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, inclusive of the starting invoice date, that have been marked for inventory.  At this point, the item is at a 'pending' status for Inventory. For a 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* set up for the pending threshold (these processes are part of the USAS Post Import steps).  

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 "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

1. Click on

   Open

   

2. Enter the starting AP invoice date.  It will pull any Purchase Order items marked for inventory from USAS into the pending file in Inventory inclusive of the starting date. 

3. NOTE: If items are deleted from the pending items grid, a message is sent back to USAS stating the item was rejected.  Pull from USAS will not include marked for inventory items with a status of 'rejected' by default.  However, if the item needs to be pulled into Inventory again, check the "includes rejected' box to include rejected items inclusive of the starting date.

4. Click Confirm and the items will appear on the grid.

Open

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 NOTE for invoicing via third party software.

• In Inventory, when selecting 'pull from USAS', those items that are inclusive of the starting date entered will be pulled into the pending file grid and the USAS status will be updated from 'pending' to 'sent' 

• When a pending item is turned into a tag, it is removed from the pending grid and the USAS status will be updated from 'sent' to 'posted' to indicate it's been turned into a tag.

• If a pending item is deleted (from the pending item grid), it is removed from the pending grid and the USAS status will be updated from 'sent' to 'rejected'.

Pull from USAS will need to be performed periodically to pull in newly invoiced items into the pending file.  Because Inventory keeps USAS updated on the inventory status of the pending item, 'Pull from USAS" will not re-pull items that have a 'sent' or 'posted' inventory status.  It will not re-pull items that have a 'rejected' status either unless you check the 'include rejected' box.

Search/View a Pending Item

The Pending Items grid displays existing pending items.  You can search for existing pending items by clicking in the filter row in the grid columns and entering in the desired information. By default, the grid sorts by PO number.  Click on to generate a CSV or EXCEL formatted spreadsheet based on what you filtered.  

  TIP:  To find a specific value, you can enter the entire value.  However, most columns will auto filter as you type, narrowing down your search to including your search criteria.  For example, to find PO #190980, enter '19098' and it will display POs between 190980 -190989 on the grid.  Percentage symbol '%' can be used as a wildcard on most columns in the filter row.   Less than < and/or greater than > symbols can also be used on 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 will send a message to USAS updating the USAS Inventory status on the PO Item to 'rejected'.  Rejected status means the item will not be pulled in again via the 'Pull from USAS' option unless you check the "includes rejected' box to include rejected items inclusive of the starting date. The checkboxes located on the left side of the grid are intended to be used with the delete button.  You may check specific items to delete or you can use the top checkbox to select all items based on the filter you entered.

1. Query the desired pending item(s)

2. Click on the Delete icon to delete them individually.

3. If multiple items are to be deleted, checkmark the items and select  .

4. A pop-up box will appear confirming 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 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 invoices items marked for inventory.

    • Inventory Pending Items Report Definition

      • SSDT Inventory Pending Items report definition may be downloaded and then imported into the USAS Report Manager. You have the option of entering a starting invoice date.  It will generate an Excel formatted spreadsheet containing invoiced items inclusive of the 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.

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    • AP Invoice Advanced Query

      • Please refer to the screenshot below on how to perform an advanced query to determine if there are invoiced items currently marked for inventory in USAS.  If it doesn't return any results, please ensure 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 did not get marked for inventory will need to be added manually as an item via Transactions>Items or mass-added via System>Import. 

• • The above error means you have a configuration problem.  

  • Solution: ITC should review your ssdt-inventory-app.properties file to ensure you have the correct values for usasHost and usasPort (443). 

• • 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 contain quotes around the api value like you see in the inventory properties files.  If you do in fact have quotes around the api key you'll need to remove those.  Once this configuration change is made the docker-compose up -d command will need to be executed for this change to take effect.

• • The above error means you may have a possible nginx problem.

  • Solution:  ITC will need to assist. If you are using nginx please review your ssdt-inventory-app.properties file to ensure you have nginx configured properly.  Verify the values for virtualHost and virtualPort.

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.