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.
Revised Topics
Chart of Accounts > Chart of Accounts > Click Add/Edit/Delete/More: Sections have been rewritten
and replaced with updated screens.
Payroll > Pay Employees – Manage Payroll > Other Manage Payroll Functions & Topics: Under ‘About special register’ the line changed from ‘You can’t create a special register until after a normal register…’ to ‘You can’t create an additional register for the same pay period until the initial register…’
Changed AptaFund 4.1 to AptaFund 5.0 and updated copyright date.
UI screen updates in help:
Administration>Approval_Process
Administration>Configuration
Administration>Configuration>Scheduled_Jobs
Administration>Fiscal_Year_End>FYE_Rollover
Administration>Security
Administration>Security>Acct_Code_Security
Administration>Security>Manage_Users
Administration>Security>Scheduled_Jobs
Administration>Security>Security_Template
AFBudGLBankCOA>Banking
AFBudGLBankCOA>Banking>Bank_Account_Reconciliation
AFBudGLBankCOA>Banking>Bank_Management
AFBudGLBankCOA>Budget>Budget_Development
AFBudGLBankCOA>Budget>Budget_Management
AFBudGLBankCOA>Budget>Budget_Management>Budget_Import
AFBudGLBankCOA>Chart_of_Accounts>Account_Mapping
AFBudGLBankCOA>Chart_of_Accounts>Accounting_Cycles
AFBudGLBankCOA>Chart_of_Accounts>Chart_of_Accounts
AFBudGLBankCOA>Chart_of_Accounts>Element_Value_Maintenance
AFBudGLBankCOA>Chart_of_Accounts>Structure_Maintenance
Revised Topics
Release Notes & Tech Notes page - corrected links to Jun10, 2022 and March 4, 2022 Release Notes.
My AptaFund > My Deductions – New Federal/State W-4: added SIGN button for Signature.
HR, Payroll & ESS > Payroll > Deduction Change Requests – approval have a W-4 print option.
My AptaFund > My Dashboard > My Deduction Change Request Approvals – print option added for
approvers ie. Payroll Manager.
Budget & G/L > Budget > Budget Management > Edit Budget Amounts – Added step 6 Budget Item Details grid with new screenshots..
My AptaFund > User > My Dashboard - added My W-2 Consent Elections with new screenshot..
HR, ESS, & Leave > Employee Self Service > Employee Self Service Overview - added link for W-2 Consent Elections.
Payroll > Pay Employees – Manage Payroll > Process a Payroll > Create a Payroll Register – added new field ‘Exclude Additional State/Federal Withholding’ with new screenshot.
My AptaFund > Employee Self-Service > My Deductions - Print a submitted request section added only can print approved requests.
Screen updates:
HR, ESS & Leave > Human_Resources > Employee_Contracts
HR, ESS & Leave > Human_Resources > Jobs > Mass Update Job Information
HR, ESS & Leave > Leave > Manage Leave
Budget & G/L > Budget > Budget Management – Updated all screenshots where the Propose Account Budget tab was replaced with new Edit tab.
Revised Topics
HR, ESS, & Leave > Leave > Manage Leave > Set Up Leave - Added missing fields to Add and Edit Group Leave - Include on Register and Calculate Hours From
Release Notes for March 4, 2022 broken link has been fixed.
Banking & COA > Banking > Bank Management > Other Bank Functions > Delete a Bank Account - Added a note that a bank account can not be deleted if has any history, only disabled..
Revised Topics
Banking & COA > Chart of Accounts > Accounting Cycles > Accounting Cycle Overview - Delete an Accounting cycle removed from Online Help
Budget & G/L > Budget > Budget Management > Budget Import > Revise Budgets by Import - Step 1 added column Account Type Name, removed Auto Create Account column, removed steps 6 through 10 and Step 2 changed Budget - Adjust to Revise, added step 6, removed some steps
HR, ESS & Leave > Employee Self Service > About Leave Request Validation - removed out of date sections
HR, ESS & Leave > Human Resources > Jobs > Fill Position - changed the wording on step 5
Payroll > Payroll Liabilities -manage Payroll Vouchers > Payroll Liability Voucher > Set Up EFT Payments - changed step 4 Method to read: Select EFT Payment
My_AptaFund > ESS > My_Deductions > fillable form - shows Sign button for signature
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
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
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
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.
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.
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
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
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
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
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
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
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
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
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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