Affinity ERP 2019.1 Release Notes · PATH: Finance General Ledger GL Manager General Departments, OR PATH: Finance Asset Management AM Manager Management Department, OR PATH: Supply

Copyright © 2019 Harris Affinity ERP - Confidential and Proprietary

Release NotesAffinity ERP 2019.1

October 2019

Action Required Table

System Management System Management Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

System Management Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Finance Management Accounts Payable Enhancements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Accounts Payable Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Non-Patient Accounts Receivable Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Non-Patient Accounts Receivable Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

General Ledger Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

General Ledger Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Asset Management Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Asset Management Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Decision Support Budgeting Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Budgeting Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Harris Affinity ERP 2019.1 Release Notes Table of Contents Release: 2019.1 - October 2019

Harris Affinity ERP - Confidential and Proprietary ii

Discovery EIS Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Discovery EIS Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Human Capital Management Employee Self Service Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Employee Self Service Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Human Resources Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Human Resources Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Payroll Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57

Payroll Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Time & Attendance (TA) Manager Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Time & Attendance (TA) Manager Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Time & Attendance (TA) Terminal Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Time & Attendance (TA) Terminal Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Time & Attendance (TA) Search Time Entries Enhancements . . . . . . . . . . . . . . . . . . . . . . .63

Time & Attendance (TA) Search Time Entries Corrections . . . . . . . . . . . . . . . . . . . . . . . . . .64

Supply Chain Management Purchasing Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Purchasing Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Materials Management Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Materials Management Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83

eCommerce Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

eCommerce Corrections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86


Action Required TableReview the items in this table to determine what setup must completed for the 2019.1 Release.

R=Required This step must be performed.

CR=Conditionally Required This step must be performed if you are implementing or using the indicated functionality. If not, you can skip this step.

O=Optional Although this feature will not be functional until the Action Required items are completed, this functionality may be initiated at any time, unless otherwise specified.

ACTION TASK DONE INITIALS

System Management

R Complete the Action Required for New Interfaces Procedure on page 3.

R Complete the Action Required for New Centralized Department and Department Groups Setup Procedures on page 4.

R Complete the Action Required for New Security Rights on page 18.

FINANCE MANAGEMENT

Accounts Payable

CR Complete the Action Required for New Modify GL Info in Assigned Items Security Right on page 25.

Non-Patient Accounts Receivable

NA There are no Action Required items for 2019.1 in this module. NA

General Ledger


CR Complete the Action Required for New Recalculate Button for Accounts and Account Groups on page 42.

Harris Affinity ERP Release Notes Action Required TableRelease: 2019.1 - October 2019

Harris Affinity ERP - Confidential and Proprietary 2

Asset Management


DECISION SUPPORT

Budgeting


Discovery


HUMAN CAPITAL MANAGEMENT

Employee Self Service


Human Resources

CR Complete the Action Required for EEO-4 Biennial Report for Government Entities on page 51.

Payroll


Time & Attendance (TA) Manager


Time & Attendance (TA) Terminal


Time & Attendance (TA) User Admin


SUPPLY CHAIN MANAGEMENT

Purchasing


Materials Management

R Complete the Action Required for Affinity MM Application for a Tablet on page 73.


Harris Affinity ERP Release Notes Action Required TableRelease: 2019.1 - October 2019

3 Harris Affinity ERP - Confidential and Proprietary

eCommerce




System Management

System Management Enhancements

New Interfaces ProcedureTICKET #: ERP-2009, ERP-2037 INITIAL RELEASE: 2019.1

PATH: ERP Web Menu System Management Suite System Management Interfaces

With this release, a new procedure, Interfaces, allows you to view and enable/disable pre-defined ERP interface services.

In addition, each interface has its own unique settings including the schedule for how frequently it should process messages. To make changes to these settings, click on the Edit icon (pencil) for the appropriate interface.

Users must have the appropriate rights to modify or view data on the Interfaces screen.

Modify Interface Listing

View Interface Listing

The Interfaces screen has three tabs:

Interfaces - This tab displays all setup Inbound and Outbound Interfaces. HL7 - This tab displays all setup HL7 Inbound and Outbound interfaces.

Tasks - This tab displays miscellaneous interfaces.

** ACTION REQUIRED ** You must assign the appropriate rights in order for users to use the Interfaces procedure.

Harris Affinity ERP Release Notes System ManagementRelease: 2019.1 - October 2019 System Management Enhancements


New Centralized Department and Department Groups Setup ProceduresTICKET #: ERP-2018 INITIAL RELEASE: 2019.1

With this release, we have created two new consolidated web-based Department Setup and Department Group Setup procedures where departments and department groups are now added and maintained.

Previously, the General Ledger, Materials Management and Asset Management modules each had their own Department setup procedures. However, now, this setup is completed in one centralized location in System Management. The system has been updated to display the new web setup procedures when accessing these individual Department setup procedures.

Click the Edit icon button to edit an interface.



Along with these two new procedures, changes also have been made to streamline the Workflow functionality as it relates to Department and/or Department Group setup.

Responsible Positions can now be defined in the Department Setup and Department Group Setup tables so workflow requests can automatically be routed to the manager in charge when these tables are used in the Workflow feature (currently available for AP Invoice approval and GL Budget Variance explanations.)

Three new Workflow Assignment Types have been created in the Workflow Management System. These Assignment Types eliminate multiple steps in the Workflow setup.

Assign to Department Manager Resp Position

Assign to Dept Group Resp Position

Assign to Department Manager and Group

In addition, Responsible Position Overrides can be defined for Departments and Department Groups, by Workflow Type.

Security SetupSeven new security rights have been added and must be defined in order to use the new Department Setup and Department Group Setup procedures.

For the Department Setup Procedure:

View Department Setup - Allows users to View all fields in the Department Setup procedure, regardless of whether it has Materials Management-specific fields.

Modify ALL Department Setup - Allows users to modify all fields in the Department Setup procedure.

Modify MM Only Department Setup - Allows users to Modify ONLY departments with the new MM Dept checkbox selected.

For the Department Group Setup Procedure:

View Department Group Setup - Allows users to View all fields in the Department Group Setup procedure.

Modify Department Group Setup - Allows users to modify all fields in the Department Group Setup procedure.

IMPORTANT: A script has been created which runs when you install the 2019.1 release. This script automatically imports all existing departments into the new central Department Setup procedure.

For detals regarding this functionality, see New Assignment Types on page 15.



The following existing rights are now used in the Department Setup and Department Group Setup procedure to control access to the Workflow data related to Responsible Position Overrides.

View FMS Workflows - Now allows users to view the Workflow Type field on the Responsible Position Overrides Tab.

Modify FMS Workflows - Now allows users to modify the Workflow Type field on the Responsible Position Overrides Tab.

To define the appropriate security rights:

1. Access the Rights screen in Security Manager.

PATH: Systems Security Manager Rights

2. Select the appropriate Security Group. Then from the option tree, select System Management Suite System Management IT Manager.

** ACTION REQUIRED ** You must define the appropriate Security Rights for users before using this functionality.

Reminder: If you have edited your web menu structure, you will need to manually add the new procedures to the desired location. Also, if you have edited a menu that has since been modified by Harris, the modifications will not display until you delete your customized menu and add the revised Harris menu.



3. Select the Allowed? checkbox for the applicable rights.

Your selections are automatically saved.

New View Rights

New Modify Rights



Department Setup ProcedureThe Department Setup procedure is used to define departments for quick-form reporting purposes. However, with this update it now allows you to indicate the Responsible Position for the Department as well as Responsible Position Overrides by Workflow Type.

For Materials Management, department codes are used to manage stock and properly distribute newly purchased and received goods.

Follow the steps below to add a new Department:

1. Access the Department Setup procedure.

PATH: ERP Web Menu System Management Suite System Management Department Setup, OR

PATH: Finance General Ledger GL Manager General Departments, OR

PATH: Finance Asset Management AM Manager Management Department, OR

PATH: Supply Chain Management Materials Management MM Manager Financial Department

2. Select the New button.

This panel is for General Ledger use.

This panel is specifically for Materials Management use.



3. Complete the fields on the General Tab.

4. If appropriate, complete the Materials Management specific fields in the second frame of the General tab.

Field Name Description

Facility Select the Facility. The Facility Description and the facility portion of the Dept Code field populates.

This is a required field.

Primary Select the Primary. The Primary description and the primary portion of the Dept Code field populates.

This is a required field.

Dept Code The system populates the Dept Code based on the selected Facility and Primary codes.

Description The system populates based on the primary selected.

Type Select the appropriate account type. The Description populates after selection.

Responsible Position Select the Responsible Position. The Responsible Position is used in the Workflow process to assign items to the person designated in this field, as outlined in the Workflow Process Updates section.


MM Dept checkbox Place a checkmark in this box to indicate that this Department is used in Materials Management.

Active checkbox The system defaults a checkmark in this box if MM Dept is selected. This box indicates that the Department Code is active within the Materials Management system. If this box doesn’t have a checkmark, the code is not active in Materials Management.

NOTE: Once a department has been saved with the MM Dept checkmark, the checkbox can no longer be unchecked. To deactivate the department as a MM Dept, uncheck the Active checkbox.

Site Select the department’s associated site. The description populates after selection.

Deliver To Enter either the name of the person to receive the item or the location to deliver the item to.

This is a free text field and is not required.



5. Once all relevant information has been entered, click the Save button.

Follow the steps below to edit a Department:



PATH: Finance General Ledger GL Manager General Departments, OR

PATH: Finance Asset Management AM Manager Management Department

2. Select the appropriate department from the grid. The system populates the General tab with the applicable information.

3. Make changes as needed to the fields on the General tab.

4. Once all changes have been entered, click the Save button.

Follow the steps below to delete a Department:


2. Select the appropriate department from the grid and click the Delete Selected button.

Units of Issue Packaging Level

Enter the Units of Issue Packaging Level.

This field ties into the Item Catalog setup for items. The system has the ability to set up multiple issues units per item. The smallest unit is level 1 (example EA/1), level 2 would a larger unit (example BX/5). Setting this field in the department table defaults the unit of issue to either level 1 or level 2 for the department when the items are issued.

This is a free text field and is not required.

Foreign Mapping This field is used for interfaces. It’s a way to translate a foreign system’s department codes into ERP.

Free text field.

If needed, you can export all department information to MS Excel by clicking the Export to Excel button.

Deleting a department is an action that CANNOT be undone! Be certain you want to delete the department before proceeding.




Responsible Position Override TabThe information used on the Responsible Position Overrides tab is specifically associated with the Workflow functionality. You are able to define a Responsible Position Override for each applicable Workflow Type. See Workflow section below for more information.

Department Group Setup ProcedureDepartment groups make it easy to organize reporting and specify Responsible Positions as well as Responsible Position Overrides by Workflow Type.

If a user has multiple departments, they are responsible for the Department Group setup function that would streamline the workflow process as long as it is also used in the workflows as a step.

Running a quick form by department group only returns information for departments in the department group for the template selected.

Follow the steps below to add a new Department Group:

1. Access the Department Group Setup procedure.


PATH: General Ledger GL Reports Quick Forms Department Groups

2. Select the New button. Complete the fields on the General Tab.



3. Enter the Code and Description. The Code field is alphanumeric, user-defined, and can be up to eight characters in length. Both are required fields.

4. Once a Code and Description have been entered, you must click the Save button before departments can be added to the new group.

The following error displays if you attempt to add departments before saving the group: You must save the group before assigning departments.

5. If appropriate, add the Responsible Position. This information is not required, but recommended when implementing Workflow.

6. Add departments to the new group by either:

Clicking the + in front of the department in the Available List. The selected department moves to the Selected List. OR

Clicking the + in the panel header to add all Departments to the Selected panel. OR

Checkmarks on the tabs indicate data exists for the selected Dept Group.



Clicking the Add Wildcard... button to add multiple departments with common characters/numbers.

7. Click the Save button.

Removing a Department from a Group:

From the Selected Panel, either:

Click the X in front of the appropriate department, OR

Click the X in the panel header to remove all currently selected Departments.

The removed departments are moved back to the Available panel.

Follow the steps below to add relevant Templates for a Department Group:Templates are used by the Quick Form wizard to build reports for departments that have a particular template assigned to them. While the assignment of templates to various departments and department groups has been moved to the ERP Web Menu, the building of templates is still completed in the General Ledger - Reports module.



PATH: General Ledger GL Reports Quick Forms Department Groups

2. Select the Templates tab.

Wildcards make it easy to add many departments with something in common to a department group all at once. The most common wildcards are: question marks (?), which stand for any digit; and asterisks (*), which stand for any character, be it a number or digit. Question marks (?) can be interchanged with underscores (_), and asterisks (*) can be interchanged with percentage signs (%).

For example, if you enter 1.7* into the Wildcard window and click Apply, the system adds all departments that begin with 1.7 and that are followed with any other number (1.712, 1.713, 1.712590, etc).

A department can be added to more than one group.



3. Add departments to the template by clicking the + in front of the department in the Available List. The selected department moves to the Selected List.

4. When finished adding departments, click the Save button.

Removing a Department from a Template:

From the Selected Panel, click the X in front of the appropriate department in the Selected panel. The removed departments are moved back to the Available panel.

Follow the steps below to add a Responsible Position Override:You are able to define a Responsible Position Override for each applicable Workflow Type using the Responsible Position Overrides tab.

1. Select the appropriate Workflow Type.

A Department Group can have many or no templates.



2. Select the appropriate Workflow.

3. Select the Responsible Position Override for the selected Workflow.

4. Click the Save button.

Workflow Processing Updates

New Assignment TypesThree new Assignment Types have been added to the Workflow functionality. The goal is to streamline the Workflow definition so that a single rule can be defined to route items to managers of individual departments or groups of departments. The system then references these new assignments to determine the Responsible Position for the Department and/or Department Group.

The new Assignment Types are:

Assign to Dept Group - If you select this Assignment Type, the system determines the responsible position using the setup in the Department Group procedure.

Assign to Dept Manager - If you select this Assignment Type, the system determines the responsible position using the setup in the Department Setup procedure.

Assign to Dept Manager and Group - If you select this Assignment Type, notifications are sent to the Responsible Position for both the Department and Department Group using the setup in Department Setup and Department Group procedures.

Processing Information

Specifically for the Accounts Payable Workflow, this means that for these assignments, AP invoices for all departments with lines on the invoice would have to be approved for it to pass this step and move on. If even one department Responsible Position rejects it, the entire invoice goes back to the submitter. However, approval is not required by

New Assignment Types



more than one party in order for the approval criteria to be met. The Workflow item is considered approved if any party in this stage of the approval process approves the item, at which point the approval criteria is met and the item moves on to the next stage in the approval process.

If the same person is the Responsible Position for multiple departments, it is possible that one approval could satisfy the rule for multiple departments (line) on the invoice. Conversely, if the Responsible Position is setup in multiple department groups, they may need to approve the item more than once.

For an invoice with multiple department lines on it, all responsible positions will see the invoice details during the approval process. If they do not want other responsible positions to see expenses for other departments, they could enter an invoice for each department so the invoices would be routed separately.

In situations where you want the rule performed on all items regardless of any conditions unless a specific condition is needed, i.e. Vendor or Amount, it is recommended that you leave the Conditions field blank when using the Dept Group Manager, Dept Manager, and Both Dept Group Manager and Dept Manager.

Budget Variances Report UpdateThe Reports To column on the Budget Variances Report has been removed. Now, in the Assigned To column, if you hover over a name in this column, the system displays a pop-up of who the user reports to.

PATH: ERP Web Menu Finance Management Suite General Ledger Budget Variances

The system displays who the Assigned To reports to.



Workflow Report UpdateThe Reports To column on the Workflow Report has been removed. Now, in the Assigned To column, if you hover over a name in this column, the system displays a pop-up of who the user reports to.

PATH: ERP Web Menu Systems Management Suite Systems Management Workflow Report

Same functionality as discussed above.

New User Guides Option Added to ERP Web MenuTICKET #: ERP-2516 INITIAL RELEASE: 2019.1

A new option, User Guides, has been added to the ERP Web Menu. Now, when you click the drop-down button beside your user name (in the upper right side of screen), the new User Guides option appears. Selecting this option launches a new page that lists all published guides in a PDF format. This list includes those guides that were previously not linked to a specific web page, such as the Year End Payroll instructions.

New User Guides option.



New Security RightsTICKET #: ERP-3153 INITIAL RELEASE: 2019.1

With this release three new security rights have been added.

For General Ledger (GL Manager)

View GL Import - Allows users to view and import GL data.

For Materials Management (Inventory Control)

View Department Inventory Count - Allows users to view the Department Inventory Count data.

Modify Department Inventory Count - Allows users to edit Department Inventory Count data.

** ACTION REQUIRED ** You must define the appropriate Security Rights for users before using the Import GL Data and Department Inventory Count functionalities.

Links to ERP Guides

Harris Affinity ERP Release Notes System ManagementRelease: 2019.1 - October 2019 System Management Corrections


System Management Corrections

ERP NUMBER

PATH AND RELEASE NOTE

ERP-2298 PATH: Web Menu System Management User Import

Initial Release: 2019.1

Previously, the User Import process would allow special characters to be imported from Active Directory. This process has been updated to remove all special characters from prior to importing.

ERP-2353 PATH: Not Applicable


Multiple issues with launching PDF help files have been corrected. The Help option from all VB and web pages has been updated to launch the appropriate User Guide.

ERP-2361 PATH: ERP Web Menu System Management Suite System Management My Reports


After selecting a report from the My Reports option, the system erroneously prevented you from not viewing beyond page 2 of any given report. This issue has been corrected.

ERP- 2505 PATH: ERP Web Menu Systems Management Suite Systems Management Workflows

Initial Release: 2018.2.12

Previously, the system would not process Workflow steps if the Condition text exceeded 50 characters. This issue has been corrected.

Harris Affinity ERP Release Notes System ManagementRelease: 2019.1 - October 2019 System Management Corrections



Finance Management



See the release note, New User Guides Option Added to ERP Web Menu on page 17 in the System Management section for full details of this functionality.


Accounts Payable Enhancements

New Accounts Payable Report - View AccrualsTICKET #: ERP-1664 INITIAL RELEASE: 2019.1

PATH: Finance Accounts Payable AP Reports Management Tab View Accruals

A new Accounts Payable report, View Accruals, has been added allowing you to view accrual details. This report balances back to the default accrual General Ledger account set up in AP Manager Account in the Accrual field.

The report only displays posted Accruals (i.e., not items that are suppressed from the accrual Journal Entry).

Once you’ve selected a Year/Period from the drop-down list, the system displays the applicable items. Each report column can be sorted and filtered, as usual.

In addition, if needed, the report can be exported to MS Excel.

Report Sample:

Select a year/period from the drop-down

Harris Affinity ERP Release Notes Finance ManagementRelease: 2019.1 - October 2019 Accounts Payable Enhancements


Template Field Added to Check Info ScreenTICKET #: ERP-1723 INITIAL RELEASE: 2019.1

PATH: Finance Accounts Payable AP Manager General - Bank Check Info, OR

ERP Web Menu Finance Management Suite Accounts Payable Bank Setup Check Info

The field, Template, has been added to the Check Info screen. Enter the name of the check template as appropriate into this field.

Reference Field No Longer RequiredTICKET #: ERP-2134 INITIAL RELEASE: 2019.1

PATH: Finance Accounts Payable Invoice Entry Invoices, OR

ERP Web Menu Finance Management Suite Accounts Payable Invoices

The Reference field on the Manual Payment tab is no longer required when entering a manual Credit Card type payment.

Prepaid Invoices Not Created for Intercompany GL EntriesTICKET #: ERP-2144 INITIAL RELEASE: 2019.1

PATH: ERP Web Menu Finance Management Accounts Payables Invoices Prepaid, OR

ERP Menu Finance AP Invoice Entry Prepaid Tab

If the Intercompany functionality has been setup, and an invoice includes more than one facility, and is a prepaid invoice, an entry is not created for the intercompany GL entries to balance facilities. The Preview tab now displays the entry that will be posted in the General Ledger before it is posted.

Added Template field



New Warning Message When Saving/Posting Zero Dollar InvoiceTICKET #: ERP-2145 INITIAL RELEASE: 2019.1

PATH: Finance Management Accounts Payable Invoice Entry Post Payment and Cancel Invoice

The Invoice Entry procedure has been updated to display a warning message if a zero dollar invoice is saved/posted. You must click OK on the message pop-up window to proceed.

In addition, the Cancel Invoice procedure has been updated to allow for a cancellation of a zero dollar invoice.

Posting Invoice From AP Web Screen with Workflow Set to NoTICKET #: ERP-2286 INITIAL RELEASE: 2019.1

PATH: ERP Web Menu Finance Management Suite Accounts Payable Invoices

With this release, you are now able to post an invoice from the Accounts Payable web screen when the Workflow functionality is not activated. You also have the ability to post batches or select multiple invoices in this case.

If the Expense and Prepaid accounts are not the same facility, the intercompany account will be out of balance each period. Only one prepaid account may be chosen per invoice. The start prepaid period may be applied to the last open period.

The Intercompany setup must first be completed on the AP Tab in ERP Web Menu Finance Management Suite General Ledger Intercompany.

When only the department is enabled and not the full GL account, the Post button is not available.

Click the Post button after selecting the appropriate invoice(s)/invoice batch.



Default Bank Populates for Payment Codes and InvoicesTICKET #: ERP-2287 INITIAL RELEASE: 2019.1

PATH: Finance Accounts Payable AP Manager Payment Codes

On the General tab when a payment code is setup, there is now an option for a default bank. So when creating a manual check in Accounts Payable, the system auto-populates the default bank that was defined in Payment Codes. However, it’s editable, if needed.

PATH: ERP Web Menu Finance Management Suite Accounts Payable Invoices

On the Invoice Info tab there is now a Bank Code that populates with the default bank that is set up in Accounts Payable. If a manual payment is used with a different bank account, the Bank Code field is updated.

Display Patient Refunds for Posting with Workflow Set to YesTICKET #: ERP-2507 INITIAL RELEASE: 2018.2.13

PATH: Finance Accounts Payable Invoice Entry Post

With this release, we now display Patient Refunds for posting when the Workflow functionality set to Yes without having to go through the Workflow process.

The system previously required Patient Refunds to go through the Workflow process individually when Workflow was set to Yes. With this modification, items coming through AP PATIENT REFUND interface(s) bypass the Workflow and can be posted without extra manual intervention.

In addition, these batches now do not allow you to manually add more invoices to them. The Add button is disabled for batches created via an AP PATIENT REFUND interface.

New Modify GL Info in Assigned Items Security RightTICKET #: ERP-2564 INITIAL RELEASE: 2019.1

PATH: System Management Security Manager Rights

A new security right, Modify GL Info in Assigned Items, has been added to the Accounts Payable/Invoice Entry section in Security Manager.



This new security right allows users to only modify the GL Account information in Assigned Items without full modify access to Invoice security. This means:

If a user only has the new Modify GL Info in Assigned Items security right, they only have access to the Assigned Items page and not to ERP Web Menu Finance Accounts Payable Invoices procedure.

However, a user with this new right, is able to add Documents on the Documents tab.

If a user has the Modify Invoice security setting, they have the full edit capability on the Assigned Items page.

New Custom Positive Pay FileTICKET #: ERP-2680 INITIAL RELEASE: 2018.2.22

A new custom Positive Pay File format has been created for BBVA.

Follow the steps below to use the new Positive Pay File format.

1. Access the Bank Setup screen.

PATH: Finance Accounts Payable Bank Setup General Tab

2. On the General Tab, select the BBVA Bank file layout in the Positive Pay Layout field.

3. Save your change.

** ACTION REQUIRED ** You must give appropriate users the Modify GL Info in Assigned Items right to modify the GL Account information in Assigned Items.

New Security Right



To produce the file:

1. Access the Bank Transfer Output screen and complete the fields.

PATH: Finance Accounts Payable Payments Adjustments Side Tab

2. Once the Date Range and Bank Code fields have been entered, select the Preview button to view the records that will be included in the file. The Bank Code should match the bank layout you selected for the Positive Pay Layout above.

3. Enter the path / file name in the File Name field. This is where the file will be located after creating the file.

4. Click the Create File button at bottom right of screen. The file is created in the path entered in the previous step.

Harris Affinity ERP Release Notes Finance ManagementRelease: 2019.1 - October 2019 Accounts Payable Corrections


Accounts Payable Corrections

ERP NUMBER


ERP-2154 PATH: ERP Web Menu Finance Management Accounts Payable Prepaid Report


Previously, the Prepaid Report did not include prepaid credits and multiple facilities coded to the Prepaid GL Account selected for the report. This has now been corrected.

ERP-2238 PATH: Finance Management Accounts Payable Invoice Entry 1099 Preview


The 1099 Preview report has been updated to display credits correctly.

NOTE: This correction does not affect the 1099 forms or the 1099 file as they currently display credits correctly.

ERP-2242 PATH: Finance Management AP Reports Management Accrual


When posting an accrual at month end close, an error displayed due to the stored procedure searching for the Funds fields that were removed in an earlier release. This issue has been corrected.

ERP-2293 PATH: Finance Management Invoice Entry 1099 Menu Option Print 1099 Form


The 1099 recipient address lines were not correctly printing in the proper box. This issue has been corrected.

ERP-2314 PATH: ERP Web Menu Finance Management Accounts Payable Payments


A correction has been made to modify the ACH Cancellation on the web so that a payment only becomes available for processing again if it has not been previously canceled for a client (Adjustments Cancel Electronic Payment). This prevents the payment from not be canceled twice.

ERP-2315 PATH: Finance Management Accounts Payable Invoice Entry 1099 (Tool bar) 1099 Preview


On the 1099 preview screen, invoices with a manual payments were not decreasing the 1099 amount when they were canceled. This issue has been corrected.

ERP-2319 PATH: Finance Management Accounts Payable Invoice Entry Posting


On the Posting screen, batches that contained invoices that were entered in Accounts Payable web and imported batches, were listed twice. This has now been corrected.



ERP-2326 PATH: Finance Management Accounts Payable Invoice Entry 1099


When exporting a 1099 file, Attorney Fees were not displaying in the file. This issue has been corrected.

ERP-2334 PATH: Finance Management General Ledger GL Reports Account Summary


Previously, an invoice would appear in the original fiscal period even though the effective date was on the next period. This occurred after an invoice was canceled and then reinstated it on a batch changing the effective date. Invoices now appear in the proper period in this situation.

ERP-2339 PATH: Finance Management General Ledger GL Reports Account Summary


Previously, in order to drill down into an AP Invoice, the system required a Linked Server to be configured at the SQL Database. This requirement has been removed.

ERP-2346 PATH: Finance Management Accounts Payable AP Manager


Previously, the 1099 File Export was using the address listed on the General tab rather than the address on the 1099 tab. This issue has been corrected.

ERP-2354 PATH: Finance Management Accounts Payables AP Reports Vendor Invoice Listing


Previously, the system did not accept a Vendor Code when entered on the Invoice Listing screen. Now, when the Vendor radio button is selected, and you enter the Vendor Code in the field below the radio buttons, the system displays the invoice listings for that vendor.

Also, when you click the down arrow on that field, the search dialog window displays. Type several letters of the description in the Starts with field and press Find or ENTER. Double-click the appropriate vendor to select it.

ERP-2376 PATH: Finance Management Accounts Payable AP Reports Payments


Previously, the Bank Outstanding Payment report listed duplicate checks. This issue has been corrected.

ERP-2437 PATH: Finance Management Accounts Payable Payments and Post Payment


Previously, an error would occur when posting a payment if the VB Bank Setup Cash Account was blank. This issue has been corrected.

ERP NUMBER




ERP-2465 PATH: ERP Web Menu Finance Management Accounts Payable Invoices


Previously, the ERP Web Invoice Entry screen would not allow you to change a Pay To. This issue has been corrected.

ERP-2572 PATH: Finance Management Accounts Payable Payments Edit Payments Menu Option, Payments Print Payments


Previously the Payment Listing report, when the Not Posted option was selected, only displayed one vendor when there were many. This issue has now been corrected and the report now displays all appropriate vendors.

ERP-2575 PATH: Systems Management Suite Systems Management Assigned Items


Previously, when lines were added in Accounts Payable Assigned Items, the Bank Code was erroneously removed. This issue has been corrected and the Bank Code now displays as it should on the applicable screens.

ERP-2614 PATH: ERP Web Menu Systems Management Suite Systems Management Assigned Items


The Assigned Items option in Workflow displayed duplicate or incorrect data on the bottom of the screen. This issue has now been corrected.

ERP-2626 PATH: ERP Web Menu Systems Management Suite Systems Management Workflows


Workflow notifications were not working when using alternate notification methods, i.e. anything other than the default of real time. This issue has been corrected and notifications now work with all notification methods.

ERP-2642 PATH: Finance Management Accounts Payable Payments


Previously an error occurred when attempting to cancel an electronic payment. This issue has been corrected.

ERP-2744 PATH: Finance Management Accounts Payable Electronic Process Payments


Previously, ACH Payments to a vendor with multiple invoices, with different Pay To’s created multiple entries in the ACH file with the total of all of the invoices being the amount for all records. The system has been updated to have only one entry per invoice with the invoice amount, not the total vendor amount.

ERP NUMBER






The system was erroneously sending Budget Variance emails rather than invoice notices. In addition, Accounts Payable email notifications were not being sent based on the defined frequency. Both issues have been corrected.

ERP-2780 PATH: Finance Accounts Payable


Multiple ACH remittance email messages were being generated for the same vendor. This issue has been corrected and now only one remittance for a vendor is generated.

ERP-2796 PATH: Finance Accounts Payable


Previously the totals for an ACH file were wrong when the vendor had more than one invoice with identical amounts in the file. This issue has been corrected.

ERP-2868 PATH: Finance Management Accounts Payable Payments


Previously, the system would report that the Header Amount does not match the Invoice Detail when trying to create a payment where two invoices shared near identical properties. Now, the system is able to differentiate between these transactions and therefore no longer reports this error.

ERP NUMBER



Non-Patient Accounts Receivable EnhancementsThere are no Non-Patient Accounts Receivable Enhancements in this release.

Non-Patient Accounts Receivable Corrections

ERP NUMBER


ERP-2002 PATH: Finance Management Non-Patient AR AR Reports Custom Reports Tab Reports


In 2018.2, the ICP field was inadvertently removed from the selection screen for creating custom invoices. This field has been restored for use.

ERP-2253 PATH: Finance Management Non-Patient AR Invoicing Invoice Tag


A correction has been made so that if a vendor has multiple activity rows, one invoice will be created rather than multiple invoices with the different activities for the one vendor.


General Ledger Enhancements

Preview Posting of Manual JE Before PostingTICKET #: ERP-1644 INITIAL RELEASE: 2019.1

PATH: Finance Management General Ledger Journal Entry Financial Tab Regular

With this release, a new Preview option has been added allowing you to view the effect of the Journal Entry before posting. The preview includes the beginning balance and the proposed ending balance of the accounts in the Journal Entry.

Selecting the Preview option displays a listing of:

GL number and description with a beginning balance (current balance) from the GL trial balance as of right now

All line items for that account

Description

Amount with the debit or credit

Comment

The ending balance (trial balance minus all of the items for that account)

You also have the ability to export the report to MS Excel, if needed.

New Preview option

Harris Affinity ERP Release Notes Finance ManagementRelease: 2019.1 - October 2019 General Ledger Enhancements


Updated Intercompany FunctionalityTICKET #: ERP-1808, 1809, 1810 INITIAL RELEASE: 2019.1

PATH: ERP Web Menu Finance Management General Ledger AP/GL Intercompany

With this release, we have enhanced the existing functionality to create intercompany transactions between multiple facilities in Accounts Payable invoices and General Ledger journal entries.

The following changes have been made to support this new functionality.

The GL Intercompany and AP Intercompany tabs have been removed from the ERP Web Intercompany procedure. With this release, the AP/GL Intercompany procedure is used for setup of both types of intercompany transactions. In addition, a new checkbox has been added, Use Intercompany Automated Balancing. This checkbox is used to implement the intercompany feature in the General Ledger Journal Entry module.

See Intercompany Procedure Changes on page 34 for details.

The Intercompany tab in GL Manager Global Setup has been removed since setup is now completed using the ERP Web, AP/GL Intercompany procedure.

Separate intercompany accounts can now be used for the from and the to account instead of using a single Due To/Due From account to track both directions of the intercompany transaction.

See Journal Entry Changes on page 35 for details.

Intercompany Procedure ChangesThe Orig Fac account in the sample table below denotes the originating facility and account, and the Dest Fac denotes the Destination Facility and corresponding account. This is most applicable in Accounts Payable where one facility is making payments on behalf of another. In that case, the paying facility would be the Orig Fac and the facility with the invoice being paid would be the Dest Fac.

The concept of an originating facility and destination facility is not applicable in the General Ledger since the system cannot determine which facility is which.

Materials Management continues to use its own Intercompany functionality.



Journal Entry ChangesIn situations where the GL can determine the journal entry required to balance your journal entry by facility, where debits equal credits by facility, the system creates the correcting entries and place them in the Intercompany tab (see below). This would be applicable where there are debits or credits in one facility that are clearly being allocated to one or more other facilities.

However, in situations where multiple facilities have journal entries that are impacting multiple other facilities, and there is not clear indication of which facility is transacting with which facility, the system does not automatically create the balancing journal entries. But rather, the Intercompany tab changes to red indicating that you must manually create the balancing entries. See the example images below.

New Checkbox.





Beginning Balances Set to Zero for New Fiscal YearTICKET #: ERP-1864 INITIAL RELEASE: 2019.1

PATH: Finance Management General Ledger GL Reports Management Trial Balance, OR

(And any other location where GL balances display)

Expense and Revenue General Ledger accounts beginning balances for period one of a new fiscal year are now equal to zero. In previous releases, period one for a fiscal year would carry over the ending balances for period 12 of the previous fiscal year until the fiscal year was closed.

Flex Budgeting in General Ledger and DiscoveryTICKET #: ERP-2309 INITIAL RELEASE: 2019.1

The new Flex Budgeting feature allows you to record a flexible budget in the General Ledger if you have implemented the Affinity Budgeting system. As part of this feature, new fields have been added to Discovery EIS that allow you to add Flex Budget Period-to-Date or Year-to-Date information to your financial statements. Unlike a Fixed Budget, which remains the same throughout the fiscal year unless you adjust the budget, Affinity Budgeting automatically recalculates the new budget based on the statistical account balances that you import into Affinity Budgeting. You are then able to import the new flex budget amount to the General Ledger for reporting purposes.

The specific process during the month end routine is as follows once you have selected the Flex Budget Type (located on the Global Setup, Budget Variance tab in GL Manager):

Budgeting is updated with the closing balance in the Statistical Account after month end and uses it in the flex formula to determine the new Flex Budget amount for the related financial account.

A new procedure, GL Import, allows you to import the updated budget by period for the current period.

Importing Actual Information into BudgetingFollow your standard procedure to update your budget information with actual data from your financial and statistical systems.

Exporting Flex Budget Information Flexible Budget information can be exported from Budgeting to a MS Excel .CSV file. The file can then be imported into the GL.

The exported file contains the following Flex Budget information: Period Account Dollars Hours



To Export Flex Budget Data:

1. Access the Budgeting module.

PATH: Decision Support Budgeting

2. From the main menu, select Tools Export Utilities Export Flex Budget. The following screen displays.

3. Select the Export Flex Budget button.

4. Navigate to the appropriate file location and enter a file name for the exported file.

5. Click Save and verify that file is created in selected location.

Importing Flex Budget Information into General Ledger

1. Access the GL Import procedure.

PATH: ERP Web Menu Finance Management Suite General Ledger GL Import

2. Select the appropriate Year.

3. Navigate to the appropriate exported .cvs file and select it to complete the File Name field.

4. Click the Import button.

Once the import has finished, an Import Complete message displays.

This process affects your Flex Budget only.

The system only imports the current open period/year, not a closed period/year.

If there is an error during the import process, a message displays indicating what line(s) or accounts the error occurred on along with the related data and that the import failed.



Import ProcessThe import process does the following:

1. The system validates:

That the file is properly formatted.

That an account is not listed more than once for the same period in the file.

That all accounts in the file are in the Chart of Accounts.

This last validation stops the import unless all accounts pass. If the validation fails, you must either correct the Chart of Accounts or correct the Budgeting system. After making the necessary corrections, you must re-import the file.

2. Posts a flexible budget for the current fiscal year where one does not exist, or overwrites the existing flexible budget.

3. Recalculates the year-to-date budget balances for the flexible budgets affected by the import.

Flex Budget Information in DiscoveryDiscovery EIS now allows you to add Flex Budget information fields to your MS Excel reports.

The following new flex budget fields have been added to all the formulas:

PTD Flex Budget

YTD Flex Budget

These new Flex Budget fields are available in the following Discovery formulas:

Add Detail

Add Secondary

Add Summary

Budget Variance WorkflowYou can now use the Flex Budget as opposed to the Static Budget for the Budget Variance Workflow.

PATH: Finance Management General Ledger GL Manager General Global Setup Budget Variance Tab

To support this functionality the following updates have been made:

A new field, Budget Type, has been added to the Add Budget Variance pop-up window. The two options are Fixed and Flex.

Only positive values can be entered for the Amount and Percentage fields since the system is using absolute values in order to capture both debit and credit account balances.



A Budget Type column has been added to the Variance Setup panel.

The Budget Variance report has been updated to display the Budget Type.

** ACTION REQUIRED ** Since the Budget Type field defaults to Fixed after loading the 2019.1 release, you must set the field to Flex in order to calculate your Flex budget.

New Budget Type field.

New Budget Type column.






Flex Budget information displays on the Summary screen in Discovery EIS and the Assigned Items screen, when applicable.

See New Centralized Department and Department Groups Setup Procedures on page 4 in the System Management section for full details of this functionality.

New Budget Type column



New Recalculate Button for Accounts and Account GroupsTICKET #: ERP-2420 INITIAL RELEASE: 2019.1

PATH: ERP Web Menu Finance Management Suite General Ledger Settings

A new Recalculate button has been added to the General Ledger, Settings screen. This button recalculates the balances for all accounts and account groups for the current fiscal year in the GL as well as for all later years.

In order to have access to this new button, users must have the Modify Global Settings right.

New Interface Option for GL TransactionsTICKET #: ERP-2565 INITIAL RELEASE 2018.2.15

A new interface option is now available to process incoming GL transactions using the HL7 specification, but in a flat file rather than the standard TCP/IP.

** ACTION REQUIRED ** You must give appropriate users the Modify Global Settings right to have access to the Recalculate button.

Budgeting data is not affected by this new functionality.

New button

Harris Affinity ERP Release Notes Finance ManagementRelease: 2019.1 - October 2019 General Ledger Corrections


General Ledger Corrections

ERP NUMBER


ERP-2251 PATH: Finance Management General Ledger GL Reports Sub-System Detail


Previously, the GL Sub-System Detail report displayed multiple entries for Materials Management. This issue has been corrected.

ERP-2288 PATH: Finance Management General Ledger


When closing year end in General Ledger, an error that occurred due to the new feature to allocate GL accounts has now been corrected.

ERP-2339 PATH: Finance General Ledger GL Reports Account Summary


Previously, in order to drill down into an AP Invoice, the system required a Linked Server to be configured at the SQL Database. This requirement has been removed.

ERP-2451 PATH: Finance Management General Ledger Journal Entry Financial Tab Reprint JV


Previously, the search functionality in the Reprint JV procedure did not work properly. This issue has been corrected.

ERP-2468 PATH: Finance Management General Ledger Subsystem Controller Period End Control


Previously, the General Ledger month end closing process was not able to complete because the system allowed Inventory Adjustments in MM to a closed GL period. Updates have been made to only allow MM Inventory Adjustments for an open period. Now, if you attempt to make adjustments in this situation, the following message displays: Invalid Effective Date.

ERP-2684 PATH: Finance General Ledger Subsystem Controller


Previously, when importing Accounts Payable transactions into the General Ledger, some transactions posted to the incorrect month. This issue has now been corrected.

ERP-3166 PATH: Finance- General Ledger Journal Entry


An issue has been corrected where JVs would not post if the Allow posting to future periods option was disabled in global setup.


Asset Management Enhancements




Asset Management Corrections

See New Centralized Department and Department Groups Setup Procedures on page 4 in the System Management section for full details of this functionality.

ERP NUMBER


ERP-2239 PATH: Finance Management Asset Management Asset Entry Asset Depreciation Tab


The Depreciation schedule has been updated to correctly display the depreciation for past and future periods.

ERP-2278 PATH: Finance Management Asset Management AM Reports


The Continuity Schedule report had issues introduced in the 2018.2 release as we attempted to fix a problem for duplicate amounts. The correction has been rolled back out in this release and we will address the original problem in a future release.


Decision Support




Harris Affinity ERP Release Notes Decision SupportRelease: 2019.1 - October 2019 Budgeting Enhancements


Budgeting Enhancements


The new Flex Budgeting feature allows you to record a flexible budget in the General Ledger if you have implemented the Affinity Budgeting system. As part of this feature, new fields have been added to Discovery EIS that allow you to add a Flex Budget Period-to-Date or Year-to-Date number to your account number and group columns in your financial statements. Unlike a Fixed Budget, which remains the same throughout the fiscal year unless you adjust the budget, Affinity Budgeting automatically recalculates the new budget based on statistical account balances in the General Ledger. You are then able to import the new flex budget amount to the General Ledger for reporting purposes.

Budgeting CorrectionsThere are no Budgeting Corrections in this release.

See Flex Budgeting in General Ledger and Discovery on page 37 in the Finance Management section for full details of this functionality.

Harris Affinity ERP Release Notes Decision SupportRelease: 2019.1 - October 2019 Discovery EIS Enhancements


Discovery EIS Enhancements


The new Flex Budgeting feature allows you to record a flexible budget in the General Ledger if you have implemented the Affinity Budgeting system. As part of this feature, new fields have been added to Discovery EIS that allow you to add a Flex Budget Period-to-Date or Year-to-Date number to your account number and group columns in your financial statements. Unlike a Fixed Budget, which remains the same throughout the fiscal year unless you adjust the budget, Affinity Budgeting automatically recalculates the new budget based on statistical account balances in the General Ledger. You are then able to import the new flex budget amount to the General Ledger for reporting purposes.

Discovery EIS Corrections

See Flex Budgeting in General Ledger and Discovery on page 37 in the Finance Management section for full details of this functionality.

ERP NUMBER


ERP-2283 PATH: Decision Support Discovery


The system has been corrected to eliminate a “Custom Error” message from occurring when drilling down into Details (AV) for an Account Group in Discovery.

ERP-2313 PATH: Decision Support Discovery


Previously an Internal Server Error displayed when drilling down into the PTD Actual on the totals for multiple line items; an example is Non Salaries Expense. This error has been corrected.

Harris Affinity ERP Release Notes Decision SupportRelease: 2019.1 - October 2019 Discovery EIS Corrections



Human Capital Management





Employee Self Service EnhancementsThere are no Employee Self Service Enhancements in this release.

Employee Self Service Corrections

ERP NUMBER


ERP-2331, 2332, 2365, 2430

PATH: ERP Web Menu Human Capital Management Suite Employee Self Service Time Off Requests


Issues regarding the appropriate use and display of group overrides have been corrected in TA Terminal, Search Time Entries, Absence Entries and Time Off Requests. Previously, if an employee had a group override it was not properly recognized by the system when performing actions in these procedures. Now, the group override is recognized by both the primary position as well as the alternate capacity position, when applicable.

ERP-2489 PATH: ERP Web Menu Human Capital Management Suite Employee Self Service Time Off Requests


When entering a new time off request, the Position field now defaults to the employee’s main position. Previously it displayed the first alphabetic position on the employee’s record as the default, whether it was their main job or an alternate capacity.


Human Resources Enhancements

EEO-4 Biennial Report for Government EntitiesTICKET #: ERP-1856 INITIAL RELEASE: 2019.1

With this release, you can now create an EEO-4 report from within the ERP system. The EEO-4 report categorizes employees into standard EEO-4 job categories and sorts them by ethnic code, salary range, and gender.

Included with this functionality is a Crystal Report template that allows you to audit/review the detailed and summary data for Section D of the EEO-4 Report.

This report is submitted for ODD years (i.e. 2017, 2019, etc.).

Setup Instructions

** ACTION REQUIRED ** You must complete the following steps before running the EEO-4 Report.

Even if you have successfully submitted your EEO-4 report in previous years, you should still review the setup each time you submit, in case new Class Codes, Status Codes, or Accumulators have been added since your last submission.

STEPS FOR SETTING UP THE EEO-4 REPORT

1. Define the Security Rights for appropriate users/groups. (see page 52)

2. Complete the EE0-4 Job Category field on the Class Code Maintenance screen.

(see page 52)

3. Define the EEO Full Time Statuses using the Status Code Maintenance screen.

(see page 53)

4. Define the Earnings accumulators that should be EXCLUDED from EEO-4 reporting.

(see page 54)

Harris Affinity ERP Release Notes Human Capital ManagementRelease: 2019.1 - October 2019 Human Resources Enhancements


Set Security Rights for Appropriate UsersIn order to perform the necessary setup as well as actually run the EEO-4 Report, you must have the appropriate security rights.

1. Access the Rights screen in Security Manager.

PATH: Systems Security Manager Rights

2. Select the appropriate security Group. The group selected should include the user(s) who will be running the EEO-4 report. This might be HRMANAGR as shown below, or a different group, depending on your division of duties and security configuration.

Then from the option tree, select Human Resources Human Resources.

3. Select the Allowed? checkbox for the applicable EEO-4 rights.

Your selections are automatically saved.

Complete the EE0-4 Job Category FieldThis step is necessary in order to map a Class Code to the appropriate EEO-4 Job Category.

1. Access the Class Code Maintenance Screen.

PATH: Human Capital Management Payroll Payroll Manager Employee Codes Class

If you expand the navigator pane as shown on the screen below, you can see at-a-glance which class codes have already been mapped and which ones still require action.

New security items added for EEO-4 Reporting.



2. Select a Class on the Navigation Grid.

3. Click the drop down arrow on the EEO-4 Job Category field and select the appropriate EEO-4 category from the list.

4. Save your changes.

5. Repeat the steps above for appropriate Class Codes.

Define the EEO Full Time Statuses This step is necessary to identify which Status Codes are considered full time for EEO-4 reporting.

1. Access the Status Code Maintenance screen.

PATH: Human Capital Management Payroll Payroll Manager Employee Codes Status

Once a Class is selected, complete the EEO-4 Job Category field.



2. Select the appropriate Status Code.

3. Select the EEO-4 Full Time checkbox.


5. Repeat steps 2-4 if there are any additional status codes that represent full time staff.

Define Earnings Accumulators Excluded from EEO-4 ReportingIn order to calculate the Annual Salary for the EEO-4 Report, you must define the Earnings Accumulators that should be excluded from EEO-4 reporting. The Define EEO-4 Exclusions screen offers an at-a-glance view of the earnings codes in your system, as well as which of them (if any) are excluded from the annualization formula used in the EEO-4 Biennial Report for Government Entities.

The Earnings Accumulator types that can be excluded from the EEO-4 Report are:

E (Earning Paid)

Q (prorated Earnings)

M (From Banked Earnings)

N (Non Taxable Earnings)

T (Non Taxable Prorated Earnings)

F (Earning to Bank)

R (Prorated Earning to Bank)

You are able use either the ERP Web Menu or the Accumulator Menu Option/Sidebar Icon in Payroll Manager to complete this setup.

Generally, you should include EITHER the From Bank earnings or the To Bank earnings, but not both for the same type of banked time.

A new column, EEO-4 Full Time has been added to the Navigation Grid and a new checkbox on the Status Code Maintenance screen.



Follow the steps below to define earnings accumulators excluded from the EEO-4 Report using the ERP Web Menu:

1. Access the web-based Define EEO-4 Exclusions screen.

PATH: ERP Web Menu Human Capital Management Suite Human Resources Define EEO-4 Exclusions, OR

PATH: Human Capital Human Resources Human Resources Manager Setup Tab Define EEO-4 Exclusions

2. The Available frame lists all available earnings accumulators that can be excluded from the report. Click the + icon in front of the earnings accumulator you want to exclude from the EEO-4 Report. The system moves that earnings accumulator to the Selected frame.

3. Repeat step 2 to exclude any other earnings accumulators.

Your selections are automatically saved when clicking either the + or X icons.

If necessary, click the X in front of the accumulator in the Selected frame to remove it.

For clarification as to what should or should not be reported, please refer to the Instructions provided by the EEOC.

Click the + icon in front of the accumulator you want to exclude from the EEO-4 Report.

After clicking the + icon on the Available frame, the Accumulator moves to the Selected frame. The Accumulators on the Selected frame are excluded from the EEO-4 Report.



Follow the steps below to define earnings accumulators excluded from the EEO-4 Report using the Accumulator Menu Option/Sidebar Icon in Payroll Manager:

1. Access the Accumulator screen.

PATH: Human Capital Management Payroll Payroll Manager Accumulator

2. Select an appropriate Category.

3. Select an accumulator and place a check in the Exclude from EEO-4 checkbox.


5. Repeat steps 2-4 for any additional accumulators that require exclusion.

New EEO-4 ReportComplete the following steps to run the new EE0-4 Report. The report can be accessed from either the ERP Web Menu or the EEO-4 Reporting menu option/sidebar icon in Human Resources.

1. Access the EEO-4 Reporting screen.

PATH: ERP Web Menu Human Capital Management Suite Human Resources EEO-4 Reporting

The Exclude from EEO-4 checkbox is only available for those Earnings Accumulator types that are allowed to be excluded.

Place a check in the Exclude from EEO-4 checkbox to exclude the selected accumulator from the EEO-4 Report.



The following screen displays.

2. Select the appropriate Pay Ending Date from the drop-down list.

3. Select either Detail or Summary from the Report Type field.

The Summary report most closely resembles Section D of the submission form, and is your resource for entering values into the EEO-4 portal.

The Detail report is offered mainly as an auditing tool in the event that your summary information requires closer examination.

Report ExamplesExamples for both the Summary and Detail Reports appear below.

The earnings in the selected pay period will be annualized for the Annual Salary component of the report. Generally, the EEOC dictates a specific date to use for this calculation, E.g. June 30. Refer to the most recently published instructions provided by Equal Employment Opportunity Commission for guidance as to exactly which date to select.

Select the Pay Ending Date and Report Type.



Detail ReportThe Detail report includes a Group Tree where you can select a specific Job Category to view the related details.

The Detail Report should be run first and visually inspected.

If you see any undisclosed ethnicities, or unmapped class codes, please revisit the setup elements noted above and re-run the report until all employees are properly classified.

If you see any employees who are reported in unexpected salary ranges, investigate the payroll register for the chosen pay period and review whether the appropriate earnings codes have been excluded. If necessary, modify the excluded pay codes and rerun the report.

Report example below displays Group Tree with unmapped Class Codes.

The Group Tree displays details for the various Job Categories.



Report example below displays Not Disclosed ethnicities.



Summary ReportThis report is used to summarize the Section D information to be entered in to the EEO-4 portal. Rows without any employees are suppressed from the report.

If there are any unmapped Class Codes, go to Payroll Manager to map the Class Code to a valid EEO-4 Job Category and then re-run the report.

Export Options You are able to export both the Summary and Detail reports to the following formats: Crystal Reports PDF Microsoft Excel Microsoft Word RTF XML

Report example below displays Group Tree with unmapped Class Codes.

Harris Affinity ERP Release Notes Human Capital ManagementRelease: 2019.1 - October 2019 Human Resources Corrections


Human Resources Corrections

ERP NUMBER


ERP-2342 PATH: Human Capital Management Suite Payroll Payroll Employee Manager Information Tab Alternate Capacities, ORPATH: Human Capital Management Suite Human Resources Human Resources Employee Manager Information Tab Alternate Capacities


The system has been updated to prevent an error from occurring when clicking the New button while on the Alternate Capacity screen. The New button is now disabled for the Alternate Capacity screen to reinforce that it is not part of the keying sequence for creating new entries on that screen.

As a reminder, the process for adding new Alternate Capacities differs slightly from other screens.

1. Open the Alternate Capacity screen.

2. Select the desired Position in the New Capacity box.

3. Indicate an override Hour Rate if applicable, or click the Do not override rate of pay checkbox to indicate that the employee’s normal rate of pay applies.

4. Click Insert to add the new position to the grid. It appears in italics as a reminder that it has not yet been saved.

5. Repeat steps 2-4 if additional positions are desired.

6. Click Save on the main toolbar once all positions have been added. The entries in italics change to regular font.

ERP-2682 PATH: Human Capital Human Resources Human Resources Employee Manager, ORPATH: Human Capital Payroll Payroll Employee Manager


NOTE: On the Job Information screen, when adding a job to an employee, the Position ID was not being stored in the emp_job record. This issue has been corrected.


Payroll Enhancements

New Field Added to Generate Pre-Note ScreenTICKET #: ERP-2356 Initial Release: 2018.2.9

PATH: ERP Web Menu Human Capital Management Suite Payroll Generate Pre-Note, ORHuman Capital Payroll Payroll Employee Manager Direct Deposit

A new field, Effective Entry Date, has been added to the Generate Pre-Note screen.

You can either use the calendar icon to select a date, or type a date directly into the field. The following date formats are acceptable if entering the date directly: M/D/YY, M/D/YYYY, MM/DD/YY, MM/DD/YYYY. The default for the field is a blank.

If you select or enter a date in the past, the system displays the message: Effective Entry Date must not be in the past. In this case, acknowledge the message and re-enter/select an appropriate date. The Generate button is not active until an appropriate date has been entered.

New Effective Entry Date field

Harris Affinity ERP Release Notes Human Capital ManagementRelease: 2019.1 - October 2019 Payroll Corrections


Payroll Corrections

ERP NUMBER


ERP-2342 PATH: Human Capital Management Suite Payroll Payroll Employee Manager Information Tab Alternate Capacities, ORPATH: Human Capital Management Suite Human Resources Human Resources Employee Manager Information Tab Alternate Capacities


The system has been updated to prevent an error from occurring when clicking the New button while on the Alternate Capacity screen. The New button is now disabled for the Alternate Capacity screen to reinforce that it is not part of the keying sequence for creating new entries on that screen.

As a reminder, the process for adding new Alternate Capacities differs slightly from other screens.

1. Open the Alternate Capacity screen.

2. Select the desired Position in the New Capacity box.

3. Indicate an override Hour Rate if applicable, or click the Do not override rate of pay checkbox to indicate that the employee’s normal rate of pay applies.

4. Click Insert to add the new position to the grid. It appears in italics as a reminder that it has not yet been saved.

5. Repeat steps 2-4 if additional positions are desired.

6. Click Save on the main toolbar once all positions have been added. The entries in italics change to regular font.

ERP-2237 PATH: Payroll Calculate


An error occurred while calculating a payroll batch when an employee YTD total exceeded a million dollar prior to this pay period. This correction allows for values in excess of one million dollars to be calculated.

ERP-2246 PATH: Payroll Payroll Manager Employee Codes Position Control


The Position Control screen did not display when selected and instead produced an error. This issue has been corrected and the screen displays as it should when selected.

ERP-2414 PATH: ERP Web Menu Human Capital Management Payroll Generate Pre-Note, ORPATH: Human Capital Payroll Payroll Employee Manager Direct Deposit


An error with the calculation of the Entry Hash field in records 8 and 9 when processing a Pre-Note file has been corrected.

Harris Affinity ERP Release Notes Human Capital ManagementRelease: 2019.1 - October 2019 Payroll Corrections


ERP-2454 PATH: ERP Web Menu Human Capital Management Payroll Generate Pre-Note, ORPATH: Human Capital Payroll Payroll Employee Manager Direct Deposit


The Pre-Note processing has been updated so that the Offset Debit Code is 28 rather than 27. This update prevents an error from occurring when sending a Pre-Note file to the bank.

ERP-2682 PATH: Human Capital Human Resources Human Resources Employee Manager, ORPATH: Human Capital Payroll Payroll Employee Manager


On the Job Information screen, when adding a job to an employee, the Position ID was not being stored in the emp_job record. This issue has been corrected.

ERP-2709 PATH: Human Capital Payroll


An update has been made to the ACH file format for sites using Bank Number 117. This format contains only credits, and does not include a 627 settlement line.

The Batch Control Footer (822) and File Control Record (900) now zero fill in the Total Debit Amount fields to reflect that it is an unbalanced file. Previously, it reported a matched set of debits and credits even though there were no debits reported in the file.

ERP NUMBER



Time & Attendance (TA) Manager Enhancements

There are no Time & Attendance (TA) Manager Enhancements in this release.

Time & Attendance (TA) Manager Corrections

ERP NUMBER


ERP-2336 PATH: Human Capital Management Time & Attendance TA Manager Floating Options Tab Employees Screen


The Employee grid displays a column for Float Permission, however, the filter for this column was not functioning properly. This issue has been corrected.


Time & Attendance (TA) Terminal Enhancements

There are no Time & Attendance (TA) Terminal Enhancements in this release.

Time & Attendance (TA) Terminal Corrections

ERP NUMBER


ERP-2167 and ERP-2227

PATH: Human Capital Management TA Terminal


After completing the clock in process, the system did not set the focus back on the Badge field. This behavior prevented the next user from completing the clock in process as appropriate. This issue has been corrected.

ERP-2168 PATH: Human Capital Management TA Terminal


Not all fields on the TA Terminal screen were being refreshed (i.e. cleared) when a user retyped a Badge Number without first using the Clear button after an incorrect entry; only the Name and Job fields cleared. Now, all fields on the TA Terminal screen are refreshed when a Badge Number is entered, regardless of whether the Clear button is used or not.



When a TA Terminal user clicked the View Records button to see their time card history, the pop-up window was slightly undersized for the text on the screen. The Time Card History pop-up window has been updated to properly display the total width of the data.



Notes added during a Clock In session were erroneously removed from the system when clocking out. This issue has been corrected.

Harris Affinity ERP Release Notes Human Capital ManagementRelease: 2019.1 - October 2019 Time & Attendance (TA) Terminal Corrections


ERP-2290 PATH: Human Capital TA Terminal


The TA Terminal Clock-in / Clock-out screen would time out when inactive for long periods of time. This issue has been corrected.

ERP-2331, 2332, 2365, 2430

PATH: Human Capital TA Terminal



ERP NUMBER



Time & Attendance (TA) Search Time Entries Enhancements

TA Search Grid UpdatesTICKET #: ERP-874 INITIAL RELEASE: 2019.1

PATH: ERP Web Menu Human Capital Management Suite Time and Attendance Search Time Entries

The TA Grid in the Search Time Entries procedure has been enhanced to include subtotals and grand totals for ANY/ALL group by field(s) in order to properly review and audit employees' time.

Subtotals and Grand Totals:

Do not include deleted records, even when those records display. For example, if the results set includes an 8 hour REGU shift and a 2 hour (deleted) REGU shift, the total is 8, not 10.

Do not include accumulators when Include in TA Totals is set to No. This setting is defined using the Define Base Hours screen or the Include in TA Totals checkbox on the Accumulator Screen in Payroll Manager.

For example, if REGU and MTGU are included and EVEU and OVPU are NOT included, a results set grouped by date that includes 8 hours of REGU, 6 hours of MTGU, 3 hours of EVEU and 2 hours of OVPU would have a subtotal of 14 hours. The REGU and MTGU are added together, but the EVEU and OVPU are ignored, even if though they are in the same date group.

Harris Affinity ERP Release Notes Human Capital ManagementRelease: 2019.1 - October 2019 Time & Attendance (TA) Search Time Entries Corrections


Time & Attendance (TA) Search Time Entries Corrections

ERP NUMBER


ERP-1081 PATH: Human Capital Time & Attendance TA Search Time Entries


Previously, the system would require you to enter a Reason when removing a clock session, even if the Require reason for time record maintenance Global Preference check box is not selected. This issue has been corrected. The Reason field is now optional rather than required, if your Global Preferences indicate that Reason codes are not required.

ERP-2187 PATH: ERP Web Menu Human Capital Management Suite Time and Attendance Search Time Entries


When users (regardless of whether Admin or limited LDC rights) used the Search Time Entries screen, the system displayed OVPU entries for employees that were not part of their filtered options. This issue has been corrected.

ERP-2268 PATH: ERP Web Menu Human Capital Management Suite Time and Attendance Search Time Entries


In Search Time Entries, when you drag a field value into the flex grid header to group by a certain value, the system removes that column from the results set (leaving more room for the remaining columns). However, if later you decided to remove a group, the system did not reinsert that column into the results set. Instead, that field was simply missing from the grid entirely. This issue has been corrected.

ERP-2331, 2332, 2365, 2430

PATH: ERP Web Menu Human Capital Management Suite Time and Attendance Search Time Entries, ORPATH: ERP Web Menu Human Capital Management Suite Time and Attendance Absence Entry



Harris Affinity ERP Release Notes Human Capital ManagementRelease: 2019.1 - October 2019 Time & Attendance (TA) Search Time Entries Corrections



Supply Chain Management



Purchasing EnhancementsThere are no Purchasing Enhancements in this release.

Purchasing CorrectionsThere are no Purchasing Corrections in this release.


Harris Affinity ERP Release Notes Supply Chain ManagementRelease: 2019.1 - October 2019 Materials Management Enhancements


Materials Management Enhancements

Update to Charge Item Scanning Process to Support Additional Inventory TypesTICKET #: ERP-2432, 2433, 2434 INITIAL RELEASE: 2018.2.11

PATH: ERP Web Menu Supply Chain Management Suite Materials Management Scan

With this release, you now have the ability to select the inventory/SAP from which you obtained the supply item within the Scanning feature. Previously the system only allowed you to issue requisitions for the supplies from a single main inventory.

A new Default Stock Location field has been added to the top of the Scan screen allowing you to select the default SAP or Inventory where you are charging items from. This is an optional field. The lookup displays a combined list of SAPs and Inventories for selection.

The Replenish column in the Scan grid has been renamed Stock Location and displays the location defined in the Default Stock Location, if one is selected.

Below is the updated Scan screen showing the new Default Stock Location field as well as the updated grid.

When you scan an item, the following happens:

If you have selected a Default Stock Location and the item scanned is defined in that SAP/Inventory, that location appears automatically in the Stock Location column. You can remove that entry or select a different Stock Location by clicking into the cell and deleting the entry or performing a lookup of available SAPs/Inventories where the item is found.

If you selected a Default Stock Location and the item scanned is not defined for that location, but is defined in multiple other locations (SAPs and/or Inventories), the Stock Location is blank. You can click into the cell and perform a lookup to select from the available SAPs/Inventories where the item is found.

If you did not select a Default Stock Location, the Stock Location column is blank. You can click into the cell and perform a lookup to select from the available SAPs/ Inventories where the item is found.

New Default Stock Location field

Renamed Stock Location Column



Below is the search window that displays when you select a SAP/Inventory for the item. It is a combined list of the areas where the selected item is defined:

The Stock Location is not required. If this field is left blank, the system skips that item for the auto-replenishment process.

If the item selected is a stock item from an Inventory, the system generates an automatic issuing transaction for the item to be restocked.

If the item selected is a non-stock item or a stock item from a SAP, the system uses the Stock Location identified on the Scan screen for the automated requisitioning transaction for the item to be restocked.

Affinity MM Application for a TabletTICKET #: ERP-2534, 2687 INITIAL RELEASE: 2019.1

With this release, we’ve created an Android application to run from a tablet for Affinity ERP Materials Management.

This application, Affinity ERP MM, allows you to perform the following functionality:

Receiving - The Receiving functionality allows you to scan item barcodes using the tablet camera, take pictures of packing slips to attach to the receiver, and print the Receiving Report all from a tablet session.

Inventory Count - The Inventory Count functionality allows you to perform mobile inventory counts for your annual or cycle counts.

Supply Area Count - The Supply Area Count functionality allows you to perform SAP counts and includes the ability to scan item barcodes to identify the item you are counting.

If interested in this functionality, please contact Affinity ERP Support for more information.

** ACTION REQUIRED ** To start the process, you must first download/install the Affinity ERP MM application from the Google Play Store.

You do not need to create a gmail account nor use a personal email address. You can use a corporate email address for the person responsible for loading the tablet; either an IT person or someone in MM.



Receiving Application

Use the steps below to perform receiving tasks:

1. Open the Harris Affinity MM application.

2. Select the red To Do button to authorize your device and sign into the application.

3. Enter your User ID and click the gray QR Code button.

4. Scan the QR Code to identify the directory path to which you are establishing a connection. The Mobile Authorization QR code is located here:

PATH: ERP Web Menu Supply Chain Management Suite Materials Management Mobile Authorization

Once your device has been authorized, the system displays the initial page, but now the Receiving, Inventory Count and Supply Area Count options are enabled.

For convenience, you may want to print the QR code and have that printout available to scan when needed.

The QR code identifies the directory (i.e., schema) that you are connecting to, so wherever you are accessing this QR code is unique to that particular data set. This means, for example, if you authenticate to your test environment, then want to change to your LIVE environment, you need to sign out and then re-authenticate with the QR code from your LIVE directory.

Select the To Do button to authorize your device.

Enter your User ID and then click this button.



5. To start the Receiving process, you must first select the appropriate Purchase Order. The application allows you to search for a PO Number or Vendor.

To search for a Purchase Order, enter a partial or complete PO in the PO/Vendor field and then click the Search icon. After selecting a PO, the related Vendor Name displays.

Additionally, you can search for a Vendor by either entering a partial or complete Vendor Name and then clicking the Search icon. Or by using the Search All feature by leaving the PO and Vendor fields blank and clicking the Search icon.

When a vendor is being searched, you see the PO number appended to the end of the vendor name to denote which PO is attached to that vendor.

6. Once a PO is selected, the system prompts you to take a picture of the packing slip using the tablet camera feature. Tap the Camera icon and place the packing slip in the camera’s view. Then, tap the gray Camera button to take the photo.

Enter either a PO number or Vendor and tap Search.



If a packing slip photo is not taken and the Back to Receiving button is tapped the Receiving screen displays. However, in order to complete the receiving process you will need to either take a photo of the packing slip OR have to add information in the Receiving Notes stating why you couldn’t.

If needed, you can manually access the camera feature by clicking the icon at the top of the Home \ Receiving screen. Or click on the icon to access the Receiving Notes screen.

Tap this button to capture the photo.



7. Received items can now be added to the Received List using one of these methods:

Scan a bar code using the bar code scan feature. If there is a match between the barcode and an item on the current PO, the item is added to the top of the received list and the received quantity is incremented by 1. If a barcode is scanned more than once, the quantity is incremented by 1 each time the barcode is scanned.

Manually entering a barcode number using the Barcode field.

Entering an Item/Part number in the Barcode field.

When a barcode is recognized as part of the PO regardless of entry method, the item is added to the top of the list on the lower part of the screen. If needed, you can increase/decrease the quantity by using the + or - buttons.

You can also tap the pencil icon to bring up a popup to update the received quantity manually. You are then able to key in the received quantity using a numeric keypad.

If a barcode is not recognized, a message displays, Barcode does not match an item. Would you like to add?. Click Yes to add the barcode. The following screen displays.

For Rejection details, see page 79.



You can search for the item by entering either the:

Item/Part No / Item Description, or

Catalog Number, or

Manufacturer

The search to attach the barcode is filtered by items on the PO. This means you do not have access to items that are not on the current loaded PO.

8. When you are finished scanning/entering items for the selected PO, tap on the Complete Receiving button.

9. If you have not taken a photo of the packing slip or added receiving notes, a message displays indicating that you must do so.

Tap either the Camera or Receiving Notes icon at the top of the Home \ Receiving screen. If entering Receiving Notes the following screen displays.

See page 79 for details on how to use the Rejection functionality.



The icon at the top of the Home \ Receiving screen access the Shipping Notes. The text here is informational and only displays if there are Shipping Notes to display.

Rejections for Web Receiving with Returned Goods MemoRejections can be performed through the tablet Receiving process by selecting the Rejection button beside the appropriate item. The Rejection screen is shown below.

Using the tablet keyboard, enter relevant Receiving Notes and tap Done.

Relevant Shipping Notes display here.



1. After tapping the Rejection button for an item, the Reason for Rejection pop-up screen displays. This screen allows you to add a reason for the item rejection and whether or not it is a Vendor Return.

a. Select the reason for rejecting the item.

b. Using the Add functionality ( + ) from this screen, you can add multiple quantities for multiple reject reasons and items can be removed from the list by selecting the ( - ) button.

As you are adding rejected reasons for items, the system performs a validation to make sure you are not trying to reject more items than were received. If you do, an error displays stating: Quantity cannot be less than zero.

2. Once all items have been added to the list, select the Done button and the Rejection button is updated with the total rejected quantity for that item.

Select the reason for rejecting the item.



All rejected items are incrementally saved until the Done button is selected, at which time all updated items are posted to the database. Once items are posted to the database, if there are vendor return items, a Return Goods Memo is created for all items with vendor returns, automatically populating all item information. You are able to access the Return Goods Memo items using the Return Goods Memo desktop application. Items that were rejected but not flagged as a Vendor Return do not generate a return goods memo.

Inventory Count ApplicationThe Inventory Count application allows you to perform mobile inventory counts for your annual or cycle counts, both of which include the ability to scan barcodes for inventory items.

When an item is scanned, you can incrementally add a quantity or manually add a quantity amount. In addition, you are able to select a location you would like to scan inventory items for.

1. Select the Inventory Count option from the main screen. The following screen displays.

Enter the Inventory List.



2. Select the Inventory List you’d like to work from.

a. Tap the Search button.

b. Either enter the first few letters of the list name or enter an * which list all available lists and tap the Search button.

c. Tap the desired Inventory List.

The Inventory Count screen displays. The Inventory List name, the Effective Date and all items on this list display.

3. Select the appropriate location.

4. You now can begin working with the Inventory List items. From the Barcode field either:

a. Scan the barcode of the item by tapping the Scan icon. OR

b. Enter the barcode number and tap the + .

If the barcode is not associated with an item on the list, a warning message displays. Tap OK to proceed.

If the item is found, the item is moved to the top of the list and the quantity is incremented by one. Additionally, you can:

Increment or decrement the quantity manually by using the + or - buttons.

Tap the Count button where a popup displays allowing you to enter a quantity.

5. Repeat Step 4 until you are finished with your inventory count.

6. Tap the Home link to exit or tap the Search button to work with another Inventory List.

You can change the Effective Date, however it must fall within the current MM period. You receive an error if you enter an incorrect date or a date before the active MM period.

All edits to the inventory are automatically saved to your ERP database.



Supply Area Count Functionality This functionality allows you to perform SAP counts using a tablet, and includes the ability to scan item barcodes to identify the item you are counting. Then after processing the list, the system issues the appropriate requisition(s). Supply Area Counts are based on Supply Area Profile, or SAP Lists that are created in MM Manager.

Use the steps below to perform supply area count tasks:

1. Open the Harris Affinity MM application.

2. Select the red To Do button to authorize your device and sign into the application.

3. Select the Supply Area Count option from the main screen.

4. From the Supply Area List Search screen (shown below), select a Day from the drop-down list. This field is used to filter the list of SAP counts that are defined by a certain day. If appropriate, select ALL which allows all SAP Lists to be available for counts.

5. Select the appropriate Supply Area List using one of the following methods:

Enter a partial or complete description in the Supply Area List field and then tap the Search button.

Enter an asterisk ( * ) in to the field and tap the Search button. All available SAP lists display.



You also can enter a character plus the * to narrow down the SAP lists by the character you entered. For example, if you entered M* all SAP lists that begin with the letter M display.

Once you tap on the desired SAP list, the Supply Area Count screen displays. You can now begin scanning barcodes to identify the item(s) you are counting.

6. Use one of the methods listed below to enter an item.

Scan a barcode using the barcode scan feature. If there is a match between the barcode and a SAP item, the item moves to the top of the list and the quantity is incremented by 1. If a barcode is scanned more than once, the quantity is incremented by 1 each time the barcode is scanned.

Manually enter a barcode number into the Barcode field and tap the + button. The item moves to the top of the list and the quantity is incremented by 1.

Enter an Item/Part number in the Barcode field and tap the + button. The item moves to the top of the list and the quantity is incremented by 1.

Use the barcode button to begin scanning an item.

The Effective Date defaults to the current date.



If needed, you can increase/decrease the quantity by using the + or - buttons beside the item. Additionally, you can tap the Count button which allows you to manually enter the desired quantity.

7. When you are finished scanning/entering items for the SAP list, tap on the Complete Count button.

Logging Out of a Tablet SessionWhen you are ready to log out of the system:

1. Tap the Home link at the top of the primary Receiving or Inventory Count screens. The system brings you to the main screen.

2. Tap the log off link.

Inventory Specific Charge CodesTICKET #: ERP-2668, ERP-2670 Initial Release: 2018.2.21

With this release, you now have the ability to enter a Charge Code on the Inventory Level in MM Manager Item Catalog. This Charge Code is to be used for the Scan and Go process as a possible override to the Outgoing Charge Message rather than the Charge Code that is currently on the Item level.

An error message displays if a barcode is not recognized. In addition, error messages display for any invalid quantity formats that have been entered.

All counts are saved to the database once the Complete Count button has been selected. If you select the Home link before tapping the Complete Count button, the systems saves your counts to a temporary file (i.e. remembers the scanning you’ve completed), however, you must select the Complete Count button to commit your counts to the database.

Tap log off.



To support this functionality a new Charge Code column and field have been added to the Item Catalog screen.

If a Charge Code that already exists at the item level is entered, a warning message displays allowing you to accept the entered code for the current inventory.

If there were multiple items with the same charge code, the warning message lists the first code found in the Item Catalog for that inventory.

The warning message does not appear if an item currently has that Charge Code assigned to another inventory.

Important Processing Notes:

If the Inventory Charge Code is blank, the system continues to use the Item Charge Code.

You must have the Modify Item Catalog security right in order to add Charge Codes to an Inventory.

New Charge Code column.

New Charge Code field.



All billable items are in inventories, not in Supply Area Profiles. Our assumption at this time is not to have different Charge Codes for items already expensed to the department. This new functionality is for inventory items only.

The OR Charge Code resides at the Item level on all items that have the OR Item flag set, so that the MFN (Master File Notification) messages to the OR system send over the appropriate OR Charge Code.

If the OR Item flag is set, we send the message through the OR interface and it uses the Item Charge Code as the OR Code.

For the RCM interface, we always use the Inventory Charge Code and ignore the Item Charge Code, unless the Inventory Code is blank.

Scan and Go UpdatesThe Scan and Go process has been updated to use the new Inventory Charge Code wherever it exists, otherwise the system uses the Item Charge Code.

For example, referring to the images below:

Item 2771149-1 is the Charge Code on the Item Level, and

Item 2771149-2 is the Charge Code on the Inventory Level.

In this example, since a Default Stock Location (Inventory) has not been defined, the Charge Code on the Item Level is used; in this case 2771149-1.



Currently, when an item is used in the Scan and Go process and the process is set to create billing messages, the Charge Code that is currently used is the one that is associated with the item itself.

If an inventory is selected in the Scan And Go process and if there is a Charge Code for that item within that inventory, that Charge Code is used in place of the one on the Item level.

Important Processing Notes:

If an item is pulled from another inventory, we expense the item to the using department and replenish the item to the source department.

The Charge Code used is from the department using the item, not the department who provided the item.

The Outbound Item interface to OR continues to use the Charge Code from the Item level. We recommend that you put the OR Charge Code at the Item level (to facilitate the OR interface), and then override the Charge Code at the Inventory level (for the Charge Interface) for other inventories such as ED. The Charge Interface takes the charge code from the Inventory level if it exists, otherwise it uses the one at the Item level; i.e., the Inventory Charge Code overrides the one at the Item level.

We also recommend that a Charge Code exist at the Item level to ensure that if Charge Code labels are printed, every chargeable item has a Charge Code.

In this example, the Default Stock Location (Inventory) has been defined, so the Charge Code on the Inventory Level is used; in this case 2771149-2.

Harris Affinity ERP Release Notes Supply Chain ManagementRelease: 2019.1 - October 2019 Materials Management Corrections


Materials Management Corrections

ERP NUMBER


ERP-1899 PATH: Supply Chain Management Materials Management Purchasing


The following correction regarding the Purchase Order Acknowledgment process has been made: With the new eCommerce process, if a Purchase Order item comes back from the vendor in the 855 with changes from the original PO, then the Line Ok box should be unchecked. If all the details in the 855 match the original PO then this box should be checked.

ERP-1906 PATH: Supply Chain Management Materials Management Purchasing


When opening a purchase order in Purchasing, the system was still accessing the OrmedX server even when the new eCommerce process was in use. This correction removes those calls when the new eCommerce process is in use.

ERP-1922 PATH: ERP Web Menu Supply Chain Management Suite Materials Management Scan


If auto replenishment is not being used by the Scan and Go functionality, the system should not display the Non-Stock Item pop-up window. With this update, this popup window no longer displays in this situation.

ERP-2130 PATH: Supply Chain Management Materials Management MM Manager Set-up Global Set-up PO Options Modify Email PO Template


The Email PO Template previously launched the OrmedX procedure rather than new eCommerce Event Notification. This issue has been corrected.

ERP-2143 PATH: Supply Chain Management Materials Management MM Manager


Previously, an error displayed when clicking the Send to Vendor icon if a Vendor Name included a special character. The system now allows the use of special characters in Vendor Names.

ERP-2240 PATH: ERP Web Menu Supply Chain Management Suite Materials Management Vendor Setup


The length of the ISA segment in an outbound EDI 850 document has been corrected to be exactly 106 characters (not including the carriage return/line feed).

ERP-2297 PATH: Supply Chain Materials Management Purchasing


When creating a Purchase Order and entering a quantity in the Packaging field, an error occurred if the correct format wasn't used. Now, if you enter an incorrect order unit format, the system displays an error message indicating that the packaging format is invalid. The appropriate format is something similar to: XX/##. For example, BX/06 for box of 6.



ERP-2324 PATH: Supply Chain Management Materials Management Purchasing System PO


When posting a large email System PO, an error occurred. This issue has been corrected.

ERP-2368 PATH: Finance Accounts Payable Invoice Entry Reconciliation Returned Goods Memo


Previously, Returned Goods Memos were not displaying in Invoice Reconciliation for processing by Accounts Payable as usual. This issue has been corrected.

ERP-2382 PATH: Supply Chain Management Materials Management MM Reports Purchasing Vendor Receipt Report


The Received Date is now correctly saving the date as entered in Receiving, which corrects the issue with the Vendor Receiving Report displaying the incorrect date as the Received Date.



The length of the Bed field in the inbound ADT HL7 transaction was increased to 20 characters to meet the specifications and to prevent errors that were occurring on the rare occasion where the field exceeded a length of 10.

ERP-2468 PATH: Finance Management General Ledger Subsystem Controller Period End Control


Previously, the General Ledger month end closing process was not able to complete because the system allowed Inventory Adjustments in MM before the GL period was closed. Updates have been made to only allow MM Inventory Adjustments for an open period. Now, if you attempt to make adjustments in this situation, the following message displays: Invalid Effective Date.



Previously, the EDI Acknowledgment process expected a carat (^) as the Element Separator. The process now accepts the carat or an asterisk (*) as the element separator. No modifications to the file are required as the process analyzes the file to determine which character is used for the element separator.

ERP-2747 PATH: Supply Chain Management Materials Management Purchasing Purchase Order


Previously, the account number in the N1 segment was not being pulled from the appropriate site table. This issue has been corrected.

ERP NUMBER






Previously, the second line of the Ship To Address was not added to the 850 EDI transaction. Now, this line is available to the vendor as expected.



Two changes have been made to the MM OR Inventory Item Outbound interface:

Field IVT-12, Charge Code, has been added to the Material Location fields.

For field MFE-1, Record-Level Event Code, the system now sends “MAD” when an item is initially sent. For all subsequent messages created for the item, the system sends “MUP”.

ERP-2966 PATH: Supply Chain Management Materials Management Purchasing Purchase Order


The Email Purchase Order has been updated to include the following:

Department Code

Department Name

Deliver To

PO Notes

CONFIRMATION ONLY displays across the top of the PO email.

ERP-2993 PATH: Supply Chain Materials Management Purchasing


Previously, the EDI 850 file was created with the UNIT COST value being multiplied by the QTY ordered. This has been corrected so that the UNIT COST in the 850 is now the UNIT COST per item.

ERP NUMBER


Harris Affinity ERP Release Notes Supply Chain ManagementRelease: 2019.1 - October 2019 eCommerce Enhancements


eCommerce Enhancements

System PO Processing UpdatedTICKET #: ERP-2128 Initial Release: 2018.2.4

PATH: Supply Chain Management Materials Management Purchasing System PO

When a facility is set to use the new eCommerce to post a System PO, the system now processes any POs created using the new eCommerce process. In this case, if a Vendor is set up to use EDI, then an EDI message is created. If a Vendor is set up to use eMail, then an eMail is sent to the Vendor. The above is done by default.

Alternatively, if a facility wants to have Purchase Orders created, but not automatically processed, a system flag can be set to do this. When this flag is set, the Purchase Orders are automatically created, however, facility personnel must go into Purchasing to manually send the POs to the Vendors.

Harris Affinity ERP Release Notes Supply Chain ManagementRelease: 2019.1 - October 2019 eCommerce Corrections


eCommerce Corrections

ERP NUMBER




Several EDI 850 file corrections have been made:

The Product Description is now located in PID05 rather than PID02.

N1_ST_04 is now populating with the correct data.

ERP-2362 PATH: ERP Web Menu Supply Chain Management Suite Materials Management Vendor Setup


Processing for the EDI 850 file has been updated:

The GS02 field now uses the new GS02 value entered in the Ship To section on the Vendor Setup screen. Previously, the system was sending the value in ISA06 by default.

The GS03 field now uses the new GS03 value entered in the Ship To section on the Vendor Setup screen. Previously, the system was sending the value in ISA08 by default.

ERP-2563 PATH: Supply Chain Materials Management Purchasing Purchase Order


When processing an 855 Acknowledgment the Rejected Items were not being reflected correctly in the Purchasing Application on the Purchase Order Acknowledgment tab. This issue has been corrected.



Previously when processing an 855 Acknowledgement Import file, the system would pause the processing if a file contained an error. This issue has been corrected and now the system continues with the processing and reports any errors with a file.


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October, 2019