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Helios Version 12.3.6 Release for Enterprise
May 4th 2012 -

Scheduled for Release on May 9, 2012 after 1:00AM EST

This is a routine scheduled version release containing completed feature enhancements and bug fixes.

Users Effected:

This release will affect users of Helios Version 12 Enterprise.

Required User Action:

There should be no user action required for Enterprise users in order to update to this release.  The Helios Auto-Updater will receive and apply any required file changes.  The Helios Application may need to be closed and restarted in order to complete the update.  The Auto-Updater may need Administrator access to the Operating System in order to complete and needs to be run on each workstation.  If the Auto-Updater is not running on one or more workstations, you may download it here: https://smartfile.gohelios.com/ftp/fetch/066396cb-bdbf-40d4-8a19-3ad018f93f66/

Any Helios users upgrading from a version earlier than 12.3.0 should be aware that several of the cumulative updates included in this release will require additional user action.  Please refer to the Resources section of this announcement for a list of the steps required after applying this update.


Helios Version 12.3.6 Release is a routine scheduled version release containing the accumulation of completed feature enhancements and bug fixes.  It will be applied to the Enterprise Network as part of the scheduled overnight maintenance routine to begin on Tuesday, May 8 into Wednesday, May 9.  Maintenance affecting the regular operation of the Helios Application will not begin until after 1:00AM EST (10:00 PST) in order to avoid impacting subscribers during scheduled operating hours.

New Features:

  1. In-house charge balances will be separated into two distinct accounts – EFT Balance and Payment Balance.  During the update, current in-house charge balances will be examined and if one or more corresponding EFT reject records can be found then the amount of the EFT reject(s) will be moved into the EFT Balance account.  Any remaining amount will remain as a Payment Balance account.  If no EFT reject records are found, the entire amount will remain as a Payment Balance.  The separated accounts will be able to more effectively track initial balances, taxes and reject fees.
    1. In future, declined EFT amounts will be recorded in the EFT Balance account.  Point of Sale transactions using the in-house charge payment method will be recorded in the Payment Balance account.
    2. When a partial payment is made to any balance, the payment amount will be prorated by the total balance and applied uniformly across the applicable values which comprise the balance.  For example, if the balance of $67.50 includes a $50 monthly fee, $2.50 in sales tax, $5 in excise tax and a $10 reject fee, and the client makes a $40 payment, the $40 will be spread proportionately across all four of the values which make up the total balance.  $29.63 will be applied to the monthly fee, $1.48 will be applied to the sales tax, $2.96 will be applied to the excise tax, and $5.93 will be applied to the reject fee.  Since taxes and reject fees don’t always apply to every balance, when any value is zero then it will not require a portion of the payment be applied.
    3. When a partial payment is made to an EFT Balance, the corresponding EFT reject record will be updated with the new balance in order that any future resubmit attempt will only attempt to debit the outstanding balance and not the original declined amount.
    4. If the EFT Balance includes a reject fee, this fee can be removed from the balance with master edit authority.  When master edit is used to edit the EFT balance, the reject fee is displayed in its own field and can be zeroed out.  Once the reject fee is removed, the amount and payment due are updated to reflect the new balance.  The EFT reject record is also updated to reflect the waived reject fee.  Payments or partial payments will then be prorated across the three remaining applicable values with comprise the balance.
  2. An EFT Summary report has been introduced which offers more comprehensive accounting of the EFT process.  EFTs are broken down by batch number and membership name in order to account for the number and dollar amount of memberships approved and declined.

Feature Enhancements:

    1. The EFT Batch process has been improved to better manage EFT rejects.  Each time EFT rejects are resubmitted, a new batch job is created to better track the results of the resubmit process.
    2. EFT Reject Batches can now be submitted for a single location or all locations simultaneously.  Each location’s reject batch will be created separately by the resubmit process for proper accounting.
    3. EFT Reject records can no longer be removed from the EFT Transmit screen and must be removed from the EFT Rejects screen instead.  Due to confusion with the similar looking screens, this modification will prevent accidental unintended EFT Reject deletion.
    4. The SMS messaging opt-in on the Client Information screen (send text) has been fully integrated with the Helios Marketing Hub.  When this option is checked, the client record will be updated in the Marketing Hub to include the client in future text message marketing and they will receive a confirmation text message.  NOTE: the integration of this option does not invalidate the provisions of the CAN-SPAM Act and appropriate guidelines should still be observed to protect customers from unwanted direct marketing.
    5. A new Access Management role has been added which authorizes employees to ‘Re-register a Fingerprint’.  Prior to this update, the authority to re-register a client’s fingerprint was included in the authority to exempt a client from the fingerprint requirement.  Employees who have had the authority to exempt client fingerprint requirement will ‘inherit’ the authority to re-register a client’s fingerprint but now the two rights can be authorized or rescinded independently.

Bug Fixes:

    1. ACH batches processed through ZAP/Cashback will remain open for up to 20 days after the initial draft submission in order to allow for all returns to be received and processed.
    2. The EFT Post Info settings have been fixed to track the last post dates for credit card batches and checking/saving batches separately.  This will allow the Number of Days to Post function to apply to new batches of the same payment type but will allow a new batch of a different payment type to be submitted immediately.
    3. Access Management rights to allow master edit were previously restricted to the current location regardless of the location of the originating data.  This has been modified to allow the appropriate data to be master edited if the data originates from a location in which the employee has master edit authority and is not restricted to the employee’s rights at the present location.  For example, if the employee has manager rights at location 1 but is working at location 2 as a staff member, their access rights at location 2 are reduced to that of a staff member; however, if that employee needs to master edit a client’s EFT information and that client’s EFT originated from location 1 then the employee would have that authority at their own location and subsequently can continue to retain that authority in the particular situation.
    4. The EFT logic has been fixed to prevent the EFT location from being changed when an EFT modify code is used or when changes are made from backoffice.
    5. The EFT logic has been fixed to allow EFT modify codes to be voided and the EFT profile will revert to its previous state.
    6. The Point of Sale logic has been fixed to prevent a membership from being voided if it has already been used to tan.
    7. The Print button has been removed from the EFT Management option.  The function was not linked to this button and the corresponding reports are available in the Reports module.
    8. The EFT location field has been added to the client EFT screen when viewed in backoffice.  This was an oversight.
    9. The Daily Sales and Dept/Division reports have been corrected to properly report tax liability relating to Resubmitted EFTs.  This was a shortcoming of the in-house charge balance logic and part of the reason for the new in-house charge account features indicated above.
    10. The issue has been fixed relating to the ability to export reports from the Reports module.
    11. The logic has been fixed relating to the part life in the Equipment defaults going into negative amounts when a part life meter is not in use.
    12. Access Management rights to allow client package or membership changes were previously associated with the access management right to access the package file.  This has been corrected to define separate access rights for accessing the package file versus modifying a client’s package or membership accounts.

Known Issues:

There are no known issues resulting from this release.

For more Information:

Helios Technical Support can be reached at 317-554-9911 or support@gohelios.com.



Important Information relating to version earlier than 12.3.0:

In response to the requirements of the Excise ‘Tan’ Tax, Helios Version 12.2.8 included several new options and features which require manual user action.  These features will be installed with the Version 12.3.6 release but unless the manual user steps are taken following the update undesired consequences may result.

    1. The major change to accommodate a variety of tax situations is the addition of the tax fields to the client EFT profile.  Prior to this update, the EFT profile only included the monthly fee and all sales and excise taxes were calculated and added into the draft during the draft submission process.  The 12.2.8 update provides fields for the sales and excise taxes to be stored along with the monthly fee on the EFT profile.  Memberships that are not subject to either sales and/or excise tax can now be submitted within the same batch as taxable memberships instead of being separated into separate tax-defined batches.  Tax fields associated with the Freeze Fee are also available in case the situation occurs that a tax rate would need to be applied to the EFT Freeze Fee.
    2. The sales and excise tax options have been removed from the EFT Post Info tab as the applicable taxes are now reflected in the client’s EFT profile.
    3. The new Apply Tax Utility tab is available in the EFT Management option in order to apply the appropriate tax(es) to existing EFT memberships.  This step must be performed before the next EFT draft submission in order to apply the appropriate tax rates to the EFT profiles.
    4. The Sales Code logic has been expanded to include applicable sales and excise taxes for EFT enrollments.  The sales and excise tax can be specified on the EFT Enroll option and will be stored in the EFT profile along with the monthly fee in the newly provided fields.  Every EFT Enroll Code must be updated to specify the membership’s appropriate tax(es) at the time of enrollment.
    5. The TAN code includes intelligence which automatically waives the U.S. Excise Tax on bed types marked as UV-Free if the tan includes a walk-in or upgrade fee.

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