The USAS package has been changed to require additional detail for the following receipt, function, and object codes when creating new accounts. This is based on changes made by the AOS office in bulletin 2006-004.
Once this release is installed, accounts will no longer be allowed to
be created using these more general account dimensions. If any of these
more general account dimensions have been used for current fiscal year
processing, changes should be made either with ACTCHG or by performing
account corrections to move the amounts related to these accounts to
valid accounts. Failure to do so will cause errors to occur on these
accounts during fiscal yearend processing.
1.2 USACERT/AMDCERT: Modify to include only the 3131 and 3132 receipt codes.
The "Homestead/Rollback as taxes or other" question in USACERT/AMDCERT
has been modified to only include codes 3131 and 3132 in the "Taxes"
column. All other 313* codes will be listed as "Other".
2 Problems Corrected
2.1 BALMON: Selection by range not working correctly.
Several problems have been found with BALMON when running a report for a range of fund numbers.
When selecting by a range of funds, BALMON was sometimes leaving the ending number off of the report.
Another problem was occurring when a range was entered with an ending SCC that was greater than 9000, but was not on file. The program would continue to list funds on the report that had an SCC that was less than 9000.
Also, when choosing to run a report for a range of funds from a previous year, the program was displaying the main menu and fund selection menu again, forcing the selection options to be entered again, and then it would generate the report.
Finally, when running a report for a range of funds for all years, the last fund listed would only list the current year.
All of these problems have been corrected.
2.2 REQDET: Showing header information on report for requisitions that should be excluded.
When excluding funds from REQDET, the resulting report contains the
header information for the requisitions that should be excluded. This
has been corrected.
2.3 REQDET: Using wrong date for balance checks.
REQDET was using the date the requisition was entered instead of the
requested PO date when using the option to check for negative balances.
This was causing problems if the requested PO date was in a different
fiscal year than the date the requisition was entered. For example, if
the check future balances flag from USASDAT was set to yes, it would
only check the requisition amount against the current year remaining
balance instead of checking it against the Next FY Proposed less Future
Year Encumbrances.
2.4 REQDET: Wildcard selections not working correctly.
In REQDET, the wildcard selections were not working correctly when
multiple selections were made. This has been corrected.
2.5 USASWeb/Invoices: Fixed posting of po status
A problem was corrected causing the purchase order status to be set to
"All Paid" instead of "Partially Paid" when the invoice was posted
using USASWeb.
3 Technical Enhancements and Changes
3.1 General: Record locking changes made
When record locks occur, in the past they were contained within the backend process, causing it to loop repeatedly until the record became available. This caused USASWeb to appear to "hang" to the end-user as it waited for a response from the backend process. Also, if the loop in the backend process continued for a long period of time, an apparent bug in USP caused it to stop accepting connections from all users, requiring a restart of USP to be done.
To correct these problems, the backend programs have been changed to
loop a limited number of times and then they will return an error back
to the USASWeb client. The backend changes made with this release will
cause the user to see only a general RPC failure and it will be
necessary for the ITC staff to look at the RPC process log to determine
the exact cause of the failure. Future changes to the USASWeb client
software will allow the record locked error to be displayed directly to
the user. Other types of errors that can occur, such as protection
violation errors, will also be displayed to the user once these
additional changes are made.
3.2 USASWEB/Refunds: Correct record locking problems
When processing refunds on the web, records on the CKTRAN and RCDESC
files were not being unlocked properly, resulting in USASWeb appearing
to "hang" for the user as it waited for a response back from the
backend process. This has been corrected to unlock these records to
prevent USASWeb locking the records against itself.
4 Modifications to Menu Files
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
5.1.1 USAS Reference Manual - Removing Obsolete Program Chapters
We have removed the following chapters from the USAS Reference Manual:
Because of this, the chapter numbering has been affected. Along with
removing the obsolete chapters, we have also updated several chapters
that referenced the obsolete programs (and replaced the documentation
with the related USASWEB programs). Due to the chapter renumbering and
the many modifications done to existing chapters, there is no "update"
Reference manual this release. We recommend printing the entire USAS
Reference manual.
5.1.2 USAS User Guide updates
We have updated several chapters that referenced the obsolete programs (and replaced the documentation with the related USASWEB programs). The following chapters have been affected: (the User Guide "update" manual includes the chapters listed below)
We have updated several chapters that referenced the obsolete programs (and replaced the documentation with the related USASWEB programs). The following chapters have been affected: (the System Manager "update" manual includes the chapters listed below)
| Document File | Revision Date | Description |
|---|---|---|
| USAS_REFERENCE_MANUAL | December, 2006 | USAS Reference Manual |
| USAS_REFERENCE_MANUAL_UPDATE | December, 2006 | Contains Updates to the Documentation for the USAS Reference Manual |
| USAS_USER_GUIDE | December, 2006 | USAS User's Guide |
| USAS_USER_GUIDE_UPDATE | December, 2006 | Contains Updates to the Documentation for the USAS User Guide |
| USAS_SYSMAN_MANUAL | December, 2006 | USAS System Manager Manual |
| USAS_SYSMAN_MANUAL_UPDATE | December, 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. |
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.
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 | 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. |
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: 2006.12