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 > Setup tab.

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, then click the Setup tab. 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, then click the Setup tab. 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 > Setup tab.

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 > Setup tab.

1. From the Setup menu, click Settings.

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

Settings

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

Settings

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.

When the length is increased, the existing element codes display with zeros in front of the original code; for example, if the length is 3 and the code is 123, then the length is increased to 5 digits, the code will update to 00123 to include preceding zeros.

6. Enter a Sort order for which the elements will be displayed throughout Focus.

Settings

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.

Settings

8. Select the District Budgeted check box to enable budgeting control over specific elements for district-level accounts, ensuring these elements are included in district budget reports and drafts.

9. Select the Internal Budgeted check box to enable budgeting control over specific elements for internal accounts, ensuring these elements are included in internal budget reports and drafts.

Settings

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 and the delete button (red minus sign) displays.

Settings

11. 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.

Settings

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

Settings

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 > Setup tab.

1. From the Setup menu, click Settings.

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

Settings

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

3b. Click Import to import elements directly from a spreadsheet on your computer. Ensure that the spreadsheet contains the following columns: Category, Code, Title, Start Date, and End Date.

Settings

a. Search for and select your spreadsheet, which must be CSV or tab-delimited. Then, click Open.

Open

b. From the Import CSV pop-up window, you must verify that each pull-down is matched correctly.

c. Click Import CSV to import the elements.

Settings

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 day after the date selected. For example, if a project has a specified end date of 08/29/2022, then the strip and its data will remain in the system for reference but will no longer be available for use starting 08/30/2022.

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, Object, 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, Object, 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.

Settings

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.

When a Fund Restriction is selected from the pul-down, the system will restrict that project from being used on a Budget Amendment or Budget Revision of the selected Fund via Budget Maintenance or Internal Account Budget Maintenance.

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). From here, you also have the ability to Stop Encumbrances, Stop Expenditures, and Stop Amendments by date.

Settings

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.

Object Details: Clicking the Details link opens a Element Info check box. Select the Discretionary check box to flag the object as discretionary. Once selected as discretionary, the object will display in the Expenditure/Revenue Report when the Discretionary check box is selected. If the check box is not selected, the objects display when the Non Discretionary check box is selected.

Settings
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 > Setup tab.

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 > Setup tab.

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 > Setup tab.

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.

OSPI Matrix

The OSPI Matrix tab restricts incorrect account string structure based on OSPI requirement. Anytime a new account string is created via Budget Maintenance, Internal Account Budget Maintenance, District Budget Planning, Campus/Department Budget Planning, Payroll Budget Planning, Manual Journals, Internal Account Manual Journals, Invoices, and Internal Account Invoices  and submitted, a check will be performed based on entries made here. If the account requested is not listed in the OSPI Matrix table, an error message displays and the account cannot be created.

In order for the OSPI Matrix to take affect, the setting Enable OSPI Matrix must be enabled on the Miscellaneous tab in the Misc. section.

Restrictions cannot be added or edited unless OSPI Matrix permission is first set up via Setup > Profiles > Setup tab.

Profiles

1. From the Setup menu, click Settings.

2. From the Settings screen, click the OSPI Matrix tab.

Settings

3. Select the applicable account elements from the provided pull-downs. The pull-downs available vary depending on your district; in the example displayed Fund, Project, Function, and Object are used.

Settings

4. Enter a Description in the provided text box, if applicable.

Settings

5. Press the Enter key to save the entry. Once saved, the entry displays in blue with a delete button (red minus sign).

Settings

6. To edit an entry, click the pull-down to change the selection. Click the Description text box to edit the text.

Cursor

7. Click the delete button (red minus sign) to remove an entry.

8. Click Import to import valid accounts.

Settings

a. Search for and select your spreadsheet. Click Open.

Open

Ensure there are no blank lines of data in the CSV file as this will cause complications in your upload. Shown below is an example of a CSV file.

b. From the Import CSV pop-up window, you must verify that each pull-down is matched correctly.

Cursor

c. Click Import CSV to import the accounts.

Settings

d. Imported data populates in the screen. Edit data as needed by clicking the text fields or by clicking the pull-downs to change selections.

Settings

e. To delete imported account, click the delete button (red minus sign).

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 > Setup tab.

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 > Setup tab.

1. From the Setup menu, click Settings.

2. From the Settings screen, click 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 which determines the monetary placement on the printed 1099 MISC.

7. Select the 1099-NEC Amont Code to determines the monetary placement on the printed 1099 NEC.

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.

Settings

9. 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 > Setup tab.

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.

Settings

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. 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).
  6. 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).
  7. 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).  
  8. 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).  
  9. Positive Pay Source Module: Select the applicable option for Accounts Payable and Payroll. Options include No Payee Information In Positive Pay File which lays out the positive pay file as normal and Include Payee Information In Positive Pay File which includes extra data at the end of each row with payee name as it should appear on the check.
  10. Positive Pay Payee Verification: Select the applicable option for Accounts Payable and Payroll. Options include: No Payee Information In Positive Pay File which lays out the positive pay file as normal and Include Payee Information In Positive Pay File which includes extra data at the end of each row with payee name as it should appear on the check.
  11. 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.
  12. Wells Fargo Positive Pay Record Length: Select Short to set the 85 character length. Select Long to set the 165 character length. By default, that field is blank, which equates to Short.
  13. Centennial Bank Positive Pay Bank Number: Enter the 4 digit code (left zero filled) in the provided text box.
  14. Centennial Bank Positive Pay Application Code: Enter the 2 digit code (left zero filled) in the provided text box.
  15. Centennial Bank Positive Pay Item Type: Enter the 2 digit code (left zero filled) in the provided text box.
  16. 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.
  17. 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.

Automated Clearing House (ACH)

1. Make the appropriate selections in order to customize ACH settings.

Settings
  1. File Format: Select the ACH format from the pull-down for Accounts Payable and Payroll, such as Generic or Chase.
  2. Company ID: Enter the ACH company ID number for Payroll.
  3. Standard Entry Class Code/Transaction Type: Enter ACH transaction codes, provided by the bank, for Accounts Payable or Payroll.
  4. Company 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.
  5. 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.
  6. Blank Line Terminator: Enter line terminator code provided by the bank.
  7. 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.
  8. Employee Identifier: Select EIN or SSN from the pull-down to set as the employee identification number for Payroll ACH.
  9. Align Both First & Last Name: 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.
  10. 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.
  11. Trace Number Source: Select how the Trace Number Source, which is a unique number assigned to ACH entries made up of 8 digits specific to the district, the Company Tax ID or the Bank Routing Number, and a sequential number that makes up the 7 ending digits, will be identified from the Accounts Payable pull-down and the Payroll pull-down.
  12. Prearranged Payment/Deposit (PPD) Batch Entry Description Prefix: Enter the applicable PPD prefix in the provided text box for Accounts Payable and/or Payroll. The entry description prefix is a string that goes in the front of the "entry description" field of the batch header records (type=5). Some banks require that it include the string PPD to go along with the transaction types.
  13. Cash Disbursement (CCD) Batch Entry Description Prefix: Enter the applicable CCD prefix in the provided text box for Accounts Payable and/or Payroll. The entry description prefix is a string that goes in the front of the "entry description" field of the batch header records (type=5). Some banks require that it include the string CCD to go along with the transaction types.

2. When all customizations for ACH has 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. Add additional options for non-US addresses: Select Yes from the pull-down to enable Region and Country pull-downs for Vendors and Employee addresses.
  2. Use save button on employee jobs: Select Yes from the pull-down to require users to click the Save button when adding or editing information via Employee > Jobs tab.
  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. Forced balanced entry on budget amendment: Select Yes from the pull-down to require an equal expense/revenue total on budget amendments via Budget Maintenance and/or Internal Account Budget Maintenance.
  5. Enable OSPI Matrix: Select Yes from the pull-down to ensure accounts are checked against the accounts logged on the OSPI Matrix table before being approved when requested via Budget Maintenance, Internal Account Budget Maintenance, District Budget Planning, Campus/Department Budget Planning, Payroll Budget Planning, Manual Journals, or Internal Account Manual Journals. The OSPI Matrix tab restricts incorrect account string structure based on OSPI requirement.
  6. Display error on Trial Balance by Fund if G/L not assigned to fund: Select Yes from the pull-down to display the error message on the Trial Balance screen whenever a General Ledger (G/L) account is utilized for a Fund to which it is not assigned. This notification serves as a prompt for the user to review and potentially correct the usage of G/L accounts, ensuring accurate financial reporting and adherence to Fund-specific allocations. To manage the list of G/L accounts usable for each Fund, users can navigate to the Setup > Settings > Elements tab, locate the Category "Fund," and access the Details link to update the relevant information.
  7. Include pre-error report in Benefit Recalc: Select Yes from the pull-down to ensure that before the recalculation is run, a report performs a pre-recalculation check identifying all errors on the import file when compared to the system. Once the errors have been resolved, you can proceed to recalculate benefits based on the import file.
  8. Allow Benefit Recalc to delete duplicates: Select Yes from the pull-down to delete all duplicates, which is determined by the benefits' end dates.
  9. Tech Center?: If the district can be categorized and function solely as a technical center, select Yes from the pull-down.
  10. 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.
  11. Default "Applicant" Profile: Select the profile from the pull-down to define applicant employees profile (Human Resources). The profile must first be set up via Setup > Profiles.
  12. Default "Vendor" Profile: Select the profile from the pull-down to define the vendor profile applicable for specific imported P-Card invoice batches, which is normally the bank that owns the P-Card, rather than each individual vendor. The profile must first be set up via Setup > Profiles.
  13. Default Termination Code for Applicants: Select the code from the pull-down that acts as the default termination code for the Terminate Position column on the Applicant Tracking screen.
  14. District Facility: Select the facility (set up via the Facilities tab) from the pull-down to distinguish the district facility from the others.
  15. 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.
  16. 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.
  17. Board Packet Legal Text: Enter text to be printed as the header of the printed Budgeting/General Ledger > Board Packet Report.
  18. Add Email address and Fax Number to PO Bill To: Select Yes from the pull-down to add the Email Address and Fax Number to the Bill To section of printed Purchase Orders. Email addresses and Fax Numbers must be entered via Setup > Settings > Facilities.
  19. State Tax Exemption Number: Enter the state tax exemption number provided by the state in the text box.
  20. Federal Employer Identification Number: Enter the federal employer identification number provided by the state in the text box.
  21. Combine Expense/Revenue budgets on Budget Report: Select Yes from the pull-down to combine expense and revenue budgets on the Expenditure/Revenue Report.
  22. Increase Expense Strip Upon Receiving Money: Select the fund from the pull-down that increases upon receiving a payment.
  23. Increase Expense Strip Object: Select the object from the pull-down that increases upon receiving a payment.
  24. 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.
  25. 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.
  26. 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.
  27. 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).
  28. 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 applicable when handling imported checks).
  29. 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.
  30. 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.
  31. 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).
  32. Disallow creation of new purchase orders in current fiscal 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.
  33. 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.
  34. Required elements on budget maintenance requests: Select the elements required when submitting a maintenance request via Budget Maintenance. This setting is used when submitting a budget revision/amendment to validate that certain elements have been entered prior to submitting
  35. Require County On Employee Address: Select Yes from the pull-down to make the County field a required field accessible via Human Resources > Employee, Employee Self Service > Employee Requests, and Human Resources > View ESS > Employee Requests. Note: Permission to the County field must be assigned via Setup > Profiles > Employee Fields.
  36. Update hire dates for staff jobs: Select All Staff Jobs from the pull-down to ensure the original hire dates are automatically populated by a new staff job; select Staff Job 01 Only from the pull-down to update hire dates for staff jobs only.
  37. WA Position Control Custom Fields: Select Yes from the pull-down to add the following custom fields to Position Control: ESEA Required, Duty Code, Sub Program, Student ID Number, Pay Code, Classification, Authorized Salary, Adopted Salary, and Adopted FTE. Note: Duty codes, Sub Programs, and Classification codes are set up via Setup > District Codes; all other added fields are text fields.
  38. Show Additional Extended Leave Job Fields: Select Yes from the pull-down to display the following fields via Human Resources > Employee > Jobs tab: Termination Date, Final Status, and Notes. Once enabled, the selected fields can be utilized for employees on extended leave.
  39. PCard Statement Date Cycles: Select the cycle to define which cycle dates are displayed in the P-Card Cycle Date pull-down via Setup > Bank Accounts > PCard Statement Cycle tab.
  40. Can Decline Employee Agreements: Select Yes from the pull-down to allow employees to Decline, as well as Accept employee agreements via Employee Self Service > Employee Agreements once created via Human Resources > Employment Agreement Maintenance.
  41. Encrypt Direct Deposit Account Numbers: Select Yes from the pull-down to encrypt account numbers in the direct deposit table automatically. When changed from No to Yes, all existing account numbers that are still in plain text format are encrypted. Select No from the pull-down to store account numbers as decrypted plain text. When changed from Yes to No, all existing account numbers that are still encrypted are decrypted as plain text.
  42. Display Time and Attendance Holiday Hours: Select Yes from the pull-down to add a Holiday hours column to the Requests tab of the Time & Attendance Approval.
  43. Recommendation Year: Select the the applicable fiscal year that should be made available in Recommendations from the Recommendation Year pull-down.
  44. Recommendation Bargaining Units: Select the Recommendation Bargaining Units from the pull-down, which allows you to exclude certain Bargaining Units, such as Admin personnel and substitutes, from the Recommendations screen, if needed.
  45. Exclude Recommendation Pay Types: Select the pay types that should be excluded from the Recommendations report from the provided pull-down.

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 > Setup tab.

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. Require "Buyer" field on purchase orders: Select the check box to require users to select a Buyer in order to submit a purchase request/order.
  9. Default "Deliver To" on purchase orders: Select the check box to make the "Deliver To" pull-down on purchase orders default based on account strip permission for facility/center permissions. If a user has more than one facility/center accounting strip permission, "Deliver To" defaults to NA and the user will be allowed to select from the pull-down.
  10. Prefix requisition number with requesting facility: Select the check box to generate the requisition number using the requesting facility number as the prefix.
  11. 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.
  12. Show quantity paid and amount paid on applied line: Select the check box to add the “Qty Invoiced” column to Purchasing Accounts Payable > Purchase Requests/Orders and Internal Accounts Purchase Requests/Orders. This field will be determined by the invoice posted on the PO, which reflects the "Qty Invoiced" field via Purchasing/Accounts Payable > Invoices and Internal Account Invoices. For example, Quantity of 4 was ordered, Quantity of 2 was invoiced, Quantity Invoiced would reflect 2 on this line item.
    Select the check box to add the “Amount Paid” column to Purchasing Accounts Payable > Purchase Requests/Orders and Internal Accounts Purchase Requests/Orders. This field will be determined by the invoice posted and warrant issued on the PO. If a warrant has not been issued, the field will be blank. For example: Total Invoice Amount was $22.82, Line item was $6.00, Amount paid would reflect $6.00 on this line item.
  13. Hide Allocation from Printed PO: Select the check box to hide the allocation/accounting strips from the printed purchase order.
  14. Allow multiple vendor payment addresses: Select the check box to allow users to log multiple payment addresses in Vendors/Customers.
  15. Print Pending Requisitions: Select the check box to allow users to Print Unofficial requisitions with an "Unofficial" watermark; this applies to requisitions pending approval via Purchasing/Accounts Payable > Purchase Requests/Orders and Internal Purchase Requests/Orders.
  16. Disable default accounting strip on warehouse POs: Select the check box to allow users to select an allocation when creating a warehouse purchase order via Purchasing/Accounts Payable > Purchase Requests/Orders and Internal Purchase Requests/Orders. If the check box is cleared, the default allocation is automatically applied; the default allocation is set via Warehouse > General > Types and/or Warehouse > Internal General > Types.

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.  When the setting is enabled, the user will be allowed to enter the invoice against the PO via Purchasing/Accounts Payable > Invoices.
  2. 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.
  3. Internal Blanket POs must be released: Select the check box to ensure all internal blanket PO items/services are released before invoicing.
  4. Send Reminder Email for P-card Drafts: Select the maximum number of days that should take place before an email notification is sent out for Draft and Pending Approval P-Card requisitions from the provided pull-down. In order for this functionality to take place, the "Default P-Card Draft Email Text" and the "Default P-Card Pending Approval Email" email must be set up in Setup > Clauses. The scheduled job, "PCard Email Reminder" must be created and set to run via SIS > Setup > Scheduled Jobs.
  5. P-Card Administrator: Select the user responsible for p-card requisitions from the pull-down. The select user will receive notification emails when the the number selected from the "Send Reminder Email for P-card Drafts" pull-down is met. In order for this functionality to take place, the "Default P-Card Draft Email Text" and the "Default P-Card Pending Approval Email" email must be set up in Setup > Clauses. The scheduled job, "PCard Email Reminder" must be created and set to run via SIS > Setup > Scheduled Jobs.
  6. 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.
  7. Add Aisle and Bin data to receiving: Select the check box to add an Asile and a Bin column to Receive Orders and/or Internal Receive Orders for stock warehouse purchase orders.
  8. District Non-PO Invoices can be released: Select the check box to allow Non-PO invoices to be released for invoicing.
  9. Internal Non-PO Invoices can be released: Select the check box to allow internal Non-PO invoices to be released for invoicing.
  10. 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.
  11. Require PO change request to use approval flow: Select the check box to require PO change requests to use the applicable approval flow when resubmitted. When enabled, the original purchase order will remain in history and will retain original journals until final approval; Committed journals will be created for change amount and Encumbered will be updated at final approval. Purchase order can’t be invoiced until final approval; if a user attempts to invoice the PO, the following message displays "Purchase Order XXX is pending change order approval. Please complete approval prior to invoicing." If the purchase order has pending invoices, users can continue with payment/check run. If the purchase order has paid invoices, those invoices will remain unaffected.
  12. Disable liquidation of PO with unpaid invoices: Select the check box to prevent POs from being closed/liquidated that contain unpaid invoices.
  13. 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.
  14. 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.
  15. Link PO to Imported P-Card Requests: Select the check box to allow users to link an imported PCard purchase order draft to an existing approved Purchase Order. Note: Users must also have permission to Allow PO-PCard Requests Identifier set via Setup > Profiles > Purchasing/Accounts Payable tab in order to link P-Card purchase orders. Upon approving a requisition that needs to be linked to a P-Card PO, users will select Yes from the P-Card Eligible pull-down. Once approved, users can select the P-Card PO to link to the approved PO from the Linked PO pull-down.
  16. Link Internal Accounts PO to Imported IA P-Card: Select the check box to allow users to link an imported PCard purchase order draft to an existing approved internal accounts Purchase Order. Note: Users must also have permission to Allow PO-PCard Requests Identifier set via Setup > Profiles > Purchasing/Accounts Payable tab in order to link P-Card purchase orders. Upon approving a requisition that needs to be linked to a P-Card PO, users will select Yes from the P-Card Eligible pull-down. Once approved, users can select the P-Card PO to link to the approved PO from the Linked PO pull-down.
  17. 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.
  18. Allow Sales Tax on Imported P-Card Purchase Orders: Select the check box to apply sales tax to imported P-Card POs. GLs are pulled from Setup > Settings > Accounts. Upon viewing imported P-Card POs via Purchase Requests/Orders or Internal Purchase Requests/Orders, the tax amount is automatically included and calculated; however, if sales tax is not charged by the vendor, a State Sales Tax pull-down displays allowing you to select the appropriate type of tax that should be applied. Taxes are defined in the State Tax section.
  19. 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.
  20. 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.
  21. Show PO shipping line checkbox: Select the check box to display the Shipping check box on purchase requests and orders, which allows users to identify the line item as the purchase shipping fee. When identified as shipping, the line item will not display in the receiving and releasing process.
  22. 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.
  23. 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.
  24. Allow PO's to be paid in a prior fiscal year: Select the check box to pay for new fiscal year purchase order invoices in the current fiscal year while impacting the new fiscal year purchase order encumbrances/expenditures and current fiscal year cash.
  25. 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. Note: This setting is also tied to the profile permission, "Allow Creating One-Time Vendor" via Setup > Users > Purchasing/Accounts Payable tab > Invoices section, which is required for users to have the ability to create one time vendors.
  26. 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. Note: This setting is also tied to the profile permission, "Allow Creating One-Time Vendor" via Setup > Users > Purchasing/Accounts Payable tab > Internal Account Invoices section, which is required for users to have the ability to create one time vendors.
  27. 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).
  28. 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.
  29. Check Numbers by Fiscal Year: Select the check box to allow duplicate check numbers to be used in different fiscal years.
  30. Internal Check Numbers by Fiscal Year: Select the check box to allow duplicate internal check numbers to be used in different fiscal years.
  31. 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.
  32. 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.
Settings

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. Select the Include Purchase Date in Drafts check box to include the Purchase Date for P-Card transactions in Purchasing/Accounts Payable > Purchase Requests/Orders > Drafts > Existing Drafts. Enabling this setting also adds a Purchase Date column to the Request History tab and the Purchase/Request Order Report. This setting adds the Purchase Date to Internal Purchase Requests/Orders, as well.

4. Select the Use Start Month in P-Card Invoice Batch Name check box to use the Start Month of a P-Card Cycle in the Batch Name instead of the End Month.

5. Select the Change Order notification recipients from the provided pull-down to determine who is notified when a change order is submitted for a purchase order; options include Purchase Approvers, Purchase Requester, or Purchase Requester & Approvers. Note: The communication jobs must be run via SIS > Setup > Scheduled Jobs in order to generate the applicable emails to the selected users.

6. 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 Save.

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 > Setup tab. 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.

Settings

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

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

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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.

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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).

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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
Vendor Payment Terms

Use the Vendor Payment Terms section to Add Vendor payment terms functionality to Accounts Payable including the Title, Days, and Description, such as Title: Net 0, Days: 0, Description: Due Upon Receipt. Once added, Vendor Payment Terms displays as a “Payment Terms” pull-down on the Vendors/Customers screen, as a “Vendor Payment Terms” pull-down on the Purchase Request/Orders and the Internal Purchase Requests/Orders screens, as a “Vendor Payment Terms” pull-down of the Invoices section on the Invoices and Internal Account Invoices screens.

The Allow Override of Vendor Payment Terms permission enabled via Setup > Profiles > Purchasing/Accounts Payable tab > Purchasing section allows users to override the default terms set for vendors via Vendors/Customers. Note: There are separate permissions for Purchase Requests/Orders and Internal Purchase Requests/Orders.

The Allow Override of Vendor Payment Terms permission enabled via Setup > Profiles > Purchasing/Accounts Payable tab > Accounts Payable section allows users to override the default Vendor Payment Terms on the Invoice based on the invoice due date.

1. To add a vendor payment term, enter data in the top row of the table.

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2. Enter the Title of the vendor payment term in the provided text box.

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3. Enter the applicable number of Days in the provided text box.

4. Enter the Description of the vendor payment term in the provided text box.

5. Press the Enter key to save the vendor payment term.

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6. Use the top row to enter additional terms.

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7. To edit a new or existing payment term, click the desired field to active it. You can then  edit text. Once you click out of the edited field, changes save automatically.

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

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9. When all Vendor Payment Terms have been added, click the Save button.

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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.

State Tax

The State Tax section allows users to set the state taxes that should be used throughout Focus when and where applicable for collecting and reporting State Sales Tax. When State Sales Taxes are defined, the following screens will be impacted: 

  • Purchasing Accounts Payable > Purchase Requests/Orders: Adds the “Taxable Amount,” “Tax Rate,” and “Sales Tax” fields.
  • Purchasing Accounts Payable > Vendors/Customers: Adds the “Does Not Collect Sales Tax” check box.
  • Purchasing Accounts Payable > Invoices: If the vendor does not collect sales tax, additional invoice line items are added to account for the negative amount of the Tax, which allows users to pay the vendor the taxable amount while the negative tax amount goes into a liability account that users can set on the Invoices screen.

1. Select the applicable State from the pull-down.

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2. Enter the Zip Code where the tax is applicable, if needed, in the provided text box.

3. Enter the tax Percentage in the provided text box.

4. Enter the tax Title, if needed, in the provided text box.

5. Select the Default check box if this entry should act as the default throughout accounts payable.

6. Enter the Start Date and End Date to issue an active period to the state tax.

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7. Press the Enter key to save tax record.

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8. Click Save.

9. To edit a new or existing tax entry, click the desired field to active it. You can then change the text or selection. Once you click out of the edited field, changes save automatically.

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10. To delete a state tax entry, click the delete button (red minus sign).

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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 > Setup tab.

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. Focus check refunds can be written to contact(s): Select the check box to allow refund checks to be issued to contacts associated with the student's account via Billing > Student Billing and/or Point of Sale.
  9. Hide Future Payment Plan Invoices by Default: Select the check box to ensure the Hide Future Payment Plan Invoices check box on the Point of Sale screen by default. This will automatically hide future payment plan invoices so that they do not show in the Items section. If this is not set as the default, users will still have the option to hide deferred/paid fees while on the Point of Sale screen, as needed.
  10. 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.
  11. Show Users: Select the check box to show active users from SIS in the Customer pull-down. Note: The users who display in the Customer pull-down depends on the school/facility opened/selected.
  12. Show Customers: Select the check box to show vendors/customers in the Customer pull-down.
  13. Allow Changes to Payment Order: Select the check box to allow users to override the default payment order, if necessary.
  14. 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.
  15. Process Credit/Debit Cards: Select the check box if credit cards and debit cards will be processed through the Focus system using Authorize.net.
  16. Allow Other Payment Type: Select the check box to allow "Other" as a payment type via Point of Sale > Payments section.
  17. Require Comment for Other Payment Type: Select the check box to require users to enter a Comment when "Other" is selected as the payment type via Point of Sale > Payments section.
  18. Allow Cash Payment Type:  Select the check box to allow "Cash" as a payment type via Point of Sale > Payments section.
  19. Allow Check Payment Type:  Select the check box to allow "Check" as a payment type via Point of Sale > Payments section.
  20. Allow Waiver Payment Type: Select the check box to allow users to select the "Waived" payment type on the Point of Sale screen and/or Student Billing screen in the Payments section. Applying this Waiver Payment type will reverse the journals to offset the original invoice amount, aligning with the process for funding source deferral. The Receipt Report is updated to include Waivers in the Payment type search criteria, enhancing the tracking and management of waiver transactions. Note: This functionality also requires users to have the "Process Waiver Payments" permission via Setup > Profiles > Accounts Receivable tab.
  21. Allow Money Order Payment Type:  Select the check box to allow "Money Order" as a payment type via Point of Sale > Payments section.
  22. Allow EFT Payment Type:  Select the check box to allow "EFT" as a payment type via Point of Sale > Payments section.
  23. Allow $0 payment lines: Select the check box to allow a zero dollar cash transaction.
  24. 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.
  25. Allow entering name on account for checks: Select the check box to allow users to enter a Name on Account as well as a Check Number upon applying a check as form of payment.
  26. Allow Voids: Select the check box to allow voids to be processed on Point of Sale transactions.
  27. Allow Credits: Select the check to allow credits to be added to student accounts.
  28. Allow Refunds: Select the check box to allow refunds to be processed on Point of Sale transactions.
  29. 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.
  30. Show Invoice Numbers: Select the check box to allow the invoice numbers to be shown on the Point of Sale screen.
  31. Include Invoice Number on Receipt: Select the check box if the invoice number should be printed on the customer’s receipt.
  32. Use large font size in AR receipt PDF: Select the check box to use a larger text size in generated/printed PDF receipts via Accounts Receivable > Receipts.
  33. 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.
  34. 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.
  35. Restrict Cash Drawer Access to Assigned Drawers: Select the check box to limit permission to assigned cash drawers, even if users do not have any assigne drawers. Without this setting enabled, users with no assigned drawers will have access to all cash drawers.
  36. 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.
  37. 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.
  38. Show Fee Template Title on non-simplified customer: Select the check box to populate the fee template title on the Customer Ledger.
  39. 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).
  40. Remove funding source payments from simple: Select the check box to remove funding source payments from the Simplified Ledger (Accounts Receivable > Customer Ledger).
  41. Receipt Footer Text: To set up the footer for receipts, see Setup > Clauses.
  42. Receipt Footer for Store Transactions: Select a default receipt footer from the pull-down. All headers and footers are set up via Setup > Clauses.
  43. Invoice Header Text: To set up the header for invoices, see Setup > Clauses.
  44. Invoice Footer Text: To set up the footer for invoices, see Setup > Clauses.
  45. Student Invoice Accounts: Select the debit and credit accounts from the pull-downs that are used for student invoices.
  46. 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.
  47. Use Refund Ref #: Select the check box to display the “Refund Ref #” field on the Transaction History tab of Point of Sale.
  48. View All Invoices: Select the check box to ensure users can view all invoices across the district regardless of their assigned accounting strip permissions via Point of Sale and/or Student Billing. Note: This setting is only recommended for K-12 billing, and is not recommended for FPS/CTE clients.
  49. 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.

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. 

Convenience fees are calculated based on the total payment amount, and consider limited/once per multiplied by the fees. Additionally, the convenience fee is reduced if customer credits or vouchers are used.

1. Select the Use District-Wide Convenience Fees check box to apply logged convenience fees to all facilities regardless of the Center/Facility selected.

Settings

2. Add the applicable convenience fees using the logging fields.

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.
  7. If applicable, select a Merchant Account from the pull-down.
  8. Select the Receipt Asset Account from the pull-down to set a receipt debit GL on a convenience fee. The selection will be used to set the receipt allocation GL upon paying a convenience fee.

The Allow Individual IA Product List Merchant Accounts setting must be enabled in order to assign a Merchant Account to a convenience fee via Internal Accounts. Note: Merchant Accounts must first be set up via Setup > Settings > Accounts Receivable > Merchant Accounts. Once enabled and all setup complete, a Merchant Account column displays on the Internal Account Product List where Merchant Accounts can be assigned.

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

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

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

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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.
  6. Enable single-line coin and bill entry: Select the check box to allow users  to input cash payments received as a single total amount rather than detailing each coin and bill denomination separately (i.e., $20 bill, $10 bill, $5 bill, 1 quarter, 1 dime, etc.).

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.

Settings

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

Settings

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.

Settings

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.

Settings

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.

Settings

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).

Settings

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

Receipts, Invoices, Credit Cards, and Deposits

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

Settings

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.
  8. Bypass district logo on AR Receipts: Select the check box to ensure receipts print without the district's logo. Note: If your district has added a logo to the clause via Setup > Clauses, the logo from the clause will print on the receipt.
Settings

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. When Customers Pay Online: Select "Force customers to settle up when paying online to require students/parents to pay outstanding invoices upon checking out via student/parent portal. Select "Allow Invoice Selection - Must Pay in Full" to require students/parents and customers to select an invoice and paid said invoice in full. Select "Allow Invoice Selection - Allow Partial Payments" to allow students/parents and other customers to make partial payments towards invoices of their choosing.
  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.
  4. Bypass district logo on AR Invoices: Select the check box to ensure invoices print without the district's logo. Note: If your district has added a logo to the clause via Setup > Clauses, the logo from the clause will print on the invoice.
  5. Invoice Email Attachment Name Preference: Select how the invoice attachment should display upon being emailed from the pull-down. Options include the Invoice Title, Invoice Number, and the Customer Number (if available).
Settings

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.

Deposits options include:

  1. Add reference number to Deposits: Select the check box to add an editable reference number to Deposits.

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 > Setup tab.

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.

Settings
Reporting Information, EIN, Inactive Employees, and Payroll Calculation

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

Settings

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. Terminated Employees: Pay Balance Next Run: This setting provides a means to specify how the remaining pay balance of terminated employees should be handled in the next payroll run. You can choose from the following options: Undecided: If selected, the system will not automatically process the remaining pay balance of terminated employees in the next payroll run. This option allows users to defer the decision on how to handle the pay balance until a later time. End of year: Choosing this option instructs the system to include the remaining pay balance of terminated employees in the next payroll run scheduled at the end of the year. This approach consolidates the processing of pay balances for terminated employees at the end of the fiscal year. Current payroll: Selecting this option directs the system to include the remaining pay balance of terminated employees in the upcoming regular payroll run. This option ensures that the pay balance is processed along with the payroll for active employees, potentially providing more timely resolution for terminated employees.
  5. 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.
  6. Continue Ded/Contr While On Extended Leave: Select whether employees will continue deductions and/or contribuions while on extended leave.
  7. 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.
  8. 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).
  8. Pay Rate Numeric Precision: Select the numeric precision of rate amounts being stored in the database from the pull-down, such as 4 Decimal Places.
  9. Post Cash To Check Date: Select Yes from the pull-down to create the payroll journal impacting cash to reflect the same dates as the checks. If enabled, when processing a payroll run, the journals affect the general ledger for cash on the actual date checks/ACH are remitted. This would not affect the other entries using the journal date to record them with the proper date. 
  10. Update Parent Leave: Select Yes from the pull-down to allow users to update a parent record that has a child record attached to it in Payroll > Run Payroll > Run [Number] > Leave > Select Facility (For Example: personal leave and sick leave.
  11. Only Recover Wage Recovery From Same Job: The setting is designed to control how wage recoveries are handled, particularly in situations where employees have multiple jobs or pay types. By enabling this setting, the payroll system will restrict wage recovery to the specific job that generated the recovery need, rather than applying it indiscriminately across all available funds or jobs. For example, if the wage recovery is tied to a contract job, it will not impact summer job wages, when this setting is enabled.
  12. Overpaid Supplements Create Wage Recovery: Select Yes from the pull-down to create a wage recovery entry to reclaim the overpaid amount. This setting streamlines the process of correcting overpayments and ensures accurate payroll accounting.
Settings

2. Click Save to apply changes.

Settings
Payroll Entry and Outside Reporting Options

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

Settings

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 PR Allow Daily Overtime: Select Yes from the pull-down to replace the week column with a calendar-day selection. This setting allows users to choose between daily overtime vs. weekly overtime to be entered in School/Department Payroll Entry.
  3. 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.
  4. 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.
  5. 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.
  6. Check Ordering for New Checks: Select Employee Name or Check Location (fallback to primary facility) from the pull-down to determine how new checks are sorted. Note: The ordering is by check number. In a numeric sequence of check numbers, facilities will be grouped together.

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. 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.
  4. AIMS Plan Code: Enter the Title, Description, and the Active check box to define and manage plan codes for the Automated Interface Management System (AIMS). This feature facilitates the integration and reporting of payroll data with external systems or third-party software. Once set up, an "AIMS Plan Code" can be selected and applied to Job Codes from the Maintenance By Fiscal Year screen.
Settings

2. Click Save to apply changes.

Settings
Paystub Options

The Paystub Options sections allows users to customize how paystubs are displayed for employees via Employee Self Service > View Pay History or Human Resources > View ESS > View Paystubs and Pay History tab.

1. Make the appropriate selections in order to customize pay stubs as they appear throughout Focus.

Settings

Paystub Options include:

  1. Display W4 Information On Pay Stub: Select the check box to display employees' W4 information on their pay stubs.
  2. 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.
  3. Show Deduction "Type": Select Yes from the pull-down to display the deduction Type column on pay stubs.
  4. Show Job Code: Select Yes from the pull-down to displays the job code Earnings column on pay stubs.
  5. 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. Select 1 Day Prior to Check Date to make employees' checks viewable 1 day before the check is posted.
  6. Show Annualized Amount: Select the annualized amount to display on pay stubs, such as Current and Prior Fiscal Year amount or Current Fiscal Year Only amount.
  7. Show Active Contract Amount: Select Show Active Contract Amount from the pull-down to display the employees' active contract amount on pay stubs.
  8. Show Non-Cash Items: Select Show Non-Cash Items from the pull-down to display non-cash items on pay stubs.
  9. Show Hourly Rate: Select whether the employee's hourly or salary rates are displayed on pay stubs; options include Hourly & Salary Earnings, Hourly Earnings Only, Salary Earnings Only, or Hide Hourly Rate.
  10. Show Hours: Select whether the employee's hours or salary earnings are displayed on pay stubs; options include Hourly & Salary Earnings, Hourly Earnings Only, Salary Earnings Only, or Hide Hours.
  11. Show YTD Amounts: Select whether the employee's Year To Date (YTD) amounts display on pay stubs; options include Show Both CYTD (calendar year to date) and FYTD (fiscal year to date) Amounts, CYTD Only, FYTD Only, or No CYTD/FYTD Amounts.
  12. Show Historical Data On Stub: Select whether or not current and past pay periods should display on pay stubs. Select Show Current and Past Pay Periods to include historical data or select Show Current Pay Period Only to hide historical data.
  13. Show Imported Checks: Select whether imported checks should be displayed for employees. Select Show All Checks to include imported checks or select Exclude Imported Checks to hide imported checks from displaying for employees.
  14. Show Slot Step: Select if the slot steps should be displayed on pay stubs as step (Show Auto-Generated Slot Step Code, Fall Back To Legacy Code) or legacy code (Show Legacy Slot Step Code, Fall Back to Auto-Generated Code) from the pull-down.
  15. Misc Pay Batch Description On Pay Stub: Select Yes from the pull-down to display the misc. pay batch description on pay stubs recorded via Payroll > Run Payroll > Misc Pay > Batches title field.
  16. Show Timecard Data (Date/Location): Select the applicable pay types to display the date and location worked on pay stubs for said pay types.
  17. Show Date Ranges In Earnings: Select Yes from the pull-down to include the code in the supplement description on the pay stub. Each supplement is displayed with its unique code, allowing for easy identification and tracking. Select No from the pull-down to remove the code from the supplement description on the pay stub. Instead of displaying the code, only the supplement description itself is shown. This can make the pay stubs clearer and easier for employees to understand, especially if there are multiple supplements with similar descriptions.
  18. Show Distinct Supplements: Select Yes from the pull-down so that each supplement on the pay stub will include a unique hash in its description. This prevents grouping and provides a distinct identifier for each supplement. When No is selected from the pull-down, the unique hash is removed from the supplement descriptions. This suppresses the distinct codes, resulting in a cleaner, more streamlined pay stub.
  19. Show Job Transfers: Select Yes from the pull-down to display job transfer data on the View Paystubs and Pay History tab of View ESS.

2. Click Save to apply changes.

Settings
Bank Accounts, Encumbrance, and Misc Settings

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

Settings

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.
Settings

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.
Settings

Misc 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: This setting determines how the per-check amount (period pay) is calculated for employees under different contract scenarios.
    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 months (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: Future Contract End Method: This setting allows you to override the default method for calculating the end of a contract. This setting is designed to address situations where contracts should not be annualized but instead should use the contract end date for calculations.
    Option 1: Select Remaining contract pay divided by remaining checks including summer checks from the pull-down to calculate the per-check amount by taking the remaining contract pay and dividing it by the number of remaining checks, including checks during the summer. It ensures that the period pay (per check amount) is consistent with the remaining contract balance over the remaining pay periods.
    Option 2: Select Annualized pay divided by total checks (Set for the pay type) from the pull-down to annualize the pay, dividing the annual salary by the total number of checks for the full year. This is typically used when a standard pay distribution is desired across all employees, regardless of their contract specifics.
    Option 3: Select Contract pay divided by checks in the contract period from the pull-down to calculate the period pay by dividing the total contract pay by the number of checks within the contract period. This is particularly useful for employees like teachers who work a specific number of months but wish to have their pay spread out over a longer period, such as 12 months including the summer.
  4. Contract Calculation: Round Annualized Pay: Select Yes from the pull-down to ensure that the annual pay calculation rounds up to the nearest dollar.
  5. 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.
  6. Supplements are treated as positions: Select Yes from the pull-down to allow the district to manage supplement payment through position control.
  7. Allow more than one deduction/contribution per: Select Yes from the pull-down to allow the system to process more than one deduction per deduction class.
  8. 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.
  9. Display SSN in Employee Dropdown: Select how the employees' social security numbers should be displayed in the Employee pull-down via Human Resources > Employee from the provided pull-down here. Select No if no SSN should be displayed. Select Full SSN, to display entire SSNs in the pull-down. Select Last 4 Digits to display the last 4 digits of SSNs only.
  10. Warning Message '9' - 'Paid over $xxxxx': Enter an amount that will trigger a warning message when employees are paid over the specified amount during a payroll run.
Settings

2. Click Save to apply changes.

Settings
Leave Invoicing

Leave Invoicing is associated with 3rd Party Integration > PESG / ESS, which allows the modification of existing Human Resources > Leave Invoicing process where users can override the Fund/Project to which substitute costs are distributed.

The Fund and Project from each allocation will need to be checked against the override settings.  Each matching allocation has the Invoice Fund/Invoice Project changed to the Override Fund/Override Project.

Resulting Leave Invoicing reports will reflect the Override Fund/Override Project values.

Journal Entries to distribute costs will utilize the Override Fund/Override Project values.

Settings

1. To add a new overide, select the applicable Imported Fund and Imported Project from the corresponding pull-downs.

2. Select the Override Fund and Override Project from the corresponding pull-downs.

3. Once selections have been made, press the Enter or Return key to save the data.

Settings

4. To edit any existing or new override, click the pull-down and change the selection. You can also delete by click the delete button (red minus sign).

Settings

5. Click Save to apply changes.

Settings
School/Dept Payroll Entry and Run Payroll

The School/Dept Payroll Entry and Run Payroll sections allow users to limit the objects accessable by users on the corresponding screens. Creating a record in the table excludes all accounts containing the category and elements for the selected pay type.

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

Settings

2. Using the Exclude Strips Having table for School/Dept Payroll Entry and/or Run Payroll, enter new data in the blank row to submit a new limitation. Select the For (Leave, Misc Pay, Overtime, or Timecard) 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).

3. Press the Enter or Return key to save the line of data, then 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. Exclude 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.

Settings
Outside Contacts

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

Settings

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.

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 > Setup tab.

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. Depreciation threshold amount: Enter a value that is used to calculate asset depreciation at a threshold that is equal to or greater than the amount entered.
  8. 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).
  9. 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).
  10. 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.
  11. Allow asset creation with addons: Select the check box to display the add-on process on the Purchase Requests/Orders screen to add auxiliary/add ons to the original cost of the fixed asset Purchase Order.
  12. 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.
  13. 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.
  14. 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.
  15. 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.
  16. 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.
  17. Bypass transfer request approval during inventory: Select the check box to bypass the transfer request process of moving an item while taking inventory. Selecting the check box ensures that upon taking inventory of an item, the item is automatically moved to the correct facility and is displayed as such on all corresponding reports.
  18. 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.
  19. Require a Destination Department on Transfers: Select the check box to require users to select a destination Department upon generating and receiving a fixed assets transfer via Fixed Assets > Transfer Requests, Receive Transfer, and/or Manage Assets > Mass Transfer.
  20. Require a Destination Building & Room on Transfers: Select the check box to require users to select a destination building and room when creating and receiving asset transfers via Fixed Assets > Transfer Requests, Receive Transfer, and/or Manage Assets > Mass Transfer.
  21. Default "Pending Items" in Fixed Assets Report: Select the check box to ensure pending fixed assets displays on the Fixed Assets Report along with active and inactive assets.
  22. Check Out Assets to Any District Staff: Select the check box to allow users to Check Out assets to active staff without Facility validation via Fixed Assets > Manage Assets > Current Asset > Location Information > Assign a user or Fixed Assets > Check Out.
  23. Default Condition When Taking Inventory: Select a default condition from the pull-down; when a default is selected, such as Good, the condition of fixed assets upon taking inventory defaults to Good via Take Inventory; however, the Condition can always be edited, as needed.
  24. Prevent transfer of student-assigned assets: Select the check box to prevent assets from being moved/transfered before being checked in and assignment removed from the student. Assets can be checked in via Fixed Assets > Check Out > Check In tab.
  25. Prevent transfer of staff-assigned assets: Select the check box to prevent assets from being moved/transfered before being checked in and assignment removed from the staff/user. Assets can be checked in via Fixed Assets > Check Out > Check In tab.
  26. Checkout Email Template: Select the applicable letter template from the pull-down to generate a letter when fixed assets are checked out from the Check Out screen. Note: The letter template must first be created via SIS > Students > Communication > Templates tab. See Generating Check In and Check Out Letters for details.
  27. Checkin Email Template: Select the applicable letter template from the pull-down to generate a letter when fixed assets are checked in from the Check Out > Check In tab. Note: The letter template must first be created via SIS > Students > Communication > Templates tab. See Generating Check In and Check Out Letters for details.

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 > Setup tab.

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 Category Required check box to validate whether the user has these elements for that Source included before being allowed to submit the manual journal. If the field is missing, an error message displays and the user cannot submit the manual journal. For example, if Revenue has been selected as the Category, and Category Required is enabled, you cannot submit a manual journal without a selection being made for Revenue.

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

9. 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.

10. 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.

11.  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.

Settings

12. 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.

13. 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 > Setup tab.

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. Allow Individual IA Product List Merchant Accounts: Select the check box to allow users to add Merchant Accounts to Convenience Fees via Setup > Settings > Accounts Receivable > Convenience Fees section. Note: Merchant Accounts must first be set up via Setup > Settings > Accounts Receivable > Merchant Accounts. Once enabled and all setup complete, a Merchant Account column displays on the Internal Account Product List where Merchant Accounts can be assigned.
  6. Allow IA Pcard Integration: Select the check box to allow users to link an imported PCard purchase order draft to an existing approved Purchase Order. The Link PO to Imported P-Card Requests and Link Internal Accounts PO to Imported IA P-Card settings must also be enabled via Setup > Settings > Accounts Payable tab in order to link P-Card purchase orders. Users must also have permission to Allow PO-PCard Requests Identifier set via Setup > Profiles > Purchasing/Accounts Payable tab in order to link P-Card purchase orders. Upon approving a requisition that needs to be linked to a P-Card PO, users will select Yes from the P-Card Eligible pull-down. Once approved, users can select the P-Card PO to link to the approved PO from the Linked PO pull-down.
  7. 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).
  8. 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.
  9. 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 > Setup tab.

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.

Settings

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

Settings

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.

Settings

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. Select the Agreements check box to make the signature available to use as a Counter Signature via Human Resources > Employment Agreement Maintenance.

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.

Settings

14. Click Signature to upload signature Files.

Settings

a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files.

b. 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.

c. If a file has already been uploaded, click the file link to view the uploaded file in a new tab.

d. Click the delete button (red minus sign) to remove the existing file.

15. 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.

Settings

16. 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.

Settings
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 > Setup tab.

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.

Settings

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 upcoming academic period beginning January through 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 > Setup tab.

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. In the Setup menu, click Settings.

Settings

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

Settings

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

Settings

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

Settings

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. Make a selection from the Store Employee Agreements pull-down to choose a specific folder in which to store different types of onboarding agreements as it pertains to Applicant Tracking. Make a selection to assign specific agreements to designated folders, such as Onboarding, Drug and Alcohol Testing Policy, Blood Borne Pathogens, Social Media Policy Video, and Insurance and Benefits, etc.

Settings

To access the Store Employee Agreements pull-down, you must have permission to Store Employee Agreements enabled via Setup > Profiles > Setup tab.

Once a selection is made from the Store Employee Agreements pull-down, agreements for employees can be viewed and managed. For example, an administrator can view an employee's multiple agreements in the Agreement Summary tab of the Employee screen and verify that they are stored in the correct folders.

To ensure that the signed forms appear in the correct folders within the employee’s profile, review the Agreement Summary section, as mentioned above, and the specific folders under the Files tab on the Employee screen.

For more information about employee agreements, see Employment Agreement Maintenance. For more information about the applicant tracking process, see Applicant Tracking.

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

Settings

11. 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 > Setup tab.

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.

Settings

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 > Setup tab.

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.

Employee Self Service

The Employee Self Service tab is used to customize Employee Self Service > Employee Requests and set the Open Enrollment period for benefits.

Employee Self Service cannot be edited unless the Employee Self Service permission is first set up via Setup > Profiles > Setup tab.

Profiles

1. In the Setup menu, click Settings.

Settings

2. From the Settings screen, click the Employee Self Service tab.

Settings

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

  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. 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.
  4. 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.
  5. Use "Timekeeper" - Employee Requests: Select the modules in Employee Requests that can be managed by the timekeeper; i.e. Allow edits to the timecard by the Timekeeper and/or Managed By that are not requested by the employee. Timekeepers are responsible for all timecards as well as their approval 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 “Timekeeper” check box via Human Resources > Position Control > Positions tab. You must also select the positions who are responsible for managing applicable timecards for said position from the “Timekeeper Assigned” 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. 
  9. Add warning when reason code is FMLA: Select Yes from the pull-down to generate a warning message in a pop-up window when employee's select FMLA as the reason for requesting leave; A pop-up generates with the following message when employee's choose FMLA: "Please make sure an FMLA application has been approved before submitting a FMLA leave request."
  10. Dis-Allow Date Spanning Leave Requests: Select Yes from the pull-down to remove employee's ability to request leave spanning multiple days; I.e. Selecting Yes removes the From Date and To Date text boxes from the leave request and requires employee's to request one Date at a time.
  11. Break down leave requests into multiple entries in School/Dep: Select Yes from pull-down to allow users to break down the days and create multiple requests, which would allow Payroll to pay for or deduct pay during different pay periods. Note: In order for this setting to take effect, the "Dis-Allow Date Spanning Leave Requests" setting must be set to No.
  12. Leave History: Custom balance message: Enter a custom message that displays on the Balance tab of the Leave History screen in Employee Self Service. Enter plain text or HTML in the provided text box.
  13. Class Coverage Misc Code: Select the applicable Misc Code from the pull-down to determine the code that's used in Payroll when additional compensation is requested for Class Coverage via Employee Self Service > Employee Requests.
  14. Loss of Planing Misc Code: Select the applicable Misc Code from the pull-down to determine the code that's used in Payroll when additional compensation is requested for Loss of Planning via Employee Self Service > Employee Requests.
  15. Show Printed Check As A Direct Deposit Option: Select Yes from the pull-down to allow employees to select Printed Check from the Account Type pull-down upon requesting a Direct Deposit change via Employee Self Service > Employee Requests.
Settings

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.

Use the Open Enrollment section to set the applicable enrollment period in which users/employees can apply for benefits via Employee Self Service > Benefits.

  1. Start Date: Enter or select the open enrollment Start Date.
  2. End Date: Enter or select the open enrollment End Date.
  3. Effective Date: Enter or select the date in which benefits selected and approved will be applied.
  4. Dual Spouse Custom Field (must be a log field): This is a custom field specific to OCSD. Here you can set insurance rates that are specific to a couple; both employees of the district are eligible for the insurance benefit. If the field is enabled, they get a reduced rate on the employee deduction. The reduced rate displays and is determined in Human Resources > Benefits. Once the rate is calculated, you can view the changes via Human Resources > Employee > Deductions.
Settings

When Additional Compensation is required as a result of Class Coverage or Loss of Planning requested via Employee Self Service > Employee Requests and/or View/Edit Timecards, the data entered here will allow the system to calculate the correct Misc Pay that's generated.

Settings
  1. Enter the Title of additional compensation in the text box, such as Class Coverage.
  2. Select the Certified check box if this additional compensation applies to certified employees.
  3. Select the Ed Support Prof check box if this additional compensation applies to education support profession employees.
  4. Enter the number of Minutes Over in the text box, such as 30 minutes of classroom coverage.
  5. Enter the Amount to be compensated in the text box, such as $10.00 for 30 minutes.

Press the Enter or Return key to save the line of data, and add another, if applicable.

Settings

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

Balance Sheet

The Balance Sheet tab is used to set up the categories present in the Balance Sheet where the selected accounts are summarized.

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

Profiles

1. From the Setup menu, click Settings.

2. From the Settings screen, click the Balance Sheet tab.

Settings

3. In the top row, enter the Title of the category in the provided text box.

Settings

4. Select the Asset Categories, Liability Categories, and/or Fund Balance Categories from the corresponding pull-downs.

Settings

5. Press the Enter key to save the category information.

Settings

6. Add as many categories as need by entering information in the top row and repeating the steps described above.

Settings

7. To edit the title or selected categories, click the Title to edit the text or click the pull-down to change the selections made.

Settings

Changes save automatically.

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

Settings

a. In the confirmation pop-up window, click OK.

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Income Statement

The Income Statement tab is used to set up the income statement expenditure category, revenue and expenditure categories as well as other relavent categories in order to generate the Income Statement report.

Income Statement cannot be edited unless Income Statement permission is first set up via Setup > Profiles > Setup tab.

1. In the Setup menu, click Settings.

2. From the Settings screen, click the Income Statement tab.

Settings

3. In the Settings section, select the Income Statement Expenditure Category from the provided pull-down, such a Fund, which will determine how the Income Statement report is generated.

Settings

4. In the top row of the Categories section, enter the Title of the category in the provided text box, such as Local, State, Federal, etc.

5. Select the Revenue Categories, Expenditure Categories, Other Sources Categories, and/or Fund Balance Categories from the corresponding pull-downs.

Settings

6. Press the Enter key to save the category information.

Settings

7. Add as many categories as need by entering information in the top row and repeating the steps described above.

Settings

8. To edit the title or selected categories, click the Title to edit the text or click the pull-down to change the selections made.

Settings

Changes save automatically.

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

Settings

a. In the confirmation pop-up window, click OK.

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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.

Settings

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.

Settings

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.

Settings

For more information, see Filters.

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

Settings

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.