The 588 fund used for e-rate in the past has been removed per the Auditor of State's office. The 588 fund has not been intended for use since fy 2001 (see AOS Bulletin 2000-014), however some districts have continued to use this fund number. Any E-rate transactions previously posted to the 588 fund should be reposted to the General Fund. The 588 fund will not be valid for fy 2008 fiscal year end processing.

1.2 GENERAL: Inactive vendor posting no longer allowed

The posting of requisitions or purchase orders using an inactive vendor will now generate an error rather than a warning. The vendor must be specifically reactivated via one of the vendor modules in the software in order to use the vendor.

This change affected USASCN/POSCN, USASCN/REQSCN, and the USASWeb Purchase Order and Requisition modules.

1.3 USASWeb/Requisitions: Requisition deletion now audited

The USASWeb/Requisition application was modified to record deleted requisitions to the AUDITS file.

1.4 USASWeb/Requisitions: Allow split-item requisitions to be modified

USASWeb/Requisitions was changed to allow modifications to split-item requisitions in USASWeb.

2 Problems Corrected

When checking for negative balances while modifying the account code on a requisition or purchase order, warnings or errors were still appearing on the original account code in some cases. The errors or warnings would be displayed on the original account code if the account would still be in the red after adjusting the balance by the amount of the charges on this purchase order or requisition. For users prohibited from posting to accounts if they are in the red, this problem was preventing them from posting the modifications to the requisition or purchase order even though the new account used would not be in the red.

This problem affected USASCN/POSCN, USASCN/REQSCN, and the USASWeb Purchase Order and Requisition modules.

2.2 ACTRPT: Not including checks originating from a multi-vendor PO when selecting by specific vendors.

When using the specific vendor option of ACTRPT, checks that originated from a multi-vendor purchase order were not being included on the report. This problem has been corrected.

2.3 AUTOPOST/OTHER: Displaying date error multiple times.

When posting a receipt, refund, or reduction of expenditure in AUTOPOST, the program will now only perform the full date validations for the first item entered. If there are multiple items for the receipt the date will only get validated again if it is different than the date for the first item. If this is true, then an error message will be displayed stating that the date must be consistent for all items.

2.4 USASWeb: Displaying date error multiple times.

When posting a receipt, refund or reduction of expenditure in USASWeb, if the date was outside of the current processing period, the error message was being displayed for each item entered. This has been corrected to only show the error message once.

2.5 USASWeb/Invoices: Confusing error message

An error message that was difficult to understand was being generated when the EIS pending file could not be updated. This message has been simplified.

2.6 USASWeb/Invoices: Vendor validations for multi-vendor po's

Posting a cancellation and filled item against a multi-vendor PO on the same invoice is now disallowed. The software was previously allowing an item to be processed for payment to a multi-vendor vendor number if a previous item was cancelled on the same invoice. To prevent this, a filled item must be processed to the vendor receiving payment, while the cancellation must be processed on a separate invoice, to the multi-vendor vendor number used on the purchase order.

2.7 USASWeb/POs: Reposting purchase order to future month

A future purchase order was not being created when the date on the purchase order was modified to a date in a future month. Therefore, an error will now be generated when trying to change the date to a future month when reposting the purchase order.

2.8 USASWeb/POs: Header description not posted

The header description was not being posted properly. It will now show up on the printed PO and on reports correctly.

2.9 USASWeb/Vendors: Vendor validation problems

Several validation problems were occuring that could not be re-created, so all of the vendor validations were reworked to resolve these situations.

3 Technical Enhancements and Changes

The fields Original File Indicator, Replacement File Indicator, and Correction File Indicator have been removed from the "A" record when doing 1099 processing. These changes affect the tape file created but are invisible to the user.

3.2 TR1099: Make changes necessary for calendar year 2007.

The fields Original File Indicator, Replacement File Indicator, and Correction File Indicator have been removed from the "A" record when doing 1099 processing. These changes affect the tape file created but are invisible to the user.

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

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	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.

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: 2007.12