The Auditor of State's office has eliminated the Expendable Trust fund and Nonexpendable Trust Fund fund type classifications, and added fund type classifications of Permanent, Private-Purpose Trust, Investment, and Pension Trust funds. These new fund types will become effective in USAS for fiscal year 2007. The AOS USAS Manual has already been updated to reflect the new fund types, however for fiscal year 2006 all reporting will continue to be done using the old fund types.

Also, all programs in USAS that use the fund type will now look first to see if a fund type has been entered in CASHSCN for the fund/scc. If a fund type is entered in CASHSCN, the programs will use this fund type. Otherwise, the fund type defined in the AOS USAS Manual will be used. It is recommended that the fund type be left blank in CASHSCN unless you are deliberately overriding the default fund type. The same fund types should be used within USAS as you use for your GASB34 reporting.

After closing out for fiscal year 2006, each district should enter a fund type in CASHSCN for any 007 cash accounts and for any other funds for which you wish to use a fund type other than the default. This should be done prior to running your "Certificate" report for 2007 to ensure that the funds are classified correctly on this report.

1.2 GENERAL: New EMIS Fund Category

A new EMIS fund category has been added for use with fund 599. The new code is HKR and it is to be used for Hurricane Relief.

1.3 GENERAL: Added new USAS codes for fy 2007

The following new receipt, function, and object codes have been added to the system. These are to be effective for use in fiscal year 2007. The 4502 report and other yearend programs have _not_ been updated to support these new codes.

Receipt Codes:

1911 Premium on the sale of bonds and notes sold
1912 Premium on the sale of refunding bonds
1913 Accrued Interest on the sale of bonds and notes
1914 Accrued Interest on the sale of refunding bonds
1919 Other premiums and accrued interest on the sale of debt
1921 Sale of bonds
1922 Sale of refunding bonds
1941 Sale of current year tax anticipation notes
1942 Sale of current year revenue anticipation notes
1943 Sale of long-term tax anticipation notes
1944 Sale of energy conservation notes
1949 Sale of other notes

Function Codes:

7910 Payment to refunded bond escrow agent
7920 Discount on the sale of debt
7990 Other miscellaneous use of funds

Object Codes:

831 Payments to escrow agents (not bond proceeds)
832 Bond issuance costs
833 Refunding bond issuance cost
839 Other debt service payments
950 Payments to refunded bond escrow agent (bond proceeds)
960 Discount on debt
961 Discount on the sale of debt
962 Discount on the sale of refunding debt
969 Discount of sale of other debt

The 7910 function is the only function code that will be allowed to be used with a 950 object code.

USASFF and SM1/SM2 calculations will include the 950 and 96x object codes on the line 05.030.

1.4 DELACT: Change manner that PTD fields are handled when account is being deleted

DELACT has been modified to allow cash accounts to be deleted along with their underlying appropriation, budget, and revenue accounts when the only amounts remaining are the PTD amounts. The program has also been modified to not allow the underlying accounts to be deleted individually if only the PTD amounts remain, a message will be displayed if attempting to do so. These accounts must be deleted along with the cash account.

1.5 USASCN/CASHSCN: Change manner that PTD fields are handled when account is being deleted

CASHSCN has been modified to allow cash accounts to be deleted along with their underlying appropriation, budget, and revenue accounts when the only amounts remaining are the PTD amounts.

1.6 USASWEB/Vendors: Add validations for New Hire SSN

A validation has been added to make sure that the New Hire SSN number is numeric. If not, an error message will be displayed.

2 Problems Corrected

AUTOPOST/BRDDIS was generating post errors and not posting the transaction if the account being used was to be added and the leave new account descriptions blank field was set to "Y".

2.2 AUTOPOST/OTHER: Received predefined number duplicated in batch error

When posting an invoice using the AUTOPOST/OTHER option, a predefined number duplicated in batch error message was occurring. This is a fatal error that will prohibit posting of the batch file. This has been corrected.

2.3 DELACT: Appropriation account incorrectly listed for deletion

DELACT was listing appropriation accounts for deletion when they had underlying budgets that were not. This was occurring when the budget account had an SCC between 0001 and 8999. This has been corrected to only allow an appropriation account to be deleted if all of its underlying budget accounts can also be deleted.

2.4 DELACT: Error when deleting last fund on file and it has no revenue accounts

DELACT was crashing with a status code 46 error on the ACCT.IDX file when trying to delete a cash account. It occurs if the cash account is the last fund on file and no revenue account exists for this fund. This has been corrected.

2.5 DELVEN: Requisition file not being opened allowing all

A problem was corrected in DELVEN which caused the program to abort with the error "File currently locked by another user". This occurred whenever another user was accessing the requisition file from any other program.

2.6 USACERT/APPRES: No fund number printed

When sorting the APPRES report by FS, fund/SCC, no fund numbers are being printed on the CSV file. This has been corrected.

2.7 USASCN/POSCN: Received predefined number duplicated in batch error

When modifying multiple items for a single purchase order in POSCN, a "predefined number duplicated in batch" error message was being displayed that would prohibit the changes from being posted. This has been corrected.

2.8 USASDAT/USASEC: Load filters option only loads first 14 account filters

The load filters option was only loading the first 14 account filters. This has been corrected.

2.9 USASWeb/Invoices: Corrected problem for Invoice already on file error

An error of "Invoice for PO already on file" was occuring sometimes when clicking on the "Post" button. The invoice had really already been posted. This error has been corrected.

2.10 USASWeb/Purchase Orders: Corrected return count problem

The query was returning one more purchase order than requested. This problem has been corrected.

2.11 USASWeb/Requisitions: Corrected return count problem

The query was returning one more requisition than requested. This problem has been corrected.

2.12 VALACT: Change validation warning for SUBJ/IL requirements

The RCDESC and USASETUP files have been added to the program as options 24 and 25. The USASM12 file was moved to option 26 and the option to add all files was moved to option 27.

4 Modifications to Menu Files

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	May, 2006	USAS Reference Manual
USAS_REFERENCE_MANUAL_UPDATE	May, 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	May, 2006	USAS System Manager Manual
USAS_SYSMAN_MANUAL_UPDATE	May, 2006	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

8 Implementation of this Release

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: 2006.06