The APE, RCPROC, RECEDT, and VENSCN programs have been temporarily restored to the USAS package.

1.2 VALACT: Added "FATAL:" to error messages

The word "FATAL:" was added to the beginning of all fatal error messages to make these stand out more from the warnings on the report and make it clear to the user that these errors need fixed.

2 Problems Corrected

Statements are always printing the district address rather than the last remit to address selected by the user. ARF will now print the last selected remit to address on the statements as is done for invoices, payments, and receipts printed from ARF.

2.2 AUTOPOST/OTHER: Should update highest PO number only when creating a new PO.

The highest purchase order number on file was getting updated when posting an invoice. This has been corrected to only update the highest PO number only when posting a new purchase order.

2.3 AUTOREC: Only allowing 13 digits for bank account number

The AUTOREC extract option was not extracting the bank account number if it was defined as more than 13 digits in length in the bank's file specifications (regardless of whether the actual bank account number was less than 13 digits or not). This has been corrected to allow bank account numbers to be defined up to 20 digits in length.

2.4 EIEIO: Fix XREF lookup for revenue accounts

The XREF lookup in EIEIO was not working when the account code being looked up was a revenue account containing a subject or opu code.

2.5 RECEDT: Not updating RCDESC when changing receipt number.

When changing the receipt number in RECEDT, the RCDESC file was not being updated with the new number. This has been corrected.

2.6 USALOAD/VENLOAD: Child Support flag and New Hire SSN added

The VENLOAD option of USALOAD has been updated to include the child support flag and the new hire SSN fields. The headings for these fields are CHILD_SUPPORT and NEWHIRE_SSN, respectively.

2.7 USASCN/POSCN: Amended purchase orders should not update the requisition file.

If a requisition was converted to a purchase order, deleting the requisition in the process, then another requisition was posted using the same number that was deleted, a problem was found with the requisition. If the purchase order was amended, by adding another item for example, the requisition file was getting updated and the requisition was either deleted or set as already converted to a purchase order. This has been corrected to only update the requisition file when originally posting a purchase order.

2.8 USASFF: 194x receipts placed on wrong line

The 1941-1949 receipt codes were being placed on the wrong line of the forecast. They were being placed on the "All Other Operating Revenue" line instead of on the "Proceeds from Sale of Notes" line. This problem did not affect districts using the 1940 receipt code.

2.9 USASWeb/Invoices: Invoice number allowed to be used again if item number is different.

When processing invoices on the web, it was allowing the same invoice number to be used again, if the item number was different. This has been corrected.

2.10 USASWeb/Purchase Orders: Should update highest PO number only when creating a new PO.

The highest purchase order number on file was getting updated when posting an invoice. This has been corrected to only update the highest PO number only when posting a new purchase order.

2.11 USASWeb/Purchase Orders: Amended purchase orders should not update the requisition file.

If a requisition was converted to a purchase order, deleting the requisition in the process, then another requisition was posted using the same number that was deleted, a problem was found with the requisition. If the purchase order was amended, by adding another item for example, the requisition file was getting updated and the requisition was either deleted or set as already converted to a purchase order. This has been corrected to only update the requisition file when originally posting a purchase order.

2.12 USASWeb/Purchase Orders: Fixed problem with query hanging

A problem was corrected which could cause the purchase order query to "hang" indefinitely if the future purchase order file was corrupted and contained a future purchase order number which also already occurred on the normal purchase order files. This situation should not exist under normal conditions, but the program should not "hang" if it does. The program will now skip the invalid future purchase order number and continue on normally with the query.

2.13 USASWeb/Requisitions: Query problem corrected

There was a problem where the Posted By query was not working for usernames greater than 8 characters. This has been corrected.

2.14 USASWeb/Requisitions: Query name allows up to 30 characters

The vendor name was previously only allowing 20 characters for name searching. This has been increased to 30 characters.

2.15 USASWeb/Requisitions: Correct error when adding new requisition

The error message "Error: cannot modify requisitions with split items at this time" was being displayed when trying to add a new requisition and the requisition number is already on file as a split requisition. This was corrected to instead display the error "Error: Requisition already on file" in this situation.

2.16 USASWEB/Vendors: Auto assignment of vendor numbers corrected

The auto assignment of vendors numbers was not being handled properly. This problem has now been corrected.

2.17 USASWeb/Vendors: Corrected new hire ssn from being set to zeros

There was a problem where the vendor new hire ssn was being changed to zeros if it was spaces and if any changes were made to that vendor. This problem has been corrected.

2.18 VENHIRE/VHREPORT: Fix reporting of SSN field

The VENHIRE report program was not correctly reporting the SSN field if the new hire SSN was blank and the 1099 ID was filled in. This has now been corrected. If there is a "New Hire SSN" field entered, then VENHIRE will use this for the SSN. If the "New Hire SSN" field is blank or zero, then VENHIRE will try to use the 1099 ID. If the 1099 ID is also blank or zero, then an error will be generated to the error report and the vendor will be excluded from reporting.

2.19 VERINV: Corrected record locking

Corrected a problem causing the po header record to remain locked while sitting at the VERINV menu.

3 Technical Enhancements and Changes

The TR1099 program has been modified to conform to the IRS specifications for 2006.

The contact email field has been increased to 50 characters.

The 3 1/2 diskette option has been removed from the option for media type.

The replace alpha character and electronic file prompts and displays have been removed.

The vendor contact email has also been removed.

The vendor contact information has been updated

Vendor Name/Address: OHIO DEPARTMENT OF EDUCATION

25 S. FRONT STREET, MS G05

COLUMBUS OH 43215-4183

Vendor Contact Name: BETH JUILLERAT

Vendor Contact Phone: 614-752-8368

The replace alpha character, electronic file, and vendor contact email have also been removed from the transmitter record on the tape file. The contact email has also been increased to 50 characters for this record.

3.2 USASWeb/Accounts: Always opens account file for IO.

The Accounts option of USASWeb was always opening the account file for input/output. It has been modified to only open the file for IO when doing a add, modify, or delete.

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

Added documentation to allow the Child Support Flag and the NEw Hire SSN fields to be loaded via the VENLOAD program.

5.1.2 TR1099

The following are documentation files for the Uniform School Accounting System (USAS) package. Below is a brief description of the contents and the intended audience of the document.

Table 1 Documentation Summary

Document File	Revision Date	Description
USAS_REFERENCE_MANUAL	March, 2007	USAS Reference Manual
USAS_REFERENCE_MANUAL_UPDATE	March, 2007	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	March, 2007	USAS System Manager Manual
USAS_SYSMAN_MANUAL_UPDATE	March, 2007	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.

5.3 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.

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.

5.4 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