The EISIX program is used to load appraisal/inventory tapes into your EIS files or to create a tape file from your EIS files. You can have the initial or update tapes from an appraisal company loaded into your EIS file. You can also send information from your EIS files to the appraisal company via a tape that can be created using EISIX. You will need assistance from ITC personnel to prepare the tapes. There are two options available in EISIX:
EISIMP - Import sequential disk file to EIS files
EISEXP - Export EIS files to sequential disk file
accessing the program
The program may be executed by typing:
at the $ prompt or in the menu system type:
Select the number of the desired module and press the [Return] key. This may also be done by typing the module name and pressing [Return].
EIS IMPORT PROGRAM
The EISIMP program allows you to transfer information from an appraisal/inventory tape to your EIS files. ITC personnel will create a sequential file from the appraisal tape. The file format may be fixed, CSV or tab-delimited format. You are then able to select what information is to be transferred from this file. You will need to contact your ITC personnel for the name given to the sequential file. You will also need to make certain that a valid date has already been entered in the "Fiscal Year Closed" fields on the EISMNT/DATSCN record.
EISIMP will automatically generate a report, EISADD.TXT. It is advised that you look over this report to ensure that all the updates that were made are wanted. EISMNT may need to be used to add descriptions to any new local codes that may have been added in EISIMP.
SAMPLE RUN of EISIMP
- Enter the format of the file to be imported in the Enter sequential disk filetype field. The format choices are as follows:
- Update Existing Tag Numbers - you may choose to update information on tag numbers that already exist in the EIS files. If you choose this option, you can select to update all information for those tags or specific fields only. You also have the option whether or not to use blank or zero fields. Answering "No" to this option will prevent the program from updating fields that contain information if the corresponding field on the sequential file contains no information.
- Create Tag Numbers Not Found on Tape - The appraisal tape may contain information on new items that do not have assigned tag numbers on file. EISIMP allows you to add this information under a temporary tag number. The new tag items will always contain an item record and in addition an acquisition record if the GAAP flag = "Yes". The program will prompt you to enter a tag prefix and a starting tag number. For example, if the prefix is NOTAG and the starting tag number is 1, the tag number created will be in the format "NOTAG0000001". The program will automatically increment the starting tag number for any other tag numbers created. If you choose not to create these tag numbers, the EIS files will not be updated with this information.
- Add New Items with Tag Numbers - The EIS files will be updated with information on new items if they have an assigned tag number.
- Preserve Leading Spaces and Zeroes - You have the option to preserve leading spaces and zeros in tag numbers added to the EIS files. In general, it is recommended that leading zeros be preserved and leading spaces NOT be preserved, otherwise the sort capabilities of the EIS software may be hindered. The determining factor is the method the appraisal company used to load the tag numbers on the tape. Therefore, the decision whether or not to preserve leading spaces or zeros must be made on an individual basis. You may want to contact your system manager for advice in this manner.
EISADD - is a report that will be created giving a message telling what update was made, the tag number updated or added, and a description of the item. The following are some of the messages the report will contain.
New location code added
New asset class added
New item category added
New tag number added
Item record update occurred
Features for GAAP Districts - If the district has the GAAP flag set to "Yes", EISIMP will add an acquisition record for new items. It will not allow the original cost to be changed. Finally, the program will ask if you want transfer transactions posted for those items that have fund, function, or asset classes modified. If you choose not to have the transfer transactions posted, the changes will not be made to your EIS files.
The following prompts will only appear in the program if the GAAP flag is set to "Y":
Loading a New EIS Inventory
If the ITC is assisting the district with a completely new inventory, the following PDF file provides a step-by-step procedure on how to load the data into EIS. LOADING_A_NEW_INVENTORY_TAPE.pdf
EIS EXPORT PROGRAM
The program EISEXP can be used to create a sequential file that can be transferred to magnetic tape. This tape could be used by an appraisal company to update items in your file and as a guide to local codes. Once the sequential file is created by EISEXP, you need to contact your ITC personnel to create a tape.
SAMPLE RUN of EISEXP
- Display and verify district address information - You will be prompted to enter district address information if it is not already on file or you also have the option to change it.
- Select specific item data - You will have the option to select specific item information. You may specify up to ten criteria per selection.
- Select by item status - You will have the option to select as many item status codes as desired; for example, Active status.
- Select export mode - You can select to do a full export or item records only. Full export includes both the individual item records and the local code records including: asset condition , item disposition, location, item category, asset class, organizational/departmental, fund, and function codes. Item only export transfers only the item records. Full export mode is useful if the tape is being created to provide the appraisal company with the local codes to be used in the appraisal.