Pre Data Extract Procedures

Before extracting a district's data from the Classic system (in order for it to be imported in USAS-R), the following may need to be addressed:

• Review outstanding .BATCH files

  • Future PO files with .BATCH, .INPROGRESS and .REJECTED extensions in Classic will automatically import into the posting period based on the PO date in the batch file.  Recommend districts review all future PO files with these extensions to see if any need to be included in the extract.  Any old future PO files that do not need to be posted in Classic should be cleaned up in the district's data directory before extracting data for the Redesign.

  • Outstanding BRDDIS batch files must be posted in Classic before extracting data.  If some of those batch files are old BRDDIS batch files that do not need to be posted in Classic, they should be cleaned up in the district's data directory before extracting data for the Redesign.

  • Outstanding PAYROLL batch files must be posted in Classic before extracting data.

• Review outstanding requisitions

  • If you have outstanding requisitions from prior years that you do not intend on converting to purchase orders, you can delete the unnecessary requisitions before extracting your data.

  • Classic Reports REQSUM or REQDET an be used to review Requisitions

• Review outstanding invoices

  • Run an outstanding INVLST report with all dates. Any outstanding invoices will be imported to the Redesign Payables grid. If there are old transactions that are no longer needed these should be cleaned up.

  • Please review invoices with future period dates.  These transactions can be located in USASweb/AP Invoice or after running a test import of their data, go to Core>Posting Periods to see if there are periods created after the current period.  (i.e. If your test import was done in February 2020 and when reviewing your posting periods, there was a posting period automatically created for December 2020, chances are there is a transaction in Classic with a future date. )  Under Transactions>Activity Ledger Query, you can enter a date range for the future period to locate the transactions with a future period date.  Because Classic invoicing doesn't contain future date restrictions, it could be users inadvertently created an invoice for a future period.  If you find outstanding invoices that need to be changed to reflect the correct date, they can be updated in Classic before the final import is performed. 

• Review outstanding ARF billings

  • Run an outstanding ARSUMM report (leave the date range field blank and sort by date).  Outstanding ARF billings from prior years that you no longer intend to apply payments to can be closed out (or deleted if they have no associated payments) in ARF. 

• Review encumbrances on accounts

  • The Classic program FIXENC can be run as a precautionary step to ensure that the encumbrances reflected on the Classic accounts are properly calculated to the actual transactions in the system. In certain cases, like when Future PO batch files are removed or manual updates are performed, the calculated figures may not be consistent with the transactions. All figures in Redesign will be calculated based on transaction data so this would ensure that the correct figures will be compared when balancing.

• EIS Pending File (optional)

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  • Run EIS501 Pending File report to verify the report is current and up-to-date.  NOTE: If you plan to purge a district's USAS data, USPURG will not purge PO's and checks associated with items on the EIS pending file, even if the checks are voided and reconciled.  If the pending file contains out of date or obsolete data that will never be tagged in inventory, please clean up the pending file.

• Run DELACT (optional)

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  • DELACT can be run to review the report and remove old or obsolete accounts.  If you have recently purged a district's USAS data, you can review accounts that may qualify for deletion using the DELACT report.  When running the report (option 1), specify to check 10 years of history to determine if the accounts the system qualifies as deletable on the account file (ACCT.IDX) contain historical amounts (USAHIST.IDX) within the past 10 years.  If they qualify for deletion but contain historical amounts within the 10 year time frame, they will be denoted with an asterisk. 

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    • For accounts that contain an asterisk, if you decide to delete the account in Classic, it will remove it from the ACCT.IDX file but it will not remove it from USAHIST.IDX.  A maximum of 10 years of historical amounts from USAHIST.IDX is extracted and imported into Redesign so the account will be imported and visible on the account grid but will be inactive by default.

    • For accounts that do not contain an asterisk, there is no historical data in USAHIST.IDX within the 10 year time frame.  If you decide to delete the account in Classic, it will remove it from the ACCT.IDX file and it will not be imported into Redesign. (NOTE: this also includes newly created accounts that do not contain amounts yet).

• Run ACTCHG (optional)

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  • If you have expenditure or revenue accounts in Classic that you would like to merge prior to extraction, you may use ACTCHG.  The 'old' account will be merged into the 'new' account, merging the account amounts and historical amounts into the 'new' account, as well as changing all associated transaction file records to the new account.  The 'old' account will no longer be on the system and will not be imported into Redesign.   Please refer to the ACTCHG chapter for further information.

Re-Import Data Precautions

If a district's Classic data has been imported into a Redesign test instance or live instance for the district and the Classic data needs to be re-extracted and re-imported into the Redesign, the following may need to be addressed:

• Prior to re-importing the data into the Redesign, save any custom reports reports created using the 'download report definition' 

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   in the Report Manager.  Save them to a folder on your PC using the default .rpd-json file format.  Once the data has been re-imported to the Redesign, any custom reports will be removed so the user will need to use the

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   option under Report Manager to re-import the report definition back into their grid.

• If user grids have been customized, users will want to make screenshots or write down how their grids are currently set up. When data is re-imported, it defaults back to the original grid settings so after the re-importing of the data, the user will need to reset their grids to their prior setup.