The following new receipt codes were added. The 3130 receipt code will still be considered valid for fiscal year 2006 but will be invalid for fiscal year 2007.

3131 - 10% and 2.5 % Rollback
3132 - Homestead Exemption
3133 - $10,000 Personal Property Tax Exemption
3134 - Electric Deregulation Property Tax Replacement
3135 - Tangible Personal Property Tax Loss
3139 - Other Property Tax Allocations

A message warning that the invoice date is before the purchase order date has been added.

1.3 EIEIO: Increase size of the receipt amount field

The size of the amount fields for a receipt in EIEIO have been increased to hold an extra 3 digits.

1.4 RCFORM: Extra lines added to report

RCFORM has been modified so that more detail lines will print on a page.

1.5 USASWeb/Invoices: Add invoice date warning

A message warning that the invoice date is before the purchase order date has been added.

2 Problems Corrected

The SM12EXP, SM12EXPSUM, SM12HRVSUM, SM12HSTREV, SM12REV, and SM12REVSUM UDMS reports have been modified to include fund number 494.

2.2 AUTOPOST: Error message displayed when running other option

An error occurs when running the OTHER option of AUTOPOST when the Negative Cash Balance flag is set to "P". This has been corrected.

2.3 AUTOPOST/OTHER: Correct invoice posting error

Autopost was giving an error "Vendor number cannot be different vendor on PO file" when trying to post an invoice to a multivendor PO and invoicing more than one item on the PO. This has been corrected.

2.4 AUTOPOST/OTHER: Not releasing encumbrances correctly

When posting invoices in AUTOPOST the encumbrances were not being updated correctly when the item was filled for a zero amount. It was not updating the adjusted and filled amounts correctly. This has been corrected.

2.5 AUTOPOST/OTHER: Adjusted amount updated incorrectly

When doing a partial fill for an invoice, if the amount entered was negative, the adjusted amount was being reduced when it should not have been. This caused the remaining encumbrance amount to show up as zero. This has been corrected.

2.6 AUTOPOST/OTHER: Allowing invoice number to be reused

When doing invoices in AUTOPOST, it was allowing the same invoice number to be used if the item number was different. This has been corrected.

2.7 EIEIO/OINQ: Print format options incorrect

The menu for the print format options was showing all possible options when the LA120 flag was set to "N". This has been corrected to only show the two non-digital options.

2.8 FINSUMM: Include future year encumbrances

FINSUMM was not including the future year encumbrances, just future month encumbrances. This has been corrected to also include the future year encumbrances.

2.9 RCFORM: Not printing item amounts correctly

RCFORM was not printing item amounts correctly. An amount of 1,000,500.00 was being printed as 500.00. This has been corrected.

2.10 RCFORM: Problem when no receipt number entered

RCFORM was ending abnormally if no receipt number was entered the first time through the program. This has been corrected to exit the program normally and not display the report filenames.

2.11 RCFORM: Not printing long receipts correctly

RCFORM was not printing multiple page receipts correctly. The item detail was being printed over top of the signature line. This has been corrected.

2.12 RCFORM: Correct problems with multiple page receipts

When printing a multiple page receipt, RCFORM was printing several items twice. Also, the item numbers on the second page were starting over from 1 again. These problems have been corrected.

2.13 RCFORM: Correct problems with printing accounts

RCFORM was not printing accounts correctly when both budget and revenue accounts appeared on the report. This has been corrected.

2.14 RECEDT: Remove data from description file

RECEDT was not deleting the records from the RCDESC file when a receipt was deleted. This has been corrected. When a record has been deleted it can be tracked using the AUDITS file.

2.15 STUFEES: Physical table overflow error

When using STUFEES a message was being displayed that reported a "Physical table overflow" error that would stop processing from being completed. This was occurring when there was more then 200 error messages that were trying to be reported for that run of STUFEES. This has been corrected to allow processing to continue.

2.16 USASWeb/Accounts: Remaining balance calculation corrected

Remaining balance was not being calculated correctly because the future encumbrances were not being subtracted. This problem has been corrected.

2.17 USASWeb Backend: Lookup by xref code not working

The lookup by xref code was not working for users who had requisition only access to USASWeb. This problem has been corrected.

2.18 USASWeb Backend: Correct invoice posting error

USASWeb was giving an error "Vendor number cannot be different vendor on PO file" when trying to post an invoice to a multivendor PO and invoicing more than one item on the PO. This has been corrected.

2.19 USASWeb/Invoices: Not releasing encumbrances correctly

When posting invoices in USASWEB the encumbrances were not being updated correctly when the item was filled for a zero amount. It was not updating the adjusted and filled amounts correctly. This has been corrected.

2.20 USASWeb/Invoices: Adjusted amount updated incorrectly

When doing a partial fill for an invoice, if the amount entered was negative, the adjusted amount was being reduced when it should not have been. This caused the remaining encumbrance amount to show up as zero. This has been corrected.

2.21 USASWeb/Invoices: Allowing invoice number to be reused

When doing invoices in USASWeb, it was allowing the same invoice number to be used if the item number was different. This has been corrected.

2.22 USASWeb/RECEIPTS: Update function not changing check record for refunds.

When using USASWeb to change the receipt transaction number for a refund with a check, the new receipt number was not being updated on the check file. This has been corrected.

2.23 USASWeb/RECEIPTS: Changing receipt number not deleting old number from RCDESC records.

When changing a receipt number the old receipt number was not being deleted from the RCDESC file. This has been corrected.

2.24 VENHIRE: Reset option should reset hire date

The reset option of VENHIRE was not resetting the hire date. This has been corrected to reset the date to be the same as the last activity date.

3 Technical Enhancements and Changes

You should be aware that 2005 is the last year that diskette reporting of 1099's to IRS will be allowed. Electronic reporting (the FIRE system) is now internet based rather than via a dial-up connection and will be the official recommended method of submission for 2006.

3.2 General: Allow more wildcards

Several reports have been corrected to allow more wildcard account selections to be specified when running through a batch procedure. The reports modified were BUDSUM, APPSUM, REVSUM, ACCSTS, ARCVBL, BUDLED, APPLED, REVLED, FINSUMM, FINDET, FNDREVEX, BUDWRK, APPWRK, REVWRK, PODETL, REQSUM, and REQDET. These programs will now correctly handle up to 98 wildcards when run from a batch procedure such as a FiscWeb procedure. This change does not affect the interface available to the end-user.

3.3 USAS0512.COM: Fixed error

An error message was occurring when the oecn$out directory was not the same as the login directory for the user running the procedure. The oecn$out logical was added to the search statement in the command procedure to correct this problem.

4 Modifications to Menu Files

The alias for EIEIO was not working correctly for users with ARF access but no USAS access. This was due to EIEIO appearing on both menus but having different access on each menu. The EIEIO menu options have now been modified to allow both OECN_AR_RO and OECN_USAS_RO access to correct the problem with the alias not working correctly.

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

Table 1 Documentation Summary

Document File	Revision Date	Description
USAS_REFERENCE_MANUAL	March, 2006	USAS Reference Manual
USAS_REFERENCE_MANUAL_UPDATE	March, 2006	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	May, 2005	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 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.

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	May, 2003	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.

5.3 Documentation _UPDATE Files

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:

Table 3 System Logicals

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

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 . . .

7 UDMS Dictionary Implementation

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