USASSAAS Updates

1
USAS/SAAS Updates

• TCCSA
• Fall 2004

2
New Vendor Fields

• New Hire SSN field added
• Child Support flag added

3
New Hire SSN field

• Displayed in VENSCN EIEIO
• Added to VENDOR1 report
• VENHIRE will print this SSN on report if
  non-blank, otherwise will print 1099 ID

4
Child Support Flag

• Displayed in VENSCN EIEIO
• Added to VENDOR1 report
• POSCN APE will check and display warning if
  set to Y

5
Child Support Flag POSCN Warning
6
Child Support Flag APE Warning
7
4502

• Federal Assistance Summary changed from 300,000
  to 500,000

8
ACTMOD

• Must now use memo vendor number for
  Expense/Supplies Distribution option
• To prevent problems with YTD amounts for 1099
  purposes
• Distribution is NOT an additional payment to the
  vendor

9
AUTOPOST/Payroll

• Can now use payroll date from batch file or enter
  a posting date

10
AUTOPOST/Payroll
11
CHEKPY

• Optional heading line prompt added

12
EIEIO/OINQ/BLDOINQ

• Invoice Description will now display if entered
  otherwise po item description will print as
  before

13
EXPROC

• Will now update and default to the highest po
  number on file

14
FUNDSUMM

• Will now exclude funds with all zero amounts from
  the report

15
PODETL

• Now looks at account filters from USASDAT/USASEC
  and will exclude purchase order items for
  accounts for which the user does not have read
  access

16
USACERT

• The word fiscal has been removed from the
  prompt and help messages for the year in AMDCERT
  and CERTBAL

17
USAEMS

• Extraction for new EMIS fund category field
  (QC185) changed
• If USAS EMIS fund category field is blank, an
  will be placed on USAEMS.SEQ for importing into
  EMIS
• Necessary to fulfill EMIS reporting requirements

18
USASCN/ACTSCN

• Added as valid EMIS fund category for each
  fund which requires a code be entered
• Use if none of the codes is applicable to
  your grant
• New codes added for FY 2005

19
USASCN/BRDRET

• Change default to always be Validate

20
USASCN/POSCN

• Added grand total to overflow page

21
USASDAT/USASEC

• Added PODETL to list of reports using account
  filters

22
Requisition Amounts

• Corrected the calculation of the open requisition
  amounts on the account records
• USASDAT/USACON (when changing the requisition
  tracking flag)
• FIXENC

23
Blank Month-to-Close-FY

• Fixed problems with USAS programs when Month to
  Close Fiscal Year on USASDAT/USACON is left blank
• Programs will now all default to 06 if the Month
  to Close Fiscal Year is blank in USASDAT/USACON

24
ACTCHG

• Corrected problem causing AUDITS file and report
  to show the original account instead of the new
  account after collapsing accounts

25
BALMON

• When running BALMON for specific fund and all
  years the report only included the current fiscal
  year

26
CHEKPY

• Report heading listing check types selected did
  not include Warrant

27
FINDET

• Incorrect description printing on SCC subtotal
  line when sorting and subtotaling by FS,SC
• No description will be printed for the SCC
  subtotal line

28
INVEST

• Program was ending abruptly if a blank fund
  number was entered
• An error message will now be displayed and the
  user given another chance to enter the fund number

29
RCPROC

• The creation date for the vendor was being
  incorrectly updated with the current date when a
  refund was posted

30
USASCN/REQSCN

• Account balances not checked correctly when
  modifying a requisition and Track Requisition
  Amounts flag set to Y

31
USASCN/VENSCN

• Phone number display corrected when the number
  ends in all zeroes

32
EISRPT/EIS203

• Added sort and subtotal options for
• Fund Type
• Function

33
EISRPT/EIS203

• Corrected problem causing program to abort when
  choosing to use a date range and leaving the date
  blank.

34
EISRPT/EIS104

• Problem with items capitalized at the beginning
  of the fiscal year, but are not capitalized at
  the end of the year and have had transfers posted
• Negative adjustment was shown in both the
  original and the new fund/function/class
• Now the negative adjustment will be shown in only
  the new fund/function/class

35
Programs to be made obsolete

• It is our intention to remove the following
  programs from the USAS package after the May 2005
  release
• PORQ
• INPROC
• OHUSAS
• ACCEDT
• SETBAL
• GAAP Subsystem (old)

36
Programs to be made obsolete

• The following programs will be removed from the
  software for the December, 2004 release
• HB412EXP (udms export)
• EISAPR (EIS package-old EIS specifications)

37
USAS/SAAS Updates

• Selected updates from the
• May Release

38
Requisition Amount Tracking

• Optional tracking of total requisitioned amounts
  has been added
• NOTE PORQ WILL NOT RUN IF REQUISITION
  AMOUNTS ARE BEING TRACKED!
• Must set new flag in USASDAT/USACON to begin
  using this enhancement. If not set, no changes
  in functionality will be seen.
• Can also determine whether you want the amounts
  considered when checking balances during
  requisition or encumbrance posting

39
Requisition Amount Tracking USASDAT/USACON
40
Requisition Amount Tracking (continued)

• If Track Requisition Amounts set to Y
• Requisition amounts will appear with accounts in
  ACTSCN, EIEIO, OHUSAS
• APPSUM/BUDSUM can optionally include these
  amounts with encumbrances and subtracted out of
  the remaining balance

41
ACTSCN with Requisitioned Amounts
42
BUDSUM with Requisitioned Amounts
43
BUDSUM with Requisitioned Amounts
44
Requisition Amount Tracking (continued)

• Transaction programs will subtract the
  requisitioned amounts out when determining the
  remaining balance to use for balance checking
• REQSCN, POSCN, AUTOPOST, BRDRET, APE, EXPROC,
  INPROC

45
Requisition Amount Tracking (continued)

• ADJUST will move the requisition amounts from
  future year to current year during fiscal
  year-end close process
• FIXENC will recalculate the requisitioned amounts
  from the open requisitions on file
• DELACT, ACTCHG, BUDLNK modified to use
  requisitioned amount fields

46
Status and Start/Stop Dates

• Status and Start/Stop Dates were added to the
  UDMS views
• Four new reports list accounts with Status I,
  or start or stop date not blank
• STAT_APP
• STAT_REV
• STAT_CASH
• STAT_BUD

47
Invoice Description on Reports

• Several reports modified to print optional
  invoice description if entered in APE, otherwise
  will print po item description
• ACCSTS
• ACTRPT
• APPLED
• BUDLED
• CHEKPY
• PAYABL
• USASAUD

48
APPROP

• Two new options added to replace old ACCLOAD
  functionality
• APPROP/NYPLOAD Loads Next Year Proposed amounts
  from CSV/Tab file
• APPROP/IABLOAD Loads Initial Budget/Revenue
  amounts from CSV/TAB file
• Runs ACCLOAD with parameters file to control
  fields that are updated.

49
APPROP

• Spreadsheet must contain the following headings
  in the first row
• TI, FUND, FUNCTION, OBJECT, SCC, SUBJECT, OPU,
  IL, JOB, RECEIPT, PROPOSED, INITIAL_BUDGET,
  INITIAL_ESTIMATE
• Exact columns needed depends on whether you are
  loading budget or revenue accounts and which
  option you are using
• Spreadsheet may contain additional columns which
  will be ignored.
• BUDLNK will be automatically run to update the
  appropriations from the budgets

50
APPROP Main Menu
51
APPROP/NYPLOAD
52
APPROP/IABLOAD
53
APPWRK/BUDWRK/REVWRK

• Modified CSV files created to be compatible with
  NYPLOAD and IABLOAD options of APPROP
• Added transaction indicator column
• Changed column headings
• Can use spreadsheet as is in NYPLOAD
• For IABLOAD, change column heading for column
  used to enter amounts to be loaded to
  INITIAL_BUDGET or INITIAL_ESTIMATE before
  running IABLOAD

54
AUTOPOST

• Modified to search for .CSV files first in
  OECNOUT, then in OECNDTA
• AUTOPOST will skip records in CSV files with
  record_type column SK
• Can now include XREF_CODE column in CSV file
  instead of full account code
• Cannot specify both XREF and full account

55
AUTOPOST (continued)

• Allows posting of invoices against multi-vendor
  purchase orders
• Multi-vendor PO must already exist
• Must post invoice only transaction
• Real vendor must be included in the .batch or
  .csv file
• Added ability to post refunds
• With or without an associated check
• See documentation for required column headings

56
USALOAD/ACCLOAD

• ACCLOAD is now an option under USALOAD
• Supports only CSV or Tab-delimited files
• Allows adding or updating of all account fields
  that the user has access to
• Follows same rules as ACTSCN does to determine if
  you can create/modify accounts or update specific
  fields.

57
USALOAD/ACCLOAD

• First row of spreadsheet must contain required
  headings for fields to be loaded (see
  documentation for list of valid field names)
• Spreadsheet can contain extra columns which will
  be ignored
• A parameter file may be used to control which
  fields will be allowed to be updated
• BUDLNK will be automatically run to update
  appropriation accounts from the budgets.

58
USALOAD Main Menu
59
ACCLOAD
60
ACCLOAD Parameters File

• Optionally can use parameters file and section
  for additional security over fields being
  loaded/updated
• Must specify the column headings for
• The account dimensions used to determine which
  account to load/update
• Any fields that you want loaded or updated
• Columns not specified in parameters file will be
  ignored

61
ACCLOAD Parameters File Example
62
USASCN/CASHSCN

• New field added to CASHSCN
• EMIS Fund Category (QC185)
• Must be entered for certain funds

63
VENHIRE

• Added vendor number to report
• Changed VENHIRE to be a menu program with two
  options
• VHREPORT Current VENHIRE functionality
• VHRESET Resets New Hire flag
• Vendors with New Hire flag R and last
  activity date on or after date specified by user
  will have their New Hire flag reset back to a Y

64
VENHIRE Main Menu
65
VENHIRE/VHREPORT option
66
VENHIRE/VHRESET option
67
VHRESET Report
68
USAS/SAAS Updates

• END