Posts tagged Mass Changes
Friday Feature - Mass Change Employee Benefit Providers

As you know, we have been adding mass change activities and tasks regularly over the years. The most recent addition is for adding, editing and deleting benefit provider records in Employee Management. All you have to do is create a list of employees and select the task you want.

  • Edit - A great way to end records. (You can only edit the End Date, Coverage Begin Date, and Coverage End Date.)

  • Add - A great way to add records.

  • Delete - Oops. It happens every now and then, where you need to delete a lot of benefit provider records that just don’t pan out.

  • Copy - Use the Edit and Add on the same list!

Check it out!


Just like the other mass changes, you can set defaults (like begin date and provider), but the beauty of the mass change for employee benefit providers is the ability to change providers and levels on the fly. That’s where the majority of your work is done! Check it out.


With a direct edit list, all you have to do is make a change, arrow down, make a change, arrow down and so on and so on.

This is a great way to updated ACA opt-out, too. Benefit enrollment season has never been so easy!

Friday Feature - Mass Change Vendor Addresses

Last week, we talked about mass changing vendor records, but there is a caveat to that ability: vendor addresses. See, in Escape Online, we allow a vendor to have unlimited addresses. This provides great flexibility. Some districts have separate addresses for Issue, Remit and 1099. Others have multiple addresses for different contacts at a vendor. Still others use a “generic” vendor, like a city, to hold disparate addresses, like the police, fire and water departments. So, you can see why you would want to change addresses separate from the main vendor record.

It is the same process as last week — search, list, task, batch, edit, post. What I didn’t show you last week, though, was the default edits. Check it out!


Say that I want to set up 168 vendors for email and ACH processing. I can do that with the Vendor Addresses Mass Change. I can set the defaults with a few clicks and then enter their email addresses on the direct edit list. So easy!

Friday Feature - Mass Change Vendors

It is March and everyone is finished with their 1099 processing. But, are they? Well, this is the time of year where a lot of districts will send out requests for new W-9 forms from their 1099 vendors. As you receive them, you could go into each vendor record and update the W-9 fields. Or, you could use the Mass Change - Vendor Details activity to perform your changes in a batch mode. Check it out.


So, here I am, updating 119 vendors (as you can see from the highlight at the bottom of the screen). Super simple! I can enter the W9 Received Date, arrow down, enter another, and so on. Then, I use the Post task and all of those Vendor records are updated. (I dragged the W9 Received Date next to my Vendor Name for easier data entry. You can do that, too!)

How did all this magic happen? Well, all I had to do was generate a list of vendors. My search is incredibly easy to define, only two fields as you see below. Once I click GO to generate the list, I can use a task to open the batch for edit, right there in the same activity. Escape Online simply opens another tab. So cool.


There are a ton of fields I can edit this way:  W9 Received Date, Sort Name, Tax Classification, Customer Acct #, Web Address, Active, Buyer, Shipping Percentage, Ship Via, FOB, Terms, Tax on Shipping, W9 Required?, 1099 Form Box, 1099 Vendor, DIR Reg #, DIR Date Verified, License Type, License #, Expiration, Bank Id, Account Number, Account Type, Bank ACH Entry Class, and Addendum Option.

Of course, you can also enter all of this in an Excel spreadsheet and import it, too. Escape Online works with your workflow. And, that’s the point: YOUR WORKFLOW.

We are dedicated to bringing the tools you need to make your job easier, which is why this activity was developed as a direct result of customer input at the Beyond Escape 2016 User Conference.

Next week, I’ll show you how you can mass change vendor addresses and how you can set defaults to make your editing go even faster!

Friday Feature - Mass Change Addons

Who doesn’t love mass changes? They are so efficient. Productivity hounds unite! We have been adding mass change activities and tasks regularly over the years. In our latest release (18.03), we added mass change tasks for employee addons (pay that is not associated with a position). This brilliant idea came to us via Fairfield-Suisun USD and Monterey COE, but they were not alone. We discussed their idea at one of our Collaboration Days and everyone got in on the specification action, including Alameda COE, Cupertino USD, Marysville JUSD, Redding SD, Sacramento City USD, San Joaquin COE, Santa Barbara CEO, Solano COE, Sonoma COE and Tehama CDE.

Check out what all these deliberations produced!


Just like other mass change tasks in Employee Management, you create the list and then you choose the task that makes the most sense for your job: adding, ending and deleting addons. Escape Online prompts you, asking if you want to work on the batch update right now or wait for later. Either way, it creates the batch right then and there.


Then all you have to do is fill out some defaults (or make one-by-one changes - your choice). This new feature makes updating employee addons easy.

Remember, you can only delete addons that have not been paid.