The following programs have been removed from USAS:

PORQ
INPROC
OHUSAS
ACCEDT
GAAP Subsystem

The list of available EMIS Fund Category codes has been updated for fiscal year 2006. The following codes have been added:

Fund	Program	Code	Approp Line Item or CFDA
025	Third Frontier Network	TFN	200-446
025	Third Frontier Network	TFN	200-446
450	Ohio K-12 Network	OKN	228-539
451	Third Frontier Network	TFN	200-446
463	Youth Opportunities United	YOU	200-421
464	Big City Schools Program	BCSP	200-431
464	Early College High School	ECHS	200-431
464	High School Transformation	HST	200-431
464	IMPR Solutions Urban Students	IMPR	200-431
464	Ohio's Rural Appalachia Leadership	ORAL	200-431
464	Southern State Community College	SSCC	200-431
499	Adult High School	AHS	200-509
499	Bowling Green CSD Pre-School	BG	200-540
499	Jason Project	JASON	200-427
499	Language & Literacy Intervention	LLI	200-540
499	Educational Media Centers	MEDIA	200-431
499	Ohio Science Institute	OSI	200-427
499	Project Lead The Way	PLTW	200-427
599	Charter College	CCOLL	84.215K
599	Refugee Impact	RIM	93.576

The following code has been deleted:

Fund	Program	Code	Approp Line Item or CFDA
450	OneNet Ohio K-12 Network	OO	228-539

New funds and functions were added to the software:

494 Poverty Aid
591 Early Learning Initiative
1910 Student Intervention Services
1990 Other Instruction

Several USAS programs have been updated to include 494 on the SM1/SM2 and related "general fund" reporting. These programs include:

USASCN/CASHSCN
SM12/SM2CALC
ADJUST
USASFF
USAEXP/ACCT_EXP
ACCLOAD

New warning and error messages have been added to the validations used by the USASWeb backend and by AUTOPOST.

A warning message will now be issued when processing purchase orders or invoices and the vendor is flagged as requiring child support to be withheld.

A warning message will also be issued when the invoice amount is greater than the remaining encumbrance amount and the "Invoice Amount Warning" flag in USASDAT/USACON is set to "Y".

Finally, warning or fatal error messages will now be issued for missing vendor TIN's, depending on the setting of the "Require vendor TIN in APE" flag in USASDAT/USACON.

1.6 APPROP/PABMNT: Remove default value for GAAP question

The default value for the update GAAP original budget/revenue question in APPROP/PABMNT, has been removed. So if the reset option is used, this flag will be blank. Then, whatever value was entered in during the last run of the program, will be the default value the next time the program is run.

1.7 BALMON: Modify to check security account filters

BALMON has been modified to check the security account filters from USASDAT/USASEC and only print accounts on the report that the user has access to. When using the selection options to enter a single fund or a group of funds, if a fund is entered that the user does not have access to an error message will be displayed and the user will have the option to enter another fund or to exit the program.

BALMON will also check the account filters when using the look option. Only accounts that the user has access to will be displayed.

1.8 CHKSEQ: Add ability to print late distribution checks

Option 2 in CHKSEQ will now allow the printing of late distribution checks.

1.9 EMISFCAT: New report of emis fund categories

The EMISFCAT program is a new UDMS report listing all cash accounts (fund and scc), description, and their emis fund category.

1.10 FINDET: Modify to use invoice description if available.

The FINDET report has been modified to print the invoice description field if it is not blank. Otherwise, it will print the description from the purchase order.

1.11 FINDET: Update to use account filters.

The FINDET report has been modified to check the account filters in USASDAT/USASEC. Also, if an account dimension other then FUND/SCC is listed in the account filters, the CURRENT FUND BALANCE column will not be printed.

1.12 RCFORM: Regenerate receipt forms

The public-domain RCFORM program provided by the SWOCA DA-site has been adopted as part of state software. This program can be used to regenerate the AUD617 form for receipts, reduction of expenditures, or refunds entered in RCPROC or USASWeb. This program will create a .DAT file for use with laser printing solutions from outside vendors, and also supports customization of forms in the same manner as RCPROC.

1.13 STUFEES: Default to projection mode

STUFEES will now default to projection mode.

1.14 UDMS: Add definition for SM1/SM2 data

A view allowing access to the SM1/SM2 data has been added to UDMS.

1.15 USASDAT/USASEC: Changed program message

The message appearing on the USASDAT/USASEC screen listing all programs affected by the security settings has been changed. This message will now be more general and will refer the user to the USASEC documentation for information on what programs are affected by the security profile settings and account filters.

1.16 USASWeb backend: Receipt descriptions now audited

USASWeb has been modified to audit changes to the Receipt Description, Received From and Refunded To fields. Any changes to these fields will be recorded in the audits file and can be accessed via the AUDITS report.

1.17 VALACT: Add QC185 fund category validation

Validations for the EMIS fund category field have been added to VALACT. Messages for errors and warnings will now be printed on the report.

2 Problems Corrected

USASWeb and AUTOPOST were not allowing negative invoice amounts to be processed against items with a positive remaining encumbered amount (or vice versa). This problem has been corrected.

2.2 GENERAL: Fixed date validations

When posting an invoice in either USASWeb or AUTOPOST/OTHER, the date validations have been changed to function the same as they do in APE. It will allow posting for a future year and for a single previous year. It will give a warning when posting for a future month and will allow posting for a previous month. This specifically corrects problems reported in the invoice module of USASWeb where a prior year date could not be entered when posting invoices.

2.3 GENERAL: Fix problem allowing multiple converts

The USASWeb backend and AUTOPOST were not preventing a requisition that had already been converted to a purchase order from being converted again when the "Many PO's on one req" flag from USASDAT/USACON was set to "N".

2.4 GENERAL: Entered date and time the same for all transactions posted

When using USASWeb or AUTOPOST, the same entered date and time was being assigned to all transactions posted. This has been modified so that the correct current date and time will be entered on each new transaction posted. This specifically corrects a problem with the CKPROC sort by date/time entered not working correctly when the invoices were posted in USASWeb.

2.5 AUD4502: Correct problem when fatal errors occur

A problem was corrected in the 4502 program which caused the user to be able to continue processing and not receive any error report even when fatal errors were found. This occurred whenever the last message issued was a warning but there had been prior fatal errors generated. The program will now correctly generate an error report listing the fatal errors and require that the user correct the errors and rerun the calculate option before continuing to the next step.

2.6 AUTOPOST/BRDDIS: Check track requisitions flag

AUTOPOST/BRDDIS has been modified to not allow requisitions to be posted with invalid accounts if the track requisition amounts flag from USASDAT/USACON was set to "Y". This causes the outstanding requisition amounts to be incorrect.

2.7 AUTOPOST/Other: Not changing spaces to zeros in account code

AUTOPOST was not changing spaces in the account code to zeros when posting. This would cause an error to be printed on the error report and problems with the account on the transaction files. This problem has been corrected.

2.8 AUTOPOST/OTHER: Only accepting uppercase "Y"

The AUTOPOST/OTHER option was only accepting an uppercase "Y" for for the post check flag. This has been corrected to accept both uppercase and lowercase values.

2.9 CHEKPY: Incorrect check totals

When using the selection by PO option in CHEKPY, the grand totals at the end of the report were not being calculated correctly. This has been corrected.

2.10 FINDET: Printing multiple object level lines

FINDET was printing multiple object level lines when doing a summary that was sorted and subtotaled by fund and object for a one month period. This problem has been corrected.

2.11 POFORM: Leading zeros printing on future POs

POFORM was printing leading zeros when printing future purchase orders but not when printing a PO from the current period. This has been corrected to remove the leading zeros from future purchase orders.

2.12 RCPROC: Incorrect error message in reversing entry

A problem was found when processing a reversing entry in RCPROC and entering in the wrong number to reverse, then immediately correcting it and continuing. An error message stating that the transaction number already exists, with the number that was entered incorrectly, will be displayed and won't allow the transaction to be posted. This has been corrected.

2.13 USACERT/AMDCERT: Fix dates in report header

The date the report was run printed in the upper left-hand corner of each page of the report was correct on the first page but was incorrect on all subsequent pages. This has been corrected so that the correct date shows on all pages of the report.

2.14 USAEMS: Checking EMIS code for funds not selected for report

The EMIS category code is being checked for accounts that have not been selected by USAEMS. This is causing errors for accounts that are not being used by the program. This has been corrected to only check the EMIS code for accounts that have already been selected by USAEMS.

2.15 USASCN/BRDRET: Check track requisitions flag

USASCN/BRDRET has been modified to not allow requisitions to be posted with invalid accounts if the track requisition amounts flag from USASDAT/USACON was set to "Y". This causes the outstanding requisition amounts to be incorrect.

3 Technical Enhancements and Changes

The USAS0509 program should be run on all district's current files. This program will update the "Include on SM1/SM2" flag found on CASHSCN to a "Y" for any new 494 funds (Poverty Aid) so that they will be handled in the same manner as the 447 DPIA funds. This program can be run multiple times without harming the files.

A USAS0509.COM procedure has also been provided which should be used to execute the USAS0509 program. It is recommended that you use the SUBMIT command and submit this procedure to batch for all of your districts using a command similar to the following:

$ SUBMIT/NOPRINT/KEEP/USER=district_username OECN$BUD_61:USAS0509.COM

3.2 USASWeb backend: Access to CHECK.IDX file changed

Changes have been made to the USASWeb backend to retrieve all of the district information for later use in the USASWeb application. One of these fields is the 'highest check number on file' which is stored on the CHECK.IDX file. Due to this change, all USASWeb users (even those with read-only or requisition-only privileges) will need to be granted read access to the CHECK.IDX file.

4 Modifications to Menu Files

When in the USAS_AR menu, if entering a /E to move back a menu, this would actually exit completely out of the menu. This has been corrected to move back to the main USAS menu.

4.2 MENU: Remove programs from menu

The following programs were removed from the USAS menus:

PORQ
INPROC
OHUSAS
ACCEDT (USAS_OBS menu was removed)
GAAP Subsystem - menu and all programs

The documentation is maintained by the SSDT and can be found in the OECN$ROOT:[USAS.V6P1.DIST] distribution directory.

5.1 Documentation Changes

We have removed the PORQ, INPROC, OHUSAS and GAAP subsystem from the USAS software. This will affect the numbering of the chapters in the reference manual.

5.1.2 EMISFCAT

Added a chapter for EMISFCAT report. The EMISFCAT program is a new UDMS report listing all cash accounts (fund and scc), description, and their emis fund category. This addition will affect the numbering of the chapters in the reference manual.

5.1.3 RCFORM

Added a chapter for the RCFORM program. The public-domain RCFORM program provided by the SWOCA DA-site has been adopted as part of state software. This program can be used to regenerate the AUD617 form for receipts, reduction of expenditures, or refunds entered in RCPROC or USASWeb. This addition will affect the numbering of the chapters in the reference manual.

Table 1 Documentation Summary

Document File	Revision Date	Description
USAS_REFERENCE_MANUAL	September, 2005	USAS Reference Manual
USAS_REFERENCE_MANUAL_UPDATE	September, 2005	Contains Updates to the Documentation for the USAS Reference Manual
USAS_USER_GUIDE	September, 2005	USAS User's Guide
USAS_USER_GUIDE_UPDATE	September, 2005	Contains Updates to the Documentation for the USAS User Guide
USAS_SYSMAN_MANUAL	November, 2003	USAS System Manager Manual
USAS_SYSMAN_MANUAL_UPDATE	November, 2003	Contains Updates to the Documentation for the USAS System Manager Manual
USASAUD_SPEC	March, 1999	System Manager Documentation for the File Structures Used by the USASAUD Program.
AR_CUST_SPECS	September, 1996	System Manager Documentation describing how to write an interface between the USAS/AR system and other databases. This interface allows ARF to access customer numbers, names and addresses in non-state software files.
AUTOPOST_SPEC	March, 2003	System Manager Documentation for the File Structures Used by the AUTOPOST Program.
ACCLOAD_SPEC	May, 1999	System Manager Documentation for the File Structures Used by the ACCLOAD Program.
VENLOAD_SPEC	December, 2002	System Manager Documentation for the Fixed File Structures Used by the USALOAD/VENLOAD Program.
CONVERSION61_SPEC	September, 1998	System Manager Documentation for implementing USAS V6.1 in order to prepare the programs for the next millennium.

5.2 Training Manuals

The training manual for BARNYARD software is available. It is located in the directory TRAINING:[BARNYARD] and is called BARNYARD_MANUAL.SDML. It also contains a AAAREADME.1ST file and a set of data files along with the manual.

A training manual for the Accounts Receivable Facility (ARF) is available. It is located in TRAINING:[ARF] which contains a AAAREADME.1ST file and a set of data files along with the manual.

A beginner and an advanced training manual for the USASCN program are available. Included in the Beginner USASCN manual are POSCN, REQSCN, VENSCN, and OPTSCN. The beginner manual introduces the USASCN program and includes basic features such as creating requisitions/purchase orders and adding vendors. Included in the Advanced USASCN manual are ACTSCN, REQSCN, POSCN, BRDRET and the USASEC program which is located under USASDAT. The advanced manual is for users with USASCN experience. It includes advanced features such as adding/modify/deleting accounts in ACTSCN, modifying purchase orders, combining items in requisitions and purchase orders, creating future purchase orders, posting board's share of retirement and restricting the use of certain account codes. The beginner and advanced USASCN training manuals are located in TRAINING:[USASCN] which contains a AAAREADME.1ST file and one set of data files designed to accompany both manuals.

All documentation produced for these manuals was developed with a Digital product called VAX Document. This product enables us to provide three versions of the documentation for various types of printers. The version which has an extension of .LN03 can be printed on a laser printer; while version with the extension of .PS is to be printed on a ScriptPrinter.

Table 2 Documentation Summary

Document File	Revision Date	Description
BARNYARD_MANUAL	September, 2001	Training Manual for the BARNYARD Software.
GAAP_TRAIN	September, 1998	Training Manual for the USAS GAAP Subsystem.
ARF_TRAINING_GUIDE	December, 2000	Training Manual for the ARF Software.
USAS_BEGIN_MANUAL	March, 2003	Uniform School Accounting System Training Guide.
USASCN_BEG_MANUAL	January, 2003	Beginner Training Manual for the USASCN Software.
USASCN_ADV_MANUAL	November, 2002	Advanced Training Manual for the USASCN Software.