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Pre Data Extract Procedures

Pre Data Extract Procedures

Sept 19, 2022

An Inventory Installation and Migration Guide is available in an effort to consolidate the various pieces of our documentation relevant to setting up a school on Inventory, albeit migrating their Classic EIS data or starting new in Redesign.

SSDT strongly recommends ITCs run test imports on their district's Classic EIS data into a test instance prior to importing their live data to ensure the import completed correctly.  Please review the steps below for any necessary clean-up that needs to be addressed in Classic prior to their live extraction.  When running a test import, please review the import log and refer to the Common Import Errors and Warnings for more information.  Also refer to the Data Cleanup section on the 'Post Import Procedures' to ensure amounts and reports balance.

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.

  4. Run EIS GAAP reports

Steps marked 'optional' are just that, optional.  You are NOT required to correct these figures pre-extract however we have provided the steps below to identify these amounts and how to correct, if desired.  Amounts labeled in Classic with 'unknown fund type', 'acquisitions prior to system start-up', invalid function', 'invalid class' or 'unclassified' will be imported over and labeled as such on the Inventory GAAP reports as well.