Usas saas updates
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USAS/SAAS Updates. TCCSA Fall 2004. New Vendor Fields. New Hire SSN field added Child Support flag added. 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. Child Support Flag.

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USAS/SAAS Updates

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Usas saas updates

USAS/SAAS Updates

TCCSA

Fall 2004


New vendor fields

New Vendor Fields

  • New Hire SSN field added

  • Child Support flag added


New hire ssn field

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


Child support flag

Child Support Flag

  • Displayed in VENSCN & EIEIO

  • Added to VENDOR1 report

  • POSCN & APE will check and display warning if set to “Y”


Child support flag poscn warning

Child Support Flag – POSCN Warning


Child support flag ape warning

Child Support Flag – APE Warning


Usas saas updates

4502

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


Actmod

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


Autopost payroll

AUTOPOST/Payroll

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


Autopost payroll1

AUTOPOST/Payroll


Chekpy

CHEKPY

  • Optional heading line prompt added


Eieio oinq bldoinq

EIEIO/OINQ/BLDOINQ

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


Exproc

EXPROC

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


Fundsumm

FUNDSUMM

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


Podetl

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


Usacert

USACERT

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


Usaems

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


Usascn actscn

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


Usascn brdret

USASCN/BRDRET

  • Change default to always be “Validate”


Usascn poscn

USASCN/POSCN

  • Added grand total to overflow page


Usasdat usasec

USASDAT/USASEC

  • Added PODETL to list of reports using account filters


Requisition amounts

Requisition Amounts

  • Corrected the calculation of the open requisition amounts on the account records

    • USASDAT/USACON (when changing the requisition tracking flag)

    • FIXENC


Blank month to close fy

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


Actchg

ACTCHG

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


Balmon

BALMON

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


Chekpy1

CHEKPY

  • Report heading listing check types selected did not include “Warrant”


Findet

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


Invest

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


Rcproc

RCPROC

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


Usascn reqscn

USASCN/REQSCN

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


Usascn venscn

USASCN/VENSCN

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


Eisrpt eis203

EISRPT/EIS203

  • Added sort and subtotal options for:

    • Fund Type

    • Function


Eisrpt eis2031

EISRPT/EIS203

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


Eisrpt eis104

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


Programs to be made obsolete

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)


Programs to be made obsolete1

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)


Usas saas updates1

USAS/SAAS Updates

Selected updates from the

May Release


Requisition amount tracking

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


Requisition amount tracking usasdat usacon

Requisition Amount Tracking – USASDAT/USACON


Requisition amount tracking continued

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


Actscn with requisitioned amounts

ACTSCN with Requisitioned Amounts


Budsum with requisitioned amounts

BUDSUM with Requisitioned Amounts


Budsum with requisitioned amounts1

BUDSUM with Requisitioned Amounts


Requisition amount tracking continued1

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


Requisition amount tracking continued2

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


Status and start stop dates

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


Invoice description on reports

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


Approp

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.


Approp1

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


Approp main menu

APPROP Main Menu


Approp nypload

APPROP/NYPLOAD


Approp iabload

APPROP/IABLOAD


Appwrk budwrk revwrk

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


Autopost

AUTOPOST

  • Modified to search for .CSV files first in OECN$OUT, then in OECN$DTA

  • 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


Autopost continued

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


Usaload accload

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.


Usaload accload1

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.


Usaload main menu

USALOAD Main Menu


Accload

ACCLOAD


Accload parameters file

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


Accload parameters file example

ACCLOAD Parameters File Example


Usascn cashscn

USASCN/CASHSCN

  • New field added to CASHSCN

    • EMIS Fund Category (QC185)

    • Must be entered for certain funds


Venhire

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”


Venhire main menu

VENHIRE Main Menu


Venhire vhreport option

VENHIRE/VHREPORT option


Venhire vhreset option

VENHIRE/VHRESET option


Vhreset report

VHRESET Report


Usas saas updates2

USAS/SAAS Updates

END


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