Program
Ver# Last update
Budget Acctg (C-Isam):
5.33 Feb. 2022
Budget Acctg (Postgres):
8.01 Feb. 2022
Cemetery Records:
5.6 Feb. 2020
Court:
21.8 March 2023
Fixed Assets:
3.3 March 2016
Payroll:
24.4 March 2023
Receipting (C-Isam):
2.43 Feb. 2023
Receipting (Postgres):
7.42 Feb. 2023
Utility Billing (C-Isam):
6.03 Nov. 2022
Utility Billing (Postgres):
7.34 Nov. 2022
Utility ACH:
2.4 April 2021
Work Orders (C-Isam):
2.41 Oct. 2022
Work Orders (Postgres):
7.41 Oct. 2022
The software version is displayed at the top of your software's Main Menu. If you do not have the most current version of the software please email or call and request it. Click below to send an email.
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Recent changes in above versions include:
Budget Acctg:
February 2023
Postgres Only: if using passwords and user enters the program using the "Purch Order" password, the program "Options-History Printer" was accessible. The program was changed to disable that command when using that password.
Postgres Only: when printing the Bank Reconcile report, if a new page was started while printing the Cash Acct balances, the print was too high on the new page.
November 2022
Earlier in the year the "Print to csv File" routine was changed to have a folder name stored in the registry separate from the file name. However if an existing file was written to a new folder (a folder not previously in the registry), the existing folder name was removed. This has been fixed.
The filing year was moved down slightly on the 1099-Misc form.
October 2022
Both versions of Budget were re-compiled using C++ version 11.2.
Postgres version only: There is a new "Vendor Register" report found under "Vendors-Print-Report" that prints detail records in vendor order.
September 2022
The filing year is no longer pre-printed on the 1099-Misc and 1099-NEC forms. Therefore the 1099 routines were changed to print the filing year on the form. On 1099-Misc form the vendor acct# box was moved so the 1099-Misc routine was changed to print the vendor acct# further down on the form.
Postgres version only:
1- The Bank Reconciliation report was recently changed to include the vendor name with outstanding checks. However in that change, depending upon whether vendor names are all upper-case or mixed-case, only the first 12-18 characters of the name was included. The program was changed to include more of the name if space is available. For example if the font is Arial and the font size is changed from "11" (which is the default size) to "9" then 20-26 characters will be included. And if the orientation is changed to Landscape then 30-36 characters will be included.
2- The "Bank Positive Pay" register was changed to print the date as MM/DD/YYYY.
August 2022
Both versions of Budget were re-compiled using C++ version 11.1.5 which is the language used to create Budget.
Postgres version only:
1- The records on the Registers reports may now be printed in vendor name order although the
default is Refr# order.
2- On the AP screen is the command "Import AP" which allows AP entries to be imported from a "csv"
file. The program was changed to have a "browse" button for locating the import file.
3- On the "Options-General" screen user can set the account format entering up 22 digits and 7
separators. If user entered more than 22 digits the program did not correctly drop the extra digits.
This has been fixed.
4- In the "Detail" program user may access a detail record by entering a vendor name at the bottom
of the screen (and scrolling if needed to the record desired). If the vendor name entered was more
than 17 characters the program crashed. This has been fixed.
5- The Trial Balance report (found under Financial Reports) was not including prior year auto-entries
posted to the fund balance. This has been fixed.
July 2022
Postgres version only:
1- The Bank Recon report now includes the payee in the list of outstanding checks.
2- The Detail Ledger report now allows user to do account "lookups" when entering ranges
of account#s.
May 2022
Postgres version only: on the 'Vendors' screen user can now do an "Address" Lookup. At the bottom of the screen user can now enter a partial address and select "Lookup" to view all matching addresses. For example if user enters MAIN and selects "Lookup" any vendor whose address has MAIN in it will display.
April 2022
Postgres version only:
1- Under Financial Reports the option "Last Year Compare" was changed to "Prior Mo-Yr
Compare" to reflect the fact that the user can now enter the Mo-Yr to compare to as
opposed to the program assuming the comparing Mo-Yr is always one year in the past.
2- The "Registers" report screen now has the new option "Bank 'Positive Pay'". This is a
slight variation of a regular "Check" register in that the check "Description" is not
included and the "csv" format is specific to a major bank.
C-Isam version only (these changes were already in the Postgres version):
1- On the "Report Formats--Print--Report" screen the option "Missing Accts" was changed to
"Missing/Duplicate Accts" to reflect the fact that not only missing accts can be flagged but
also accts appearing more than once in the report format.
2- When printing to a "csv" file the screen that displays to define the name of the file was
changed to have a separate field for the drive/folder name. If the drive/folder name is
left blank then the file will be stored in path specified in the "Start-in" field in the program
shortcut icon.
3- When outputting a detail ledger report to a "csv" file, the invoice# is now included.
4- When printing the Reconcile report the difference in the Bank and Book balances is now
included on the printed report.
March 2022
On the "Detail" screen is a new "Ck Import" command. This allows user to import a file containing check info to auto-create check detail records.
Postgres version only: when printing to a "csv" file the screen that displays to define the name of the file was changed to have a separate field for the drive/folder name. If that field is left blank then the file will be stored in the path specified in the Start-in field of the program's shortcut icon.
Postgres version only: when outputting a detail ledger report to a "csv" file, the invoice# is now included.
Jan. 2022
Postgres version only:
The Check "Reprint" routine did not work if the bank code and fund was selected from drop-down lists.
The Claims List report was changed to read records faster.
Dec. 2021
A problem was found when printing 1099-NEC forms. On even pages (2, 4, 6, etc) the vendor info that should on form #2 printed on form #3 and the info for form#3 printed on form #2.
Postgres version only:
a. When printing the Bank Reconcile report the difference between the Book and Bank balances now is included.
b. When manually entering entries on the AP screen the Acct Balance (budgeted amt remaining) displays for each budget acct entered.
Oct. 2021
1099 Misc and NEC electronic file record formats updated for 2021.
Sept. 2021
1099-NEC forms for 2021 were changed to be '3 to a page' instead of 2. This required a third "top" margin setting on the "Options-Forms 1099" screen.
The Purchase Order, Accts Payable, and Manual Check programs were changed so that the "Print-Screen" print-out prints smaller so as to fit on 8 1/2" wide paper.
Postgres version only: the "Description" on the Manual Checks screen was widened.
Postgres version only: if using a Budget password (not a Postgres password) and the fourth letter in the password is "p" (lower-case P) then the password was not accepted. This has been fixed.
Postgres version only: when running a Detail Ledger in acct# order, if a beg/end acct# was entered and both acct#s are invalid numbers the program displayed an error. This has been fixed.
Aug. 2021
Postgres version only: under Financial Reports the Trial Balance, Last Year Compare, and 12-Month reports were changed to process records faster so the reports should run several times faster than before.
July 2021
Postgres version only: under Financial Reports the Budget and Encumbrance reports were changed to process records faster so the reports should run about twice as fast as before.
June 2021
C-Isam version only: the Adjustments/JE screen was changed to make the "Acct Description" column wider and the Manual Ck screen was changed to make the "Description" column wider.
Postgres version only: in 'Report Formats - Print - Report' there is a "Missing Accts" option which will print/display a list of accounts missing from the report format. That command was changed to "Missing/Duplicate Accts" so that accounts appearing more than once in the report format will also be noted.
Postgres version only: the Detail Ledger report was changed to process records faster so the report should run 2-3 times faster than before.
Postgres version only: there is a new checkbox on the Options--General screen titled "Ask Before Closing Budget". If checked the program will display a confirmation screen when closing Budget using the Esc key. Some users use the Esc key to close screens and sometimes press the key too many times causing the program to close which means you have to re-load the program, re-connect to Postgres, possibly re-enter a Budget password, and re-load the Mo-Yr. Therefore if you normally use the Esc key to close screens then checking this new checkbox might be helpful. Note: if Budget is closed by clicking "X" or the "Exit" command the confirmation screen does not display.
May 2021
Postgres version only: one way to edit a detail record is through the use of the "Detail" program. Through a recent glitch that program incorrectly terminated when clicking on "Save". This has been fixed.
April 2021
The Description column and Vendor Name on the Purchase Order screen have been widened.
There is a "Combine" routine on the Vendor screen that moves detail records, accts payable, and purchase orders from one vendor to another vendor. In case only some records should be moved the routine was changed to have a date range option. Now just records that fall within a range of dates can be moved.
Postgres version only: The Account Description column on the Report Format and Adjustments screens have been widened.
Feb. 2021
Postgres version only: on the Vendor screen is a new "Add From csv File" command which auto-adds vendors from a previously created "csv" file. This was previously added in the C-Isam version.
If user logs into a Mo-Yr that is outside the fiscal year and then re-logs into a Mo-Yr that is within the current fiscal the program incorrectly displayed a warning that the Mo-Yr is "out of range". This has been fixed.
Postgres version only: when connecting to Postgres a password must be entered on the "connect" screen. This password is case-sensitive so it important to know if the cap-lock is on. Previously if the cap-lock was on a message displayed when user began entering the password. The program was changed to display the message upon the connect screen displaying. So now even before typing the password you should know if the cap-lock is on.
Jan. 2021
Postgres version only: when building a 1099 e-file if a vendor's EIN# started with zero it was not stored in the file correctly. This has been fixed.
The program that prints 1099-NEC forms also has the option of building a 1099-NEC e-file. There was a problem in that file which has been fixed.
Dec. 2020
C-Isam version only:
On the Vendor screen is a new "Add From csv File" command which auto-adds vendors from a previously created "csv" file.
Postgres version only:
Record type codes were renumbered due to the new "Drct-Pay" record type. The 'Adjustment' type code has a new number causing the "Payroll Transfer" routine to be changed in order to properly code new records as "Adjustments".
The Purchase Order routine "AP/Ck/Adj Transfer" had a glitch which caused POs to not be transferred. This has been fixed.
Nov. 2020
The "Delete" command on the "Pay Bills (A/P)" screen now contains the option to "Delete All Lines" (in addition to the "Delete Selected Line" option). So if there are several AP lines to be paid to a vendor and all lines need to be removed, this is a faster way to do it.
The program was changed to be able to print the new 1099-NEC form as well as print the 1096 transmittal form and build a 1099-NEC e-file.The new form/file is how non-employee compensation is now reported (previously it was reported on the 1099-Misc form).
Postgres version only: payments to vendors may now be done via 'direct-pay' (i.e. an ACH file). This is done by setting up one-time direct pay banking info in 'Options' and bank r/t#s and acct#s on the vendors who are to be paid via direct-pay. Then in the "Pay Bills (A/P)" program there are new "Direct Pay" options.
Postgres version only: there is a new Financial Report type titled "12 Month Report". This report prints MTD totals for a span of 12 months beginning with the Mo-Yr entered by user. So if the Mo-Yr is 01-2020 then monthly totals are printed for 01-2020 thru 12-2020.
Aug 2020
The "Amount" column was widened on the Registers report.
July 2020
C-Isam version only: The Budget Acctg software is written using the C++ programming language. The program was re-compiled using the latest version.
There was a glitch in Budget Preparation that did not allow users to add a new line if the line being added was between two lines that were numbered only 1 apart. This has been fixed.
May 2020
On the Budget Main Menu is a "Help" command. That command has been changed to display two sub-commands..... "About Budget Manager" and "Budget Manager Overview". "About Budget Manager" is new and displays contact and support information.
C-Isam version only: On the Accounts and Vendor screens is a "History" command. Under that command is a "Selected Mo-Yr" command. That routine was changed to allow a range of Mo-Yrs instead of allowing only a single Mo-Yr.
Jan. 2020
The Receipts and Adjustments/JE posting programs were changed to make sure the posting date is within the logged-in Mo-Yr.
Postgres version only: On the Accounts and Vendor screens is a "History" command. Under that command is a "Selected Mo-Yr" command. That routine was changed to allow a range of Mo-Yrs instead of allowing only a single Mo-Yr.
Dec. 2019
C-Isam version only: There is now a routine under Adjustments/JE to import postings from a 'csv' file.
Sept. 2019
When running the Detail Ldgr report for a past Mo-Yr, the Report Date now displays with the month-ending date for that Mo-Yr (the current system date used to default as the Report Date). For example if running the report thru 08-2019 then the report date would initially display as 08/31/19 although the date can be changed if desired.
Aug. 2019
Since the Adjustment/JE screen was recently widened, the "Print-Screen" routine was changed to have the "Print to fit" attribute. This way if you want to print the screen to paper it should fit.
If entering a dept# on the Adjustment/JE screen, the dept description did not display in the correct area. This has been fixed.
July 2019
The Adjustment/JE program was changed to allow a description on each posting line. When a description should be the same as the previous line F4 can be pressed. However if user accidentally passed through a blank description failing to press F4, the description was cleared. This has been fixed. Note: there are settings in Options-Detail that when checked will auto-repeat the description in Manual Cks, Receipts, and Adj/JE posting programs when the description is left blank (so that F4 does not need to be pressed).
June 2019
Some users auto-transfer Payroll totals (generated from GFC Data's Payroll program) into Budget. For those who use that program (the 'Transfer Payroll Totals' program found under "Other Routines") the program has been changed to allow user to 'preview' the totals to the screen before transferring. This allows user to confirm the totals match the ones built in Payroll before actually performing the transfer.
The Adjustment/JE posting program now allows a description to be entered on each posting line. In the past only a single description was allowed and that description pertained to all lines. Now a different description can be entered on each line. If each line should have the same description then enter it on the first line and press F4 on each subsequent posting line.
Occasionally user needs to view or edit a detail record using the "Detail" program. In the past user had to enter the closest vendor name/number or budget acct number/ description and then scroll to the record desired. Since sometimes user had to scroll thru many records, a new "DR Lookup" command was added so that user can display a list of records to select from.
The Receipt and Adjustment/JE posting programs now allow changing the Mo-Yr. User has always been allowed to change the posting date but if the Mo-Yr is also wrong it can also be changed.
C-Isam version only: there is now a field for an invoice# on the PO screen. This is handy should you enter the PO only after receiving the invoice. In the past such users could enter the invoice# as part of the description or the Req# could be used to double as the invoice#. Now there is a specific field for it.
Cemetery:
Feb. 2020
The Cemetery Main Menu now always opens in "maximum" size mode (uses the entire screen).
The Inquiry program "Display a List of Cemetery Records" used to allow for a "narrow" screen format for those having older displays and a "wide" format for those having newer displays. Now only the "wide" format is used since most everyone now have wide flat screen displays.
Aug. 2019
Images of deeds can now be viewed in the Cemetery software. The image must be in "jpg" format and stored in a folder defined on the Setup screen. Then when accessing a cemetery record user may select "Display Deed" to display the document. Document names must be the deed number with ".jpg" attached on the end. For example if the deed number is A1005 then the image name should be "A1005.jpg".
There is a new "Enter Cemetery Records" command at the top of the Main Menu. This would be the same as selecting "File Maintenance - Maintain Cemetery Records".
On the Maintain Setup (Parameter) screen is a new "Print Screen" command should you want to have a record of how questions are set on this screen.
Dec. 2018
The "Summary" report now has a "Print to Screen" option. This allows you to get counts without printing to paper or is a way of previewing before printing.
Feb. 2017
The Status and Occupancy/Burial reports now have a "Print to Screen" option which is an easy way to "preview" the report before printing to paper.
Sept 2016
A new routine was added to create a "csv" formatted file with Cemetery record info. The file can then be imported into a spreadsheet program like Excel.
Jan. 2016
Due to a glitch, beginning in 2016 Inquiry and Report screens displayed "19" as the century in the default "End" date (ex: 01/15/1916). The program was fixed to properly display the default ending dates with a century of "20" (i.e. 2016).
Court:
March 2023
Under the command 'Miscellaneous' are programs to build files that can be imported into other programs. Program #5 under Miscellaneous was changed to allow the building of a citation file in "csv" format. "Txt" formatted files were already allowed to be built.
Aug. 2022
On the citation screen there are "Pmts" and "Notes" commands. The "Pmts" command allows user to open a screen to enter partial pmts and the "Notes" command opens a screen to enter additional notes and comments for the citation. When a citation displays there is nothing to indicate if partial pmts and add'l notes have already been entered. Therefore the program was changed to display the text in these commands in green if there are records while red text indicates no records.
On the citation screen there is a new "Help" command that when opened displays text describing shortcuts and tips relating to entering a citation. Some of the shortcuts and tips on this new screen were already on the "Help - Tips and Reminders" screen that is on the Main Menu so they were taken off that screen and some additional tips were added to it.
When entering a citation a violation code is entered or selected from a list. If the code is entered and is invalid the program now displays "Invalid Violation Code". Before, when an invalid code was entered the program correctly stayed in the code field but no message displayed indicating what the problem was.
Jan. 2022
For those who merge electronic citations, the electronic records could contain badge#s for the officer#s but you may not use badge#s to identify officer records. If this applies you can now enter the officer badge# on the officer record so that the merge program can figure out the officer code to place on to added citation (or warning) records.
Dec. 2021
For those who merge electronic citations, an option was added to allow the docket# be the citation with the citation year appended. For example if merging citation# 1385 with a citation dated 01/23/22 the docket# would be 138522.
March 2021
The "#22-Unpaid Citations Rept" program was changed to turn on the option of building a file for the vendor Aberdeen Enter. while on the report screen. This way if the primary file you build is to send to on-line payt vendors (not collection agys) then you can change over to the Aberdeen format without changing the setting on the "#6-File Maintenance - Modify Parameter File" screen.
Sept. 2020
Mailing labels may now be printed using 3-across laser sheets.
July 2020
There is a new routine under File Maintenance to automatically write-off old unpaid citations. The write-off is accomplished by either moving the write-off date to the citation's "Pd Date" or by moving zeroes to the Fine Due Amounts.
The Warnings List now has a "Print to Screen" option.
March 2020
Those who add citations automatically using a file created by vendors digiTicket, Scenedoc, or Brazos, it is possible that a batch of citations may need to be removed and added again. There is a 'File Maintenance' - '#7-Delete Citations by Docket#' that allows a range of docket#s to be entered. However if the citation# is used as the docket# the docket#s may not be in sequential order. So that program was changed to allow citations to be removed by range of docket#s or citation dates.
Feb. 2020
The program that builds an unpaid citation file (#22 under Reports and Forms) was changed to add the driver license state to the file formats (Unpdcitn.txt and Unpdcitn.csv).
Jan. 2020
When printing Bench Warrants format "C" was changed to print the phrase "Failed to comply or pay" instead of "Failed to pay".
May 2019
A change was made to the "Add Electronic Citations" program that allows merging citations from a file created using the Brazos system from Tyler Technologies.
When entering a citation, there is a field to indicate the "Sex" of the defendant. "M" and "F" have always been valid entries but "O" (for Other) has been added. User may also leave the sex field blank.
When entering a citation there is a 4 character license expiration date. The entry has displayed as MMYY in the past. Now the field displays as MM/YY.
Jan. 2019
Since the dates in the Court software are entered as six digits (MMDDYY), the program has to internally convert some dates to eight digits (MMDDYYYY) in several programs. For example if a Court date is entered as 03/01/19 it is actually stored as 03/01/2019 and if the Court date is entered as 03/01/99 it is stored as 03/01/1999. The cut-off year between centuries was "19" meaning years 00 thru 19 were assumed to be 2000-2019 whereas years 20 thru 99 were assumed to be 1920-1999. The program was changed to make the cutoff year be "25" so that years 00 thru 25 will now be assumed to be 2000-2025. This change allows the program to work correctly for years 2020 thru 2025.
Aug. 2018
The electronic citation routine was changed to include a field in the record for a county code should your town write citations in more than one county.
June 2018
When printing bench warrants individually, there is now an option to print the guardian's name on the warrant instead of the defendant's.
Verbiage referring to "digiTickets" was changed to "Electronic Citations". A new Setup Parameter setting defines whether electronic citations files are from digiTickets or Scenedoc.
When building the Violation Code csv file the misc fee headings in the file use the actual headings as stored in Setup Parameters instead of generic names.
April 2018
There is a new routine to auto-change the court or arraignment date for all citations for a specific court docket.
Oct. 2017
The "Build Text Files" program (under Miscellaneous) now has the option of building the Officer and Violation files in 'csv' format.
Sept. 2017
If your city writes citations in two counties, the citation entry program has always allowed the entry of a county code. That program was changed to display the county name when entering the county code to help user know the correct code was entered.
Aug. 2017
There is new "Live Court" program that allows quick access to citations in the same order as the Court Docket. The assumption is the reviewing and editing of citations is being done while Court is is session. This would be the ideal program to use should the Court Clerk have a laptop (connected to the main server) editing citations with updates while court is in session.
June 2017
The Unpaid Citations report (#22 under Reports and Forms) was changed as follows:
1) There is now an option of skipping citations that only have a 'Bond' amount owed. Most users have a "Balance" in the fine area of the citation screen if anything is due so in most cases this new option will not affect your report.
2) If including Juveniles on the report user may now enter a "born on or before date". This allows user to include juvenile citations where the defendant is now an adult. If a juvenile citation's DOB is on or before the date entered it will be included - if after it will be skipped.
May 2017
The "Add digiTickets" program was changed to look for a "type" code in the digiTicket file and if found put it in the newly added citation. Note: digiTickets must be putting a type code in the file for this to work.
Since the citation may have a "type" code stored on each citation, the Court Docket can now be run by "Type".
Oct. 2016
When using the Unpaid Citations report (#22 under Reports and Forms) a new 'csv' file format was introduced for those who use Aberdeen Enterprizes for collection services. If you use Aberdeen and want to send them a file then contact GFC Data for more info.
Sept 2016
The "partial pmts" entry screen is limited to 18 payments. If more than 18 payments need to be made then the oldest two payments should be combined. There is now a routine on that screen that will do that automatically.
Under Miscellaneous are programs to build fixed-length text files. Menu item #6-Build Docket/Citation File was changed to include new fields and any extended "Notes" in the file. Menu item #4-Create Line Sequential was changed to have a routine to include payments only.
Fixed Assets:
Mar. 2016
If multiple users open Fixed Assets using different printers, station/user names may now be entered on the File Maintenance - Setup screen next to each printer. This will cause a drop-down menu to display when opening the program so that user can define which station is opening Fixed Assets which will set the default printer#.
Sept 2014
The Fixed Assets Report now has "Print to csv File" and "Print to Screen" options.
The Depreciation Report now has a "Print to Screen" option.
When adding or editing an asset record the Enter key can now be used to move from field to field. There is also a new "Lookup" command on this screen to display a list of assets (same as using F8).
Payroll:
March 2023
There is a "Tips and Reminders" Help screen on the Main Menu and a Help screen also on the 'Pay Input' screen. There was redundant text on those screens so they have been cleaned up.
Jan. 2023
The "Update Payroll Files" program updates the Payroll Information screen's YTD earnings, the Employee Information screen's Vac/Sick available units, and places pay records into history. There has been a couple instances where an employee's pay record has the same date and ref# as a previous pay record causing the history to not be updated but the other records do get updated. Therefore the update program was changed to update the history first and if history can not be updated the updates for the other records for the employee are skipped. In other words if history is not updated then the Payroll Information and Employee Information records are skipped. If any employee is not updated a message now displays at the end of the update to alert the user.
In the past the Update Payroll Files program did not allow access if all pay records had already been updated. However deduction checks may also be updated into history and user may have initially forgotten to print these checks and is now returning to update them into history. Therefore user is now allowed access to the Update Payroll Files program to update deduction checks (in this scenario employee checks will not update again).
Deduction check info (check#, check date, and amount) that prints on the check register is calculated when printing the deduction checks and stored in the Benefit/Dept/Deduction Codes file. On rare occasion user might need to manual change a check date or amount so the Benefit/Dept/Deduction Codes program was changed to give the user the ability to edit those values when editing a deduction code.
The Trial Balance "Print to Screen" font was made larger making the report easier to read.
Oct. 2022
When entering pay records, on each pay line is a "Cat" (category) field. The default value is "R" for Regular Pay. However user may change the value to better explain the category of pay. For example entering "V" will show the pay as Vacation Pay and "S" will show it as Sick Pay. A new category of "N" for Bonus Pay was added. Note: if the mouse is hovered over this field a list of the different categories will display.
Jan. 2021
The Payroll Direct Pay (ACH) Setup screen had two fields added:
1- "Orig Id": In some cases the value to be placed in the "Immediate Origin" value in the file header record is not the Orig R/T#. For example some banks want the company's fed-id# or some other value there.
2- "Orig Prefix": normally blank but under certain circumstances could be "1".
Dec. 2020
The "Build Budget Auto-Transfer program did not allow dates containing a year greater than 2020. This was fixed.
If two persons with different printers regularly uses Payroll there is a way to make the correct printer be selected automatically. There was a glitch in the 941 program that caused the secondary printer to not be selected correctly. This was fixed.
Aug. 2020
The tax maintenance program was changed to allow the Soc Sec and Medicare wh rates to be zero (although a warning displays). This was done since there could be a 'deferral' of Soc Sec taxes in 2020. The tax maintenance program was also changed to have a field for a Medicare matching rate.
The "Totals" report was changed to calculate and print a Medicare match amount.
The Trial Balance and 941 reports were changed to ask whether soc sec/medicare rates were changed. This will allow user to turn off the error checking since different rates during the year will cause false errors.
May 2020
Late in 2019 the IRS released a revised W-4 form which can be used in 2020 and after. The purpose of the revised W-4 is to more accurately calculate withhold federal wh especially in situations where the employee has income from two jobs. It is not mandatory that your existing employees fill out new W-4s but if they do the Payroll program will now calculate federal wh based on the revised form. If all employees are to remain under the 2019 (and before) you'll need do nothing for the system to calculate federal wh as it did before.
Feb. 2020
When adding records using the Budget Auto-Transfer Setup Maintain program a "File Location" (1 or 2) is entered. Normally the entry is "1" but if "2" is entered the program assumes you have two budget folders and are updating records into the second one. If entering "2" then there must be a second budget location defined in "Setup-System Parameters" or else later there will be problem when building the Budget Auto-Transfer file. Since some have entered "2" when in fact there is no second location defined, the program now, upon entering "2", warns user that no second budget location has been defined. Hopefully this will keep users from entering "2" when they shouldn't.
Jan. 2020
The 'Deduction Name/Address' program allows up to two "Other" deductions to be included on the same check as the primary deduction. The program was changed to make sure the "Other" deductions are not the same as the primary deduction.
When building the Yr-End W2 file if any employee had retirements plans during the year a problem occurred which has been fixed.
When printing the Yr-End W2 list the program issues an alert if any record does not have a city or state.
Dec. 2019
The 2020 federal tax tables now has a "Head of Household" withholding rates. To use this table one would enter "H" for the marital status on the Payroll Information screen. "H" will withhold less federal tax than "S"ingle but more than "M"arried. For state tax "H" will withhold using the Oklahoma married table.
Sept. 2019
The Retirement Report (type B) now has a "Print to Screen" option. This allows the user to preview the amounts to the screen before printing it to paper.
June 2019
On the 'Pay Input' screen the "Fed Txbl" and "FICA" questions at the top of the screen are no longer enabled so users can not change the values.
When printing the Abbreviated History List the taxable earnings are now included.
Feb. 2019
When printing checks and pay notices and building the ACH file, user enters check, notice, file, and effective dates. Those programs have always warned the user if the year in the date does not match the current system year. However user could still enter a wildly incorrect date so these programs have been changed to warn the user if the date is more than one month in the past or one month in the future. So if the current system date is 02/15/19 and user enters 12/15/19 then a warning will now display.
Jan. 2019
When printing Year-End W2 records it was possible under rare circumstances for the report to not print. This has been fixed.
When printing the Year-End W2 list, the program now issues a warning if any record has no address. Since the Year-End W2 file is used to generate e-files, it is important to know that OKTAP will reject submissions that contain records with no address.
Receipting:
Feb. 2023
The Receipting program interfaces with utility billing by entering a "Path" (drive/folder name) on Options--General screen. Upon opening receipting the program now checks that the path is valid and if not a warning screen displays.
The Receipt detail report has a "Print to csv File" option. When that option is selected a screen displays so that user can enter/select the file name. That screen was changed to have a separate field for selecting the name of the drive/folder the file will be stored in. If the drive/folder name is left blank then the path will be the drive/folder name specified in the program shortcut icon's "Start-in" field. Also the "csv" file was being stored in the wrong folder in the registry. This has been fixed.
Oct. 2022
Both versions of Receipting were re-compiled using C++ version 11.2.
Aug. 2022
Both versions of Receipting were re-compiled using C++ version 11.1.5.
April 2021
When the "Cust Cd" has the setting "No checks" the receipt input program now displays a pop-up screen with the message so that user must press Enter or click on 'OK' to acknowledge it.
In the Postgres version the program was not displaying the message "Checks not accepted" when the "Cust Cd" setting on the Customer Acct screen had the setting "No checks". This was fixed.
July 2020
The Receipting software is written using the C++ programming language. The program was re-compiled using the latest version.
Nov. 2018
On the Receipt entry screen the caption "Check Amt" has been changed to "Ck/Ach Amt" and the caption "Ck#/Type" has been changed to "Refr/Type".
If user enters "A" for the 'Type' the program assumes the receipt is an Ach payment.
When printing the receipt journal there is a separate total for Ach payments.
March 2017
Due to a modification error, when printing receipt "Totals" report the budget acct# did not print in the correct format. This has been fixed.
Nov. 2016
A "tray" and 'double sided' selection can now be set when printing receipt forms and reports. If your printer has multiple trays this allows you to dedicate one tray to receipt forms and another to reports and reports could be printed on both sides of the paper.
If using C-Isam budget, those files are no longer open when inputting receipts. They are now only opened when doing the transfer so as to not interfere with a budget backup or year-end.
May 2016
If valid User-ids are being stored for verification at log-on, the User-id can no longer be changed when entering/editing a receipt. The purpose of the User-id is to identify who entered a receipt. If a user can change the User-id to another one it does not serve its purpose.
The Receipt "Detail" report may now be printed in alphabetic order by name. It is a given that the report each day should be printed in receipt# order but user may also want to have a copy in name order to make finding a given receipt easier.
The Receipt “Lookup” screen now has a “Print” command. After displaying a list of receipts user can print the screen if desired.
Receipts will no longer post to Budget if there is an invalid budget acct# or vendor code. To help detect invalid values a message will now display on the screen during transfer and an asterisk will print next to the receipt# on the Transfer report.
There is a new “Clear Registry” command under “Other Functions”. This is used to clear printer and screen size settings so that the program returns to default settings. This is handy should you have installed a new device that has changed your default printer names or fonts. Clearing the registry would be faster than changing each report screen one at a time.
Oct 2015
Individual user passwords (by User-Id) are now allowed. This is helpful if you want to enhance security by having a password for each user entering Receipting.
If opening Receipting with a "Rd-Only" password the "Options-General" screen was still enabled. This screen should not be accessible by a read-only user so this has been fixed.
Dec 2014
If a User ID is entered upon logging into Receipting, the program now has the capability of "verifying" the ID. This is done by opening "Options--General" and entering up to 8 user ids. Leaving these values blank means you do not want the id verified when logging in and any id (even a blank one) will be acceptable.
Utility Billing:
Nov. 2022
Postgres version only: the "Assess Fees" program had a glitch that caused errors if more than four accounts were entered. This has been fixed.
On the Statement/Journal screen is a new "Lookup" command which can be used when the cursor is in the Beg/End Acct# or Non-Sequential Acct# fields. When this command is selected user may enter a Name, Acct#, or Service Address to begin the lookup list with. If a record is selected from the list then the acct# is displayed in the applicable field.
On the Meter Readings screen the "Lookup" command that is accessible from the "Next Acct# field was changed to allow user to get a list in Name, Acct#, or Service Address order. If no record is selected from the list then the "Next Acct#" is restored so user can continue meter reading entry from the point when the Lookup was started.
On the Posting Screen is a "Remove" command which is used to remove old unneeded transferred postings. The Remove routine was changed to allow removing only a single type of postings.
Many report screens have a "Print to csv File" option. When that option is selected a screen displays so that user can enter/select the file name. That screen was changed to have a separate drive/folder name field so that user can select the path the file will be stored in. If the drive/folder name is left blank then the default drive/folder will be the path name specified in the program shortcut icon's "Start-in" field.
The Reversal Bills/Pnltys--Print routine was changed to have a "Print to Screen" option.
The History List routine was changed to have an optional "Adj Factor". When a factor is entered it is multiplied by each customer total to calculate an "Adj" amount. This new feature is handy if some past billings were over or under calculated and there is a fixed factor that can be used to compute the correct billing amount to help user know how much to adjust each customer's balance.
C-Isam version only:
The routines in Distribution-Print-Report titled "Invalid Dist Records" and "Remove Invalid Records" are intended to list/remove any distribution records that are not attached to a customer record. However these routines did not work and were fixed.
Oct. 2022
Both versions of Utility Billing were re-compiled using C++ version 11.2.
Aug. 2022
Both versions of Utility Billing were re-compiled using the latest version of C++ (11.1.5) which is the language used to create Utility Billing. This does not change the operation of the software.
June 2022
The "PSN Pmt Post" program was changed to be titled "Online Pmt Post" so as to be more generic since the payment file received could be from several vendors. There are also new settings in "Options-Postings/Meter Rdgs" that establish the Reference used in this program as well as a default posting type to be used when auto-posting online payments. If this program is to be used then GFC should be contacted to discuss how these setting work.
Feb. 2022
C-Isam version only:
1. The Posting "Transfer" program was changed to have the option of using the "Next Receipt#" from Budget as the default "Refr#" (i.e. the Ref# that is placed in the Budget postings). This is determined by a new question on the "Options-Posting/Meter Rdgs" screen titled "Transfer: Use Bdgt 'Next Rcpt# for Refr#". If this box is not checked then the system date in YYMMDD format will continue being the default Refr#. If checked then the "Next Receipt" from budget will be used. If you post totals to multiple budget files or databases then the program uses the "Next Receipt" that is in the first folder/database listed on the utility "Options-General" screen.
2. The Posting "Transfer" program has the capability of posting utility revenue totals (water, sewer, trash totals) to GFC's Budget Manager Acctg files. If you have the Postgres version of Budget Manager then the Postgres database system should be connected to upon opening Utility Billing. Since there are ways of skipping the connection to Postgres, the Posting Transfer program was changed to re-display the connect screen if Postgres has not been connected to.
Jan. 2022
C-Isam version only: the Posting "Transfer" program was changed to only allow one user to open the program. This is because if two users try to transfer payments at the same time it will cause a problem.
Dec. 2021
Users who use the "Laser Tri-fold: blank" statement format may now enter a customized remittance message (up to 75 char) to print at the top of the remittance portion of the billing statement. The value is entered on the "Options-Statements/Jrnl" screen. If that value is left blank then the message "PLEASE RETURN THIS PORTION WITH YOUR PAYMENT" will continue being the message.
Postgres version only: when manually entering meter readings Customer Acct comment lines 1-6 display on the screen. If any of those comment lines exceeded 100 characters an "Abnormal Program Termination" error displayed and the program closed. This has been fixed.
Nov. 2021
Postgres version only: deposit dates are now 8 digits (MM/DD/YYYY). This is due to deposit dates potentially be for the 20th century (ex: 11/01/1920) or the 21st century (11/01/1921).
Postgres version only: the user-id is now included in the heading of the Delinquencies and Reversal reports.
When using the Posting program to post customer payments the phrases "On Bank Draft" and "No Checks" display when applicable.
On the Billing Code screen the first 17 characters of description now displays in a new "Stmt" field. This is because of the 25 character description only the first 17 prints on billing statements. So this will give the user an idea of how much of the description will be included on billing statements.
There are auto-reverse routines under the program "Reverse Bills/Pnltys". These were changed to have a single reversal date instead of having beg/end dates.
In History-Print-Report there are reports titled Billing Code Totals and Consumption Rng. The field "# Months" is applicable to these two reports and is used to calculate averages. Since the average could be daily or monthly the phrase "# Months" was changed to "Period" to be more generic.
March 2021
Postgres version only: there is now the option to access utility billing by user password/user-id or user-id only. This allows your city to better control access to the program by requiring a user id and/or password to be entered at logon. The user-id prints on key reports like the Billing Journal, Posting and Transfer journals, the Penalty/Fee Assessment journals, and Aging Rept so that it is known who ran those operations.
Feb. 2021
C-Isam version only: there are several "change" routines found under "Misc Routines". For example one change program allows automatically changing the customer penalty status (ex: from Total Bal to Current Bal). These routines had a glitch where the Beg/End Acct#s were not being honored and all accounts were read through (although only those in the range were changed). So the program ran took longer than necessary in some instances.
One method of calculating penalties is where the program uses individual bill codes (some of which may or may not be subject to penalty) instead of using the current or total balance from the Customer Acct screen. When using individual bill codes for penalty calculation there was a problem if the customer's penalty was "Current Bal" and there were positive and negative prior distribution records. The program subtracted the prior negative amounts from the calculation but did not take the positive amounts into consideration. This has been fixed.
Dec. 2020
On the Main Menu there is a "Help" command. Under that command is a new "About Utility Billing Manager" command with contact and software info.
There is a new routine to "auto-reverse" penalties. So if penalties are assessed in error there is now a way of reversing them without having to do them one at a time.
For users who use multiple meter formats, there is now an option to change the format while on the Output/Input screen. This keeps you from having to go back to Options to change the format.
Some users enter specific values in the "#D" field on the Customer Accts screen. The "Customers" list program (under Reports) can now print lists by this value. So, for example if you want a list of those customers who have "1" for the "#D" that is now possible.
When printing a list of bill codes, there is now a "Print to csv File" option. So if you would like to create a file that could be imported into a spreadsheet program like Excel, that is now possible.
Nov. 2020
The Mueller meter read format was changed to place the EID/ERT# into Download.dat instead of the meter serial#.
July 2020
The Utility Billing software is written using the C++ programming language. The program was re-compiled using the latest version.
April 2020
The existing Neptune meter reading format name has been changed to "Neptune-NSight" but there are no changes to that format. A new Neptune format named "Neptune-360" has been added. It is mostly the same as Neptune-NSight except the MTRDT record now contains a meter size and meter uom.
Feb. 2020
In the past when merging electronic readings using the Neptune format, the program determined which meter line to update by the meter serial#. However it is has been determined that Neptune users will not always have meter serial#s on the Customer Acct screen. Therefore the program was changed to also look at the EID/ERT# for a match. If either matches the update occurs.
Dec. 2019
On the Customer Acct screen the section "Security Info" has been changed to allow this section to be used for "Renter Info".
The "Misc" comments from the Customer Acct screen may optionally be printed on tri-fold/pdf statements. This allows you to print text on a statement that is unique to a specific customer acct.
C-Isam ver: if an account is being edited when the same account is being updated by the statement, posting, penalty or meter rdg programs, the operation now stops until the account is saved or canceled.
Postgres ver: if any account is being edited when a statement, posting, penalty, or meter rdg merge update is started, the operation is not allowed to begin until the account is saved or canceled.
The meter format used by users of Nighthawk, Master Meters, Metron, or Sensus meters now has the option of including latitude and longitude values in the download (output) file "Download.csv".
Oct. 2019
When entering posting, statement, meter rdg, and penalty dates the program has always limited the date to the current month or one month back or one month forward in order to keep the user from entering an incorrect date. This has at times been a little restrictive so the program was changed to allow up to two months back and two months forward.
May 2019
There is a new routine under "Misc Routines" that allows user to auto-change postal routes stored on Customer Acct screens.
March 2019
Postgres only: if assessing penalties using distribution records (as opposed to a flat amount or a percentage of the current or total balance) the program did not take negative bill code amounts into account when computing the penalty amount potentially causing the penalty to be too high. This has been fixed.
Feb. 2019
When removing a meter bill code on the Customer Acct screen, if user displayed the drop-down list and then entered 0 or typed "None" while the list was still displayed, the meter bill code got changed to an invalid value. The program was changed to allow the entry of 0 or "None" even when the drop-down list was displayed.
Jan. 2019
When auto-inputting meter readings, some meter reading formats use the meter serial# to determine which meter line to update. An ending space in the serial# could cause a mis-match with the serial# in the import file and cause the reading to not merge. Therefore when "Saving" a Customer Acct record, the program examines the meter serial# and removes any ending spaces.
Utility ACH:
April 2021
When setting up printer names in Setup, if there are multiple printers user can enter a default printer# (1-4) so that one of the printers would be the default when running the ACH Build program. However in some cases no default printer may be desired - i.e. user may desire no printer be displayed when running the ACH Build program forcing user to select one. Therefore the Setup screen was changed to allow the default printer# to be 0 (zero) which not display a default name in the ACH Build program.
Oct. 2020
In some cases the value to be placed in the "Immediate Origin" value in the file header record is not the Originating Routing#. For example some banks want the company's fed-id# or some other value there. Therefore a new field "Originating Id" was put on the Utility ACH Setup screen for such a value. It should be left blank if the routing# is used.
In some cases the prefix in front of the "Immediate Origin" value is not blank. Therefore a a new "Originating Prefix" field was added. Unless otherwise told it should be left blank.
On the Utility ACH Setup screen is the command "Print Screen" should user want to print the settings to paper. The command was changed to print in Landscape mode since the screen is too wide to print in Portrait mode.
April 2019
The "Build ACH File" program now has a "Print to Screen" option so that user can preview the report before printing it. User should still print the report to have a record that the file was built.
On the "Build ACH File" screen user must enter a "File Date". Leaving the field blank now inserts the current system date.
When filling out the fields on the "Build ACH File" screen user can now press "Enter" key to move from field to field. In the past user could only press "Tab". Now both can be used.
