ActivityHD Release 8.27

System-wide

    8.27-0

  • Custom fields

    In the past, using custom fields with the Unique option turned on could result in poor performance and possibly cause timeout errors. The performance of custom fields set to require unique values has now been greatly improved.

  • Database maintenance

    The system server periodically performs maintenance on its own database and on all company databases. For very large databases, the maintenance procedure could time out before it completed. The default timeout value for the maintenance operation is probably ten minutes, the SQL Server engine's "Remote Query Timeout" value. If the error occurred, it was reported in the Event Log and the database was rolled back to its previous state--without the changes made by the maintenance procedure.

    Now the query timeout for this statement is set to 60 minutes to ensure it has plenty of time to complete.

  • Package options

    Activity System > [Company] > [right-click] > Options

    [Company] > [select a package] > [right-click] > Options

    The Developer Tool is now available from the Options dialog to allow easy investigation and manipulation of export/import XML. To access the Developer Tool from the Options dialog, press Ctrl+F12 or click and select Developer Tool from the drop-down menu.

Accounts Payable

    8.27-0

  • Invoices

    Accounts Payable > Invoices

    A new Status field has been added to the Invoice window. The purpose of the Status field is to clarify the invoice state in the current workflow and to pave the way for an invoice approval feature.

    The following list shows the invoice statuses and describes their usage:

    • New. The default status for a newly created invoice. A "New" invoice:
      • Can be deleted or merged
    • Hold. The status of an invoice set to Merge Hold. An invoice with "Hold" status:
      • Cannot be merged.
    • Committed. Commitment invoices are set to "Committed" when commitment invoices are merged (never set to "Outstanding" or "Paid). A "Committed" invoice:
      • Can be voided.
      • Cannot be deleted or paid.
    • Outstanding. Non-commitment invoices are set to "Outstanding" when invoices are merged. An "Outstanding" invoice:
      • Can be paid or voided.
      • Cannot be deleted.
    • Paid. Merged invoices are automatically set to "Paid" when their balance goes to zero. A "Paid" invoice:
      • Can be voided if there are no payments which have not been voided.
      • Can be paid, but requires manual selection.
      • Cannot be deleted.
    • Voided. Invoices are automatically set to "Voided" by the Void process. A "Voided" invoice:
      • Cannot be deleted or paid.

  • Payments

    Accounts Payable > Payments

    Note

    This issue applies only to users with bank transactions created with ActivityHD versions before 4.0-37.

    When sorting items in the Payments HD view by one of the Bank Reconciliation transaction columns (Bank Transaction, Cleared Date, Bank Statement, Bank Statement Date), the following error could occur:

    Subquery returned more than 1 value. This is not permitted when the subquery follows =, !=, <, <=, >, >=, or when the subquery is used as an expression.

    In older versions of Bank Reconciliation (prior to 4.0-37), it was possible to create multiple bank transactions which are now flagged as "Net Pay". This happened when the bank account and discount account on the payment were the same account. Beginning in version 4.0-37, the "discount taken" bank transaction had a source subtype of "Discount" rather than "Net Pay", so it was no longer included in the payment's column select expression and the problem would not occur.

    Now the four Bank Reconciliation columns handle the possibility that an AP payment can be linked to multiple transactions and they now return information from the first transaction using the following sort order:

    1. Unreconciled transactions first; then reconciled transactions.
    2. Next, the most recent reconciliation statement date, if reconciled.
    3. Finally, the most recent transaction sequence number.

    Note

    In typical operations you would not use the same GL account for both the bank account and discount account so you are unlikely to encounter the problem.

  • Recurring Invoices

    Accounts Payable > Invoices > Recurring

    A new field has been introduced and other fields rearranged to support the use of expressions to define recurring invoice numbers and recurring invoice descriptions.

    A Description field has been added to the Invoice section of the Recurring Invoices tab. The Invoice # and Amount fields have switched positions.

    The following keywords are available for recurring invoice numbers and recurring invoice descriptions:

    • <CUSTOMER NUMBER>
    • <PERIOD NUMBER>
    • <PERIOD DESCRIPTION>
    • <PERIOD YEAR CODE>
    • <PERIOD YEAR DESCRIPTION>
    • <PERIOD BEGIN MONTH>
    • <PERIOD BEGIN MONTH NAME>
    • <PERIOD BEGIN DAY>
    • <PERIOD BEGIN YEAR>
    • <PERIOD END MONTH>
    • <PERIOD END MONTH NAME>
    • <PERIOD END DAY>
    • <PERIOD END YEAR>

    The length of the Invoice # field has been increased from 20 characters to 250 characters to accommodate keyword expressions. However, when an invoice is processed, the numbers and descriptions on processed invoices are limited to the size allowed by the invoice design.

Accounts Receivable

    8.27-0

  • Customers

    Accounts Receivable > Customers

    Previously, the State ID on the Customers folder was not visible unless summary invoices were enabled. Furthermore, if you tried to create a column filter on the State ID column, the following error occurred:

    Field not found (Customer.StateID)

    Both issues have been addressed.

  • Invoices

    Accounts Receivable > Invoices

    In the past, when an invoice was deleted from the detail lines of a receipt it no longer appeared among the invoices available to be paid. Now invoices deleted from receipt detail correctly appear as available for payment.

Bank Reconciliation

    8.27-0

  • Bank Transactions

    Bank Reconciliation > Transactions

    Formerly, the Transactions folder errantly used the GL Entry # selection field for the GL Entry column. The GL Entry # field was not appropriate because the same GL entry number can be used for multiple GL batches. Now the standard GL Entry selection field is used on the GL Entry column.

    As a result, you can now limit bank transactions by any property of the GL entry. In particular, you can:

    • Use Find (F3) to open the Find dialog to select a specific GL entry.
    • Enter wildcard masks for the GL entry.
    • Click the More... button to select transactions by any property of the GL entry.

Contracts Processing

    8.27-0

  • Contracts

    Contracts Processing > Contracts

    Several of the existing view tabs in the Contract window have been reorganized and some new views have been added:

    • The Settlements and Settlement Lines tabs have been consolidated into a single Settlements tab with Settlements and Settlement Lines subtabs.

    • The AR Invoices tab has been expanded to include subtabs for Invoice Detail and Extra GL in addition to an Invoices subtab.

    • The AP Invoices tab has been expanded to include subtabs for Invoice Detail and Extra GL in addition to an Invoices subtab.

    In the process of adding and reorganizing these views, a couple of issues were also addressed:

    • The AP Invoices view now includes reversal AP invoices for settlement AP invoices which are voided.
    • New AR invoices created from the Invoices subtab of the AR Invoices tab now default with the customer and AR location from the contract.

  • Contract Lines

    Contracts Processing > Contracts > Contract Lines

    Although a "Processed" column was available to be shown in the Contract Lines HD view, the work order for a contract line was not available. A "Work Order" column is now available to be shown in the Contract Lines HD view. Column filters are available for the new column making investigation for work orders simpler.

  • Contracts Listing

    Contracts Processing > Contracts > [right-click] > Select and Report > Contracts Listing

    Previously, if you included custom fields on the listing and there were multiple custom fields with values, only the first custom field name-value pair appeared on the report because the field's "Can Grow" setting was not enabled. Now the field is set to "Can Grow" and all applicable custom field name-value pairs appear on the report. This change affected the format of the report only; the report data is unaffected.

  • Payment Types

    Contracts Processing > Setup > Payment Types

    New Products, Contract Lines, and Settlement Lines tabs have been introduced to the Payment Type window. The new tabs are automatically filtered to show items for the selected payment type. If you create a new product from the Products view, the payment type on the new product defaults to the selected payment type.

  • Products

    Contracts Processing > Setup > Products

    In the past, when you created a work order from the Work Orders tab of the Product window, the selected product did not default onto the new work order and, thus, had to be manually set. Now when you create a new work order from the Work Orders tab of a product, the product loads by default on the work order.

  • Selection fields (various folders)

    New selection fields have been introduced on the following folders:

    Folder New selection field(s)
    Work Order Types Products...
    Contract Lines Work Order...
    Settlement Line...
    Payment Types Products...
    Contract Lines...
    Settlement Lines...
    Work Orders Settlement Line...

    With these new selection fields you can now create numerous filters which formerly required manual SQL. Selection fields with an ellipsis (...) have a More... button option that allows you to limit by any selection field on the entity.

    Two selection fields were renamed for consistency:

    • The selection field on products which was formerly named "CPGroup" is now "Groups".
    • The selection field on work orders which was formerly named "Contract-Line" is now "Contract Line".

  • Settlement Lines

    Contracts Processing > Settlements > Settlement Lines

    While you could already show actual amounts in the Settlement Lines HD view, the work order which was settled was not available to be shown. A "Work Order" column is now available to be shown in the Settlement Lines HD view. Column filters are available for the new column making investigation for work orders, such as identifying which settlement and settlement line billed for a particular work order, much simpler.

  • Settlements

    Contracts Processing > Settlements

    New views have been added to the Settlement window and the existing AP Invoices tab has been enhanced.

    • A Contract Lines tab has been introduced to show the contract lines affected by a settlement.

    • A Work Orders tab has been introduced to show the work orders on the contract lines affected by a settlement. If you create a new work order from the Work Orders tab, the contract number defaults into the Contract field on the new work order.

    • An AR Invoices tab has been introduced with subtabs to show AR Invoices, Invoice Detail, and Extra GL. If you create a new AR invoice from the Invoices subtab, the customer and location from the associated contract default into the Customer and Location fields on the new invoice.

    • The AP Invoices tab has been expanded to include subtabs for Invoice Detail and Extra GL in addition to an Invoices subtab.

    In addition, the AP Invoices subtab now includes reversal AP invoices for settlement AP invoices which have been voided.

  • Work Order Types

    Contracts Processing > Setup > Work Order Types

    A new Products tab has been introduced to the Work Order Type window to show all products which reference the work order type. If you create a new product from this view, the work order type on the new product defaults to the selected work order type.

Fixed Assets

    8.27-0

  • Post FA to GL

    Fixed Assets > Assets > [right-click] > Select and Post to GL

    When using Post FA to GL to correct depreciation, users usually want the changes to be effective in the current period, and they properly specify the GL date in the Override Depreciation field. However, it may not be obvious when the correction needs to reverse some entries that the reversal dates should probably match the date entered in the Override Depreciation field.

    Now if you enter a date in the Override Depreciation field, the GL Dates for Reversals field defaults to "Calculated Dates". If you clear the date in the Override Depreciation field, the default is reset to "Original Dates".

General Ledger

    8.27-0

  • Allocation Entries

    General Ledger > Journal Entries > Allocation Entries

    The Calendar selection field on allocation entries was originally incorrectly created as a string field. It is now a reference field.

  • General Ledger Detail Report

    General Ledger > Chart of Accounts > [right-click] > Select and Report > General Ledger Detail Report

    An alternate version of the built-in General Ledger Detail Report called "GL Detail Spreadsheet (built-in)" is available for selection on the Output tab. Its purpose is to produce a cleaner result when the output is exported to Excel using one of the following data-only options:

    • Microsoft Excel (97-2003) Data-Only (*.xls)
    • Microsoft Excel Workbook Data Only (*.xlsx)

    Some users prefer the cleaner design for situations which require a less complicated report.

    Until this release, the design did not include attributes. Now the following changes have been made to include attributes in the report:

    • When you mark the Include Detail Attributes checkbox on the Options tab, the attribute item values associated with the journal detail now appear in the GL Detail Spreadsheet.
    • All attributes are shown in a single cell on a second line. For example:

      Attributes:   Dept: 01  Project: AA

    • If you include subsidiary detail, the report displays it in the same format as the default design including the teal coloring.

Payroll/Human Resources

    8.27-0

  • Check Disbursements

    Payroll/Human Resources > Checks > Disbursements

    In the past, the date on check disbursements determined the date on printed checks and direct deposits as well as the date on the cash journal entry. This behavior aligns with accounting best practices. However, in some rare cases, such as when an accounting department reserves certain dates for correction and closing entries, the disbursement date and the cash journal entry date need to be different. The only way to accommodate this was to create manual journal entries.

    Now a GL date has been introduced on check disbursements to address the need for different disbursement and cash journal entry dates. To prevent accidental changes, the new date does not appear in the Check window or in the Check Disbursement window. The new date is only visible in the Check Disbursements HD view and the date can only be changed through mass change or through automation.

    To handle the disbursement date in the circumstances above:

    1. Process a payroll run or timesheets as usual. New checks are assigned the date from the payroll run. (At this point, any change to the check date will automatically be propagated to both dates on the disbursements.)
    2. Merge checks. Disbursements cannot be changed on processed checks until after the checks are merged. Before merging, the disbursements are calculated from the employee's disbursement rules. (At this point, any change to the disbursement date will automatically update the disbursement GL date.)
    3. Mass change the disbursement GL date. This updates the posting date on the cash journal entries that are created during check merge.
    4. Disburse the checks using Print Checks and/or Direct Deposit.

    5. Reconcile the checks in Bank Reconciliation.

      Warning

      The date on bank transactions will match the GL date, not the disbursement date, at this point.

    Void disbursements

    • When you void a disbursement, a reversal is created with the disbursement date and GL date set to today.
    • If you change the reversal disbursement date, the GL date is updated to match it; however, you can only see this in the Check Disbursements HD view.

    Void checks

    • The last prompt in the Void Checks dialog refers to the disbursement GL date and not the disbursement date:

      Select "Original Disbursement GL Date" to set the GL date of the reversal disbursement to the same date as the GL date on the voided check or enter a specific reversal GL date.

    • The reversal disbursement date is always set to the disbursement date of the voided check.

    Reports

    • Check Disbursements Listing. The disbursement GL date has been added to the datastream and to both built-in report designs.

    • Checks Listing. On the Options tab, the option which was formerly labeled "Include Date and GL Accounts" has been subtly changed to "Include Dates and GL Accounts" to signify that marking the option now includes GL dates on the report in addition to disbursement dates and GL accounts.

      This option is available on all built-in designs except the Checks Sign-off design. For the Checks Sign-off design, the option is available in the datastream only.

    • Check GL Detail Report.
      • Compares the disbursement GL date rather than the disbursement date to the date range specified on the Options tab.
      • References the disbursement GL date rather than the disbursement date in the GL Date combo box (liability, distribution, disbursement).
    • Checks GL Summary Report. Compares the disbursement GL date rather than the disbursement date to the date range specified on the Options tab.
    • Outstanding Checks Report. Compares the disbursement GL date rather than the disbursement date to the end date specified on the Options tab.

    Conversions

    Conversions set the GL date on all historical disbursements to match the disbursement date.

  • Check Disbursements

    Payroll/Human Resources > Checks > Disbursements

    The Reverses Disbursement selection field on check disbursements was originally incorrectly created as a string field. It is now a reference field.

  • Check Disbursements Listing

    Payroll/Human Resources > Checks > Disbursements > [right-click] > Select and Report > Check Disbursements Listing

    Several ActivityHD users have requested a Certified Payroll Report (Department of Labor Form WH-347). Although this report is not yet built in, this version of ActivityHD introduces a preliminary solution which uses attributes, custom fields, segment item parameters, and data sources.

    To implement this solution:

    1. In ActivityHD Explorer, navigate to [Company] > Administration > Data Sources.

    2. Right-click the Data Sources folder and select Import.

    3. In the File field, click and browse to and select the "...Distribution\Extras\Payroll\Certified Payroll Example Data Source.XML" file.

    4. Click Open. The file path loads in the File field.
    5. Click Next >> and then click Yes when prompted to confirm that you want to import the file.
    6. Click Finish. The file is added to the Data Sources folder.

    7. Open the "Certified Payroll" data source and select the Other > Memo tab for instructions on how to use the data source to provide a Certified Payroll Report.

    Also introduced with this change is a new built-in "Certified Payroll Example" report design for the Check Disbursements Listing. The instructions in the data source memo direct you to create a new copy of this report design.

  • Check Distributions

    Payroll/Human Resources > Checks > Distributions

    The Reverses Check and Voided by Check selection fields on check distributions were originally incorrectly created as string fields. They are now reference fields.

  • Check Lines

    Payroll/Human Resources > Checks > Check Lines

    The Reverses Check and Voided by Check selection fields on check lines were originally incorrectly created as string fields. They are now reference fields.

  • Leave Ledger Balances

    Payroll/Human Resources > Leave Plans > Leave Balances

    The "Has Balance or Activity" filter in the Leave Ledger Balances HD view returns rows where either the beginning balance is greater than zero or there are leave entries in the date range specified in the Begin and End date filters. The filter can also be specified in the selection fields for a report. For example, if you run the Leave Ledger Balances Listing (Payroll/Human Resources > Leave Plans > Leave Balances > [right-click] > Leave Ledger Balances Listing), you can also specify the "Has Balance or Activity" filter in the selection fields.

    In this case, the filter uses the dates entered in the Options tab of the report wizard. In the past, any other selection fields specified after the filter were ignored if the ledger balance row passed the positive beginning balance test. Now the other selection criteria are not ignored.

    Example

    Suppose the following employees all had positive beginning PTO balances as of 7/1/2022:

    Employee Dept Begin Bal
    Amy Apple 10 300
    Bob Banana 10 200
    Pete Pear 20 100

    Next, suppose the report selection criteria were:

    • Filter: Has Balance or Activity
    • Dept: 10
    • Begin [date]: 7/1/2022

    In the past, all three employees were included on the report because they had beginning balances. The department specification was ignored: (Balance > 0) or (has leave entries and Department = 10).

    Now only the first two employees are reported: (Balance > 0 or has leave entries) and Department = 10.

    Note that combining the "Has Balance or Activity" with other filters in the HD view never exhibited the problem; only the selection fields did.

  • Pay Statements and Print Checks

    Payroll/Human Resources > Checks > [right-click] > Select and Report > Pay Statements

    Payroll/Human Resources > Checks > [right-click] > Print Checks > Select and Print Checks

    In ActivityHD version 8.10-0, federal and state W-4 fields were added to the datastreams for pay statements and printed checks. For instance, the field W4_USAFilingStatusCode was added with values of "S", "M", and "H". Although the meanings of these values are fairly well known, the values for state W-4 codes are not always so obvious. Consider New Jersey's filing status codes which are numerical:

    • 1 = Single
    • 2 = Married/Civil Union Couple Joint
    • 3 = Married/Civil Union Partner Separate
    • 4 = Head of Household
    • 5 = Qualifying Widow(er)/Surviving Civil Union Partner

    Now filing status descriptions from federal and state W-4s are available in the datastreams for Pay Statements and Print Checks. For example, the new W4_USAFilingStatusDesc field returns "Single", "Married", or "Head of Household".

    Filing status descriptions were added for these states: AL, AR, CA, DE, DC, GA, HI, IA, ID, KS, LA, MD, ME, MN, MO, MS, NC, NE, NJ, NM, NY, OK, OR, SC, VT, WI.

    In addition, the following description fields for Indiana counties, Maryland counties, and Michigan cities have been added:

    • W4_INResidenceCountyDesc
    • W4_INEmploymentCountyDesc
    • W4_MDCountyDesc
    • W4_MICityDesc

  • PRCodes

    Payroll/Human Resources > Setup > PRCodes

    The Segment Items selection field on PRCodes was originally incorrectly created as a string field. It is now a reference field.

Purchasing

    8.27-0

  • Purchase Orders

    Purchasing > Orders

    It is now easier to submit a purchase order for approval and to send out notifications particularly when the status of the purchase order is already "Ready" and you need to resend notifications. In the past, a user had to change the status to something other than "Ready" (e.g., "New"), save the change, then change the status back to "Ready" and save again. Now a Submit button next to the Status field makes this easier. When the button is clicked, the status is immediately set to "Ready" even if it is already set to "Ready" and the "Ready" status is shown in bold. When you save, approval notifications are triggered or retriggered.