Issue#7 January, 2005

____________________________________________________________________________________

Update Now Available

The most recent update to Keystone Complete is now available for download. Please note: this update is for the new version of the software supplied to you on the CD distributed late last year. If you have not installed this new version of the software, you are encouraged to do so as soon as possible.

____________________________________________________________________________________

Keystone Complete Release Notes for version 2007.01.17 6.3 9050

Cash Receipts

Corrected: A bug in the cash receipts batch posting process has been identified and corrected. Receipts of a mixed type (Tax ,A/R and Misc) that had multiple payment methods (Cheque, Cash etc) could potentially create a GL batch with an extra credit entry to one of the receivables accounts. This would cause the GL posting to fail as the batch would not be in balance.
Corrected: Data validation has been enhanced to prevent users from printing receipts with no detail items.
Changed: The debit (bank) entries created in the batch posting to the general ledger are now summarized regardless of the posting method selected (Detail or Summary).
Changed: Facility Contract payments now display the contract total as well as the contract number in the selection drop-list.
Changed: Misc. receipt items now display the item specific tax amounts during receipt entry.
Changed: It is now possible to enter a negative Qty value when entering misc. items on a receipt.

General Ledger

Changed: All budget reports now have an option to exclude inactive accounts if the budget amounts are zero.
Changed: Posting journal selection for manual GL entries is now only accessible by administrators.
Changed: The user filter on the GL Batch Browse now allows users with 'All Access' as well as Admin users to view batches created by other users.
Change: The Dept Budget vs Actual Comparison report now prints the report summary on a new page if the 'Dept Page Break' flag is checked when running the report.

Prinsys - Tax

Changed: The word 'Arrears' was being printed on the second stub the letter size (8.5"x11") tax bill, this has been removed.
Changed: The interest calculations now looks for credit amounts in the interest aging columns and applied them to the overall amount for calculating penalty.
Corrected: The school support amounts printed in the summary of the Tax Arrears Ledger and Detail Tax Trial Balance reports was not consistent. One had the post-dated transaction amounts included and the other did not. Now neither of them include these amounts in the school support fields.
Changed: The Auditors Verification letters now print the balances as of the system date rather than specifying 'as of December 31, <Year>'.
Changed: The Auditors Verification letters now include rolls with credit balances.
Corrected: When adding a new roll number the street name and number of the property was not being saved.
Changed: The Tax Inquiry Window now displays all billing instalments in a scrolling list box with an option to view the details of the selected tax bill.
Changed: The organizations toll-free telephone number has been added to the tax certificates and tax arrears statements.
Changed: It is now possible to print tax arrears notices by tax class or by aging of balances.
Changed: The property owner mailing address is now included in the Detailed Tax Trial Balance export file.
Corrected: The billing instalment amounts printed on the summary of the Tax Billing Collectors Roll have been corrected.
Changed: The revision made in June/06 to the 'No Support' distribution GL posting, where all 'R' class no support taxes were dumped 100% into English Public, has been reversed. Those amounts are now distributed as specified in the billing parameters.

Prinsys - Building Dept

Corrected: When creating a compliance order the 'Issued 3' and 'Issued 4' field data was being saved on the compliance order but it was not being recalled correctly and printed on the hardcopy of the order.
Added: When printing an Order (Compliance Order, Stop Work Order etc) from the Building Permit Update Form you are now prompted to select an inspector to assign to this order instead of just defaulting to the inspector assigned to the permit.
Corrected: There was a problem where a permit was assigned a blank/zero permit number when inserting the first permit of the next year. The first permit is now assigned '0001' .

Accounts Receivable/Meter Billing

Changed: The Sensus and Neptune now has an option to update the meter note field with the meter note (if it exists) field in the reading import file. Note: If the meter note has been changed then the original note is saved in the meter maintenance log table as of the date of import.
Changed: If the customer address is selected to print on the customer trial balance report the rollnumber field is also included.
Changed: Meter serial number field has been added to the Meter Route List.
Changed: The prorated reading calculation no longer subtracts 1 from the first portion of the reading in order to prevent an excessive rounding problem.
Changed: The Transaction Summary report now subtracts positive quantity values from the summary when the invoice item amount is a credit.
Changed: It is now possible to enter a negative Qty value when entering items on an invoice.
Changed: The customer mailing address has been added to the Meter List - 1 Line report.
Added: The source meter reading and consumption data has been added to water bills for 'compound' meter types.
Added: The source meter reading and consumption data has been added to the water billing reports: 'Meter Proof List', 'Open Reading Edit List' and 'Generated Charges List'.

Accounts Payable/Purchase Orders

Added: There is now an option to print the 'Open Invoice List' by vendor name or number.
Added: The option for providing PAP functionality for accounts payable vendors has been added back.
Added: A GL account recall button has been added to the purchase order item entry window.

Program Registration

Corrected: There was a problem were the payment method selected on the registration was reverting back to the default payment method specified in the cash receipts setup.

Keystone Complete Release Notes for version 2006.11.30 6.3 9050

Note: Update was amended on Dec 8, 2006 to correct a problem with importing meter readings that had no reading value in the Sensus or Neptune import files.

*Reminder: It is always a good idea to perform a system back up before applying an update.

Please read these release notes thoroughly BEFORE applying the update.

Users of the Keystone In-Motion remote permit inspection software also require an update to be applied to each Tablet PC running the software. Note: Please be sure all inspections are uploaded to the main system from each tablet before installing the update.

General System

User options for modules (Prinsys - Tax, Prinsys - Building, A/P, G/L) have been moved to the user record in the Administrative Tools section. Access options have been refined to allow for partial access to various modules. For example a user can have 'All' access to the G/L budget but 'View Only' access for the rest of the general ledger or in A/P a user can have the ability to enter purchase orders but not enter invoices or produce cheques.

Meter Billing

*Important Change to Meter Billing*; The prorating of the flat meter reading charges has been changed to use the number of days specified in a regular billing cycle for each meter route being billed. This means that the prorated charges are calculated solely on the number of days since the last meter reading and not the prorated amount on the previous reading. Note: For new meters the previous reading date specified on the meter record becomes VERY important in the calculation of the charges. The data conversion processing will prompt you to enter the number of days in each route billing cycle and a minimum days will be specified within 10%. For example a regular 60 day billing with 54 day minimum means that charges will only be prorated if the number of days between readings is less than 54. If you have any questions concerning this change in the software, please contact us before applying this update.
The Premise Notes record has been added to the Neptune Equinox file meter export.
The Order Status record has been added to the Neptune Equinox reading file import.
The ability to select multiple routes has been added to the Neptune meter export.
Corrected the problem where water bills generated without readings printed too high on the pre-printed form.

Accounts Receivable

Manual invoices will now use the billing run description as the default invoice description.

Accounts Payable

Since the original format of the cheque date field on the printed cheque is not compatible with the new CPA standard a new format must be defined. From the Accounts Payable menu choose 'Maintenance --> Browse Cheque Definitions' menu edit the cheque format used and then press the 'Report Editor' button to display the cheque layout. Left click the 'Cheque Date' field and from the Report Editor menu choose 'View --> Property Editor' menu. In the 'Picture' droplist select the required date format ('YYYYMMDD', 'MMDDYYYY' or 'DDMMYYYY') and then press the 'OK' button to save your changes.

The A/P cheque format now has the option to print the date format on the cheque.
The available date formats on the A/P cheques has been modified to the CPA cheque standard, ('DDMMYYYY', 'YYYYMMDD' and 'MMDDYYYY').
The A/P cheque format now has the option of printing an scanned image of the signature of the person with cheque signing authority.
The Date Reconciled field has been added to the A/P cheque export process.
It is now possible to assign users access to specific tasks of accounts payable. For example a user may be allowed to enter purchase orders but invoices or cheques, or a user may be able to enter invoices but not purchase order etc.

General Ledger

The batch validation process now displays an error message for invalid auto-allocation accounts.
Corrected a problem in the formatting of the Balance Sheet report.
The batch validation process now wraps the error messages on the edit list so the whole message in visible.

Prinsys – Tax

Corrected a problem on the Mortgage Company Billing List included roll arrears even if the option was turned off.
The levy column headings (Municipal, County and Education) can now be user defined for all tax bill formats.
Corrected a problem where the tax payment reversal process was pulling the debit (bank) account from the Prinsys - Tax setup instead of the payment method code.
User module access settings has been removed from the Prinsys 'Setup --> System Users' menu and is now accessed from the 'Administrative Tools --> System Users' task located on the main launcher.
Corrected order of transaction history records printed on tax account statement.
The option to print the Auditor Verification Letters has been added to the Year End Processing in the tax module.
There is an option to print a positive confirmation Auditor Verification Letter as well as the negative confirmation letter.
All manual changes, including date and user name, to the tax rate table are logged in a file and listing printed by date.
All manual assessment changes, including date and user name, are logged in a file and listing printed by date.
The Update Monthly PAP amounts now has an option to calculate new amounts based on the (Last Years Taxes - This Years Interim) * a specified % change.
Printing the Current Year Taxes Paid amount on the Tax Certificate report is now a user option.

Prinsys – Building

User module access settings has been removed from the Prinsys 'Setup --> System Users' menu and is now accessed from the 'Administrative Tools --> System Users' task located on the main launcher.
The building permit browse has been modified so the 'Bylaw Amendments', 'Minor Variance', 'Zoning Amendments' and 'Other Approvals' are enabled/disabled independently of the permit currently selected in the browse.
All references to external Clarion report files (TXR's) has been removed.
The old format permit inspection report (PINS03) has been removed.

In-Motion

The ability to detect updates and automatically apply the new application has been added to the Keystone In-Motion software. The process works the same as it does in the main Keystone Complete system; when the software starts it compares the program dates in the update folder with the current version. If they are different the In-Motion application alerts the user, starts the program that performs the file copy and then terminates. The file copy program will restart the In-Motion application after the new files have been moved the program folder. Note: Before applying updates to either Keystone Complete or Keystone In-Motion, ALL inspection data on the portable computer should be merged back into the main database.

Keystone Complete Release Notes for version 2006.10.20 6.3 9050

*Reminder: It is always a good idea to perform a system back up before applying an update.

Please read these release notes thoroughly BEFORE applying the update.

General System

Users can now edit their own password regardless of their system security access level.

Prinsys – Tax

An additional owners lookup button has been added to the tax inquiry window. Note: This button is only visible if there are more than 2 owners for the current rollnumber.
The tax rate table now has separate G/L revenue accounts that can be specified for posting Supp/Omit, Write-off and Assessment Review Board tax bills.
The SAS update from the MPAC Year-End Tax File now logs the owner names and mailing address changes if the user chooses to update those fields from the MPAC file.
Corrected a problem where a system query by local improvement was being truncated to 3 characters.
The street address qualifier has been added to the Property Master Browse and the Tax Inquiry window. Note: The qualifier is NOT included in the street address sort order.
Changes to the roll mortgage company or mortgage number data is logged and can be listed in a maintenance log.
Postal Code field in the name and address maintenance log has been increased to 11 characters to accommodate US extended zip codes.
The tax bills now print 'Credit' on the arrears line of the bill stub when the account balance is less than zero.
The organization toll free telephone number prints on the tax arrears statements.
The mortgage company billing export file now includes the billing instalment dates.
There is now an option exclude PAP rolls from the Small Balance Write-off process.
The tax statement printed from the tax inquiry window now includes supplemental tax bills in the assessment values.

Cash Receipts

The Bill Payment Receiver file (from On-line or telephone banking) can be imported directly into a cash receipts deposit batch instead of manually entering tax payments from a hardcopy sheet. Note: At the moment only TD/Canada Trust has been implemented but other banks will be added as we receive the technical specifications.
The deposit batch number has been added to the credit entries of the G/L posting for both tax and A/R payments.
The footer on the hardcopy receipt has been modified to make it easier to read.
During receipt entry the user is now warned with a message that an A/R customer or rollnumber has been setup for pre-authorized payments.

Voter Notification

Changed the Eligible Voters Maintenance Log to print all changes made to the voters table.
Added a Eligible Voters List by Name but filtered by Ward and Poll.
Added Language column to Eligible Voters Lists.
Added 'No Support' option to school support filter on Eligible Voters Lists.

Accounts Receivable/Meter Billing

Added customer status filter to customer mailing labels.
Corrected the customer charges field on the Meter Proof List.
Added reading consumption field to reading history list on the manual reading entry window.

Lottery Licensing

The system now prevents entering licenses with events that conflict with other license events of the same type at the same location.

Facility Scheduling

The system now has a configuration option for a default contract type.

Program Registration

The system now has an option to add registrants to the course waiting list by default.

Call Manager

Task lists now print with a larger font.
The time field for tasks is now editable by the user.
A property address field has been added to the task form. This field is also included on the detailed task list.
A fax number field is now available for individuals as well as organizations.

Keystone Complete Release Notes for version 2006.09.15 6.3 9050

*Reminder: It is always a good idea to perform a system back up before applying an update.

Please read these release notes thoroughly BEFORE applying the update.

General System

A problem was corrected were a 'Do you want to abort' message would appear intermittently during the data restore process.

Facilities Scheduling

The departure date has been added to the arrival report
If a facilities scheduling customer books multiple facilities on one contract, their arrival at each facility will be reflected on the arrival report (e.g. – if they stay at Campsite 1 from Monday to Wednesday and then move to Campsite 2 for Thursday and Friday, their arrival at Campsite 1 will be included on Monday’s arrival report and their arrival at Campsite 2 will be included on Thursday’s arrival report)
The contract browse can now be filtered by complex
Fields have been added to the contract to allow the user to record contract notes and flag a contract. Flagged contracts are shown as such in the contract browse
When additional charges are added to a one-time contract, the additional amount is automatically added to the final payment on the existing payment schedule. The user will only have to edit the payment schedule if they want to add this amount to a different payment.
When entering adjustments to facility scheduling contracts, some users noted that adjustment invoices with zero detail amounts were being generated. The cause of this problem has been identified and corrected.
A problem was noted by users who were attempting to enter payments from the payment tab of the facility contract update window. When the contract had a current balance of zero, even if bookings existed that had not yet been invoiced, the “Enter Payment” button was disabled. This has been corrected.

Prinsys – Tax

The assessment modification report has been added back to the list of available reports
Changed labels for post-dated installment amount on the tax arrears ledger to be more specific and added disclaimer indicating the amounts are not included in the report totals

Cash Receipts

The payment method validation on cash receipts entry has been modified to prevent blank records
The G/L account selection on the payment selection browse has been fixed so that the account is selected whether you use “tab” or “enter”
A roll number 'hash' total field has been added to the tax payment summary section of the Cash Receipts Register report.

Accounts Receivable

A multiplier field has been added to the reading record. This ensures that when a multiplier that is associated with a meter is changed, previous reading information is not affected

Accounts Payable

A flag has been added to the system information window to allow users to choose whether or not they wish to use the purchase order module. If the flag “use purchase orders” is not checked, the purchase order field on the invoice entry window will be a data entry field as it was in the past

Voter Notification

An Advanced Poll Message has been added to the Voter Notification Cards

Lottery Licensing

Note: The following changes were included in the last update. We apologize for neglecting to mention them in the release notes. Municipalities that track trust account transactions for organizations that are part of a pooling group can now do so through the lottery licensing module. You can enter a budget for the organization and track transactions through their trust account, comparing budget to actual and receiving warnings when expenditures made exceed the approved budget. Under proposed new legislation, organizations would be placed in categories (e.g. – Advancement of Education, Advancement of Religion, Amateur Sports, etc.). Each category of organization will have allowed expenditure types (e.g. – organizations in the category Advancement of Education can have such expenditure types as Publications, Conferences, Student Organizations, etc.). To allow the user to deal with any changes that might occur in the legislation, categories and expenditure types for each category are user defined. A “Category” item has been added to the setup menu to allow users to define organization categories. “Accounts” can then be defined for each category. Once categories and accounts for each category have been defined, organizations can be placed in the appropriate category. To do this, edit the organization and on the “Review” tab select the applicable category. Once the category has been selected a “Budget” tab and a “Trust Account Tracking” tab will appear on the organization record. The user can then enter approved budget amounts and track trust account transactions. Expenditures in excess of budget are highlighted at the time they are recorded. Various reports have also been added to provide information on trust account transactions and trust account budgets.

Keystone Complete Release Notes for version 2006.09.01 6.3 9050

*Reminder: It is always a good idea to perform a system back up before applying an update.

Please read these release notes thoroughly BEFORE applying the update.

General Ledger

Users now have the ability to “close” a budget. Closing the budget after it has been adopted prevents users from inadvertently editing or deleting approved budget amounts. To close the budget for a selected fiscal year, sign into the General Ledger module with a system date in the fiscal year for which you want to close the budget. Go to Maintenance, Date Table, Define Date Table and flag “Close Budget”. Note: Closing the budget locks all budget amounts and prevents them from being edited or deleted and prevents any new budget amounts from being entered for the closed year. It does not result in any posting. The budget is automatically closed as part of year-end processing.

Accounts Receivable/Meter Billing

You can now produce a statement of payments made for a specified date range for a selected customer. To do this, do an inquiry on the customer record, select the “Payment Summary” button, specify the date range you want included on the report, select OK and select the desired statement message.
When producing customer statements from the periodic processing menu, you now have the option to produce statements for customers with a balance in the 61-90 day category and no balance over 90 days.
Corrected a problem in penalty calculations by billing due date where the system applied penalty amounts to invoices posted after the billing date but not yet due for payment.
Corrected a problem in penalty calculations by billing due date where the system reduced the balance by penalty amounts applied before the billing due date.
The ability to recalculate monthly payment amounts for pre-authorized utility customers has been added to the preauthorized payment menu. Various calculation options have been provided. Since customers are listed in a table similar to that used in Prinsys, the F12 key is available to export the data in the table to an Excel spreadsheet and use the resulting file as the input file for a Word Merge. This will allow you to create your own monthly preauthorized payment notification letters.
You can now specify a range of customer account numbers to be used for a billing group. This range is specified on the billing group setup. When adding a new customer to a billing group it will automatically be assigned the next available number in the range specified. This number can be overridden as long as the number assigned by the user hasn’t already been used.
Mailing labels have been added as an option on the Reports Menu under Customer Reports. This option enables you to select customers, add them to a list and produce mailing labels for them. These can either be sent directly to the printer (fits labels 3 across and 7 down) or to a word merge file and printed on the labels size of your choice.
When specifying finance charge rates for billing groups, a minimum charge can be specified. This will facilitate the addition of a flat fee instead of a %. (e.g. – for those who wish to add $10 to the amount billed for dog tags after a certain date)
Meter Maintenance Note Listing can be printed be a specified data range.
Reading import will now automatically calculate the % of prorated charges based on the date the meter is installed and the last reading import date.
The customer number and meter number fields have been added to the Neptune EZRoute file Display1_3 and Display1_4 fields for use in the handhelds.
Added a status filter to the Meter Rate Table Report.
Added status filter to the Route drop list on the Populate EFT payments window.
Added option to clear customer service address when generating split run meter billings.
Added file folder prompt to EFT file export, so the user can change the destination folder for the created file.
Additional flat charge amounts can be specified for both the old and new customers in the split meter billing table

Accounts Payable

Vendor labels can now be produced for either a range or a selection of vendors.
Purchase Order functionality has been added to Accounts Payable. Please see the on line help file for details or call for training.
Added a ‘View’ button the unposted invoice selection table.

Fixed Assets

The Keystone Complete Fixed Asset Module was designed to assist Keystone’s municipal clients with the implementation of PSAB Section 3150 – Tangible Capital Assets.

The module includes provisions for:

· Recording capital assets purchased in the past.

· Recording capital assets purchased between now and January 1st, 2009.

· Recording capital assets purchased after January 1st, 2009.

· Detailed information including description, location, acquisition cost and insurable value for individual assets is maintained in the fixed asset system.

· Fixed assets are grouped into categories or asset types. Each asset type is linked to an asset and contra asset (accumulated depreciation) account in the G/L.

· A depreciation method and rate is specified for each asset category.

Please see the on line help file for details or call to arrange training.

Facility Scheduler

· A problem editing booking charge items with duplicate codes has been corrected.

A problem were editing a booking would allow the ending date or ending time to be changed which resulted in a conflict with another booking.

Prinsys – Tax

You can now produce a statement of payments made for a specified date range for a selected customer. To do this, do an inquiry on the customer record, select the “Print Statement” button, specify the date range you want included on the report, select OK and select the desired statement message.

When reprinting interim tax bills from the inquiry window an option has been added which allows the user to print the interim assessment
For users who use the tax module only, cash receipts will automatically be created in “English only”. The user will no longer be prompted for bilingual receipts.
When "Print" is selected in the mortgage company payments edit window, the user now has the option to Print 1st installment, 2nd installment or both
When an interim bill is generated but no final bill the user can generate a zero final bill less the interim amount with the net amount the negative offset of the interim. To do this, after all final bills for the year have been processed, go to Taxation, Billing, Generate Tax Bills and select “Create Interim Credits”
When producing tax arrears statements, the option has been added to produce statements for TTL properties only
Added file folder prompt to EFT file export, so the user can change the destination folder for the created file.
A Modified Assessment Log report has been added.
Three message lines have been added to the top right of the regulation tax bills to allow for user defined messages to be printed on the tax bills.
Added prompt to delete mortgage company instalments when mortgage company is changed on Property Master Update form.
Final tax billing process has been changed to treat the Large-Industrial (‘L’) tax class as regular Industrial (‘I’) tax class when populating the schedule 3 data for the tax bill.
Printing a statement from the Tax Inquiry window now gives an option to print a ‘Payment Summary’ report as well as a statement of account.
References to sections of the municipal act on the tax certificates has been updated.
Fixed a problem in the mailing export that cause the application to GPF.
Fixed a problem in mortgage company payment entry where the filter wasn’t being applied to the ‘Tag All’ process.
Corrected tenant roll filter on transaction history report.

Prinsys – Building

Users can now schedule, print and record the results for inspections other than those related to a building permit (e.g. – property standards inspections). To schedule these inspections, highlight the roll number in the browse, select edit and go to the “Roll Inspections” tab. Note: This is to be used for non-building permit related inspections only. These inspections appear on the inspection scheduler and can be exported to Keystone in Motion
Users can export items scheduled on the inspection scheduler to their Microsoft Outlook calendar. In the Inspection Scheduler window select the day and inspector desired. When the desired schedule is displayed on the daily calendar, select “Export”.
When entering a cash receipt from the building permit window you now have the ability to enter mixed tender receipts (e.g. - cash and cheque)
The owner name and project description has been added to the permit list.
The Update Permit Stage in the Inspection Scheduler has been modified to filter any stages of construction with no inspections defined.

Cash Receipts

A comments field has been added to each receipt detail item.
The ability to have multiple payment codes (payment methods) (e.g. cash AND cheque) on one receipt has been added.

Cemetery Manager

The user can now configure range/plot/lot column headers. To do this, select the cemetery in the cemetery browse and select edit. The column headers can be defined on the “Configuration” tab.
A deed transfer log file and report has been added to track deed transfers.

Voter Notification

Added school support, residency, language and occupancy filters to Eligible Voters List.
Added voter summary by ward and poll to Eligible Voters lists.

Keystone Complete Release Notes for version 2006.06.06 6.3 9050

*Reminder: It is always a good idea to perform a system back up before applying an update.

Please read these release notes thoroughly BEFORE applying the update.

Changes to GST and PST Tax Calculations

· All system modules (A/R, C/R, A/P etc) which are required to calculate the various provincial and federal taxes now use a global tax rate table. The basic transaction code is defined with it’s GL revenue account in Accounts Receivable/Cash Receipts module. The code is then assigned to the tax rate table with the applicable tax rate and effective date. A data conversion process has been implemented to create a default tax rate table using the existing data. The conversion should be seamless to the users, with the system already making the changes necessary for the July 1^st reduction in the GST rate. To make future changes to system tax rates, go the ‘Maintenance à Tax Code Table’ in Accounts receivable and edit the required tax code. The data conversion process will make changes to the GST amounts for any facility bookings dated after July 1, 2006. A list of affected facility rental contracts will be displayed so each contract may have the payment schedule adjusted to reflect the new tax amounts.

Note: The software now accommodates multiple rates so when a tax rate changes, there is no need to modify the existing tax rate, simply enter a new rate for that code with the proper effective date and leave the old one as it is.

General System

· Users now have the ability to change their own password, to specify their own Prinsys alerts and to configure their own additional buttons. In the report preview window, options have been added which allow the user to specify how many copies they wish to print and specify if they want the pages of a report printed in reverse order

· The Keystone Complete launcher cannot be closed if any modules are still open.

General Ledger

Correction – Balances in inactive accounts will now be exported as part of “Export Account Summary Balances”
An Account Mask/Range/Selection option has been added to the Budget Copy process
The Chart of Accounts browse can now be filtered to include Active, Inactive or All accounts
The Account Inquiry browse can now be filtered to include Active, Inactive or All accounts

Accounts Receivable

A reading date range has been added to the Meter History report
When entering a split meter reading, the user will be able to specify a forwarding address for the old customer. This address will be used for the customer’s final bill. When the final bill is processed, the customer record will also be updated to reflect the new address information
When copying a billing run, a “Cancel” option has been added to the second warning message…just in case you change your mind.
Meter rates no longer used can be set to “inactive” in the meter rate table. When adding rates to meters, inactive rates will be filtered from the list of available rates
Meter routes that are no longer used can be set to inactive
When changing the status of a customer account, a warning message is displayed
A reading look-up button has been added to the meter reading entry window to allow the user to view previous readings while entering the current reading
A customer look-up button has been added to the meter reading entry window to allow the user to view the selected customer’s account history while entering the current reading
An option has been added to the split meter reading entry window to allow the user to add other charges (e.g. – moving charges) to the final bill
When printing customer statements from the periodic processing menu, the user can now specify a date range for history to be included on the statement
A “Print” button has been added to the Customer Notes entry window to allow the user to print the text of the highlighted customer note
An option has been added to the Reports menu that allows the user to print all customer notes for a selected billing group for a specified date range
When writing-off small balances, once the list of eligible accounts is populated, the user can exclude eligible balances from write-off by deleting them from the list before posting
When multiple estimated meter bills are run between readings, these estimated bills will be deducted in summary from the next meter bill

Accounts Payable

Correction: The problem noted with the remittance address specified at the time of invoice entry being overwritten at the time of cheque creation has been corrected
Correction: The problem noted with invoice edit where changes were lost when invoice details were edited has been corrected
Documents can be linked with A/P invoices before and after posting
When posting invoices, the buttons for “All” or “Selection” have further separated to ensure the wrong button isn’t selected accidentally
When an invoice posting account is selected, the GL department description as well as the account description is displayed
A G/L Account Mask/Range/Selection has been added to the invoice edit list by G/L account
An icon has been added to the invoice browse to indicate invoices with attachments
When producing the invoice approval list, a field has been added to optionally allow the user to specify a report title which will be printed on each page of the report
When processing cheques, the user can now sort the candidate table by vendor name as well as by vendor number

Prinsys – Tax

Correction: Tax certificates have been amended to only show payments applied to current year taxes and describe as “Total current year taxes paid to date”
Correction: When changing an owner name other than for the primary and secondary owner, an owner history record wasn’t being created. This has been corrected.
Correction: When exporting the mortgage company bill list including arrears to a csv file, the arrears are now included in the csv file
Roll numbers that have no assessment and no arrears can be set to inactive and optionally filtered from the browse
In the tax parameters, an option has been added to allow users to have NSF cheque charges added to “penalty” so that they are not subject to additional penalty and interest charges
The Special Area Report (Charge Verification) has been modified to include owner mailing address as well as roll number, owner name and assessment
Post-dated tax installments are now listed on the tax arrears ledger and summarized at the end of the report
When printing tax bills with one installment on bill forms with two stubs, the extra stub will be left blank
When a Call Manager call is added and the contact record has a roll number associated with it, an Activites tab will be displayed which will enable the user to create an activity in Prinsys which contains information from the Call Manger call
Details of the “No Support” education tax distribution are now included on the billing calculation summary
When changing owner information for a roll number, the user will be prompted “Is this an MPAC generated change?” MPAC generated changes can optionally be excluded from the Maintenance Log and the Modified Name and Address List
When printing a customer statement from the inquiry window, supplemental tax installments billed but not yet due are outlined on the statement
When an interim tax bill is generated but not a final (i.e. – assessments were not updated prior to running interim bills so an interim bill was generated in error) a negative final bill can be produced to offset the interim. To do this, after running all final tax bills, go to Taxation, Billing, Generate Tax Bills and select the button “Create Interim Credits”
When exempt assessments are added as supplementals, the amount of the exempt assessment will be printed on the supplemental tax bill and displayed with other supplemental assessment amounts in the tax inquiry window
Corrected: The Vacancy Rebate calculations have been modified to exclude the Excess Land sub-classes (RTQ = ‘U’).
Changed: Supplemental tax bills can now have a minimum bill amount defined. The adjusting charge amount is posted to the general levy portion.

Prinsys – Building

Correction: Vertical scroll bars have been provided on all comment fields as required
Alternate larger icons are available to be used to indicate the status of a given Stage of Construction. If you wish to use these alternate icons, go to Setup, Building Department Setup, Update Building Dept Parameters, go to the “Stage of Construction Status Icons” tab and select “Alternate”
The date on the daily calendar report in the inspection scheduler has been made larger
A field has been added to compliance orders to indicate “date compliance achieved”
Receipts can optionally be processed from the compliance letter entry window, similar to building permit receipt entry provided in the building permit update window
Cash receipts produced from the building permit update window now reference the permit number
When browsing compliance letters, the main property browse window remains active
A “View Receipt” button has been added to the permit entry window for permits with an associated cash receipt
On the “Structure” tab of the permit entry window a check-box has been added for “dimensions/setbacks not changed”
On the “Structure” tab of the permit entry window a field has been added for “Number of Storeys”

Keystone In Motion

Corrected: Colours indicating inspection status (green/yellow/red) were not being maintained when the application was closed. This has been corrected
A flag has been added to the permit status types in Prinsys to indicate which permit types should be exported to the In Motion application. To set your preferences, go to Setup, Building Department Setup, Lookups, Permit Status Types and edit each type to indicate which status types you wish to have exported to the tablet app

Cash Receipts

A report can be produced outlining general receipts by transaction code for a specified date range in summary only. This can be achieved by going to Reports, Print Cash Receipt List by Code, Select “By Date Range”, specify the desired date range, specify the desired range of codes and flag “Print Summary Only”

Lottery Licensing

A form adjustment has been added for printing lottery licenses. To set this adjustment go to File, Setup, Profile, go to the Preferences tab. Enter the adjustment you require in the field provided in the bottom right corner of the window. Note: The adjustment value is expressed as dialog units. 1,000 Dialog Units = 1 inch . A positive adjustment will move the printed text down on the license form. A negative adjustment will move the printed text up on the form.
The address for the Alcohol and Gaming Commission has been updated on the License Summary report

Animal Licensing

The ability to renew multiple animal licenses for the same owner and have all items included on one cash receipt has been added

Facility Scheduler

The filter set for the contract browse (Open/Closed) is saved and reloaded each time you exit and re-enter the software
The ability to enter partial units has been added when entering adjustments on facilities contracts
A report has been added which produces mailing labels for all customers who have had a booking in a selected facility (or optionally for all facilities in a selected complex) during a specified date range. To access this report go to Reports, Booking Mailing Labels and set the parameters to achieve the desired result

Program Registration

A report has been added that lists families including a detailed list of family members. To access this report go to Reports, Customer/Family, Detail Family List
Users can now re-print confirmations for all registrations within a specified date range for all families as a batch process. To do this go to Reports, Registrations, Reprint Confirmations

Vital Statistics

For birth and death registrations, the user now has the option to include the year as part of the registration number. This allows the user to re-start the numbering sequence at 1 at the beginning of the year. This change is not retroactive (i.e. – registrations that have already been recorded will not be re-numbered). If you wish to utilize this numbering method go to Setup, System Parameters and check the flag “Include Year in Registration Number” for births and/or deaths.
An additional option “Death Elsewhere, Burial Elsewhere” has been added for death registrations. When this option is selected, the Form 17 button is enabled

Keystone Complete Release Notes for version 2006.05.02 6.3 9050

*Reminder: It is always a good idea to perform a system back up before applying an update.

Please read these release notes thoroughly BEFORE applying the update.

System Security

The user login has been changed and should eliminate the need to close the software on all workstations in order to reset the user count after a user has exited the software abnormally. The software updates a log file for each user every 30 seconds. The system can use the date/time stamp on the user record to allow the user to log back into the system if the user log record has not been updated within the last 2 minutes.

Accounts Payable

Amended May 2, 2006. Correction: The cheque number was printing incorrectly on the cheque stubs.
Added: A fourth cheque format with the cheque printed at the top of the page with two stubs has been added.
There is a new report/cheque builder function which allows the users to copy and edit any of the existing 3 standard cheque formats. Note: Each banking institution defined in A/P is required to have a cheque format selected prior to printing any cheques.
The invoice description field will now expand and use two lines if necessary on the Invoice Approval list.
C.R.S. (Cheque Reconcilition Service) functionality has been added for TD/Canada Trust. Other banks may be added as needed.
A/P vendors can now be set up and paid via Preauthorized Payments and Electronic Funds Transfer.
Posting options have been added for users flagged as administrators to allow for posting A/P invoice expenses dated in one year into the next fiscal year.
There is now an option which will restrict posting of A/P invoices to users that are flagged as administrators .
There is now an option which will allow users flagged as administrators to post invoices entered by other system users.

Accounts Receivable/Meter Billing

The ‘Move Arrears to Taxes’ function has been modified to allow credit customer balances to be adjusted and moved to the specified tax roll as well as debit customer balances.
An ‘Initial Read’ flag has been added to the meter reading table. When the previous meter reading value is zero, the next reading is flagged as an 'initial read' and will allow the user to prorate charges on that reading without affecting the charges on any subsequent readings.
A receipt reprint problem from customer inquiry window has been corrected.
The invoice item G/L account number has been added to the invoice detail browse on the invoice update window.
The A/R statements have had some minor changes to made to them.
Billing runs now have ‘Estimated’ as an option for Billing Method.
The user must check the ‘Deduct Estimated Charges’ box if the estimated meter billing is to be credited back to the next metered billing.
The Neptune 'EZRoute' file export had the meter type indicators for Touch Read and Manual Reads switched.

Cash Receipts

The prompt for printing bilingual receipts has been removed and the cash receipts system now uses the A/R configuration setting for bilingual options instead.

Prinsys – GIS

The GIS query process now skips the Special Area code field. This field is an array and causes the process to GPF.

Prinsys – Tax

Added ‘Total Payments Applied’, ‘PAP flag’ and ‘Post Dated Payments’ fields to the tax certificate.
Tax certificates can now be entered directly from the Tax Certificate lookup button located on the Tax Inquiry window.
The Mortgage Company Bill List now prints the property location under the roll number.
Mortgage company payments are now entered by selecting the payment amounts for the rolls to be paid. Any installments not being paid can now easily be deselected in the list before processing.
The municipal name can now be overridden on the full page statement stub.
A problem in the Posted Transaction Summary report has been corrected.

Prinsys – Building Dept

Some enhancements and corrections have been made to the cash receipt entry on the building permit update form.

Program Registration

The confirmation letter disclaimer field has been increased from 500 to 1000 characters.
The Course Revenue Report has been changed to use the course fee field value instead of the subtotal field which also included the tax amounts, giving an inaccurate total for course revenue.

Facility Scheduler

The invoice date on the Generate Monthly Invoices window has been disabled. This has been done to force the user to change the system date to the correct date for billing. Otherwise the bookings records in the system that are dated after the invoice date could be processed even though the user only intended bookings be processed up to the billing date.
A problem has been corrected when running the Monthly Invoices and One-Time Invoice process with the ‘Create Charges’ box unchecked. Even though no invoices are created the tax detail records where being added to the 'ARDetail.tps' file anyway. Note: A process has been added to 'Kfdbutil.exe' to remove the extra 'ARDetail.tps' records.
Some enhancements and corrections have been made to the Facility Contract Adjustment entry window.
Amended Apr 25/2006 - If a user attempted to insert a booking that conflicts with another booking data and time but then pressed Cancel instead of OK. The software would prompt the user to 'Save the Changes?'. If the user answered 'Yes' the booking record would be saved without displaying an error message, resulting in booking conflict for the facility on the date and time.

Lottery Licensing

The text font on the 1^streminder notice has been increased to 11 pt and text font on the the 2^nd reminder notice has been increased to 12pt.

Keystone Complete Release Notes for version 2006.02.24 6.3 9050

*Reminder: It is always a good idea to perform a system back up before applying an update.

All applications have been upgraded to the use the Clarion 6.3 9050 build run-time files.

System Security

Changed: All system users are now required to use a unique username and password combination to login to the software. In other words, it is no longer possible to log into the software on several workstations using the same username and password.
Changed: If the administrator attempts to perform a backup or restore operation and there are still people logged into the software, a list of current users is displayed.

Accounts Receivable/Meter Billing

Change: Address fields on invoices and statements have been increased in size to prevent field concatenation during printing.
Correction: Credit amounts on water bills were causing problems with the 'Amount Payable After Due Date' calculation. This has been corrected.
Correction: the report' Daily Transaction Log by Date' has been fixed.
Added: The invoice, water bill and statement footer message is now user definable for each billing group.
Change: Water billing process will now produce a zero bill if the debits equal credits, whereas before the billing would not be produced.
Changed: The Neptune EZRoute meter export/import file has been modified as per changes from Neptune.

Animal Licensing

Changed: When a tag record is 'Renewed' the tag year and expiry date are incremented to the next year.

Accounts Payable

Change: Cheque processing now uses an 'Invoice Due Date' field to process invoices. That way it is possible to pay invoices before the actual due date specified on the invoice.
Added: The 'Invoice Type' option on the invoice entry window has been added back as a drop-list.
Changed: The invoice item account selection will no longer allow the A/P clearing account to be selected.

General Ledger

Changed: General Ledger Annual Department Budget vs. Actual Comparison report now issues a page break when the category changes and the user selected to page break for each department.

Prinsys - Building Department

Note: There have been changes to the permit table that will require remote inspection users to upgrade the permit inspection software on each portable computer.
Corrected: Cash Receipts issued from the Building module were not applying the GST and PST. This has been corrected.
Change: The Permit Application entry will use the legal description for the property address if there is no street name or number specified.
Change: All user defined fields have been pulled from the permit table and moved into a separate file.
Added: There is now a 'Contractor' lookup in the applicant section on the permit application entry form.
Corrected: 'Sanitary Rough-in' was missing on the report 'PRMT03' and has been added back.

Prinsys - Property Taxation

Changed: The property ownership logging has been simplified and now records all owner name and address changes.
Changed: If the changed property owner name is the first one in the owner history table, the start date is now left blank instead of displaying the Jan 1 of the current year.
Corrected: The posted transaction list was consolidating transactions for the same roll entered on the same date. they now show separately on the report.
Corrected: For farm properties, the tax billing process was printing the Farm Forestry Exemption (FFE) acreage instead of the full acreage on the tax bill.
Corrected: The school support was not being broken down on the posted transaction list and the transaction register reports.
Corrected: The Supp/Omit import process was not using the correct field for the effective date.
Corrected: Tax certificates did not include local improvements.
Added: There is now a 'Return Address' field on the Auditor Verification report.

Facility Scheduler

Added: There is now an 'Adjustment' button available on the facility contract update window which allows users to create additional transactions for a contract that has already been invoiced.
Added: There is a 3rd tax code option for facilities to accommodate the extra PST charged on alcoholic beverages.
Changed: Facility contract browse now sorts contracts in descending order when listing by contract number.
Added: 'Open Contract Listing' report lists the open contracts with charges, payments and remaining contract balance.
Correction: Customers flagged as GST/PST exempt will not be charged those taxes.

Program Registration

Added: There is now a confirmation disclaimer which is defined in the program setup.
Corrected: When moving a registration from the waiting list, the GST amount was not being calculated.

Keystone Complete Release Notes for version 2005.12.16 6.2 9048

Changed all mailing addresses to match Canada Post specification. *Note: Users with custom chq formats will need to send us the report library to be corrected.

Accounts Receivable/Meter Billing

Changed: The penalty process now adds the penalty transactions to a billing run.
Added: The billing run browse now has a 'Copy' button, which will duplicate the currently selected billing run invoices with and option to keep the amounts the same or to reverse them.
Changed: The payment reversal function has been changed to add the NSF charge as a separate invoice from the actual reversal, but is posted to the GL at the same time as the reversal.
Changed: The penalty processing by Billing Due Date now processes all customer invoices for the specified for the due date instead of just the first one.
Added: The new Neptune 'Equinox' meter export/import file format has been added.

General Ledger

Added: The Dept Budget vs. Actual Comparison report now has an option to export the report data to a CSV file.
Added: A process has been added where the current years budget amounts can be copied into the next fiscal year with an option to adjust those amounts by a specified percentage of the current budget.

Prinsys - Building Department

Added: A standard warning message has been added to the delete button on the permit browse.
Changed: The graphing windows have all been consolidated into a new single graphing window.
Changed: The permit fee calculator report has been updated to emulate the update form layout for each fee.