SMART Finance Bulletin FY 2019-02 December 5, 2018 SMART Version 18.3 Update RDS DISTRICTS If you are a district using the RDS system, the upgrade will be completed for your database starting at 4:00 PM on Friday, December 7. You must be off SMART by 4:00 PM. We will spend Saturday working on updating user access changes provided to Region V. Therefore, if you log into SMART Finance after the release on Friday night or Saturday, a user s access might be different until the changes are made. IN-HOUSE DISTRICTS Please contact your Technology person for details. Your district tech person will be receiving notice of this release directly. SMART Finance User Access With this release, all active users have been assigned their access rights based on the new User Classes and reviews completed by an authority from the entity. Therefore, a user may have different rights from what they had prior to the release. If a user does need changes, please contact your Business Manager for assistance, so they can contact Region V. We have an updated User Authorization Form on the Region V website. Also, we have a PDF guideline showing what rights are included or excluded for each User Class. It can be found on the Region V website: www.regionv.k12.mn.us under Support SMART Finance Downloads. It is named SF User Classes Guide. Please click here to be taken to the website. The guide will be secured with the same username and password as other documents found on our website. Version 18.3 SMART Finance Overview Accounts Payable To assist with balancing the payroll liability account codes between Finance and Payroll, any voucher detail data imported from SHR, will be locked from changes. Users can add detail rows to denote an adjustment to the payroll liability amounts/accounts. The ST3 Form under Vendor Entry has been updated to auto check some fields. Under the Type of Business section, number 16 will be auto checked. Also, under the Reason for Exemption, item F will be auto checked and the MN DEED number, if available, will auto populate the Educational Organization number field. On the Vendor 1099 Detail Report, a field for check number has been added. The batch number field within the selection portion of the AP > Payment Generation window has been changed to Voucher Batch. Payment Summary has the added columns of Vendor Marker Code and Vendor Category to assist with searching payment data. 1
New W9 Form Available A new W9 Form is available. Please update your SMART Client folder. The instructions can be located on our website under Support Technical Downloads RDS Install Instructions. Then, follow the instructions under Client Folder Download. If you have any problems, please contact us. Accounts Receivable Copy functionality has been added to the Invoice entry window. Open or Paid status invoices can be copied to create a new invoice. This applies to those invoices that have a type of Invoice or Credit. Email functionality has been added to the Invoice entry window. Invoice forms can be printed or emailed. An email field has been added to the Company window. If this is filled in, the Purchase Order and Invoice email functionality will use this email as the FROM email rather than the logged in employee email address. On Invoice Entry, the comments field will pre-fill based on a comments field in Customer Entry for the selected customer. Regular type zero-dollar invoices will produce a warning message Invoice total cost is zero. Invoice will not appear in Receipt Entry when at a zero amount. On Receipt Entry, the invoice discount taken should auto adjust based on the applied amount. Purchase Orders An email field has been added to the Company window. If this is filled in, the Purchase Order and Invoice email functionality will use this email as the FROM email rather than the logged in employee email address. On Purchase Order entry, there is a new column called No Prt on each purchase order detail row. Check this box to have the detail row appear on the purchase order record, but it will not be printed on the purchase order or emailed to the vendor. In the Purchase Order entry window, the field for Elec Submitted will be updated for both Web and WebExpress type purchase orders. The purchase order category field will display in ascending sort order. On the Requisition Summary window, there is a checkbox to automatically exclude closed status requisitions. Uncheck this option in order to see all status requisitions. General Ledger In Chart of Accounts entry for Balance Sheet Account Codes, when a user enters in a valid end period, the system will check the year-to-date balance of the account code. If it is not equal to zero, it will produce the message GL Balance for records greater than End Period must be zero. and not allow the user to save the change. In Chart of Accounts entry, the class lookup or typing in a new class value will be recognized by the system. Reports Accounts Payable The Accounts Payable (AP) Period Balance reports have an additional report parameter for Fund. If the field is blank, it will obtain all funds. Otherwise, enter a specific Fund if needed to filter the report. The specific AP Period Balance reports affected are the following: Period Balance Report, Period Balance Rpt by Acct Code, Period Balance Rpt by Def AP Acct, and Period Balance Report by Fund. 2
Accounts Receivable Customer Listing with Comments report will list the customer comment field. Receipt Listing with Detail by Deposit report has been modified to allow multiple customer codes in the Customer Code parameter. The Accounts Receivable (AR) Period Balance reports have an additional report parameter for Fund. If the field is blank, it will obtain all funds. Otherwise, enter a specific Fund if needed to filter the report. The specific AR Period Balance reports affected are the following: Period Balance Report and Period Balance Report by Fund. General Ledger The COA Listing with Closing Accounts report has been modified to allow multiple ledger type values. For example, if the user would like to run the report for E, R to obtain all expenditure and revenue data. Custom Reports Under Custom Ledger Reports, the Budget Workpapers added a report parameter for Inactive account codes. By default, these inactive account codes will be included. A user can decide to not include them by changing the Include Inactive Acct Codes? parameter from a Y to a N value. SMART Finance Overall The Route slip, In Tray window, and the In-Tray Listing report have been updated to reference InTray instead of Sent to denote the flow of the route slip to the In Tray window. Version 18.3 SMART HR Overview Payroll General Ledger MN SEDRA Reporting replaced the MN EDRS Reporting window (report). The names were updated, but the functionality did not change. Version 18.3 SMART Finance/SMART HR Overview A SMART Dashboard was released, which will be expanded in future releases. It was designed to help pass user information on to someone else for review or additional work, but in a way that is harder for someone to get into than like an email. The SMART Dashboard will appear when a user logs into SMART. 3
If the Dashboard has been closed, it can be opened up again by clicking on the Quick Access tab and Dashboard. It includes the following features. o Finance Defaults This is the SMART Finance Session Defaults window. It operates the same way as before. o System Notifications These notifications are generated automatically by SMART er or SMART for various items. For example, it will be used to let users know when an item has been routed to their In Tray in SMART Finance. o Messaging This is a secure system-wide user messaging system that can include what window the user is on. The notifications are generated automatically by SMART er and by users accessing SMART. o To Do List The To Do List is a way to keep track of the items that need to be done inside SMART that is convenient. It is customizable to each user and they only see their changes and no one else does. There is a Help Video available to explain how the features of the Dashboard work. Click on the button in the upper right corner named Help Video to watch it. 4
Also, there is written documentation that can be obtained by clicking on the Help button at the bottom of the Quick Access tab. Quick Access Search Option A user can type in a part of the title of a window or report desired and it will filter close matches. My Favorites will allow a Group name to use a single apostrophe. Online documentation has been added system-wide. Click on the Help icon to access. Version 18.3 SMART er Overview Overall Added a button to hide the menus, so that if you are working on a smaller screen more information is able to be seen. A user just needs to click the button identified below. Home TimeOff balances and Pay Stub information are now hidden if a user has a SMART er role assigned to them, so if the user is showing something on SMART er their personal information is not displayed. Requests Order Requisition Entry o The screen was reformatted to fit various sized screens better, so scrolling doesn t need to happen as often. 5
o Added a new checkbox field called No Prt on the requisition detail row. Check this box to have the detail row appear on the purchase order, but it will not be printed on the purchase order or emailed to the vendor. Responsibilities Approvals The first approver is allowed to change the request date field on a requisition. Order Requisition Transfer If more than one location is involved in the requisition transfer, a warning message will notify the user prior to the transfer. Setup Proxies Allows an initial approver to be able to have a proxy. Payroll Items In multiple windows, a Preview button was added. The Preview will display the grid on the page. Print will open the pdf in a new browser tab. Reports Many reports were updated to include up/down arrows ( ) with the ability to sort columns. Report columns can be sorted ascending or descending. If reports are grouped, by vendor for example, the sort occurs within the vendor group description and will not sort by that field for the entire report. Supported Web Browsers: Firefox v58 and under are blocked with a message to upgrade their browser. v59-61 warn that they should upgrade their browser. Support versions 62-63. Google Chrome v65 and under are blocked with a message to upgrade their browser. v66-68 warn that they should upgrade their browser. Support versions 69-70. Safari v9.x and under are blocked with a message to upgrade their browser. v10.x warn that they should upgrade their browser. Support versions 11.x-12. IE v10 and under are blocked with a message to upgrade their browser. Support versions 11 and Edge. OTHER REMINDERS New W9 Form Available A new W9 Form is available. Please update your SMART Client folder. The instructions can be located on our website under Support Technical Downloads RDS Install Instructions. Then, follow the instructions under Client Folder Download. If you have any problems, please contact us. 6
Change Your Password Please pass this along to all SMART users in your district! Security experts suggest users change their passwords routinely such as every 90 days. It is also highly recommended that strong passwords are used that have a combination of three complexity factors. This includes passwords containing at least eight characters that use uppercase letters, lowercase letters and numbers or specials characters. Each user in SMART is assigned their own password when initially set up by Region V. When logging into SMART for the first time, the user is forced to change that initial password. It is then up to the user to remember and continue to change their password for greater security. We strongly suggest you update your password on a periodic basis for security reasons. To change a password, follow the steps below. 1. On the SMART Systems Login screen, input your password. 2. Before hitting the Enter key or clicking OK, click the Password button. 3. In the field that says Old Password, enter in the password used in Step 1. 4. In the field New Password input your new password. 5. Enter the new password again in Confirm Password. (Note: The password field is case sensitive.) 6. Click OK. If you cannot remember a password you have created for SMART, please let us know. We will not be able to tell you what the old one was, but we can change the password back to the first one we assigned and allow you to change it again. Closing Accounting Calendars Reminder Since the fiscal year should be complete, this is a reminder to make sure all of the Accounting Calendars prior to 201901 are Closed, so no transactions are accidently entered. To review which Accounting Calendars are Open, go to Finance Administration Data Extraction. Change the Extract Type to be Finance. Click Find/Retrieve. Scroll down until you come to Period Status. Click View Extract. The Extract Viewer will identify all of the Open periods. If you receive a message about unposted items when you are trying to close the period, please contact Region V, so prior years are not affected. 1099 Information Hopefully, you have taken the time to review and verify your vendor TIN s and 1099 amounts. Attached to this bulletin is a handout to assist with the 1099 process. This handout instructs how to run reports to look up vendor payment activity, how to check these amounts to what is included for 1099 reporting in SMART, and how to adjust this activity, if required. Please be sure to review this information and give copies to those individuals in your district that are responsible for the 1099 data. 1099 MISC Form Printing Region V will print the 1099 Forms for all SMART Finance districts that request us to do so. If you choose to file electronically, you will not receive Copy A of the 1099 MISC form or Form 1096, since you will not need to submit these to the IRS. We will also provide double window envelopes for mailing to recipients. If you choose to file on paper, or if you are required to file on paper because of missing TIN s, you will receive the printed Copy A and 1096. The 1096 will need to be completed by the district and mailed with the Copy A of the 1099 MISC by January 31, 2019. 7
You will be responsible for running the 1099 reports and verifying 1099 data. You will also need to make any corrections to your 1099 data. When you are ready to have the 1099 forms printed, please send your authorization. The authorization form is titled 1099 Form Printing and is available on our website under Support SMART Finance and listed under Downloads. These can be faxed to (507) 388-5978 to the attention of Lori or Tami. Or you can email the authorization as an attachment to sfsupport@regionv.k12.mn.us. Please submit your 1099 authorization form to Region V by January 23, 2019. Time must be allowed to print and mail the forms back to the district. The deadline for filing both electronically and paper copies to the IRS for 1099 MISC nonemployee compensation is January 31, 2019. It is very important to be sure all 1099 s have the correct TIN s and are reporting the correct amount. Region V will take care of electronically filing on your behalf. You will receive an email letting you know your file was accepted by the IRS. Finance Winter Session Dates February The Finance Winter Sessions focus on budgeting for the next fiscal year. We have scheduled the detailed sessions. The detailed sessions will be from 9:00 AM 3:00 PM. It will be geared toward those that want the standard, more detailed budgeting session. We will cover the following topics in detail: revenue budgeting, expenditure budgeting, special education, etc. Once the topics have been covered, participants can stay to work for the rest of the day. The Finance Winter Session detailed dates are: Tuesday, February 19 South Central Service Cooperative, North Mankato Thursday, February 21 Southeast Service Cooperative, Rochester We plan to schedule a GoToMeeting in February that will provide a brief overview of items districts should be aware of for FY 20 budgeting. We will record the GoToMeeting for those that are unable to attend that day. Also, we will schedule a few days where districts can come to Region V and work on their budgets. Region V staff will be available for questions. We will send out an email identifying the dates for the GoToMeeting and dates to work at Region V when they have been scheduled. To locate the dates for sessions, please go to the Region V website and look under Calendar. Region V Holidays: Monday, December 24, 2018 Tuesday, December 25, 2018 Monday, December 31, 2018 Tuesday, January 1, 2019 8