GFC Data Systems
Software and Support for Oklahoma Municipalities
Contact Info:
Phone: 405-570-2821
7408 NW 116th St
Oklahoma City OK 73162

Contact: 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 (C-Isam):   5.16     Oct. 2021
Budget Acctg (Postgres): 7.51b    Oct. 2021
Cemetery Records:            5.6     Feb. 2020
Court:                           21.3     March 2021
Fixed Assets:                   3.3     March 2016
Payroll:                             24.22     Jan. 2021
Receipting (C-Isam):       2.24     April 2021
Receipting (Postgres):     7.24     April 2021
Utility Billing (C-Isam):      5.77     Nov. 2021
Utility Billing (Postgres):   7.15     Nov. 2021
Utility ACH:                      2.4    April 2021
Work Orders (C-Isam):     2.22    March 2021
Work Orders (Postgres):    7.23     March 2021
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:
Nov. 2021 (not yet released)
Postgres version only: there is a new optional "Approved" checkbox on the purchase order screen. This box is enabled if user checks the "Use PO Approved" box on the "Options-Purchase Orders" screen and logs in with either a "Master" or the new "Approve PO" password (logging in with no password is the same as using a master password). When using the approval process a PO can not be printed or moved into AP for payment until the PO is approved. PO approval is done by either individually checking the "Approved" box on the PO screen or using the "Approve POs" command at the top of the PO screen which will auto-display unapproved POs for user to approve or skip.
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.
April 2019
All print programs in Budget have "tray" and "double side" capabilities (if your printer supports those capabilities).  Each time a print program is opened the selected printer's properties are checked to see if those capabilities exist. In rare circumstances users of some HP printers got an error when the program checked the properties. A change was made to the "call" procedure that hopefully will fix this problem
Postgres version only: when editing/deleting "detail" lines in a budget preparation file, errors would display or lines inadvertently were removed under specific circumstances.
Postgres version only: when exporting or importing files (found under Manage Database) there is a checkbox to indicate whether it is being done by a "Superuser". When checked the process goes faster but must be done at the server. Since most often these processes are not done at the server, the Superuser box is now unchecked by default.
Postgres version only: when scrolling thru vendors by name on the Vendor screen, vendors with duplicate names were skipped. For example if there were two vendors with the name FIRST NATIONAL BANK, the first one displayed ok but when scrolling to the next vendor the second one was skipped. This has been fixed.
March 2019
Postgres version only: purchase orders can be displayed using the "Lookup" command on the PO screen. The POs display in reverse order so the first one would be at the bottom of the screen. The first PO's first line was doubled so if the first PO's first line was 100.00 and the second line was 200.00 the PO displayed with a total of 400.00. This has been fixed.
Postgres version only: if posting a check using the "Detail" program (instead of Manual Cks) the program allowed the AP Mo-Yr to be left blank which caused the record to not be in a valid Mo-Yr. This has been fixed.
Postgres version only: when printing a receipts register, if a receipt has multiple records they are combined and a single line prints. The description of the combined receipt was suppose to come from the first record but sometimes came from the second or third record. The program was changed to always get the description from the first record.
Postgres version only: a minor glitch was fixed in the mask select report. If a contra-acct (ex: Cash in Bank) was included on the report, the amount from the contra-acct was included three times (including an additional debit and credit) although it did not make the overall total incorrect.

Feb. 2019
Postgres version only: the "Import AP" command is now in the Postgres version.
Postgres version only: when running the Encumbrance report the program automatically dsplays an "Ending PO Date" from the Options-Fund Dates screen. If the date displayed is 02/29, but it is not a leap year, POs were not read. The program was changed to display 02/29 as 02/28 in a non-leap year.
Dec. 2018
Postgres version only: when connecting to Postgres, the database name displays on the connect screen (from the Windows registry) so user does not have to enter it. If there are multiple Budget databases user can display a list from the database drop-down list. Previously up to 8 database names could be stored in the registry. The program was changed to be to store up to 16. Note: there is no limit on how many Budget databases you can have, but only the last 16 created/opened names are stored in the registry for automatic selection.
Postgres version only: when using the Export and Import Data routines (under "Manage Database") there are "Select All" and "unSelect All" commands to help select which files to export or import.
Postgres version only: when using the Import Data routine, the program now has the option of importing all Report Format and Budget Preparation files at one time instead of one at a time.
Postgres version only: when performing "Copy Database" (which is under "Manage Database"), the routine now makes an entry in the PgConn Registry listing the new database name. That will make it more convenient to subsequently connect to the database.

Nov. 2018
If an account that is used as a contra-acct has its account number changed, the program now changes that contra-acct number that is on the revenue and expense accounts. For example a contra-acct Cash In Bank has its number changed from 01-00-100 to 01-00-110. After changing the number the program would search through the revenue and expense accounts that used to have 01-00-100 as its contra-acct and change to 01-00-110.
Oct. 2018
The 2018 1096 form was changed slightly by the IRS. There is a "1099-Misc" box that should be marked. On the 2018 form this box was moved to the left 1/4" so the program was changed to print the "X" 1/4" to the left.
In the C-Isam version, on the AP screen, the "Remove All" command was moved to be under the "Delete" command and is now titled "Remove All AP".
In the C-Isam version, on the AP screen, is a new "Import AP" command. This allows user to import AP entries from a 'csv' formatted file with the following fields:
 Vendor Name, Description, Budget Acct#, Invoice#, Amount
The vendor name must match the name on the vendor screen exactly.
July 2018
When adding a new Budget Acct, if user indicates the acct is for a Hdng/Total, the program now auto-fills the contra-accts with the budget acct#.
May 2018
On the AP screen there is a new "Remove All" command should you want to remove all records from the AP file.
When inserting or editing a Report Format line, the combination of a total level > 0 (total line) and have a "Desc Only" value of "No" is no longer allowed since since total lines should always be on a line with the "Desc Only" as Yes.
Postgres version only: an invoice# test can now be done on the PO screen to see if the invoice has already been paid (i.e. it is already in detail records for the vendor entered). Depending upon an Options setting, the test is either done automatically or can be done by pressing F9.
April 2018
When inserting or editing a Report Format line, the "Insert", "Edit", "Un/Delete", and "Updt Prnt Img" are disabled.
When inserting or editing a Report Format line, the combination of Single or Double underline and a 'Desc Only' of 'No' is no longer allowed since an underline should always be on a line with the 'Desc Only' as Yes.
March 2018 (Postgres version only)
When closing a PO into AP using the "one at a time" method, the invoice# test (if turned on) was not being performed. This has been fixed.
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).

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).

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.
Dec. 2018
On the "Enter Pay Records" setup screen user may enter "Y" to "Override Employee Normal Pay Frequency". "Y" is commonly entered when paying bonuses so that user can enter a 'Pay Frequency' of 1 or 4 so that federal and state taxes are lower or zero. To activate the override option user enters "Y" in this field. However if user moves back up the screen the option was turned off and was not turned on again by simply passing through the field with a "Y" already displayed (user had to physically enter "Y" again). Therefore the program was changed to turn the option on even when just passing through the field with a 'Y' already entered.
When printing deduction checks, user may now enter a beg/end rec#. This would allow user to include not only a single employee, but a single pay record should an employee have multiple records in the pay run.
Nov. 2018
When printing employee checks or pay notices, user may now enter a beg/end rec#, When an employee has multiple pay records the program assigns them rec# 0, 1, 2, etc as shown on the Pay List. So if only the second check or pay notice for an employee should be re-printed, user can enter the employee's fund and pay# along with rec# 1. For example when printing checks or pay notices user could enter:
 Beg Fund/Pay/Rec#: 0001  000200  1
 End Fund/Pay/Rec#: 0001  000200  1
This would re-print the second check or pay notice but not the first one.
Aug. 2018
When re-printing a Direct Deposit Pay Notice, the "next" auto-incrementing ref# is no longer changed if the ref# used is less than the "next" number. For example if the "next" number is 200 and user re-prints a pay notice with a ref# of 180, the next number now stays at 200. Before, the next number was incremented to 201.
July 2018
There is a new "Lookup" command on the Payroll Information to the right of the "SS#" field. Using the "Lookup" command (or F8) will help find the SS# (from the Employee Info screen) of the employee since that is needed when adding a new Payroll Information record.

When changing the name of the employee on the Employee Information screen, the name on any related Payroll Information screens are also changed. Before when changing a name on the Employee Information screen, user had to edit the Payroll Information screen and pass thru the SS# for the name to change. That is no longer necessary.

When adding or editing an Employee Information record, the program now removes any commas or periods from the last name since there is no reason to have those characters and they can cause problems in other programs.

When sending a SUI e-file the OESC website checks to make sure there are no periods in employee names. If there are the errors will be reported. To help with this the SUI program now removes periods from names before writing them to the SUI file. The program already removed commas.
April 2018
When adding a new Payroll Information record, it is not unusual for benefit codes to be accidentally left off the screen. So a few years ago a Setup System Parameter question was added which, when set to Y, checks to see that at least one benefit code has been entered -  if not a warning displays. The program was changed to also check that social security and medicare benefit codes (if in the list of benefits) have been entered on screens where the employee is subject to FICA - if not a warning displays.
Oklahoma now has its own W4 form which could cause an employee to claim a different number of dependents than on the federal W4 form. Therefore the Payroll program now has the "option" of having a separate state "#Dependents" field on the Payroll Information screen.
March 2018
The W2 E-File create program was changed to check that the fund codes have federal and state  ids# and if not display a warning message.
Jan. 2018
When running the "Auto Units Update" program (found on the Employee Information screen), pending 'Units Used' (entered during Pay Input) have always been part of the calculation in determining how many units can be added. However in the past the pending units did not actually subtract from the 'New Available' units at the time of running this program - they were subtracted later when doing the Payroll Update. Now there is a question in System Parameters that determines whether the pending units used should be subtracted when running the Auto Units Update program or later when updating Payroll files.
The "Auto Units Update" program now has a "Print to Screen" option.
The SUI report was changed to allow for a .00 rate. When the rate is .00 the program will display a message warning of the .00 rate but user is free to proceed or cancel.
Nov. 2017
W2 SSA e-file format changed for 2017.
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.
April 2021
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. When the "Cust Cd" has the setting "No checks" the Receipting program now not only displays the message but a pop-up screen now displays with the message so that user must press Enter or click on 'OK' to acknowledge it.
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. 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.
Nov. 2018
The Meter Rdng Devices program has had three changes:
a) When opening the program the names of the Output/Input files created or read are displayed at the top right of screen.
b) When creating the output file, all meter formats now have the check boxes “Include non-EID# Meters” and “Include EID# Meters” enabled. These boxes determine whether electronic meters (those with EID#s on the Cust Acct screen) and manually read meters (those w/o EID#s) should be included. This is handy should you want to include or exclude these two types of meters. These boxes will either both be checked by default or one or the other depending upon the format you use.
c) If using the Itron format the “#D” field is now used as the value to write to the “Read Type” field in the output file.

Tri-fold statements may now have an image printed on the form. The image must be bitmap formatted clip art (file ending in “.bmp”). The name of the file is stored on the Options-Statements/Jrnl screen as well as settings which determines where the image will print on the statement and the height/width of the image.

In the Posting program when printing a list of postings, the program has always printed a message on the report if there were old transferred postings more than 60 days old. The message was intended to remind you to perform the ‘Remove’ program so that the posting file does not build up with thousands of unneeded records. The printed reminder has been ineffective so now a screen displays which requires you to click on “OK” to acknowledge. This reminder will display every time you print the report and hopefully will be an incentive for you to delete old postings and do a removal on a regular basis... daily or monthly.

Sometimes the user accidentally updates the statements before printing the statements or updates the billing statements multiple times. Either situation can be fixed easily by re-loading a current backup. If a current backup is not available then user may have to “reverse” the updated bills. In the past this had to be done one customer at a time using the “Reverse Bills” program. Now in that program is a new “Auto Reverse” program that can reverse the bills automatically. To use this routine the bills being reversed must be the most current billings and no payments or credits should have been posted since the billing was done. This program allows user to enter the dates of the billings to be reversed and removes those records from history and distribution and, on the Customer Acct screen, adjusts the balance, Prev Rdg, Prev Rdg Date, and Date of Last Billing. Note: if the auto-reversal’s purpose is to get accounts ready for a re-billing then there are two things to keep in mind:
a- If any of the billings were done with “Manual Bills” (that were marked as “Temp”), those records will have to be re-setup after the reversal is done.
b- If an account had a status of “New” before the original billing, then the status will now be Active and therefore will need to be edited back to “New” before the re-billing is done.
The Delinquencies Report "Print to csv File" was changed as follows:
1- The deposit date (turn on date) and date of last payment are now written into the csv file.
2- There is an option to exclude status characters ('*' for Inactive accts and '#' for avg billing accts) from the file since they may cause problems for those importing the file.
The Meter Readers list was changed in two ways:
1- You specify a single service type to include. This is handy should you have two types of meters (ex: Water and Electric) but only one type to print.
2- The program now assumes that EID# meters (electronically read meters) should be excluded from the list although user may include them by checking the box "Include EID# Meters"
Sept. 2018
In the Meter Rdng Device Input/Output program (when using the "Datamatics" format), there is now a checkbox option to not include EID# meters in the output file "PCFile.dll". The checkbox will be unchecked by default so if EID# meters should be included then the box should be checked.
In the Meter Rdng Device Input/Output program (when using the "Neptune" format), there is now a checkbox option to not include non-EID# meters in the output file. "Download.dat". The checkbox will be checked by default so if non-EID# meters should not be included then the box should be un-checked. This same box applies also to the Badger format but in that case the box is un-checked by default.
July 2018
When using "Updt Accts"(in Stmts/Jrnl) the program checks the History date against the last update date. If they are the same the program displays a warning screen. Previously the warning screen was designed to click on Yes or No to continue or stop. The warning screen has been changed to force user to mark an option to either continue or abort the update.
If using the Neptune meter reading format, a company code must be entered on the "Options--Meter Rdng Deviations/Settings" screen. In the past if user changed the format to be non-Neptune the company code was removed. The program was changed to not remove the company code even if the format is non-Neptune. This is handy if user is going back and forth between Neptune and a non-Neptune format.
C-Isam version only: a new "Add Missing Zip Cds" routine was added to the Zip Code screen. This program scans Customer Acct records adding any zip codes that on Customer Acct screens but not in the Zip Cd file (zip codes that were once used butwere deleted).
June 2018
The Reverse Bill report now prints amounts up to 99,999,999.99.
The Itron Web file format was changed.
May 2018
The Neptune meter reading format was changed to use output type codes for water and non-water meters.
For users of Itron the web-based meter reading system, there is new option on the Meter Rdng Devices screen to create an Itron Web File.
Postgres version: apostrophes were not allowed in the meter serial# field. This has been fixed.
April 2018
When printing statements or the billing journal or doing the billing update, the program accumulates billing totals which is printed using the command "Print/Post Totals". One of the totals is the "Total Balance Forward" of accounts being processed. We found that if an account had the status of "New" and had a balance, that balance was not included in the total balance forward. This has been fixed.
March 2018
There is a new "Account# Status" report that allows user to print the status of each "base" account#. A base account is the number without the two digit sub-number (ex: 01-0010, 01-0020, 01-0030, 0001000, 0001010, etc). The report prints one active account# per base account and if there are more than one inactive account, prints only the highest number.
The "Meter Rdngs--Print--Print to csv File" routine now includes the 'EID#' and '#Dials' values in the csv records.
Under Misc Routines is a new program titled "Chng Meter Dials". This program allows user to auto-change the "#D" (#Dials) value on the Customer Accts screen from one value to another.
Feb. 2018
There is a new radio-frequency meter reading interface for Badger/Nighthawk meters.
Nov. 2017
There are now "tray" and "double sided" options in the Statements and Delinquencies programs. This is only applicable to printers who have those capabilities.
When updating statements, the program now checks the acct# and zip-pstl rt ranges and if they are not the open-ended defaults, the program now issues a warning.
When using the Acct Transfer program (in Customer Accts) the program now allows user to specify the status of the new account. In the past the new account initially was given a status of Active and had to change it something else if needed. Now the status can be selected before the new account is added.
The Bank Draft report program now has a "Print to csv File" option.
When printing the Aging report to a csv file there is now an option to not include acct status characters (ex: * and #) in the file.
Aug. 2017
When performing the statement update, if user chooses to update in Acct or Zip-Pstl Rt order but there are non-sequential accts on the screen, the program now makes the user either change the update order to Non-Sequential or remove the accts. This change was made since there have been instances where user was trying to update non-sequential accts but accidentally chose Acct or Zip-Pstl order which could update all accts.
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.

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.

Jan. 2019
The "system" date that prints in the report heading was changed to print correctly after 2019.

Work Orders:
July 2020
C-Isam version only: The Work Orders software is written using the C++ programming language. The program was re-compiled using the latest version.

Oct. 2019
The work order screen was changed to have new phone# and meter fields including the EID/ERT#, Meter Date, Digits, and #D.
Sept 2019
Postgres version only: Task codes coded with dept "All" did not display in the task drop-down lists on the WO screen. 
Feb. 2019
Gas Meter Action fields print one line lower on the Work Order form.
The Gas Meter Action term "Blend" was changed to "Blind".
Feb. 2018
For cities who have a Gas dept, new "Gas Meter Action" fields have been added to the work order screen. The new fields become visible when the Gas dept is selected.

GFC Data Systems