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USAS-RPreview Release

ITC Regional LeadsJanuary 28th, 2016

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Disclaimer

This is a preview release and the intent is to get it in the user’s hands to provide feedback

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Overview

Documentation Functionality Differences USAS-R Menu Exercises/Hands on

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Documentation

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Documentation SSDT Public Wiki

USAS-R Documentation Space Differences from Classis USAS Navigation

Grids Queries Icons Palettes

USAS-R Manual “how to” as well as helpful information Setup to follow menu

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Functionality Differences From Classis USAS

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Enhanced Query* Only in Requisition and Reports

Three tabs Basic - made up of a few standard fields for that record Advanced - more elaborate search where the user selects the property field to

search on, the operation to search by, and enters what they are searching for Expert - for a user that prefers to write their own query using the properties and

operations, and is useful for troubleshooting and for easy sharing of queries with other users

Wildcard % Each tab has a 'Rows per Page' which means the number of rows you want

displayed per page for your query results. Default is 20

Can be changed  (5,10, 20, 50, 100, 1000) The page numbers will be displayed at the top and bottom of the result listing. All query result columns in blue are sortable (A-Z or Z-A) Can be saved and recalled

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Grids

Most data types show up in customizable grids User able to select what appears, as well as order Grid is lazy loaded

Meaning scroll down through all data and is loaded as you go No maximum records returned and no page numbers No limitation on fields they can query on Filter grid results from filter row Wildcard % Advanced query against any field related to data type

Can be saved and recalled Available as filters in detail reportsSSDT YouTube Channel – USASR Grid Video https://

youtu.be/3CjyfkJYQwU

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Dynamic Reporting Select data from nearly any data type Filter the data using basic and advanced query criteria Determine columns to include as well as order Sort by any field Control breaks with totals Variety of output types

Text, pdf, excel, csv, along with other lesser known formats Paper layout

Portrait, landscape Saved and recalled later

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Custom Fields Fields that districts can create for themselves Available in nearly all interfaces (phased in as interfaces are rewritten) Can be used anywhere a normal field is used including queries and

reports Enabled or disabled Specify to be included in grid Any Type

Text, code, money, number, date, date/time, web address, email user or Boolean.

Code type – user can define their own list of codes with definitions which will produce dropdown boxes in interface

Special custom fields – created date/time, last modified date/time Created user and last modified user will automatically be updated by the

system

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Fields from Classic turned into Custom Fields All ‘User Defined’ Fields All ‘Entered Date’ and ‘Posted by User’ fields Vendor Category Vendor Withhold Child Support Flag Minority Vendor Flag Vendor Email Address Bank Code (cash account) EMIS Fund Category (cash account) Requisition Type Requisition Approval Status Requisition Workflow Context PO Transmitted Flag

These are used in Classis USAS only when the USACON requisition approval system flag is Yes. Districts using the classic requisition approval system will have ‘Classic Requisition Approval’ module enabled and these CF enabled automatically when their data is imported.

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Posting Periods Ability to have multiple posting periods open at one time No longer necessary to completely close out before opening the next

reporting period Possible to re-open prior periods Transaction dates will be required to be in an open posting period

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Customizable Business Rules Rules Engine

Various types of business rules written and easily applied on the fly Without logging out or shutting down

USAS-R will come with its own set of required business rules as well as optional ones that may be enabled/disabled

Can be written for each individual district

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Security Fine grained security District can create ‘Roles’ and then assign permissions Create, View, Update, Delete, Report Users may be assigned one or more Roles

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Accounts XREF codes more useful

Available in all account types and visible in transaction entry Fully integrated in the system

Filtering, sorting, inclusion on reports (any report that includes account code) Appropriation codes will default to the same budget ‘roll-up’ as

Classic USAS Will have to create appropriation accounts now will not automatically do it

when creating new budget and ones doesn’t exist. Use Rules Engine to customize level to use any account code dimension

Criteria used must be the same within a fund but different criteria may be used for different funds

Classic roll-up = Fund/SCC, 2 digit function, 1 digit object

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Projects New option to view projects/PTD information Initial version of USAS-R will remain one project per cash account

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Vendors Memo vendor numbers no longer required/No separate range of

numbers Default Payment Type

Check, ACH and electronic Multi-vendor flag obsolete

PO which are non-vendor specific will have no vendor entered. Vendor is entered on each invoice

Multiple locations Designate default PO, check, 1099 address

Will still need to maintain multiple vendors for different locations Permission USAS_PRIVACY_TAXID needs granted for user to be able to

see 1099 and New Hire Taxpayer ID fields

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Requisitions Vendor no longer required

If the district wants to require a vendor be entered may be done so via a rule

Account code not longer required If the district wants to require an account code be entered may be done so via a rule

Audit trail handled correctly Once requisition is converted to a po may not be changed or deleted Can not convert one requisition to multiple pos Requisition is updated it keeps track of original ‘posted by’ user

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Purchase Orders Vendor is optional

Vendor may be entered anytime prior to first invoice If vendor is not entered prior to first invoice it will assume non-vendor

specific po and vendor will be entered on the invoices Once an invoice has been processed against po, no longer possible to enter a

vendor

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Disbursements Checks now called Disbursements

Physical checks, ACH transactions and other electronic postings Payee name and address information now stored on disbursement

record at time of posting, in addition to reference to vendor used Payable items now grouped by vendor or invoice

Grouping vendor works similarly to Classic Grouping by invoice allows the user to get a separate disbursement per

invoice Used when district may need multiple checks for same vendor

Disbursement void – can void the invoice and re-open po or reuse the invoice. If reuse the invoice a payable is created automatically

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Bank Accounts New option, enter bank account information When posting disbursements district will be prompted for the bank

account the checks are being created from

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Distributions/Error Corrections

Similar to ACTMOD Works for both expenditure and revenue accounts No po or check required

Enter transaction with items that are + and – in order to increase or decrease expenditures or receipts in the accounts

Anticipated to replace positive/negative reduction of expenditure transaction used to correct expenditure accounts charged

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Account Filters USASEC Does not match on username Assigned correct account filters via Admin/User interface

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Pending Transactions New option Show transactions sent from USPS (and other third parties) waiting to

be posted to USAS District will be able to review the transaction and either validate, post

or reject the transaction

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USAS-R MenuMenu options may look different for each user as they will only see the

options available to them based upon their user account’s Role/Permissions

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CoreContains the central pieces of USAS-R. Almost all transactions/processing requires an account code or vendor.

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Adds/Deducts

Used to update addition/deduction fields on the accounts Same option that was in USASWeb

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Approp Accounts

Appropriation accounts must be manually added Fund 2 digit function 1 digit object SCC

Unlinked is not supported

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Budget Accounts

Same option as in USASWeb

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Cash Accounts

Same option as in USASWeb

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Revenue Accounts

Same option as in USASWeb

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Vendors No memo vendors No multi-vendors FYTD & CTD amounts are non-modifiable Default Payment Type

ACH Check = classic warrant check Electronic = classic memo check

Vendor Locations Default po, check and 1099

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TransactionContains the district’s daily functions for expenditure and receipt processing

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AP Invoices

Same as in USASWeb with exception of a new cancel status Partial cancel Full cancel

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Disbursements ALL disbursements regardless of type are numbered automatically

Reference number Types included

Physical, ACH and electronic Accounts payable, refund, payroll

Currently doesn’t support ACH processing (still has ACH fields for EDGE)

Can not create a disbursement in ‘Disbursement Grid’ (produced by PAYABLES)

Physical check number assigned when printed Printing Options (XML and PDF), starting number will pull highest on

file if not specified Void, Resequence, Reconcile, Unreconcile Check Stub Information is setup in ‘Module Configuration’ option from

Admin menu

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Distributions/Error Corrections Works for both expenditure and revenue accounts No po or check required

Enter transaction with items that are + and – in order to increase or decrease expenditures or receipts in the accounts

Anticipated to replace positive/negative reduction of expenditure transaction used to correct expenditure accounts charged

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Payables Payables are automatically generated after an item is filled thru AP

Invoice Two Views

Detail Vendor

Posting Disbursement doesn’t required physical check number at that time for a ‘check’ vendor

Posting Disbursement window After post disbursement can choose to continue on to print (takes you

to disbursements) or go back and go to disbursements later to print

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Payables Posting Disbursement window

Grouping Options Vendor

Works similarly to Classic Invoice

Groups by invoice allows the user to get a separate disbursement per invoice Used when district may need multiple

Sort Bank Account (displays active bank accounts for Admin/Bank Account option)

After post disbursement Displays Warnings/Errors

Errors- disbursement is not created can choose to continue on to print (takes you to disbursements) or go back and

go to disbursements later to print

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Pending Transactions

Transaction currently sitting out there from a different system/software waiting to be posted to USAS Example – payroll file from USPS-R

Click on Edit to Post, Reject or Validate Reject sends a message back to USPS-R but removes the pending

transaction in USAS-R Prompts for transaction date and bank account as well we electronic

payment option

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Purchase Order

Vendor is not required; entered anytime prior to entering first invoice If vendor is not entered assumed to be non-vendor specific

Account code (charge) box can use % as wildcard for description or – to differentiate dimensions

Amended POs not supported

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Receipts

Same as USASWeb

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Refunds Same as USASWeb

Exception, aren’t required to assign a check number Check (disbursement) number assigned when printing Must go to Disbursement to print out physical check

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Requisitions

Account code and vendor not required Audit Trail maintained correctly

Once requisition is converted to PO can not be changed or deleted Same requisition can’t be converted to multiple POs Requisition updated – keeps track of original requisitioner

Mass Convert Requisitions

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ReportAllows the user to generate a report from either a listing of predefined reports or create custom report using the ‘Detail’ Option

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ACCSTS Combines budget and revenue activity on single report Default date range is the current posting period All accounts will be selected by default.  Sort is by full account code, then activity, with a subtotal only on

activity.   It will not include accounts without transactions

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Detail Dynamic Reporting of all data objects in USAS-R

Expandable Tree format Filtering Columns and order of columns Sort, subtotals, page breaks Variety of output formats Save and recall

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AdminContains programs that control how processing is defined and done on the system as well as other options that only an administrator would access

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Account Filters

Similar to USASDAT/USASEC – account filters Same rules apply – order is important

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Bank Account

Similar to Bank Codes in ACTSCN Start/stop dates Used when creating disbursements

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Custom Field

Fields districts can create for themselves Can be used in queries, grid, reports Enabled/disabled Numerous types

Text, code, money, number, date, date/time, web address, email, user or Boolean, special CF i.e. created date/time, last modified date/time

Some fields from Classic are now CF In documentation

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DBA

Data Base Administrator Direct queries against database Mostly used for SSDT debugging tool

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Imports

Import data from Classic USAS into USAS-R Anonymize data

Training purposes

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Module Configuration

Configuration details for installed modules Disbursements – how many line items, check stubs, etc

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Modules

Displays all available modules within the software version the entity is using Required

Won’t be able to uninstall Installed

+ = not installed - = installed

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Monitor

Admin ability to view various types of events occurring within the system as well as status

Grid in two different tabs Events Status

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OPUs

Similar to OPUEDT or USASWeb/Configuration/OPUs

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Organization

Similar to USACON

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Posting Periods

Open, closed, current Can re-open if corrections need made Archived

Data imported into classic currently can’t re-open Transaction dates will be required to be in an open posting period Current period effects the calculations such as MTD, FYTD

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Project

Similar to PTD fields

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Remap Budgets

Used in conjunction with a rule that can be created to define what level of reporting they require for their appropriations

Once rule is created and enabled use this option to ‘remap budget accounts’

System Default for all budgets is the fund, 2 digits of function, first digit of the object and the special cost center

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Role Similar to VMS identifiers Defines basic functions, responsibilities, tasks of a user Roles are granted one or more ‘Permissions’

Specific functionality within the software Create, update, delete, view, report Setup in hierarchy – top level gives all access

Roles are defined by the entity Treasurer Accounts Payable Payroll

Roles are assigned to users Can assign more than one

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Rules Various types of business rules and applied ‘on the fly’ Create, activate, search, edit, disable (enable) and delete a rule

Edit, disable or enable a rule have to ‘activate’ before it takes effect USAS-R comes with its own set of required business rules as well as

optional ones that may be enabled/disabled Bundled means it came with USAS-R Mandatory means it can’t be disabled

Customized rules can also be written for individual districts Examples custom validations, sending emails or even updating fields

based on certain criteria

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Show Sessions

Same as USASWeb Lists active sessions May terminate

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User

Username entered is the username they use to login Assigned one or more Roles Assigned account filters Create, search, edit, change password or delete a user

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UtilitiesContains information on the user currently logged in

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Change Password

If the user knows old password they can change it via ‘change password’ link found on login page or under Utilities

Passwords can be changed by Admin under ‘Users’ using the padlock icon

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Show Profile

Same as USASWeb Detailed information about user currently logged in

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USPS IntegrationControls if and how the software is connected to the USPS-R system

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Security Configuration

Generates an application ID and Key for USAS-R which is entered into USPS-R system (same thing must be done in USPS-R to enter in this option)

Disable communication Must also enter information in USPS Module Configuration found

under the ‘Module Configuration’ menu option

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Test Configuration

Test the connection between USAS-R and USPS-R Module & Security Configuration must be done first

Summary appears stating whether the connection was refused or successful

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ExercisesSee Handout