February 9, 2016
Greetings
The consensus of ACCESS treasurer’ s has changed recently from the common wish to keep as much
history as possible in the current files to the wish to purge older data and remove obsolete accounts
from the chart of accounts. Many districts are burdened with vendor files that are populated with
obsolete vendors that they would like to remove or at least identify as inactive.
We will be glad to visit your district to individually plan the purge or you can proceed based on the
information in this letter. Our intention here is to give you the information you need to determine if
you are ready to begin this process. The initial suggested steps outlined are done at the district. Their
purpose is to allow the purge to identify as much appropriate data as possible.
The purges are run by ACCESS when everyone in your district is off the system. Once you inform us
that you are ready for the purges to be run we will create a test account and run the purges and
DELACT in that test account. We will then give you a user name and password to access that account
and review the results.
Remember that you can use a different purge through date for purging payroll than you use for
purging USAS. Also remember that you will only be purging the check history in payroll.
You also can elect not to get involved with the recommended cleanup procedures. If you create 2
helpdesk tickets (one for payroll and one for USAS) and simply specify the purge through date on each
ticket we can run the purges in the test directory.
At this point you have two alternatives.
1. Purge files without prior cleanup realizing that it is not as effective at clearing accounts as
option 2. This option includes:
a. Create a helpdesk ticket specifying the purge through date for payroll check history
b. Create a helpdesk ticket specifying the purge through date for budgetary files.
c. We will work in a test directory and let you know when both purges and delete account
have been run so you can check the results in the test directory. PLEASE NOTE: The test
account is an option. You have the option to purge your live account.
d. Contact us in the tickets letting us know when you are ready to run the purges and
delact in you live flies.
2. Clean up the budgetary and payroll sides by following the recommended procedures in this
letter. Remember that you can work on the cleanup procedures for the payroll and budgetary
sides simultaneously.
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February 9, 2016
The procedure for purging both payroll and budgetary with file clean up includes:
1. Modify type of requisitions to be cloned to “T” for template
2. Delete requisitions that have been converted to purchase orders and are not templates
3. Run CHEKPY for outstanding checks including warrant, payroll, refunds, investments and
transfers and reconcile any that remain outstanding in error
4. Run REQDET for all outstanding requisitions and PODETL for all outstanding purchase orders
and delete any that should not be open.
5. Run CHKSTS USING THE LAST PURGE DATE IN USPSDAT/USPSCON TO YOUR CURRENT PURGE
DATE. This will provide you with a list of checks that will no longer be in USPS.
6. Run PAYACC report and specify the funds you want to delete in USAS.
7. Set the obsolete pay account in PAYSCCN to inactive. This will insure there is no active pay
account in USPS for the funds you wish to delete. See the example in Payroll side
documentation.
8. Create ticket to request purge on USPS system in a test directory (or live directory)
9. Create ticket to request purge on budgetary system in a test directory (or live directory)
10. ACCESS runs payroll purge in a test directory (or live directory)
11. ACCESS runs usas purge and delact in a test directory (or live directory)
12. ACCESS will provide you a sign on to test directory or you review results in live directory.
13. Update ticket in payroll giving okay to purge in live directory (only applies if you used test
directory)
14. Update ticket in budgetary giving okay to purge in live directory (only applies if you used test
directory)
15. ACCESS runs payroll purge in live directory (only applies if you used test directory)
16. ACCESS runs budgetary purge in live directory (only applies if you used test directory)
17. You are now ready to run DELACT.
a. Option 1 creates reports including accounts eligible for deletion.
b. Option 2 actually deletes accounts identified in option 1
c. You have 24 hours to run option 2. If you wait longer you need to run option 1 again.
18. Review Chart of Accounts for obsolete accounts still on file.
19. Research remaining issues.
20. Run DELVEN by last activity date/vendor number. Vendors with no date in the last activity date
have no transactions on file. These vendors can be deleted or marked as inactive.
21. Next, review vendors with a last activity date older than you want to keep active. You can mark
them as inactive or delete them. Inactive is a safer choice in this instance because you probably
do not want to reuse that vendor number.
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February 9, 2016
More Detailed Explanation of the Payroll Side
It is important that you understand the affect the payroll side has on the ability to delete accounts in
USAS using the DELACT program. To delete checks and payroll-related transactions, DELACT looks at
the following USPS-related files.
DELACT looks at the account history (ACCHIS) to see if it contains USPS check #, related account
charges from PAYSCN for every payroll processed in USPS. DELACT also looks at this file the same way
it looks at accounts on requisitions, receipts etc. DELACT will not consider the accounts for deletion if
they are tied to transactions (USPS Checks) on the Account History (ACCHIS) file.
DELACT also looks at PAYACT (PAYSCN), USPNEWPAY tied to NEW Contract pay accounts, USPCURPA
(Current pay) and USPSFUTPA (Future pay) as well as any batch files waiting to be posted. If active
accounts are found in these files, those accounts will not be considered for deletion.
The pay accounts are tied to the USAS account but are stored in a separate database held in the
PAYACT.idx. Any pay account in payroll which is connected to the fund you are trying to delete, must
be set to inactive or manually deleted in PAYSCN for the employee and job that it pertains too.
Run a CHKSTS – Check register to view the checks that will fall within the purge date range.
To help the districts to clean up PAYACT in USPS, it is recommend that you run a PAYACC report for
fund and SCC that you would like to delete from the system. This should be done by the person who
has payroll privileges.
USPS_RPT\PAYACC
Using the “ALL” under SCC will pull all active pay accounts for fund 572, I have requested to exclude
inactive accounts in the example below.
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February 9, 2016
2. PAYACC Report -review what accounts you are trying to delete.
3: Set the account to Inactive in the employee Job using payscn
4. At this point you are ready to open a helpdesk ticket to run the PAPURG in test (or live) specifying
the purge date. *Note you can retain more years in payroll than budgetary or vice a versa...
You may specify to hold 5 years of payroll data and 3 years of budgetary. This is totally up to
the district.
Example using a purge date of 20090630 would purge all data prior to and including the data of
June 30, 20095.
Please note that you are not required to purge your data. We will only purge districts that
create helpdesk tickets or send an email from the treasurer requesting that we purge data.
You may specify the amount of data you wish to retain. If you would like 5 years of data to remain plus
the current fiscal year, your purge date would be June 30, 2007. This would give you 5 years of
historical data in your live files plus your present fiscal year.
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February 9, 2016
You can use PayrollCD or go into the read only directory from prior fiscal or calendar year to research
information that has been purged from the current files. Any calendar or fiscal year end read only file,
created prior to the date you requested the purge still includes the data removed from the live files.
More Detailed Explanation of the Budgetary Side
1. Monthlycd, which is run as part of month end closing, contains a comprehensive set of reports
for the month. If your district included this in the month end closing since it was first offered
the reports available date back to fiscal year 2004. There is also a Fiscalcd directory created at
the end of the fiscal year of reports run on the entire fiscal years activity.
 Monthlycd, http://acces0.access-k12.org/monthlycd/aust
In the example above, the reports would be for Austintown. Each district would substitute their
unique four letter identifier. This is the first four letters of your user id for Reflections.
2. In addition to the above process, we have created read only directories of previous fiscal and
calendar years. For budgetary purposes, the fiscal year directory is probably most useful. The
previous year’s directories can be accessed by signing in using a different user name and
password.
For example, fiscal year 2009 directory can be accessed by signing in using DDDD_FY09 as your
user name and password. The DDDD represents the unique four letter identifier for your
district.
(This also serves as the read only account for the auditors with the previous fiscal year data
including payroll and budgetary information.)
You can run any reports you choose from this account. The available accounts include fiscal
year end for FY08, FY09, FY10, FY11 and FY12 and calendar year end for 2008, 2009, 2010 and
2011.
3. USASDW and SSWAT are additional methods to research prior fiscal year data. We run nightly
extracts of budgetary information and create a database on a server that can be accessed for
information. This is the most flexible alternative. The information dates back into the 1990s for
transactions such as checks, receipts and purchase orders. Please note that the account
information only includes the current year.
 USASDW, http://usasweb.access-k12.org:8080/usasdw/
 SSWAT, http://sswat.access-k12.org/sswat/
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February 9, 2016
Both of these tools allow you to create a spreadsheet of any query. It is important to note that
SSWAT is an older tool and will be eliminated as an option in the future. For this reason we
recommend that you use USASDW.
Now that we have discussed the options for researching information, the next step is to outline the
process of purging data and account and vendor file clean up. The first step is to purge old data. The
amount of cleanup possible is dependent on the amount of obsolete data purged.
It is important to understand that requisitions that are on file will stop associated accounts from being
eligible for deletion. Please consider reviewing open requisitions before requesting purges be run for
your district. If you want to keep a requisition available for cloning in the future you can simply modify
the type to “T” for template. Then you can delete all of the requisitions that have been converted to
purchase orders and are not templates.
Each person who creates requisitions in your district can solve this problem for the future by using the
OPTSCN under USASCN to specify that requisitions be deleted.
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February 9, 2016
We hope you feel comfortable with the process and are prepared to make decisions for your district.
Please feel free to contact us with any questions.
We are happy to visit your office as the fiscal team or individually to discuss this and any other matters
at your convenience. Please contact either Bonnie or Eileen and we will coordinate our schedules to
visit your district.
Thanks,
Bonnie Manchester and Eileen Pakula
ACCESS Fiscal Team
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