DESCRIPTION

Munsoft version 7.0.14 contains the first batch of year end focused changes aimed at providing an optimal year end experience to our clients. The introduction of the new month end authorisation process, as indicated in the attached User Manual, is aimed at ensuring all processes required for a successful month end were completed and authorised in time. Please take note of this new process as you will be prevented from completing your month end procedures until all necessary authorisations have been obtained.

Furthermore, we’ve enhanced the Creditors to allow for greater granularity and accuracy in the Creditors ageing analysis.

As per usual there are a host of error fixes and enhancements included within this release and users can reference their logged issues against the SYSAID number indicated with each item.

PLEASE NOTE: The first THREE items listed below are MAJOR PROGRAM CHANGES . It needs to be read and understood and the necessary setups need to be done in order to avoid YEAR END DELAYS .

Apart from these notes, also refer to the Month End Authorisation manual for NEW MONTH END PROCESSES AND FEATURES.

RELEASE ITEMS

SUPERVISOR – CASH BOOK PARAMETERS

• There will now be a version option on the Bank Types and all GUIDs on the Bank Types will form part of the Bank Control, including the Opening balance GUID of the Bank Accounts.
• Calculating your Bank Control: Sum the Opening Balance GUID and all GUIDs on each of the Bank Types.
• In your Quick Code Maintenance, the Opening Balance will now be used. We have populated this already on existing Bank Accounts, but this needs to be considered when adding new Bank Accounts.

SUPERVISOR – CREDITORS PARAMETERS

• Current Creditors Control item will be split into various Control items. This will allow for Ageing on certain groups of creditors to ensure a proper Creditors Age Analysis.
• In 6.2 the transaction type on Creditors posting will also dictate the Control – Deposits / Withdrawals.
• Control accounts will be assigned per Creditor Type/Grouping. There is also a version on the Creditors Type Parameter screen to allow for possible future Type changes.
• Creditor Type must be a code between 01 and 09.

  01 Bulk Electricity
  02 Bulk Water
  03 PAYE deductions
  04 VAT Pensions/Retirement
  05 Deductions
  06 Loan repayments
  07 Trade Creditors
  08 Auditor General
  09 Other

• Programmatically, all invalid types on all municipalities will be changed to 07 (Trade Creditors) to avoid any invalid postings.
• THE TYPES NEED TO BE CHECKED/CORRECTED BY EACH MUNICIPALITY BEFORE YEAR END!!
• Up until year end, transactions will still be posted to the current GUID. The split will only take affect after year end procedures.
• To balance CRS Control, you need sum the Bank Type GUID balances and their perspective opening balances (if any). These totals can be found on the Check Controls screen under General Ledger.

GENERAL LEDGER – SCOA MENU

Menu changes have been made to General Ledger > SCOA Menu > Utilities.

There are three (3) new options on the menu: #6, #7 and #8

#6 QUICK CODE MIGRATION

The following 6.1 quick codes will be migrated to 6.2:

• CASHIE
• CONSUM
• SUNDRY
• SUNREG

The system will only migrate 6.1 quick codes that have not been flagged as blocked to 6.2. The system will then BLOCK any 6.2 quick codes that are not valid on the 6.2 chart.

If no quick codes prepping was done, when doing the yearend authorisation, the system will automatically migrate any newly created 6.1 quick codes. If there are any invalid quick codes, YOU WILL NOT BE ABLE TO CONTINUE WITH YEAR END PROCEDURES .

Ideally the users should finish the quick code 6.2 verification ahead of time and not as and when they want to do year end. When running the migration, the system will only ADD newly created 6.1 quick codes to 6.2 - it will not overwrite what has already been corrected for 6.2 so this step may be repeated multiple times until yearend. The quick code migration will also migrate the 3rd party SCOA setup (Prepaid and Traffic Fines Setup)

#7 QUICK CODE VERIFICATION EXTRACT

This will extract all 6.2 quick codes.

You will have the option to only filter on invalid 6.2 quick codes. These are the codes that need to be corrected using the #1 Quick Code Maintenance screen.

NB - choose version 6.2 and change mode to “CHANGE MODE”. Use the search window to select a valid 6.2 segment string combination and UNBLOCK the code.

If they do not correct and UNBLOCK the cashier quick codes, then the cashier will not be allowed to receipt against the code, until the code has been corrected and unblocked. Any BLOCKED CONSUM, SUNDRY or SUNREG quick code that are linked to a tariff code will have to be unblocked and corrected before yearend.

The system will not allow you to perform yearend until all quick codes (in use) have been corrected. The extract will include the total original or tabled budget (depending whether the budget has been locked) linked to the 6 segments of the budget year provided.

#8 QUICK CODE IMPORT

PAYROL – Payroll quick codes will not migrate. There will be a Quick Code import program that users can use to import the PAYROL quick codes using the segments used for their payroll budgeting. The import is not only limited to 6.2 and PAYROL. The import may be used for any version and any type of quick code but please take care. The system will not allow you to import CONTROL codes. The import will be aborted completely if the combination of segments does not exist on the GL or if the combination is invalid (phase 2 NT checks) or if the item is a CONTROL item.

You will receive an error report indicating on which row the bad segments are. You will have to correct the data and re-import. The system will overwrite any codes that already exist and add any new codes. The headings may remain in the file. Descriptions should not contain any commas and the file needs to be saved as comma delimited (.csv).

The following system quick codes will roll over and will be set up by Munsoft:

• DEFALT
• CONTRO
• BNKCDE
• CSMCNT
• SNDCNT
• SRGCNT

FIXED ASSETS - REPORTS

• Full Register to Excel - filters by selected Type and/or Category.

  SYSAID: 49 747

• Long Item Description has been added to all Asset Transaction reports.

  SYSAID: 51 302

• A field for Posted Y/N has been added to the By Transaction Type report.

  SYSAID: 54 005

• New controls have been added for new SCOA Transactions to show on the Parameters Excel report. The new controls are Correction of Error, Change in Account Policy, Transfer Made, Transfer Received and Change not Specified.

  SYSAID: 49 767

FIXED ASSETS - TRANSACTIONS

• Function Search option on Assets from GRV has been added to select on.

  SYSAID: 50 381

PROCUREMENT – REQUISITION ADD

• An enhancement was made where the Segment selected per line item, is not cleared when moving in between the lines.

  SYSAID: 54 649

CONSUMER DEBTORS - REPORTS

• An enhancement was made to the Summary Valuation Report where it now contains 2 columns to indicate the total number of erfs and total number of valued erfs separately. The system generates a rates transaction (included in the rates recon reports) even for valuations with a zero-market value. This can be cross referenced to the Detailed and Summary Rates Recon Extracts.

  SYSAID: 47 108

• Enhancement to the Meter Route Book Print was applied where a sequence number was added to each page of the document.

  SYSAID: 36 547

CONSUMER DEBTORS – IMPORT MENU

• The Indigent Import file layout now caters for 2 date formats – YYYYMMDD and DDMMYYYY. Either format can be used on all the date columns.

  SYSAID: 53 802

• Amendments to the Valuation Import and the Valuation Update file layouts have been made. Refer to Appendix 1 and Appendix 2 .

  SYSAID: 50 191

• Consumer Update Import format has been simplified. Refer to Appendix 3 .

  SYSAID: 54 946

CONSUMER DEBTORS - HOUSING ENQUIRIES

• Excel option enabled on the Housing tab on Consumer Enquiries.

  SYSAID: 50 164

CONSUMER DEBTORS – CONSUMER STATEMENT

• Client specific enhancement was applied to enable the Interest to be shown.

  SYSAID: 53 424, 53 731

• Client specific enhancement was applied where a VAT column was added.

  SYSAID: 54 284

• Client specific enhancement was applied which allows the meter address to be displayed.

  SYSAID: 53 754

CONSUMER DEBTORS – EXTRACT MENU

• Enhancement made to show Quick Code descriptions on the Tariff Code Extract for ease of reference.

  SYSAID: 53 471

GENERAL LEDGER - BUDGETING

• Validation Errors on Adjustment Budget upload now excludes invalid strings if the budget totals to zero. ‘Create Adj Budg Ctrl’ has to be re-run and then Adjustment Budget has to be resubmitted to NT.

  SYSAID: 51 925

• Enhancements to the Project Budget Reports has been made where the Tabled and Original Budget IDP is now catered for.

• An enhancement has been applied to the Budget Forecast menu allowing the Locking of Tabled Budgets.

• One person to Lock, another to authorise the lock. After locking of Tabled Budget, any further budgeting will be towards Original Budget. When you then try and select Tabled on Copy to Main, you will be stopped.

GENERAL LEDGER - REPORTS

• IDP Details are now visible on the Project Budget Reports – Budget Extract.

  SYSAID: 54 222

• NT Adjustment Budget has been amended to exclude invalid segments if the budget for these segments total to zero. Balance Sheet Budgeting has also been amended to flag these segments as invalid if the budget for these items total to zero.

GENERAL LEDGER – SCOA MENU – COMPARITIVE SETUP

• Verification will allow you to align to a valid 6.2 segment.
• Linked to year end process, where it will move the opening balance to the new segment.

SUPERVISOR – IDP/SDBIP PARAMETERS

• The KPI Import and Export as well as the Budget Extract have been reworked to all reflect the same data (Budget Extract also displays IDP details)

  SYSAID: 38 215

• The KPI Import has been revamped and prevents any blank imports.

  SYSAID: 51 242

• The KPI Import also allows for Original or Tabled Budget Type options.

SUPERVISOR – CONSUMER DEBTORS PARAMETERS

• Consumers Indigent and Pensioners rebate % can be set up to auto scale on either age or income. On the consumer debtor’s parameters menu, you will find 2 new menu options where the user can set up the type of limit and the limit.
• When capturing the Indigent or Pensioner Agreement the system will auto select the rebate % option based on the limit type. The user will still be able to override the suggested limit. For this feature to work the user will have to set up the necessary parameters.

SUPERVISOR – REGULAR PROCEDURES – CONSUMER BILLING

• The Consumer Debtor GL posting programs will no longer create an extra GL entry for Bank Closing and Control closing items because the Closing Item is not applicable on the mSCOA 6.2 chart anymore nor mandatory for NT uploads (This affects the consumer debtors posting, sundry debtors posting, sundry register posting, prepaid vending posting and traffic fines posting programs).

• The posting program still must run through all unposted items (in some cases more than 2 million records) to calculate and summarize the GL amount to be posted which could take a long time. We have changed the part of the program that flags the GL items as posted, which speeds up the posting process.

  SYSAID: 54 314

STORES – ENQUIRIES & REPORTS

• Enhancement to the Stock Take Report was applied where the Bin Location was added to Excel and Print option.

  SYSAID: 54 728

AUDIT

An anomaly relating to the system audit logs has been addressed, along with additional system monitoring to prevent reoccurrence. The relevant details will be contained within the municipalities’ audit packs.

RELEASE DEPLOYMENT SCHEDULE

Munsoft version 7.0.14 will be released from 21 May 2018. The Munsoft release version is visible on the Munsoft Login screen.

APPENDIX 1 – VALUATION IMPORT (.CSV)

APPENDIX 2 – VALUATION UPDATE (FIXED LENGTH)

APPENDIX 3 – CONSUMER UPDATE (.CSV)