This chapter gives some basic information on the errors that can occur when running the EIS GAAP Schedules EIS101 and EIS103, and some ideas on how to fix these errors.
When running EIS101 (GAAP Schedule by Source) an error file, EISERR.TXT may be generated. The following is the only error message that can occur.
Total of Acquisitions for Tag is Greater than Tag's Original Cost.
This is the way it works. The program sums all of the ACQTRN records for the item and compares this with the original cost on item screen 2.
- If total of acquisitions = 0, then all of the original cost is added to the line, "prior to system startup".
- If total of acquisitions is less than original cost, then the difference is added to to the line, "prior to system startup", and the acquisition total is placed on the line for the item's source fund. However, if no source fund is found, then all of the original cost is added to the line, "prior to system startup".
- If the total of the acquisitions equals the original cost, then the amount is placed on the line for the item's source fund. However, if no source fund code is found, then all of the original cost is added to the line, "prior to system startup".
- If the total of acquisitions is greater than the original cost, then the above error message is issued and the original cost is added to the line, "prior to system startup".
How to Fix It
If Not on GAAP
Either manually increase the original cost, or decrease the amount on an acquisition transaction record depending on which gives the correct value.
If on GAAP
If the original cost on the item record is correct, then post an ACQTRN record with a negative for the difference between the acquisition total and the original cost, and set the "update original cost?" flag to "N".
However, the problem is a bit more complicated if the sum of the ACQTRN records is the correct value. In this case you need to increase the original cost without increasing the ACQTRN total.
The following procedure should work. First post a new ACQTRN record with the difference between the acquisition total and the original cost, and set the "update original cost?" flag to "Y". This will increase the original cost to the correct amount. However, in the process the ACQTRN total has also been increased. To offset this, now post another ACQTRN record with a negative for the difference between the acquisition total and the original cost, and set the "update original cost?" flag to "N". Since the second ACQTRN record will not affect the item record, the totals will now be equal. Also, only the ACQTRN record with the "update original cost" flag set to "Y" will be picked up by the EIS103 change schedule.
In order to run the EIS103 (Change Schedule) report the district must be on GAAP reporting. If any errors occur, the file, EIS103E.TXT, will be generated.
The following 3 error messages are possible:
- Ending balance amount not equal to item's original cost.
- Ending balance amount not equal to 0.
- Transaction fund/function/class not equal to previous transaction.
Some possible causes are, that transaction dates are posted out of order, or that a district may have run the EISCLS program, then posted items for the next FY, and then run the EISGAAP startup program.
There is no general fix that works for all cases of any of these errors, since there could be a variety of causes. Each must be done on a case by case basis. However, the following will give some ideas of where to start.
Ending Balance Amount Not Equal to Item's Original Cost
The following formula is being used:
This means that the total of all of the acquisition transaction amounts for this item for the current FY are added to the beginning balance amount (stored in a hidden field on the item record) and is compared to the item's original cost found on item screen 2. If they are not the same, then this error message is issued and the item is NOT included in the EIS103 report.
An exception to this would be if the difference is found to be less than $1.00. If that is the case, the error will be a warning only and read as follows: "WARNING: Ending balance not equal original cost by < $1.00." When the error is a warning only the associated item will be included on the EIS103 report. This would generally be caused by rounding differences incurred when splitting a lot into individual items.
You will need to use Datatrieve and look at the Beginning Balance field on the item record. There is a chance that this figure might not be correct. You will also need to look at the ACQTRN records for the current FY to see if these seem to be correct (you may need to talk with the district). Note that if the date on the ACQTRN record is not in the current FY, or if the "update the original cost?" flag is "N", then that record will not be considered by EIS103. Either of these could be the source of the error.
You must be a bit cautious about just using Datatrieve to change the Beginning Balance amount to make the formula come out correct. There is a good chance that the amount in the Beginning Balance field was included in the beginning balances at the beginning of the year. If so, then by changing this field, you will change the total of the beginning balances so that they might not agree with the ending balances from the prior FY. These are things to consider when trying to correct this type of error.
Ending Balance Amount Not Equal to 0
The following formula is being used:
This means that the total of all of the acquisition transaction amounts for this item for the current FY are added to the beginning balance amount (stored in a hidden field on the item record). The item's original cost is subtracted off and the result is compared to 0. If the result is not 0, then this error message is issued and the item is NOT included in the EIS103 report.
This error usually occurs with an item which has item status of "D" (disposed of). In essence, this is the same as the previous error type. In addition to the above suggestions, you should check for a DSPTRN record to see if it might be in error.
Transaction Fund/Function/Class Not Equal to Previous Transaction
This type of error occurs when there has been an improper change of Fund/Function/Asset Class code. Assume that a fund code change is in error. The following discussion is the same for function or asset class code changes as well.
Look at the fund code on the item record and then compare it with the fund code on the corresponding ACQTRN record which appears at the bottom right on the screen. (Note that this is the asset (where used) fund code and has nothing to do with the fund dimension of the USAS source code which appears in another field on this record.) If the "where used" fund code on the ACQTRN record is different from that on item screen 1, then there has been a change in the fund code for this item. You should look for a corresponding TRNTRN (transfer) record and examine it carefully. One source of the error is when a TRNTRN record has been posted with an incorrect date. Compare the date on this record with the date(s) on any ACQTRN records for this item. It is possible that the TRNTRN record date preceedes the date on the ACQTRN record. If so, you have the source of the error. You may need to delete and re-add the TRNTRN record if it is in the same FY.
It is also possible that you may need to add a TRNTRN record if one is missing.
Another thing you can do is to use Datatrieve and look at the Beginning Asset Fund field (another hidden field) on the item record.