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ITC USAS-R Intermediate Training

October 2022

Pat Zelei & Amanda Folkman

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Posting Periods

A Posting Period is a month in a fiscal year where transactions can be created or updated.

You have to ‘Create’ a Posting Period

Status of Posting Period is “Open” when created

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Posting Periods - Open

Period MUST be ‘Open’ to post any transactions to a month.

Posting Period can be deleted IF there are no transactions attached to the posting period.

You can have more than one period open simultaneously

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Posting Periods - Current

Only one posting period can be Current at a time.

Indicated by green highlight in Posting Period grid
Upper right-hand corner of USAS-R screen

Make current by clicking next to the desired period

A current period can be Open or Closed

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Posting Periods - Current

Current period totals are used for MTD and FYTD figures on accounts/reports

Example: Current posting period set to JULY on October 8th just to run report

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Posting Periods - Current

Current period is September and MTD expended is $381.00

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Posting Periods

Open Period

Transactions can only be posted to Open periods – Working period

Closed periods may be Re-Opened by clicking

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Open Posting Period

Transactions can be created and/or modified

Edit option available on Purchase Orders

Change Invoice status from Partial to Full or vice versa

Invoice date can be changed

Voids

Receipt needs to be reversed

Future year requisitions

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Reasons to Re-Open a Period

Open Period when transactions are affected . . .

Month is closed & treasurer discovers not all transactions were posted

Change an Account or Description on a Receipt or another transaction

Invoices are entered, month closed before payments processed and district wants to fix errors before checks are processed

Fiscal Year closed but EMIS errors are discovered regarding transactions posted to the wrong account

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Reasons to make the period Current

Make period Current when . . .

User wants reports run as of a particular date

Example: Auditor wants report ran as of June 2020. Set current period to June and the report result will be what it looked like on June 30, 2020 without Opening the period. No transactions to create/modify so just make it Current and run the reports

Also a safeguard - Avoids an accidental posting of a transaction while you are running reports because the user will receive error that the period is closed.

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Options with Reports

Make Posting Period Current (not open) if needed

Use date ranges – Transaction Based Reports

Date entered can filter transactions based on Start/Stop dates

Total As Of period

Parameter can be used with Account Based Reports and

Budget Summary, Appropriation Summary, Revenue Summary, Cash Summary

Parameter will not limit transactions – full period will be reported based on date

Example:

Total As Of …. 9/1/2020

FYTD totals will show for 7/1/2020 – 9/30/2020
MTD totals will show 9/1/2020 – 9/30/2020

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Common Questions

Auditor wants Open PO Summary report as of FY2022 to match the detail report saved under File Archive. Current period is October 2022.

Purchase Order report

Change current period to June for report totals to be ‘As Of’ June 2022

Run report without any other filters …. Why ?

Invoiceable = true would be looking at just the status, not remaining encumbrance

Under Select Properties – filter of CURRENT PERIOD remaining encumbrance

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Common Questions

Why is a purchase order that I adjusted on October 3^rd still showing on the O/S Purchase Order report as negative ?

Current posting period is still September

O/S Purchase Order detail will pull CURRENT totals from current period.

Why is an account still showing an encumbrance on the Cash Summary Report when I ran the report without a date or with As Of Period 9/30/20?

Current posting period is September; adjustment dated 10/3/2020

Cash Summary Report – Account based (not transaction based) so will pull totals for current period or date entered in Total As Of

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Projects

Used to track Projects and Project-To-Date figures

Similar to Classic’s Project to Date fields in ACTSCN screen #2

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Projects

Currently one Cash Account per project

Set up under Core > Projects

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Icons

View
Edit
Delete – Cannot be used if Project has transactions against it
Assign Cash Account

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Create a Project

Beginning Balance – optional field to allow districts to enter the beginning cash balance of a project they are tracking for this cash account.
Start Date / Stop Date – must be entered for system to calculate expended & received amounts

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Assign a Cash Account to the Project

Click on beside the Project that the user wants to assign a Cash Account

Pop Up appears with drop down to choose & assign the Cash Account

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Usage in Reports

Can add Properties to Budget & Revenue Summary Reports

Legacy PTD Expended

PTD Expended

Legacy PTD Received

PTD Received

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Usage in Reports

Budget Summary

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Usage in Reports

Budget Summary Report

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Usage in Reports

Revenue Summary Report

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Usage in Reports

Revenue Summary Report

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Example of Project Grid & Reports

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Revenue Account

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Account Grids & More button

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PO Repair

The Repair option can be used as long as the PO and/or PO charge does not have any payments (disbursements) posted against it.

PO Repair can be used to:

Change the PO Date
Change the Vendor on the PO & any related Invoices or Payables.
Change the Account on a PO charge & any related invoices & payables.

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Importing Data & Criteria

Wiki Documentation does include the criteria for proper formatting as well as the Template Spreadsheets that include the proper format.

Purchase Order Import Criteria

AP Invoice Import Criteria

Receipt Import Criteria

Vendor Import Criteria

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Custom Forms

Creating Custom Forms for Printing PDF Transactions found in the documentation under the Appendix’s Useful Procedures

Examples: Purchase Order with School Logo

Refund with address

AR Billing with Account number & INVOICE on form

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Activity Ledger Query

Ability to retrieve & filter data from items in the Transaction menu

i.e. PO, Invoice, Disbursement, Receipt, Refunds, Transfers, Distributions

Other Capabilities:

Filter down using Advanced Query

Highlight row for a quick view of the record

Run a report using the filtered data

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Example of getting transaction history on a Multi-Vendor Purchase Order

first by Type and then by date

Activity Ledger Query

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Advanced Query

Advanced Query is a more elaborate search where the user selects the property to search on, the operation to search by, and enters what they are searching for.

This may be useful for complex queries or to search by information without having to first add columns to your grid.

Available by clicking the icon at the top of a grid

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Advanced Query

Apply Query – apply chosen filters to grid
Clear Query – clear to start over
Hide Advanced Query Controls – close Advanced Query pop up
Properties – Items available to filter on. Correspond to the grid you are on (like properties that show for a report object)

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Advanced Query

Sometimes you have more options in advanced query or they are easier to locate

Ex. Account code on Activity Ledger

Operation options work the same as when Configuring filters for a Report Definition

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Advanced Query

Save Query – Give a name and save to add to the list

Load Saved Query – Drop down includes any previously saved queries

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Advanced Query

Saved Queries can also be used on custom Reports

Must be for a report created from the corresponding Object

Ex. Financial Detail Reports are created from the ActivityLedger object

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Using the More button on the Activity Grid, select/un-select your items you wish to see
Click on and enter Query filters to narrow search
Click Apply Query for results at bottom
Save Query, if choose

Example: Find a Donation

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Using the More button on the Activity Grid, select/un-select your items you wish to see
Click on and enter Query filters to narrow search
Click Apply Query for results at bottom
Save Query, if choose

Example: Treasurer wants all PO’s with a Supply account (500s) to be closed prior to FYE

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Student Activity Budget Summary has $1500 encumbered …. What PO’s make up this amount?

Using Activity Ledger & Advanced Query

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Questions ?

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Account Structure & Reporting

Consider Account Structure when creating reports or adding fields to grids

Especially important when creating reports that will be used as CSV or Excel-Data format where Control Breaks (Summary Report) are not applicable

Properties correspond to fields available for chosen object

Using direct total vs. calculating a total via control break

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Account Structure & Reporting

Account Grid

When adding totals via ‘More’ option consider where field is being pulled from
Example –When total is added from Cash Account this will be the same for all rows that are in that same cash account

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Account Structure & Reporting

Cash

Expenditure

Appropriation

Expenditure

Appropriation

Expenditure

Revenue

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What are Account Filters?

Account filters can be used to limit users to specific accounts for their affiliated building or program

This is comparable to Classic’s USASEC

Account filters can also be used to filter information on reports

Account Filters SSDT Wiki Page

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Account Filters and Reporting Levels

TI: Indicates which level of accounts the filter row will apply to. Only fields relevant to that TI will be used in that filter row.

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TI	Account Type	Relevant Fields
00	Cash Accounts	Fund, SCC
02	Expenditure Accounts	Fund, Function, Object, SCC, Subject, OPU, IL, Job
03	Revenue Accounts	Fund, Receipt, SCC, OPU

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Filters on Reports

Filters can also be used to include specific accounts on reports

These can be used in replace of, or in addition to the other Query Parameters when generating reports

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Questions ?

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Pending Transactions�Employer Distributions Submission

Payee Information from USPS-R shows in “view”

Option to select vendor when posting – Optional

If not selected will need to select vendor prior to invoicing PO

Apply Payee Name and Address

Update USAS-R vendor selected with info from USPS-R

Check or Electronic determined by USAS-R vendor settings

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Pending Transactions�Employer Retirement Share Submission

Separate Pending Transaction for SERS & SERS

Same posting procedure as Employer Distributions Submission

Note that object for account selected are based on PAY account used not whether employee is defined as cert/classified. Review accounts carefully when running Employer Retirement Share Report in USPS-R

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Pending Transactions�Payroll Submission

Electronic Option

Will post as ‘electronic’ disbursement. Can optionally assign a check number.
Check number does not print on electronic disbursements
Printed status will remain ‘false’

No selection of vendor – Uses Organization information from USPS-R for Payee info

There is no Purchase Order created for Payroll submissions, posts directly to Disbursements grid

Can submit to USAS-R again if the payroll is able to be Unposted/Reposted in USPS-R (prior to processing Outstanding Payables

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Modules

ACH Processing Module

Turns on the ACH Info section on Core > Vendor records

USAS-R does not support creation of ACH files but these fields can be used with third party vendor software that supports creation of ACH tape files

ACH Active – currently only used for reporting purposes

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Modules

Account Receivable Module

Adds access to Accounts Receivable Menu
Adds Accounts Receivable Configuration Options

Accounts Receivable Billing Email Setup
Accounts Receivable Ledger

See also, Account Receivable documentation pages

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Modules

Classic Requisition Approval Module

Enables ‘Approval Status’ and ‘Workflow Context’ fields on Transaction > Requisition records

Used for third party software that transfers approval information back to Redesign (not the same as Requisition Approval Workflows through Redesign)

Reqs can only be converted after status is set to “Approved”

Transmitted Status – Optional Field added to PO to show if PO was submitted to vendor

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Modules

EIS Integration

Adds EIS Classic Configuration to System > Configuration page

Set EIS Threshold and Automatic options (same as Classic)

Will mark invoices higher than threshold with appropriate object code as an EIS Item to be included in SSDT Inventory Pending Extract report

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Modules

Email Notification Services

Adds Email Configuration to System > Configuration

Must configure with SMTP Host & Port information to allow USAS-R to send email notifications

Also review Application Configuration to confirm External Notification is enabled

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Modules

Mass Change Service

Adds Mass Change option to applicable grids for users that have appropriate access

Admin users have access by default
Permissions can be added for other users
User will need to log out of the application and back in to see the Mass Change option

Mass Change gives ability to update a group of records at once
https://wiki.ssdt-ohio.org/display/usasrdoc/Mass+Change

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Modules

Pre-Encumbrance Module

Adds Requisitioned Amount and Future Requisitions to Core > Accounts > Expenditure Account

Can be added to grid via ‘More’ option or used on reports

This does impact the Remaining Balance

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Modules

Simple Balance Checking Module

Used in combination with the Pre-Encumbrance Module to allow pre-encumbrance amounts to be used in the balance checking for Requisition & Encumbrances

Similar to option available in Classic USACON

The following Rules would also need to be enabled depending on if one or both types of transaction should have Error or Warnings

ReqBalanceCheckWarningExcludePreencumbrances
POBalanceCheckWarningExcludePreencumbrances

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Modules

USPS Integration

Must be enabled for USAS-R to communicate with USPS-R

Allows account sync & ability to receive Employer Distributions Submission, Employer Retirement Share Submission, Payroll Submissions

USPS Configuration added to System > Configuration

This will update automatically on Import
Test instances can be linked using USPS Integration > Security Configuration

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Modules

User Based Balance Checking

Adds Balance Checking options to System > User records

Allow Negative Appropriation: If unchecked, the user will receive errors when posting to negative appropriation balances.

Allow Negative Budget: If unchecked, the user will receive errors when posting to negative budget balances.

Warn on Negative Amounts: Only applicable if negative amounts are permitted. If negative amounts are permitted and this is checkmarked, it will issue a warning when encountering negative balances.

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Modules

Workflows Module

Currently used for Requisition Approval Workflows

Adds Requisition Approval Configuration & Workflows Configuration
https://wiki.ssdt-ohio.org/display/usasrdoc/Workflow+Procedures

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Modules

Require Restart of Instance

The following Modules require a restart of the application once they are installed. The restart does not need to be done separately for each one.

Windows Active Directory Service Authentication

LDAP Directory Authentication

Legacy Password Migration

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Monitor

USXS Redesign applications have some built-in monitoring statistics, logging levels and various logs that can be useful when diagnosing potential problems with the applications. This information is available on the tabs under System > Monitor

ADMIN_EVENTS permission to view the tabs under Monitor

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Events

Contains submenu
Recent events is filtered to the last 200 events in the application

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Event Options

Recent Repository Event

recent database access including queries, updates, etc
i.e. Generating a Financial Detail Report

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Events

Lifecycle Events: include module installations, model transitions, any patches that were applied�

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Events

Recent Auditable Events

events that are audited so we can easily diagnose when users did things….they are also stored in application log. Examples: Installing a module, open/closing a period, payroll posting, loading a rule

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Status

Contains information about the applications current state (status type) and installed modules (module type)

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Metrics

Built-in monitoring statics that are mainly helpful for the ITC tech department regarding performance
Heap (memory you are allowed to use when using application) and database threads information contained in here
Java Heap can be useful in diagnosing performance issues
Refer to “Using System Monitor’ under Technical Documentation Troubleshooting articles for more information about the metrics tab, java heap memory options and a link to JVM Configuration
The Force GC should not be used… SSDT will remove this eventually�

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Logging

The Logging is more SSDT developers when an issue is reported from ITC and the SSDT staff needs to debug it.
Toggle SQL button turns on/off logging to SSDT can debug and get statistics
When set to debug, these get pulled into the application log for developers to look at.
Displays the name of each object in the application that has logging enabled. This grid shows the effective logging level and we can update that level to a higher, more detailed level of logging. This is useful when attempting to track down a problem.
More information on logging in Authentication and Authorization document in Technical documentation.

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10/22/2020

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App Log

My ‘go to’ when there is an issue because it’s basically logging the activity in the application
TIP: The Highlight Viewer can display the stack trace and errors.
Server logs can be cleared when an app instance is restarted. This makes the logs hit or miss if a district’s application is restarted to correct a problem. The App Logs are a solution to this problem. We store the logs in a database table so they are not lost on start.
You cash refresh but we don’t recommend checkmarking auto fresh.

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Admin Logs

Classic Import Log. This log should have been reviewed as part of the Post Import Procedures.
This log file is an abbreviated version of the full import log created after import.

Now this is mostly helpful should there be any issues that relate back to migrated transactions.
Also an easy way to view Migration Date

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Admin Log Example

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Security

Will display all authentication events being saved to the database when users log in and out of the application.
The grid may be filtered and a report may be generated using the report button.
For further details, please refer to Authentication Troubleshooting in the Technical Documentation.

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Server Logs

Downloadable links to various log files related to the application and the server it’s running on

Application Server Logs

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Catalina - tomcat server log
Localhost - tomcat access log
Manager - tomcat log (not currently being used)
Juli - internal logging for apache tomcat
Localhost_access_log - tomcat log to show all get and post request methods

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Server Log

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TIP: Same as the Application Server Logs

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Questions ?