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The purpose of this chapter is to introduce you to the steps that need to be completed in order to start using the EIS system. It will show you the screens and data fields that are associated with the locally defined codes and will discuss setting up the pending file.

The topics discussed in the next two sections are options found on the main EIS maintenance menu (EISMNT).

To execute the EISMNT program either type:

$ RUN OECN$EIS:EISMNT

at the $ prompt or from the menu system type:

Menu>EIS
Menu>EISMNT

The following EISMNT menu will appear.

____________________________________________________________________________
|                                                                          |
| EISMNT - Local Code Maintenance Main Menu                                |
|  ----------------------------------------------------------------------- |
|     1. CATSCN     - Maintain Local Item Categories                       |
|     2. CLSSCN     - Maintain Local Asset Classes                         |
|     3. CNDSCN     - Maintain Local Item Condition Codes                  |
|     4. DATSCN     - Maintain Local Configuration Data                    |
|     5. DSPSCN     - Maintain Local Disposition Codes                     |
|     6. FNCSCN     - Maintain Local Functions                             |
|     7. FNDSCN     - Maintain Local Funds                                 |
|     8. LOCSCN     - Maintain Local Locations                             |
|     9. ORGSCN     - Maintain Local Organizational/Department Units       |
|    10. EXIT       - Exit program                                         |
|                                                                          |
|                                                                          |
|                                                                          |
|                                                                          |
|     Menu: EISMNT Option>                                                 |
|                                                                          |
|   XX  Accept        XX  Help          XX  Exit          XX  Next         |
|                                                                          |
|__________________________________________________________________________|

Configuration Information

Configuration data consists of information that controls some of the basic operations of the EIS system. The data is entered using the DATSCN option in EISMNT. The values which are entered are set by Board policy decisions. The following display shows the configuration screen with a description of the data fields.

____________________________________________________________________________
|                                                                          |
|  Capitalization Criteria                                                 |
|   -----------------------                                                |
|     Dollar Limit    :     300.00                                         |
|     Life Limit      :     1                                              |
|                                                                          |
|   Foundations       :     2.00%                                          |
|   GAAP Flag         : N                                                  |
|   Fiscal Year Closed: 1991          Month to Close Fiscal Year: 6        |
|                                                                          |
|   District Name     : SAMPLE CITY SCHOOLS                                |
|   District IRN      : 123456                                             |
|   Highest Tag No    : ____________                                       |
|   Using USAS Function Codes? Y                                           |
|   Using Received date? _                                                 |
|                                                                          |
|  DATSCN - Maintain Configuration Data Program                            |
|                                                                          |
|__________________________________________________________________________|

This data should be entered when the district first starts up on the EIS software. Changes can be made at a later point if necessary.

  • District Name (appears in report headings)
  • Capitalization Criteria---an item must meet both of the following criteria in order to be included as a capitalized asset on the GAAP reporting schedules. Note that if a life limit threshold is used, it is necessary to enter a value for the useful life of an item on the item screen record using EISSCN/ITMSCN.

    Dollar Limit---an amount set by Board policy which defines the lowest dollar amount for assets to be capitalized.


    Life Limit---lowest useful life for assets to be capitalized. It is a threshold based on the number of years of useful life. Set by Board policy.


    If the district is on GAAP reporting, it is necessary to use the program EISCAP to change the capitalization criteria.

  • Percentage for Foundations---is used on the Insurance Values Report to determine the percentage of building value to exclude as foundations. Consult your insurance provider to determine if they want a reduction for the foundations and if so, what percentage to use. See the EIS401 - Insurance Values Report Chapter in the EIS Reference Manual for more information.
  • *GAAP Flag---is set to 'Y' by the system manager at the beginning of the first year the district goes on GAAP. Set to 'N' for the pre-GAAP period. This flag has significant effect on the EIS software. Once the flag is set to 'Y', there are restrictions on the user. At this point you cannot directly modify many of the fields. You must post transaction records to track changes that are made. .
  • *Fiscal Year Closed---is the date of the last fiscal year closed. You must have a value in this field in order to access the item records. This value is initially set by the system manager when first starting up on EIS. Thereafter, it is updated annually by running the fiscal year closing program EISCLS. See the
    EISCLS chapter of the EIS Reference Manual for more details.
  • *Month to Close Fiscal Year---is the month in which you wish to close your fiscal year processing. If this field is left blank, all programs associated with this field will assume June.
  • Highest Tag No---stores the highest tag number currently in use on the EIS system. This field is automatically updated when adding a new item through EISSCN. *Please note: if this field is not initially set through EISMNT/DATSCN, the highest tag number will appear as '000000000001' in EISSCN. Once a new item is added, the field will be automatically updated*.
  • Using USAS Function Codes---enter 'Y' if you intend to use the standard USAS codes for the EIS function/activity codes. Enter 'N' if you will be using different codes. It is not mandatory to use USAS codes for EIS reporting but most districts do.
  • Using Received date---determines what date will be used as the acquisition date when adding items from the pending file. Either the invoice date or the received date can be pulled onto the pending file to be used as the acquisition date. Enter "Y" if the received date is to be used as the acquisition date. Enter "N" or leave the prompt blank if the invoice date is to be used as the acquisition date.

You do not have direct control over the GAAP Flag or the Fiscal Year Closed fields.

Establishing Locally Defined Codes

There are certain codes used in some of the EIS records that are pre-defined by the Ohio Department of Education (ODE). To get a list of these codes run the program EISRPT and select the option EIS001 Code Listing Report. Then choose the option for State Codes. However, there are a number of codes that must be defined by each local district before any items can be entered on the system. Not all of these are necessary for GAAP reporting, but it is recommended that they all be defined in order to make the most efficient use of the EIS software. The non-GAAP required fields are especially useful in breaking out reports.

ASSET CLASS CODES

Asset Class Codes are four digit numeric codes which are used to define broad classes of fixed assets. The first two digits of these codes are defined by the State of Ohio. The second two digits may be used at the option of the district to further break down the asset classes if desired. The GAAP schedules require that each item be assigned to an asset class. Historical items which are on the system before the GAAP flag is set to 'Yes' are not required to have an asset class assignment. However, if no asset class is assigned, these items will appear under an undefined class grouping on the GAAP schedules. It is recommended that all items entered on the system be assigned to an asset class. Use the program EISMNT/CLSSCN to define or to update these codes.

The following screen shows a typical set of asset classes.

_________________________________________________________________________
|                                                                       |
| Find:____                                                             |
|     Local                                                             |
|     Class          Description                                        |
| --------------------------------------------------------------------- |
|      0100       LAND AND IMPROVEMENTS                                 |
|      0200       BUILDINGS AND BUILDING IMPROVEMENTS                   |
|      0300       FURNITURE, FIXTURES AND EQUIPMENT                     |
|      0400       VEHICLES                                              |
|      0500       INFRASTRUCTURE                                        |
|      0600       BOOKS                                                 |
|      0800       CONSTRUCTION IN PROGRESS                              |
|                                                                       |
|                                                                       |
|    End of file reached                                                |
|                                                                       |
|   CLSSCN - Maintain Local Asset Class Program                         |
|                                                                       |
|_______________________________________________________________________|


An example of dividing an asset class might be to subdivide the "Land and Improvements" class into two subclasses as follows:

0100---Land and Improvements
0101---Land
0102---Improvements

ITEM CATEGORY CODES

The Item Category Codes are four character codes consisting of letters and/or digits. They further subdivide asset classes into finer units. These codes are not required for GAAP reporting, but they are extremely useful in generating reports and possibly for updating replacement cost/insurable values. It is important to define a sufficient number of categories so that insurance values and inflation rates can be readily assigned to a particular category. There may be considerable discussion with an appraisal company over the definition of these codes. Please note that these codes are not used to locate items, but rather to define categories of assets for insurance and depreciation purposes and also for reporting purposes. Use the program EISMNT/CATSCN to define or to update these codes.

One screen from a possible set of item categories is displayed below.

------------------------------------------------------------------------------
|Find: ____                                                                  |
| Item                                       Ins   Inflation Asset  Useful   |
| Cat       Description                     Class    Rate    Class   Life    |
|----------------------------------------------------------------------------|
| AUTO     Van                                V     _______   0400   _____   |
| BLDG     Buildings                          B     _______   0200   _____   |
| BOOK     Books                              C     _______   0600   _____   |
| BUS      Bus                                V     _______   0400   _____   |
| COMP     Equipment-Computer                 C     _______   0351   _____   |
| COPY     Equipment-Copier                   C     _______   0331   _____   |
| EQAT     Equipment-Athletic                 C     _______   0300   _____   |
| EQAV     Equipment-AV                       C     _______   0300   _____   |
| EQBD     Equipment-Band                     C     _______   0361   _____   |
| EQBM     Boiler & machinery                 C     _______   0300   _____   |
|                                                                            |
|                                                                            |
|  CATSCN - Maintain Local Item Categories Program                           |
------------------------------------------------------------------------------


  • Insurance Class - use the following codes to identify the class.


    B = Buildings

    C

    = Contents


    E = Excluded

    IM

    = Inland Marine


    P = Property in the Open

    V

    = Vehicles

  • Inflation Rate---percentage to use to increase or decrease replacement cost and/or insurable values. Obtain these rates from an insurance company or appraisal firm.

If the item categories are defined in sufficient detail to meet the needs of an insurance company and the current inflation rates are entered for each category, then by using a mass change program it is easy to automatically change the replacement cost and/or the insurable value, by the inflation rate, for every item in a particular item category. You would run the mass change program EISCHG and select the "Update Replacement Cost" option.

CATSCN also allows you to assign each item category to the appropriate asset class as well as assign a useful life value. When defined, the asset class and useful life will automatically be pulled into the associated item screen fields when adding items to the inventory.

In order to get a report of the current replacement costs and insurance values, you would run the program EISRPT/EIS401 - Insurance Values Report.

CONDITION CODES

Item Condition Codes are two character codes consisting of letters and/or digits used to define the condition of an item. These are for optional use by a district and are not required for GAAP reporting. Use the program EISMNT/CNDSCN to define or to update these codes.

The following screen gives an example of these codes.

__________________________________________________________________________
|                                                                        |
|  Find:__                                                               |
|     Condition                                                          |
|       Code                 Description                                 |
|  --------------------------------------------------------------------- |
|                                                                        |
|        E          Excellent                                            |
|        G          Good                                                 |
|        S          Satisfactory                                         |
|        P          Poor                                                 |
|                                                                        |
|                                                                        |
|  End of File Reached                                                   |
|                                                                        |
|  CNDSCN - Maintain Local Item Condition Codes Program                  |
|                                                                        |
|________________________________________________________________________|

DISPOSITION CODES

The Item Disposition Codes are two character codes consisting of letters and/or digits and are used to define the disposition method of an item whose status is "Disposed of". They are utilized when posting a transaction which tracks the disposing of an asset. Use the program EISMNT/DSPSCN to define or to update these codes.

The following screen displays a typical set of disposition codes.

_________________________________________________________________________
|                                                                       |
|  Find:__                                                              |
|    Disposition                                                        |
|       Code                 Description                                |
|  ---------------------------------------------------------------------|
|        D          DESTROYED                                           |
|        GS         GARAGE SALE                                         |
|        L          EQUIPMENT LOST                                      |
|        S          SOLD                                                |
|        ST         STOLEN                                              |
|        TI         TRADE-IN                                            |
|        O          OTHER                                               |
|                                                                       |
|  End of file reached                                                  |
|                                                                       |
|                                                                       |
|  DSPSCN - Maintain Local Disposition Codes Program                    |
|                                                                       |
|_______________________________________________________________________|

Fund Codes

The Fund Codes are four character codes consisting of letters and/or digits used to define the current fund for which the asset is being used. The fund code is not necessarily the source from which the item was purchased. Begin by looking at the location of the item for a clue as to its use. For example, any item located in the cafeteria would be fund 006. Then look for any exceptions. It is recommended that USAS codes be used for these EIS codes, but possibly not to the same degree of detail.

The GAAP schedules require that each item be assigned a fund code. Historical items which are on the system before the GAAP flag is set to 'Yes' are not required to have a fund code assignment. However, if no fund code is assigned, these items will appear under an undefined grouping on the GAAP schedules. It is recommended that all items entered on the system be assigned a fund code. Use the program EISMNT/FNDSCN to define or to update these codes.

The following screen displays an example of fund codes.

____________________________________________________________________________
|                                                                          |
| Find:____                                                                |
|     Local                                             Fund               |
|     Fund           Description                        Type               |
| ------------------------------------------------------------------------ |
|      001      GENERAL FUND                              G                |
|      002      BOND RETIREMENT                           G                |
|      003      PERMANENT IMPROVEMENT                     G                |
|      006      FOOD SERVICE                              P                |
|      007      SPECIAL TRUST FUND                        F                |
|      200      STUDENT ACTIVITY                          F                |
|      300      DRAMA                                     G                |
|      422      LOTTERY                                   G                |
|      572      CHAPTER I                                 G                |
|      573      CHAPTER II                                G                |
|                                                                          |
|  End of file reached                                                     |
|                                                                          |
|  FNDSCN - Maintain Local Funds Program                                   |
|                                                                          |
|__________________________________________________________________________|

There are three types of funds employed in governmental accounting. These codes are required for printing the GAAP schedules.

  • Governmental (G)---those funds through which most governmental functions typically are financed.
  • Proprietary (P)---"commercial type" funds which are used for business type activities that are similar to those found in the private sector. Also known as enterprise funds.
  • Fiduciary (F)---those funds which are held in a trustee capacity for other governmental units or funds.

FUNCTION/ACTIVITY CODES

The Function/Activity Codes are four character codes consisting of letters and/or digits used to define the current function or activity for which the asset is being used. The function code is not necessarily the source from which the item was purchased. For example, an asset might be purchased from the general fund, but used in the cafeteria. In this case, the function (and fund) code would reflect the cafeteria use.

Usually, a district chooses to use USAS function codes for these EIS codes. However, you might not want to use the same degree of detail as for USAS. If less detail is used, more items will be lumped together on some of the GAAP schedules.

The GAAP schedules require that each item be assigned a function/activity code. Historical items which are on the system before the GAAP flag is set to 'Yes' are not required to have a function code assignment. However, if no function code is assigned, these items will appear under an undefined grouping on the GAAP schedules. It is recommended that all items entered on the system be assigned a function/activity code. Use the program EISMNT/FNCSCN to define or to update these codes.

The following screen displays an example of function codes.

_________________________________________________________________________
|                                                                       |
| Find:____                                                             |
|     Local                                                             |
|     Function        Description                                       |
| --------------------------------------------------------------------- |
|     1100     REGULAR INSTRUCTION                                      |
|     1200     SPECIAL INSTRUCTION                                      |
|     1300     VOCATIONAL INSTRUCTION                                   |
|     2100     SUPPORT SERVICES                                         |
|     2200     EDUCATIONAL MEDIA                                        |
|     2222     LIBRARY                                                  |
|     2223     AUDIO - VISUAL SERVICES                                  |
|     2400     SUPPORT SERVICES - ADM.                                  |
|     2500     FISCAL SERVICES                                          |
|     2700     OPERATION OF PLANT                                       |
|     2800     TRANSPORTATION                                           |
|     2960     DATA PROCESSING SERVICES                                 |
|     3100     FOOD SERVICE                                             |
|     4100     EXTRA CURRICULAR                                         |
|     5200     SITE IMPROVEMENT SERVICES                                |
|     5500     BLDG. ACQUISITION & CONSTRUCTION                         |
|                                                                       |
|  End of file reached                                                  |
|                                                                       |
|  FNCSCN - Maintain Local Functions Program                            |
|                                                                       |
|_______________________________________________________________________|

LOCATION CODES

The location code consists of two parts - category and number. Each consists of four characters which can be either alphabetic or numeric. Generally the category code identifies the building or center where the item is located, while the number code identifies a specific location or room within the building. Location codes are not required for GAAP reporting; however, they must be defined in order to add an item to the inventory file. Use the program EISMNT/LOCSCN to define or to update these codes.

The location codes will vary widely from district to district reflecting the approach of the district. Most districts want to locate items by buildings and then rooms within a building. This approach will allow reports to be generated which list all of the items in individual rooms. These lists can then be sent to the person(s) in charge of the room and used for updating an inventory of the items at that location. The following screen displays a portion of a sample set of location codes.

________________________________________________________________________
|                                                                      |
| Find:____      ____                                                  |
|    Location   Location                                               |
|    Category   Number        Description                              |
| ---------------------------------------------------------------------|
|      ELEM      217     THIRD GRADE - SMITH                           |
|      ELEM      217A    STOREROOM ELEMENTARY SECOND FLOOR             |
|      ELEM      218     LD - KENNEDY                                  |
|      ELEM      219     THIRD GRADE - BAKER                           |
|      ELEM      220     DH - BUSH                                     |
|      ELEM      221     THIRD GRADE - REAGAN                          |
|      ELEM      222     ELEMENTARY FACULTY LOUNGE/WORKROOM            |
|      H.S.      0000    HIGH SCHOOL BUILDING                          |
|      H.S.      0001    HALL FIRST FLOOR N-S                          |
|      H.S.      0002    HALL SECOND FLOOR N-S                         |
|      H.S.      0527    THROUGHOUT                                    |
|      J.H.      0000    JUNIOR HIGH BUILDING                          |
|      J.H.      0001    HALL FIRST FLOOR E-W                          |
|      J.H.      0002    HALL - SECOND FLOOR E-W                       |
|      J.H.      200     STUDY HALL- JUNIOR HIGH                       |
|      J.H.      201     HISTORY - MCCORD                              |
|      J.H.      202     GYMNASIUM - JUNIOR HIGH                       |
|      J.H.      203     MAIN OFFICE - JUNIOR HIGH                     |
|      J.H.      203A    DEAN OF STUDENTS OFFICE                       |
|      J.H.      205A    SUPERINTENDENT OFFICE                         |
|                                                                      |
|                                                                      |
|  LOCSCN - Maintain Local Location Codes Program                      |
|                                                                      |
|______________________________________________________________________|

In order to get a listing of all items at a particular location you would run the report EISRPT/EIS302. This report generates a worksheet which can be given to the person responsible for the items in order to do an inventory of the location.

ORGANIZATIONAL/DEPARTMENT UNIT CODES

The Organizational/Department Unit Codes are four character codes consisting of letters and/or digits used to identify which department, building, person, or office is responsible for an item. While these codes are not required for GAAP, they can be very useful in producing lists of items and reports which can be broken out by organizational unit. Thus, the person in charge can be given information about assets under his(her) jurisdiction. Use the program EISMNT/ORGSCN to define or to update these codes.

Again, these codes will vary widely from district to district. The following screen displays one example of a set of organizational unit codes.

_________________________________________________________________________
|                                                                       |
| Find:____                                                             |
|   Organizational                                                      |
|      Code                  Description                                |
|  -------------------------------------------------------------------- |
|      0010                ADMINISTRATIVE BUILDING                      |
|      0011                BUS GARAGE                                   |
|      0020                XXXX ADM OFFICE                              |
|      0021                XXXX ELEMENTARY SCHOOL                       |
|      0022                XXXX MIDDLE SCHOOL                           |
|      0030                YYYY ADM OFFICE                              |
|      0031                YYYY ELEMENTARY SCHOOL                       |
|      0032                YYYY MIDDLE SCHOOL                           |
|      0040                ZZZZ HIGH SCHOOL                             |
|      0050                ZZZZ STADIUM                                 |
|      0051                ZZZZ STADIUM STORAGE                         |
|      0052                ZZZZ TRACK STORAGE                           |
|      9998                MUSICAL INST. DISTRICT WIDE                  |
|      9999                VEHICLES DISTRICT WIDE                       |
|                                                                       |
|  End of file reached                                                  |
|                                                                       |
|  ORGSCN - Maintain Local Organizational/Department Codes Program.     |
|                                                                       |
|_______________________________________________________________________|

GENERATING A CODE LISTING REPORT

A report listing all of the current data maintained on the State defined code file, the locally defined code file, and the configuration data file can be generated at any time by running the EIS report program EIS001.

To execute this program either type:

$ RUN OECN$EIS:EISRPT

at the $ prompt and select the EIS001 option or from the menu system type:

Menu>EIS
Menu>EISRPT

and select the EIS001 option.

Interfacing with the Uniform School Accounting System (USAS)

The EIS software provides the opportunity for you to easily extract items from the USAS invoice file and add them to an EIS pending file. This interface reduces the work in obtaining the p.o. information needed on the item and acquisition transaction records. In order to make efficient use of the EIS pending file, a flag needs to be set in the USAS program USASDAT/USACON. This flag allows transactions in the USASWEB/AP Invoices program to be posted directly to the EIS pending file. The three options for this flag are:

Y = Yes, optional for 500/600/700 object codes.
N = No, not accessing EIS or no interface desired.
A = Yes, automatic updating for 600/700 object codes to pending file.

However, some users may prefer not to have items entered on the pending file unless their dollar value meets a certain threshold. In order to accomplish this, a threshold value needs to be entered in the USASDAT/USACON field "EIS Pending Threshold". In this case an item will be accepted for the pending file if its "extended" cost meets or exceeds the threshold value. The extended cost is the total cost of the p.o. item. For example, if p.o. # xxxxxx, item # 1 lists 2 desks at $75 each, then the extended cost is 2 times $75 or $150. And if the threshold were set at $100, then this item would be added to the pending file even though each desk separately did not meet the threshold.

The information that is automatically pulled onto the pending file consists of the purchase order and corresponding item number and the invoice number. Upon adding an item to the inventory from the pending file, this information along with the quantity and dollar amount are automatically pulled onto the item and acquisition records. Either the invoice date or the received date of the item will also be pulled over as the acquisition date (EISMNT/DATSCN contains a flag that determines which date will be used). The associated check number will also be pulled over if CKPROC has been run prior to adding the items to the inventory. However if the items ared added to the inventory files prior to the check being created on the USAS side, the check number will not be available at that time.

There are also other ways of adding items to the pending file, and to view or print the contents of this file. These are described in the following sections.

SETTING THE PENDING FILE FLAG

In order to set the EIS pending file flag, you must run the USAS program USASDAT. A sample run is displayed below.

To execute the program either type:

$ RUN OECN$BUD:USASDAT

at the $ prompt or from the menu system type:

Menu>USASDAT

Select the USACON option at the USASDAT Main Menu and the program will bring up a screen similar to the following:

_______________________________________________________________________________
|District Information:                                                         |
|  District name  : SAMPLE CITY SCHOOLS             IRN        : 012345        |
|  Attention line : Supt. Joe Smith                 Federal ID : 341234567     |
|  Street address : 555 Test St.                    State Ven# : 52123456      |
|  City State Zip : Sample      ,Ohio    43555 -                               |
|  Phone number   : (   )    -                                                 |
|  County name    : SAMPLE                                                     |
|                                                                              |
|Current Information:                                                          |
|  SM2/ADJUST Monthly Access Codes:      Highest receipt # on file    : 95169  |
|  Jul:2 Aug:2 Sep:2 Oct:2 Nov:2 Dec:2   Highest ACTMOD transaction # :        |
|  Jan:0 Feb:0 Mar:0 Apr:0 May:0 Jun:0   Highest vendor # on file     : 5430   |
|                                        Highest memo vendor # on file: 999123 |
|  Current Fiscal Year       :           Highest purchase order #     : 981003 |
|  Month to Close Fiscal Year:           Highest check # on file      : 1234   |
|  Comment line for USAS checks:                                               |
|                                                                              |
|  EMIS Reporting Year:                                                        |
|                                                                              |
| USACON - USAS Configuration Data                      Screen 1 of 2          |
|   XX  Help           XX  Next Screen                                         |
|   XX  Exit                                                                   |
|   XX  Modify                                                                 |
|______________________________________________________________________________|


Press the [Next Screen] key and set the cursor on the line, "Equipment Inventory System". Then press the [Help] key to see the options. A help window will appear as shown in the following display.

____________________________________________________________________________
|                                                                          |
|USAS Accounts:                         EIS/VIS                            |
|  Approp./Budget accts linked  : Y      Equipment Inventory System   : Y  |
|  X-reference accounts         : N      EIS pending threshold    :  250.00|
|  Negative cash balances       : Y      VIS part inventory           : N  |
|POs, Requisitions and Checks            VIS fuel inventory           : N  |
| Track Requisitioned Amounts   : N    Options programs:                   |
| Check Req. Amt. for Requis.   : N      Uniform Staff Payroll System : Y  |
| Check Req. Amt. for Encum.    : N      Uses OINQ                    : Y  |
| Print accounts on requis.     : Y    Miscellaenous:                      |
| Purchase Order format         : D      Track accounts payable       : Y  |
| Modify/Delete Requisitions    : N      Use receipts in ACTMOD       : Y  |
| Many POs on one Requisition   : N      Alawys create AUDFRM report  : Y  |
| Negative checks permitted     : N      LA120 printer                : Y  |
| Collapse accts on check stub  : N      USAS version                 : V61|
| Check future year balances    : Y      Invoice Amount Warning       : Y  |
| Is district heading on check? : Y      Require vendor TIN on invoice: NA |
| Allow Purchase order deletion : N      BRDRET create accounts       : N  |
| Uses req approval system      : N      Update Username in VERINV    : Y  |
|                                        Last Purge Date:       __/__/____ |
|                                                                          |
+-----------------------------Help Window----------------------------------+
|Will you access the Equipment Inventory System (EIS)  (Y,N,A)?            |
|Y - Optional for 500/600/700 object codes.                                |
|N - No, not accessing EIS or no interface desired.                        |
|A - Yes, automatic updating for 600/700 object codes to the               |
|    pending file.                                                         |
+---XX Return     XX Top     XX Exit     XX Last     XX Prev     XX Next---+


Press the [Return] key to return to the USASDAT record.

Enter the desired value for the line, "Equipment Inventory System". Then move to the "EIS Pending Threshold" line and enter a value if a threshold is desired. Note that if the threshold is zero or all blanks, then every item with the accepted object code will be placed on the pending file.

USING THE EISPND PROGRAM

A second way of getting items from the USAS invoice file to the EIS pending file is to run the EIS program EISPND. This program will add to the pending file the p.o. information for all items which contain an account object code of 6xx or 7xx and which fall within a range of dates. The program will check to see if items are already on the pending file, and will not add duplicate.

However, if an item was actually added to the inventory and in the process removed from the pending file, the EISPND program has no way of knowing this, and will re-add the item to the pending file.

The program will indicate the number of records added. To produce a report which includes these added items, use the program EISRPT and select the report EIS501.

The EISPND program is normally used to start up the pending file.

PRINTING THE PENDNG FILE

To print a report of all of the items currently on the pending items file, use the program EISRPT and select the report EIS501, Pending Items List. You will be given the option to sort on a number of fields, including: Fund, Function, Object, PO Number, PO Item Number, Invoice Date, and others.

VIEWING THE PENDING FILE

In order to view some or all of the items currently on the pending items file use the program EISSCN and select the PENDING option. A sample run is displayed below.

To execute the program either type:

$ RUN OECN$EIS:EISSCN

at the $ prompt or from the menu system type:

Menu>EIS
Menu>EISSCN

The main EISSCN menu is displayed below.

____________________________________________________________________________
|                                                                          |
|  EISSCN - EIS Maintenance Main Menu                                      |
|  ----------------------------------------------------------------------  |
|     1. ITMSCN     - Maintain Inventory Item                              |
|     2. ACQTRN     - Post Acquisition/Payment Transactions                |
|     3. DSPTRN     - Post Disposition Transactions                        |
|     4. TRNTRN     - Post Transfer/Adjustment Transactions                |
|     5. PENDING    - Review pending file/Delete pending items             |
|     6. SPLIT      - Split Lot Item into Multiple Tag Items               |
|     7. EXIT       - Exit program                                         |
|                                                                          |
|                                                                          |
|                                                                          |
|                                                                          |
|                                                                          |
|                                                                          |
|     Menu: EISSCN Option> ___________________________                     |
|                                                                          |
|   XX  Accept        XX  Help          XX  Exit          XX  Next         |
|                                                                          |
|__________________________________________________________________________|


Select the PENDING option. The first screen of the pending file will appear as displayed below.

________________________________________________________________________________
| Find: _______ ____  ___________                                              |
|       po #    item  inv. #                                                   |
|  P.O.  Item Invoice     Check                    Vendor                      |
| Number  No  Number      Number  Qnt       Amount Number  Description         |
|------------------------------------------------------------------------------|
|0301607 0001 NBNW7153    039371     2      2387.50 001210 CISCO CATALYST 2950 |
|0301607 0002 NBNW7153    039371     1      4680.00 001210 CISCO CATALYST 2950 |
|0301607 0003 NBNW7153    039371     1       234.32 001210 MISC. CABLING SUPPL |
|0301743 0001 Escrow-1    038875     1       401.04 004082 ELECTRICAL CONTRACT |
|0301743 0001 Payment 1   038874     1      5177.68 004082 ELECTRICAL CONTRACT |
|0301744 0001 Escrow 2    039376     1        42.92 004083 GENERAL CONTRACT-ST |
|0301744 0001 PMNT 2      039375     1     17273.08 004083 GENERAL CONTRACT-ST |
|0301744 0002 PMNT 2      039375     1      1073.00 004083 CHANGE ORDER #1 ADD |
|0400165 0001 0042984     039039     1      1083.50 003527 7168L VITO BASS CLA |
|0400212 0001 0104407     039072    30       705.00 008057 00605-75327 MODEL B |
|0400212 0002 0104407     039072     8      1039.60 008057 75351-HUSHY TABLE 3 |
|0400212 0003 0104407     039072     1       149.95 008057 28018-CHAIR         |
|                                                                              |
|                                                                              |
|  Review pending items from USAS                                              |
|   XX  Top             XX  Find                                               |
|   XX  Help            XX  Delete                                             |
|   XX  Exit            XX  Lockmode                                           |
|   XX  Next            XX  Switch                                             |
--------------------------------------------------------------------------------

Note the functions which are available for your use. You can search for a particular p.o., go to the beginning (top) of the file, move to the next record on the file, delete a particular p.o. from the file, or exit the program. If you had a number of items to remove from the pending items file, you could make use of the [Lockmode] key before you start deleting.

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