Munsoft version 7.0.10 introduces the capability for users to start budgeting against the newly released mSCOA 6.2 chart. A further enhancement introduced sees the optimisation of the menu structure to enable better alignment to the functions within the organisation. Please see the attached guide for the details.
The Munsoft 7.0.10 release enables the importing of the newly released mSCOA 6.2 chart. Munsoft support will undertake the importing of the new 6.2 mSCOA chart after the upgrade of client’s Munsoft server to version 7.0.10.
Users will be able to see the mSCOA version on main menu screen.
The following issues are addressed within the Munsoft 7.0.10 release.
AUTO ENABLING MENU OPTIONS ON TEST AND TRAINING ENVIRONMENTS
Upon logging onto the TEST or TRAINING environment the system will automatically enable all menu options for the operator logging in.
RATES INTERIM USED FOR CHANGES TO MARKET VALUE, TARIFF AND PROPERTY CATEGORY
Consumer Debtor Interim Transaction. Option to add or change valuation market tariff and value
INCLUDE THE LOGIN MESSAGE MENU ITEM SO THAT THE USER CAN EXECUTE THE REPORT
An option on the "Operator Logins Audit" report has been added.
CONSISTENT SEGMENT SELECTION CRITERIA FOR INTERNAL & EXTERNAL REQUISITIONS
An enhancement was applied to the segment search screen to ensure that the user can only select the relevant segments based on the type of transaction they are entering.
ONTECT (PREPAID VENDING) ARREARS CALCULATION TO TAKE ANNUAL TARIFFS DUE PERIOD INTO CONSIDERATION
With the arrears amount calculation for Prepaid vending Ontec the system used to calculate the arrears amount on 30 days plus. The arrears amount calculation has been changed to calculate the arrears amount based on the arrears period for monthly and annual tariffs separately based on the period setting on Rules and Defaults.
SEPARATE INTEREST ARREARS PERIOD FOR ANNUAL TARIFF CODES
There is a new field on Rules and Defaults regarding the interest setup and how the arrears are calculated. Prior to the upgrade you could only specify one period value. Now you have a separate value for your Annual tariff codes.
Users can specify a different arrears period for annual and monthly tariffs. For example, if you want your annual tariff codes to only start levying on 90 days+ arrears balances then you can specify the Annual Period as 3. As default we have populated the new field the same as the monthly period. The same field has been supplied to the Penalties Setup for the Penalties Levy Run.
PREPAID VENDING EXTRACT
A Prepaid vending extract has been programmed. Situated under the Cashier Prepaid Vending menu. The program will extract to .csv (excel) file all prepaid vending records imported for the given levy period You need to be interfacing with your prepaid vending system for data to be returned.
ENHANCEMENT TO DEBTORS MODULES CONTROL REPORT TO BALANCE TO OPENING PLUS MOVEMENT ITEMS
Consumer, Sundry and Sundry Register Controls, Month End Dashboard and Control Check reports and screen have all been changed to calculate the GL Closing Balances based on the balances on the Opening plus Control Items and not the Closing Item anymore. The reason for this is that the closing item is going to fall away with mSCOA 6.2
ENHANCEMENT TO THE SEGMENT SELECTION SCREEN IN CASH BOOK & REQUISITION MODULES.
The segment search option has been enhanced where the user had to double click to select the segment. Error message once selected fixed as well.
COLUMNS ADDED TO THE SCOA SEGMENT SEARCH SCREEN.
The Segment search screen will now include the YTD spent figure, budget and pending amount as columns. DEPOSIT IMBALANCES WHEN THERE ARE UNPOSTED ENTRIES
Deposit Control would show an imbalance for current period if there are unposted deposit entries. This issue has been fixed. If the deposit is out of balance due to historical or alignment issues, then this fix will not fix your imbalances.
QUARTERLY UPLOADS - BONDS AND LOANS REGISTER
Capture screen for Bonds and loans complete with all prescribed parameters. Users can now produce the text report for quarterly upload to NT.
QUARTERLY UPLOADS - INVESTMENT REGISTER
Capture screen for Investments complete with all prescribed parameters. Users can now produce the text report for quarterly upload to NT.
LISTING OF FIXED ASSET PARAMETERS, AVAILABLE UNDER ASSET REPORTS
Listing of Fixed asset parameters under the asset register menu. Only parameters relevant to the municipality will be listed.
ENHANCEMENT TO THE INDIGENT TRANSACTION VALIDATION
The Indigent Transaction screen will warn you if there exists an active indigent on the same erf of the account currently being captured. The system will allow you to carry on with the capturing of the indigent as some municipalities duplicate accounts to split owner and occupier charges.
ADDITIONAL INDIGENT EXPIRY RULES
There are 2 new Indigent Expiry Rules on Rules and Defaults. With the upgrade the rules have been set to how the system currently handles indigent expiration. Before the upgrade the indigent transaction would default the expiry date to the last day of the financial year. Now you can set the system to default the expire date to one year after the captured start date.
Indigents should expiry every year and indigents should reapply. Before the upgrade the system would activate and inactivate taking the PERIOD of the start and expiry date and comparing that to the current billing period. This meant that if the expiry date was 2017/11/15 the system would keep the indigent active for the 2017/11 billing and only inactivate after month end.
This was done because Municipalities were running their billing late or after the calendar month has rolled over and the indigent was unfairly penalized. Now you have a setting to change the rule to activate and inactivate the indigent based on YOUR SYSTEM DATE and the indigent START and EXPIRY DATE. So, if you run your billing late or you change your system date then this will affect when your indigents become active and inactive. Your indigent statuses are updated at night with the BATCH run and again with the indigent swap program
AVAILABLE BUDGET VALIDATION ON PROJECT PAYMENTS - EXCLUDING VAT.
Project payment Line item Budget check now compares to before Vat amount.
METER DISCONNECTIONS / RECONNECTION STATEMENT NARRATION CHANGE
Reconnection statement narration changed to CONNECTION USAGE WATER/ELECTRICITY Disconnection statement narration changes to FINAL USAGE WATER/ELECTRICIY' The portion of the statement that lists the meters will now list all the disconnection entries which will show the user the closing reading at the time of the disconnection
INDIGENT LISTING TO INCLUDE THE DOCUMENT NUMBER
The print and excel Indigent listing will include the document number. Indigents that were converted will not have a document number.
OPTION FOR YTD OR MOVEMENT ON SCOA ACTUALS REPORT
YTD or Movement option on mSCOA Actuals Report.
CONSUMER WARD FIELDS MADE MANDATORY
For mSCOA all accounts should be linked to an erf categorized with the proper ward code. The ward field is now mandatory when adding a new erf on the Erf Master Maintenance screen of capturing a new Indigent.
GL JOURNAL NOTES REFLECTING ON ENQUIRIES AND REPORTS
Notes captured in the Journal screen, Repeating and Opening Balance split journal are now being displayed on Enquiries and reports.
ADD METER BOOK STATS TO THE MONTH END DASHBOARD
On the Billing Tab on the Month End Dashboard the system will now record and display the total number of meter books, how many books have had readings imported and how many books have been flagged ready to levy. Total number of meters and total meter read stats already available
SUNDRY DEBTORS AND SUNDRY REGISTER TARIFF REPORT INPUT CHANGE.
Sundry Debtors and Sundry Register Tariff Report input screen will allow you to select only Active Tariff Code. The Report has also been amended to print the tariff status
DEBTORS BILLING RUN AND MONTH END CHANGES
SERVICE LEVY RUN - When levying basic charges, the program has been changed to only select accounts that are linked to tariffs where a basic charge is populated instead of running through the whole fixed charges data set thus shortening the data set that is processed for the basic services levy.
METER LEVY RUN- When levying basic charges, the program has been changed to only select meters that are linked to tariffs where a basic charge is populated instead of running through the whole meter data set thus shortening the data set that is processed for the basic services levy.
INTEREST LEVY RUN - The system will no longer pop up the 2nd message 'Building data file. Please wait' and then pop up a black telnet screen. The 2nd pop message has been suppressed and the black telnet screen pop has also been suppressed. Once the calculations are done you will still see the countdown indicating when the interest transactions have started processing.
The Credit Allocation program has been enhanced to only select accounts with transactions that have outstanding credits and outstanding debits further limiting the data set that needs to be processed before calculating the interest.
The Interest Levy Screen displayed a listing of Towns and Customer types that were used to tick which towns of account types to EXCLUDE for interest. The word exclude has been changed to DO NOT LEVY as this has caused some confusion.
GENERAL LEDGER - SCOA ACTUALS REPORT - ALIGNMENT OF COLUMNS ON EXCEL
Enhancement done to the excel extract to prevent any future misalignment on columns.
CASHBOOK ALLOCATIONS TABLE SEQUENCE NUMBER INCREASED TO LENGTH OF 4
There was an issue with a payment reversal generating more than the maximum number of sequence entries allowed in the cashbook allocations table. The issue has been addressed by increasing the length of the column and therefore the problem should not reoccur.
CONSUMER DEBTOR MODULE PERFORMANCE ENHANCEMENT
The Settlement indicator on each consumer transaction will now be kept correct and up to date. The time to complete the ageing report, control report and cut off calculation should improve. The time to calculate the balances to levy interest should improve.
The payment settlement with cashier posting should improve and credit note settlement with credit note authorization should also improve. The time to calculate arrears for prepaid vending and debt collecting should also improve.
SUPERVISOR SECURITIES AND UTILITIES MENU CHANGES
We have split the Supervisor Menu into two parts, ICT System Admin and Financial System Admin. Now that the ICT Audit forms part of the final audit opinion, we are of the view that this split will aid ICT in taking over their system responsibility, with our distinctive naming it should also assist ICT’s case in menu allocation as they will not allocate any ICT System Admin functions to a finance person.
Below sub-menus have been moved the new into ICT System Admin and the rest remaining under Financial System Admin.
- Supervisor > Regular Procedures > Daily > Quick Disk Backup
- Supervisor > Parameters > Global Parameters > Authorisation Levels
- Supervisor > Parameters > Global Parameters > Authorisation Print
- Supervisor > Securities > Copy OPR Structure
- Supervisor > Securities > Security Audits > Operator Movements
- Supervisor > Securities > Security Audits > Operator Master Audit
- Supervisor > Securities > Security Audits > Operator Menu Access
- Supervisor > Securities > Security Audits > Operator Logins Report
- Supervisor > Securities > Create New Operator
- Supervisor > Securities > Operator Maintenance
- Supervisor > Securities > Menus Setup
- Supervisor > Securities > Standardized Menus
- Supervisor > Securities > Build Menu Template
- Supervisor > Securities > Apply Menu Template
- Supervisor > Securities > Security Settings
- Supervisor > Utilities > Transfer Files
- Supervisor > Utilities > Copy Live to Test
- Supervisor > Utilities > Open/Close System
- Supervisor > Utilities > Print Backup Log
- Supervisor > Utilities > System Health Check
- Supervisor > Utilities > System Admin
- Supervisor > Utilities > Check System Usage
We have also created a new Main Menu Called Registers. The Register option that was under the General Ledger menu will now be found under the Registers Menu
CONSUMER DEBIT/CREDIT NOTE AND WRITE OFF TRANSACTIONS TARIFF CHECK
The tariff code used on the Consumer Debit/Credit Note and Write Off Transactions screen will block a user from use a tariff code that has been linked to a Deposit Type. This is to force users to use the Deposit Increase and Reimbursement transaction for deposit adjustments
ENHANCED CHART VALIDATION ON IMPORTED SALARY JOURNALS.
Validate the mSCOA chart versions on journals imported from VIP payroll package. This is an extra validation to ensure that we don't end up with actuals posted to invalid mSCOA version.
DATA INTEGRITY ENHANCEMENT ON THE ASSET SCANNER UPLOAD
Several enhancements have been applied to the asset scanner upload into Munsoft to ensure greater data accuracy.
REQUEST FOR GOODS NEEDS TO HOLD BUDGET / PENDING AMOUNT
Supply Chain - Request for goods will be included in the pending amount.
MINI TENDER ENHANCEMENTS
Mini Tender changes requested- these changes were done.
- Exclude the supplier when not complying to the specifications listed.
- Add the value for money selection on the evaluation form
- Do not exclude a supplier if no proof of the BBBEE certificate can be presented but then set the BBBEE-LEVEL to “0” so that no points are awarded.
ADD OPERATOR DETAILS TO ORDER ENQUIRY
User can now see the relevant operator’s details when they view the order.
EXPENDITURE SEGMENT SCREEN
The segment search option has been fixed, one had to double click on it. Error message once selected fixed as well. Done on requisitions and Cash book capture screens.
CORRECTING THE STORE ISSUE VS PDF PRINTOUT
Ensuring the pdf printout are aligned with issue updated.
ENHANCING THE UPDATE PROGRAM FROM CREDITORS CHEQUE PRINT
Enhancement on the update program updating the cash book from cheques printed from creditors module.
DASHBOARD FOR CASHBOOK AND GENERAL LEDGER DON’T SHOW AMOUNTS
Month End Dashboard will list the Banks as separate modules. You may maintain a note per bank. The control balances and difference will be displayed per bank and not as the cashbook as a whole. The TB has been removed as part of the Controls and will now be available on a separate TB tab.
ADD SEGMENT DESCRIPTION TO VOTE HISTORY BY PERIOD REPORT
Enhancements have been made to the Vote History by Period Report to now also include the user specified segment description.
SYSTEM SHOULD NOT ALLOW THE LINKING OF FUNCTIONS OR AUTH LEVELS TO INACTIVE/DELETED OPERATORS.
The system has been changed to not allow a user to add authorization levels of link functions to an operator that is not active
PETTY CASH REPORTING
Reporting have been introduced to provide details of the transactions within the Petty Cash module.
BUDGET TOOL REPORTING
Munsoft now allows the user to have a tabled budget separate from the original and outer year budgets. Users can now do projections on 2018 budgets on valid mSCOA 6.2 segment strings without affecting the existing 2019 and 2020 outer year budgets as currently on the system.
The reporting of this module has been enhanced accordingly to assist the user in preparing the tabled budget, which will the be used to create the A-schedules due at the end of March. On year end this budget will become the Original Budget.
SCM ENHANCEMENT ON AWARDING OF REQUESTS
Awarding of Request is now done more randomly. The award date is updated accordingly on the creditor master.
RELEASE DEPLOYMENT SCHEDULE
Munsoft version 7.0.10 will be released from 25 January 2018. The Munsoft release version is visible on the Munsoft Login screen.