Sonoma County Office of Education Information Technology INTERIM SACS2016ALL MANUAL PART 1 OF 2

Transcription

1 Sonoma County Office of Education Information Technology INTERIM SACS2016ALL MANUAL PART 1 OF 2 IT Department October 20, 2016

2 BLANK PAGE Interim Reporting Page 2

3 INTERIM SACS2016ALL MANUAL Part 1 of 2 TABLE OF CONTENTS Part 1 Preparing the First Interim Report SECTION 1.A SEQUENCE OVERVIEW FOR SACS2016ALL 4-6 SECTION 1.B UPDATE SACS2016ALL VALIDATION TABLES SECTION 1.C IMPORT ADOPTED BUDGET INTO SACS2016ALL SECTION 1.D EXTRACT/DOWNLOAD 1 ST INTERIM FINANCIAL DATA D.1 - EXTRACT FROM ESCAPE 1.D.2 - IMPORT INTO SACS2016ALL Part 2 Reference Information SECTION 2.A SACS SOFTWARE USER GUIDE. 16 SECTION 2.B HOW TO CLEAN UP ACCOUNTS IN ESCAPE 2.B.1 - ACCOUNTS RECEIVABLES (A/R) CLEARING B.2 - ACCOUNTS PAYABLE (A/P) CLEARING 19 2.B.3 - INVALID/EXPIRED ACCOUNTS WITH DOLLARS B.4 RESTRICTED/UNRESTRICTED ACCOUNT VERIFICATION 22 SECTION 2.C HOW TO UPDATE BUDGET IN ESCAPE 2.C.1 BUDGET TRANSFERS C.2 BUDGET MODEL REVISIONS METHOD C.3 SPREADSHEET IMPORT METHOD SECTION 2.D KNOWN PRINTING ISSUES.. 28 Interim Reporting Page 3

4 Part 1 Preparing the First Interim Report Section 1.a - Sequence Overview For the interim report process, this sequence of events seems to produce the best results with the least amount of extra work. If you do have problems, contact your IT analyst or your accountant for assistance. Pages of the Software Users Guide contain a more detailed version of the Interim process. Go to Table of Contents and use Ctrl+Click to get to section in guide. a) Complete the update of the SACS2016ALL Validation Tables for the new state codes and combinations. The current software, SACS2016ALL, contains tables from the early June 2016 release and there may have been several state matrix updates since that time. b) Export/Import Export budget data from the SACS2016 Budget software to import into the SACS2016ALL software. The addition of the budget data file from the SACS2016 software will allow the interim software to automatically pull the Original Budget data when needed. c) Make changes to any of your budget data forms in the Budget period (preference reporting period, Single Budget, July 1) of the SACS2016ALL software. Your accountants will have notified you if there are any updates that should be made to your data before starting into the Interim process. d) Define the LEA and Reporting Period. Remember to change your software preferences to reflect the interim period before you actually import the Excel file from Escape. The date on the preference screen will automatically change to the correct fiscal year when you select the Interim button. If your periods do not match during the import process a warning message will appear stating that the Importation has been discontinued due to Errors found during Prescan. e) Import the Excel file you created from the Escape system. Remember both the name and location of your exported file. The import process is done from within the Import section of the File menu. Locate your file name from whichever folder you saved it by using the browse function located on the Import screen. Once identified, select the file and click twice. The select the black import button at the bottom of the resulting screen. Close the menu screen upon completion. f) Open the Supplemental section within the Forms menu. g) Select the Al-Average Daily Attendance form. Open the form and enter the information required. Save and print the form. This must be done as the ADA figures are pulled over to the Criteria and Standards Review form and used for identifying your required reserve level. h) A Cash Flow report is required. Watch that you do not open and save this form if you will not be using the software version. IF you are using this form, watch for changes in the format. You should be reviewing cash flow on an ongoing basis. Fill in the form, save and print it. You can use your own form or you can use the one provided by the State software within the Supplemental section of the Forms menu. Interim Reporting Page 4

5 The software version of the report will carry forward to the second Interim period without the need to re-key the data. i) Perform all four TRC module edits. (Type of Data section) This will provide validation for all general ledger data, SACS codes and combinations of codes for all columns of the Interim form. This will allow you a chance to correct any Escape data before moving too deeply into the Interim process. ***Make sure update SACS2016ALL software** j) Once you are satisfied with the general ledger information, select and complete the Components of Ending Fund Balance by resource. Each new download of G/L information may change these components so remember to review this section and save any changes before moving to the Funds and Acct Group section. k) Open the Funds and Acct Groups section within the Forms menu. l) Select the 01l-General Fund Interim Report. No entry is required on this form but it must be opened and saved as a part of the process. You will need to print all three sorts: Unrestricted, Restricted, and Summary. You must open and save this form for the data to be extracted into the Multiyear Projection (MYPI) and Criteria and Standards Review (O1CSI) forms. m) A Multiyear Projection is required by the State for the current year and the subsequent two years. You can use either the form available within the SACS software (MYPI) or you may use the Excel spreadsheet available from your SCOE accountant. Watch that you do not open and save this form if you will not be using the software version. TRC errors will be created that will require an explanation if the form is saved and not used. These errors will require and explanation. If you are using the SACS provided form, you will need to complete the forms in sequence to allow the summary level reports to calculate correctly. If you are using the software version Forms 01 and Form AI must be completed and saved before opening the MYPI. You will need to complete the multiyear projection spreadsheets for all unrestricted, restricted, and combined information. Save and print the forms. If you are not using the SACS form you must include the spreadsheet as an attachment to your containing the remaining required interim forms. n) Complete and Save Form MYPIO, if using the SACS format, for each fund other than the general fund, with a projected negative ending fund balance. o) Open the Criteria and Standards Review under the Forms menu. Scroll through the form to verify extracted data. Enter any additional data required and completely explain any variance where necessary, such as Status of Negotiations, FTE s, Long Term Debt, Etc. Save and print the form. Forms 01I, Form AI, Form CASH (if using software version) and Form MYPI(if using software version) must be opened and saved before completing the Criteria and Standards Review. p) Select and open the Cl - Certification form. Enter the date of your board meeting and certification choice. Review the Criteria and Standards Review Summary for any areas of potential concern for fiscal solvency. Save and print the form. Interim Reporting Page 5

6 q) From the Forms tab, select the Table of Contents Print or review the form to insure all applicable forms have been completed. This form is automatically updated as you open and save the various forms you complete during the interim process. You may find it helpful to compare the Table of Contents to Attachment A in the Software User Guide, page 265, for completeness. In addition, all individual forms can be printed from the Table of Contents. r) Select the Technical Review Checklist (TRC) tab menu. Again, run all four of the TRC modules in the Types of Data section for a final validation of SACS codes and combinations of codes, forms that have unbalanced or incomplete data and forms that will need to be reopened and saved due to dependency checks. Fatal exceptions must be corrected; warning exceptions must be either corrected or explained; informational exceptions should be corrected or explained. Print the corrected results. s) Please submit a hard copy of the forms listed below to your accountant on or before December 15, In addition, the full Interim Report including the Cash Flow and MYPI should be submitted as a.dat file via to your SCOE Accountant.! Certification Page, original signature! General Fund Summary - Combined Unrestricted/Restricted Report! General Fund Unrestricted Report! General Fund Restricted Report! Form AI ADA worksheet! Cash Flow Report! Multiyear Projection Worksheet with narrative/justifications/assumptions, submit one of the three options: software form, SCOE s template, or district s own form! Form MYPIO Multiyear Projection Worksheet for any funds other than the general fund projecting a negative fund balance if the SACS2016ALL, if the MYPI form from the software was used.! Form 01CSI Criteria and Standards Summary Review completed in full! District Narrative and budget assumptions, as submitted to your Board! District Narrative of Special Funds, if not included in the items above! Technical Review Check (Exceptions Only)! Any additional forms requested NOTE: The Special Education Maintenance of Effort report (Report SEMAI), found within the Reports menu of the Interim reporting periods, should be completed only after all the above steps relating to fund reporting are completed. Interim Reporting Page 6

7 Section 1.b - Update of the SACS2016ALL Validation Tables It's important to update SACS2016ALL software with the latest version. Step 1 -- Downloading the Most Current Tables 1. Go the website 2. Click on Validation Table Files (EXE; Revised 12-Oct-2016) 3. A "File Download" or "Save As" window will open, depending on your operating system 4. Click "Save to save in your C:\SACS2016ALL\Update folder 5. Close the Download Complete box and close your Internet browser. Step 2 -- Unzipping the Vtables.exe Files 1. Locate the file in your Downloads to Unzip. 2. Double-click on the vtables.exe file to open the WinZip self-extractor window. The default folder for the unzipped files should be C:\SACS2016ALL\Update. 3. Make sure the "Overwrite Silently" box is checked to overwrite the existing validation tables with the current ones, and then click on Extract. 4. Close the WinZip Self-Extractor window. 5. Verify that your Update directory has 12 updated.txt files, one.xls file and one.doc file. The.doc file is a Microsoft Word document that explains the validation table changes in detail. The.xls file is an Excel spreadsheet that contains a summarized list of the code combinations affected by this table update. If anything else is present in this folder the update process (next step) in the SACS2016ALL software will not complete successfully. 6. The easiest way to verify that the files have been updated successfully is to see the dates of the files displayed on the right should reflect the date of latest file update. Interim Reporting Page 7

8 Step 3 -- Running the Update After the validation tables have been downloaded from the Internet and unzipped into the Update subdirectory, the SACS software Update Validation routine must be run. 1. Open the SACS2016ALL software on your desktop 2. Go to File; Click Update Validation. ***Do not select Update Tables*** 3. Click Yes for the Directory ALL the latest combination and description file in C:\SACS2016ALL\Update 4. This process will take several minutes. You will be able to see the program finding the files and then replacing them with the new ones. 5. Once the Update is Complete, Click on Close, then click on OK The validation table has been updated. Interim Reporting Page 8

9 Section 1.c - Import Adopted Budget Data into SACS2016ALL Districts can export the Budget period data from the SACS2016 Budget Software into the SACS2016ALL Budget Software. Allowing the budget period data to be available for extraction into the Interim Criteria and Standards Review Form (Form 01CSI), significantly reducing the amount of data key entry required on the form. The Budget period data may be exported using either the Official or Other option in SACS2016 Budget Software, the state recommends importing only the Officially exported budget period data into the SACS2016ALL Budget Software to ensure the most clean and accurate budget data extract into the interim Criteria and Standards Review Form. 1. How to import the Budget file into SACS2016ALL There are two methods for 1 st Interim Only: Method 1 Method 2 Locate the previously exported Budget File IF Unable to locate the.dat file that was sent to (aka.dat file), the one that was sent to the your accountants. accountants. Go to SACS2016ALL Budget Software Open the SACS2016 Budget Software Go to Setup Go to File Preferences LEA Preferences Tab should have your district listed as the LEA. If it does not make sure to select your district. Select the correct Budget reporting period, example: Budget, July 1 Select Export Create a new official.dat file Choice of Official or Other Remember to note the folder where the.dat file is exported to. Click the Export Box Save/Close Go to File, Select Import Close the SACS2016 Budget Software Click on the Official Import Option Open the SACS2016ALL Software Select Setup from the Main Menu options Click on the Other for the import designation if your file is not an Official export. Go to Setup Preferences LEA Preferences Tab should have your district listed as the LEA. If it does not make sure to select your district. Interim Reporting Page 9

10 CONTINUE METHOD 1 Click on the Browse button to locate the budget period Data file that was officially exported from the SACS2016 Software CONTINUE METHOD 2 Select the correct Budget reporting period, example: Budget, July 1 Click on the Import Button (left bottom) Save/Close Go to File, Select Import Click on the Official Import Option Cli ck on the Other for the import designation if your file is not an Official export. Click on the Browse button to locate the budget period Data file that was officially exported from the SACS2016 Software Click on the Import Button (left bottom) 2. To view the Budget period data, keep the LEA Preferences set to the budget reporting period. If changes are needed to the budget Criteria and Standards and other budget forms it is recommended that you make those changes. Make the changes in the budget period of the SACS2016ALL software. It is not necessary to go back to the SACS2016 Budget Software, at this point make all corrections in the SACS2016ALL Budget Software. 3. Once you change Preferences in the SACS2016ALL Software to the 1 st Interim reporting period and have opened and saved any required Interim Forms, opened the Interim Criteria and Standards Review Form the applicable data from the budget period will automatically extract into any forms/sections that pull data from the budget period. 4. Budget period data WILL NOT extract into the Unaudited Actuals reporting period. Interim Reporting Page 10

11 Section 1.d.1 - Extract/Download Interim Data from Escape The SACS extraction path for Escape is as follows: 1. Go to Finance - Reports Fiscal- Fiscal 51 (SACS Extract) 2. Section 2- User Options Fiscal Yr. = 2017 {2016/2017} (Is default) 3. Skip Section 3- Original Budget Reporting Period 4. Section 4- Interim Budget Reporting Period select- Reporting Period = Above example is for 1 st Interim, but you have the following options depending upon the actual Interim Reporting Period Interim Reporting Page 11

12 Beginning Fund Balance from Adopted (column IO)? = Y (Yes-Use Adopted Budget amounts ) Board Approved Operating Budget = 10/31/16 Projected Year Totals Date = Leave Blank to default to current information This is as of transaction date for journal entries affecting revised budget accounts. ***Leave all other report sections as they are*** Click on Go/Export icon at the top Escape menu bar -Select the Excel Data option The report will appear on your screen: (usually behind your open Escape session) 5. From the File tab in Excel, select Save As- a. Save As: Save the file anywhere on your computer (recommend to your desktop)- The saving default is to a temp folder so be sure to note/remember where you save it. b. File Name: Name the file The file name should be meaningful to you. c. Save As Type: Formatted Text (Space delimited) (*.prn) Interim Reporting Page 12

13 6. Save your file. The file will save as a.prn file that the SACS software can import Remember that as you save this file the Excel program will let you know some of the features will not be the same as your original file, save the file anyway. Interim Reporting Page 13

14 Section 1.d.2 - Import Escape Data to SACS2016ALL 1. Open SAC2016ALL Software 2. Go to File; Select Import 3. Browse for the location and file name of your saved Escape 1 st Interim file. 4. Double click on the file and select Import. Interim Reporting Page 14

15 5. Click Close and Go to Technical Review If you have errors here you will need to correct them in Escape and then perform the Extract/Download and Import process again. Preparation here will save you time later on during the completion of the Interim forms. Interim Reporting Page 15

16 Part 2 - Reference Information Section 2.a - State Software User Guide Key Reference Pages After you have downloaded SACS2016ALL the Software User Guide can be found in your ( C) Drive in Calendars and Manuals folder. From the SACS Manual Table of Contents use Ctrl +F to find key words, when highlighted use Ctrl + Click on mouse to bring to page in manual. These are key items to have ready to help make the process easier to complete. 1.Budget Narrative Template 6. Multiyear Projection/Other Funds Form MYPI0 Software User Guide, page Average Daily Attendance - Form Al Software User Guide, page Cashflow Worksheet Form CASH Software User Guide, page Certification Page Form CI Software User Guide, page Criteria and Standards Form 01CSI Software User Guide, page Long Term Commitments Audit Report Software User Guide, page Charter School Financial Reports Software User Guide, page Multiyear Projection Form MYPI Software User Guide, page 141 Interim Period Form Dependencies Dependent Forms Dependent on (save these forms in this order) Forms Funds (GL) 01I 01 CASH 01, 62 MYPI 01I, AI MYPIO All applicable funds except 01 01CSI 01I, AI, CASH, MYPI All applicable funds CI 01CSI SEMAI 01, 09, 62 To avoid a cyclical CHK-DEPENDENCY Exception, the forms should be opened and saved in the order listed above in the "Dependent Forms" column. Interim Reporting Page 16

17 Section 2.b.1 - Clean up Prior Year Accounts Receivables (A/R) Begin Reviewing Prior Year AR/Payables and clear out as many as possible prior to October 31. Run the Receivables/Liabilities Activity Report (Ledger02) Go to Finance Reports Ledger Ledger02 Receivables/Liabilities Activity Section 2 User Options Closing Year 2016 {2015/2016} A/R or A/P From drop down select one or both Cleared Items NO to limit items that have not cleared Unposted JE? YES to include journals that are not posted After review of the report you may need to reverse the system created AR or Prior Year Accounts Payable journals. The following is the standard process to cancel or manually complete any AR s or Prior Year Payables needing attention. AR Clearing 9229 Accounts Receivable (Current Year) 9210 Accounts Receivable (Prior Year) The year-end closing Asset/Liability Roll moves the entire balance from 9229 object code and creates the beginning balance for 9210 object code in the new fiscal year. Interim Reporting Page 17

18 Clear AR Procedures 1. When an AR Invoice was setup and not received (Manually Complete) Go to Finance AR - Invoices a. Blank out the Fiscal Year field on search screen b. Enter the AR needing to be closed (Do Not Reopen the AR from the Task menu) c. Make no changes to the Accounts tab d. From the Task menu, select Manually Complete e. A system journal will be created in the new fiscal year that will relieve 9210 and debit 8XXX side for the amount that was not received Journal System Required for 9290 amounts (Due from Government) Manual A/R journals created during year-end will need to be reversed manually in fiscal year once the accrued dollars have been received or have been determined they will not be received. Go To Finance Fiscal Journal Entries Select New Enter Comment Click NEW in Items Section to adjust necessary accounts that need to be reversed Go to TASK to Submit or Approval Override Don t forget Escape How-To or Tutorial Tools if you need assistance or send an to helpdesk@scoe.org. Interim Reporting Page 18

19 Section 2.b.2 - Clean up Prior Year Accounts Payables (A/P) AP Clearing 9529 Accounts Payable Setup (Current Year) 9510 Accounts Payable (Prior Year) The year-end closing Asset/Liability Roll moves the entire balance from 9529 object code and creates the beginning balance for 9510 object code in the new fiscal year. Clear AP Procedures 1. When a Payable (Prior Year Liability) was setup and not paid against Go to Finance Requisitions Vendor Requisitions a. Blank out the Fiscal Year field on search screen b. Enter the vendor requisition needing to be closed (DO NOT Reopen the Payable from the Task menu) c. Make no alterations to the Accounts tab d. From the Task menu, select Manually Complete or Cancel if the requisition has not been paid against e. A journal will be created in the new fiscal year that will relieve the 9510 object and credit the expense side paid by the amount either over or under the established amounts. Journal System Manual A/P journals created during year-end will need to be reversed manually in fiscal year once the accrued dollars have been received or have been determined they will not be received. Go To Finance Fiscal Journal Entries Same as clearing Manual A/R Journals Interim Reporting Page 19

20 Section 2.b.3 - Invalid/Expired Accounts with Dollars As part of your cleanup process, you may have expired accounts that have dollars attached. This could have occurred as part of the resource change or the normal movement from one year s accounts to the next. Another example of this might be management code ZERR which is not valid per SACS but will occasionally contain mapping error dollars. We know from a payroll report that we have mapping errors and need to clean them up. The Fiscal 50 report should be reviewed for any accounts that have associated dollars. **If you have errors on this report you will have errors on you SACS TRC report** Go to: Finance Reports - Fiscal - Fiscal 50 -Select the Fiscal 50 SACS Components Validation Errors Report -Run the reports with the defaults on the screen For this reporting period concentrate on the errors that show dollars attached as shown below. You will want to journal the dollars to the correct account prior to beginning the interim process to be sure your fund statements are as correct as possible. Interim Reporting Page 20

21 Run PAY09 Labor Distribution Summary Go to HR/Payroll-Reports-Payroll-PAY09 Section 3 Account Selection Management field = ZERR This report will allow you to see employee activity to help determine where to journal the expense. NOTE: If ZERR is because an invalid account on position, update account in position. Can not journal the encumbrance, it will correct itself when Payroll is processed. To Find Expired Accounts with dollars attached Go to Finance Setup - Chart of Accounts Accounts Section 2 Other Include Expired field to YES Review if expired accounts have dollars attached Need to journal expense or unexpired the account Or use TASK to Clear the Expiration Date. Be careful because this will expire the list of accounts in the selection, may want to narrow search. Interim Reporting Page 21

22 Section 2.b.4 - Restricted/Unrestricted Account Code Verification The Fiscal 13 can be run for Restricted and Unrestricted accounts as verification of your SACS statements. If the reports do not match, check for account strings that have defaulted to Restricted that should not be. NOTE: For all components, except for Resource the restricted flag should always be NO. Go to: Finance Setup Chart of Accounts Account Components Enter the Component = Management Select Go This situation occurs when you add a new component and do not change the Restricted field before you save the entry. It is very easy to miss that you need to change the flag because this is not a required field. Go to: Finance Setup Chart of Accounts Accounts Components Enter the Component (Management, in our example above) Enter the Component Value that needs to be changed Select Go Once the screen appears change the Restricted field from Yes to No. Close/Save Once you change the component to Unrestricted any account code strings that were created while the component was considered Restricted will automatically now become Unrestricted. Interim Reporting Page 22

23 Section 2.C - Ways to Update the Budget in Escape Budget Update Processes The last thing to review/clean up prior to beginning the Interim process is your budget. You are looking to present the most up to date financial position of your district on October 31, At this time we will be referring to those items you would normally be updating prior to the end of the Interim period. Below is a recap of the three activities within Escape that can be used to update your budget prior to Interims or at any time you would need to make a significant amount of entries to your budget. Section 2.c.1 - Budget Transfer Method This is the typical way that Budget Revisions are posted throughout the fiscal year Go to Finance Budget Budget Transfers Click New Enter Comment In Items section Click New to add account information In the Change column to increase or decrease accounts that need to be revised TASK to Submit or Approval Override if you have permissions Section 2.c.2 - Budget Model Revision Method Interim Reporting Page 23

24 Start by updating position control with any new positions, assignments and/or FTE in your FY17 Escape system. Go to: HR/Payroll Employment - Employee Management Be sure to initiate pay for all pay periods, all employees within FY17 Escape Go to: HR/Payroll Processes Initiate Payroll Requests In Budget Management create a new FY17 model Go To: Finance Budget Budget Management The system will automatically know this model will be a budget revision or transfer and not an original budget model. Populate the model with the new position control data and or any other accounts you would like to update - Go to TASK and select Perform Change - Enter Comment Example: Load Salaries - In the Type field use the drop down to select from various transactions to Load into the Model - Click GO to Load - Click YES to continue - Repeat for each type that is needed in Model - Once you have all transactions complete Close Model Interim Reporting Page 24

25 Budget Entry Activity for Budget Model Revision Method, this allows you to make manual changes to accounts that were loaded into the new model. Go to Finance Budget Budget Entry Click GO or use the search criteria to narrow search for accounts that need to be modified Click Open to modify the Budget Amount Click New to Add to Budget Amount Small Save/Close Big Save/Close Don t forget to POST your model once you have made all your modifications with 10/31/2016 Date! Click on TASK to select Post This Model 10/31/2016 Interim Reporting Page 25

26 Section 2.c.3 - Spread Sheet Budget Revision Method This method is good for times when you have already created a spreadsheet for budget changes. Unlike the Budget Management method, the spreadsheet method does not do any math for you nor does it post the journal automatically. Here are the criteria needed to format an Excel Spread Sheet to import into the Budget Import Process in Escape. NO HEADER Column A Org Id field: Numeric and four characters (0097 in example below) Column B Fiscal Year 2017 Column C Journal Type = budrev (Numeric, 8 characters) Column D Department Id (Numeric, 8 characters) In most cases it is Business Column E - No entry for this field (numeric, 12 characters) Column F Transaction Date formatted as 10/31/2016 and requires the / s Column G - Full account string with dashes (up to 60 characters) Column H Debit field (Decrease Budget) Column I Credit field (Increase Budget) are the numeric fields you are using for changing your budget. Each field must have an entry (debit/credit/zero) May include decimals but not commas Column J - Description if you require a different description per line Otherwise the system takes the comment from the import screen. Save the file as both and Excel file and a.csv file. The import process requires the.csv format but if changes are needed then modify at the Excel level and then resave as the.csv file. Keep your naming convention simple and remember where you save files You can see that the.csv file below has been modified and no longer actually looks like the Excel file we actually saved. Interim Reporting Page 26

27 Once the file is saved, go to the journal import activity. Go To Finance Processes Journal Import Click in File to Import field to get the.cvs file Enter a Comment Click Go Review the import before going to the next step. Click on TASK to Create Journal Entry To POST the Journal Entry Import: Once the journal is created, review before posting. In an account lookup you can see the new balance for account. This amount can be manually changed if needed. Go to TASK to Submit or Approval Override if permitted Note: The use of the Journal Import Process created an entry based exactly on the spreadsheet you created. The system did not do any math or change your entry. Interim Reporting Page 27

28 Section 2.d - Known Printing Issues Problem: Known Printing Issues Relating to Windows 7 After the Standardized Account Code Structure (SACS) software was modified to mitigate the worst of its incompatibilities with Windows 7, many software testers encountered a remaining printing problem where a fund form, supplemental form, or report is sent to the printer, and the SACS software print status window freezes. (This is not an issue when printing the Technical Review Checklist (TRC), the import log, or from the User Data Input/Review screen.) Workaround: Anticipating this problem for all Windows 7 users, the California Department of Education's (CDE s) workaround is to print first to Microsoft XPS Document Writer or Adobe PDF, then send the document to the printer. Possible Fix: After extensive testing within CDE s test environment, we are able to send forms and reports directly to printers by using the following print drivers (which are specific to our model printers), and by changing a particular printer setting specifically for Hewlett-Packard (HP) printers. CDE does not advocate the purchase or use of any specific printer brand or model and provides this information only as a basis for LEAs to test with different print drivers and/or settings if desired. For Samsung printers: Samsung Universal Print Driver 2 PS For HP printers: HP Universal Printing printer command language (PCL) 6 print driver Additional printer settings required for some HP printers: o Notes:! For some users, these printer settings must be changed outside of the SACS Software (e.g., changed through the Control Panel) or else the printer settings are lost each time the SACS Software is closed.! Some users need to reset these printer settings each time they install the SACS software.! Some users need to intermittently change these printer settings within the SACS o software (i.e., changed through the print prompt) as well. Specific steps CDE uses for HP printer settings:! Open SACS software form! File menu, Print option! Properties [button]! Effects [tab]! Click on the radial button Print Document on:! Then it should default to "Letter" right underneath it.! It should also add a checkmark next to "Scale to Fit"! Click Apply! Then OK to print Problem: Run-time Error 429 Periodically, the required Microsoft Data Access Components (MDAC) file is not properly installed, causing a run-time error 429 upon opening the SACS software. Fix: Be sure all other applications are closed, then download this MDAC file: mdactyp (EXE; 7MB). Once downloaded, double-click on the file to begin installation (be sure to read the prompts thoroughly). When the installation is completed, the SACS software should open properly. Questions: Financial Accountability & Information Services sacsinfo@cde.ca.gov Interim Reporting Page 28