Pre Data Extract Procedures

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. 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.

1. 1. If missing, these need to be corrected by creating TRNTRNs 

2. Run EIS GAAP reports

1. 1. Run the EIS101 using the default settings
      1. check to see if an EISERR.TXT report generated.  Tag #s 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 will also be incorrectly reported on the 'Acquisitions Prior to System Start-up" line on the EIS101.TXT report.
         1. To correct this:
            1. District determines which amount is correct (OC or total ACQTRNs) for the tag #.  Recommend reviewing all acquisitions in ACQTRN against the item, ensuring totals 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 set update original cost to “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 setting update original cost to “N”.
      2. review the EIS101.TXT report.  The report is broken down by fund type (governmental, proprietary, fiduciary) and possibly an 'Assets with unknown fund type' section.
         1. 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:
                  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 steps 1 and 1a above by locating the tags with missing fund codes and creating TRNTRNs to add the missing fund codes to the tag
      3. 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 appear 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
               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 and sort by tag #.  Compare the reports, looking for tags which appears on the EIS304 but not on the EIS203.  (Items on EIS203 must have at least one acquisition record).
               2. Correct: Add an ‘historical’ acquisition record via ACQTRN and make sure ‘update original cost’ is “N”.  Enter a 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.
            2. To locate and correct items with missing fund dimension in USAS Account code
               1. Locate: Run EIS203 for capitalized items with status of A, N, EH & EN and sorted by FO,FT.  Accounts with missing fund dimension should appear at the beginning of the report based due to the sort FO,FT in order to easily compare 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. Review the EIS102D.TXT which contains the original cost and book value amounts.  Compare the OC amounts with the total amounts on the EIS102S.TXT (which contains the original cost amounts only).  They should match.
      2. 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.
      3. 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 steps 1 and 1a above by locating the tags with missing function or asset class codes and creating TRNTRNs to add the missing codes to the tag. NOTE: if you have already performed steps 1 and 1a above, there is no need to repeat it.
   3. Run the EIS103 report three ways (once by FD, once by FC and then once more by AC) to ensure an EIS103E.TXT is not generated. It will generate EIS103S.TXT and EIS103D.TXT reports.
      1. If an error report is generated, the offending tag numbers are included on the report with the 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. his 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 not included in the EIS103 report.  Please click here for the steps on how to correct this 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 click here for the steps on how to correct this error.
         • Ending balance amount not equal to zero
           • This error usually indicates a problem with items that have a status of "D", disposed of, on the ITMSCN record. For the change schedule, 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 beginning balance of an item. This is then subtracted from the original cost as found on the ITMSCN record. This error is generated for each item that the sum is not equal to zero and the items will not be included in the EIS103 report.  Please click here for the steps on how to correct this error.
         • Review the EIS103S.TXT for an 'unknown fund type' section
           1. 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. To locate and correct:
                 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 steps 1 and 1a above by locating the tags with missing fund codes and creating TRNTRNs to add the missing fund codes to the tag. NOTE: if you have already performed steps 1 and 1a above, there is no need to repeat it.  The EIS103S will still include the unknown fund type section, but you will notice the changes made on the report based on performing Steps 1 and 1a where the ending balance should reflect $0.
   4. Compare the totals on the EIS101.TXT, EIS102S.TXT and EIS103S.TXT reports.  They should match amongst all three reports.
   5. Run the EIS104 report.  It will generate an EIS104S.TXT and EIS104D.TXT.
      1. Review the EIS104S.TXT for an 'unknown fund type' section
         1. If there are amounts, 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. To locate and correct:
               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 steps 1 and 1a above by locating the tags with missing fund codes and creating TRNTRNs to add the missing fund codes to the tag. NOTE: if you have already performed steps 1 and 1a above, there is no need to repeat it.  The EIS104S will no longer include the unknown fund type section