New Release Guide - Edmunds & Associates Subsidiary Ledger ... Added Support for 2 nd Purchase Card...

New Release Guide:

An in-depth review of features and

Enhancements from version 2.7 to 3.0

Keep your eye on the ! This denotes an IDEA that has been

implemented based on your participation in the Community Forum.

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MCSJ New Features v3.0

Table of Contents

1 Finance ....................................................................................................................................... 03

Terminology Change ............................................................................................................................................... 03

Removed Year Segment ........................................................................................................................................ 04

Consolidated Subsidiary Ledger Reports ................................................................................................................. 05

Report Enhancements ........................................................................................................................................... 06

Modified Accrual Journal Entries ........................................................................................................................... 07

Purchase Order Enhancements ............................................................................................................................. 08

Auto Assign a Vendor ID ......................................................................................................................................... 12

Printing Separate Checks ........................................................................................................................................ 13

Posting Cash Receipts to a General Ledger Account .............................................................................................. 14

Budget Preparation Redesign ................................................................................................................................ 15

Added Support for 2nd

Purchase Card ................................................................................................................... 18

2 Fixed Assets ................................................................................................................................. 19

New Fields .............................................................................................................................................................. 19

Report Enhancements ............................................................................................................................................ 20

Vehicle Information ................................................................................................................................................. 21

Capital v Non-Capital Assets ................................................................................................................................... 21

3 Payroll/HR .................................................................................................................................................22

Employee Maintenance .......................................................................................................................................... 22

Auto Assign a Employee ID .................................................................................................................................... 23

Employee Templates ………………………………….………………………………...…………………………………………………………………23

5th

Week Deductions ….…….…………………………………………………………….…………………….…………………….……….…………24

New Calculation Type for Payroll Deductions ........................................................................................................ 25

Electronic Personnel Actions ….…….…………………………………………………………….……………………………….……….…………26

Employer Liabilities ................................................................................................................................................ 28

4 Utility Billing ...............................................................................................................................................29

E-Bills ...................................................................................................................................................................... 29

New Fields ............................................................................................................................................................... 31

Recent Activity Tab .................................................................................................................................................. 32

2


Bill Print from Account Maintenance ...................................................................................................................... 33

Apply Penalty to Separate Charges ......................................................................................................................... 34

PDF Delinquent Notices ........................................................................................................................................... 34

5 Property Tax ...............................................................................................................................................35

Additional User Message Code ............................................................................................................................... 35

Bill Codes can be Discount Exempt ........................................................................................................................ 35

PDF Delinquent Notices .......................................................................................................................................... 36

6 Miscellaneous AR & Business Licensing ….……..................................................................................................37

Support for Multiple Business License Forms ........................................................................................................ 37

Changes to Customer Maintenance ....................................................................................................................... 37

Added Customer Security ...................................................................................................................................... 38

Option for 2nd

Penalty & Interest Calculation ........................................................................................................ 39

Apply Discounts ..................................................................................................................................................... 40

Auto Assign a Customer ID ...................................................................................................................................... 41

7 Work Orders .............................................................................................................................................. 42

PDF Work Order ..................................................................................................................................................... 42

Additional Recurring Options ................................................................................................................................. 43

8 Construction Permits & Code Enforcement ..................................................................................................44

Inspection Sheet Status Option .............................................................................................................................. 44

Violation Inquiry ...................................................................................................................................................... 45

9 Miscellaneous Payments .............................................................................................................................46

Posting to General Ledger & Expenditure Accounts .............................................................................................. 46

10 System .....................................................................................................................................................47

MCSJ Service Console ........................................................................................................................................... 47

MCSJ Letter ............................................................................................................................................................. 48

Changes to Purchase Order Security ....................................................................................................................... 49

11 New Excel Options ....................................................................................................................................50

List of reports that may be exported to excel ...................................................................................................... 50

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1- Finance

Terminology Change

The term “Budget” has been globally changed to “Expenditure” in all areas of the system deemed

appropriate.

4


Removed Year Segment

MCSJ account numbers no longer have the Year as the leading segment. Users may enter or select their

accounts starting with the Fund segment. A combo box is available to look up Current or Prior Year

accounts after it has been selected. Perpetual should be selected to view what was formerly known as

an “Alpha” account.

5


Consolidated Subsidiary Ledger Reports

The various Status Reports located off of the Revenue & Expenditure menus have been consolidated

to a single Account Status report off of each menu (i.e Abbreviated Account Status, Capital/Trust

Account Status, and Grant Account Status). A Status Type field has been added to the new report

window to differentiate between the each option.

6


Report Enhancements

Changes have been made to the look and feel of most finance reports.

You will notice highlighting has been added to changes in the account number.

GL Financials can now be run for a range of funds, and will sort simultaneously when printed for all

funds. Also, when the report is generated to excel, separate tabs will be created for each fund within the

workbook to allow for easier viewing.

7


Modified Accrual Journal Entries

The Modified Accrual approach for revenue requires users to maintain an offsetting liability or reserve

for specific receivables. Therefore a receivable is tracked in the general ledger when invoices and bills

are calculated, but revenue is not recognized until the cash has been received.

There is now a Revenue Modified Accrual check box available in Fund Maintenance to accommodate this

method.

Go To: Finance > Fund Maintenance

When enabled ALL Accrual Type revenue accounts within the specified fund will use this approach. If the

fund recognizes revenue under traditional GAAP accounting procedures, leave the box unchecked.

How to Set Up a Modified Accrual Revenue Account:

Go To: Finance > Revenue > Account Maintenance

Accrued Revenue: Debit- Accounts Receivable (Asset) Credit- Reserve for Accounts Receivable (Liability)

Cash Receipts: Credit- Revenue Account

8


Purchase Order Enhancements

Charging a General Ledger Account:

An option has been added to directly charge a General Ledger account on Purchase Order and

Requisition Line Items. In order to charge a G/L account, the account must be linked to a valid Checking

Account first.

Go To: Finance > G/L > Account Maintenance

Go To: Finance > A/P > Purchase Order > Purchase Order Maintenance

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Split Charges:

Users now have the ability to split a single Purchase Order Line Item between multiple accounts. The

split may be processed as an amount or percent.

Go To: Finance > A/P > Purchase Order > Purchase Order Maintenance

• Click the Line Item button

• Click the Add button

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• Enter the Quantity & Unit Price then Select the Split Charges check box. This option will enable

the Split Charges tab.

• Click the New Account button to charge an additional account

• You may use the Edit Amt/Edit Prc button to toggle between the percentage and amount fields.

Note: The F5 key will auto-fill the remaining unallocated amount or percentage.

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Apply Discount Button:

Purchase Order Maintenance now offers an option to easily apply a discount across all line items. The

discount may be applied at any time prior to the purchase order being paid. Once applied, each line item

will be recalculated to the

Discount Price. The Original

Price will still be displayed on

the line item as well.

12


Auto Assign a Vendor ID

MCSJ will offer to automatically assign a Vendor ID based on the name entered in the “Add “dialog box.

The ID will be created by using the first 5 letters of the name followed by 3 numbers based on

availability. The user will not need to lookup available ID’s prior to adding a new vendor.

Note: You may override the assigned ID if you would like.

13


Printing Separate Checks

Users now have the ability to print multiple checks for a vendor. This enhancement allows the user to

identify if they would like separate checks to be printed from Vendor Maintenance, or directly within

the Check Batch.

Check Batch:

A Separate Check column now appears within the Check Batch Entry screen. Simply change the flag from

N to Y to print a separate check. Vendors that have the Separate Checks option selected in Vendor

Maintenance will default to Y automatically. A separate check will print for each Purchase Order that is

flagged as Y, not each line item.

Vendor Maintenance

There is also a Separate Checks check box on the Page 2 tab. With this checked, the system will default a

Y for each of the vendors PO’s.

Note- This may be

manually changed in the

Check Batch.

14


Posting Cash Receipts to a General Ledger Account

General Ledger has been added to the Transaction Types in the Cash Receipts Batch. This allows

the user to post a receipt directly to an Asset, Liability, or Fund Balance type GL Account.

Go To: Billing/Collections > Payments > Payment Code Maintenance

15


Budget Preparation Redesign

The Budget Preparation module has been enhanced to allow users to enter detail for their Requested,

Admin Recommended, and Adopted Budgets. Examples are listing all employees for a salary & wage

line, or listing specific equipment items planning to be purchased during the New Year.

Note: Budget Prep has been moved to a brand new location directly off of the Finance menu.

Go To: Finance > Budget Prep > Budget Preparation

Budget & Revenue Preparation Batches

You may add detail to your line items within the Revenue or Budget Preparation batches by highlighting

the line, and clicking the Detail button on the toolbar.

Simply click Add on the

toolbar and enter as many

detail lines as needed.

Once you click OK, MCSJ

will populate the totals of

all detail lines to the

expense account. All notes

will be saved as well.

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Budget Prep Worksheet

Go To: Finance > Budget Prep > Budget Prep Worksheet

Options to include Account Notes & Detail has been added to the Budget/Revenue Preparation

worksheet to report on these items as well.

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Budget/Revenue Prep Rollover Routine

When using the Budget/Revenue Prep Rollover routine to carryover the final budget figures, you can

now define the Posting Date, and have the system Create a GL Batch for posting your budget.

Note- There is no need to import the file from Budget Prep into the Adopt/Amend Batch any longer. This

routine will create a GL Batch for the user to Verify & Update.

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Added Support for 2nd

Purchase Card

An additional field has been added to Finance Parameter Maintenance to accommodate a second

purchase card vendor. If a second Purchase Card Vendor is defined, the user has the ability choose

“Purchase Card” or “Purchase Card 2” as the PO Type in Purchase Order Maintenance.

Finance Parameter Maintenance

Go To: System Utilities > Finance Parameter Maintenance

Purchase Order Maintenance

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2- Fixed Assets

New Fields

NEW Fund Type: The Fund Type field has been added in order to separate Governmental and

Proprietary (Enterprise Fund) assets.

Transfer: This button will allow you to transfer between departments and fixed asset classes. This will be

shown as a transfer in or out on the Fixed Asset Class Listing.

An example of when this function should be used could be when an asset changes from “Construction-In

Progress” to “Building, Equipment”, etc.

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Addition: The addition feature will allow you to add value to a fixed asset. When this transaction is used,

the Purchase Value will be increased and it will show as an addition on the Fixed Asset Class Listing.

Depreciate Option/Start Date: This option gives users the flexibility to include or exclude the asset in

the depreciation routine. If the depreciation start date is not defined and the option is checked,

depreciation will be calculated based on the purchase date. This option has been added to

accommodate entities using a modified straight-line method of depreciation, and also to distinguish the

depreciation start date for assets transferred from Construction-In Progress.

Report Enhancements

Fixed Asset Class Listing: This report has been re-formatted to include totals by Department, Fund Type,

and also the Transfer & Addition transaction types.

Example:

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Vehicle Information

New fields for tracking asset Hours and Mileage have been added to Fixed Asset Maintenance. A Work

Order tab has also been added to review Open and Completed work orders for the Asset.

Note: The Work Orders tab will only appear for “Aggregate” asset types. You may also view all work

orders for the asset by clicking the Detail button.

Capital v Non-Capital Assets

A “Capital” check box

has been added on the

Additional tab to allow

for reporting on assets

that need to be

capitalized v. assets

that are tracked and

not capitalized in the

General Ledger.

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3- Payroll

Employee Maintenance

There is a new option in Employee Maintenance to allow the user to easily navigate between different

screens. The Go To button allows you to select from a drop down menu which area of Employee

Maintenance you want to jump to.

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Auto Assign a Employee ID

MCSJ will offer to automatically assign an Employee ID based on the employee’s last name. The ID will

be created by using the first 5 letters of the name entered followed by 3 numbers based on availability.

The user will not need to lookup available ID’s prior to adding a new employee.


Employee Templates

Users will have the option to use an existing employee record as a template when adding a new

employee into MCSJ.

When adding a new record,

you may select an existing

employee to use as the new

hires template. If this is

used, MCSJ will copy

general information such as

Department, Positions,

Hours Id, and Pay

Frequency. Sensitive and

personal informaton will

not be copied.

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5TH

Week Deductions

MCSJ has a separate option for deductions and earnings that should not be withheld or paid during “free

pay” periods.

Deduction/Earning Code Maintenance

The Disable Ded/Earn check box was removed and has been replaced with a drop down box with

options of Enabled, Disabled, and Disable only on 5th

week.

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New Calculation Type for Payroll Deductions

There is a new calculation type for deductions in the payroll module. Deductions can now be calculated

based off of a percentage of an employee’s disposable income. Disposable income is calculated after

taxes and any mandatory deductions.

New Fields in Deduction/Earning Code Maintenance:

• Mandatory – Can distinguish between Mandatory and Voluntary Deductions

• Garnishment Type – Either Ordinary or Child Support

• Apply Protected Amount – Amount can be set in the Personnel Parameter and applied to

specific deductions

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Creating Standard Time Entries

The Create Standard Time Entries routine has been reorganized. There is also a question that will appear

in the top right hand corner, Wil this payroll’s check date fall during the fifth week of the month? If this

is checked, all deductions/earnings flagged as Disable only on 5th

week, will be excluded.

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Electronic Personnel Actions

Go To: Personnel > H/R > Personnel Actions > Personnel Action Maintenance

Personnel Actions are a new process that may be used to update employee changes through an

electronic approval process. Users may create new Personnel Actions through Personnel Action

Maintenance, which displays current employee information on one side, and allows the user to change

any necessary fields they would like on the other. Once an action is saved, assigned users are notified as

it waits for their approval. After all required approvals have been received via the Personnel Action

Approval routine, changes are updated automatically to Employee Maintenance by an HR user.

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Employer Liabilities

Employer Liabilities for taxes and deductions can be automatically updated to Finance. Each liability can

be updated using a Single Account, Department, or by Fund.

The expense accounts for Social Security and Medicare can be set up on Federal Tax Maintenance or on

Department Maintenance.

There is also an option to flag an earning code as an Employer Liability. This will allow users to

automatically charge employer paid expenses to the finance module.

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4- Utility Billing

E-Bills

MCSJ users now have the ability to offer paperless billing to their customers. E-bills, Printed Bills, or both

can now be generated during the normal bill printing process. If you are interested in taking advantage

of this feature, please contact E&A in order to validate an email for sending E-Bills.

Note: E-Bills also include a link for customers to post their payments online. For more information on On-

Line payment solutions, contact E&A about MCSJ WIPP.

Getting Started:

Go To: System Utilities > Utility Billing Parameter Maintenance

• Click on the E-Bills tab

• Select an E-Bill Format ID (only compatible with PDF bill format)

• Enter the FROM E-mail Address. This address must be verified with E&A before it can be used.

Optional:

• BCC E-mail Address- If used, a copy of each email will be sent to the defined address for every E-

Bill delivered.

• Include Online Payment Link- This option will automatically include a payment link for MCSJ

WIPP users, or allow the user to enter a third party online payment URL.

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Enable E-Bills for a Customer:

Go To: Billing/Collections > Utility Billing > Utility Accounts > Account Maintenance

Customers may easily be set up to receive E-Bills by entering their Email, and checking off the E-Bill

check box. This may be assigned to the Bill To, Owner, or both utility account addresses.

Sending E-Bills:

Go To: Billing/Collections > Utility Billing > Print Bills/Billing Reports > Print Utility Bills

When printing utility bills, a

Bill Type combo box is now

enabled so the user may

select Printed Bills or E-Bills.

All bill printing options and

procedures remain the

same. Once the user clicks

Next, E-bills will

automatically be sent, and

an E-Bill Listing will be

printed to the screen.

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New Fields

Go To: Billing/Collections > Utility Billing > Utility Accounts > Account Maintenance

Employer/Co-Applicant Fields:

Employer and Co-applicant information may now be tracked on the Additional tab.

• A birth date field has been added on the

additional tab.

• An inactive date has been added for

each service type billed.

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Recent Activity tab

A tab has been added to Utility Account Maintenance to summarize all recent activity on an account.

This provides an easy way to only have to look in one place to for important account information.

This tab will display recent billing, usage, payment, and adjustment activity along with the cycle, status,

and balance due on an account.

33


Bill Print from Account Maintenance

A Print Bill button has been added to allow a user to easily reprint an individual utility bill.

When clicked, you will be prompted with a bill print dialog box to verify the bill year/period, reading

year/period, service types and billing/due dates.

34


Applying Penalty to Separate Charges

A parameter has been added to give users the option to add penalty to individual separate charge

balances. When checked, penalty will be broken out between the base balance and any separate charge

balances, rather than the total penalty being applied to the base balance.

PDF Delinquent Notice

An option has been added to print PDF notices. These can be printed to blank or perforated paper.

Default notice options can be set up on the Deq Notices tab in Utility Billing Parameter Maintenance.

The recommended bar code and town seal coordinates (both optional) are shown below. Please contact

E&A to install the form if you wish to utilize this option.

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5- Property Tax

Additional User Message Code

A second user message code has been added for user defined messages. These messages

appear in red on the top of the account.

Bill Codes can be Discount Exempt

A check box to allow you to designate if a bill code should not be eligible for discounts has been

added Bill Code Maintenance.

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PDF Delinquent Notice

An option has been added to print PDF notices. These can be printed to blank or perforated paper.

Default notice options can be set up on the Deq Notices tab in Property Tax Parameter Maintenance.

The recommended bar code and town seal coordinates (both optional) are shown below. Please contact

E&A to install the form if you wish to utilize this option.

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6- Miscellaneous A/R

Added Support for Multiple Business License Forms

Customers using the Business

Licensing module now have the

ability to print more than one

license format. The License

Format tab has been added to

License Type Maintenance to

assign a PDF for each type of

license. In addition, each license

type may now also contain an

electronic signature.

Changes to Customer Maintenance

NEW Letters: The Letter function has been added. Please refer to section 1 for more information.

Notes: An unlimited number of

notes may be added to a

customer while in edit mode.

User Msg Code: The user

message allows you to assign a

unique identifier to a customer

such as, “Cash Only”, which will

create the red flag in the top

right of the customer screen.

You may add User Message

Codes under Billing/Collections

> User Code Maintenance.

Additional Note: When a User

Message is assigned, the red flag will also appear in the Payment Window.

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Added Customer Security

A customer field has been added to User Maintenance to allow for separation of security between

Customers and Invoices.

Accounts Receivable (Invoices): 1- Look Up/View Only; 3- Add/Edit ability; 4- Delete Ability

Customer: 1- Look Up/View Only; 2- Add/Edit ability; 3- Delete Ability

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Option for 2nd Penalty & Interest Calculations

Service Maintenance

Users now have the ability to

define two penalty/interest

scenarios for a single Service

ID. This was added to support

charging penalty once a year,

and interest throughout. The

Interest Type options have not

changed. A separate Penalty

Service ID may be defined for

each if there is a separate

revenue account for interest v.

penalty.

Calculate AR Penalty

If using Standard & One Time Penalty options, you should define which type to be used when processing

the Calculate A/R Penalty

routine.

40


Apply Discount

Invoice Maintenance has the option to apply a discount to a customer’s invoice. When selected, you

must select a Service ID, Discount Percent, or Discount Amount and Description. The discount will be

applied to the total open amount, and a negative line item will be added.

Note: Multiple Discount Line Items may be applied to a single invoice.

41


Auto Assign a Customer ID

MCSJ will offer to automatically assign a Customer ID based on the name entered in the “Add” dialog

box. The ID will be created by using the first 5 letters of the name followed by 3 numbers based on

availability. The user will not need to lookup available ID’s prior to adding a new customer.


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7- Work Order

PDF Work Orders

PDF work orders can now be printed through MCSJ. This will give users more flexibility with the layout

and format of the forms. You may contact an E&A support specialist for review and installation.

Utility Billing Parameter Maintenance

Go To: System Utilities > Utility Billing Parameter Maintenance

A separate PDF form may be used for the 3 work order types, Utility, Location, and Fixed Asset. The

standard Blank option is still available as well.

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Additional Recurring Options

Work Order Maintenance

Go To: Billing/Collections > Work Orders > Work Order Maintenance

Recurring information has been moved to a separate tab. Additional options are now available for

generating work orders based on an asset’s Mileage or Hours. MCSJ will create a work order for an asset

if once the Mileage or Hours value in Fixed Asset maintenance has reached the “Next” value on the

recurring work order. The work order’s are created when the user processes the Auto Create Recurring

Work Orders routine.

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8- Construction Permits & Code Enforcement

Inspection Sheet Status Option

Go To: Billing/Collections > Construction Permits/Code Enforcement > Inspection Sheets

Added option to select the status of inspections the user would like to be included on the inspection

sheet.

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Violation Inquiry

Go To: Billing/Collections > Construction Permits/Code Enforcement > Code Enforcement > Violation

Inquiry

The Violation Inquiry gives the user a new tool to quickly search violations based on standard conditions.

You may search based on several options including Violation ID, Violation Status, Customer, or Parcel ID.

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9- Miscellaneous Payments

Posting to General Ledger & Expenditure Accounts

Payment Codes:

Miscellaneous type payment codes now have the ability to post to General Ledger & Expenditure type

accounts.

Go To: Billing/Collections > Payments > Payment Code Maintenance

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10- System

MCSJ Service Console

Previously, MCSJ’s application server has only had the option to be run as a process. This requires users

to manually start and stop servers when and installing code updates or even when rebooting the

physical server. MCSJ Service Console allows the application to run as a service. This will allow all servers

to automatically start on windows start-up. Command prompt dialogs are no longer used with the

console. Installing a code update is more automated, and managing multiple application servers is much

easier and more organized.

48


MCSJ Letters

MCSJ users now have the ability to automatically generate customized letters from various MCSJ

modules. If you would like more information on how to create custom letters, please contact our

Support Department.

The process for generating a letter is the same in each MCSJ module. Here is a list of modules that have

this enhancement:

Vendor Maintenance

Developer Maintenance

Customer Maintenance

Employee Maintenance

Tax Account Maintenance

Property Tax Account Maintenance

Project Maintenance

Utility Account Maintenance

How to Use Letters

• Select the Letter button.

• Using the dialog box, and select the appropriate letter that you wish to generate.

• Click OK, and your customized letter will be generated

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Purchase Order Security

Go To: System Utilities > User Maintenance

Purchase Order security has changed from a combo box with options of Budget, Project, or Both to

check boxes for Budget, Revenue, G/L, and Project. Simply check the box for each account type the

specified user should be able to charge on a Purchase Order or Requisition.

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10- New Excel Options

Reports that now have the ability to export directly to excel:

Finance

Budget Transaction Audit Trail

Cash Receipts Report

Revenue Transaction Audit Trail

Fixed Asset Listing

Condensed & Detailed Trial Balance

Condensed Check Register

Payroll & HR

Time Worked Report

Detail Pension Report

Employee HR Detail Listing

Employee Listing

Attendance Transaction Report

System

User Listing

New Release Guide - Edmunds & Associates Subsidiary Ledger ... Added Support for 2 nd Purchase Card...

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