New lines were added to Exhibit 2 and Statements A, B, C and D to show expenditures for the new 7910 and 7920 function codes. The line "Other Miscellaneous Use of Funds" has been changed to reflect only expenditures charged to the 7990 function code.

New lines were also added to Exhibit 3 and Statements E, F, G, H and P to reflect the new 950 and 960 object codes.

1.2 MONTHLYCD/FISCALCD: New reports added

The AMDCERT program will now contain separate prompts for each of the 3131, 3132, 3133, 3134, 3135, and 3139 receipt codes used for property tax allocations. For each code, the user will be able to indicate whether they want the receivable amounts for that receipt code included in the "Taxes" or "Other" column. This will allow more flexibility to meet the varying needs of each county.

1.4 USASWEB: Record-lock handling improved

The handling of record locks in all of the USASWeb software has been changed to eliminate the apparent "hanging" of the software while waiting for a record to be released by another user. If a record is locked for more than a few seconds, an error will be returned to the user indicating that the requested operation has failed.

2 Problems Corrected

When changing an account and an XREF code already exists for both the old and new account, the ACTCHG program was giving the error "Bad XREF Rewrite" and the XREF code was still pointing to the old account.

Since there is a restriction that more than one XREF code may not point to the same account, this XREF code will now be deleted. An appropriate message will be displayed in the log indicating the XREF code was deleted. There will also be an indication on the ACTCHG.TXT file showing that the XREF code was deleted.

2.2 AUTOPOST/Other: Fixed problem posting invoices

A problem was corrected in the AUTOPOST/Other option which was preventing multiple invoices from being posted to the same purchase order. Posting multiple invoices should be allowed as long as the item number and invoice number is different on each record being posted. (Posting of multiple invoices to the same po item during the same batch run is not allowed).

2.3 MONTHLYCD/FISCALCD: Skip DTR reports if DTR not available

The MONTHLYCD and FISCALCD procedures were updated to skip creation of all datatrieve reports if datatrieve is not available.

2.4 POFORM: Fixed printing of deliver-to address

When using option 3 to enter non-consecutive po numbers, the deliver to address was not printing correctly for any purchase order numbers entered into POFORM by the user after the highest purchase order number on file was entered. Instead, the message "Same as invoice address" was printing for the deliver to address for all subsequent purchase orders printed.

2.5 USASWeb/Purchase Orders: Fixed problem with modify

A problem was fixed causing an "extra" po header to get created with all zeroes and no items whenever the "Modify" option was used from USASWeb to modify a purchase order.

2.6 USASWeb/Purchase Orders: Fixed error posting future po's

An error message was sometimes being generated in USASWeb after posting a future purchase order. This error occurred when the extended item amount calculated from the quantity and unit price had more than two digits in the fraction. The USASWeb backend routine was posting the amount correctly but was not rounding it to two decimal positions when returning the posted results to the web application.

2.7 USASWeb/Purchase Orders: Correct query problem

The PO query was not working if the Posted By Username contained more than 8 characters. This has been corrected to allow up to 12 characters.

2.8 USASWeb/Receipts & Refunds: Problem updating key corrected

The error "No records were updated" was given every time a receipt or refund was changed. This problem has been corrected.

2.9 USASWeb/Receipts & Refunds: Fixed problem corrupting configuration file

A problem with the manner that USASWeb was updating the highest receipt or highest refund number on file was corrected. This problem could potentially cause the USAS configuration file to become corrupted in certain rare circumstances.

2.10 USASWeb/Receipts & Requisitions: XREF problem corrected

When trying to enter XREF codes while creating receipts and requisitions, an error was occuring. This problem has been corrected.

3 Technical Enhancements and Changes

The documentation is maintained by the SSDT and can be found in the OECN$ROOT:[USAS.V6P1.DIST] distribution directory.

5.1 Documentation Changes

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	June, 2007	USAS Reference Manual
USAS_REFERENCE_MANUAL_UPDATE	June, 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	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.

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

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: 2007.06