Pending Items is located under Transactions>Pending Items. The main purpose of the Pending Items grid is to allow you to view the items that are currently on the pending file. The program can also be used to delete items from the pending file. NOTE: You cannot add or edit a pending item.
Pending Items are in a sense a holding file in which items that are acquired by the district are kept until being entered as an item (tag) in Inventory. Items are placed on the pending file by using the 'Pull from USAS' option on the Pending Items grid. Once items are on the pending file, Transactions>Items can be used to pull the pending item data into a new item. Transactions>Acquisitions can also pull pending data into an acquisition for an existing item. To generate a report of your current pending items, run the Pending Item List under the Report menu.
Pull Items From USAS
The Pull option will search for invoiced PO items, inclusive of the starting invoice date, that have been marked for inventory. At this point, the item is at a 'pending' status for Inventory. For a invoiced PO item to be marked for inventory, it must meet the pending threshold criteria in USAS-R. The EIS Classic Integration module must be installed and the EIS Classic Integration Configuration* set up for the pending threshold (these processes are part of the USAS-R Post Import steps).
Third Party Software
* The EIS Classic Integration Configuration setup is specific to flagging items when invoiced via USAS-R. Districts invoicing through a third party application should check with their third party to see if there is additional setup needed to flag invoice items for inventory.
- Click on
- Enter the starting AP invoice date. It will pull any Purchase Order items marked for inventory from USAS-R into the pending file in Inventory inclusive of the starting date.
NOTE: If items are deleted from the pending items grid, a message is sent back to USAS-R stating the item was rejected. Pull from USAS will not include marked for inventory items with a status of 'rejected' by default. However, if the item needs to be pulled into Inventory again, check the "includes rejected' box to include rejected items inclusive of the starting date.
- Click Confirm and the items will appear on the grid.
Communication between USAS and Inventory
- In USAS-R, when an invoiced item meets the pending threshold, it's marked for inventory with a 'pending' status. Please refer to NOTE for invoicing via third party software.
- In Inventory, when selecting 'pull from USAS', those items that are inclusive of the starting date entered will be pulled into the pending file grid and the USAS-R status will be updated from 'pending' to 'sent'
- When a pending item is turned into a tag, it is removed from the pending grid and the USAS-R status will be updated from 'sent' to 'posted' to indicate it's been turned into a tag.
- If a pending item is deleted (in the pending item grid), it is removed from the pending grid and the USAS-R status will be updated from 'sent' to 'rejected'.
Pull from USAS will need to be performed periodically to pull in newly invoiced items into the pending file. Because Inventory keeps USAS updated on the inventory status of the pending item, 'Pull from USAS" will not re-pull items that have a 'sent' or 'posted' inventory status. It will not re-pull items that have a 'rejected' status either unless you check the 'include rejected' box.
Search/View a Pending Item
The Pending Items grid displays existing pending items. You can search for existing pending items by clicking in the filter row in the grid columns and entering in the desired information. By default, the grid sorts by PO Number. Click on 
to generate a quick report based on what you filtered. Click on any row of the search results to see a highlight view of the record.
Delete a Pending Item
Deleting a pending item will send a message to USAS-R updating the EIS Pending Transaction status on the PO Item to 'rejected'. Rejected status means the item will not be pulled in again via the 'Pull from USAS' option in Pending Items.
- Query the desired pending item
- Click on the Delete icon
- Confirm you want to delete by clicking on
More Information on Pending Items
Pull from USAS
When trying to "Pull from USAS" and you receive a message that no items were returned, you may want to verify invoiced items that have met the pending threshold have been 'marked for inventory' in USAS-R. You may perform an advanced query in AP Invoice or download the following report definition.
Third Party Software
* The EIS Classic Integration Configuration setup is specific to flagging items when invoiced via USAS-R. Districts invoicing through a third party application should check with their third party to see if there is additional setup needed to flag invoice items for inventory.
NOTE: USASR-4726 (to be completed in CY2022) will find invoiced items that met the pending threshold but did not get marked for inventory and flag them so they can be pulled into Inventory using the 'Pull from USAS' option.
Inventory Pending Items Report Definition
SSDT Inventory Pending Items report definition may be downloaded and then imported into the USAS-R Report Manager. You have the option of entering a starting invoice date. It will generate an Excel formatted spreadsheet containing invoiced items inclusive of the starting date that have been marked for inventory, along with their current inventory status. Please refer to the 'Communication between USAS and Inventory' note above for more details on the various inventory statuses.
AP Invoice Advanced Query
Please refer to the screenshot below on how to perform an advanced query to determine if there are invoiced items currently marked for inventory in USAS-R. If it doesn't return any results, please ensure the EIS Classic Integration module has been installed and the EIS Classic Integration Configuration has been set up for the pending threshold (these processes are part of the USAS-R Post Import steps). Any invoiced items that did not get marked for inventory will need to be added manually as an item via Transactions>Items or mass-added via System>Import.
