Overview

Back Office and Classic validate that employees with recorded wages have a Social Security Number (SSN) on file before W-2 forms are generated through Greenshades. Previously, employees missing an SSN were silently excluded from the Greenshades W-2 output, creating a compliance gap that was difficult to identify. This update ensures those employees are flagged so their records can be corrected and their W-2s issued.

Why We Built It

Employees without an SSN were not appearing on any W-2 reports, even when they had wages on record. Because there was no alert or flag, this issue was easy to miss until it was too late to correct before IRS deadlines. This validation closes that gap and helps ensure complete, accurate federal tax reporting.

What to Expect

Overview

A Memo field is now available when creating any invoice in Back Office, including credit memos. The Credit Memo Reason field has been renamed to Memo on new invoices and in the post payment wizard when applying a credit memo in an AR batch. The Memo field appears in the Customer Invoices table and in Invoices search results, giving collectors visibility into why a transaction was placed on account.

Why We Built It

Collectors need clear context for why transactions are placed on account. Without a dedicated memo field, staff had no standardized way to document reasons, making it difficult to understand transaction history during reconciliation or customer inquiries. The Memo field creates a consistent, visible record directly on the transaction.

What to Expect

Overview

The PaymentBankID dropdown in the Generate Positive Pay file process now only displays banks that have the Generate Pos Pay checkbox enabled in bank configuration. Banks that are not set up for Positive Pay no longer appear in the list.

Why We Built It

The dropdown previously showed every bank regardless of Positive Pay eligibility, forcing users to sort through unrelated banks every week to find the right one — and creating the risk of accidentally selecting the wrong bank.

What to Expect

When running the Generate Positive Pay file from Weekly Process, the PaymentBankID dropdown will only show banks configured for Positive Pay. No workflow changes are required — the list is simply shorter and more accurate.

Overview

The system now validates the year associated with state and federal withholding tax exemption documents when determining whether to display a Data Requirement Message (DRM) during payroll processing. The DRM for exempt employees now only triggers when the tax document date completed is from a previous year, indicating the W-4 may be outdated and requires renewal.

Why We Built It

Previously, the exemption DRM did not account for the document year, which could result in unnecessary alerts for employees with current-year tax documents or missed alerts for those with outdated forms. This update ensures payroll users receive accurate, actionable notifications only when a W-4 renewal is actually needed.

What to Expect

When processing time entry for an employee with maximum exemptions on state or federal withholding taxes, the system now evaluates the date completed on the associated tax document:

• If the date completed is from a previous year, you receive a DRM indicating the W-4 is outdated.
• If the date completed is from the current year, no DRM appears.
• If the date completed is blank, no DRM appears.

When the DRM fires, the message displayed reads:

“[Employee Name] has max exemptions from a previous year on one or more taxes.”

Overview

The Greenshades XML feed for West Virginia SUI filings now includes two required fields: Occupation (mapped from Job Title) and WorksiteID (mapped from employee worksite county code). These additions ensure the feed contains all mandatory information needed for quarterly state unemployment insurance filings without requiring manual intervention in Greenshades or on the state website.

Why We Built It

West Virginia requires occupation and worksite information for SUI filings. Previously, missing fields in the Greenshades feed forced back office staff to manually complete this data using the Advanced Editor or directly on the state website, adding extra steps to an already complex quarterly compliance process.

What to Expect

When you export your West Virginia SUI filing data to Greenshades, the XML feed now automatically includes employee occupation and worksite county code information. No configuration or extra steps are needed. Your quarterly filings are now complete and ready to submit without manual data entry in Greenshades.

Overview

Running the purge utility for an employee now clears their sick leave accrual start date, so when that employee is later rehired, the accrual plan starts fresh from the new hire date. Avionté also provides a data validation alert if an active accrual plan exists without a start date assigned.

Why We Built It

Previously, running the purge utility did not clear the accrual start date, meaning returning employees could carry over an outdated start date and accrue leave they were not yet entitled to. This update ensures the purge utility properly resets the start date, and that the system flags any active plans missing one.

What to Expect

Running the purge utility for an employee with an active sick leave accrual plan clears the accrual start date as part of the purge process. If that employee is later rehired and re-entered into the system, a new accrual start date is assigned from the rehire date, resetting the accrual cycle from scratch. Additionally, Avionté flags any active accrual plans missing a start date, helping you catch configuration issues before they impact leave calculations.

Overview

The Greenshades Indiana SUTA feed generation now validates that a zip code is present for each employee work location. If any zip code is missing, an error alert fires during Greenshades feed generation so you can correct the data before submission.

Why We Built It

Missing zip codes in work location setup can cause the Greenshades Indiana SUTA file to be non-compliant, potentially resulting in issues with the Indiana Department of Labor. Catching the gap at Greenshades generation time saves correction effort and reduces filing risk.

What to Expect

When generating the Greenshades feed in Avionte, the system checks all work location records for a zip code. If any are missing, an error message identifies the affected worksite. Add the missing zip code in your tax setup and regenerate the Greenshades feed to proceed.

Overview

A new sales tax processing method, dbo.bil_ProcessSalesTax_StateCity_All, combines state, county, and city tax rates into a single rate when all three match the worksite address. This gives multi-tier jurisdictions, such as New Mexico, an accurate combined rate on invoices.

Why We Built It

In some jurisdictions, sales tax applies at the state, county, and city level at the same time. The existing city/county/state hierarchy method applies only one matching tax layer at a time, which can undercharge tax where multiple levels apply together. The new combined method ensures the full, correct tax amount is calculated when a worksite address matches more than one jurisdiction level.

What to Expect

When a worksite address matches state, county, and city tax rates, the new dbo.bil_ProcessSalesTax_StateCity_All calculation method combines them into a single combined rate applied to the invoice.

Overview

Effective July 1, 2026, the basic personal amount (BPA) for Newfoundland and Labrador is updated in Back Office and Classic to comply with CRA T4127 Payroll Deductions Formulas (July 2026). This update applies differently depending on the tax record:

Why We Built It

Provincial tax exemption amounts are updated periodically by the Canada Revenue Agency. This change ensures your payroll calculations remain accurate and compliant without requiring manual adjustments.

What to Expect

Starting July 1, 2026, the system automatically applies these updates: existing NL tax records with $11,188 are recalculated using $15,000 (the CRA pro-rated BPA for 7/1/26-12/31/26); new NL tax records are created with $13,094 (the amount on the provincial tax form). No action is required. Employees with custom exemption amounts on file retain their existing values.

Overview

CSV exports from Back Office Reports now correctly handle special characters in field values without breaking the CSV structure. Fields are treated as text before delimiting, ensuring data integrity across all exported records.

Why We Built It

CSV exports would break the report structure whenever field values contained special characters, making it impossible to reliably export large datasets. Users running large reports — such as a full year of compensation data — could see the export structure break mid-file, requiring manual repair or switching to Excel export, which has data volume limitations.

What to Expect

When you export a Back Office Report to CSV, special characters in field values are now preserved and properly quoted without breaking the export structure. You can confidently export large datasets without encountering structural errors, and the file will open cleanly in spreadsheet applications.