State funds 406, 408, 409, 419, 422, 454, 455, and 457 will now longer
be recognized as valid funds.
1.2 GENERAL: Change 19xx functions to require 3 digits.
Function codes of 19xx are now required to be defined to 3 significant
digits.
1.3 ACTCHG: Alert user they may need to manually change USPS mapping and USASEC.
A message has been added after the introductory paragraph in ACTCHG
that states "USPS mapping entries as well as the USASEC security
account filters may need to be changed manually.".
1.4 AUTOREC/EXTRACT: Add extraction by range of check numbers.
The EXTRACT option of AUTOREC has been modified to be able to select
checks by a range of check numbers.
1.5 AUTOREC: Remove leading zeros from check number.
AUTOREC has been modified to remove leading zeros from the check number
if it is more than 12 digits.
1.6 FNDCHG: Alert user they may need to manually change USPS mapping and USASEC.
A message has been added after the introductory paragraph in FNDCHG
that states "USPS mapping entries as well as the USASEC security
account filters may need to be changed manually.".
1.7 VALACT: Remove funds 525 and 430 from validations.
The fund numbers 525 and 430 will no longer be checked as funds to be
deleted after after fiscal year 2004. These funds have been reinstated.
2 Problems Corrected
2.1 AUTOPOST/FUTPO: Fix error during posting
A problem was corrected which caused the fatal error "Requisition has
already been converted to a PO" and the batch file to be rejected when
posting future purchase order batch files. This only occurred when the
"Many PO's on one Requisition" flag in USASDAT/USACON is set to "N" to
prevent requisitions from being reused.
2.2 AUTOREC/EXTRACT: Program crashes when no selection criteria is entered.
The EXTRACT option of AUTOREC was crashing if no selection criteria was
entered and a 999999 check number was on the check file. This has been
corrected.
2.3 F1099: Correct problem when two spaces used in address.
The F1099 program was truncating the address on the printed 1099 form
if two spaces were used in the middle of the vendor address. The tape
file generated contained the entire address. This has been corrected so
that the printed form and tape file will match and both will use the
entire address.
2.4 RCFORM: Requiring RCDESC file.
If the RCDESC.IDX file was not found, RCFORM would crash. The RCFORM
program has been corrected to not require the RCDESC file.
3 Technical Enhancements and Changes
3.1 REVEDT: Remove edit capabilities.
The ability to edit the USAS.IDX file has been removed from REVEDT. The
program will just generate a report listing valid account codes.
3.2 USAS0512: Convert XREF file to create alternate key
The USAS0512.COM command procedure should be run on each district's current data files. It will convert the XREF.IDX file in order to provide an alternate key based on the account code for use with the USASWeb software.
The new alternate key does not allow duplicates, so if there were two or more different XREF codes associated with a single account code, then the additional XREF codes will be removed from the XREF file. A report named USAS0512.TXT will be generated that lists any records that were removed. A backup copy of the XREF.IDX file named XREF.OLD will be created by the procedure in case it is needed.
It is recommended that you use the SUBMIT command to submit this procedure to batch for all of your districts using a command similar to the following:
$ SUBMIT/NOPRINT/KEEP/USER=district_username
OECN$BUD_61:USAS0512.COM
|
The menu entry for REVEDT has been modified to require standard USAS
access instead of read only.
5 Documentation
The documentation is maintained by the SSDT and can be found in the
OECN$ROOT:[USAS.V6P1.DIST] distribution directory.
5.1 Documentation Changes
| Document File | Revision Date | Description |
|---|---|---|
| USAS_REFERENCE_MANUAL | December, 2005 | USAS Reference Manual |
| USAS_REFERENCE_MANUAL_UPDATE | December, 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 | December, 2005 | USAS System Manager Manual |
| USAS_SYSMAN_MANUAL_UPDATE | December, 2005 | 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. |
| GAAP_USER_MANUAL | May, 2000 | User Documentation for the GAAP Subsystem. Print entire manual. |
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 USAS GAAP Subsystem is also available. It is located in TRAINING:[GAAP]. In addition to the manuals shown below, the directory contains a file, AAAREADME.1ST and a set of data files designed to accompany 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.
| 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. |
The users have the ability to print the updates to the documentation manuals since the previous release, without having to print the entire documentation manuals. The updates are contained in a separate file which uses the same naming convention as the normal manual with "_UPDATE" appended. The update files are available in .LN03 and .PS versions. You will find updates to both the user and system manager manuals if changes have taken place.
The update files will include *ONLY* the modified chapters of the documentation manual, a new table of contents, and an index if one exists in the documentation manual. Updated documentation is also included in the normal documentation manuals. Therefore, if you plan to print the newest version of the entire user or system manager manual, it will *NOT* be necessary to print the update file.
It should be noted that even though the purpose of the update files is to allow the users to print only the updates, there may be cases when it would be more practical to print the entire documentation manual, rather than trying to use the update file. For instance, if a new chapter is added at the very beginning of the manual, the numbering for all subsequent chapters will change as well (the size of the update file could be almost as large as the normal documentation manual). SSDT will advise you in the release notes when the changes are so numerous that we recommend that you print the entire documentation manual.
There will only be one _UPDATE file provided each release for every manual. We do not plan to distribute updates for previous releases, as we do for the release notes.
SSDT strongly advises that you print new documentation manuals before you try to utilize the _UPDATE files.
If you print a .PS version of the entire documentation manual, be sure to print the .PS version of the _UPDATE files. The _UPDATE pages will not fit into the manual properly if you try to mix the various documentation formats.
If there are no changes in the documentation manuals, no _UPDATE file
will exist on the release.
6 Package Installation and Logicals
Installing USAS involves first using the OECN_INSTALL procedure to unpack the savesets into the OECN$ROOT:[USAS.V6P1.DIST]. After the distribution directories have been prepared, INSTALL_PACKAGE is used to transfer the package from the distribution directory into the user execution directory. See the VAXMGR_HANDBOOK in OECN$ROOT:[DOCUMENT.DIST] for more information about OECN_INSTALL and INSTALL_PACKAGE.
Prior to executing INSTALL_PACKAGE it is necessary to define several system logicals required by the package. The table below lists the logicals which should be defined prior to executing INSTALL_PACKAGE for USAS:
| Logical | Description |
|---|---|
| OECN$BUD_61 | Shared directory. Contains executables and files shared by all USAS |
| OECN$CDD_BUD_61 | CDD path name (optional, see next section) |
| OECN$MENU$FILES 1 | Location for menu files |
| OECN$HELP 1 | Location of VMS help libraries |
USAS also requires components from the OECN and CSSR packages. These packages should be installed prior to installation of this package. |
The USAS distribution contains optional CDD and DTR definitions that are acceptable for use with DTR, 20/20 and other products that are integrated with DEC CDD/Repository. Data names for COBOL are provided in the record definitions. The CDD definitions are optional and are not necessary to successfully install and utilize the base USAS package. However, there are a few "supported" DTR reports. If you wish to be able to use these reports, you must install the CDD definitions.
The INSTALL_PACKAGE procedure in OECN$UTL will load the CDD definitions into the CDD when either the "CDD" or "FULL" option is used to install USAS. INSTALL_PACKAGE is the only supported method for installation of CDD definitions for USAS Version 6.1.
The USAS CDD definitions for USAS Version 6.1 will be loaded into the CDD path referenced by the OECN$CDD_BUD_61 logical. This logical must be defined prior to executing INSTALL_PACKAGE and should be defined as a system logical. SSDT recommends that the USAS definitions be placed in a separate CDD directory from other CDD definitions. This increases the efficiency of the CDD, allows the USAS definitions to be treated as a 'database' from 20/20, and simplifies security maintenance. For example:
$ DEFINE/SYSTEM OECN$CDD_BUD_61 CDD$TOP.OECN.USAS61 |
After defining the OECN$CDD_BUD logical, the INSTALL_PACKAGE may be executed. Below is sample run of the CDD installation:
$
$ @OECN$UTL:INSTALL_PACKAGE CDD OECN$ROOT:[USAS.V6P1.DIST]
OECN INSTALL_PACKAGE (V1.1-010) Copyright © 1991, Ohio Dept of Ed, IMS
%OECNINS-I-BEGIN, Begin CDD installation for USAS Version 6.1 on NWOCA0::
at 14-MAR-1994 15:09:36.41
%OECNINS-I-CDD, Loading CDD definitions to CDD$TOP.OECN.USAS61
OECN INSTALL_CDD (V1.0-001) Copyright © 1994, Ohio Dept of Ed, IMS
%OECNINS-I-START, Starting CDD install for USAS Version 6.1
%OECNINS-I-RECORD, Processing record OECN$CDD_BUD.PERMANENT_4502_REC
.
.
.
|
USAS contains a dictionary for use with the UDMS Report Writer product. The dictionary will be installed automatically when OECN$UTL:INSTALL_PACKAGE is executed with either the FULL or UDMS option. If a version of the dictionary has already been installed, INSTALL_PACKAGE will merge the updated version into the local copy. Thus, reports and additional views developed locally will be preserved.
USAS also contains a sharable image which is used by UDMS. The sharable image provides 3GL functions which are used in calculated fields by the UDMS dictionary. To make this image available to UDMS, you must define the following logical during system startup:
$ DEFINE/SYSTEM OECN$USAS_SHR OECN$BUD:USASSHR.EXE
|
Please implement this release as soon as possible. It is difficult for the SSDT to provide assistance to your problems if you are not utilizing the current version of the software supplied.
Please refer to the documentation files contained on the release tape to obtain a history of the modifications the software has gone through. The release documentation files are named in the format of "RELyymm.DOC" where yymm is the release date.
Should you experience any problems, or have any questions, concerning the OpenVMS/Alpha version of the USAS Version 6.1 software please feel free to contact SSDT for assistance using one of the following options:
Visit the OECN Public Forum at http://forums.oecn.k12.oh.us/forums/oecn/
DAS restricted Forum at http://forums.oecn.k12.oh.us/forums/das/
SSDT Home Page at http://ssdt.oecn.k12.oh.us/
End of Documentation for USAS Version 6.1 Release: 2005.12