUMBER column on the report will now display 12 character contact codes. Previously it only displayed 10 characters. A RECEIVE COPY fee statement with an optional voluntary contribution didn t print the copy correctly. The copy statement was listing the optional voluntary contribution twice. This has been corrected. Changes have been made to the layout of the statements. Bolding has been removed from several areas. The voluntary contribution comment has been moved to display below the OPTIONAL VOLUNTARY CONTRIBUTION transaction section. The reference for optional voluntary contribution items has been change to display the bill number. Previously the reference was the word optional. The description Total Including Voluntary has been changed to be TOTAL INCLUDING VOLUNTARY CONTRIBUTION. The TAX INVOICE PRINT will now only prints contact bills. The printing of TAX CREDIT ADJUSTMENTS has been moved to a separate menu item. The TAX CREDIT ADJUSTMENT print has been moved to a separate menu item. The changes that have been made the tax credit adjustment print are: The option to print an authorisation signature section on the credit has been added. The CREDIT TYPE and the COMMENT are now printed on the document. The headings for the date and transaction number have been changed to CREDIT DATE and CREDIT NUMBER. The BPAY and remittance sections have been removed. MAINTENANCE SETUP. PRINTING (1) tab, TAX CREDIT ADJUSTMENT section has the default settings for PRINT AUTHORISATION INCLUDE CHILD s name and class, either the eldest or youngest child. SCHOOL ADDRESS to select either the street or postal address on the credit. Page 13 of 27
Receipts EFT Schedule EFT Schedule EFT Schedule Payment EFT Schedule Payment EFT Scheduled Payment EFT Scheduled Payment EFT Schedule and EFT Schedule payment Receipts Receipts Receipts The EFT SCHEDULE would not save if there were expired credit cards on the schedule. This has been changed. A warning will be given that there are expired credit cards on the schedule but the schedule will still save. This will enable the changes to the schedule to be kept while the new details for the expired credit cards are being obtained. The EXPIRY DATE column was sorting the dates as text. This has been corrected. The UPDATE EFT SCHEDULE DETAILS, RESET AMOUNT ON PROCESSING, PRINT REPORT, CREATE TRANSFER FILE and SELF BALANCE tick boxes on the EFT SCHEDULE PAYMENT will now keep the settings they are given for future runs. The reset amount tick box has been renamed RESET HOLD AND NEXT PROCESS AMOUNT to make the function of the tick box clearer. The date was not printed on the ELECTRONIC FUNDS TRANSFER report when the EFT Schedule Payment was run for an historical date. This has been corrected. When several EFT schedules where selected on the EFT Scheduled Payment the ELECTRONIC FUNDS TRANSFER report was only listing details for one of the schedules. This has been corrected. The EXPIRY DATE column was sorting the dates as text. This has been corrected. A restriction has been added to prevent a zero value receipt created by the TRANSFER OF FEES process being voided. Other zero value receipts can still be voided. A restriction has been added to accrual accounting databases to stop the RECEIPT DISCOUNT being defaulted to the Debtors Control account. The default GL account for Receipt Discounts will be checked on upgrading to this release. If the Debtors Control Account has been selected it will be removed and the default field will be left unspecified. The default GL account for RECEIPT DISCOUNTS is set in MAINTENANCE SETUP GENERAL tab, DEFAULT ACCOUNTS button, FEES AND RECEIPTS tab. The option to link a student to an entry on the SUNDRY tab of a DEBTOR RECEIPT has been added. The student selection is on the right of the transaction line. When the DEBTOR RECEIPT is entered by CONTACT only the students they are a fee payer for can be selected. When the DEBTOR RECEIPT is entered by STUDENT only that student can be selected. Page 14 of 27
Receipts Sundry Receipts Student Sundry Receipts Voided Receipts The option to set a number of copies to print has been added for receipts. The setting is located in MAINTENANCE SETUP PRINTING (1) tab, RECEIPTS section. When you print a receipt it will automatically print this number of copies. The LINK TO STUDENT option has been changed to allow enrolments to be selected as well as students. The LINK TO STUDENT binocular LOOKUP can be filtered to SHOW STUDENTS ONLY, SHOW ENROLMENTS ONLY or SHOW ALL. The option to be able to sort the STUDENT SUNDRY RECEIPTS report by class has been added. An Authorisation Signature section has been added to the VOIDED RECEIPTS report Page 15 of 27
Creditors EFT Remittance Advice Creditors Creditors Creditors Payments Payment Run Creditors Listing Purchase Orders and Invoices Purchase Orders Invoices The EFT REMITTANCE ADVICE has been corrected to print one line per invoice. Previously the report was printing one line for each item on the invoice. The CREDITORS LOOKUP form has been changed to have the creditors name as the first column. The columns in the CREDITOR LOOKUP form are now sortable. The CREDITOR LOOKUP form is accessed by clicking on the BINOCULARS button on the Tool Bar in the CREDITORS form. A PURCHASE ORDER tab has been added to the CREDITORS form. The PURCHASE ORDER tab lists all the purchase orders entered for the creditor. The tab sequence on the CREDITORS form did not include the PHONE field. This has been corrected. A zero value payment can now be saved without a cheque number being required. A zero value payment might be used to match a credit note entry to an invoice. The Payment Run was checking if a default cheque number had been allocated when the bank account was not a cheque account. This has been corrected. selection options have been added to the Creditor Listing report: DETAILED CONTACT INFORMATION BANK INFORMATION ACTIVE, INACTIVE or BOTH active and inactive creditors. The amount for FREIGHT, INSURANCE and OTHER charges where not calculating correctly when entered in Amount Including Tax mode. This has been corrected. An option to print the GL account on the purchase order has been added. The PRINT GL ACCOUNT setting is located in MAINTENANCE SETUP PRINTING (1) tab, in the PURCHASE ORDERS/PURCHASE INVOICES section. The PRINT AUTHORISATION setting has been changed to only control if an authorisation signature area prints on the invoice. The printing of the GL account on the Creditor Invoice has been separated from the Print Authorisation option. The PRINT GL ACCOUNT setting now controls whether the GL account is printed on the invoice. The settings are located in MAINTENANCE SETUP PRINTING (1) tab in the PURCHASE ORDERS/PURCHASE INVOICES section. Page 16 of 27
General Ledger Balance Sheet Batch Posting Budgets Chart of Accounts The BALANCE SHEET report gave an error message if the RETAINED EARNINGS account was not specified in MAINTENANCE SETUP GENERAL tab, DEFAULT ACCOUNTS BUTTON, EQUITY tab. This has been corrected. The BATCH AUDIT TRAIL report was displaying the debit amounts as credits and vice versa. This has been corrected. The report is located in GENERAL LEDGER BATCH POSTING TRANSACTIONS button, select print or preview. The ability to EXPORT the budget has been added to the BUDGETS form. An enhanced maintenance form has been added to the REPORT GROUP and the SYSTEMIC REPORTING / AFS CODE fields. The form enables the selected field to be updated on all general ledger accounts. It provides a faster method to update these fields. Chart of Accounts To access the maintenance form 1. Select GENERAL LEDGER CHART OF ACCOUNTS. 2. Double click on a GL Account to enter the CHART OF ACCOUNTS EDIT form. 3. To access the: Maintain Group form. Right click on the REPORT GROUP field and select MAINTAIN. Maintain Systemic ing / AFS Code form. Right click on the SYSTEMIC REPORTING/ AFS CODE and select MAINTAIN. The sort option on the report did not work in certain circumstances. This has been corrected. Page 17 of 27
Credit Card Charges Credit Card Returns General Journal General Ledger General Ledger General Ledger The option to make PAY TO THE ORDER OF names inactive has been added to this form. Right click on the PAY TO THE ORDER OF field and you will get the options to: EDIT ITEMS. Lists the creditors that are not in the creditors register so you can select to make them inactive. This lets you reduce the PAY TO THE ORDER OF list to be just your current creditors. INCLUDE INACTIVE. Lets you include creditors in the dropdown that have been flagged as inactive. This can be creditors in the creditors register and creditors that have had a transaction entered without being added to the Creditors Register. The option to make PAY TO THE ORDER OF names inactive has been added to this form. Right click on the PAY TO THE ORDER OF field and you will get the options to: EDIT ITEMS. Lists the creditors that are not in the creditors register so you can select to make them inactive. This lets you reduce the PAY TO THE ORDER OF list to be just your current creditors. INCLUDE INACTIVE. Lets you include creditors in the dropdown that have been flagged as inactive. This can be creditors in the creditors register and creditors that have had a transaction entered without being added to the Creditors Register. A signature authorisation section has been added to the General Journal report. The opening balance amount has been changed to display in the OPENING BALANCE field. Previously the opening balance displayed as a transaction line in the detail section of the screen. A MOVEMENT field has been added to display the movement on the account in the selected period. The General Ledger form now remembers the last GL account viewed and will open on this account. A LOOKUP has been added to the General Ledger. The GL accounts are listed alphabetically by the GL account description. To access the lookup click on the binocular button on the right of the GL account field. Page 18 of 27
General Ledger A CUT & PASTE G/L ACCOUNT feature has been added to the GENERAL LEDGER. This feature enables you to change the GL account on a general ledger transaction without unposting the original transaction. The GL account change is made to the original transaction. The CUT & PASTE G/L ACCOUNT feature is accessed by right clicking on a transaction line in the GENERAL LEDGER form. Select the GL account to paste the transaction to. If the function is disabled this will be shown on the right click menu. Select CUT & PASTE G/L ACCOUNT DISABLED? and the reason it is disabled will be displayed. Example: An AUDIT TRAIL report can be displayed or printed for these changes by selecting the AUDIT TRAIL button at the bottom of the GENERAL LEDGER form. The AUDIT TRAIL button becomes visible after the first CUT AND PASTE G/L ACCOUNT change has been entered for the selected GL account. The Audit Trail option is also available on the ALL ACCOUNTS form. The CUT AND PASTE G/L ACCOUNT feature is only available to staff with permission to enter and post general journals. Page 19 of 27
General Ledger Income and Expense A reconciliation column has been added to the General Ledger form when viewing individual accounts. The column has the heading R and contains tick boxes. Tick the line to mark it. The SAVE button will save changes made to the R column. The UNDO button will undo any changes to the R column since the last save. The general ledger form can be filter to show ALL, RECONCILED ONLY or UNRECONCILED ONLY transactions. The totals will adjust to reflect the selected option. Only transactions in the open financial year can be reconciled. The R column will display for closed financial years but no changes can be made to it. An enhanced version of the Income and Expense report with a drill down feature has been added. The drill down lets you click on an amount on the report and view a report of the individual transactions that make up that amount. An annotation option is available on the report enabling you to add comments and mark entries for review before printing the report. The enhanced report is access by selecting the use Enhanced report option on the Income and Expense form. The enhanced Income and Expense report requires MS.net 2 to be installed on the computer and for SAS2000 to be using an SQL server database. MS.net 2 is installed as part of the SAS2000 installation program. The enhanced report is disabled on SQL Anywhere databases and on computers without MS.net 2 software. Page 20 of 27
Make Withdrawal Payment Details Print Cheque Details Trial Balance Summary Write Cheques Bank Reconciliation Bank Reconciliation The option to make PAY TO THE ORDER OF names inactive has been added to this form. Right click on the PAY TO THE ORDER OF field and you will get the options to: EDIT ITEMS. Lists the creditors that are not in the creditors register so you can select to make them inactive. This lets you reduce the PAY TO THE ORDER OF list to be just your current creditors. INCLUDE INACTIVE. Lets you include creditors in the dropdown that have been flagged as inactive. This can be creditors in the creditors register and creditors that have had a transaction entered without being added to the Creditors Register. The Payment Details report was not calculating the Final Total and the Grand Total correctly. This has been corrected. The school s name, address, phone numbers, email and ABN now print on the report. The G/L ACCOUNT column on the report will now display 11 character account codes. Previously it only displayed 9 characters. The option to make PAY TO THE ORDER OF names inactive has been added to this form. Right click on the PAY TO THE ORDER OF field and you will get the options to: EDIT ITEMS. Lists the creditors that are not in the creditors register so you can select to make them inactive. This lets you reduce the PAY TO THE ORDER OF list to be just your current creditors. INCLUDE INACTIVE. Lets you include creditors in the dropdown that have been flagged as inactive. This can be creditors in the creditors register and creditors that have had a transaction entered without being added to the Creditors Register. An option to SHOW BANK DEPOSIT SLIPS instead of the individual receipts has been added to this report. The tick box has been made sticky so it will retain the setting for the field when the report is closed. The option to run the report for all reconciled and unreconciled transactions for a Bank Reconciliation has been added. Set the RECONCILED field to ALL and select the required Bank Reconciliation number. The report will print three sections RECONCILED transactions for the selected bank reconciliation. UNRECONCILED transactions at the Bank Reconciliation date. Summary for the bank account. Page 21 of 27
Bank Reconciliation Restricted s The descriptions on the bank account summary section have been updated. BALANCE AS PER GENERAL LEDGER is the balance recorded in the general ledger for the Bank Account. PLUS OUTSTANDING CHEQUES MINUS OUTSTANDING DEPOSITS EXPECTED BANK STATEMENT BALANCE. This figure is calculated. ACTUAL BANK STATEMENT BALANCE is the Closing Balance entered on the Bank Reconciliation. It will print when the report is run for a particular Bank Reconciliation. VARIANCE is the difference between the Expected Bank Statement Balance and the Actual Bank Statement Balance. If a Bank Reconciliation number is not selected the ACTUAL BANK STATEMENT BALANCE and VARIANCE lines will not print in the summary section. A restriction has been added to allow staff to run their own financial reports but only see the GL accounts that apply to them. Example: The Head of the Maths departments can login and run the Income and Expense report. Only the GL accounts relevant to the maths department report group will be displayed on the report. The restriction is applied by assigning Groups to the GL accounts and setting the Groups staff can access. Refer to the Maintenance section of the release notes for information on how to restrict the report groups. The restriction has been applied to these reports Balance Sheet Balance Sheet Detailed Budgeted Cash Projection Trial Balance Summary Trial Balance Detailed. GL by Account Income & Expense Outstanding Purchase Orders Profit and Loss Detailed. Asset Register Asset Register A global change option has been added to the DATE COUNTED and the INSURANCE COMPANY fields on the Asset Register. Page 22 of 27
Maintenance User Control The password length has been increased. Restrict Access to Groups The ability to restrict the GL accounts that logins can see on some financial reports has been added. The restriction is set using the REPORT GROUPS allocated to the GL accounts. By default the logins are not restricted. To apply the restriction 1. Select MAINTENANCE USER CODES GENERAL LEDGER folder REPORT GROUPS. 2. Click on the RESTRICT ACCESS button. A form listing the logins will open. 3. Select the login. 4. Select the report groups the login is restricted to. NONE gives the login access to all GL accounts. SELECTED and ticking the report group restricts the login to the GL accounts that are part of the ticked report groups. 5. SAVE. Important Dates A MAINTAIN REPORT GROUPS option has been added to make adding report groups to GL accounts quicker. Refer to the General Ledger - Chart of Accounts section of the release notes for more information. The ability to enter important dates has been added. Important dates can be set as public holidays and school closure dates. You can indicate if the date is to be available for selection in the Reminder Dates module. Close Financial Year The SCHEDULE ABSENCES and GENERATE ROLL areas in PERIOD ATTENDANCES, the ATTENDANCES module, and the INCIDENT and FIRST AID areas in the WELFARE module refer to the important dates. If the date selected is listed as a school closure date a message stating the date is invalid will be displayed. The IMPORTANT DATES option is located in MAINTENANCE SETUP GENERAL tab. A check has been applied to stop the CLOSE FINANCIAL YEAR process being run if the Chart of Accounts is out of balance. A message is displayed stating The General Ledger is out of balance. The financial year can not be closed until the accounts balance. Page 23 of 27
Timetable Interface Student Subject User Code The option to populate the student SUBJECT user code with the subject information recorded in First Class has been added. To populate the subject field 1. Link SAS2000 to the First Class A+ database in MAINTENANCE SETUP APPLICATION tab, FIRST CLASS INTEGRATION section. 2. Link the student s SAS2000 record to their First Class record in the TIMETABLE INTERFACE. 3. Select PEOPLE STUDENTS. 4. FIND the student or students to have the subject field updated. 5. Select EDIT 6. Right click on the SUBJECT field and select UPDATE FROM FIRST CLASS or GLOBAL UPDATE FROM FIRST CLASS. The SUBJECT user code will be populated with the First Class subjects for the selected student(s). The selected students will have their subjects set. The subject user code links into the fees and can be used to bill students per subject. Timetable Interface This option is available when the SAS2000 database is running on SQL Server. The layout of the TIMETABLE INTERFACE form has been improved. The TIMETABLE INTERFACE to First Class is available when the SAS2000 database is running on SQL server. The Timetable Interface option has been removed from SQL Anywhere databases. Page 24 of 27
State NSW NSW Test Export DEST Census An error message was received when running the export. This has been corrected. The DEST Census report has been updated for 2007. The table heading ESL Students has been updated to be ESL Assist Students. A new table has been added for PRS-Permanent Residency Status. A new table has been added for ESL English Second Language. CEC NSW CECNSW Census CECNSW Census Teaching Staff CEC Victoria August Census Data Census History Record Financial Year Record. Systemic The report has been changed to meet the requirements for the August Census 2007. The report has been changed to meet the requirements for the August Census 2007. Student File 5 - August Census Data File The validation report was still indicating that a destination school must be entered when the destination school had been recorded for the student. This has been corrected. After creating the August Census you are prompted to create a Census History record. On selecting yes to create the census history record an error message was received and the record was not created. This has been corrected. Schools with their database set to indicate they are part of the dioceses of Ballarat, Melbourne, Sandhurst or Sale will have their Financial year for 2007 set to be 1/2/2007 to 31/12/2007. The financial year report will run for the current year on this 11 month date range. The dioceses of Ballarat, Melbourne, Sandhurst or Sale have indicated their financial year is being changed to run from the 1 January to the 31 December from 2008. Page 25 of 27
CEO Sydney Financial Year record Schools with their database set to indicate they are part of the Sydney Diocese will not have their financial year changed. Diocese of Armidale Financial Year record Schools with their database set to indicate they are part of the Armidale Diocese will have their financial year for 2007 set to be 1/2/2007 to 31/12/2007. The financial year reports will run for the current year on this 11 month date range. This diocese has indicated that their financial year is being changed to run from the 1 January to the 31 December from 2008. Diocese of Lismore Financial Year record Schools with their database set to indicate they are part of the Lismore Diocese will have their financial year for 2007 set to be 1/2/2007 to 31/12/2007. The financial year reports will run for the current year on this 11 month date range. This diocese has indicated that their financial year is being changed to run from the 1 January to the 31 December from 2008. Diocese of Wagga Wagga Schools Financial Year Record Schools with their database set to indicate they are part of the Wagga Wagga Diocese will have their Financial year for 2007 set to be 1/2/2007 to 31/12/2007. The financial year reports will run for the current year on this 11 month date range. This diocese has indicated that their financial year is being changed to run from the 1 January to the 31 December from 2008. Page 26 of 27
Diocese of Wilcannia Forbes Schools Financial Year Record Schools with their database set to indicate they are part of the Wilcannia Forbes Diocese will have their Financial year for 2007 set to be 1/2/2007 to 31/12/2007. Diocese of Wollongong The financial year reports will run for the current year on this 11 month date range. This diocese has indicated that their financial year is being changed to run from the 1 January to the 31 December from 2008. Financial Year Record Schools with their database set to indicate they are part of the Wollongong Diocese will not have their financial year changed. This diocese has indicated that their financial year date range is not changing in 2008. All Other Schools Financial Year record The financial year will not be changed for schools that are not part of the systemic groups listed above. The financial year will remain as your current 12 month period. Page 27 of 27