v5.10.1000 Update Updated: 10/11/2010 2010 Shelby Systems, Inc. All Rights Reserved Other brand and product names are trademarks or registered trademarks of the respective holders.
Release Version v5.10.1000 The following are modifications made to the Shelby v.5 programs between versions 5.9.6200 and 5.10.1000. Please review this complete document to review changes since the last major release. Important SQL Server Information for Shelby v5.10 Beginning with version 5.10, your DATA SERVER must be running SQL 2005 sp3 or higher. This does not mean that you have to update to v5.10 immediately. The year-end update will include a patch install for our customers still running v5.9.6200 and will provide additional time for you to plan and upgrade SQL. See SQL Server Software Considerations and v.5 Hardware Requirements for more information. If you have any questions, please contact Shelby Support. Additional Resources & Supplemental Documents: ShelbyPODCAST What s New in the Shelby v5.10 Upgrade Free Training Webinars: Explore the v5.10 Enhancements Check-In Guide How To Automatically Post Manual Journal Entries to Bank Reconciliation How To Send SMS Text Messages How To Use the Constant Contact Upload Report Registrations How To Add Custom Registration Information to Reports How To Assign a Responsible Party to a Registration How To Inquire on a Registrant or Attendee in Registrations How To Print an Activity Roster in Registrations How To Print an Attendee List or Directory in Registrations How To Use the Word Processing Interface in Registrations for Badges and More Enhancements Accounts Payable Company Information E-mail ACH Vouchers The Check Stub Info tab in Company Information is now Company/Fund/Account specific. Users can now e-mail ACH vouchers in Accounts Payable. Process Checks Check Register User Security Checks and Vouchers will now be separated on the Check Register with summary totals for each of them. Two new security features have been added for Accounts Payable Add ACH Information and Delete ACH Information. Page 2
v5.10.1000 Update Accounts Receivable Payment Register The ability to uncheck Print Setup and Print Memo on the Payment Register window has been added to the program. The ability to disable these options depends on the Include Entry Memo on Final Reports and Include Entry Setup/Update Info on Final Reports options in General Ledger Company setup information. Check Express Preferences Check Express Preferences are now Company/Fund/Account specific. Check In Check Out Receipts Guardian Check-In Guardian Information Inquiry - Reprint Receipt Inquiry - Send Text Message Modify Receipt Design Preferences Cell Info on Quick Print Check Out receipts will now print when the option is selected in Room Printer Information. The option is available on the far right of the grid inside Room Printer Information. Users can now select to Use Guardian Security when checking in. This is similar to checking in by family. When a guardian checks in, all people for whom that guardian is responsible appear and are available for the guardian to check in. Users can now authorize up to ten guardians through the Bar Code Assignment area. Guardian names and pictures can be printed on the receipt so that teachers know who is allowed to pick up a child. Users can now reprint reciepts from Inquiry. To do so, right-click on a record in Inquiry and select reprint receipt". Dates prior to this enhancement will return a message stating that there is not enough information to reprint the receipt. Users can now send text messages from Inquiry. To do so, select the record in inquiry and click the Send Text Message button at the bottom of the screen. This will only function if the user has a cell phone with an assigned cell carrier on his or her record. Users can now select to print parents salutation on check-in receipts. The options for Parent 1 Salutation and Parent 2 Salutation are now available on the Heading and Footing tab. Users can now select to have cell information fields show on the Quick Print screen. When this option is enabled, users can enter the Cell and Cell Carrier when checking individuals in through Quick Print. This will allow those individuals to be texted from Inquiry. Page 3
Preferences Multi-Org Check In Remote Check In Reports Check-In Roster A new option has been added to Preferences to default all classes to being unchecked when using Multi-Org Check In. If this option is not selected, all Primary classes will be checked as usual. A new feature has been added that will allow users to make a backup of Shelby v.5 data, restore it to a laptop, and then use Check In to track attendance at a remote location. Users can then import it back into their main database. This is done through new Utilities options for Export Remote Entries and Import Remote Entries. The option to print allergies has been added to the Check-In Roster report. Contributions Contribution Entry The Contribution Entry screen is now resizable. Donors and Gifts Gift Entry The Gift Entry screen is now resizable. e-solutions Custom Fields WebVIEW Application Help Files Custom fields in e-registrations can now be checked as Required. When users register for an event, they will have to populate the required fields to proceed. In addition. Alpha-Numeric custom fields that have a pick box now appear properly in e-registrations with a drop-down menu instead of a pick box. The Help option has been added to the File Menu bar, and users can now obtain context-sensitive help by pressing the [F1] key. General Ledger Company/Year Information Journal Import Users can now select an option in Company Information to send entries to Bank Reconciliation when manual Journal Entries are saved. This option defaults to being checked but can be turned off. When a user imports a GLTRN2000 text file, a Bank Reconciliation entry will now be made for Fund 000 if an entry is made for another fund which does not have a bank account established in Bank Reconciliation. The Bank Reconciliation entry is created when the General Ledger journal is saved and updated. Page 4
v5.10.1000 Update General Ledger Plus Reports The following reports will now allow consolidated reporting for companies with differing fiscal years: Balance Sheet, Budgeted Financial Statement, Chart of Accounts List, Income & Expense Statement. Reports Balance Sheet The option Interface with Excel? has been added to the Balance Sheet report when the user does not select the Master Chart of Accounts on the Home Base screen of General Ledger. This option will allow the user to print multiple companies selected on the Home Base pick button and have each company on its own tab in the spreadsheet. In addition, the user is able to select specific funds within each company using the pick button from the Home Base screen. GlobaFILE Control Table Information Cell Carrier Users can now add Cell Carrier information to the Phones tab through Control Table Information. Membership Import/Export Utilities Export Olan Mills File Import/Export Utilities Import Olan Mills CD An Olan Mills export utility has been added to Membership that will export records to match the new Olan Mills file layout. An Olan Mills import utility has been added to Membership which will copy the images from the Olan Mills CD to the Pictures folder located under the Shelby v.5 Data directory, and allow the user to match exceptions from the CD to records in GlobaFILE. Purchase Order Purchase Order Entry Security - Approval Override When a line item on a purchase order is over budget, any line items over budget and the Detail tab will now be highlighted. A security option has been added for Purchase Order Approval Override. This option gives users the ability to do final approval when the person set up as the final approver is not in the office. This option requires the user that has been granted Approval Override to be set up in the approval path as a user that is allowed to enter requisitions. Page 5
Registrations Registration Information/ Payment Information Reports Activity Roster Reports Attendee List Reports Build WP Interface for Badges Reports Directories Attendee Directory Reports Inquiry The Registrant name, Name ID number, city, and state are now displayed in the Responsible Party pick box and afterwards in the Responsible Party field on the Add/Change Payment Information. The change was added to Registration Information and Payment Information. The Activity Roster report has a new Columnar option. This exports the report to Microsoft Excel and has a row for each attendee with columns for each activity. The column contains an X if the attendee is marked for that activity. A column is included beside the activity for a fee and each column is marked as user changeable. A total of the activity fees is included for each attendee and appears at the end for all attendees. The Attendee List report has been added to Registrations. This allows users to print the Badge Name of attendees in Badge Name order and allows users to select by Activity. There is an option on this report to Include Custom Fields. Registrations custom information can now be included when running the Build WP Interface for Badges report. The report can be saved as a.txt or.csv file. The option to Include Registrant s name when different than Attendee has been added to the Attendee Directory report. When this is selected, the registrant s name will print in addition to the attendee information when applicable. When using the Inquiry function, users can now inquire on Attendee names as well as Registrant names. If a user inquires on the registrant, the inquiry will show info for the Registrant and all of the attendees. If an inquiry is done on an attendee, only info for the attendee will be displayed. Selections and Listings Reports - Constant Contact Upload Reports Group E-mail SMTP Reports Name List (RG) The Constant Contact Upload Report type has been added to Selections and Listings. When selected, users who have already signed up with Constant Contact can upload lists of contacts to be used in e-mail campaigns if an Internet connection is present. In order to upload contacts each report will require the user s Constant Contact Username and Password and a user-selected list to which to apply the upload. Users can now select an option to Send SMS Message when using the Group E-mail SMTP report in Selections and Listings. Users can now select to either include attendees with registrants or to omit attendees and only print the registrants when running the Name List (RG) report in Selections and Listings. Page 6
v5.10.1000 Update Reports Registrations Custom Information The option to print Registrations custom information was added to the following report types: Badge WP (RG), Name List (RG), Phone List (RG), W/P Interface (RG). Miscellaneous Check Numbers Check Scanning Check Scanning Intelligent Mail Barcode User Security Check number fields where checks are received in Shelby v.5 have been increased to fifteen digits. When multiple records are associated with the same MICR information, the records are now being sorted alphabetically. A delete button has been added to the window listing records associated with the same MICR information. Using this button, a record can be disassociated from the MICR account. The Postnet Barcode has been replaced with the Intelligent Mail Barcode throughout Shelby v.5 (e.g., Selections and Listings, Contribution Statements). The USPS is now requiring that the Intelligent Mail Barcode be used for all Bulk mailings as of May 2011. Users will now be required to enter the old password when changing any of the SQL Server User passwords (e.g., ShelbyRead, ShelbyCN, etc.). Program Changes Payroll Utility Tax Table Information Tax Tables have been updated with changes to City Taxes. The following cities had changes that are on the v5.10.1000 Update: Columbus, OH; Grand Rapids, MI. Program Fixes Accounts Payable ACH Credit Card Tracking - Reconcile Invoice Entry Only one record will now be created when printing separate checks to the same vendor. Credit Card payments will now always show on the Reconcile screen. Previously, if a payment was voided, undone, and then repaid, it would not show. When a user opens an existing invoice for changes, the PO # field will no longer be populated with zeroes. Page 7
Process Checks Process Checks Process Checks Split Payment Vendor Information Checks will no longer print one line lower than they should. Note: Added to v5.10.1000 build dated 10/1/2010. Processing checks with a vendor having items to pay with a check and ACH will now work properly. Previously, the program was issuing the same check number twice. Users will no longer be able to enter a duplicate invoice number using recurring payments by reopening an already entered invoice and trying to change it to an invoice number that already exists. The Split Payment option is now only available for payments that did not originate from Credit Card Tracking. Credit Card transactions will now be included when displaying the Last Invoice Amount on the Vendor Information screen when the Financial Details option is selected. Accounts Receivable FACTS Import Inquiries/Monthly Statements Payment Entry Auto Distribute Payment Entry Auto Distribute Recurring Charge Information Reports Unapplied Cash List Reports Monthly Statements Reports Monthly Statements Unapplied Cash The FACTS import in Accounts Receivable will now function properly. This import allows invoices and payments to be imported from a specific file format. Inquiries and Payment Statements should now show the same totals. Auto Distribute will now function properly, applying payments to negative invoices before positive invoices. Auto Distribute will now function properly when the check amount is changed and the option to Auto Distribute is chosen again. The Recurring Charges name filter will now search both Customer and Bill To information for a potential match. Negative invoices are no longer being combined with unapplied cash to pay invoices when a customer has an existing unapplied cash balance. The correct information will now appear when user is running statements for selected sources only. Previously, all sources would be included regardless of selection. Statements will now only print one page if a user selects a Summary statement design that does not have any items on the detail tab. Previously, it was still printing multiple pages based on how many detail lines it would have printed. Applying Unapplied Cash will now review the check s original payment date so the payment list will show the correct image of the original check. Page 8
v5.10.1000 Update Attendance Reports Attendance To Date When running the Attendance To Date report, the correct attendance data will now appear under the proper dates. Check In Bar Code Assignment Users can now add letters to existing bar codes and they will be properly saved. Pager Information Receipt Printing Pager numbers entered when using Quick Print to check in visitors will now be searchable in Pager Information. Receipts no longer move down or across the page when printing. Contact Management Activities Activities can now be added by users who have permissions to add information to contacts but no permissions to view Private Activities on contacts. Contributions Statements When a user saves Contribution Statements to PDFs, embedded images will now be displayed properly. Deposits on Hand 1098 Edit List The NameID will now print on the 1098 Edit List in accordance with the GlobaFILE Preference to Include Name ID on Reports. Donor Information Individuals can now be deleted by highlighting a name and clicking the Delete icon or right-clicking a name and selecting Delete Donor. Donors and Gifts Inquiries Reprint Receipts Reports Gift List Reports Pledge File List Gift Receipts re-printed through Inquiries will now have an accurate YTD amount. The Gift List report will now show non-tax deductible purposes under Include/Exclude. The Pledge File List report will now show non-tax deductible purposes under Include/Exclude. Page 9
e-give Import Report Save Settings The Name column on the e-give import report now includes the namecounter and the column width has been increased to thirty characters. Only 50 characters will now be allowed in the Web Description field. Note: Users receiving a -245755 error can ignore through those errors and change all descriptions to be 50 characters or less. After doing this, the error should no longer occur. General Ledger Journal Entries Reverse/Copy Journal Entries Journal Entries If a user has selected to send manual Journal Entries to Bank Reconciliation, Journal Entries that are created through the reverse/copy utility will now send an entry to Bank Reconciliation. The Temporary Backup made when saving journal entries will now include a backup of Bank Reconciliation. When the fiscal year is changed on an unposted journal entry, Shelby v.5 will now replace the existing journal number with the next available number in the new fiscal year for that journal type. GlobaFILE GlobaFILE Preferences Utility Combine Names Changes to the name of the Area, Region, and District fields will now be effective in all areas of Shelby v.5. If two LASTCN profiles are found during a combine names procedure, the one with the older date will now be removed. Membership Membership Information Assign Envelope Membership Information Secured Life Events Update Selected Fields The focus will now return to the Envelope field after the Assign button is clicked. Users who do not have rights to secured life events will no longer be able to view them or add them to a record. Individuals with contribution history can now have their Record Status changed to deleted using Update Selected Fields. Page 10
v5.10.1000 Update Multi-Site Link Account Information When adding a new account to the Master Chart of Accounts and using the Select Fund/Depts button, users will now be able to select funds and departments from the master chart if they have the master company selected on the home base. Payroll ACH Employee Information Run Payroll Checks Sick/Vacation Utility Compensation Information Utility Deduction Information Employees with multiple ACH Accounts using Distribute by dollar amount will no longer be overpaid when the total pay is less than the ACH amounts specified on the employee record. The Employee Information grid will now be refreshed when a user saves and closes an employee record after deleting a phone number. Multiple users in the same module or multiple users in different modules can now process checks at the same time. Multiple users in different companies are also now able to process checks at the same time. The Sick Per Hour and Vacation Per Hour fields in Employee Information will now allow 6 digit decimal places. When a user is adding a new compensation, the program will default to the last entered settings. When a user is adding a new deduction, the program will default to the last entered settings. Remittance Church Information Export Remittance to Statistics Churches can now be deleted by highlighting a name and clicking the Delete icon or right-clicking a name and selecting Delete Church. The correct figures will be exported from Remittance to Statistics, even when the new amount to export is 0.00 (or null). This can happen when a remittance is undone. Selections and Listings Reports Formatted (ALL) Reports Labels (ALL) Parents names will now always print on the formatted list report if selected, even if the family is not in Membership. The same name will no longer be printed twice on one label when the Print Parents Names With Children is selected. Page 11
ShelbyQUERY Pivot Table The login credentials window will now appear in front of the ShelbyQUERY screen when user is creating a pivot table from a query. Miscellaneous Check Scanning Check Scanning Check Scanning Dashboard Query Check Register with Detail Dashboard Query Pivot Table Dashboard Query Member Birthdates Next Week Protect My Ministry User Security User Security When a user is scanning checks in Windows 7, the unit will no longer stop reading checks after a random number of scans. Previously, this was happening with the minimicr unit. When a user scans a check stub that is printed with MICR ink, it will now be correctly recognized as a supplemental document. Shelby v.5 check scanners will no longer have trouble recognizing the MICR line on checks where the check number is printed between the routing and checking account numbers and where the check number is preceeded by a blank space. The Check Register with Detail query on the dashboard will now properly reflect checks written to invoices that have discounts. The login credentials window will now appear in front of the dashboard when user is creating a pivot table from a dashboard query. The Member Birthdates Next Week query on the dashboard will now include members with birthdates on the current day plus the next 6 days. Previous versions were including birthdays from the day before. Telephone numbers are now being passed to the Protect My Ministry site with proper formatting. Address records can no longer be modified by users who have inquiry rights to Membership and no rights to GlobaFILE. Users with no rights to the Address tab in GlobaFILE user security will no longer be able to add or edit addresses in Membership or GlobaFILE. Error Corrections Accounts Payable Void Check Error 3265 will no longer occur when a user tries to void a manual check. Page 12
v5.10.1000 Update Contributions Contribution Processing Edit Report Reports Analysis Error 3604 will no longer occur when a user runs the Contribution Edit report. Previously, an error would occur if images were included on the report and the sort order sequence was set to anything other than Order Entered. Note: Added to v5.10.1000 build dated 9/24/2010. Error 3604 will no longer occur when a user previously selects names from another module and chooses the Include all selected option. Donors and Gifts Reports Pledge File List Error 3639 will no longer occur when a user runs the Pledge File List report. e-bill Import Payments Error 6 will no longer occur when a user imports e-bill payments. General Ledger Company Information Journal Entries Reports Error 3671 will no longer occur when a user increases the account length of a company in General Ledger. Error 3639 will no longer occur when a user saves Journal Entries when there are no Bank Reconciliation tables in the database. Error 5 will no longer occur when a user clicks the Include/Exclude button for accounts after selecting a four digit Fund. Insurance and Retirement Employees/Participants Error 3604 will no longer occur when a user chooses a type or class filter when accessing the Employees/Participants screen. Membership Master Record Information Error 3639 will no longer occur when a user selects Include/Exclude on the RISK Pref tab in Master Record Information. Page 13
Multi-Site Link Site Information Error 3604 will no longer occur when a user deletes a site. Payroll Run Payroll Checks Error 9 will no longer occur when a user runs payroll checks with no Employer Matching deductions. Note: Added to v5.10.1000 build dated 9/24/2010. Selections and Listings Criteria Service (SE) Reports Formatted (ALL) Error 3639 will no longer occur when a user runs a Group E-mail SMTP report that uses the Servant Services criteria. Error 94 will no longer occur when a user selects the Default 1099 Status field when running a Formatted report. Servant Direct Referral Error 6 will no longer occur when a user sends e-mails from the Servant application. Miscellaneous Shelby Add-in Error 94 will no longer occur when a user imports contacts into Microsoft Outlook using the Shelby Add-in. Page 14