Pre Data Extract Procedures

Special notes regarding Inventory migration:

• The USAS-R migration must happen before or at the same time the Inventory data is migrated.  A district cannot be running Classic USAS simultaneously with Redesign Inventory because the Redesign Inventory pending file only works with USAS-R. 
• The Maintenance Information section in ITMSCN will not be migrated over.  Most users are tracking maintenance outside of EIS.
• Existing Classic pending file data will not be imported into Inventory.  
• Existing EIS user accounts will not be imported into Inventory.  New user accounts must be created in the Inventory application.

Before extracting a district's data from the Classic system (in order for it to be imported in Inventory), the following should be addressed:

1. Ensure the EIS GAAP flag in EISMNT>DATSCN is reflected correctly for the district.

   • Being on GAAP or being a GAAP user means that the ITC, at some point in time, ran the EISGAAP program on the district's files which changes the "GAAP Flag" on the district's EISMNT>DATSCN from "No" to "Yes".  EISGAAP also sets the (hidden) beginning balances for each item which is used when generating GAAP-related reports.  If the EIS GAAP flag is not set or is not correct, please create a support ticket to the SSDT.

2. Run an EIS501 report to review your existing pending items (sorted by Invoice Date, PO).   We recommend saving a copy of the report.  Since pending items will not migrate over to Redesign, the EIS501 may serve as a guide when re-creating the pending file via the 'pull from USAS' option under Transactions>Pending.  For FAQs regarding the pending file, click here.
   • If you are currently on USAS-R, once Inventory is migrated, please click here for more information on how to pull items from USAS-R in order to re-create your pending items in Redesign
3. Run an EIS304 of all tags, A, N, EH, EN status codes, capitalized only.  Please review the columns for missing fund, function or asset class codes.

   • If there are any items with missing codes, create TRNTRNs to assign the missing fund, function and/or asset class.

     Recommend running three different ways (sorting by fund, then function and then by asset class.  This will make it easier to find items with missing codes because they will be displayed at the beginning of the report.

4. Run EIS GAAP reports

1. 1. Run the EIS101 using the default settings and review the EIS101.TXT report.  The report is broken down by fund type (governmental, proprietary, fiduciary)
      1. Check to see if an EISERR.TXT report generated.  Items where the original cost is LESS THAN the total dollar amount of all acquisitions posted to the item will be listed on the error report and may also be incorrectly reported on the 'Acquisitions Prior to System Start-up" line on the EIS101.TXT report.
         1. To correct this (video):
            1. District determines which amount for the tag# is correct (original cost or total ACQTRNs).  Recommend reviewing all acquisitions in ACQTRN against the item, ensuring total ACQTRN figure is correct and compare to original cost (OC).
            2. If OC is correct, post an ACQTRN with a negative difference between the total ACQTRN and the OC and leave update original cost as “N”.  
            3. If total ACQTRNs is correct (OC is wrong), post new ACQTRN for the difference and set update original cost to “Y”. NOTE: this will increase OC to the correct amount but will also increase ACQTRN total.  Post another ACQTRN with a negative amount for the difference between OC and all ACQTRNs leaving update original cost as “N”.
      2. (optional)  The EIS101.TXT may include an 'Assets with unknown fund type' section.  If there are amounts in the unknown fund type section, it's because
         1. there are tags that do not contain a "fund" field in ITMSCN; and, or
         2. the fund code for a tag does not have a defined "fund type" in EISMNT>FNDSCN
            1. To locate and correct (video):
               1. Access EISMNT>FNDSCN and ensure all funds listed contain a fund type.  If some don't, modify and add the correct fund type.
               2. Perform step 3 above by locating the tags with missing fund codes on the EIS304 and creating TRNTRNs to add the missing fund codes to the tags.
      3. (optional) Review the EIS101.TXT for any amounts under each fund type section listed under 'Acquisitions Prior to System Start-up'.  The original cost of an item will be included on this line if:
         1. the tag does not have an associated ACQTRN record; and, or
         2. the fund dimension of the USAS Account code on the ACQTRN record is missing. 
            1. To locate and correct items with missing ACQTRN records (video)
               1. Locate: Run EIS304 for capitalized items with status of A, N, EH, EN, sorted by Tag #.  Next, run EIS203 for capitalized items with status A, N, EH, EN and sort by tag #.  Compare the reports, looking for tags that appear on the EIS304 but not on the EIS203.  (Tag # should have at least one acquisition record on the EIS203).
               2. Correct: Add a ‘historical’ acquisition record via ACQTRN and leave ‘update original cost’ as “N”.  Enter TI and fund dimensions in the account code (i.e. 05 001) and the original cost as the acquisition amount.  The date can be set to the date recorded in ITMSCN for this tag #.
            2. To locate and correct items with missing fund dimension in USAS Account code (video)
               1. Locate: Run EIS203 for capitalized items with status of A, N, EH & EN and sorted by FO,FT.  Accounts with missing fund dimensions should appear at the beginning of the report due to the sort FO,FT in order to easily compare with the acquisitions prior to system start-up totals on the EIS101.TXT
               2. Correct: Modify ACQTRN and add a fund dimension in the account code
   2. Run the EIS102 report selecting A for all schedules.  It will generate EIS102S.TXT and EIS102D.TXT reports.
      
      1. (optional) Review both reports for 'invalid function' or 'invalid class' messages.  This means the associated code is not located in EISMNT>FNCSCN or EISMNT>CLSSCN. If there are amounts associated with the function and/or asset class code, add the respective code via EISMNT>FNCSCN or EISMNT>CLSSCN.
      2. (optional) Review the EIS102S.TXT for 'unclassified' amounts (last column on the report).  These are original cost amounts where the asset class or function code is missing on a tag in ITMSCN. 
         1. To locate and correct:
            1. If there are amounts in the this column, perform step 3 above by locating the tags with missing function or asset class codes on the EIS304 and creating TRNTRNs to add the missing codes to the tag. NOTE: if you have completed step 3 already, this should have taken care of the unclassified amounts.
   3. Run the EIS103 report by each sort type to ensure an EIS103E.TXT is not generated when running the report by each sort type (asset class, fund or function). It will generate EIS103S.TXT and EIS103D.TXT reports. 
      1. If an EIS103E.TXT report is generated, the offending tag numbers are included on the report with the following possible errors messages:
         • Ending balance amount not equal to item's original cost 
           • The total amount of all ACQTRNs for each capitalized item posted in the current fiscal year is added to the (hidden) beginning balance amount. This amount is then compared to the original cost in ITMSCN. If the two amounts do not match, this error is generated and the tag is denoted on the error report and not included in the EIS103 summary and detail reports.  Please review the short video on how to resolve the error.
           • NOTE: If the difference is found to be less than one dollar, the error will be a warning only and read as follows: "WARNING: Ending balance not equal original cost by < $1.00." When the error is a warning only the associated item will be included on the EIS103 report. When this occurs you may notice slight differences in the ending balances reported on the EIS103 compared to the total original cost reported on the EIS304 or EIS305. Differences due to rounding can be ignored. This would generally be caused by rounding differences incurred when splitting a lot into individual items.
         • Transaction fund/function/class not equal to previous transaction 
           • This error occurs when there has been an improper change of Fund, Function, or Asset Class code for an item. For instance a date on a TRNTRN can not be prior to the actual acquisition date of an item.  Please review the short video on how to resolve the error.
         • Ending balance amount not equal to zero 
           • This error usually indicates a problem with items that have a status of "D", disposed of, in ITMSCN. For the 103, the ending balance for any items disposed of should be equal to zero. This is calculated by adding the total of all the acquisitions for the current year to the (hidden) beginning balance of an item. This is then subtracted from the original cost found in ITMSCN. This error is generated for each item that the sum is not equal to zero and the item will be denoted on the error report not be included in the EIS103 summary or detail reports.  Please review the short video on how to resolve the error.
      2. Review the EIS103S.TXT for an 'unknown fund type' section
         1. (optional) If there are amounts in the unknown fund type section, it's because
            1. there are tags that do not contain a "fund" field in ITMSCN; and, or
            2. the fund code for a tag does not have a defined "fund type" in EISMNT>FNDSCN
            3. NOTE: If you completed step 4.a.ii, it should have already taken care of the unknown fund type section.  The amounts will still be reflected due to the 103 being a change schedule report however, the ending balance should reflect $0. 
   4. Run the EIS104 report.  It will generate an EIS104S.TXT and EIS104D.TXT.
      1. (optional) Review the EIS104S.TXT for an unknown fund type section
      2. NOTE: if you completed step 4.a.ii above, this should have already taken care of this section and the unknown fund type section on the 104 should no longer appear.