GFC Data Systems
Software and Support for Oklahoma Municipalities
Contact Info:
Email: gfcdata@aol.com

Phone/Fax: 405-722-6597

Address:

7408 NW 116th St

Okla City OK 73162

Owner: Jack C. Brown





 
Developing, installing, and supporting software for Oklahoma municipalities since 1984
   Home      Software Versions and Update Information
 
Below are the current versions of software. See below to see what is new in the latest versions.
 
 

Program/Version#/Date of last update
Budget Acctg: 4.52 - July 2017
Budget Acctg (Pg): 6.40 - June 2017
Cemetery: 5.2 - Feb. 4 2017
Court: 19.5 - Aug. 2017
Fixed Assets: 3.3 - March 2016
Payroll: 22.9 May 2017
Receipting: 2.06 - March 2017
Utility Billing: 5.31 - June 2017
Utility Billing (Pg): 6.14 - June 2017
Utility ACH: 1.9 April 2014
Work Orders: 2.01 - Aug. 2016
 
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:
 
Budget Acctg:
June 2017
Most "print" screens now have a tray selection and double-side (duplex) print option. Before, only the Detail Ledger and Financial Statement report programs had these capabilities. When the print programs with these capabilities are opened the printer driver software will be checked to see if these capabilities exist and if not one or both check boxes will be disabled. Note: at a couple sites when the program checked the print driver an error occurred. Therefore, if needed, the tray and duplex options can be turned off by checking a box on the Options--General screen.
 
May 2017
On the AP screen user may close a PO into AP. The program was changed to check the PO and display a message if all lines are closed. User may then choose to proceed or cancel.
 
The "Detail--Print--Report" program now allows user to print for a single bank code. Also the bank code is now included on the report.
 
Several programs that allow a beg/end account# now has a Fund# field which is useful if user wants to include a range of account#s for just a single fund. By entering the Fund# the beg/end account# auto-fills.
 
When adding/editing budget accounts the program now checks for obvious errors. For example if adding an Expense acct and the Cash contra account is left blank a warning displays.
 
Jan. 2017
Budget ver 4.48 was changed to allow a longer 1099 e-file name to be stored in Options since the OKTAP file name is 31 characters.
 
Dec. 2016
When posting receipts a bank code is written into each record. The program has always used the bank code from the default auto-displayed cash contra-acct. However if user changed the cash contra-acct to another bank acct the program was not using the bank code from the entered acct. This has been fixed.
 
Oct. 2016
If a previously posted Adjustment/JE line was edited, the record's Mo-Yr was blanked out causing the entries to not be included on any report. This has been fixed.
 
A minor adjustment was made to the Vendor 1099 program to accommodate changes to the 2016 1096 transmittal form.
 
At one site the "Tray" and "Double Sided" options introduced in August caused a print problem. So there is now a setting in Options-General to disable those features. 
 
If when printing a Detail Ledger report no records were included, the report heading did not print. This has been fixed.
 
Aug. 2016
The Financial and Detail Ledger Reports were changed to have two new printer options... "Tray" and "Double Sided". "Tray" allows user to select which paper tray to use (assuming your printer has multiple paper trays). "Double Sided' allows printing these reports using both sides of the paper (assuming your printer has that capability). 
 
When editing records on the Adjustments/JE screen, records now return to their original displayed position on the screen. For example if editing the first line, the record will return to the first line after the edit is done. Before, the edited record was moved to the last line.
 
May 2016
In the past the "Print" command on the Accounts and Vendor History screens printed only a "screen-shot" of the history so unless all history was visible on one screen some history was excluded on the print-out. Therefore the program was changed to print the history in a "report" format which will always include all history displayed. To use the 'Print' command user must first create history printer settings using the "History Printer" command under "Options".
 
Two new Detail Ledger default settings can be entered on the Options-Reports screen as follows:
1- If you prefer to print the Detail Ledger in date order, there is setting that makes that sequence the default (although you can temporarily override the setting at report time).
2- If you prefer that accounts/vendors only be included if there is current activity, there is a default setting can be set but it can be changed at report time.
 
The Trial Balance report (found on the Financial Reports screen) now has a box titled "Exclude Zero Lines" that, when checked, excludes lines that have all zero amounts.
 
There is a default setting in "Options-Reports" that tells the Acct Detail Ledger to skip printing entries if the contra-accts are the same (such as is common with the Accts Payable acct). The Detail Ledger program was changed to allow user to temporarily override this setting at report time.
 
Mar. 2016
When printing a Claims List, Detail Records (checks already paid) can be included. However the program was testing against the AP Mo-Yr instead of the DR Mo-Yr which, when different, could leave a check off the report. This has been fixed.
 
Feb. 2016
The "Post Receipts" programs has the option of using an auto-rcpt# (as opposed to manually entering a rcpt#). The program was changed to allow user to change the auto-number and have that number be the new "next" number. In the past user had to go to Options-Detail Records to change the next number. Changing the number on the posting screen is helpful if the number is changed regularly (ex: beginning of each month).
 
In the "Detail" program there is a "Total" command. Under that command is a "Calc Total" option that allows user to add up postings by "Type" and by "Fund".  "Auto-Entries" was added to the "type" down-drop menu should user want to add up just fund balance auto-postings.

Dec 2015
When printing the 1096 transmittal form the"1099-Misc" box has an "X" printed in it. However that box was moved down and to the left on the 2015 form. Therefore the program was changed to print an "X" in this box in its new location.
 
Aug 2015
When operating on a new PC or just after the Budget Registry has been cleared, Print to Screen and Lookup screens use default size settings. Some screen sizes were not ideal so the default sizes on some screens were changed to be taller and some columns wider.
 
July 2015
When re-printing checks, the Check Date is no longer enabled since it is not applicable to the operation. When re-printing checks the check date will be the original check date and never could be changed when doing a re-print - therefore the date is now disabled to avoid confusion. If a different date should be used then the date should be changed  in detail records before doing the re-print using Edit or the Change Dates routine.
 
When using “Post Receipts”, the program saves the entries under the receipt# on the screen. If using a “running” receipt# and two persons are posting at one time, the receipt# on the screen may already have been used at another station which in the past made the user manually change the receipt# to a non-used number. For example two users both start posting with receipt 1000 but station #1 saves their receipt first. Station #2 still has receipt# 1000 on its screen although technically the next number is now 1001. In the past the second user, when saving their receipt, would have had to manually change the number. Now the program automatically changes the receipt# at station 2 to 1001.
 
In rare occasions the printer or font names that display on report screens may change. This is normally caused by installing a new printer or some other device. Since dozens of screens could potentially need to be changed, there is a new "Clear Registry" command (found under Other Functions) that will reset all report screens to the "default" printer with Arial font. Note: the height and width of "Print to Screen" and "Look Up" screens will return to default settings so, depending upon the size of your display, they may need to be manually re-sized.
 
When running Budget on a new PC or on one with the Budget Registry cleared, "Print to Screen" and "Lookup" screens return to default heights and widths. Some default sizes were not ideal so several screen defaults were changed to be taller and wider to better fit today's larger screens.
 
May 2015
On the Adjustments/JE posting screen a dept code may now be entered.
 
There is a new "Void PO" command on the PO screen. This allows user to change all or part of a PO to have lines with zero values and insert "Void" as part of the description.  This is handy should the PO be canceled but you want to retain it to account for the PO#.
 
Apr. 2015
If multiple detail records need to have their date changed it could be tedious to edit records one at a time. To make this process more automated there is a new "Change Dates" command on the "Detail" Record screen. This allows user to enter a 'new' date and specify by type,  range of dates, and range of refr#s which records should be changed.
 
The Detail Ledger report in the past printed/displayed records in ref# (check or recpt#) order. The program was changed to have a new option allowing the records to be printed/displayed in "date"order. So now user has the choice between these two sequences.
 
The Claims List has a new option to print/display records in vendor "name" order. This is handy if needing the report in vendor name order but vendor#s have not been set up to be in alphabetic sequence.
 
Jan. 2015
In several programs user can click on a Lookup command or a spyglass to do an Account Lookup (list of accounts in number or desc order). The Lookup screen was changed to also display the account's bank code.
 

Cemetery:
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).
 
2015
"Help" command on Main Menu changed to reflect new web site name "gfcdatasys.com".
 
2013
A "jpg" formatted photo may be displayed on Main Menu. The photo's name must be "CrsMgr.jpg".

If you commonly use multiple printers in Cemetery, a station/user desc may now be entered next to each printer name (on the Setup screen). Then when entering the program you may choose which station or user is opening the program. Then the report programs will know which printer to default to.

Inquiry program #2 (which displays a list of cemetery records) was changed to have the option of using a "wide" screen format so the name columns can be wider. The wide screen option is turned on by marking "Wide Screen" on the File Maintenance- #5 Modify Setup File screen. Note that this option is only available if using a screen resolution of 1024x768 or higher. If using 800x600 resolution you can not use the wide screen option.

2012
Inquiry program #2 (which displays a list of cemetery records) was changed to have the option of having a single or double space between records. The program will default as single space unless you select "Double Space" on the File Maintenance- #5 Modify Setup File screen. When actually using the inquiry program user may change the setting temporarily.

The Cemetery Record Maintenance screen now allows using the Enter key to move the cursor from field to field (the Tab key still performs this function also).

If you enter a password to gain access to Cemetery the program now displays a "Caps Lock is ON" or "Caps Lock is OFF" message on the password screen. This is handy since the password is case sensitive and the typed letters are masked making it hard to know if Caps Lock is on or off.


Court:
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.

 
July  2016
The digiTickets routine now has the option to have the "Amt Due" fields populated in newly created citations. There is a setup question that determines this.
 
Mar. 2016
When using the Labels/Reminder Letter program to print labels, there is now a way of starting the print on a specific label row. For example the very top of labels on a page have already been used so user wants to begin printing on row 2. Therefore user would enter "2" for the new question "Begin printing on which label row".
 
Dec. 2015
The Docket/Citation Report was changed as follows:
a) User may print only those citations with a Jail Code of "Y".
b) If entering a docket 'type' code on citations, the report will now print/display type "counts" at the end. For example one user enters "T" if the citation is a traffic ticket and "C" if not. The program would now print a count of each of those types.
 
Nov. 2015
Option #22 (Unpaid Citation List) under "Reports and Forms"was changed to have an option of creating a "csv" formatted file (before only a fixed-length file could be built). Also the program previously assumed the file was being sent to a Collection Agy where a "Collection" date was placed in the citation. The program was changed to be able to create the file without a collection date which is common if the file is being sent to an on-line payment company.

Sept 2015
Docket Rept format "E" was changed to include the citation "Balance Due" amount.
 
Aug. 2015
When executing the digiTicket program to automatically create citations, the program displays files beginning with "digi" in a list for user to select from. The program was changed to include only those files that end in ".txt". In other words files will only be included in the list if they begin with "digi" and end with ".txt".
 
The Citations by Master Name programs have been changed to give primary importance to the date of birth when determining if citations with similar names are in fact are for the same person.  In the past a driver license# match was given equal importance but it was determined that driver license values could match but be for different persons (ex: NONE is entered for the DL# to show defendant has no license).
 
Apr. 2015
Docket format E now has an option to include "partial pmts" on the report. This is handy if a defendant is re-appearing in court and the judge wants to see if ordered payments are being made.
 
Mar. 2015
When entering new warnings, the warning# can now be an automatic running number.  This is done by entering a "Beg Warn#"on the "File Maintenance - #6 Modify Parameter (Setup) File" screen. If the beginning number is "0" the program assumes the warning# will be a manually entered value.
 
When using the digiTicket routine to auto-add new citations, warning records may now also be added (if warning records are identified in the digiTicket file).
 
Feb. 2015
When printing a Court Docket the court time may be entered. However that is only needed if there are two court sessions in one day to distinguish one session from another. Since entering the time is not normally needed and in fact can cause problems if the time is not entered in an exact matching way, a warning now displays if a time is entered.

Sept. 2014
Many reports can be printed by range of dates. Most of those reports default the "End" date as 12/31/15 meaning 12/31/2015. So by 2016 (and after) citations dated after 2015 would not be included. Therefore the program was changed to default the "End" date as 12/31/19 so this will not be an issue for the next five years.
 
Aug. 2014
When in the "DPS Routines", the program that allows user to select citations to put into the upload file displays an error (when selecting "Save") if a docket# is entered multiple times. But the program did not identify the duplicate docket#. Therefore the program was changed to display the duplicate docket# so user is aware of which citation was selected multiple times. When this message displays user may do one of the following:
1- Do nothing and "Exit" since only the first citation will be saved.
2- Click on the "Incl" column of the duplicate record to change to "N" and "Save" again.
 
July 2014
The "DPS Routines" in the Court software create citation abstract files to send to DPS (Ok.gov). If you select a citation with a judgement of "deferred" with CDL or CMV marked as "Y, the DPS disposition code should be "9". Program version "17.4" (or higher) does this.
 
Oct 2013
There is a new program under "Reports and Forms" titled "7 - Defendant Court Forms".  One user wanted to be able to print a notice that they can give to each defendant after Court that shows what their plea was, how much they owe, and when to possibly return to Court. This program uses the same steps as the Court Docket but instead prints a form for each defendant.

Sept 2013
Docket Rept format E has been changed as follows:
1) Citation "notes" (lines 1 - 13) can now be optionally included on the report.
2) The citation "time" now prints on the report.
 
There is a new "WD" (Withdrawal) box on the citation screen (to the right of the Dr Lic No). Check this box if Yes is checked on the citation - leave unchecked if No.
 
July-Aug 2013
The DPS 'Failure to Comply' and 'Failure to Pay' forms may now be printed to blank paper making it possible to use a laser/inkjet type printer to print these forms.

Feb 2013
If you enter a password to gain access to Court the program now displays a "Caps Lock is ON" or "Caps Lock is OFF" message on the password screen. This is handy since the password is case sensitive and the typed letters are masked making it hard to know if Caps Lock is on or off.

Jan 2013
On the citation screen are new "LookUp", "Lkup", and "Pmts" commands:
The LookUp command displays the same inquiry screen as when F1 is pressed from the docket# field.

When at the "Name" field user has always been able to get a list of past citations by pressing F1. Now there is a Lkup command (to the right of the name field) that does the same thing.

When clicking on the "Pmts" command the partial payment screen displays. The same screen can also be accessed by pressing F4 or double-clicking on the "Amt Pd" field) The Citation Input, Warning Input, and Violation Maintenance screens now allow using the Enter key to move the cursor from field to field (the Tab key still performs this function also).

The citation screen now has a field to enter an HCF (jail confinement) credit date. In some towns a person call get credit toward their fine by a stay in jail. There has always been a place to enter the amount but not the date. If part of the fine is being paid in this way then enter the amount and the date.

The Fine Reports/Receipts Jrnl program was changed to allow the printing of HCF Credit amounts and dates. This report would represent credit amounts towards fines that are allowed by being confined (jailed).
 
 
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:
May 2017
During Payroll Input taxes are calculated automatically. Federal and state tax calculations are based on marital status, #exemptions, and multiple percentages so the amounts are at best guesstimates. So it is no big deal if federal and state taxes are changed during pay input although caution should be taken to not under-withhold. But social security and medicare taxes are based on precise percentages so the calculated amounts would normally not be changed. Therefore the social security and medicare wh fields are now disabled during Pay Input so user can not change those amounts.
 
April 2017
There is a "Create Reconciliation File" program that creates a file of pay records from History that is used by the GFC Budget program to merge into Reconciliation. In the past when running this program the bank code for each pay record came from the Fund Codes screen. The problem with that concept is that if a bank code changes over time then there would be no way to distinguish which pay records in history are under the old bank code and which ones would be under the current bank code. Therefore the program was changed to put the current bank code into the History records when the Payroll "Update" is run. If you create a Reconciliation file that includes older history records (ones without a bank code) then the bank code will continue coming from the Fund Codes screen. Should you in fact change bank codes on the Fund Codes screen and you need to reconcile older months (that would have no bank codes in History) there is a program under Setup that can be run to insert a bank code on older history records. All this is only an issue if you change bank codes. If you don't then there is nothing to be concerned with.
 
March 2017
The SUI Report was changed to allow user to change the default SUI rate if needed.
 
The "Deduction/Benefits History" report prints deductions or benefit amounts for each employee for a range of dates. Along with the benefit amount is the earnings amount. Benefits were not printing the "applicable" earnings but always printing the gross earnings. Now the program prints the social security earnings if the the benefit is the social security match, medicare earnings if the medicare match, and retirement earnings if a retirement benefit.
 
Feb. 2017
The SUI Report program can now create an e-file which OESC now requires.
 
The Fund Codes program now allows storing an SUI Id#.
 
The W2 e-file create routine was changed to allow changing the submitter fund# since some need to submit files under multiple submitters. Previously user could only change the submitter by going back to the W3/E-file set up screen.
 
Jan. 2017
OKlahoma now requires a W2 e-file to be sent through the OKTAP website. Therefore the existing W2 e-file program (under Year-End Routines) was changed to allow building an e-file with state earnings and withholding records.
 
Dec. 2016
When updating Payroll files a "saved" Pay file is built which can be later loaded to print  payroll reports or checks for a prior payroll. The saved file name has the payroll date as part of the name which creates a problem if user does two payrolls and two updates in one day (the second saved file overwrites the first one). Therefore the program was changed to append "-2" on to the end of a new saved file name if there is already a file with the same name (ex: the saved file name would be "Payck-122016.dat-2" if there is already a file named "Payck-122016.dat").
 
When loading a "saved" pay file (when the Checks-Notices/Reports screen is open) the Build Direct Deposit menu option is now enabled.
 
Nov. 2016
When loading a "saved" pay file (when the Checks-Notices/Reports screen is open) the Deduction Checks menu option is now enabled.
 
Sept 2016
When deleting a Payroll Information record, the program now checks to make sure that there are no Pay Input records using the same fund/pay#. If any are found the delete is stopped.
 
When inputting pay, multiple pay records are allowed for the same employee. Therefore when user now enters a Name or clicks on "Lookup", the program now checks to see if there is a second or third record for the employee. Before, when accessing by Name or  by using "Lookup" the program only checked for the first record (rec# 0). Now, if the first pay record (rec# 0) has been deleted the program will look for a second record (rec# 1) or third record (rec #2). Note: if employee has multiple pay records you can access any record you want by entering the fund#/pay#/rec# at the bottom of the screen. Entering a Name or selecting Lookup will only display the first record found.
 
July 2016
There is a new "Chg Histry Dates" command on the History Records screen. This is handy should the wrong date be used when updating pay records into history.
 
June 2016
If you have employees on direct deposit, in rare circumstances you may need to print checks instead of printing pay notices and sending an ACH file. For example some want checks printed when paying Christmas bonuses. To do this the program needs a way (after inputting pay) of changing the direct deposit flag in each pay record to "N" without changing any permanent settings. Therefore there is a new command on the Pay Input screen titled "Chg Dir Dep" which changes direct deposit flags to "N".
 
March 2016
Some text was corrected on the Build Direct Deposit (ACH) File screen.
 
Jan. 2016
The location of the fax# and email boxes was changed on the W3 transmittal form. Version 21.3 prints those values in the correct boxes.
 
In Pay Input if user edits or deletes a pay record that has already been updated, a warning is displayed since those actions would be unusual for an updated record.
 
On the Checks-Notices-Reports screen the "Build Direct Deposit (ACH) File" command was changed to come before the "Update Payroll Files" command so that it is more evident that the "Update" comes after building the ACH file.
 
Nov. 2015
When printing a History List benefit totals can be accumulated and printed. In some instances multiple codes/totals were accumulated for one benefit. For example code 7003 could appear twice with one total representing some pay records and the other code representing other pay records (the two separate totals added together was correct for everyone). This has been fixed.
 
Since the Year-End W2 file is now built from History records, the user must enter the  year being built which causes the program to display a range of date. These dates are now stored in each year-end record and printed in the heading of the Year-End List.
 
Oct. 2015
The Year-End W2 file is now built from Payroll History records instead of from the Payroll Information records. This allows user to build the file even after starting a new year. The Year-End W2 file now also has the capability of storing the "Cost of Health Insurance" amount which should now be printed on the W2 form.
 
The W2 program now prints the "Cost of Health Insurance" amount in box 12.
 
Sept 2015
The Retirement Contributions Rept (format B) was changed to allow three deduction codes (instead of one) and two benefit codes (instead of one). Also before the deduction code was not allowed to be zero which caused a problem if the only contribution was from the employer.
 
After entering pay records one should print a "Pay List". This report has been changed to have the option of printing records in "Name" order (in addition to the normal Fund/Pay# order).
 
July 2015
If deleting the Pay file to begin a new payroll the program checks to see if there are non-updated records. In the past the user got two warning screens when this occurred but the Pay file could be deleted. In Feb 2015 the program was changed to skip the warnings and shut down the delete process if non-updated records were found. For those who just needed to start the input over this has been a bit of a problem. Therefore the program was changed to make a distinction between non-updated records that have been printed and not printed. If records have not been updated but have been printed, the delete process continues to be stopped since it is likely the user has gone several steps into the payroll and has forgotten to do the update. But if the non-updated records have not been printed the assumption is the user really has not progressed very far into the Payroll and needs to start the input over - so the delete process is not shut down although warning screens still display.
 
Some values at the top of the Pay Input screen such as the martial status and direct deposit flag were not being checked for valid values. For example user could change the marital status to something other than M or S - now the program would catch this and force a valid entry.
 
May 2015
When opening the program "Update PR Files" the program now checks to see if there are any records to update. If not a warning displays and the program is exited. In other words the program can not proceed updating the Payroll Information and History files if there are no pay records to update. 
 
April 2015
When updating payroll records it is important that the payroll date and Qtr# be correct.  The program has always checked them for consistency and issued a warning if they were not consistent. For example if the payroll date is 04/01/15 the program will display "2" as the Qtr# but user may change it to "1" generating a warning. However user is allowed to proceed since it is possible that the user dated the checks the first day of April but wants the payroll to update as Qtr 1. But some have accidentally changed the Qtr# to something obviously wrong but, when warned, accepted the Qtr# anyway. Therefore the update program was changed to stop obvious inconsistencies. For example if the payroll date is 03/31/15 and the Qtr# is changed to "3" or "4", the update will be stopped.
 
Feb 2015
To access a specific History record user can enter the fund#, pay#, date, and ref# of the record but usually this information is not known so the "Lookup" command can be used to help find records. The Lookup command works best when user first enters the fund and pay# before selecting "Lookup" since that causes the program to begin the list close to the record(s) desired. Usually though one does not know the employee's fund and pay# so a new command "View Fund/Pay#s" has been placed on the History screen to allow user to find those values. User can select from this list the fund and pay# desired and they will be placed on the history screen. Then user may proceed with doing the Lookup.
 
During Payroll Input it was possible to manually enter a Retirement Wh amount even though there was no retirement deduct code in the upper right corner of the screen. This caused several problems including an incorrect deduction total on the "Totals" report. The Pay Input program therefore was changed to not allow a pay record to be saved if there is a retirement wh amount but no retirement code.
 
An on-going problem is users starting a new pay input session without updating the last one. We already display two screens that stops the user with very clear warnings but new inexperienced users proceed anyway. Therefore the program was changed to stop the user when unupdated are being removed. Hopefully then the user will either update the payroll or call GFC Data for assistance.
 
Dec 2014-Jan 2015
Part of the Payroll Year-End Closing process is use the program "Build Year-End W2 File" from Payroll Information records. This allows you to capture end-of-year earnings and withholdings so user can print W2s later. It is vitally important that the Year-End Build program not be run again once a new year is started. To help avoid this the program now checks the Payroll Information records and if there are no 4th Qtr earnings the Year-End Build process is stopped so that the first year-end amounts are preserved.
 
For those who print deduction checks in Payroll, the program has the capability of moving those checks into Payroll History. To do that though, a Pay# 999000 or higher must be assigned to each deduction name/address record. User previously had to figure out what unique number to use for a new record. To make this process easier, the Deduction Name/Address program was changed to have a"Next" command that will automatically display the next Pay#. Or user can still enter the desired number manually.
 
Using a command at the bottom of the Checks-Pay Notices/Reports screen user can load a "saved" pay file. This is handy should a past report be misplaced and a new copy is needed. In the past the Check and Pay Notice print commands were disabled when loading a saved pay file. Since it is possible to need a past check or pay notice to be re-printed, these commands are now enabled.
 
The Direct Deposit  (ACH) Build program was changed to allow user to enter up to three individual employee pay records to be direct deposited. This is helpful should you skip paying someone but the ACH file has already been sent to your bank. This change would allow you add the skipped pay record to the existing pay run and then build another ACH file with just the skipped pay record(s).
 
A couple users pay employees from a dedicated Payroll bank account instead of the actual fund's bank account that the salary is allocated to. For example you have employees working in General and PWA funds but checks are written out of a separate "Payroll" bank account. When this occurs the Budget Auto-Transfer records can now be set up to create and post secondary Cash and Payable entries to the Payroll Acct Fund in addition to the regular postings to the expense accounts in General and PWA. If you need more info on this please contact GFC Data Systems.
 
A new check format #1 was created for those using a stub/ck/stub format.
 
When updating pay records into history, the Qtr# is now placed in the history record. This is handy if it is unclear as to what quarter# was used during the update.
 


Receipting:
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.
 
2012-2013
The report routine that prints a receipt list now has a "Print to csv File" option.

The report routine that prints a receipt list or totals now has a "Print to Screen" option. This allows you to preview the reports before printing to paper.

User may now perform a LookUp of receipts from the bottom of the receipt entry screen. For example if the cursor is in the Name field then selecting the LookUp command will display a list of receipts in name order.

For those unaware of it, during receipt entry user may enter "S" in the City field to display the default city/state/zip. The program was changed to also allow the letter "D" to do this. Also there is now a "Dflt" command (to the right of the city/state/zip) that also does this.



Utility Billing:
April 2017
The Mueller-RF meter reading format was changed to write the serial# of a radio-frequency meter into the Download.dat file instead of the EID/ERT#.
 
Feb. 2017
A new field titled "#D" (# Dials) has been added to the three meter lines on the Customer Accts screen. This field is needed for users of the Mueller-RF meter reading format to define how many meter dials should be read. If you do not use the Mueller-RF interface then you will not use these new fields and you should allow the values to just default as zeroes.
 
Dec. 2016
A change was made to the Itron meter rdng "download" format.
 
Nov. 2016
The Meter Readers List was changed to include the EID/ERT# (Electronic ID#) on the report and to have a "Print to Screen" option.
 
The Deposits/Disconnects report now has a "Print to csv File" option.
 
The Unapplied Credits report now has a "Print to Screen" option.
 
The Meter Dates program now includes the meter EID# and has the ability to lookup a specific customer account by entering the EID#.
 
The Summary report now totals up to 99 million dollars (before the amounts totaled up to only 9 million).
 
Oct. 2016
There are new "Print to csv File" options on the Customer Accts and Distribution "Print" screens.
 
Aug. 2016
The fields for the "Other" bill code descriptions on the Customer Accts screen have been widened slightly.
 
Feb. 2016
The "Mueller-RF" meter reading routine was changed to get the TRL# (EID#) from the EID/ERT# fields which were placed on the Customer Acct screen in Nov 2015. Previously the 2nd Service Address field was used to store the TRL# but now there is a dedicated place for it. 
 
The "Email List" program is now also on the "End of Month" screen (as well as under "Other Functions").
 
When using the "Reverse Bill" program sometimes the Rdg Date fields did not get enabled. This has been fixed.
 
Dec. 2015
A new format (interface) was added for Neptune meter reading devices.
 
Nov. 2015
The Aging Report now has a Beg/End Bill Date range. This would allow user to limit the customer balances to an actual time period. For example entering 01/01/10 to 12/31/10 would include only balances that were created during that time period. This is handy if you are trying to create separate lists of balances that are based on age.... ex: balances 1 year old, 2- 4 years old, and 4 years and older.
 
A new format (interface) was added for Itron meter reading devices.
 
For those using radio frequency/electronic transmission devices, a new EID/ERT# was added to the Customer Accts screen. Electronic meter devices normally have an id# that is separate from meter serial#s so now there are two identifying numbers for each meter.

Nov. 2015
The "Delinquencies" screen has a new "Phone List" option. This program either prints or creates a 'csv' file with delinquent customer's home or cell phone numbers. The 'csv' file can be uploaded to a vendor who specializes in "robocalls" to make automatic pre-recorded reminder calls to your delinquent customers.
 
The "Customers" Report now has the option of including the primary soc sec number on the list (or csv file).
 
A few cities have a relationship with a company called Payment Services Network (PSN) who can accept utility payments on-line. PSN has the capability of sending the payments they receive to your city in a file. Therefore the "Postings" program now has a command to auto-post PSN payments. There is some initial one-time setup to do this so if you want to use this capability contact GFC for more information on implementing this.
 
Sept 2015
There are two new routines in the Bill Code program:
1- There are two sets of rates for each bill code with table-1 being the table used in most cases (exception: you store winter and summer rates). The new routine "Move Rates" allows user to move rates from table-1 to table-2 or table-2 to table-1. This is handy if you are using table-2 to store "proposed" rates. Initially table-1 rates could be moved to table-2. Then after entering new proposed rates in table-2 and adopting them, table-2 can be moved to table-1.
2- Sometimes rates may need to be increased (or decreased) by a fixed percentage. The new "% Change Rates" routine can be used to enter a percentage (ex: 2.5%) and all minimum/base amounts and rates within the selected bill code range would be changed by the percentage specified. User is allowed to print and review the calculations before updating the change.
 
July 2015
Editing the same customer acct record in two sessions at the same time is problematic and should be avoided. For example invalid history and distribution records can be created if a customer acct# is being renumbered in one session while in another session a user is editing the same record. Therefore the program was changed so that an Edit will not be saved in a session if the account# was changed in another session.
 
In rare occasions the printer or font names that display on report screens may change. This is normally caused by installing a new printer or some other device. Since dozens of screens could potentially need to be changed, there is a new "Clear Registry" command (found under Other Functions) that will reset the report screens to the "default" printer with Arial font. You must manually set the "Receipt" printer with a command found in "Options". Note: the height and width of "Print to Screen" and "Look Up" screens will  return to default settings so, depending on the size of your display, they may need to be manually re-sized.
 
When running Utility Billing on a new PC or on one with the Utility Billing Registry cleared, "Print to Screen" and "Lookup" screens return to a default height and width. Some default sizes were not ideal so several screen defaults were changed to be taller and wider to better fit today's larger screens.

May 2015
A new program "Chng Meter Digits" was added under Misc Routines to automatically change the meter "Dig" (digits) on the Customer Accts screen.
 
Mar 2015
At some sites posting an over-payment causes the "Distribution Type" to be be "Manual". When applying manually some of the applied amounts may be put on new distribution lines. In the past if user was using the mouse to move from field to field the date or bill code on a new line could be skipped causing a problem when later transferring the payments.  The program was changed to make sure that all new lines have a bill code, amount, and bill code even when user does not actually pass through those fields.
 
The Statement/Journal program has a "Hist/Dist Date" field. This field is now disabled when printing statements or a journal since it is not used by the print program - it is used only by the "Update Cust Accts" routine.
 
Feb 2015
The Statement/Journal program can now print "pdf" statements.  The idea is to attach the statement to an email to save on postage costs. Contact GFC Data for more info or print the pdf statement implementation instructions on the "Software Manual and Instructions" page of this web site.
 
There is a new Email List program that builds a list of emails in a "csv" file. This file could then be imported into a spreadsheet program or into emailing software which could automate the sending of emails with pdf statement attachments.
 
Jan 2015
When performing the Posting "Remove" the program always checks for un-transferred postings. In the past the program displayed a Yes/No screen to verify that the program should continue or not continue with the remove. This screen's wording was a little confusing so the confirmation screen was changed to have "options" instead of Yes/No to make it easier for user to understand the choices.
 
Dec 2014
The Customer Accts screen has new Stmt Cd and Email address fields. The Stmt Cd will eventually allow user to define which customers should have a statement printed to paper versus a pdf statement that could be attached to an email.
 
The Customer Rept may now include the Email address on the printed list and csv file.
 
When transferring payments into History the new Online and ACH 'types' now have their own bill codes in history so user can print lists for those types if needed.
 
If when performing the Posting transfer budget files are updated, a non-zero refr# is now inserted on the screen (before the program inserted zeroes). The refr# is the posting date in YYDDMM format. Having a refr# attached to the postings makes accessing the postings in Budget easier.
 
There is a report in History--Print that allows user to print bill code totals for any date range you have history for. This report now has a monthly average capability. This is handy if using the report for a survey that requires monthly averages.
 
When entering meter readings user is now allowed to enter/change the comments that are stored on the customer accts screen. This is handy should there be notes on a meter reader list or page that you want to enter at the time the readings are inputted.
 
The Bank Draft report now has an option of omitting the bank acct# from the report for security purposes.
 
Nov 2014
Under rare circumstances some statement calculations (such as sales tax) could be a penny off due to a rounding error. This has been fixed.
 
When printing a History List the program did not correctly stop reading records at the "End Date" causing the program to read many more records than necessary taking much longer than necessary.  The report results were always correct but the program got the results very inefficiently. This problem has been fixed.
 
A few users reported that some screen resolution and text sizes caused Posting and History fields to not be completely viewable (ex: date on history screen might be cut-off). So some fields have been made bigger to fix the problem.
 
Sept 2014
When posting a debit adjustment or an over-payment with a "Manual" distribution, the user can enter "new" distribution lines (lines over and above any existing distribution lines). The number of new lines that can be entered has been increased from 9 to 14.

"ACH" was recently added as a "type" in the Posting program. When running the "Auto Post" routine to process bank drafts this is probably the best type to select. The program was changed to "default" to the "ACH" type instead of making the user select it manually. User is still free to select any other type if desired.
 
When using tri-fold statements (blank format) the program can print the stub at the top or bottom. When the stub is at the top the program now prints the customer acct# at the bottom of the form in case the customer returns the wrong portion of the form with their payment.

When inputting meter readings manually the program allows user to enter a "Rdg Date" upon the beginning of reading entry. In the past the program displayed the current date but user could change. However if user pressed Enter/Tab too many times the current date could accidentally be accepted as the Rdg Date instead of entering a different date. Therefore the program was changed to initially display zero dates forcing the user to enter the desired date. However the current date will be displayed if the zero date is blanked-out.
 

Utility ACH:
April 2014
The ACH "Build"program now has the option of leaving the bank acct no off the report for security purposes as well as printing the acct no in a "masked" format (ex: ####5125).
 
One user reported that their bank wanted the ACH file to have a specific name instead of the name of ACH.dat which has been used in the past. Therefore the Setup screen now allows user to enter any name desired. If this name is left blank then the program will continue using ACH.dat.


Work Orders:
A new Employee Code file was added. This file is optional and can be used to set up the Completion "By" employee codes/names. This new file allows two new capabilities:
1) User can select employee names automatically from a drop-down list.
2) Reports can be printed by employee code. If you choose not to set up employee codes/names you can still type in the completion employee name manually but you will not be able to print reports by employee.

b) The "Remarks" section of the Work Order screen has been increased from two lines of 60 characters to eleven lines of 80 characters. Also the two "Comments" lines have been increased to 80 characters each.

c) The task code was not properly stored on the Work Order screen if user selected a drop-down list of task codes and then manually entered the code from the list. This has been fixed.
 
 
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GFC Data Systems