Settings

The Settings module is used to configure settings for system-wide functions, such as: fiscal years, asset and liability accounts, elements, accounting strips, and credit/debit accounts.

Setting codes are pulled from the Red Book to comply with Florida State Reporting requirements. Click here for the Red Book.

Fiscal Years

Fiscal Years cannot be added, edited, or closed unless Fiscal Years permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Fiscal Years tab.

3. Any active or previously created fiscal years will display in the table. To add a new fiscal year use the first row to enter the Fiscal Year as it will be displayed throughout Focus, the Year Start date, the District Year End date, and the Internal Year End date.

4. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the Close button displays.

Once a fiscal year is added, it cannot be deleted.

5. To edit any of the fiscal years, click any of the blue underlined text fields. Once clicked, the text box will become active again and can be edited. To save edited data, click out of the field--data will save automatically.

6. Click the Close button to close out the fiscal year once GL accounts have been rolled and the fiscal year is ready to be closed out.

District Fiscal Months

To set up permissions for District Fiscal Months, from the Setup menu, click Profiles. Here you can choose whether specific profiles are able to view, edit, and add fiscal months (District Fiscal Months), Close District Fiscal Months, Reopen District Fiscal Months, and/or Override District Fiscal Months.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the District Fiscal Months tab.

3. Any active or previously created fiscal months will display in the table. To add a new fiscal month, use the first row to enter the Month as it will be displayed throughout Focus, the Start Date, and the End Date.

4. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the Close button displays.

5. To edit any of the fiscal months, click any of the blue underlined text fields. Once clicked, the text box will become active again and can be edited. To save edited data, click out of the field--data will save automatically.

6. Click the Close button to close out the fiscal month. This should only take place once the Bank Reconciliation has been completed and finalized for the month and the district decides to lock-down the financials for the month, which will prevent any further journals being created for the month.

Once a fiscal month is closed, a Reopen button may display in its place--this function is depend on your profile permissions.

7. Click the delete button (red minus sign) to remove a district fiscal month. Note: This is not recommended unless a month has been added in error.

Internal Fiscal Months

Internal Fiscal Months only need to be set up by districts using Internal Accounts.

To set up permissions for Internal Fiscal Months, from the Setup menu, click Profiles. Here you can choose whether specific profiles are able to view, edit, and add fiscal months (Internal Fiscal Months), Close Internal Fiscal Months, Reopen Internal Fiscal Months, and/or Override Internal Fiscal Months.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Internal Fiscal Months tab.

3. Any active or previously created fiscal months will display in the table. To add a new fiscal month use the first row to enter the Month as it will be displayed throughout Focus, the Start Date, and the End Date. Note: Different districts may elect to add required elements, such as Facility.

4. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue, the Close button and the delete button (red minus sign) display.

5. To edit any of the fiscal months, click any of the blue underlined text fields. Once clicked, the text box will become active again and can be edited. To save edited data, click out of the field--data will save automatically.

6. Click the Close button to close out the fiscal month. This should only take place once the Bank Reconciliation has been completed and finalized for the month and the district decides to lock-down the financials for the month, which will prevent any further journals being created for the month.

Once a fiscal month is closed, a Reopen button may display in its place--this function is depend on your profile permissions.

7. To delete an internal fiscal month, click the delete button (red minus sign). This action is not recommended unless no journals have been created for the selected month.

Accounts

Accounts are containers used to track assets and liabilities.

Accounts cannot be added or edited unless Setup Accounts permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Accounts tab.

3. Any accounts already created will display in the table. To add a new account, enter new data using the top row.

4. Enter the Code for the account, as well as the Title in the provided text boxes.

5. Select a Balance Sheet Type from the pull-down; Options include: Asset, Liability, Fund Balance, and Offset for Encumbrances.

6. Select the Classification from the pull-down. Assign the following GL's (left) to the following classifications (right):

  • Expenditures > Expenditures
  • Revenue > Revenue
  • Encumbrances > Encumbered
  • Accounts Receivables > Accrued Receivables
  • Cash > Cash (Includes all Cash accounts)

District Receipts:

  • Expenditure receipts with an object must credit expenditures
  • Expenditure receipts without an object cannot debit or credit {expenditures classified GL's}
  • Revenue receipts that aren't tied to an invoice must credit {revenue classified GL's)
  • Revenue receipts that dont have a revenue code cannot debit or credit {revenue classified GL's}
  • Revenue receipts, tied to an invoice that hits {rev}, the receipt cannot debit or credit {rev}

Purchasing/Accounts Payable > Invoices:

  • If strip contains object code and DR Not IN (1530 or NULL) {EXP}: AP Invoices with an object code must debit Expenditures
    1. Purchasing/Accounts Payable > Invoices > create batch > create non-PO invoice
    2. Select batch and vendor > invoice allocation should include object code > override GL's to something other than {expenditures classified GL's} > submit
    3. Batches (tab) > post batch = system throws error message and does not allow submission
  • If strip does not contain object code and DR OR CR IN (1530 or NULL) {EXP}: AP Invoices without an object code cannot debit or credit Expenditures
    1. Purchasing/Accounts Payable > Invoices > create batch > create non-PO invoice
    2. Select batch and vendor > invoice allocation should not include object code > override GL's to either DR or CR {expenditures classified GL's} > submit
    3. Batches (tab) > post batch = system throws error message and does not allow submission

Budgeting/General Ledger > Manual Journals:

  1. Budgeting/General Ledger > Manual Journals > create new draft
  2. Expense section: Select source "GL manual EXPENDED" > set DR and CR GL's as anything other than {expenditures classified GL's} > submit = system throws error message and does not allow submission
  3. Expense section: Select source "GL manual UNEXPENDED" > set DR and CR GL's as anything other than {expenditures classified GL's} > submit = system throws error message and does not allow submission
  4. Expense section: Select source "GL manual ENCUMBERED" > set DR or CR GL's to the {expenditures classified GL's} > submit = system throws error message and does not allow submission
  5. Revenue section: Select source "GL manual COLLECTED" > set DR and CR GL's to anything other than {revenue classified GL's} > submit = system throws error message and does not allow submission
  6. Expense and Revenue section: Select source "GL MANUAL" > set DR or CR to any of the {encumbered, expenditures, or revenue classified GL's} > submit = system throws error message and does not allow submission

7. If the account is currently Active, be sure to select the corresponding check box.

8. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

9. To edit any of the accounts, click any of the blue underlined text fields or the pull-down. Once clicked, the text box will become active again and can be edited. To save edited data, click out of the field--data will save automatically.

10. To delete an account, click the delete button (red minus sign). Note: Deleting an account is not recommended; instead, you can clear the Active check box to make the account inactive.

Element Categories

The Element Categories tab is used to define the accounting strip structure for Expense, Revenue, and Internal accounts, as well as specify whether the category is Budgeted.

Element Categories cannot be added or edited unless Element Categories permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Element Categories tab.

3. Any element categories already created will display in the table. To add a new element category, enter new data using the top row.

4. Enter the Title, such as Project or Facility.

5. Enter the Length of the element category; i.e. define the number of digits permitted per category. For example, Project 0001 has 4 digits; therefore, the length is set to 4.

6. Enter a Sort order for which the elements will be displayed throughout Focus. The listed element categories will be displayed in the following order: Fund, Facility, Project, Internal Account, Internal Project.

7. Select the check boxes to specify whether the category element will be included in Expense and/or Revenue budgets. Select the Internal check box to determine if the element should be included within a school's internal budget.

8. Select the Budgeted check box to determine whether or not the element category will be budged. Checking Budgeted allows the school to run the Expenditure/Revenue Report.

9. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

10. To edit any of the element categories, click any of the blue underlined text fields. Once clicked, the text box will become active again and can be edited. Check boxes can also be edited as needed. To save edited data, click out of the field--data will save automatically.

11. To delete an element category, click the delete button (red minus sign). Note: Deleting element categories is not recommended.

Once an element category contains Elements, it cannot be deleted.

Elements

The Elements tab is used to create or modify accounting strip elements, such as a new project or facility.

Elements cannot be added or edited unless Elements permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Elements tab.

3. Any elements already created will display in the table. To add a new element category, enter new data using the top row.

4. Select the Category from the pull-down, such as Project. Categories here are set up in the Element Categories tab.

5. Enter the associated Code, such as 0001. Note: You cannot enter a code that is longer than the Length identified upon set up of Element Categories.

6. Enter the Title that should be displayed for the corresponding element, such as DISCRETIONARY.

7. Enter a Start Date and/or End Date, if applicable. Enter a Start Date to make the element available on a specific date, but not before. Enter an End Date to make an element inactive as of the date selected. For example, if a project has a specified end date of 04/01/2019, then the strip and its data will remain in the system for reference but will no longer be available for use after the end date.

8. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue, the delete button (red minus sign) and Details link (if applicable) displays.

The Details link only displays for Fund, Function, and Project categories.

9. To edit any of the elements, click any of the blue underlined text fields. To change the Category, click the pull-down. Once clicked, the text box will become active again and can be edited. To save edited data, click out of the field--data will save automatically.

10. To delete an element, click the delete button (red minus sign). Note: Deleting elements is not recommended.

Once an element has been used in an accounting strip, it cannot be deleted.

11. For applicable elements, click the Details link to include additional information as it pertains to the Fund or Project.

Project Details: Clicking the Details link opens a Project Details pop-up where you can enter a Contact, Phone, Fund Restriction, DOE Fund, and Cost Table in the District section. You can also define additional Dates, such as Approval, Stop Encumbrance, etc., and enter Government details and/or define Florida Surveys. When all data has been entered, click the Save button.

The Fund Balance Category pull-down displays if enabled via the Miscellaneous tab in the Category Map section. Once enabled and assigned, the Fund Balance Category will display as an element and filter via the following screens when applicable: Budgeting/General Ledger > Expenditure/Revenue Report and Purchasing/Accounts Payable > Purchase Request/Order Report.

Settings

Fund Details: Clicking the Details link opens an Accounts pop-up where you can select accounts to associate with the fund. To add a new account, select the Account from the pull-down and press the Enter key to save the data. To delete an account, click the delete button (red minus sign).

Function Details: Clicking the Details link opens a Validation check box. Select the Require Program Element check box to require users to enter programs on Purchase Orders/Requests, Non-PO Invoices, and Utility Invoices in order to submit.

Board Packet

The Board Packet tab allows users to configure how financial activity is summarized and grouped on the Board Packet Report (Budgeting/General Ledger > Board Packet Report). The Board Packet tab is used to define top-level Fund, Function, Object, and Revenue codes as per the district's accounting standards. For most Florida districts, this would be the Red Book accounting code values; however, district may add and edit codes as needed.

The Board Packet cannot be set up unless Board Packet permission is first set up via Setup > Profiles.

Fund Codes, Function Codes, Object Codes, and Revenue Codes

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Board Packet tab.

3. The Board Packet screen defaults to the Fund Codes tab. Select the tab needed at the top of the screen. Any codes already created will display in the table. To add a new code, enter new data using the top row.

4. Enter the fund Code and Title in the text boxes.

5. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

6. To edit a new or existing codes, click any of the blue underlined text fields. Once clicked, the text box will become active again and can be edited. To save edited data, click out of the field--data will save automatically.

7. To delete a code, click the delete button (red minus sign). Note: Deleting a code is not recommended.

Fund Balance GL Accounts

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Board Packet tab.

3. The Board Packet screen defaults to the Fund Codes tab. Select the Fund Balance GL Accounts tab. Any accounts already created will display in the table. To add a new account, enter new data using the top row.

4. Select the desired Fund Range from the pull-down.

5. Select the applicable GL Accounts from the pull-down. Select as many accounts as needed.

6. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

7. To edit a new or existing account, simply click the pull-down and select the new data. Changes save automatically.

8. To delete an account, click the delete button (red minus sign). Note: Deleting an account is not recommended.

Trial Balance

The Trial Balance tab allows districts to subscribe users to Trial Balance changes (Budgeting/General Ledger > Trial Balance).

The Trial Balance tab cannot be edited unless Trial Balance permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Trial Balance tab.

3. To Subscribe Users to Trial Balance Changes, select the User from the pull-down. Any users already set up, will be listed.

4. Once a user is selected, press the Enter key to save data. Once saved, the line will turn blue and the delete button (red minus sign) displays.

5. To edit a subscribed user, simply click the pull-down and select the new user. Changes save automatically.

6. To delete a subscribed user, click the delete button (red minus sign).

Accounting Strips

The Accounting Strips tab can be used to lookup any existing accounting strips. Accounting strips can also be added here, but this is on a case by case basis and should be done accompanied by a Focus employee.

Accounting Strips cannot be added or edited unless Accounting Strips permission is first set up via Setup > Profiles.

Adding, Editing, or Deleting an Accounting Strip

The Accounting Strips tab can be used to lookup any existing accounting strips. Accounting strips can also be added and edited here, but this is on a case by case basis and should be done accompanied by a Focus employee.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Accounting Strips tab.

3. To add an accounting strip, which is not recommended by Focus (unless a Focus employee is present), use the top row to begin entering new data.

4. Select the Type, Fund, Function, Object, Center, revenue, Project, Internal Project, etc. from the corresponding pull-downs. Note: The elements listed here will vary for each district dependent upon Element Categories set up.

5. Enter a Description for the accounting strip (if applicable) in the provided text box.

6. Select the Placeholder check box to designate an accounting strip that should not be used in any finance updates or accounting actions posted by the payroll system. Any strip that has the Placeholder flag will trigger an error if it is processed in a pay run, and the run can not be posted until the allocation is changed.

7. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

8. To edit an accounting strip, simply click the pull-down and select the new code. To edit the Description, click the tex box and make changes. You can also clear the selected Placeholder check box as needed. Changes save automatically.

9. To delete an accounting strip, click the delete button (red minus sign).

Deleting an accounting strip is not recommended.

Facilities

The Facilities tab to allows users to define facility location information, tie each entry to its accounting strip Facility Element, and possibly to designate any of the facilities as a Warehouse.

Facilities cannot be added or edited unless Facilities permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Facilities tab.

3. Any facilities already set up will display in the table. To add a new facility, enter new data using the top row.

4. Enter the Name of the facility, the Code, DOE Code, Address Line 1, Address Line 2, the facility's City, State, Zipcode, Phone, and Email (if applicable) in the provided text boxes.

5. Select the Facility Element from the pull-down. The facility needs to be set up as an element in order for it to display in the pull-down via Elements.

6. If the facility is a Warehouse, select the check box to make the indication. This will allow the facility to be used and selected as a warehouse throughout Focus.

7. Select a type of purchase order, such as District, Internal, or Both from the Deliver To pull-down to make the facility an option on the Deliver To pull-down for delivery destinations on Purchasing/Accounts Payable > Purchase Requests/Orders and Internal Purchase Requests/Orders screens as shown in the image below.

8. Select the facility's Merchant Account (if applicable) from the pull-down. Note: The Merchant Account must first be set up via the Accounts Receivable tab in the Merchant Accounts section.

9. If the facility should be excluded from 1098-Ts, select the Exclude from 1098-T check box.

10.  When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue.

Once a facility is added, it cannot be deleted.

11. To edit a new or existing facility, click the desired field to active it. You can then edit the text, change the selection of a pull-down, or clear a selected check box, etc. Once you click out of the edited field, changes save automatically.

Objects

The Objects tab allows users to setup 1099-Eligible object codes and designate from where they should be pulled when generating 1099s.

Objects cannot be added or edited unless Objects permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Objects tab.

3. Any objects already set up will display in the table. To add a new object, enter new data using the top row.

4. Select the Object Element from the pull-down. The object needs to be set up as an element in order for it to display in the pull-down via Elements.

5. If the selected Object Element is not 1099-Eligible, select No from the pull-down. If the selected Object Element is 1099-Eligible, select Yes from the pull-down.

6. Selecting Yes from the 1099-Eligible pull-down activates the 1099-MISC Amount Code. Select the form field that is to be utilized from the pull-down.

7. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue.

8. To edit a new or existing object, click the desired pull-down and change the selection. Once you click out of the edited field, changes save automatically.

Miscellaneous

The Miscellaneous tab is used to define debit and credit accounts that will be used to generate journal records for listed transactions, as well as set up other miscellaneous functions, such as the Category Map, and Point of Sale settings.

The Miscellaneous tab cannot be  edited unless Miscellaneous permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Miscellaneous tab.

Accounting Actions

1. Select the Debit and/or Credit accounts from the corresponding pull-downs for each listed transaction. For example, When a Purchase Order is approved, the Encumbrances account will be debited and the Restricted-Summary account will be credited.

Accounts must first be set up in order to display in the Debit and Credit pull-downs.

The Point of Sale refund check general ledger logic for overage deferral is reflected in the setting “When a revenue check is written," which includes educational credits as well as revenue refunds. Both transactions are reflected on the same journals as when a Focus check refund is processed.

  • Funding Source receipt with education credit: Receive payment from the Accounts Receivable > Funding Sources > Receive Payment tab. Journals collect unaccrue debit cash and credit 1130 for the products being sold. Educational credit collect unacruee on the accounting strip assigned to educational credit via Setup > Settings > Accounts Receivable.  This money will be expended when the Focus check is cut.
  • Funding Source internal transfer with educational credit: Same journal as above (collect unacrue for accounts assigned to products being purchased) and Uncollect journal debits the Funding Source liability account and credit cash for the accounting strip assigned to the Funding Source. The educational credit will be expended when the Focus check is cut.

2. To add an additional accounting action to select transactions for different Funds, click the green plus sign. Next, select the fund from the Funds pull-down, the Debit account, and the Credit account from the corresponding pull-downs. You can add as many additional accounting actions as needed.

3. When all accounting actions have been set, click the Save button.

Category Map

The Category Map section is used to correlate district-defined element categories hardcoded within Focus.

1. Select the applicable accounting strip element for each category from the corresponding pull-down. Each pull-down contains accounting strip elements, configuration of which is defined via the Element Categories tab.

Select Yes or No from the Fund Balance Category pull-down to  to enable additional fields as they pertain to fund balances. Once enabled, a Fund Balance Category can be assigned to Projects via the Elements tab > Details link > Fund Balance Category pull-down.

2. When all categories have been mapped, click the Save button.

Check Printing

1. Make the appropriate selections in order to customize how checks are printed in Focus. You can specify how checks should be printed for District and Internal accounts, select an ACH Format, select the Employee Identifier (Payroll ACH) as EIN or SSN, and more.

Options include:

  1. Create Filler Check Numbers For Line Item Overflow: Select Yes from the District and/or Internal pull-down to assign check numbers to checks used solely for printing Invoice detail.
  2. Allow For Separate Printing Of First & Remaining Pages: Select Yes from the District and/or Internal pull-down to allow for the second page and beyond to print separately from the first check page.
  3. Use parent check number for parent checks: Select Yes from the District and/or Internal pull-down if printing to plain paper or unnumbered check stock when it's not necessary to use a check number for additional pages. For example, if printing to plain paper, the first check is 800001, then any additional pages for long remit sections will also be check 800001 and will not use any additional check numbers. Select No from the corresponding pull-downs if the district is using check stock that has check numbers; therefore, the first check is 800001, then any additional pages for long remit sections will start with 800002 and continue on, effectively voiding those numbers for future use. Note that these settings only apply to Accounts Payable checks. In Payroll, all checks are a single page.
  4. Group Payables Check Remit By Invoices: Select Yes from the District and/or Internal pull-down to create one entry per invoice upon in the remit section upon printing if the invoice contains multiple lines via Purchasing/Accounts Payable > Checks or Internal Account Checks.
  5. ACH Format: Select the ACH format from the pull-down for Accounts Payable and Payroll, such as Generic or Chase.
  6. ACH Company ID (Payroll): Enter the ACH company ID number for Payroll.
  7. ACH Transaction Types: Enter ACH transaction codes, provided by the bank, for Accounts Payable or Payroll.
  8. ACH Entry Description: Enter a description to be included in the ACH file for Accounts Payable or Payroll. Example: Payroll may be set to Payroll or ABC District Payroll.
  9. Balanced ACH: Select Yes from the Accounts Payable and/or Payroll pull-down, so the ACH export file will include a debit detail record (as the last 6-series record in the file). The direct deposit total is also shown twice on the 8 and 9-series records in the ACH. If you select No from either pull-down, the ACH file will exclude the debit detail record, and the total_debit_entry_dollar_amount will only be shown once in both the batch (8) and file (9) control records.
  10. ACH Blank Line Terminator: Enter line terminator code provided by the bank.
  11. ACH End-Of-Line Marker: Select one of three choices from the pull-down for end of line in the generated text files (CR / CRLF / LF); defaults to null.
  12. Employee Identifier (Payroll ACH): Select EIN or SSN from the pull-down to set as the employee identification number for Payroll ACH.
  13. Align Both First & Last Name (Payroll ACH): Select Yes from the pull-down to divide the name field into two separate fields; this will sort all of the last names in the same column, and the first names in a different column. Select No from the pull-down to combine the first and last names in a single column.
  14. Suppress Signatures for Internal Non-PO Checks: Select Yes from the pull-down to override the option specified on the Signatures tab to include signatures on printed checks. Most districts elect the school principal to manually sign a check that has an invoice that does not reference a PO (aka Direct Pay).
  15. ACH Tax ID Padding: Enter the Character used to pad the district's tax number; defaults to null. Select the Direction from the pull-down to specify the direction to pad (Right / Left); defaults to Right.
  16. Commerce Bank Integration: Select Yes from the Enabled pull-down to allow the district to interface with the Commerce Banks Purchase Card payment system. A Cash Account must be selected from the pull-down, and a Compay Name entered. Purchase Cards are an alternative way to pay vendors outside of mailing paper checks or ACH (electronic transfers).
  17. SunTrust Bank Integration: Select Yes from the Enabled pull-down to allow the district to interface with the SunTrust Banks Purchase Card payment system. A Cash Account must be selected from the pull-down as well. Purchase Cards are an alternative way to pay vendors outside of mailing paper checks or ACH (electronic transfers).  
  18. Regions Bank Integration: Select Yes from the Enabled pull-down to allow the district to interface with the Regions Banks Purchase Card payment system. A Cash Account must be selected from the pull-down as well. Purchase Cards are an alternative way to pay vendors outside of mailing paper checks or ACH (electronic transfers).  
  19. Positive Pay Source Module: Select the district or bank from the Accounts Payable and Payroll pull-downs to reference to a set of rules in order to build the Positive pay file for a district bank.
  20. Wells Fargo Positive Pay Bank Code: Enter the bank code used by and assigned by Wells Fargo. If the district is a Wells Fargo bank customer, the bank will provide this code to be included in the Positive Pay file.
  21. Wells Fargo Positive Pay Record Length:
  22. Centennial Bank Positive Pay Bank Number: Enter the 4 digit code (left zero filled) in the provided text box.
  23. Centennial Bank Positive Pay Application Code: Enter the 2 digit code (left zero filled) in the provided text box.
  24. Centennial Bank Positive Pay Item Type: Enter the 2 digit code (left zero filled) in the provided text box.
  25. Include Internal Designation In School Name, Where Applicable: Select Yes from the Accounts Payable and/or Payroll pull-down to display "Internal" in the school name if it's an internal account school.
  26. Include District Name In School Address: Select Yes from the Accounts Payable and/or Payroll pull-down to display the district's name with the school's address when printing checks.

2. When all customizations for check printing have been set, click the Save button.

Bank Reconciliation

1. Make the appropriate selections in order to customize select settings for Bank Reconciliation. All Bank Reconciliation settings apply to both district and internal bank reconciliations. Select Yes or No from the corresponding pull-downs.

Options include:

  1. Hide entry for ending balance on bank reconciliation: Removes ability to enter an ending balance when starting a reconciliation.
  2. Lock period activity after bank reconciliation is finalized: Disallows any further activity in the finalized period that would create a journal affecting the GL tied to the bank.
  3. Move negative bank reconciliation credits to debits: Automatically moves any negative credits to the debits tab within the reconciliation.
  4. Allow editing of unfinalized bank reconciliation balances: Allows for continued editing of balances until the reconciliation is finalized.
  5. Allow uploading of additional transaction data to unfinalized reconciliation: Allows for uploading additional files/transactions into an existing reconciliation.
  6. Enable adjustment entry on reconciliation summary tab: Enables a new table on the summary tab of the reconciliation allowing for manual adjustments.
  7. Hide individual bank ledger balance on multiple-bank reconciliations: Select Yes from the pull-down to ensure the ledger balance no longer displays for the individual accounts via Budgeting/General Ledger > Bank Reconciliation > View button > Current Reconciliation tab > Summary tab. 

2. The Ignored Checks Criteria is used for bank files including specific checks that should not be included in the reconciliation, such as Direct Deposit.

3. Enter a Value in the text box and select the Type from the pull-down; options include Prefix and Suffix. The example above would hide any checks beginning with 900 from all tabs of the bank reconciliation.

4. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

5. To edit criteria, simply click the field and make changes. Changes save automatically.

6. To delete established criteria, click the delete button (red minus sign).

7. When all customizations for check printing have been set, click the Save button.

Misc.

1. Make the appropriate selections in order to customize select settings throughout Focus.

Options include:

  1. Disable ESS Employee Requests: Employees can submit requests for changes to their Legal Name, Address, Leave, etc. via ESS > Employee Requests. To stop employees from being able to submit requests for specific areas, select them from the pull-down. You can select as many areas as needed from the pull-down.
  2. Fields to include on ESS Employee Request Demographic Info: If employees are allowed to request changes to their Demographic Info via ESS > Employee Requests, you can customize fields to include on the screen by selecting them from the provided pull-down.
  3. Only require budget revision approval flow when entering new budget: If Yes is selected from the pull-down, the budget revision approval flow (Setup > Approval Flow) activates only if a user submits a new budget in a budget revision via Budgeting/General Ledger > Budget Maintenance.
  4. Tech Center?: If the district can be categorized and function solely as a technical center, select Yes from the pull-down.
  5. Fixed Assets?: Select the check box to allow fixed assets to be depreciated.
  6. Accounts Receivable Non Customer: Select the applicable setting from the pull-down for mass updating the customer on receipts when converting a site to internal accounts.
  7. Default "Applicant" Profile: Select the profile from the pull-down to define applicant employees profile (Human Resources).
  8. Default "Vendor" Profile: Select the profile from the pull-down to define the vendor profile aplicable for specific imported P-Card invoice batches, which is normally the bank that owns the P-Card, rather than each individual vendor.
  9. District Facility: Select the facility (set up via the Facilities tab) from the pull-down to distinguish the district facility from the others.
  10. Disposal Facility: Select the disposal facility from the pull-down to distinguish the disposal facility (as it pertains to Fixed Assets); The disposal facility should first be set up via the Facilities tab.
  11. PO Bill To Facility: Select the default facility to populate the "Bill To" field on purchase orders. Note: the "Bill to" field on Purchase Orders must be enabled via the Accounts Payable tab.
  12. Board Packet Legal Text: Enter text to be printed as the header of the printed Budgeting/General Ledger > Board Packet Report.
  13. State Tax Exemption Number: Enter the state tax exemption number provided by the state in the text box.
  14. Federal Employer Identification Number: Enter the federal employer identification number provided by the state in the text box.
  15. Combine Expense/Revenue budgets on Budget Report: Select Yes from the pull-down to combine expense and revenue budgets on the Expenditure/Revenue Report.
  16. Increase Expense Strip Upon Receiving Money: Select the fund from the pull-down that increases upon receiving a payment.
  17. Increase Expense Strip Object: Select the object from the pull-down that increases upon receiving a payment.
  18. Exclude budgets without object/revenue code on Exp/Rev Report: Select Yes to exclude budgets without object and revenue codes as part of the accounting strips on the Expenditure/Revenue Report.
  19. Default PCard Vendor: To set a default PCard vendor, select the vendor from the pull-down. Vendors populate the pull-down from Purchasing/Accounts Payable > Vendors/Customers.
  20. Force Checks to be Paper when Internal?: Select the check box to override the E-Pay selection (Payment Method) via Purchasing/Accounts Payable > Vendors/Customers when cutting a check out of Internal Accounts funds. Note: District funds would still adhere to the E-Pay selection.
  21. Show Internal Accounts on Bank Setup: Select Yes from the pull-down to display Internal Accounts as selections upon setting up Bank Accounts (Setup > Bank Accounts).
  22. No Journals for voiding checks from previous years: Select the check box to prohibit users from creating journals in order to void checks from previous fiscal years (may be aplicable when handling imported checks).
  23. Show all pending approvers on tooltips: Select Yes to display all pending approvers as part of the approval flow when hovering over the status of the request submitted.
  24. Default strip description setting for budget report: Select an accounting strip description from the pull-down, such as Element Descriptions, sets the default for the Show Descriptions field on the Expenditure/Revenue Report.
  25. Prevent substitutes from approving their own requests: Select Yes from the pull-down to prevent Approval Substitutes from approving their own requests (set up via Setup > Approval Flow > Approval Substitutes tab).
  26. Disallow creation of new purchase orders in current fis[c]al year: Select the check box to prohibit users from creating purchase orders in the current fiscal year. This feature is useful at the end of the year while rolling over to the next fiscal year.
  27. Always display element descriptions on budget maintenance requests: Select Yes from the pull-down to display element descriptions on Budget Maintenance and Internal Account Budget Maintenance transactions printed from the Request History tab.

2. When all customizations have been set, click the Save button.

Accounts Payable

The Accounts Payable tab is used to define miscellaneous purchasing settings, purchase order and request release settings, purchase order numbering, purchase order subtypes, terms and conditions, buyers, and maximum invoice variances.

The Accounts Payable module cannot be set up unless Accounts Payable permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Accounts Payable tab.

3. Make the appropriate selections in order to customize select settings throughout Focus; then, click Save to apply settings.

Misc Purchase Requests/Orders and Releasing Settings

1. Make the appropriate selections in order to customize select settings throughout Focus.

Misc options include:

  1. Use Bids: Select the check box if the district is using Bids; selecting the check box will display the Bids on the Purchase Requests/Orders.
  2. Use Commodity Classes: Select the check box to standardize purchase requests via a commodity code selection via POs. Setup > Commodity Codes must first be set up.
  3. Use Student ID as TIN Type: Select the check box to make Student ID available for selection from the Tax ID Type pull-down via Purchasing > Accounts Payable > Vendors/Customers > Current Contact or New Contact tab.
  4. Print Logo on Purchase Orders: Select the check box to print the district logo on all POs.
  5. "Bill to" field on Purchase Orders: Select the check box to display the "Bill to" field on POs; this feature would give users the opportunity to bill a facility for the PO.
  6. Show "requesting facility" field on purchase orders: Select the check box to display the "requesting facility" field on POs; this feature would give users the opportunity to specify the facility making the purchase request/order.
  7. Require "requesting facility" field on purchase orders: Select the check box to display and require users to select a "requesting facility" field on POs; this feature would require users to specify the facility making the purchase request/order.
  8. Prefix requisition number with requesting facility: Select the check box to generate the requisition number using the requesting facility number as the prefix.
  9. Require receiving based on accounting strip: Select the check box to ensure that users can only view and receive POs with allocations for which they have accounting strip permissions.

Releasing options include:

  1. POs must be released before entering invoices: Select the District/Internal radio button to ensure POs are not available to be invoiced until the entire PO is released.
  2. Invoices can be entered before POs are released and can be released at the invoice level: Select the District/Internal radio button to display the "Apply Line Items” section on Invoices but make it so it is not required; instead, an email is sent out to release any invoice that was not received prior to entering the invoice.
  3. Invoices can be entered before POs are released but items must be applied: Select the District/Internal radio button so POs can be invoiced before they are released, but checks cannot be written until either the PO or the invoice is released. Note: Emails are never sent for releasing an invoice. This selection also allows invoice reconciliation to run for non-posted applied line item invoices. This provides an estimate of the allocated amounts for an applied batch.
  4. Invoices must be released at the invoice level: Select the District/Internal radio button so the "Apply Line Items" does not display on the Invoices screen. After each invoice is entered, an email will be sent to the PO requester to release the invoice. Any user with accounting strip permission and permission to the Release Invoices screen can release the invoice if they also have “View All Users” permission to Release Invoices.
  5. Invoices do not need to be released: Select the District/Internal radio button to allow checks to be written for any invoice entered in the system. No release emails will be sent and the "Apply Line Items" section does not display on the Invoices screen.
  6. Invoices and POs need to be released: Select the District/Internal radio button to ensure the PO and the invoice is released before a check can be issued for payment.

Note: Only one selection can be made for District and Internal releasing.

Fixed Asset and Stock Warehouse invoices must be received and must have invoice lines applied regardless of the settings above. Invoices that do not Reference a PO, will not be emailed for release; these invoices are released automatically. Districts may chose to turn off the option that allows users to input an invoice without a PO, or at least limit this option to only 1 user at the district.

Additional purchase requests/orders settings:

  1. Blanket PO's must be received: Select Yes from the pull-down to ensure all blanket PO items/services are received before being released for invoicing. Select POs with Capitalized Object Codes to ensure blanket purchase orders containing capitalized codes are received prior to entering invoices into the system for payment. Note: Capitalized codes are defined via Fixed Assets > Categories. Select Invoices can be entered but PO must be received for check issue to allow users to enter the invoice against the PO via Purchasing/Accounts Payable > Invoices.
  2. When the setting is enabled, the user will be allowed to enter the invoice against the PO via Purchasing/Accounts Payable > Invoices.
  3. Blanket POs must be released: Select Yes from the pull-down to ensure all blanket PO items/services are released before invoicing. Select POs with Capitalized Object Codes to ensure blanket purchase orders containing capitalized codes are released prior to entering invoices into the system for payment. Note: Capitalized codes are defined via Fixed Assets > Categories. Select Invoices can be entered but PO must be released for check issue to ensure that if the PO has been received, the invoice will be checked for payment and if the PO has not been received, the invoice will not be checked for payment via Purchasing/ Accounts Payable > Checks.
  4. Internal Blanket POs must be released: Select the check box to ensure all internal blanket PO items/services are released before invoicing.
  5. Inventory stock warehouse PO's on receive: Select the check box to ensure the warehouse quantity for the item is increased or decreased depending on the number of items marked as received. For example, if a create stock warehouse purchase order was created for an item (original quantity of 200) requesting a quantity of 100 and 50 was recorded as received, the item quantity would increase by 50 making the new warehouse quantity 250.
  6. Non-PO Invoices can be released: Select the check box to allow Non-PO invoices to be released for invoicing.
  7. Prevent approval of PO for a future fiscal year: Select the check box to prohibit users from approving POs submitted for a future fiscal year.
  8. Disable liquidation of PO with unpaid invoices: Select the check box to prevent POs from being closed/liquidated that contain unpaid invoices.
  9. P-Card Requests are Imported: Select the check box to ensure that users cannot delete an imported P-Card request draft, duplicate the request, make any changes to the Vendor, Line Items, or Comments for vendor, cannot deny the request, or cancel the request via Purchasing/Accounts Payable > Purchase Requests/Orders.
  10. Allow Editing of Imported P-Card Requests: Select the check box to edit line items including accounting strips as well as all other fields for imported P-Card drafts via Purchasing/Accounts Payable > Purchase Requests/Orders. Note: Users still cannot submit the PO if there is an imbalance between the line item amount and the original imported amount unless they have the Allow Pcard Default Accounting Override permission set via Setup > Profiles.
  11. Show P-Card transactions on check runs: Select the check box to ensure P-Card transactions are being paid at the check level via Purchasing/Accounts Payable > Checks. If this settings is not enabled, P-cards are paid via Invoices rather than at the check level. This causes them to appear as $0 paid in select Purchasing/Accounts Payable reports. P-card requests cannot be closed if paid at invoice level because request auto-closing occurs at the check level.
  12. Generate Vendor Numbers Automatically: Select the check box to generate a vendor number (Vendor Number/Contact #) automatically when adding a new vendor via Purchasing/Accounts Payable > Vendors/Customers > Add New Contact.
  13. Default Length of Vendor #'s: Select the default length from the pull-down of the assigned vendor number (Vendor Number/Contact #) upon adding a new vendor via Purchasing/Accounts Payable > Vendors/Customers > Add New Contact.
  14. Auto-Close Non-Blanket PO's Upon Invoice Posting: Select the check box to automate the closing of non-blanket POs upon posting the invoice.
  15. Limit PO invoice accounting strips: Select the check box to limit accounting strip selection in creating an invoice to accounting strips already selected for the PO.
  16. Allow one time vendors?: Select Yes from the pull-down to allow users to select One time vendor upon creating Non-PO invoices, utility invoices, and revenue refunds via Purchasing/Accounts Payable > Invoices.
  17. Allow Internal one time vendors?: Select Yes from the pull-down to allow users to select One time vendor upon creating Non-PO invoices, utility invoices, and revenue refunds via Purchasing/Accounts Payable > Internal Account Invoices.
  18. Hide Invoices/POs on Vendor Report: Select the check box to hide the Purchase Orders and Invoices column from the Vendor Report (Purchasing/Accounts Payable > Vedor/Bid Report).
  19. Center/School Contact Required on District POs: Select the check box to make the "Center/School Contact" field required upon submitting a PO. Note: This feature is applicable only to district POs, not internal POs.
  20. Check Numbers by Fiscal Year: Select the check box to allow duplicate check numbers to be used in different fiscal years.
  21. Internal Check Numbers by Fiscal Year: Select the check box to allow duplicate internal check numbers to be used in different fiscal years.
  22. Default Inventory Fund: Select the Fund from the pull-down that should be used for WH Order Completed Inventory journal entry when a warehouse PO is approved.
  23. Default Inventory Project: Select the Project from the pull-down that should be used for WH Order Completed Inventory journal entry when a warehouse PO is approved.

2. ACH Vendor Email Template: Click the View/Edit Template button to view and/or edit the existing ACH vendor email template. Use the Available variables listed at the bottom. When changes have been made, click Update to apply changes.

3. When all selections have been made, click Save to apply settings.

Purchase Order Numbering

Purchase Order Numbering can be set up by type and the fiscal year can be added prior to sequence for both District and Internal Funds using the select table.

1. To add a purchase order numbering customization, enter data in the top row of the table.

2. Select the Request Types from the pull-down for which the sequence should be applied, such as Blanket, Standard, Warehouse, etc.

3. Enter a Prefix in the provided text box if you want to specify a number or letter that should come first in the PO number of all selected Request Types. For example, you can set "W" as a Prefix for all Warehouse Request Types.

4. Select the Add Fiscal Year Before Sequence check box to include the fiscal year the PO was created to the PO number. If selected, the fiscal year will come after the Prefix and before the Starting Sequence number.

5. Enter the PO number Starting Sequence number, such as 1.

6. Select the Application Level; you can select to apply the sequence to District POs, Internal POs, or Both.

7.  When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

8. To edit a new or existing sequence, click the desired field to active it. You can then edit the text, change the selection of a pull-down, or clear a selected check box, etc. Once you click out of the edited field, changes save automatically.

9. To delete a sequence, click the delete button (red minus sign).

10. When all data has been set for Purchase Order Numbering, click the Save button.

Purchase Order Change Threshold

Use the Purchase Order Change Threshold section to restrict the amount users are able to change on an approved purchase order.

These restrictions only apply to users who have permission to Edit Approved POs (Cumulative) Up to $XXX.XX via Setup > Profiles. If the user has permission to Edit Approved POs only, the restrictions set in the threshold do not apply. Note: In order for a user to be able to edit approved purchase orders with the restrictions applied, both profile permissions must be enabled.

1. To add a purchase order change threshold, enter data in the top row of the table.

2. Select the PO Type from the pull-down to which the threshold amount will be applicable.

3. Enter the Amount to establish the threshold by which users cannot surpass upon making changes to an approved purchase order; for example, you can set up a threshold for $200.00; therefore, if making changes to an approved purchase where the Total Amount is $500.00, the user can add up to an additional $200.00, so the new Total would be $700.00.

If an amount is entered which exceeds the threshold, an error message displays and the user cannot submit the purchase order via Accounts Payable > Purchase Requests/Orders / Internal Purchase Requests/Orders: Change order exceeds the cumulative limit of $200.00.

4. When all data has been entered, click in a text field and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

5. To edit a new or existing threshold, click the desired field to active it. You can then change the selection of a pull-down or edit text, etc. Once you click out of the edited field, changes save automatically.

6. To delete a threshold, click the delete button (red minus sign).

7. When all data has been set for Purchase Order Change Threshold, click the Save button.

Purchase Order Subtypes

Purchase Order Subtypes allows for Travel, Utility and/or Public Works purchase orders. Subtypes can be set up for Blanket and Standard purchase orders, and for specific Profiles. Subtype POs can be applied to District accounts, Internal accounts, or Both. Users also have the ability to select whether or not the PO Must Be Received.

1. To add a purchase order subtype, enter data in the top row of the table.

2. Select the Subtype from the pull-down: Travel, Utility, or Public Works.

3. Select the types of purchase orders the subtype is Available For from the pull-down; such as, Standard, Utility, etc.

4. Select the Profiles that should have permission to create subtype purchase orders via Purchasing/Accounts Payable > Purchase Requests/Orders.

5. Select the Must Be Received check box to ensure all line items of the PO have been received before the PO can be invoiced.

6. Select the Application Level; you can select to apply the subtype to District POs, Internal POs, or Both.

7.  When all data has been entered, tab to the next field and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

8. To edit a new or existing subtype, click the desired field to active it. You can then change the selection of a pull-down or clear a selected check box, etc. Once you click out of the edited field, changes save automatically.

9. To delete a subtype, click the delete button (red minus sign).

10. When all data has been set for Purchase Order Subtypes, click the Save button.

Terms & Conditions

Terms & Conditions allows users to define the terms and conditions that print on purchase orders.

1. To add a terms or condition, enter data in the top row of the table.

2. Enter the Title of the terms or condition. Note: The title entered here does not display on the PO.

3. Enter the term or condition Description; this is the text that displays on the PO.

4. Select the District and/or Internal check boxes to apply the terms or condition to District POs, Internal POs, or both.

5. Select the Mandatory check box to automatically include the term or condition on the PO. If this check box is not selected, the term or condition will display as an option in the Terms & Conditions pull-down via Purchasing/Accounts Payable > Purchase Requests/Orders.

6. Select the Inactive check box to remove the term or condition from POs without having to delete it.

7. Enter a number in the Sort Order text box to determine where the term or condition will be placed when listed.

8.  When all data has been entered, click in a text box and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

9. To edit new or existing terms and conditions, click the desired field to active it. You can then change text or clear a selected check box, etc. Once you click out of the edited field, changes save automatically.

10. To delete a term or condition, click the delete button (red minus sign).

11. When all data has been set for Terms & Conditions, click the Save button.

Buyers

Use the Buyers section to set up buyers to be selected upon creating purchase requests and orders. The Buyers section is most commonly used by districts who assign specific capital purchase requests to one of several district-level Buyers (directors). Establishing a user as a buyer allows users to pull the buyer into the PO approval flow.

1. To add Buyers, enter data in the top row of the table.

2. Enter an alphanumeric Code in the provided text box that displays in the Buyer pull-down of the Purchase Requests/Orders screen and Value in creating an Setup > Approval Flow for POs (when Buyer is selected as the Property).

3. Enter a Title for the specified buyer in the provided text box.

4. Select the User from the pull-down that should be assigned as a Buyer.

5.  When all data has been entered, click in a text field and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

6. To edit a new or existing buyer, click the desired field to active it. You can then change the selection of a pull-down or edit text, etc. Once you click out of the edited field, changes save automatically.

7. To delete a buyer, click the delete button (red minus sign).

8. When all data has been set for PO Buyers, click the Save button.

Custom Purchase Order Options

The Custom Purchase Order Options section allows you to customize and include an additional pull-down on the Purchasing/Accounts Payable > Purchase Requests/Orders and Internal Purchase Requests/Orders screen depending on the options selected (District check box and/or Internal check box).

1. To add an option to the custom pull-down, enter data in the top row of the table.

2. Enter the Title and Description in the provided text boxes.

3. Select the District check box to add the option to the Custom pull-down of Purchasing/Accounts Payable > Purchase Requests/Orders.

4. Select the Internal check box to add the option to the Custom pull-down of Purchasing/Accounts Payable > Internal Purchase Requests/Orders.

You can select both District and Internal check boxes, if applicable.

5. Select the Active check box to ensure the option displays in the Custom pull-down of the applicable screen.

6. Press the Enter key to save the new custom purchase order option. You'll know the data saved when the line displays with the delete button (red minus sign).

When these fields are added and marked as Active, users will be required to select at least one option from the Custom pull-down in order to submit the PO.

Purchase Requests/Orders
Maximum Invoice Variances

Use the Maximum Invoice Variances section to define the amount or percentage of overage allowed upon invoicing a purchase order.

1. To add an invoice variance, enter data in the top row of the table.

2. Select the Type from the pull-down to which the variance amount will be applicable; options include: PO Total and PO Allocation. PO Total will reference all line items/allocations as one total. PO Allocation will look at each individual allocation line to compare for the variance.

3. Enter an Amount Up To to limit variances to POs that do not surpass a specified amount; for example, you can set up a variance to POs that do not exceed the total amount of $500.

4. Enter the Max Variance Allowed % to define the percentage of overage allowed, such as 10 percent. For example, if the PO's total is $200, it cannot be invoiced for more than $2 over the original amount, which would make the new total, at max, $202.

5. Enter the Max Variance Allowed $ to define the dollar amount of overage allowed, such as $15. For example, if the PO's total is $200, it cannot be invoiced for more than $15 over the original amount, which would make the new invoice total, at max, $215.

6.  When all data has been entered, click in a text field and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

7. To edit a new or existing variance, click the desired field to active it. You can then change the selection of a pull-down or edit text, etc. Once you click out of the edited field, changes save automatically.

8. To delete a variance, click the delete button (red minus sign).

9. When all data has been set for PO Maximum Invoice Variances, click the Save button.

Accounts Receivable

The Accounts Receivable tab is used to define funding source, point of sale, cashout, customer credit, receipt, invoice, credit card, and merchant account settings.

The Accounts Receivable module cannot be set up unless Accounts Receivable permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Accounts Receivable tab.

3. Make the appropriate selections in order to customize select settings throughout Focus; then, click Save to apply settings.

Funding Sources

1. Make the appropriate selections in order to customize select settings throughout Focus.

Options include:

  1. Allow Internal Transfer: Select the check box to allow internal transfers as a payment type via Funding Sources > Receiving Payments. For example, if a school has an accounting strip with money for internal scholarships they can satisfy deferrals with an Internal Transfer, taking the money out of the scholarship account and into the accounting strips associated with the various fees deferred.
  2. Individual Debit/Credit Accounts: Select the check box to manually associate each Funding Source with a specific debit/credit account. If left cleared, Focus will assign the default accounts to all sources.
  3. Individual Accounting Strips: Select the check box to manually associate each Funding Source with a specific accounting strip. If left cleared, Focus will assign the default accounting strip to all sources.
  4. Use Internal Accounts for Funding Sources: Select the check box if the district is using the Internal Accounts accounting strip structure.
  5. Allow Credit Card Funding Source Payment: Select the check box to allow credit card funding source as a payment type via Funding Sources > Receiving Payments.
  6. Allow ‘Other’ Funding Source Payment: Select the check box to allow "Other” funding source as a payment type via Funding Sources > Receiving Payments.
  7. Allow 'Other" Funding Source Refund: Select the check box to include “Other” as an option in the “Refund Type” pull-down via Accounts Receivable > Point of Sale for Funding Source Refunds. Once enabled, Other refunds can be selected from the pull-down to record when a student receives a check directly from the funding source refund.
  8. Allow Internal Overage: Select the check box to make deferments greater than the amount owed on the student invoice if the school is using Internal Accounts. This will create a revenue refund for the overage amount.
  9. Mandatory Reference Number when Paying Funding: Select the check box to require a reference number when receiving a funding source payment.
  10. Default Funding Source Accounts: Select the Debit and Credit default accounts from the pull-downs; the accounts selected here will act as a default to any funding sources that have not been manually associated with an account.
  11. Default Accounting Strip for Funding Sources: Select the default accounting strip from the element pull-downs; the strip entered here will act as a default to any funding sources that have not been manually associated with an accounting strip. This table should remain empty unless individual accounts are not being used.

2. When all selections have been made, click Save to apply settings.

Point of Sale

1. Make the appropriate selections in order to customize select settings throughout Focus.

Options include:

  1. State Tax Rate: Enter the state tax rate that should apply to select items being sold.
  2. Local Tax Rate: Enter the local tax rate that should apply to select items being sold, if applicable.
  3. Internal Accounts POS Receipts/Invoices: Select the check box if the district is using Internal Accounts accounting strip structure.
  4. Default Payment Order: Select a default payment order from the pull-down to define the order payments will be applied if a partial payment is processed via Point of Sale > Payments section.
  5. Show Students: Select the check box to allow users to see students in the pull-down menu of the Point of Sale screen.
  6. Previous Years Inactive Students: Select a number from the pull-down determines how many years of inactive students will display. If this setting is not defined, then the default will show 10 years of inactive students.
  7. Hide Deferred/Paid Invoices by Default: Select the check box if you want the Sales tab (Point of Sale) to filter out paid or fully deferred invoices so that they do not display. If you do not set this as the default, users can still select to hide deferred/paid fees while on the Point of Sale screen by selecting the corresponding check box.
  8. Clear Customer Selection After Every Transaction: Select the check box to clear the Customer pull-down each time a transaction is processed via the Sales tab (Point of Sale). If the check box is not selected, users will have to remember to select the new customer for every new transaction.
  9. Show Users: Select the check box to show users from SIS in the Customer pull-down.
  10. Show Customers: Select the check box to show vendors/customers in the Customer pull-down.
  11. Allow Changes to Payment Order: Select the check box to allow users to override the default payment order, if necessary.
  12. Default to Taxable: Select the check box to default all products on the Accounts Receivable > Product List to the taxable rates set in steps 1 and 2.
  13. Allow Changes to Taxable: Select the check box to allow changes to the taxable rate and editing of the tax that was calculated when the item was billed.
  14. Process Credit/Debit Cards: Select the check box if credit cards and debit cards will be processed through the Focus system using Authorize.net.
  15. Allow Other Payment Type: Select the check box to allow "Other" as a payment type via Point of Sale > Payments section.
  16. Allow Cash Payment Type:  Select the check box to allow "Cash" as a payment type via Point of Sale > Payments section.
  17. Allow Check Payment Type:  Select the check box to allow "Check" as a payment type via Point of Sale > Payments section.
  18. Allow Money Order Payment Type:  Select the check box to allow "Money Order" as a payment type via Point of Sale > Payments section.
  19. Allow EFT Payment Type:  Select the check box to allow "EFT" as a payment type via Point of Sale > Payments section.
  20. Allow $0 payment lines: Select the check box to allow a zero dollar cash transaction.
  21. Use Authorize.net to Process Checks: Select the check box  if checks will be processed through the Focus system using Authorize.net. When enabled parents and students can enter and process check information via Billing > Purchase & Pay or when paying for a form fee via the Student Application, Reenrollment, or FormBuilder forms.
  22. Allow Voids: Select the check box to allow voids to be processed on Point of Sale transactions.
  23. Allow Credits: Select the check to allow credits to be added to student accounts.
  24. Allow Refunds: Select the check box to allow refunds to be processed on Point of Sale transactions.
  25. Allow Refunds to 'Reinvoice' Customer: Select the check box to allow users to submit the refunded amount back on a student’s invoice as an outstanding balance. This will reopen the original invoice for payment and eliminate the need to create a new invoice.
  26. Show Invoice Numbers: Select the check box to allow the invoice numbers to be shown on the Point of Sale screen.
  27. Include Invoice Number on Receipt: Select the check box if the invoice number should be printed on the customer’s receipt.
  28. Hide Cashier's Full Name on Receipt: Select the check box to show only the cashier’s first name and last initial when a receipt is created through the Point of Sale  screen.
  29. Edit Cash Drawer on Void and Refund: Select the check box to allow users to select the cash drawer when voiding or refunding an Accounts Receivable transaction. The cash drawer will default to the cash drawer on the Point of Sale screen, but will allow users with multiple drawers or facilities to select a different drawer.
  30. Show Item Description: Select the check box to show the item description on the Sales tab of the Point of Sale screen and add a Description column to the Transaction History tab to display the Description information from the POS and Trx # screens.
  31. Show Course Title: Select the check box to add a Course Title column to Accounts Receivable > Point of Sale > Sales tab > Items section, to add Course Title to the Apply To pull-down of Point of Sale > Sales tab > Payments section, and to add a Course Title column to the Trx # pop-up window of Point of Sale > Transaction History tab. These changes are applicable only when Course, Section, or Schedule is used to invoice students from the Bill By pull-down on the Student Schedule screen. Select the check box to display the Course in the Customer Ledger of the Student/Parent Portal. Select the check box to display the Course Title column on the Create Invoice tab of Funding Sources.
  32. Show Fee Template Title on non-simplified customer: Select the check box to populate the fee template title on the Customer Ledger.
  33. Show invoice detail on simple customer ledger: Select the check box to display the "Description" column on the Simplified Ledger, which shows the description for each invoice allocation and the name of funding sources on funding source payments (Accounts Receivable > Customer Ledger).
  34. Remove funding source payments from simple: Select the check box to remove funding source payments from the Simplified Ledger (Accounts Receivable > Customer Ledger).
  35. Receipt Footer for Store Transactions: Select a default receipt footer from the pull-down. All headers and footers are set up via Setup > Clauses.
  36. Student Invoice Accounts: Select the debit and credit accounts from the pull-downs that are used for student invoices.
  37. Use Sales Ref #: Select the check box to display the “Sales Ref #” field in the Payments section of Accounts Receivable > Point of Sale > Sales tab and the Transaction History tab.
  38. Use Refund Ref #: Select the check box to display the “Refund Ref #” field on the Transaction History tab of Point of Sale.

2. Make the appropriate selections for Local and State Tax Accounting Strips:

Local Tax Accounting Strip: Select the accounting strip from the element pull-downs to specify where all local tax dollars will be    collected.

State Tax Accounting Strip: Select the accounting strip from the element pull-downs to specify where all state tax dollars will be collected.

a. When all data has been entered, click in one of the pull-downs and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

b. To edit criteria, simply click the field and make changes. Changes save automatically.

c. To delete established criteria, click the delete button (red minus sign).

3. When all selections have been made, click Save to apply settings.

Convenience Fees

The Convenience Fees section allows users to accept a Convenience Fee when taking Online Payments for Form Fees (Student Applications, Re-enrollments, and FormBuilder forms), as well as Purchase & Pay and Form Fee Templates. The fees can apply to a fee from any facility. 

1. Make the appropriate selections in order to customize select settings throughout Focus.

Options include:

  1. Credit Card Flat Fee: Enter the flat fee that will be charged for the select product upon completing the transaction with a credit card.
  2. Credit Card Percentage: Enter the percentage that will be calculated for the select product upon completing the transaction with a credit card.
  3. ECheck Flat Fee: Enter the flat fee that will be charged for the select product upon completing the transaction with an eCheck.
  4. ECheck Precentage: Enter the percentage that will be calculated for the select product upon completing the transaction with an eCheck.
  5. Start Date and End Date: Enter the start and end date of the convenience fee if the fee should only be applied over a specific period of time. You can enter just a start date if an end date isn't applicable. These fields are not required.
  6. Select the applicable elements that make up the accounting strip used in charging convenience fees from the corresponding pull-downs, such as Fund, Function, Object, etc.

2. Press the Enter key to save the convenience fee and add another.

To edit fields, click the field and make changes as needed.

Settings

To delete a convenience fee, click the delete button (red minus sign).

Settings

3. When all selections have been made, click Save to apply settings.

  • Convenience fees are assessed per invoice. If the facility for an invoice does not have a convenience fee setup, then no convenience fee will be added. 
  • If the facility has multiple convenience fees setup, the most recently active one will be applied. 
  • The total fee is shown to the user at checkout. When both payment methods are available, the amount shown is based on the method the user has started to fill out. The fee isn’t recorded on the invoice until the time of payment.
  • Once a convenience fee is used, its price cannot be changed. However, a facility may end date their active convenience fee to stop collecting it and may start a new convenience fee for the present or a future date.
  • When voiding a transaction, the convenience fee will be voided from the invoice. If a convenience is applicable at the time of a future payment, the current convenience fee at that time will be applied.
Cashout

1. Make the appropriate selections in order to customize select settings throughout Focus.

Options include:

  1. Internal Account Over/Short: Select the check box to use an internal account to cover short cash outs and to accept over flow of cash outs.
  2. Facility Specific Cashout Accounts: Select the check box if multiple facilities are used and cashouts need to be kept site specific.
  3. Allow Cashouts By Date: Select the check box to allow users to choose the date that needs to be cashed out.
  4. Lock cash drawer while pending cashout approval: Select the check box to make the cash drawer unavailable for selection in Point of Sale for the specified day (per the Allow Cashouts by Date setting) while the cashout is pending. If the cashout is approved the same day, the drawer can be selected again. If the setting Allow Cashouts by Date is disabled, the cash drawer cannot be selected in Point of Sale while the cashout is pending through the date the cashout was submitted. This locks the drawer through the cashout submitted date, and allows it to be accessible the following day, regardless of the cashout approval status.
  5. Show over/short receipts in deposits: Select the check box to display over/short receipts via Accounts Receivable > Internal Account Deposits.

2. If Internal Account Over/Short was selected in step 1, you must complete the cashout setup by selecting the applicable Cashout Accounts from the Debit and Credit pull-downs.

3. If Facility Specific Cashout Accounts was selected in step 1, you must complete the Cashout Setup by defining the applicable accounting strips per Facility. Select the corresponding elements from each pull-down.

4. If Internal Account Over/Short and Facility Specific Cashout Accounts were selected in step 1, you must complete the Internal Cashout Setup by defining the applicable accounting strips per Facility. Select the corresponding elements from each pull-down.

a. When all data has been entered, click in one of the pull-downs and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

b. To edit criteria, simply click the field and make changes. Changes save automatically.

c. To delete established criteria, click the delete button (red minus sign).

5. When all selections have been made, click Save to apply settings.

Customer Credit

1. Make the appropriate selections in order to customize select settings throughout Focus.

2. Internal Account Customer Credit: Select the check box if using internal accounts for customer credit, then complete the Internal Customer Credit Setup by selecting the applicable Product from the pull-down.

3. Facility-Specific Customer Credit: Select the check box to set up a product for customer credit per facility. Complete the Customer Credit Setup by selecting the applicable Facility and Product from the pull-downs.

4. Select Internal Accounts Customer Credit and Facility-Specific Customer Credit to use internal accounts for customer credit and set up a customer credit product per facility. Complete the Internal Customer Credit Setup by selecting the applicable Facility and Product from the pull-downs.

a. When all data has been entered, click in one of the pull-downs and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

b. To edit criteria, simply click the field and make changes. Changes save automatically.

c. To delete established criteria, click the delete button (red minus sign).

5. Customer Credit Invoices: Select the accounts to be used for customer credit invoices from the Debit and Credit pull-downs.

6. Customer Credit Receipt: Select the accounts to be used for customer credit receipts from the Debit and Credit pull-downs.

The following options allow you and other users to transfer funding source money to an account for students and track the overpayment; this is useful when a funding source sends more money than the student needs. The money should not, and sometimes cannot, be awarded to the student but must be used for tuition.

7. Internal Account Funding Source Credit: Select the check box if using internal accounts for funding source credit, then complete the Internal Funding Source Credit Setup by selecting the applicable Product from the pull-down.

8. Facility-Specific Funding Source Credit: Select the check box to set up a product for funding source credit per facility. Complete the Funding Source Credit Setup by selecting the applicable Facility and Product from the pull-downs.

9. Select Internal Accounts Funding Source Credit and Facility-Specific Funding Source Credit to use internal accounts for funding source credit and set up a funding source credit product per facility. Complete the Internal Funding Source Credit Setup by selecting the applicable Facility and Product from the pull-downs.

a. When all data has been entered, click in one of the pull-downs and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

b. To edit criteria, simply click the field and make changes. Changes save automatically.

c. To delete established criteria, click the delete button (red minus sign).

10. When all selections have been made, click Save to apply settings.

Receipts, Invoices, and Credit Cards

1. Make the appropriate selections in order to customize select settings throughout Focus.

Receipts options include:

  1. Link Receipts to Customers: Select the check box to display the Customer pull-down in order to link a customer to a receipt via Accounts Receivable > Receipts.
  2. Display School on Receipt Report: Select the check box to display the school column via Accounts Receivable > Receipt Report.
  3. Use Products on Receipts: Select the check box to display the Product pull-down in order to apply a product to a receipt via Accounts Receivable > Receipts.
  4. Use Invoices on Receipts: Select the check box to display the Invoices pull-down in order to link an invoice to a receipt via Accounts Receivable > Receipts.
  5. Allow Product Prices to be Changed: Select the check box to allow users to edit the Amount of a selected Product populated from the Product List.
  6. Disable Printing When Posting Internal Receipts: Select the check box to remove the ability to print a receipt when creating an internal accounts receipt.
  7. Make Uploads Mandatory for IA Receipts: Select the check box to require users to upload a file to Files & Comments or Files upon posting an internal accounts receipt.

Invoices options include:

  1. Use Products on Invoices: Select the check box to display the Product pull-down in order to apply a product to an invoice via Accounts Receivable > Invoices.
  2. Force customers to settle up when paying online: Select the check box to require students/parents to pay outstanding invoices upon checking out via student/parent portal.
  3. Default number of days until Due Date: Enter the default number of days until the invoice Due Date. The number entered here will be added to the Invoice Date in order to set the Due Date automatically. Note: The Due Date can still be edited, as needed.

Credit Cards options include:

  1. Accept American Express: Select the check box to allow American Express credit card payments.
  2. Accept Discover: Select the check box to allow Discover credit card payments.
  3. Accept MasterCard: Select the check box to allow MasterCard credit card payments.
  4. Accept Visa: Select the check box to allow Visa credit card payments.
  5. Accept Other: Select the check box to allow "Other" types of credit card payments.

2. When all selections have been made, click Save to apply settings.

Merchant Accounts

Additional set up is required by Focus to integrate a new hosted payment gateway.

1. Set up the merchant account(s) used to process payments under Merchant Accounts, such as Authorize.net.

2. Enter a Title that will populate in the Merchant Account pull-down of the Facilities tab.

3. Select the account Type from the pull-down. Note: Focus currently only processes credit card charges through Authorize.net and uPay.

In order to use the payment type selected in Purchase & Pay, users need to set up the cash drawer via Accounts Receivable > Cash Drawer Setup > Cash Drawers tab.

4. Enter a Settlement Time in the provided text box to define the amount of time the batches settle each night at Authorize.net. The time specified is the cutoff for parents/students to cancel online payments through the parent/student portal.

5. Click the Edit Credentials link to enter additional information.

Enter API Login ID and Transaction Key codes. Select the Card Present check box to indicate that the card must be swiped through the credit card reader; if selected, users will not have the ability to enter the credit card number manually. Click Save when complete.

6. Select the Test Account check box to give users the ability to run through the credit card process without actually charging a credit card.

7. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

8. To edit criteria, simply click the field and make changes. Changes save automatically.

9. To delete established criteria, click the delete button (red minus sign).

10. When Merchant Accounts have been set, click the Save button.

Payroll

The Payroll tab is used to define Reporting Information, General Settings, Portal Alerts, Contribution/Deduction Account Selection Filters, Outside Contacts, and Affordable Care settings.

Payroll cannot be set up unless Payroll permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Payroll tab.

3. Make the appropriate selections in order to customize select settings throughout Focus; then, click Save to apply settings.

Reporting Information, EIN, Inactive Employees, and Payroll Calculation

1. Make the appropriate selections in order to customize select settings throughout Focus.

Reporting Information options include:

  1. EIN: Enter the Federal Employer Identification Number given by the IRS in the provided text box.
  2. FRS Agency Number: Enter the FRS (Florida Retirement System) agency number in the provided text box.
  3. FRS Organization Code for: Dental, Medical, Vision: Enter the FRS (Florida Retirement System) code for dental, medical, and vision in the provided text box.
  4. FRS Organization Code for: Life & Supplemental: Enter the FRS (Florida Retirement System) code for life and supplemental in the provided text box.
  5. Reemployment Id: Enter the reemployment tax identification number given by the state.
  6. W2 Submitter's EIN: Enter the BSO in the provided text box given by Social Security Administration's Business Services Online.
Settings

EIN options include:

  1. Assign EINs with district# and contract year.: Select Yes from the pull-down to generate EINs that begin with the last two digits of the contract year and end with the first three digits of the district facility code. For example, the first employee created in 2018 will have EIN '180001' when the district facility code is 0000. Note: Requires the Default EIN Source setting to be set to Independent Sequence. Select No from the pull-down to generate EINs based solely on the Default EIN Source setting.
  2. EIN Length: Enter the number of characters allowed for the Employee Identification Number.
  3. Default EIN Source: Select SIS User Sequence from the pull-down to generate employee identification numbers that are identical to the staff identification number. Select Independent Sequence from the pull-down to create employee identification numbers that are unique and not identical to the staff identification number.
  4. Replicate EIN To Local ID Custom Field: Select Yes from the pull-down to ensure that changes made to an employee's EIN are also reflected in the Local ID custom field.
  5. Allow NULL EIN To Replicate: Select Yes from the pull-down to allow the EIN field to be reflected in the Local ID custom field even when the EIN is null (blank). Note: This setting is applicable only if the Replicate EIN To Local ID Custom Field setting is enabled (Yes).
  6. Allow EIN To Overwrite Existing Local ID: Select Yes from the pull-down to allow the EIN to overwrite the current Local ID number. Note: This setting is applicable only if the Replicate EIN To Local ID Custom Field setting is enabled (Yes).
Settings

Inactive Employees options include:

  1. Terminated Employees: Profile: Select the applicable option from the pull-down, such as Title from user_profiles.
  2. Terminated Employees: Pay Retro: Select Yes from the pull-down so terminated employees are included in the retro pay calculation and get paid retroactively if eligible.
  3. Terminated Employees: Pay EOY Contract Balance: Select Yes from the pull-down to ensure when a payroll run is set to "Close Contracts" (Runs tab > Run Type section) at the end of the year, that the run includes terminated employees that were terminated prior to the payroll run.
  4. FMLA Reduces Available Positions: Select Yes from the pull-down to reduce the filled count for employees for the selected position when FMLA is selected from the Term Code pull-down via > Human Resources > Employee > Jobs tab and/or Payroll > Run Payroll > Terminations tab > Term Code pull-down. Select No from the pull-down to ensure the filled count of positions is not affected by FMLA employees.
  5. Continue Ded/Contr While On Extended Leave: Select whether employees will continue deductions and/or contribuions while on extended leave.
  6. Give Step Increase to Retirees: Select Yes from the pull-down to ensure that employees who retired during the current year will be stepped to the next step.
  7. Recalc Contracts For Inactive Employees.: Select Yes from the pull-down to include inactive and terminated employees to recalculate contracts via Employee Wages > Recalc Wages.
Settings

Payroll Calculation options include:

  1. Ignore Deduction Enrollment Date: Select Yes from the pull-down to allow for deductions with future start dates to process in Focus as active.
  2. Automatically Calculate Overtime: Select Yes from the pull-down to enable blended overtime known as OT Premium in Focus for employees working more than 40 hours a week.
  3. Pay Late Starts Full Period Pay: Select Yes from the pull-down to ensure employees are paid for a full period pay on their first check regardless of when the employee started (mid-pay period). This setting ensures employees are paid a standard amount every pay period. Select No from the pull-down to pay employees who are hired and start working mid-pay period for the days worked only as opposed to the full amount for the pay period.
  4. Partial Pay: The selection here determines how an employee who terminates employment early is paid. Select Use daily pay rate from the pull-down to pay the employee their last check based on days worked X the employee daily rate. Select Prorate the payroll period from the pull-down to pay the employee their last check based on the percentage of days worked. For example, if a full pay period for their last pay is 10 days, and the employee worked 6 days before terminating, their pay would be period pay X (6 days / 10 days) or 60% of the period pay.
  5. Supplemental Tax Rate: Enter the percentage to tax for supplement wages. This percentage is listed in the IRS Publication 15/Circular E document.
  6. Process leave for regular part-time employees: Select Yes from the pull-down to allow employees who are documented as regular part-time employees to earn and use leave (Human Resources > Employee > Jobs tab > Details button > Misc section > Employment Type).
  7. Process leave for temporary full-time employees: Select Yes from the pull-down to allow employees who are documented as temporary full-time employees to earn and use leave (Human Resources > Employee > Jobs tab > Details button > Misc section > Employment Type).
Settings

2. Click Save to apply changes.

Payroll Entry and Outside Reporting Options

1. Make the appropriate selections in order to customize select settings throughout Focus.

Payroll Entry options include:

  1. School/Dep PR Entry inactive threshold (days): If users have the Include inactive employees permission via (Setup > Profiles > Payroll > School/Department Payroll Entry), enter an inactive threshold in the number of days to determine which inactive employees to pull into School/Department Payroll Entry > All Staff Members pull-down. For example, if the threshold is 10, then inactive employees will be included if their job was terminated within 10 days before the check date for the applicable pay run.
  2. School/Dep: Set assign from facility to responsible: Select Yes from the pull-down so the school department uses the Responsible Facility (Human Resources > Employee > Jobs tab) to drive which facility is responsible for entering time and leave for employee.
  3. Enable Manual Sub Allocation(s): Select Yes from the pull-down to enable the "Manual Sub Allocation" for Payroll > School/Department Payroll Entry > Leave tab and Payroll > Run Payroll > Leave tab, which allows the district to add an account strip or allocation that is used to charge 3rd party subs. Note: Adding a value to the "Manual Sub Allocation" will not have a direct effect on the payroll process or the posting via Payroll > Run Payroll.
  4. Payroll: allow Timecard entry over 10 hours: Select Yes from the pull-down to remove the Warning: the hours are greater than 10 message that displays when entering more than 10 hours on the timecard via Payroll > Run Payroll.
Settings

Outside Reporting Options include:

  1. Employee Tax form publication year range: Enter the site calendar year range, such as 2017-2018; the value entered here displays via Employee Self Service > Employee Tax Forms > W-2.
  2. Remove "Opt Out of Paper W2": Select the check box to remove the option to "Opt Out of Paper W2" from Employee Self Service > Employee Requests > W4 Information.
  3. Display W4 Information On Pay Stub: Select the check box to display employees' W4 information on their pay stubs.
  4. Active HSA Integration: Select the file type to be used when generating a file to be send to the bank via Payroll > Payroll Reports > HSA Deduction/Contribution Export.
Settings

2. Click Save to apply changes.

Bank Accounts, Encumbrance, and General Settings

1. Make the appropriate selections in order to customize select settings throughout Focus.

Bank Accounts options include:

  1. Max Number of Bank Accounts: Enter the maximum number of bank accounts employees are allowed to create via Employee Self Service > Employee Requests > Direct Deposit. If the text box is left blank, employees can create an unlimited amount of bank accounts.
  2. Bank to use for checks: Select the bank that should be used for checks from the pull-down when producing paper check from payroll.
  3. Bank to use for direct deposits: Select the bank that should be used for direct deposits from the pull-down when producing direct deposits from payroll.

Encumbrance options include:

  1. Create journals for encumbered funds: Select Yes from the pull-down to ensure that the system encumbers the liabilities for payroll salary and benefit cost for the remainder of the year. This way the district can see what payroll cost to expect for the rest of year. Each time a payroll is posted this encumbrance is recalculated.
  2. Create Encumbrance for Vacant Positions: Select Yes from the pull-down so Focus considers vacant positions when running the process after each pay run is completed and encumbrances are recalculated for each employee. When Yes is selected from the pull-down, the Encumbered Column reflects both filled and vacant positions remaining for the FY after each pay run via Budgeting/General Ledger > Expenditure/Revenue Report. When enabled, a new tab, Encumber Vacancies displays via Payroll > Run Payroll, which displays the Facility, Position, positions Vacant, Budgeted amount, the amount to Encumber, Contributions, and an Encumber indicator. The report lists all the current vacant positions. Once the run is complete, Focus will average the remaining checks and encumber the accounting strip. The user can also select to include/exclude applicable positions prior to posting the run. Note: The average of the encumbrance of the vacant position depends on data entered via Human Resources > Position Control. Users must also select the deductions/contributions included for the vacant position via Position Control.
  3. Encumber Projects: Select the projects that need to be encumbered from the pull-down.

General Settings include:

  1. Always Capitalize Employee Names: Select the check box to ensure all employee names are in all capitals.
  2. Contract Calculation: Period Pay:
    Option 1: Select Remaining contract pay divided by remaining check including summer checks from the pull-down to ensure the system calculates the per check amount (period pay) as the (calculated contract - paid to date) / number of check remaining to be paid to the employee.
    Option 2: Select Annualized pay divided by total checks. (Set for the pay type) from the pull-down to ensure the system calculates the per check amount (period pay) as (annual salary (annual salary is the amount the employee earns for working a full year at full time; this may be different from the contract amount if the employee started late)) / number of check paid for a full years work. This setting is selected by districts who want the employees to all get a standard pay.
    Option 3: Select Contract pay divided by checks in the contract period from the pull-down for results described in option #1 except for the number of checks that are divided into the contract. The only time that option 1 and option 3 will produce different results is when employees, like teachers, who work 9 months, but typically want to get paid out of 12 monts (which would include summer). If a teacher starts late in the year, his/her pay per check will have to be quite small in order to spread the contract over the summer; therefore, this option becomes viable. . Option 3 entails contract / the number of checks in the contract year (which would be school year for teachers).
    Note: The option selected here is the default setting for the per check (period pay) calculation. However, this setting can be overridden via Human Resources > Employee > Jobs tab.
  3. Contract Calculation: Round Annualized Pay: Select Yes from the pull-down to ensure that the annual pay calculation rounds up to the nearest dollar.
  4. First day of the week: Select the first day of the week from the pull-down, which is used to set the first day of the week for things like time cards and leave. If the district sets the first day of the week to Saturday, then the system considers the week to be from Saturday to Sunday, and allows certain pages to track data by weeks instead of specific dates.
  5. Supplements are treated as positions: Select Yes from the pull-down to allow the district to manage supplement payment through position control.
  6. Termination Code To Use For Position Transfers: Select the appropriate termination code to use for an employee position transfer via Human Resources > Employee > Jobs tab > Term Code pull-down.
  7. Display SSN in Employee Dropdown: Select Yes from the pull-down to display employees' social security numbers in the Employee pull-down via Human Resources > Employee.
  8. Include Contributions On Pay Stub: Select the check box to display Board contributions on pay stubs; check contributions and Calendar YTD total contributions will be displayed.
  9. Release Paystub on ESS: Select when pay history is viewable to employees from the pull-down, as of Date of Check or Date Run Is Posted.
Settings

2. Click Save to apply changes.

Contribution/Deduction Account Selection Filters

1. Make the appropriate selections in order to customize select settings throughout Focus.

Options include:

  1. Debit Filter: During set up of Contributions/Deductions the district must specify the Debit Account for Payroll Contribution Expense Journal Entries. Enter the debit filter number that will control the GL Accounts that will be specified in the Debit pull-down. Most districts specify one account here, which is usually the GL Expenditure account.
  2. Credit Filter: During set up of Contributions/Deductions the district must specify the credit Account for Payroll Deduction/Contribution liability Journal Entries. Enter the credit filter number that will controls the GL Accounts that will be specified in the Credit pull-down. Most districts specify a masking in this text box, like 2xxx which means make all GL accounts that start with 2 are available the pull-down. Most districts specify the Payroll Liability GL Account range to include FICA Payable, Withholding Payable, etc.
  3. Contribution Object Display: (Board) Contributions to an employee's paycheck generate expenses and thus an expense Journal Entry. The system calculates the contribution expense account by taking the salary expense account and overlaying the object. The pull-down contains two options to calculate objects: Mask, which means the contribution is set up to mask out part of salary object. Select box, which means the district selects a specific object from an object pull-down.
  4. Allow Strips Having: Select the check box to limit parts of the contribution and Salary expenses accounts to specific range of values, which keeps HR/Payroll from accidentally charging a salary to something like a Materials/Supplies account. Most districts limit the objects that can be used for a Contribution expense and a Salary expense to specific Object ranges. Select the Exclude from purchase orders check box to ensure that the limitations set here do not apply when creating POs.

a. Using the Allow Strips Having table, enter new data in the last blank row to submit a new limitation. Select the For (Contributions or Salary) from the pull-down, select the Category (applicable elements, such as Object, Center, Fund), and enter the Elements (usually a range, such as 1xx for all objects starting with the number 1).

b. When all data has been entered, click in the text box and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

c. To edit criteria, simply click the field and make changes. Changes save automatically.

d. To delete established criteria, click the delete button (red minus sign).

2. Click Save to apply settings.

Outside Contacts

1. Make the appropriate selections in order to customize select settings throughout Focus.

Outside Contacts options include:

  1. Florida Retirement Reports: Select a user from the pull-down to establish them as the point of contact for Florida Retirement Reports via FRS integration. Enter the contact's Phone number in the text box.
  2. Federal Reports: Select a user from the pull-down to establish them as the point of contact for Federal Reports (i.e. W2s). Enter the contact's Phone number and Ext (if applicable) in the text boxes.

2. Click Save to apply settings.

Fixed Assets

The Fixed Assets tab is used to define settings that pertain to the Fixed Assets module, such as the fund, the default disposition code, defaults depreciation allocations, etc.

Fixed Assets cannot be set up unless Fixed Assets permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Fixed Assets tab.

Make the appropriate selections in order to customize select settings throughout Focus. Options include:

  1. Fixed Asset Fund: Select the fixed assets fund from the pull-down. Funds are set up via the Elements tab.
  2. Bypass release transfers: Select the check box to bypass the need to release items (Fixed Assets > Release Transfer) in order for them to be transferred from one facility to another.
  3. Disposition codes/dates always editable: Select the check box to ensure disposition codes and date are always editable via Fixed Assets > Manage Assets.
  4. Create depreciation journals: Select the check box to create depreciation journals when depreciation is run.
  5. Only depreciate assets that have depreciation allocations: Select the check box to ensure depreciation occurs only for fixed assets that have been allocated for depreciation via Fixed Assets > Manage Assets > Current Asset tab > Depreciation Allocations section.
  6. Depreciate only capitalized assets: Select the check box to depreciate capitalized assets only.
  7. Use monthly depreciation: Select the check box to calculate depreciation ran during the current fiscal year from the first month of the fiscal year (starting date) through the month in which it is ran (ending date).
  8. Net current value calculation: Select how the net current value of assets should be calculated from the pull-down; if Accumulated and current depreciation is selected the system will reduce assets' net current values by both amounts as opposed to reducing assets' values by just the Accumulated depreciation (Fixed Assets > Manage Assets > Current Asset tab).
  9. Asset Purchase orders available: Select the asset POs that should populate the Purchase Order pull-down via Fixed Assets > Manage Assets > Current Asset tab > Allocation section. Select All PO's to display all approved purchase orders. Select Selected Assets year PO's + Current year PO's to display all purchase orders approved the same fiscal year as the asset and all POs approved during the current year. Select Selecting Assets year PO's + Previous Assets year PO's + Current year PO's to display all purchase orders approved the same fiscal year as the asset, all POs approved during the previous year, and all POs approved during the current year.
  10. Default disposition code: Select the disposition code from the pull-down to set a default disposition code upon creating fixed assets via Fixed Assets > Manage Assets.
  11. Default disposition code assignment: Select when the asset is assigned the default disposition code, upon PO Approval or when the Asset [is] Received from the pull-down.
  12. Depreciation (initial month): Minimum number of days: Select 1 Day from the pull-down to depreciate the asset for the entire month in which it was acquired. Select 16 Days from the pull-down to depreciate the asset for the month for which the asset was active for at least 16 days of the month.
  13. Next Auto-Assigned Barcode: If auto assigning barcodes to fixed assets when the PO is approved and/or items have been received (depending on the selection made in option 11: Default disposition code assignment), enter the beginning number (the first number in the auto assigned number sequence) in the text box.
  14. Allow creation of transfer requests during inventory: Select the check box to allow users to create transfer requests while the district is conducting inventory. Clear the check box to ensure users cannot create asset transfers during inventory.
  15. Require Additional Fields on Transfers: Select the additional fields you want to display via Fixed Assets > Transfer Requests including Condition, Courier Pick Up, and/or Reason.

3. Default Depreciation Allocations: Enter an allocation accounting strip and percentage to set as a default depreciation allocation for all fixed assets; the allocation entered here populates the Depreciation Allocations table via via Fixed Assets > Manage Assets > Current Asset tab.

a. When all data has been entered, click in the Percent text box and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

b. To edit criteria, simply click the field and make changes. Changes save automatically.

c. To delete established criteria, click the delete button (red minus sign).

4. Once all selections have been made, click Save to apply settings.

Manual Journals

The Manual Journals tab is used to set default actions for specified debit and credit accounts when using a selected source.

Manual Journals cannot be set up unless Manual Journals permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Manual Journals tab.

3. Any manual journal validations already set up will display in the table. To add a new action, enter new data using the top row.

4. Select the manual journal Source from the pull-down, such as GL Manual.

5. Select the applicable Debit Account and Credit Account from each pull-down.

6. Select the Category from the pull-down, such as Fund, Center, Project, etc.

7. Select the Type from the pull-down, such as Source, Debit or Credit Account.

8. Select the Default check box to make the action automatic upon adding manual journals when the source, debit, credit, category elements, etc. meet the specified requirements via Budgeting/General Ledger > Manual Journals. Note: The Default check box can only be selected for Debit and Credit Account Types set in step 7.

9. Select the Application Level from the pull-down to decide if the manual journal validation should apply to District Manual Journals, Internal Manual Journals, or Both.

10.  When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue.

11. To edit a new or existing validation, click the desired field to active it. You can then change the selection of a pull-down or clear a selected check box, etc. Once you click out of the edited field, changes save automatically.

12. To delete established validations, click the delete button (red minus sign).

Internal Accounts

The Internal Accounts tab is used to set the IA fund, debit and credit accounts for receipts, invoices, and more.

Internal Accounts cannot be set up unless Internal Accounts permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Internal Accounts tab.

Make the appropriate selections in order to customize select settings throughout Focus. Options include:

  1. Internal Account Fund: Select the default IA fund from the pull-down established via Elements.
  2. Receipts: Select the default GLs (Debit and Credit Accounts) from the pull-downs to determine how paid invoice allocations affect journals.
  3. Invoices: Select the default GLs (Debit and Credit Accounts) from the pull-downs to determine how invoice allocations affect journals.
  4. Allow Individual IA Product list Accounts: Select the check box to allow users to select GLs on the Product List as opposed to having to use the default GLs defined via the Receipts and Invoices settings (Accounts Receivable > Internal Account Product List).
  5. IA Budget Revision Classification: Select Budgeted from the pull-down to increase/decrease Budget Maintenance internal transfer journals and to record the journal increase or decrease in the Budgeted amount of the Expenditure/Revenue Report (when Type is set to Internal Accounts). Select Collected from the pull-down to  increase/decrease Budget Maintenance internal transfer journals and to record the journal increase or decrease in the Collected amount of the Expenditure/Revenue Report (when Type is set to Internal Accounts).
  6. When an IA Receipt is created without an invoice: Select the Debit and Credit accounts from the corresponding pull-downs to set the default accounts when an internal accounts receipt is created that is not linked to an invoice via Accounts Receivable > Internal Account Receipts.
  7. Allow Choosing Any Accounts: The permission Edit Debit / Credit must be enabled to view this setting via Setup > Profiles. Select the check box to enable and give users the ability to select any accounts enabled from the Debit and Credit pull-down via Accounts Receivable > Internal Account Receipts. The options populated in the pull-downs, must first be selected from the Debit and Credit pull-downs here.

3. Once all selections have been made, click Save to apply settings.

Settings
Signatures

The Signatures tab is used to set up user signatures that can be automatically printed on requests, checks, the board packet, and more, once established.

Signatures cannot be added or edited unless Signatures permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Signatures tab.

3. Any signatures already created will display in the table. To add a new signature, enter new data using the top row.

4. Select the Facility for which the signature is applicable from the pull-down.

5. Enter the Title of the signature being added; in the example shown, the district used the position title, such as Principal.

6. Enter the Signer's Name; i.e. the name of the person submitting their signature for use. As displayed, you can opt out of this option and utilize the facility and title information only. However, it may be beneficial to add the name of the person as well.

7. Enter the Start Date to determine when the signature should be available for use. Once the signature is no longer valid, enter an End Date to make it inactive.

8. Select the Requests check box to make the signature available to use on printed purchase requests/orders.

9. Select the Checks check box to make the signature available to use on printed checks via Payroll or Purchasing/Accounts Payable.

10. Select the Board Packet check box to make the signature available to use via the Budgeting/General Ledger > Board Packet Report.

11. Select the Service Verification check box to make the signature available to use via Human Resources > Employee > Jobs tab > Service Verification check box > Print.

12. Click the Signature button to upload signature Files.

As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. There is also a Scan File button next to the Select button for direct scanning. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

If a file has already been uploaded, click the file link to view the uploaded file in a new tab. You can also click the delete button (red minus sign) to remove the existing file.

13. When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue and the delete button (red minus sign) displays.

14. To edit any of the signatures, click any of the blue underlined text fields or the pull-down. Once clicked, the text box will become active again and can be edited. To save edited data, click out of the field--data will save automatically.

15. To delete a signature, click the delete button (red minus sign). Note: Deleting an account is not recommended; instead, you can enter an End Date to make the signature inactive.

1098-T

The 1098-T tab is used to set data required to Print 1098-T's and run the 1098-T Report.

1098-Ts cannot be set up unless 1098-T permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, click the 1098-T tab.

3. Select the applicable Fiscal Year from the pull-down to set 1098-T settings for each reporting year; different settings can be saved for different fiscal years.

Make the appropriate selections in order to customize select settings throughout Focus. Options include:

  1. District Name: Enter the name of the district as it should appear on 1098-Ts.
  2. Federal ID Number: Enter the given federal ID number.
  3. TCC: Enter the five-character alphanumeric Transmitter Control Code assigned to your district for electronic filing. This code is used to identify payers/transmitters and to track their files electronically. A TCC is only assigned once approval from the IRS and Technical Services Operation is obtained.
  4. Payments received for qualified tuition:
    Select Out of pocket and deferrals to include all out of pocket payments (cash, check, credit card, customer credit) for qualified invoices made for the student during the year as well as open deferrals of qualified invoices to eligible funding sources. These qualified payments can be identified by pulling the payment history for all invoices that are checked in the new 1098-T checkbox at the top of this document for fee groups, one time fees, product list and funding sources.  
    Select Out of Pocket to include all out of pocket payments (cash, check, credit card, customer credit) for qualified invoices made for the student during the year. These qualified payments can be identified by pulling the payment history for all invoices that are checked in the new 1098-T checkbox at the top of this document for fee groups, one time fees, product list and funding sources.  
    Select All Payments to combine all out of pocket, scholarship and grant payments for qualified invoices made for the student during the year minus any refunds/voids.  
    Select All payments with outside overage checks to combine all out of pocket, scholarship and grant payments for qualified invoices made for the student during the year minus any refunds/voids as well as the Outside Overage Checks entered from eligible funding sources. 
  5. Amounts billed for qualified tuition and related: Select the check box if you have complied with the appropriate regulations.
  6. By checking the box and filing Form 1098-T with the: IRS (for electronic filers), you certify under penalty of perjury that you have in good faith complied with the standards in regulation section 1.6050S-1 governing the time and manner of soliciting the taxpayer identification number of the student. Note: Hover over the wording with the pointer to see the full description.
  7. Check if you have changed your reporting method: Select the check box so all 1098-Ts have the field checked to indicate a change from the previous year.
  8. Adjustments: Select the check box if you need Focus to pull changes (price adjustments/refunds) made to prior year qualified payments or qualified fees. These changes will automatically populate on the 1098-T.
  9. Scholarships and grants: If you select the check box, you will be prompted to answer if this is your implementation year. If this is your implementation year, then the ability to enter tuition/payment amounts collected through your previous system to produce 1098-Ts for the current (implementation) year will be possible.
  10. Include outstanding deferrals: Select the check box to ensure tuition and payments made by the funding source for the calendar year will be included on 1098-Ts.
  11. Includes amounts for the upcoming academic period: Select the check box if the amounts in payments received for qualified tuition include amounts for an academic period beginning January March and the student had an active schedule record as of December 31st. If both of those conditions apply, then Box 7 on the 1098-T will be checked.
  12. Print students once: Select the check box to print only one 1098-T per student. If this is not selected, three copies will print for each student.
  13. Mask SSN on forms and report: Select the check box to ensure only the last four digits of students' social security numbers are displayed on 1098-Ts. If the check box is left cleared, the students' entire social security numbers are displayed.
  14. Only generate 1098-T's for students scheduled in courses with the selected CRC(s): Only students who are scheduled into courses with Cost Reporting Codes in the selected CRC codes will have 1098-Ts generated via Accounts Receivable > Print 1098-T’s. These 1098-Ts will include all 1098-T applicable fees (even if that fee is not toward the course with CRC in the 300s). Note: Cost Reporting Codes are assigned via SIS > Scheduling > Courses & Sections > Section > Vocational/WDIS tab.
  15. Do not generate a 1098-T for students if Box 1 = Box 5: Select the check box to ensure that a 1098-T is not generated or included in the file to the IRS when the amount in a student’s box 1 and box 5 are identical.
  16. Display on portal: Select the check box to determine the years that students have access to when printing 1098-Ts from the Student Portal. The year that displays in the pull-down on the Print 1098-Ts screens depends on the Fiscal Year selected from the 1098-T settings pull-down, as described above. This change allows students to print 1098-Ts for the selected year without having to change the school year.

4. Once all selections have been made, click Save to apply settings.

Employee Files

The Employee Files tab is used to set up file groups and file folders for employees to upload documents via Employee Self Service > Files.

Employee Files cannot be set up unless Employee Files permission is first set up via Setup > Profiles.

HR File Folder Groups

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Employee Files tab.

3. To set up HR File Folder Groups, click the corresponding tab.

4. Any existing file folder groups will display in the table. To add a new file folder group, enter data in the first blank row.

5. Enter the Title of the file folder group, such as Human Resources.

6. Select the Employee Self Service check box to make the file folder group display via the Employee Self Service screens.

7. Select the Active check box to make the file folder group active. Leave this check box cleared to keep the file folder hidden until you are ready to display the folder.

8.  When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue.

9. To edit a new or existing file folder group, click the desired field to active it. You can then edit the text or clear a selected check box, etc. Once you click out of the edited field, changes save automatically.

HR File Folders

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Employee Files tab.

3. To set up HR File Folders, click the corresponding tab.

4. Any existing file folders will display in the table. To add a new file folder, enter data in the first blank row.

5. Enter the Title of the file folder, such as HR Leave Request Forms.

6. Select the Group for which the file folder will be placed from the pull-down. Groups must first be set up via HR File Folder Groups.

7. Select the Employee Self Service check box to make the file folder display via the Employee Self Service screens.

8. Select the User Profiles from the pull-down that should have access to the file folder via Employee Self Service > Files.

9.  When all data has been entered, click in one of the text boxes and press the Enter key to save. Once saved, the line will turn blue.

10. To edit a new or existing file folder, click the desired field to active it. You can then edit the text, change the selection of a pull-down, or clear a selected check box, etc. Once you click out of the edited field, changes save automatically.

Integrations

The Integrations tab can be used to define FTP credentials for new hire imports from the select vendor, such as Frontline. This options and uses of this tab vary from district to district.

Integrations cannot be set up unless Integrations permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the Integrations tab.

Make the appropriate selections in order to customize select settings throughout Focus. Options listed may vary from district to district. Listed is any example of the FTP credentials for new hire imports needed from the district's vendor.

  1. SFTP Host: Enter the SFTP.
  2. SFTP Port: Enter the SFTP Port.
  3. SFTP Username: Enter the SFTP Username.
  4. SFTP Password: Enter the SFTP Password.

Enter the SFTP credentials in the Frontline Leave and Sub Fulfillment section in order to generate the Frontline Leave cron job via SIS > Setup > Scheduled Jobs, which imports leave requests and substitute fulfillments (where applicable) into Focus via FTP from Frontline Absence Management. Information from Frontline is imported to Payroll > School/Department Payroll Entry > Leave tab.

  1. SFTP Host: Enter the SFTP.
  2. SFTP Port: Enter the SFTP Port.
  3. SFTP Username: Enter the SFTP Username.
  4. SFTP Password: Enter the SFTP Password.
  5. SFTP Remote Folder: Enter the folder found on the server, such as /FromAesop.
  6. Require Valid Bucket Groups/Leave Reasons: Select the check box to discard any records with an invalid or missing bucket group or leave reason. Leave the check box cleared to allow those requests to be created with blank bucket groups and reasons.
Settings

Enter Absence Description Resolution descriptions and codes to establish leave reasons.

  1. Enter the Absence Reason Description in the provided text box, such as Jury Duty.
  2. Enter the Bucket Group Code in the provided text box, such as TPD, as defined via Human Resources > Leave Maintenance > Buckets.
  3. Enter the Leave Reason Code in the provided text box, such as JD, as defined via Human Resources > Leave Maintenance > Reasons.
  4. Press the Enter key to save the absence description resolution.

Once saved, existing resolutions can be edited by clicking the field and making changes. Changes save automatically.

Click the delete button (red minus sign) to remove a resolution.

Enter the SFTP credentials in the Upland/Optiview HR section in order to save all finalized Employee Agreements submitted by employees via Employee Self Service > Employee Agreements as a PDF file and save the file on the server as "EIN_EmployeeName_FormName_Date/Time." The credentials entered here also save all finalized action forms (created via Form Builder), such as Admin Exit Form (Rev), Exit Form (Rev), FMLA Family Medical Leave Application, etc., as a PDF file and save the file on the server as “EIN_EmployeeName_FormName_Date/Time."

  1. SFTP Host: Enter the SFTP.
  2. SFTP Port: Enter the SFTP Port.
  3. SFTP Username: Enter the SFTP Username.
  4. SFTP Password: Enter the SFTP Password.
  5. SFTP Remote Folder: Enter the folder found on the server, such as /Forms/Personnel.
Settings

3. Once all selections have been made, click Save to apply settings.

File Uploader

The File Uploader tab is used to disable viewing and editing capabilities of the Files feature on select screens making users unable to edit or add files.

File Uploader cannot be edited unless File Uploader permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the File Uploader tab.

3. Select the Disable View and/or Disabled Edit check boxes to Disable File Uploader Per Module.

If the Disable View check box is selected the Files feature does not display. As you can see the image below, only the Comments feature displays.

If the Disable Edit check box is selected the Files feature displays in view only mode, meaning users can see files already uploaded but cannot upload files or delete files.

4. Once the applicable check boxes are selected, changes save automatically.

ESS

The ESS (Employee Self Service) tab is used to customize Employee Self Service Employee Requests.

ESS cannot be edited unless ESS permission is first set up via Setup > Profiles.

1. From the Setup menu, click Settings.

2. From the Settings screen, select the ESS tab.

Make the appropriate selections in order to customize specific settings for Employee Self Service.

  1. Disabled ESS Employee Requests: Select the types of requests employees should be prohibited from submitting, such as employee change requests to Legal Name.
  2. Enable auto update Direct Deposits: Select Yes from the pull-down to automatically update direct deposit employee information via Human Resources > Employee > Direct Deposit when an employee request for a Direct Deposit change is approved.
  3. Fields to include on ESS Employee Request Demographic Info: Select the applicable fields that should be included on change requests for demographic information, such as Citizenship Status, Gender, Marital Status, etc.
  4. Employee Requests W4 deduction creation: Select the default Class and Subclass from the corresponding pull-downs. Note: The Class can be set up via Setup > District Codes > Deduction Classes tab.
  5. Use "Managed By" - Employee Requests: Select the modules in Employee Requests that should be managed by set up employees in an applicable position as opposed to the approval chain defined via Setup > Approval Flow. Note: Additional setup is required via Human Resources > Positional Control. You need to set up specific employee positions as the designated person of approval for select requests by selecting the “Manager” check box via Human Resources > Position Control > Positions tab. You must also select the positions who are responsible for managing applicable employee requests for said position from the “Managed By” pull-down via Human Resources > Position Control > Positions tab.
  6. Require file on Direct Deposit: Select Yes from the pull-down so users are required to attach a file, in this case, a voided check when submitting a request for direct deposit.
  7. Additional Login: Select Yes from the pull-down to require users to enter their password again before accessing any of the ESS screens.
  8. Allow publish column in contact requests - Employee Requests: Select Yes from the pull-down to display the “Publish” column on Employee Self Service > Employee Requests upon requesting a change to Contact Information. Users can select whether or not the new contact information being requested should be Restricted or Not Restricted for publication from Public Records Requests, such as Police and Safety Officers. 

When a deduction is selected, the Additional Withholding field on W4 Information requests will apply additional withholding as a payroll deduction, instead of updating the w4_additional field in the USERS table. If an employee enters an amount that is greater than zero in the Additional Withholding field, and that employee does not already have an additional withholding deduction, then the deduction will be given to them starting on the date that they have selected in the Pay Date field. If the employee already has an additional withholding deduction, their existing deduction record will be updated. If the employee does not have an additional withholding deduction, and submits a W4 Information change request with a value of 0.00 or null in the Additional Withholding field, then the deduction will not be given to them.

3. Once all selections have been made, click Save to apply settings.

Additional Features

1. Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer. Click the Printer icon to print the table of data.

2. If there are multiple pages of data, click the Prev and Next buttons to sift through pages. You can also enter a number in the Page text box to jump to a page.

3. Click the Filters button to filter data and apply filter rules. To add more than one filter to a column, click on the green plus sign. To delete an added filter, click on the red minus sign. Select the gray arrow for additional filtering rules.

For more information on how to use the Filters feature, see the Filters document.

4. You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.

5. Use the Filter text box located in select pull-down to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.

6. Click the Check all visible link to select all options in the pull-down. Click Clear selected to remove any selections made in the pull-down.

7. Hover over select field names for additional information.