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Importing Requisitions/Future Requisitions

Even amidst the many uncertainties that a new fiscal year brings, some things remain constant …. you will have requests for purchases for the new fiscal year!  To make this process easier, did you know that you can now import a CSV spreadsheet to create your requisitions in USAS? This features makes creating your future requisitions even easier! The same variables, such as the user’s Account Filter(s), the user’s Role, or the district’s Rules apply to importing requisitions, just like preparing a single requisition.

Once a future posting period is opened (such as July 2025), users can import these future-dated requisitions into USAS with ease.  Like other import processes, the process is simple, and the steps are fully outlined in the documentation under Import Requisitions.

In the documentation, we also provide a formatted Requisition Import Template CSV file and the proper format criteria for the fields in the spreadsheet.  In the sample CSV spreadsheet below, we have 10 requisitions with the required columns highlighted in yellow, indicating the fields that must be included in the CSV spreadsheet.

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Three of the requisitions in the above spreadsheet include multiple line items for the requisition and are highlighted in blue.  The requisition number does not need to be specified on the spreadsheet, and if left blank, USAS will automatically assign the requisition number upon import. You will notice (below) that requisition 260010, which included 3 line items on the CSV file, successfully imported all 3 lines with a 7/1/2025 date.

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If your district has the Pre-Encumbrance Module enabled, allowing requisition amounts to be tracked on expenditure accounts, the future requisition amount will be reflected under Future Year Requisitions on the account.

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When the requisition is converted, the purchase order will be dated 7/1/25, and the encumbrance will show on the expenditure account as of 7/1/2025. Don’t forget, users can add attachments to a requisition after the requisition has been imported.

And keep in mind, if you have routine annual requisitions, you can identify last year’s requisitions using the Transaction>Activity Ledger Query. Using the MORE button on the Activity Ledger grid, you include helpful fields such as the date, the source (req #), and/or the account number to help filter and find these requisitions.

For example:

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You may even create a report of the grid’s results and use that data to populate the formatted requisitions import template found in the documentation.

And just in case you were wondering ….. Yes! You can keep June 2025 as the current Posting Period, reflecting the current totals on reports and the accounts, while also having July 2025 open to create transactions for the new fiscal year. 

ESS Overview Sessions available on SSDT YouTube 

The SSDT support team recently hosted a series of ESS overview sessions with ITC staff, highlighting key features and processes within the application such as leave request workflows, Absence Management integration and timesheets.  Each session was recorded and is readily available on our SSDT YouTube channel by searching on ‘ESS overview’ or by visiting the ESS playlist directly.

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Each overview recording covers a wide range of material, so we’ve created chapter markers within each video to help viewers easily navigate to specific sections. Whether you are new to ESS or just looking to better understand a particular process, these chapters provide a great way to focus on exactly what you need without feeling overwhelmed by the full recording.  You can play, pause, and revisit any chapter as often as you’d like. To jump to a specific section of a recording, simply view the session description and click on the corresponding chapter start time link.

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In addition to the ESS Overview sessions, the SSDT support team has also recorded overviews for the USAS, USPS, and Inventory applications—all of which are available on our YouTube channel.

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• SSDT Wiki

• March Release Recap

• Newsletters Home Page

• SSDT Documentation

• USAS Documentation

• USPS Documentation

• Inventory Documentation

• ESS Documentation

• SSDT YouTube Channel

• USPS YouTube Playlist

• USAS YouTube Playlist

• Inventory YouTube Playlist

• ESS YouTube Playlist

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In addition to the ESS Overview recordings available on our YouTube channel (highlighted in one of this month’s feature articles), we have a dedicated page in our wiki that serves as a one-stop shop for all things related to the ESS overview sessions. There, you'll find direct links to the recordings and their segmented chapters, the PowerPoint presentation used in each session, as well as links to our ESS User Manual and Appendix.

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We understand there has been a lot of buzz lately around the recently enacted Pay Stub Protection Act (House Bill 106). We recommend reaching out to your legal advisor for direction and determination on what is needed for full compliance based on how your employee’s compensations are structured. The USPS software was updated to align with the requirements of HB106. To support this, SSDT has provided a HB106 (Pay Stub Protection Act) link in our USPS Useful Procedures. This includes helpful FAQs, an overview of the new fields available on the default direct deposit and check forms file, and a link to our Custom Forms wiki page that provides more information on how to customize a form file.