/
Mass Load

Mass Load

Owned by Former user (Deleted)
Last updated: May 08, 2025 by Amanda Folkman
8 min read

The user must have both CREATE and UPDATE for a given entity in order to use Mass Load. The USAS_MANAGER Role contains this access by default.  USAS_Standard user also needs the permission of MODULE_IMPORT to see the menu option of Mass Load.

Using the Mass Load Feature

The Mass Load program allows a district to import cash, expenditure and revenue data into the USAS. This may include, but is not limited to, Excel, Access, Lotus and other third party software that has the option to export data in a CSV (Comma Separated Values) format. The Mass Load program reads the data, imports and validates it, then writes it to the USAS file structures, thus eliminating manual entry. This might be useful for a district converting to USAS or for a district processing mass updates to varying fields.

The CSV being read by the Mass Load options can include the fields in any order. The file must contain a header record which includes all the pre-defined field names (Req Column Desc) as the first record in the import file. The pre-defined field names are included in the Mass Load Criteria found below.  The remaining records in the file following the Header record will represent the data values being loaded.

Any records with fields that do not meet the validity checks for USAS possible values are rejected.  A message iindicating what record includes the invalid data will be written to the USASLOADERR report. 

image-20250508-140555.png

  1. From the Utilities menu select Mass Load

  2. Click image-20250508-140729.png next to USAS Load File, browse for the file (.CSV) and click "Open" or select the file by double-clicking on the file name.

  3. The selected filename will be visible to verify the system is ready to Load the proper file.

  4. Use the drop down to select the Importable Entities type. The type selected should be consistent with the account type in the upload file.

    1. CashAccount

    2. ExpenditureAccount

    3. RevenueAccount

  5. Click image-20250508-140705.png

  6. A message will appear showing the number of Records Loaded and the Number of Errors.  

  7. An output file named “USASLOADERR.CSV” will be created containing the number of records loaded or records with errors. 

    a. If there are records that did not load, the file will contain only those records that did not load successfully and will provide error messages explaining why.  

    b. If there were no errors, the file will say "No errors. Records loaded: #" where # is the number of records successfully loaded.

  8. If an error occurs, open the output CSV file, make the necessary corrections, and re-import the corrected output file. 

Mass Load Account Criteria

Each Object to be imported (i.e. Cash Account, Expenditure Account or Revenue Account) has to be created on a separate .CSV file. The Identifying Fields below have to be entered exactly how they are written. For more Identifying fields, please use the Custom Report Writer to find the field names needed for the data that will be mass loaded.   'Select Object' to open up the Property names and hover over the name with your mouse pointer: example. CashAccount Object - the cash account dimensions are under 'Code'. code.fund would identify the fund code of the cash account.   The appropriation account will be created for you when the first expenditure account is created. 

Example:   To Mass Load Cash Account data - set up the custom report to pull the required Identifying Fields (Fund, SCC and description) and other desired Identifying fields that the user wants to load (i.e. dateRange.startDate or customFields.text.value).  The csv file created will update the Cash Account to show the data loaded or specify the error on the USASLOADERR file.  

image-20241230-155552.png

Mass Load will always attempt to change the value in the database with the value (blank or not) in the import file.  So, therefore, any blank/empty values in a column in the import file will result in setting the value in the database to empty.  In the case of numeric values, empty equates to zero, for strings, it will either be null or an empty string.  There is no defaulting, it will set the value to what the user specifies.

If a new record is being created in the database, and a field that is NOT in the import file would normally be defaulted (as when adding via the UI), then it will end up with default values for certain fields.

Cash Account Import

For your convenience, a template spreadsheet is provided below with the correct headings.   The field names are not case sensitive and do not need to be in a specific order.  Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet.  All other fields are optional. See the Cash Account section on the Accounts wiki page for more information related to cash accounts.

Template:

Object to be Imported

Format

Definition

Object to be Imported

Format

Definition

code.fund

Numerical. Three digits.
000

Required field. Fund code for the cash account.

code.scc

Four digits. The first three characters must be numeric, while the fourth character may be either a number or an alphabetic character.
0000

Required field. Special Cost Center for the cash account.

description

Alpha or numeric

Cash account description. If left blank, the description will be populated based on the standard USAS Manual description for the fund code.

active

  • TRUE = active

  • FALSE = inactive

Cash account active status. Used to determine if the cash account and all associated accounts are available to be used on transactions.

includeAsGeneral

  • TRUE

  • FALSE

When true, the cash account is included as part of the five-year forecast.

fundType.code

  • Capital_Projects

  • Custodial_Fund

  • Debt_Service

  • Enterprise

  • General_Fund

  • Internal_Service

  • Investment_Trust_Fund

  • Pension_Trust_Fund

  • Permanent_Funds

  • Private_Purpose_Trust_Fund

  • Special_Revenue

Required field. Fund Type to designate how the fund will be reported on certain reports (i.e. Periodic menu reports)

requiresBudgeting

  • TRUE

  • FALSE

When true, it requires balance checking on the associated budget and appropriation accounts. Requisitions and purchase orders will not be posted if it causes the associated appropriation and budget accounts to go negative. If false, this enables users who otherwise are unable to exceed appropriation or budget balances to exceed these balances for this particular fund only.

xrefCode

Accepts numeric and alphanumeric characters.

Unique code that corresponds with the Full Account Code. Can be used as a reference code instead of the full cash account code.

dateRange.startDate

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY

  • MM/DD/YYYY

  • MM-DD-YYYY

Start date for the cash account. If a start date is entered then the cash account and all associated accounts will become active on that date and will allow processing against those accounts.

dateRange.stopDate

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY

  • MM/DD/YYYY

  • MM-DD-YYYY

Stop date for the cash account. If a stop date is entered then the cash account and all associated accounts will become inactive on that date and will NOT allow processing against those accounts.

includeCertificate

  • TRUE or T

  • FALSE or F

When true, this cash account is included in the Certification Reports.

Expenditure Account Import

For your convenience, a template spreadsheet is provided below with the correct headings.   The field names are not case sensitive and do not need to be in a specific order.  Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet.  All other fields are optional. See the Expenditure Accounts section on the Accounts wiki page for more information related to expenditure accounts.

Template:

When importing expenditure accounts, if the associated cash or appropriation accounts do not already exist they will be created.

The Forecast Line# will automatically be populated for accounts that are to be included in the forecast based on the account parameters.

Object to be Imported

Format

Definition

Object to be Imported

Format

Definition

code.fund

Numerical. Three digits.
000

Required field. Fund code for the expenditure account.

code.func

Numerical. Four digits.
0000

Required field. Function code for the expenditure account.

code.object

Numerical. Three digits.
000

Required field. Object code for the expenditure account.

code.scc

Four digits. The first three characters must be numeric, while the fourth character may be either a number or an alphabetic character.
0000

Required field. Special Cost Center code for the expenditure account.

code.subject

Numerical. Six digits.
000000

Required field. Subject code for the expenditure account.

code.opu

Numerical. Three digits.
000

Required field. Operational Units code for the expenditure account.

code.il

Numerical. Two digits.
00

Required field. Instructional Level code for the expenditure account.

code.job

Numerical. Three digits.
000

Required field. Job code for the expenditure account.

description

Alpha or numeric

Expenditure account description. If left blank, the description will be populated based on the standard USAS Manual descriptions for the parameters of the code (fund, function, object, etc.)

active

  • TRUE

  • FALSE

Expenditure account active status. Used to determine if the expenditure account is available to be used on transactions.

xrefCode

Accepts numeric and alphanumeric characters.

Unique code that corresponds with the Full Account Code. Can be used as a reference code instead of the full expenditure account code.

dateRange.startDate

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY

  • MM/DD/YYYY

  • MM-DD-YYYY

Start date for the expenditure account. If a start date is entered then the expenditure account will become active on that date and will allow processing against the account.

dateRange.stopDate

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY

  • MM/DD/YYYY

  • MM-DD-YYYY

Stop date for the expenditure account. If a stop date is entered then the expenditure account will become inactive on that date and will NOT allow processing against the account.

Revenue Account Import

For your convenience, a template spreadsheet is provided below with the correct headings.   The field names are not case sensitive and do not need to be in a specific order.  Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet.  All other fields are optional. See the Revenue Accounts section on the Accounts wiki page for more information related to revenue accounts.

Template:

When importing revenue accounts, if the associated cash account does not already exist it will be created.

The Forecast Line# will automatically be populated for accounts that are to be included in the forecast based on the account parameters.

Object to be Imported

Format

Definition

Object to be Imported

Format

Definition

code.fund

Numerical. Three digits.
000

Required field. Fund code for the revenue account.

code.receipt

Numerical. Four digits.
0000

Required field. Receipt code for the revenue account.

code.scc

Four digits. The first three characters must be numeric, while the fourth character may be either a number or an alphabetic character.
0000

Required field. Special Cost Center code for the revenue account.

code.subject

Numerical. Six digits.
000000

Required field. Subject code for the revenue account.

code.opu

Numerical. Three digits.
000

Required field. Operational Unit code for the revenue account.

description

Alpha or numeric

Revenue account description. If left blank, the description will be populated based on the standard USAS Manual descriptions for the parameters of the code (fund, receipt, etc.)

active

  • TRUE

  • FALSE

Revenue account active status. Used to determine if the expenditure account is available to be used on transactions.

xrefCode

Accepts numeric and alphanumeric characters.

Unique code that corresponds with the Full Account Code. Can be used as a reference code instead of the full revenue account code.

dateRange.startDate

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY

  • MM/DD/YYYY

  • MM-DD-YYYY

Start date for the revenue account. If a start date is entered then the revenue account will become active on that date and will allow processing against the account.

dateRange.stopDate

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY

  • MM/DD/YYYY

  • MM-DD-YYYY

Stop date for the revenue account. If a stop date is entered then the revenue account will become inactive on that date and will NOT allow processing against the account.

 

 

Related content