AptaFund Online Help Change Log

This topic lists the new & updated topics in each release with the most recent release on top. If a release isn't listed, there wasn't a help update in that release.

March 04, 2022

New Topics

Payroll > Pay Employees – Manage Payroll > Process a Payroll > Adjust pay when necessary > Import Leave Hours Into Register

General > Navigation > Shortcut Keys

AptaFund Timekeeping > Set Up AptaFund Timekeeping

AptaFund Timekeeping > Importing Hours to Payroll Register

Revised Topics

Payroll > Pay Employees – Manage Payroll > Process Payroll > Adjust pay when necessary > Enter Employee Time Overtime - Overview

December 10, 2021

New topics

HR, ESS, & Leave:

AptaFund Timekeeping > Set Up AptaFund Timekeeping

Leave – new module > Leave Calendar Window

Revised topics

Payroll > W-2s > W-2 Data Export

HR, ESS, & Leave > Leave – new module > Leave Module Overview

My AptaFund > My approvals > My Leave Request Approvals > New Leave module:

Approvers Overview

Edit a Leave Request

Approve Leave Requests

Disapprove a Leave Request

September 3, 2021

Revised topics

Administration > Approval Process

Receivables > Invoices > Add Invoices and Credit Memos

Payroll > Assign Deduction Sets to Employees > Create a Deduction Set

Percentage Deductions Window

Mass Update Percentage Deductions

Fixed Amount Deductions Window

Mass Update Fixed Amount Deductions

June 11, 2021

Revised topics

Admin > Fiscal Year End > Rollover Dashboard > Fiscal Year End Rollover Checklist: Edited for links for rolling over leave balances in old & new leave.

AP > Payment Management > Payment Vouchers > Void a Payment Voucher: Added information and screenshot about the option to void a rolled over voucher in the previous cycle.

AR > Invoices > Roll Over Invoices: Revised for the improved roll over process.

Banking > Check Payments by Fund Report: New sample to show the Account Description column next to the Account Code column.

Budget > Budget Management — Adjust Budget Amounts, Adopt a Budget, Anatomy of the Budget Management Window, Create a Budget for a Single Account or Small Fund, Delete Budget Items, Edit Budget Amounts, Reverse Adopt Budget, Revise a Budget: Edited for changed user interface & info about not rolling Fund Balance/Retained Earning budget items.

COA > Accounting Cycle

Generate Preliminary Opening Entries: Added information about the improved process of mapping accounts while generating preliminary opening entries.

Generate Opening Entries & Generate Closing Entries: Added text about these entries not posting to the bank automatically.

ESS > Create a Leave Request: New single step process

HR > Positions > Master Position Management > Edit Master Position & Rollover Master Positions: Added information about the option to update the dates on associated, unfilled positions when you edit the dates on a master position.

Leave

About Accrual Schedules and Frequencies & Add Group Leave Types to a Leave Type: Removed Beginning of Contract accrual frequency for the Fiscal Year accrual schedule type. Added accrual frequency options One Per 10 Hours Worked, One Per 20 Hours Worked, etc., through One Per 80 Hours Worked, in 10 hour increments for the Hours Worked accrual schedule type.

Add a Leave Request — Leave Details window: New single step process

Leave Balances Window Overview: Added info about the Scheduled Available column

Rollover Leave Balances: Added info about rollover ignoring balances of zero and below; also about overflow leave types & caps.

Payroll > Manage Payroll > Void Payroll Checks: Added info about voiding a paycheck on a register with the Cycle set to Next.

March 5, 2021

New topics

Chart of Accounts Window > About Selecting Account Types Regardless of Controlling Element

Payroll > Print W-4 Forms

Revised topics

HR > Deduction Change Requests moved to Payroll > W-4s

My AptaFund

My Dashboard: Added Show My Deduction Change Request Approvals to Configure your Dashboard

My Deductions: Edited for the addition of the state W-4

Payroll

Deduction Assignment > Creating a Deduction Set — State Withholding & Group Term Life Information: Added information about the new Exemption Reason field in the State Withholding Information section.

Form W-2 Wage and Tax Statement: Added info about generating overflow pages for employees working in more than one state.

Manage Deductions > Add Deduction or Benefit - Optional Information: Added info about new popup for including master positions on the deduction.

Vendor Management > Add a Vendor: Added information about the new descriptions of payment methods — EFT Payment and External Payment instead of Credit and Debit.

November 27, 2020

New topics

Capital Assets > Delete an Asset Item

ESS > My Deductions Window

HR > Deduction Change Requests

Vendor Reports: 1099 Form NEC, 1099 NEC Data Export

Revised topics

Accounts Payable > Print/Pay and Verify Warrants: Added info about editing the memo line comment.

Admin > Set Up a Scheduled Job: Added employee deduction request reminder emails

Capital Assets > Accept an Asset, Accept Asset Items, Dispose an Asset, Dispose Asset Items: Edited for info about accepting & disposing multiples

My AptaFund > My Dashboard: Added My Address Change Request Approvals grid

Purchasing Configuration - AP Warrants: Changed Print Memo Line to Print Vendor Account Number on Memo Line.

Vendors

Vendor 1099 Adjustments: Added info about 1099-NEC

Vendor Management > Add a Vendor: Changed Print Memo Line to Print Vendor Account Number on Memo Line for AP warrants; added info about entering tax IDs for foreign vendors, added info about 1099-NEC.

Vendor Reports > 1099 Form Summary Report: Added info about 1099-NEC

August 28, 2020

New topics

ESS > new Leave module: Delete a Leave Request, Approvers Overview - New Leave, Approve Leave Requests, Disapprove a Leave Request, Edit a Leave Request

HR > Manage Employees: Employee Salary Notices

Leave (new module) > Leave Details: Add Leave Accrual & Add Leave Adjustment; Add a Leave Request replaced Add a Leave Transaction

PY > Manage Deductions: Allocate Deduction to Primary Jobs Only

Revised topics

Accounts Payable > Payment Management > Create a Payment Voucher, Edit a Payment Voucher, & Remove Invoices from Voucher: New screenshots for popup windows.

Admin > Security > Account Code Security > Add Account Code Security Group & Edit Account Code Security Group: Added information about being able to select from all account code types.

ESS

Employee Self-Service Overview: edited for new Leave module features

New Leave module: Create a Leave Request, My Leave Balances, View Leave Balances, and Withdraw a Leave Request — edited for new functionality & screenshots

Leave (new module)

Leave Details > Edit Leave Transactions: Edited for information on selecting a substitute

Manage Leave > Add Group Leave Types to Leave Type, Create Leave Accrual Records for Group Leave Types, & Edit Group Leave Types: Edited for new accrual frequency of evenly over months.

Navigation > Account Codes > Account Code Assistant: Added information about being able to select from all account code types when your account structure uses different elements based on account type groups.

Payroll

Manage Deductions: Add Deduction or Benefit: New screenshots for popup windows.

Manage Payroll > Register Details > Exclude Deductions from a Payroll Register, Register Job Detail, View Applied Deductions: New screenshots for popup windows.

Manage Payroll Vouchers > Create a Payroll Liabilities Voucher, Adjust a Payroll Liability, Modify a Voucher Adjustment, Delete a Voucher Adjustment, Exclude Liabilities from Voucher, Split a Payroll Liability: New screenshots for popup windows

May 29, 2020

New topics

Navigation > About Account Code Filters

Receivables > AR > Invoices: Roll Over Invoices; Recurring Billing Items > Roll Over Recurring Billing Items

Revised topics

Admin

Approval Process > Approvers: Edited for new Account Code Expression Assistant on Purchase Requisition & Employee Reimbursement Approval tabs

Fiscal Year End > FYE Rollover Checklist: Added AR > Rollover recurring bill schedules & Rollover invoices

Security > Add Account Code Security Group & Edit Account Code Security Group: Edited for new Account Code Expression Assistant

AP > Payment Management > Warrants > Voiding Warrants: Clarified what happens when a warrant is voided; Revised Print/Pay and Verify Warrants and Reprint Warrants for new popup windows & process.

Budget

Budget Development > GL Balances Parameters: Edited for new Account Code Expression Assistant

Budget Management > Budget Import: Adjust Budgets by Import, Adopt New Budgets by Import, Budget Import Overview, Remove Existing Proposed Budget, Import New Budgets, and Revise Budgets by Import — Edited for information on downloading new spreadsheets from TeamSupport.

COA > Account Mapping > Create the Account Mapping: Edited for new Account Code Expression Assistant

ESS > My Paychecks: New screenshot and revised instructions for printing pay stubs.

Payroll

Manage Payroll > Print Payroll Checks; Verify Payroll Checks; Reprint Payroll Checks: Revised for new popup windows & process

Manage Payroll Vouchers > Print Liability Checks & Make EFT Payments; Verify Payroll Liability Checks and EFT Payments; Reprint Payroll Liability Checks & EFT Payments: Revised for new popup windows & process

Payroll Configuration > Payroll Checks & Liability Checks tabs: Changed label for Text Above Signature Line field from Void Text

Purchasing

Purchase Requisitions > Unsubmit a Purchase Requisition: Corrected this topic to not include the My Purchase Requisition Approvals window.

Purchasing Configuration > AP Warrants tab: Changed label for Text Above Signature Line field from Void Text

March 6, 2020

New topics

Receivables > Cash Receipts: Copy a Cash Receipt Batch, Edit Cash Receipts Batches, Delete Cash Receipts Batches

Revised topics

COA > Accounting Cycles > Generate Closing Entries: Corrected step 4: Close all the periods...

Receivables > Cash Receipts: Edited all topics for user interface revisions

December 20, 2019

New topics

Payroll > Creating a Deduction Set — State Withholding & Group Term Life Information

Revised topics

Payroll > Creating a Deduction Set — Federal & State Information: Edited for new W-4; Preview Net Pay — Edit State & Federal Withholding: new screenshot for Federal Withholding Information

November 29, 2019

New topics

HR > Address Change Requests

My AptaFund > My Information

Purchasing > Using the Amazon eCommerce Vendor

Vendors > Set Up Amazon Business as an eCommerce Vendor

Revised topics

HR > Employee Addresses: Added text that the State field  is required for home addresses.

Leave topics: Removed references to extended leave and new screenshots.

Leave Balances topics: New screenshots

Leave Module Overview: Leave setup must include groups.

Manage Leave: Edited all topics for division of leave settings between leave type & group leave type

September 20, 2019

New topics

Banking > Banking Cash Accounts, Bank Account Reconciliation Overview, Bank Account Register Overview, Bank Out of Balance with General Ledger, Understanding the Reconciliation Summary

Payroll

About Deduction Groups; About Deduction Cap Groups

Payroll Configuration > Deduction Groups Tab & Deduction Cap Groups Tab

Deduction Assignment > Create a Deduction Set - Override Group Cap

Revised topics

Banking

Bank Account Reconciliation > Reconcile a Bank Account & Correct Differences During Reconciliation

Bank Management: Edited all topics for change from Bank Account Management menu title to Bank Management menu title; also for moving Reconciliation to its own window.

General Ledger > General Ledger Overview & Edit Journal Entries: Added information about the Audit & Associated tabs in the Edit Journal Entry window.

Payroll

Manage Deductions > Add Deduction or Benefit — Optional Information & Edit a Deduction Set: Added information about deduction cap groups

Payroll Configuration > Liability Checks tab: Added information about displaying payroll EFT payments as single withdrawal on bank account register

Purchasing Configuration > AP Warrants tab: Added information about displaying AP EFT payments as single withdrawal on bank account register

May 31, 2019

New topics

General Ledger: Removed the Generate Reverse Transaction topic and replaced it with Re-Date Transactions and Void Transactions

Leave > Leave Details window: Add Leave Transaction, Delete Leave Transactions

Payroll > Deduction Assignment: PNP Add a Deduction, PNP Add a Job, PHP Edit a Deduction, PNP Edit a Job, PNP Edit State & Federal Withholding

Reports

AP reports: AP Aging Detail, AP Aging Summary, Account Activity by Purchase Order, Account Activity by Warrant, Accounts Payable Voucher Form, Check Listing Report, Check Report, Purchase Order Inquiry, Use Tax, Vendor History Detail, Vendor Invoice, Voucher by Account Code, Voucher by Warrant, Voucher by Warrant with Date Range, & Voucher Summary

Banking report: Check Payments by Fund

Budget reports: Budget Monitoring, Budget Pool Element Values, and Proposed Budget Report

GL reports: Account Journal Activity Detail, Activity Fund, Balance Sheet, GL Detail, Monthly Balance Forecast, Outstanding Payables, Rollup, Transaction Compression

HR reports: Employee Payroll Job Status, Employee Probation, Positions by Account Code, Retro Pay

Payroll reports: Period Accrual Report, Benefit Management Census, Employee Salary Change, Gross Wages by Deduction for Calendar Year, Payroll Liability Voucher Form, Account Activity by Payment, Payroll Check and Deposit Slip Register, Payroll Register Paycheck Summary

Vendor reports: 1099 Data Export, Calendar Year 1099 Listing Report, Vendor Totals Report

State Specific Reports > Colorado: Colorado December Financial Report, CDE December Staff Report, PERA 401k Report, PERA 401k with Roth Option Report, PERA Contribution Report, Colorado Quarterly Wage Report

Revised topics

Admin > FYE Rollover > FYE Rollover Checklist: Moved Rollover Employee Deduction Sets into the Payroll section

HR > Manage Employees > Leave Type Detail Tab: Edited for new rules & processes.

Leave > Leave Details window & Leave Balances window: Edited all topics for new rules & processes.

Payroll > Deduction Assignment > Preview Net Pay: Info about new window & access from Manage Employees

March 7, 2019

New topics

Budget > Budget Management: Rollover Budget, Edit Budget Amounts

General Ledger: Transaction Journal Detail Window, Journal Entry Rules, Compress Transactions, Copy a Transaction, Go To Source

Leave > Rollover Leave Balances

Payroll > Employee Paycheck Deductions window

Reports

GL > Fund Audit Report, Fund Audit Report (Consolidated)

Payroll > Section 125 Deduction Totals by Month Report; Payroll Configuration Values for Deductions Report; Leave Liability Report

Revised topics

Admin > Security > System Security Templates > HR & Vendor Templates: Added permission to view SSN/vendor tax ID to appropriate template topics

Budget > Budget Management: Edited all topics to remove Edit Budget Amount command from screenshots.

COA > Chart of Accounts Window Overview: Information about displaying the individual account code elements.

Leave > Manage Leave > Add a Leave Type: Added information about the Hours Worked accrual schedule type.

Payroll

Direct Deposit Export: Added text about Creation Date.

Manage Deductions

Deduct Order: Corrected information about pre-Social Security & Pre-tax deductions.

Rollover Deductions: Edited to include information about rolling over selected deductions.

Manage Payroll Vouchers > Delete a Voucher: Added information about deleting multiple vouchers with a single action.

Payroll Configuration > Liability Checks tab: Added check format field to select one or two stubs.

Preview Net Pay: Add instructions about adding, editing, and deleting deductions in the Preview Net Pay window.

Rollover Deductions: Added info about rolling deduction IDs that are designated in Payroll Configuration.

Purchasing > Purchasing Configuration

General tab: Added the Default Vendor Invoice Type configuration value.

A/P Warrants tab: Added check format field to select one or two stubs

Reports

GL > Cash Summary Report: Added sample & description for the Other Details worksheet

Payroll > Payroll Liabilities Vendor Detail Report: new sample report without SSN

 

 

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