Pending Items
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 with an invoice date on or after the specified starting date that have been marked for inventory. At this point, the item is at a 'pending' status for Inventory. For an invoiced PO item to be marked for inventory, it must meet the pending threshold criteria in USAS. The EIS Classic Integration module must be installed, and the EIS Classic Integration Configuration* must be set up for the pending threshold (these processes are part of the USAS Post Import steps).
Third-Party Software
* The EIS Classic Integration Configuration setup is specific to flagging items when invoiced via USAS. 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.
Test Connection
Prior to pulling items from USAS, the Test Connection button may be selected to notify the user whether or not they are connected to USAS. A date does not need to be entered in order to use this feature. If the connection was successful, the user will see the "Successfully connected to USAS" message. If the connection failed, the user will see "Unable to connect to USAS". There will be a button available to "Show Stack Trace". This information will be needed by SSDT if a support ticket is created for assistance.
Pull From USAS
Click on
Enter the starting AP invoice date. The system will pull any Purchase Order items marked for inventory from USAS into the Inventory pending file with an invoice date on or after the specified starting date.
NOTE: If items are deleted from the Pending Items grid, a message is sent back to USAS indicating the item was rejected. By default, the Pull from USAS will not include items marked for inventory that have a status of Rejected. However, if the item needs to be pulled into Inventory again, select the Include Rejected checkbox to include rejected items with an invoice date on or after the specified starting date.
Click Confirm, and the selected items will appear on the grid.
Communication Between USAS and Inventory applications
In USAS, when an invoiced item meets the pending threshold, it's marked for inventory with a 'pending' status. Please refer to the NOTE above regarding Invoicing via third-party software.
Pull from USAS: When selecting Pull from USAS, all items with an invoice date on or after the specified starting date will be pulled into the Pending Items grid. The USAS status for these items will be updated from Pending to Sent.
Turning a Pending Item into a Tag: When a pending item is converted into a tag, it is removed from the Pending Items grid, and the USAS status is updated from Sent to Posted, indicating that it has been successfully tagged.
Deleting a Pending Item: If a pending item is deleted from the grid, it is removed from the Pending Items grid, and the USAS status is updated from Sent to Rejected.
The Pull from USAS function should be performed periodically to bring newly invoiced items into the Pending Items file. Because Inventory updates USAS with the current status of each pending item, Pull from USAS will not re-pull items that already have a Sent or Posted status. Items with a Rejected status will also be excluded by default. To include rejected items, select the Include Rejected checkbox.
Search/View a Pending Item
The Pending Items grid displays all existing pending items. You can search for specific items by entering the desired information in the filter row at the top of the grid columns. By default, the grid sorts by PO number. To export the data, click the Export button to generate a CSV or Excel spreadsheet based on the filtered results.
TIP: To find a specific value, you can enter the entire value in the filter row. Most columns will auto-filter as you type, narrowing results to match your search criteria. For example, to find PO #190980, entering '19098' will display POs between 190980 -190989.
Additional Filters:
Percentage symbol % - Use as a wildcard on most columns in the filter row.
Less than < and/or greater than > symbols - Use numeric-based or date columns in the filter row.
Use the More icon to add or remove columns from the grid.
Delete a Pending Item
Deleting a pending item sends a message to USAS, updating the PO item’s Inventory status to Rejected. Items with a Rejected status will not be pulled again using the Pull from USAS option unless the Include Rejected checkbox is selected, which will include rejected items with an invoice date on or after the specified starting date. The checkboxes located on the left side of the grid are intended to be used with the delete button. Check specific items to delete or use the top checkbox to select all items for deletion.
Query the desired pending item(s).
Click on the Delete icon to delete them individually.
If multiple items are to be deleted, checkmark the items and select the delete button.
A confirmation pop-up will appear asking if you want to delete the selected pending items. Click on
More Information on Pending Items
Pull from USAS Error Messages
When pulling items, you may receive one of the following error messages.
This means there were no USAS items to pull into the Inventory application. The USAS and Inventory applications are communicating. You may want to verify that invoiced items that have met the pending threshold have been 'marked for inventory' in USAS with a 'pending' status.
Solution: In USAS, you may perform one of the following to check the inventory status of the invoice items marked for inventory.
Inventory Pending Items Report Definition
SSDT Inventory Pending Items report definition can be downloaded and imported into the USAS Report Manager. You may optionally enter a starting invoice date to filter the report. The report generates an Excel-formatted spreadsheet containing invoiced items on or after the specified 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 use the Advanced Query to search for invoiced items currently marked for inventory in USAS. If the query returnes No Results, please verify that 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 Post Import steps). Any invoiced items that were not marked for inventory will need to be either individually entered manually via Transactions>Items or in bulk via System>Import.
The error above indicates a configuration problem.
Solution: ITC should review your ssdt-inventory-app.properties file to ensure the usasHost and usasPort (443) values are correctly set.
The above error means you have an api key problem:
Solution: ITC should review the usas docker-compose.override.yml api key definitions. The override file cannot include quotes around the API value, as you see in the inventory properties files. If quotes are present around the API, they need to be removed. After making this configuration change, execute the following command for this change to take effect: docker-compose up -d
The error above indicates a potential Nginx configuration problem.
Solution: ITC should review the ssdt-inventory-app.properties file to ensure that Nginx is configured properly. Verify the values for virtualHost and virtualPort.
If ITC makes changes to the ssdt-inventory-app.properties file, they must stop and start the inventory application.
NOTE: Outstanding issue USASR-4726 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.