New Release Guide:
An in-depth review of features and
Enhancements from version 2.7 to 3.0
Keep your eye on the ! This denotes an IDEA that has been
implemented based on your participation in the Community Forum.
For more information and to sign up, go to www.ea411.com and click
on the megaphone.
1
MCSJ New Features v3.0
Table of Contents
1 Finance ....................................................................................................................................... 03
Terminology Change ............................................................................................................................................... 03
Removed Year Segment ........................................................................................................................................ 04
Consolidated Subsidiary Ledger Reports ................................................................................................................. 05
Report Enhancements ........................................................................................................................................... 06
Modified Accrual Journal Entries ........................................................................................................................... 07
Purchase Order Enhancements ............................................................................................................................. 08
Auto Assign a Vendor ID ......................................................................................................................................... 12
Printing Separate Checks ........................................................................................................................................ 13
Posting Cash Receipts to a General Ledger Account .............................................................................................. 14
Budget Preparation Redesign ................................................................................................................................ 15
Added Support for 2nd
Purchase Card ................................................................................................................... 18
2 Fixed Assets ................................................................................................................................. 19
New Fields .............................................................................................................................................................. 19
Report Enhancements ............................................................................................................................................ 20
Vehicle Information ................................................................................................................................................. 21
Capital v Non-Capital Assets ................................................................................................................................... 21
3 Payroll/HR .................................................................................................................................................22
Employee Maintenance .......................................................................................................................................... 22
Auto Assign a Employee ID .................................................................................................................................... 23
Employee Templates ………………………………….………………………………...…………………………………………………………………23
5th
Week Deductions ….…….…………………………………………………………….…………………….…………………….……….…………24
New Calculation Type for Payroll Deductions ........................................................................................................ 25
Electronic Personnel Actions ….…….…………………………………………………………….……………………………….……….…………26
Employer Liabilities ................................................................................................................................................ 28
4 Utility Billing ...............................................................................................................................................29
E-Bills ...................................................................................................................................................................... 29
New Fields ............................................................................................................................................................... 31
Recent Activity Tab .................................................................................................................................................. 32
2
MCSJ New Features v3.0
Bill Print from Account Maintenance ...................................................................................................................... 33
Apply Penalty to Separate Charges ......................................................................................................................... 34
PDF Delinquent Notices ........................................................................................................................................... 34
5 Property Tax ...............................................................................................................................................35
Additional User Message Code ............................................................................................................................... 35
Bill Codes can be Discount Exempt ........................................................................................................................ 35
PDF Delinquent Notices .......................................................................................................................................... 36
6 Miscellaneous AR & Business Licensing ….……..................................................................................................37
Support for Multiple Business License Forms ........................................................................................................ 37
Changes to Customer Maintenance ....................................................................................................................... 37
Added Customer Security ...................................................................................................................................... 38
Option for 2nd
Penalty & Interest Calculation ........................................................................................................ 39
Apply Discounts ..................................................................................................................................................... 40
Auto Assign a Customer ID ...................................................................................................................................... 41
7 Work Orders .............................................................................................................................................. 42
PDF Work Order ..................................................................................................................................................... 42
Additional Recurring Options ................................................................................................................................. 43
8 Construction Permits & Code Enforcement ..................................................................................................44
Inspection Sheet Status Option .............................................................................................................................. 44
Violation Inquiry ...................................................................................................................................................... 45
9 Miscellaneous Payments .............................................................................................................................46
Posting to General Ledger & Expenditure Accounts .............................................................................................. 46
10 System .....................................................................................................................................................47
MCSJ Service Console ........................................................................................................................................... 47
MCSJ Letter ............................................................................................................................................................. 48
Changes to Purchase Order Security ....................................................................................................................... 49
11 New Excel Options ....................................................................................................................................50
List of reports that may be exported to excel ...................................................................................................... 50
3
MCSJ New Features v3.0
1- Finance
Terminology Change
The term “Budget” has been globally changed to “Expenditure” in all areas of the system deemed
appropriate.
4
MCSJ New Features v3.0
Removed Year Segment
MCSJ account numbers no longer have the Year as the leading segment. Users may enter or select their
accounts starting with the Fund segment. A combo box is available to look up Current or Prior Year
accounts after it has been selected. Perpetual should be selected to view what was formerly known as
an “Alpha” account.
5
MCSJ New Features v3.0
Consolidated Subsidiary Ledger Reports
The various Status Reports located off of the Revenue & Expenditure menus have been consolidated
to a single Account Status report off of each menu (i.e Abbreviated Account Status, Capital/Trust
Account Status, and Grant Account Status). A Status Type field has been added to the new report
window to differentiate between the each option.
6
MCSJ New Features v3.0
Report Enhancements
Changes have been made to the look and feel of most finance reports.
You will notice highlighting has been added to changes in the account number.
GL Financials can now be run for a range of funds, and will sort simultaneously when printed for all
funds. Also, when the report is generated to excel, separate tabs will be created for each fund within the
workbook to allow for easier viewing.
7
MCSJ New Features v3.0
Modified Accrual Journal Entries
The Modified Accrual approach for revenue requires users to maintain an offsetting liability or reserve
for specific receivables. Therefore a receivable is tracked in the general ledger when invoices and bills
are calculated, but revenue is not recognized until the cash has been received.
There is now a Revenue Modified Accrual check box available in Fund Maintenance to accommodate this
method.
Go To: Finance > Fund Maintenance
When enabled ALL Accrual Type revenue accounts within the specified fund will use this approach. If the
fund recognizes revenue under traditional GAAP accounting procedures, leave the box unchecked.
How to Set Up a Modified Accrual Revenue Account:
Go To: Finance > Revenue > Account Maintenance
Accrued Revenue: Debit- Accounts Receivable (Asset) Credit- Reserve for Accounts Receivable (Liability)
Cash Receipts: Credit- Revenue Account
8
MCSJ New Features v3.0
Purchase Order Enhancements
Charging a General Ledger Account:
An option has been added to directly charge a General Ledger account on Purchase Order and
Requisition Line Items. In order to charge a G/L account, the account must be linked to a valid Checking
Account first.
Go To: Finance > G/L > Account Maintenance
Go To: Finance > A/P > Purchase Order > Purchase Order Maintenance
9
MCSJ New Features v3.0
Split Charges:
Users now have the ability to split a single Purchase Order Line Item between multiple accounts. The
split may be processed as an amount or percent.
Go To: Finance > A/P > Purchase Order > Purchase Order Maintenance
• Click the Line Item button
• Click the Add button
10
MCSJ New Features v3.0
• Enter the Quantity & Unit Price then Select the Split Charges check box. This option will enable
the Split Charges tab.
• Click the New Account button to charge an additional account
• You may use the Edit Amt/Edit Prc button to toggle between the percentage and amount fields.
Note: The F5 key will auto-fill the remaining unallocated amount or percentage.
11
MCSJ New Features v3.0
Apply Discount Button:
Purchase Order Maintenance now offers an option to easily apply a discount across all line items. The
discount may be applied at any time prior to the purchase order being paid. Once applied, each line item
will be recalculated to the
Discount Price. The Original
Price will still be displayed on
the line item as well.
12
MCSJ New Features v3.0
Auto Assign a Vendor ID
MCSJ will offer to automatically assign a Vendor ID based on the name entered in the “Add “dialog box.
The ID will be created by using the first 5 letters of the name followed by 3 numbers based on
availability. The user will not need to lookup available ID’s prior to adding a new vendor.
Note: You may override the assigned ID if you would like.
13
MCSJ New Features v3.0
Printing Separate Checks
Users now have the ability to print multiple checks for a vendor. This enhancement allows the user to
identify if they would like separate checks to be printed from Vendor Maintenance, or directly within
the Check Batch.
Check Batch:
A Separate Check column now appears within the Check Batch Entry screen. Simply change the flag from
N to Y to print a separate check. Vendors that have the Separate Checks option selected in Vendor
Maintenance will default to Y automatically. A separate check will print for each Purchase Order that is
flagged as Y, not each line item.
Vendor Maintenance
There is also a Separate Checks check box on the Page 2 tab. With this checked, the system will default a
Y for each of the vendors PO’s.
Note- This may be
manually changed in the
Check Batch.
14
MCSJ New Features v3.0
Posting Cash Receipts to a General Ledger Account
General Ledger has been added to the Transaction Types in the Cash Receipts Batch. This allows
the user to post a receipt directly to an Asset, Liability, or Fund Balance type GL Account.
Go To: Billing/Collections > Payments > Payment Code Maintenance
15
MCSJ New Features v3.0
Budget Preparation Redesign
The Budget Preparation module has been enhanced to allow users to enter detail for their Requested,
Admin Recommended, and Adopted Budgets. Examples are listing all employees for a salary & wage
line, or listing specific equipment items planning to be purchased during the New Year.
Note: Budget Prep has been moved to a brand new location directly off of the Finance menu.
Go To: Finance > Budget Prep > Budget Preparation
Budget & Revenue Preparation Batches
You may add detail to your line items within the Revenue or Budget Preparation batches by highlighting
the line, and clicking the Detail button on the toolbar.
Simply click Add on the
toolbar and enter as many
detail lines as needed.
Once you click OK, MCSJ
will populate the totals of
all detail lines to the
expense account. All notes
will be saved as well.
16
MCSJ New Features v3.0
Budget Prep Worksheet
Go To: Finance > Budget Prep > Budget Prep Worksheet
Options to include Account Notes & Detail has been added to the Budget/Revenue Preparation
worksheet to report on these items as well.
17
MCSJ New Features v3.0
Budget/Revenue Prep Rollover Routine
When using the Budget/Revenue Prep Rollover routine to carryover the final budget figures, you can
now define the Posting Date, and have the system Create a GL Batch for posting your budget.
Note- There is no need to import the file from Budget Prep into the Adopt/Amend Batch any longer. This
routine will create a GL Batch for the user to Verify & Update.
18
MCSJ New Features v3.0
Added Support for 2nd
Purchase Card
An additional field has been added to Finance Parameter Maintenance to accommodate a second
purchase card vendor. If a second Purchase Card Vendor is defined, the user has the ability choose
“Purchase Card” or “Purchase Card 2” as the PO Type in Purchase Order Maintenance.
Finance Parameter Maintenance
Go To: System Utilities > Finance Parameter Maintenance
Purchase Order Maintenance
19
MCSJ New Features v3.0
2- Fixed Assets
New Fields
NEW Fund Type: The Fund Type field has been added in order to separate Governmental and
Proprietary (Enterprise Fund) assets.
Transfer: This button will allow you to transfer between departments and fixed asset classes. This will be
shown as a transfer in or out on the Fixed Asset Class Listing.
An example of when this function should be used could be when an asset changes from “Construction-In
Progress” to “Building, Equipment”, etc.
20
MCSJ New Features v3.0
Addition: The addition feature will allow you to add value to a fixed asset. When this transaction is used,
the Purchase Value will be increased and it will show as an addition on the Fixed Asset Class Listing.
Depreciate Option/Start Date: This option gives users the flexibility to include or exclude the asset in
the depreciation routine. If the depreciation start date is not defined and the option is checked,
depreciation will be calculated based on the purchase date. This option has been added to
accommodate entities using a modified straight-line method of depreciation, and also to distinguish the
depreciation start date for assets transferred from Construction-In Progress.
Report Enhancements
Fixed Asset Class Listing: This report has been re-formatted to include totals by Department, Fund Type,
and also the Transfer & Addition transaction types.
Example:
21
MCSJ New Features v3.0
Vehicle Information
New fields for tracking asset Hours and Mileage have been added to Fixed Asset Maintenance. A Work
Order tab has also been added to review Open and Completed work orders for the Asset.
Note: The Work Orders tab will only appear for “Aggregate” asset types. You may also view all work
orders for the asset by clicking the Detail button.
Capital v Non-Capital Assets
A “Capital” check box
has been added on the
Additional tab to allow
for reporting on assets
that need to be
capitalized v. assets
that are tracked and
not capitalized in the
General Ledger.
22
MCSJ New Features v3.0
3- Payroll
Employee Maintenance
There is a new option in Employee Maintenance to allow the user to easily navigate between different
screens. The Go To button allows you to select from a drop down menu which area of Employee
Maintenance you want to jump to.
23
MCSJ New Features v3.0
Auto Assign a Employee ID
MCSJ will offer to automatically assign an Employee ID based on the employee’s last name. The ID will
be created by using the first 5 letters of the name entered followed by 3 numbers based on availability.
The user will not need to lookup available ID’s prior to adding a new employee.
Note: You may override the assigned ID if you would like.
Employee Templates
Users will have the option to use an existing employee record as a template when adding a new
employee into MCSJ.
When adding a new record,
you may select an existing
employee to use as the new
hires template. If this is
used, MCSJ will copy
general information such as
Department, Positions,
Hours Id, and Pay
Frequency. Sensitive and
personal informaton will
not be copied.
24
MCSJ New Features v3.0
5TH
Week Deductions
MCSJ has a separate option for deductions and earnings that should not be withheld or paid during “free
pay” periods.
Deduction/Earning Code Maintenance
The Disable Ded/Earn check box was removed and has been replaced with a drop down box with
options of Enabled, Disabled, and Disable only on 5th
week.
25
MCSJ New Features v3.0
New Calculation Type for Payroll Deductions
There is a new calculation type for deductions in the payroll module. Deductions can now be calculated
based off of a percentage of an employee’s disposable income. Disposable income is calculated after
taxes and any mandatory deductions.
New Fields in Deduction/Earning Code Maintenance:
• Mandatory – Can distinguish between Mandatory and Voluntary Deductions
• Garnishment Type – Either Ordinary or Child Support
• Apply Protected Amount – Amount can be set in the Personnel Parameter and applied to
specific deductions
26
MCSJ New Features v3.0
Creating Standard Time Entries
The Create Standard Time Entries routine has been reorganized. There is also a question that will appear
in the top right hand corner, Wil this payroll’s check date fall during the fifth week of the month? If this
is checked, all deductions/earnings flagged as Disable only on 5th
week, will be excluded.
27
MCSJ New Features v3.0
Electronic Personnel Actions
Go To: Personnel > H/R > Personnel Actions > Personnel Action Maintenance
Personnel Actions are a new process that may be used to update employee changes through an
electronic approval process. Users may create new Personnel Actions through Personnel Action
Maintenance, which displays current employee information on one side, and allows the user to change
any necessary fields they would like on the other. Once an action is saved, assigned users are notified as
it waits for their approval. After all required approvals have been received via the Personnel Action
Approval routine, changes are updated automatically to Employee Maintenance by an HR user.
28
MCSJ New Features v3.0
Employer Liabilities
Employer Liabilities for taxes and deductions can be automatically updated to Finance. Each liability can
be updated using a Single Account, Department, or by Fund.
The expense accounts for Social Security and Medicare can be set up on Federal Tax Maintenance or on
Department Maintenance.
There is also an option to flag an earning code as an Employer Liability. This will allow users to
automatically charge employer paid expenses to the finance module.
29
MCSJ New Features v3.0
4- Utility Billing
E-Bills
MCSJ users now have the ability to offer paperless billing to their customers. E-bills, Printed Bills, or both
can now be generated during the normal bill printing process. If you are interested in taking advantage
of this feature, please contact E&A in order to validate an email for sending E-Bills.
Note: E-Bills also include a link for customers to post their payments online. For more information on On-
Line payment solutions, contact E&A about MCSJ WIPP.
Getting Started:
Go To: System Utilities > Utility Billing Parameter Maintenance
• Click on the E-Bills tab
• Select an E-Bill Format ID (only compatible with PDF bill format)
• Enter the FROM E-mail Address. This address must be verified with E&A before it can be used.
Optional:
• BCC E-mail Address- If used, a copy of each email will be sent to the defined address for every E-
Bill delivered.
• Include Online Payment Link- This option will automatically include a payment link for MCSJ
WIPP users, or allow the user to enter a third party online payment URL.
30
MCSJ New Features v3.0
Enable E-Bills for a Customer:
Go To: Billing/Collections > Utility Billing > Utility Accounts > Account Maintenance
Customers may easily be set up to receive E-Bills by entering their Email, and checking off the E-Bill
check box. This may be assigned to the Bill To, Owner, or both utility account addresses.
Sending E-Bills:
Go To: Billing/Collections > Utility Billing > Print Bills/Billing Reports > Print Utility Bills
When printing utility bills, a
Bill Type combo box is now
enabled so the user may
select Printed Bills or E-Bills.
All bill printing options and
procedures remain the
same. Once the user clicks
Next, E-bills will
automatically be sent, and
an E-Bill Listing will be
printed to the screen.
31
MCSJ New Features v3.0
New Fields
Go To: Billing/Collections > Utility Billing > Utility Accounts > Account Maintenance
Employer/Co-Applicant Fields:
Employer and Co-applicant information may now be tracked on the Additional tab.
• A birth date field has been added on the
additional tab.
• An inactive date has been added for
each service type billed.
32
MCSJ New Features v3.0
Recent Activity tab
A tab has been added to Utility Account Maintenance to summarize all recent activity on an account.
This provides an easy way to only have to look in one place to for important account information.
This tab will display recent billing, usage, payment, and adjustment activity along with the cycle, status,
and balance due on an account.
33
MCSJ New Features v3.0
Bill Print from Account Maintenance
A Print Bill button has been added to allow a user to easily reprint an individual utility bill.
When clicked, you will be prompted with a bill print dialog box to verify the bill year/period, reading
year/period, service types and billing/due dates.
34
MCSJ New Features v3.0
Applying Penalty to Separate Charges
A parameter has been added to give users the option to add penalty to individual separate charge
balances. When checked, penalty will be broken out between the base balance and any separate charge
balances, rather than the total penalty being applied to the base balance.
PDF Delinquent Notice
An option has been added to print PDF notices. These can be printed to blank or perforated paper.
Default notice options can be set up on the Deq Notices tab in Utility Billing Parameter Maintenance.
The recommended bar code and town seal coordinates (both optional) are shown below. Please contact
E&A to install the form if you wish to utilize this option.
35
MCSJ New Features v3.0
5- Property Tax
Additional User Message Code
A second user message code has been added for user defined messages. These messages
appear in red on the top of the account.
Bill Codes can be Discount Exempt
A check box to allow you to designate if a bill code should not be eligible for discounts has been
added Bill Code Maintenance.
36
MCSJ New Features v3.0
PDF Delinquent Notice
An option has been added to print PDF notices. These can be printed to blank or perforated paper.
Default notice options can be set up on the Deq Notices tab in Property Tax Parameter Maintenance.
The recommended bar code and town seal coordinates (both optional) are shown below. Please contact
E&A to install the form if you wish to utilize this option.
37
MCSJ New Features v3.0
6- Miscellaneous A/R
Added Support for Multiple Business License Forms
Customers using the Business
Licensing module now have the
ability to print more than one
license format. The License
Format tab has been added to
License Type Maintenance to
assign a PDF for each type of
license. In addition, each license
type may now also contain an
electronic signature.
Changes to Customer Maintenance
NEW Letters: The Letter function has been added. Please refer to section 1 for more information.
Notes: An unlimited number of
notes may be added to a
customer while in edit mode.
User Msg Code: The user
message allows you to assign a
unique identifier to a customer
such as, “Cash Only”, which will
create the red flag in the top
right of the customer screen.
You may add User Message
Codes under Billing/Collections
> User Code Maintenance.
Additional Note: When a User
Message is assigned, the red flag will also appear in the Payment Window.
38
MCSJ New Features v3.0
Added Customer Security
A customer field has been added to User Maintenance to allow for separation of security between
Customers and Invoices.
Accounts Receivable (Invoices): 1- Look Up/View Only; 3- Add/Edit ability; 4- Delete Ability
Customer: 1- Look Up/View Only; 2- Add/Edit ability; 3- Delete Ability
39
MCSJ New Features v3.0
Option for 2nd Penalty & Interest Calculations
Service Maintenance
Users now have the ability to
define two penalty/interest
scenarios for a single Service
ID. This was added to support
charging penalty once a year,
and interest throughout. The
Interest Type options have not
changed. A separate Penalty
Service ID may be defined for
each if there is a separate
revenue account for interest v.
penalty.
Calculate AR Penalty
If using Standard & One Time Penalty options, you should define which type to be used when processing
the Calculate A/R Penalty
routine.
40
MCSJ New Features v3.0
Apply Discount
Invoice Maintenance has the option to apply a discount to a customer’s invoice. When selected, you
must select a Service ID, Discount Percent, or Discount Amount and Description. The discount will be
applied to the total open amount, and a negative line item will be added.
Note: Multiple Discount Line Items may be applied to a single invoice.
41
MCSJ New Features v3.0
Auto Assign a Customer ID
MCSJ will offer to automatically assign a Customer ID based on the name entered in the “Add” dialog
box. The ID will be created by using the first 5 letters of the name followed by 3 numbers based on
availability. The user will not need to lookup available ID’s prior to adding a new customer.
Note: You may override the assigned ID if you would like.
42
MCSJ New Features v3.0
7- Work Order
PDF Work Orders
PDF work orders can now be printed through MCSJ. This will give users more flexibility with the layout
and format of the forms. You may contact an E&A support specialist for review and installation.
Utility Billing Parameter Maintenance
Go To: System Utilities > Utility Billing Parameter Maintenance
A separate PDF form may be used for the 3 work order types, Utility, Location, and Fixed Asset. The
standard Blank option is still available as well.
43
MCSJ New Features v3.0
Additional Recurring Options
Work Order Maintenance
Go To: Billing/Collections > Work Orders > Work Order Maintenance
Recurring information has been moved to a separate tab. Additional options are now available for
generating work orders based on an asset’s Mileage or Hours. MCSJ will create a work order for an asset
if once the Mileage or Hours value in Fixed Asset maintenance has reached the “Next” value on the
recurring work order. The work order’s are created when the user processes the Auto Create Recurring
Work Orders routine.
44
MCSJ New Features v3.0
8- Construction Permits & Code Enforcement
Inspection Sheet Status Option
Go To: Billing/Collections > Construction Permits/Code Enforcement > Inspection Sheets
Added option to select the status of inspections the user would like to be included on the inspection
sheet.
45
MCSJ New Features v3.0
Violation Inquiry
Go To: Billing/Collections > Construction Permits/Code Enforcement > Code Enforcement > Violation
Inquiry
The Violation Inquiry gives the user a new tool to quickly search violations based on standard conditions.
You may search based on several options including Violation ID, Violation Status, Customer, or Parcel ID.
46
MCSJ New Features v3.0
9- Miscellaneous Payments
Posting to General Ledger & Expenditure Accounts
Payment Codes:
Miscellaneous type payment codes now have the ability to post to General Ledger & Expenditure type
accounts.
Go To: Billing/Collections > Payments > Payment Code Maintenance
47
MCSJ New Features v3.0
10- System
MCSJ Service Console
Previously, MCSJ’s application server has only had the option to be run as a process. This requires users
to manually start and stop servers when and installing code updates or even when rebooting the
physical server. MCSJ Service Console allows the application to run as a service. This will allow all servers
to automatically start on windows start-up. Command prompt dialogs are no longer used with the
console. Installing a code update is more automated, and managing multiple application servers is much
easier and more organized.
48
MCSJ New Features v3.0
MCSJ Letters
MCSJ users now have the ability to automatically generate customized letters from various MCSJ
modules. If you would like more information on how to create custom letters, please contact our
Support Department.
The process for generating a letter is the same in each MCSJ module. Here is a list of modules that have
this enhancement:
Vendor Maintenance
Developer Maintenance
Customer Maintenance
Employee Maintenance
Tax Account Maintenance
Property Tax Account Maintenance
Project Maintenance
Utility Account Maintenance
How to Use Letters
• Select the Letter button.
• Using the dialog box, and select the appropriate letter that you wish to generate.
• Click OK, and your customized letter will be generated
49
MCSJ New Features v3.0
Purchase Order Security
Go To: System Utilities > User Maintenance
Purchase Order security has changed from a combo box with options of Budget, Project, or Both to
check boxes for Budget, Revenue, G/L, and Project. Simply check the box for each account type the
specified user should be able to charge on a Purchase Order or Requisition.
50
MCSJ New Features v3.0
10- New Excel Options
Reports that now have the ability to export directly to excel:
Finance
Budget Transaction Audit Trail
Cash Receipts Report
Revenue Transaction Audit Trail
Fixed Asset Listing
Condensed & Detailed Trial Balance
Condensed Check Register
Payroll & HR
Time Worked Report
Detail Pension Report
Employee HR Detail Listing
Employee Listing
Attendance Transaction Report
System
User Listing
Top Related