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USAS Fiscal Year-End Procedure

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									USAS FY08 YEAR-END CLOSEOUT PROCEDURES The following checklist outlines the steps to be followed when closing out USAS for the month, quarter and fiscal year-end. I. PRE-CLOSING PROCEDURES These procedures can be completed any time prior to starting the fiscal year end closing. 1. Run the VALACT program to insure that no invalid accounts exist in your account master file. If invalid accounts exist, they should be eliminated via the ACTCHG or FNDCHG program by changing them to valid account codes. 2. Run USAS/EMISFCAT (type USAS, then type EMISFCAT) to verify EMIS fund category. If you need to make any changes, run ACTSCN, update EMIS Fund Category on the cash record on the second screen. 3. Type EMIS at the SWOCA prompt, select the Live database. Note: you may need to select period N if the EMIS year end data has been archived. Your EMIS Coordinator can let you know which database you need. Next, select EMIS_MNT, select EMSGCN, select EMSMDR, check the “Central Office Square Feet” information. Press the F8 key to exit then select EMSMBP to view “Percent Bussing”, Percent Lunch room, and Square Footage. 4. Create Sample EFM reports. Type EMIS at the SWOCA prompt Select LIVE database Select EMIS_ODE Select EFM_LOCAL Enter U for the question "Report EMIS or USAS data" Press PF1 (Num Lock) key to process 5. Print and review the resulting reports. If any corrections or account changes are necessary, these changes can be completed now before closing out the fiscal year. Report name: EFMINCR.TXT EFMEXCD.TXT EFMEXCS.TXT EFMRP1.TXT EFMRP2.TXT EFMRP3.TXT NOTE: The ADM figures may still be estimates at this point, depending upon how soon ODE makes actual June ADM figures available. Ensure building expenditures report (EFMRP1) looks reasonable. To see EFM Handbook, access http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?Page=3&TopicRelationID=1214&ContentID=27696&C ontent=27696 6. All requisitions prior to 6/30/08 will be deleted unless the “TYPE” field is defined to identify the requisition as a template in REQSCN. To keep a requisition from being deleted, at the SWOCA prompt type USASCN, select REQSCN. Find the requisition you do not want deleted and modify it with a one or two character type. A “T” (for template) is most often used. 7. Run OPULST report to verify OPU. View the entity type. Make sure the expenditures for pupils distribute to other OPU buildings. If not, run ACTCHG to change the accounts. If you need to make any changes, run OPUEDT. Any OPU number not assigned to a school building or the central office will be prorated district wide (OPU = 000). It is not recommend to have a Central Office flag for a district wide OPU = 000. Run ACTCHG to change the OPU if needed. Your district should have a separate OPU for Central Office. 8. If you planned to use the APPROP program to enter your proposed budgets and revenue estimates, this must be completed before running ADJUST to close the fiscal year. Otherwise, you can use the APPROP/IABMASS or APPROP/ABMNT programs once you have closed the fiscal year. There is a new feature in APPROP, called NYPLOAD (prior to fiscal year closeout) or IABLOAD (after fiscal year closeout), that will allow you to load the next year proposed from an excel file.

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9. Set the "Track accounts payable" flag to "Y". Type USASDAT at the SWOCA prompt, select USACON, on the second screen, enter Y for "Track accounts payable". 10. Optional: Pre-run 4502 report to check for errors. At the SWOCA prompt, type RUN OECN$BUD:4502 and press Enter (process options 1-11 and view the reports). II. MONTH-END CLOSING 1. Enter all transactions for the current month 2. If your checks are not automatically reconciled, run the RCNCLE program and reconcile the checks that have cleared the bank. 3. Reconcile USAS records with your bank(s) (CHEKPY – all options). 4. Run RECLED (all options). 5. Examine the MTD, YTD, and FYTD Expenditure lines on the BALCHK report. The dollar amounts for cash, budget, and appropriation accounts should be identical for each line on the report. 6. Examine the MTD, YTD, and FYTD Revenue lines on BALCHK report. The dollar amounts for cash and revenue accounts should be identical for each line on the report. 7. Compare Current Encumbered totals from the BALCHK and PODETL reports. The outstanding encumbrances should be identical. Make sure you have no dates on the PODETL report. If the outstanding encumbrance totals do not match, execute the program FIXENC to correct and regenerate BALCHK and compare totals. If they still do not agree, open a helpdesk ticket to FAS for assistance. 8. Run USAS/FINSUMM, selecting Y to Generate FINDET for comparison option. This will cause the FINDET report to be generated with identical selection criteria as the FINSUMM and will determine if it balances with FINSUMM. 9. Check the grand totals on the FINSUMM.TXT and FINDET.TXT. They should match. 10. Check total receipts on REVSUM.TXT with the FINDET.TXT 11. Check total expenditures on the BUDSUM.TXT with the FINDET.TXT 12. Optional: Run the SM12 program. Choose the calculate option and provide the program with the information requested. Upon completion generate a report if desired. This step may be skipped if you are not tracking the SM2 figures. 13. Generate Cash Reconciliation using the programs: CSHREC, FINSUMM, PODETL (Outstanding PO's), and BALCHK reports. 14. Generate all needed month-end reports. The following is a listing of the MINIMUM report listings recommended for retention on a monthly basis for USAS users. PODETL - Purchase Order Detail Report for Outstanding Purchase Orders FINSUMM and FINDET reports RECLED Reports-All Funds, All Options Detailed Check Register for the Month (USARPT/CHEKPY) NOTE: If you planned to use the SETBAL program to balance your budgets and revenue estimates, this must be completed prior to running the BUDSUM next. USARPT/BUDSUM (Budget Summary-All Funds) USARPT/APPSUM (Appropriation Summary-All Funds)

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USARPT/REVSUM (Revenue Summary-All Funds)

III. FISCAL YEAR-END CLOSING 1. Run USACERT/AMDCERT to generate the Amended Certificate report for the end of the current Fiscal Year. You may also run UASCERT/APPRES to generate an Appropriation Resolution. 2. To use the Web-GAAP system for GASB 34 reporting, you may run GAAP_EXP option of USAEXP at this time or you can run this GAAP_EXP in HISTORY later. 3. Generate all fiscal year-end reports. Keep in mind that you should generate any additional reports required for GAAP that may be necessary. 4. Instruct ALL users in the district who have access to the budgetary or payroll files to log off. 5. Run the BACBUD program. This program will complete the following tasks: a. b. c. d. e. backs up your current budgetary files to a separate history directory. generates FISCWEB reports processes ADJUST for month ending June processes ADJUST for fiscal year end. runs USPURG to purge old records (prior to 06/30/2007)

This completes all necessary steps to close USAS for the fiscal year. You may start processing transactions for the new fiscal year. 6. Run the VENHIRE program and reset the “R” (reported) flag to “Y” (to be reported). At the SWOCA prompt, type VENHIRE and select option #2 - VHRESET - VENHIRE Reset Option, enter the date of the fiscal year end and the program will reset the VENHIRE flag back to a "Y" so you can report them again the next year. 7. Run the APPROP program to enter permanent budget amounts if APPROP was not run prior to BACBUD. 8. After closing out for fiscal year 2008, each district should enter a fund type in CASHSCN for any 007 cash accounts and for any other funds for which you wish to use a fund type other than the default. This should be done prior to running your "Certificate" report for 2008 to ensure that the funds are classified correctly on this report. IV. COMPLETE 4502 1. Type 4502 at the SWOCA prompt, select FY2008 2. Remember that you must complete each option (1-9) of the 4502 program even if you have no data for that particular section. If you have no data to add or change just enter and exit each option. 3. Execute option 10 of the 4502 program to calculate the schedules, statements and exhibits for the report. If any error messages appear, follow the instructions supplied by the program for making corrections. 4. Execute option 11 of the 4502 program and print the resulting report. Examine the report closely for error and omissions. If you find errors, go back and correct them and then process all intermediate steps again until back to this point in the procedure. This option creates the un-rounded version of the 4502 report (4502.TXT), and it is recommended that you print at least two copies of the final report. Option 11 also generates a summary condensed report (4502SC.TXT). 5. After any errors found in the report have been corrected and an error free copy of the report has been generated, execute option 12. This option prompts to determine if you want a summary report of Exhibits 4 and 5, and also if you need a budget vs. actual report. The summary of exhibits 4 and 5 is used by auditors so you will definitely want to create this report (4502SR.TXT). The budget vs. actual report should be printed if you are on GAAP. This report is quite lengthy and not required for non-GAAP users. Execute option 13 of the 4502 and print the report (4502S.TXT) as needed. This option produces Statement S and is an optional report.

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Execute option 15 of the 4502 and print the report (4502TAP.TXT) as needed. This option produces the rounded version of the report. It is recommended that you print at least two copies of the rounded report, as you will likely be asked for work copies of these reports when you are audited. Option 15 also generates a summary condensed report 4502TSC.TXT).

8. If you are satisfied with the accuracy of the reports, run the USAEMS from the 4502 program for EMIS reporting of financial data. NOTE: At this point, you may want to stop and wait for an email from FAS letting you know that there are no errors in your 4502 before proceeding to step 9 or before generating the EFM reports as shown in section V below. 9. Run the USAS Auditor Extraction program, USASAUD. Answer 'Y' to the question 'Send data to AOS now'. This program will take information from the Account Master, Vendor, Check, and Receipt files, and create 3 files; ACCTAUD.SEQ, VENDAUD.SEQ, and TRANAUD.SEQ. Do not attempt to print these files. The TRANAUD.SEQ file along with the 4502 exhibits 2 and 3 will be sent via email to the State Auditor's Office where it may be used for help in the auditing process. Reports of this data will also be created called ACCTAUD.TXT, VENDAUD.TXT, and TRANAUD.TXT. These reports will detail the exact information that the auditor's office is receiving in the above files. They may be printed and kept on file if desired. V. CREATE EFM REPORTS AFTER 4502 IS DONE Type EMIS at the SWOCA prompt Select H database Select EMIS_ODE Select EFM_LOCAL Enter E for the question "Report EMIS or USAS data" Press PF1 (Num Lock) key to process

VI. WEBGAAP If you did not run GAAP_EXP before BACBUD, you can type HISTORY at the SWOCA prompt, select the fiscal year 08, type USAS/USAEXP/GAAP_EXP option to create the file for GAAP reporting. This file can be uploaded into WEBGAAP or emailed to the person responsible for uploading. VII. EMIS SIGN OFF EMIS Accountability Sign Off Form Go to the ODE EMIS website: http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?page=3&TopicRelationID=367&ContentID=11050&Co ntent=28501

Y: USAS: FY08 Year End Closeout Procedures Rev. 04/2008

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