Post Import Procedures

Owned by Michelle Drewes
Last updated: Sep 07, 2022Version comment
5 min read



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 ITC 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 pre-data extract steps 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 as well as review the Data Cleanup and Balancing sections below to ensure amounts and reports balance.

Data Cleanup

  • Review the InventoryImportResults file.  A summary of each extract file imported will display the number of records imported and any errors encountered.  In addition to the summary it is imperative that you scroll up and review the entire log for Exceptions.  If you encounter an exception you need assistance with, please submit a service desk ticket to SSDT. For more information on possible errors, see the Common Import Errors and Warnings page.

Application Setup

There are a few processes that must be set up and/or verified:

  • Go to Core>Configuration

    • Compare the Configuration information to Classic (EISMNT>DATSCN) settings.  District Name, IRN, Last Fiscal Year Closed, etc. should match back to Classic.  

  • Go to Core>Fiscal Years

    • Compare the Fiscal Year grid to the 'Fiscal Year Closed' and Capitalization Criteria settings in Classic (EISMNT>DATSCN).  Redesign should contain one row in the grid reflecting the current EIS processing year and correct capitalization criteria from Classic.

      • For example, if the 'Last Fiscal Year Closed' reflects 2020, then the Fiscal Years grid should reflect FY2021 as being the open and current year.

  • Create Pending Item Data.  Please refer to the 'Pull from USAS' option under Pending Items for steps on how to pull USAS-R PO items marked for inventory into the Inventory application as pending items. 

    • In USAS-R, ensure the EIS Classic Integration Module is installed as well as the EIS Classic Integration Configuration's pending threshold criteria is set up.  Both should have been completed as part of your USAS migration (USAS-R Post Import steps).   Once in place, when a PO item meets the pending threshold (during AP Invoice processing), it will be marked for inventory and may pulled into the pending file using 'Pull from USAS'.  NOTE: The EIS Classic Integration Configuration setup is specific to flagging items when invoiced via USAS-R. Districts invoicing through a third party application should check with their third party to see if there is additional setup needed to flag invoice items for inventory.

  • Go to System>Users to create user accounts for Inventory

  • Go to System>Configuration (only accessible with INV_ADMIN role)

    • ADS Config: This is optional if you want to allow the enabling of external authentication (active directory service) in the inventory application

    • Password Config: This is optional.  Provides ability to change user password configuration.

    • Email Config: In order to generate the fiscal year Inventory report bundle, this must be configured.

Balancing

At minimum, the following reports in both Classic and Redesign should be run to check data and ensure all amounts and transactions balance.

Classic

Redesign

Notes

Classic

Redesign

Notes

EIS101

Fixed Asset by Source

Run both reports using the default settings.  Compare the totals for each fund type to ensure they balance Please refer to pre-data extract steps for further details on possible Classic corrections,

EIS102

Fixed Asset by Function/Class

Run Classic report by option "F" (function and class) for the current FY period.  Run Redesign reports by function and Class and compare totals for each fund type back to classic reports to ensure they balance. Please refer to pre-data extract steps for further details on possible Classic corrections,

EIS103

Schedule of Change in Fixed Assets

Run Classic report, sorted by asset class.  Run Redesign report, sorted by asset class and checkmark Summary box.  Compare the totals to the Classic EIS103S.TXT.  Run Redesign again, unchecking Summary box.  Compare the totals against the Classic EIS103D.TXT .  If an EIS103E.TXT is generated,  please refer to EIS103E corrections section in pre-data extract steps for further details on Classic corrections,

EIS104

Schedule of Change in Depreciation

Run Classic report, sorted by asset class.  Run Redesign report, sorted by asset class and checkmark Summary box.  Compare the totals to the Classic EIS104S.TXT.  Run Redesign again, unchecking Summary box.  Compare the totals against the Classic EIS104D.TXT.  Please refer to pre-data extract steps for further details on possible Classic corrections,

EIS202

Leased Assets Listing Report

**Optional if tracking leased items**  Run both reports sorting by tag number.  Compare the totals to ensure they match. 

EIS203

Asset Listing by Grant/Source

Run Classic report using the default settings.  Run Redesign report selecting Active and New Item and sort by Tag #.  Compare the totals to ensure they match.

EIS302

Location Worksheet

**Optional** Run Classic using the default settings except sort L,T (location #, tag).  Run the Redesign report using defaults except select Active and New Status and secondary sort by Tag # (default primary sort is location). Compare reports.

EIS304

Brief Asset Listing

Run both reports using defaults.  Compare the grand total amounts to ensure they match.

EIS305

Book Value 

Run the Classic report entering the entire FY period (YYYY06) as the reporting date, both capitalized and non-capitalized assets, sorted by tag number.  Run the Redesign report, entering status of Active, New, Excess Asset Held for Sale, and Excess Asset Not in Use,  'Both' cap and non-cap items, sorting by tag number.  Compare the grand total amounts to ensure they match.

EIS501

Pending Item List 



Please do not proceed with creating the pending file in Redesign until you have confirmed the above reports balance and your ITC states you can proceed with the next step.

Create the Pending File via Transactions>Pending Item's 'Pull From USAS' feature.  Run the Pending Items List report (sorted by invoice date). Compare the generated report to the stored Classic EIS501 report.  Note any differences and clean up the Inventory application Pending File.

Database Backup

Once the inventory data has been reviewed and before access is turned over to the customer for production processing it is highly recommended that an initial backup of the data be created. Information on how to generate inventory backups can be found on the Backup/Restore Inventory Databases page.