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EIS Load Template - show comments.xlsx

 

overview

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:

$ RUN OECN$EIS:EISIX

at the $ prompt or in the menu system type:

Menu>EISIX

main menu

__________________________________________________________________________
|EISIX - Main Menu                                                       |
|------------------------------------------------------------------------|
|   1. EISIMP     - Import sequential disk file to EIS files             |
|   2. EISEXP     - Export EIS files to sequential disk file             |
|   3. EXIT       - Exit program                                         |
|                                                                        |
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|                                                                        |
|EISIX                                                                   |
|                                                                        |
|Menu: EISIX Option>                                                     |
|                                                                        |
--------------------------------------------------------------------------

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].

eisimp

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 sequential disk filetype (F,C,T,?) <F> _
                                             ?
F = Fixed file format.
C = CSV file format.
T = Tab-delimited file format.

Enter sequential disk filetype (F,C,T,?) <F> _
                                             <CR>

Enter sequential disk file name:  _________________________
                                  IMPORT.SEQ

Import file district information:

District IRN    :  123456
District Name   :  Sample City Schools
First Address   :  123 Main Street
Second Address  :
City            :  Sampleville
State           :  OH
Zip Code        :  55555

Is import file district information correct?  (Y,N,?) <Y> _
                                                          Y

Update records if tag number already exists? (Y,N,?) <N> _
                                                         Y

Update all fields or specific fields? (A,S,?) <S> _
                                                  A

Update blank or zero fields? (Y,N,?) <N> _
                                         N

Automatically create tag numbers for those without tags? (Y,N,?) <N> _
                                                                     Y

Prefix to be used for all generated tags: <NOTAG> _____
                                                   <CR>

Starting tag number: <000000> ______
                              1

You will have the option to preserve leading spaces and zeros for all
tag numbers added during this program run.  By choosing not to preserve
the leading zeros and leading spaces you may be hindering the sort
capabilities of State Software using the EISITM file, when sorting by
tag number.

Preserve leading spaces for each tag added? (Y,N,?) <N> _
                                                        <CR>

Preserve leading zeros for each tag added? (Y,N,?) <Y> _
                                                       <CR>

Generate transfer transactions? (Y,N,?) <Y> _
                                            <CR>

Enter transfer date: <06302000> ________
                                    <CR>

Continue, Re-enter or Exit? (C,R,E,?) <C> _
                                          <CR>

Please wait building temporary cross reference file.

Processing, please wait.

Print EISADD.TXT to see addition & update messages.


FIELD DEFINITIONS

  • Enter the format of the file to be imported in the Enter sequential disk filetype field. The format choices are as follows:
  • FIXED - fixed-file format
  • CSV - comma-separated values
  • TAB - tab delimited format
    • 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":

      Generate transfer transactions? (Y,N,?) _
                                              ?
      
        Do you wish to generate transactions if the fund, function, or class
        change?  Y=Yes, N=No
      
      Generate transfer transactions? (Y,N,?) _
                                              ?
      
      Enter transfer date:  <MMDDYYYY> ________
                                              ?
      
        Enter date in MMDDYYYY format that you wish as the transfer date for all
        transfer transadtions.  This date must be within the current fiscal year.
      
      Enter transfer date:  <MMDDYYYY> ________
                                              ?
      
      

    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

    eisexp

    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

    Enter sequential file name: <EXPORT.SEQ> ________________
                                              <CR>
    
    Address Information:
    1) District IRN:
    2) District Name:
    3) First Address:
    4) Second Address:
    5) City:
    6) State:
    7) Zip Code:
    
    Address information not found, please enter.
    
    Enter district name: _______________________
                         Sample City Schools
    
    Enter first address: ________________________
                         1000 ABC Lane
    
    Enter second address: _______________________
                          <CR>
    
    Enter city: ___________________
                Sampleville
    
    Enter state: __
                 OH
    
    Enter zip code: _____
                    55555
    
    Enter address option: (1-7,*,?) <*>  _
                                         ?
    
      Enter one of the options from the above list to make address changes to.
       '*' to bypass address changes <cr> to exit address changes
    
    Enter address option:  (1-7,*,?) <*>  _
                                          <CR>
    
    Selection Options:
    
    1) Specific Item Categories
    2) Specific Locations
    3) Specific Asset Classes
    4) Specific Funds
    5) Specific Functions
    6) Specific Organizational Units
    7) Acquired since (date)
    8) Disposed of since (date)
    ) No specific selections
    
    Enter selection option: (1-8,*,?) <*>  _
                                           <CR>
    
    Enter item status code: <*                 >  __________________
                                                       ?
    
    Enter as many item status codes desired separated by commas.
    A  = Active                          D  = Disposed of
    EH = Excess Asset - Held for sale    EN = Excess Asset - Not in use
    I  = Inactive (removed from records) N  = New Item (not physically inventoried)
    O  = Old Tag Item (Tag replaced)     *  = All status codes
    
    Enter item status code: <*                 >  __________________
                                                    <CR>
    
    Enter export mode: (F,I,?) <F>  _
                                    ?
       F = Full export to create local code records and item records.
       I = Item records only.
    
    Enter export mode: (F,I,?) <F>  _
                                    <CR>
    
    Continue, Re-enter, or Exit? (C,R,E,?) _
                                           C
    
    Please wait!
    
    Processing complete!
    
    Total item records wrote to disk:      257
    
    Output file is: EXPORT.SEQ
    
    
    

    FIELD DEFINITIONS

    • 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.
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