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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

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”
slide7
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
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 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
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
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.
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
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”
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