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NEO net Presented By: Fiscal Team

NEO net Presented By: Fiscal Team. USAS FYE19 Closing Procedures. NEO net Presented By: Fiscal Team. Pre-Closing Procedures. District/Building Financial Data.

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NEO net Presented By: Fiscal Team

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  1. NEOnetPresented By: Fiscal Team USAS FYE19 Closing Procedures

  2. NEOnetPresented By: Fiscal Team Pre-Closing Procedures

  3. District/Building Financial Data • The District Financial General Information and Building Financial information must be entered through USAEMSDB. This data will be reported under the Financial Reporting Period H for FY19.

  4. USAEMSDB - DSTMNT • Central Office Square Footage and ITC IRN are found in the USAEMSDB > DSTMNT

  5. USAEMSDB - BLDMNT 111111 46,280 10.04 9.27 111112 56,600 11.66 12.56 111113 69,535 12.50 11.27 111114 218,770 30.36 30.19 111115 100,610 24.79 22.34 111116 67,360 10.65 14.37 • The transportation and lunchroom percentages and correct square footage fields are found on the USAEMSDB > BLDMNT • The percentage for Transportation and Lunchroom each have to total 100% or less. NOT over 100%

  6. USAEMSDB - BLDRPT • A report can be generated for the transportation, lunchroom percentages and building square footage under USAEMSDB > BLDRPT

  7. VALACT • Should be run to check for any invalid accounts that may need to be fixed prior to FYE closing. • This program creates a report of invalid accounts with an explanation as to why the accounts are considered invalid • WARNINGmessages will not cause any problems when trying to run year-end programs likes USAEMSEDT or USAEMS • FATAL message will prevent the USAEMS sequential file from being created • Possible VALACT message are on the next several slides

  8. VALACT Choosing “Y” to exclude accounts with all $0 amounts may significantly reduce the number of warnings on your report • Accounts were all dollar amount fields are $0 will have their errors listed as warnings. If any amount filed is non-zero, then the errors will be listed as fatal. • All accounts will be validated, regardless of their active/inactive status or any start/stop dates, since inactive accounts may still have relevant amounts associated with them.

  9. VALACT- Messages • For certain function/object code pairings, a 000 OPU was not allowed. A warning is issued if the IRN related to the OPU is the district IRN • These FUNC/OBJ code pairings have been in Section 6.3 of the EMIS Guide for years but since ODE is validating them in the data collector, the same validations were implemented in USAS and appeared on VALACT as warnings. • Also, these OPUs warnings will only be generated for traditional districts that have more than 1 building represented in their OPU master file. The OPU warnings will not be generated for ESC's, Career Centers, Community Schools or any other entities that are not either a City, Local, or Exempted Village district type. “Warning ODE requires OPU to be entered for this FUNC/OBJ per EMIS Guide”

  10. Example Chapter 6.3 41xx/8x0 must have OPU defined EMIS guide states 41xx function with OPU 8xx must have OPU defined (meaning OPU must be tied to building IRN#). In OPUEDT 400 is tied to district IRN. Leave as is and it will prorate expenses, otherwise if ART club expenses are tied to high school, ACTCHG the OPU to 200 so expenses will be tied to HS building IRN# VALACT warning: 02 200 4111 891 9001 000000 400 00 000 Warning: ODE requires OPU to be entered for this func/obj per EMIS Guide. ART CLUB - EXPENSES Entity OPU Description IRN Type 001SAMPLEVILLE - DISTRICT WIDE 011111 100SAMPLEVILLE ELEM/MIDDLE SCHOOL 022222 200SAMPLEVILLE HIGH SCHOOL 033333 300SAMPLEVILLE CENTRAL OFFICE 011111 C 400EXTRA CURRICULARS 011111

  11. EMIS Fund Categories • VALACT • Lists errors for invalid fund categories • Lists warnings for funds that should have an EMIS category but don’t • EMISFCAT report • List all funds and associated fund category • Enter * if no appropriate code exists within ACTSCN • Current ODE EMIS Manual – Section 6.2 Cash Record (QC)

  12. EMIS Fund Categories

  13. Operational Units • Check Operational Units • 000 – OPU must be reporting district IRN; this is the district-wide OPU and should not be used to identify a specific building • Check IRN and Entity Type • Use USASWeb/Operational Units to query all the OPUs; and make modifications if needed

  14. Appropriations • Next Year estimated budgets and revenues may be entered into the Next Year Proposed fields through APPROP prior to running FYE ADJUST Note: Alternatively your can also use the following after closing FYE: IABMASS, IABMNT, or IABLOAD (also part of the APPROP)

  15. Appropriations • NYPINI…clears out anything currently in the next year proposed fields • NYPMASS…allows ranges of accounts to be mass updated based on the calculation method chosen • NYPMNT…enter next year proposed amounts individually • NYPLOAD…upload next year proposed amounts via a spreadsheet file

  16. NEOnetPresented By: Fiscal Team Month-End Closing

  17. Month-End Closing • Follow your districts normal process of closing out for the month • After all transactions have been entered, reconcile USAS with the bank • BALCHK totals should be in balance • Ensure all underlying accounts are in balance with the associated cash account • Current encumbered from BALCHK should balance with PODETL • Cash Reconciliation from USAEMSEDT should balance with FINSUMM

  18. Month-End Closing • FINSUMM needs to balance with FINDET • Figures are coming from 2 completely different area • FINSUMM pulls amounts from the account file • FINDET pulls amounts from the detailed transaction files • If the 2 do not balance, means something did not get completely updated during processing • Run SM2 CALC option if tracking SM2 figures • Review report for accuracy • Optional – also run automatically as part of ADJUST

  19. Month-End Closing • Generate any month-end reports desired • Minimum reports recommended are: • BUDSUM, APPSUM, and REVSUM • PODETL • FINSUMM & FINDET • RECLED • Detailed CHEKPY • Cash Reconciliation (USAEMSEDT)

  20. NEOnetPresented By: Fiscal Team Fiscal Year-End Closing

  21. Fiscal Year-End Closing • Complete the rest of USAEMSEDT options • Each option MUST at least be entered an exited even if there is nothing to enter • Each data entry option has the ability to generate a report • Can be very useful to generate the report to see what has been carried over from prior year for each option

  22. USAEMSEDT Processing Option 1 – Cash Reconciliation • Enter all Bank and ending balances • Enter any deposits in transit • Enter outstanding checks • Enter any adjusting entries • List investments • Bonds & notes • CD’s • Securities • Other investments • List cash on hand (ex: petty cash) • Output file = CSHREC.TXT

  23. USAEMSEDT Processing Option 1 – Cash Reconciliation • Figures entered must balance with the Current Fund Balances as reported on the FINSUMM • Not in balance if the following is displayed when exiting option 1 • USAEMS will generate error if not in balance Total entered in option Total on the account file

  24. USAEMSEDT Processing Option 2 – Summary Federal Assistance Programs • FEDSUM.TXT • Federal Assistance Summary • Asks the following information: • Source Document – FINSUMM for federal funds only, plus any other federal assistance received

  25. USAEMSEDT Processing Option 3 – Detail Federal Assistance Programs • Contains an initialization option • Deletes prior year information for 5xx funds • Creates new records based on current year figures found on the account file for 5xx funds • CFDA # for each record created will need to be entered • Records for any funds other than 5xx will also need to be manually entered or updated

  26. USAEMSEDT Processing Option 3 – Detail Federal Assistance Programs • FEDDET.TXT • Contains an Report • Run the “R” report • Generates a report detailing what was entered last year • “C” Change Records • “A” Add Records • “D” Delete Records

  27. USAEMSEDT Processing Option 3 – Detail Federal Assistance Programs • Source Documents • ODE Website summary report of amount of Federal Contributions received from ODE • CFDA #’s are listed on the printout from the ODE Website and are in AOS Manual

  28. USAEMSEDT Processing Option 4 – Civil Proceedings • CVLPRC.TXT • Enter data for any law suits during reporting period

  29. Financial Data Reporting • Data is to be reported to ODE via EMIS-R • Reporting period H • Data types consist of: • Cash, Budget, and Revenue accounts • Operational Unit Codes • Data entered in USAEMSEDT • Data entered in USAEMSDB • Capital Assets

  30. USAEMS • Extracts data from the USAEMSEDT and USAEMSDB programs and stores it in a flat-file layout that can be loaded into EMIS-R • Will verify that all necessary funds are coded with a valid EMIS Fund Category • Checks all USAESMEDT options have been completed • Checks that Cash Reconciliation balances • FATAL if Federal Assistance Detail record does not contain CFDA numbers • FATAL if Federal Assistance Summary records FY is not current FY • Creates two output files: • USAEMS_EMSIR.SEQ (partial output file) • USAEMS.SEQ (full output file)

  31. USAEMS USAEMS_EMISR.SEQ • Partial output file that includes: • Cash Reconciliation • Federal Assistance Summary and Detail • Civil Proceedings • District and Building Profile Information • Will exclude the account and operational unit records • Will need to be uploaded to the Data Collector • USAS SIF Agent pulls the following from LIVE USAS data: • Cash, Expenditure, Revenue Accounts • Account data will be pulled either from the current year data or from account history data depending on the timing of when the EMIS-R data collection is run. • Operational Units

  32. USAEMS USAEMS.SEQ • Will contain all record types needed for the EMIS-R reporting (other than capital assets) • Districts should not be uploading USAEMS.SEQ file.  Instead, they should be uploading the partial file (USAEMS_EMISR.SEQ).  Then when collecting the data, they will  select the “financial” data source along with the USAS SIF Agent.

  33. USASAUD • Run the USAS Auditor Extraction Program • Extracts information from the account, vendor, check, and receipt data files for auditing purposes • Creates ACCTAUD.SEQ, VENDAUD.SEQ, and TRANAUD.SEQ files • Also creates FINSUMM report by fund • Answer “Y” to “Send data to AOS now” it will send the above files electronically to AOS via email • Also creates ACCTAUD, VENAUD, TRANAUD text files • Details information sent to AOS via the sequential files

  34. USASAUD

  35. Fiscal Year-End Closing Reports • Generate any FYE Reports desired • May be generated via PRIOR_YRSafter the fact • PREV_FISCL • PREV_MONTH

  36. Fiscal Year-End Closing • BACK_MONTH as with any month end • For those of you that want to keep May totals in the PREV_MONTH directory skip this step. • BACK_FISCAL and wait for reply from NEOnet before any ADJUST options are run. • This will not be added to the menu options until the 1st district is ready to close the year. Please contact NEOnet if it is not on the menu.

  37. Fiscal Year-End Closing ADJUST • Run ADJUST selecting Month-End option • Run ADJUST selecting Year-End and Fiscal options • You are now ready to begin processing for July

  38. Fiscal Year-End ADJUST Accounts • Amounts moved to USAHIST file • Current fund balance moved to July 1st Cash Balance • Future Year Encumbered added to Future Encumbered Amount then cleared • Future Year Requisitioned added to Requisitioned Amount then cleared • Next Year Proposed moved to Initial Budget/Revenue and then cleared • Current Encumbrances moved to Carryover Encumbrances • Calculated fields recalculated • GAAP Original fields set to new expendable/receivable

  39. Fiscal Year-End ADJUST Vendors USASDAT > USASCON Current Fiscal Year updated SM2/ ADJUST monthly access flags cleared • Fiscal-to-date amount cleared

  40. NEOnetPresented By: Fiscal Team Post-Closing Procedures

  41. EMIS-R Financial Reporting Special Notes: • Districts should NOT upload both USAEMS*.SEQ files, it is one or the other depending on if the USAS SIF Agent is used. • There is an EMIS Reporting Year flag in the USASDAT > USASCON that tells the SIF if it should pull account information from the current year data or from account history data depending on the timing of when the EMIS-R data collection is run.

  42. Period H • ODE a draft schedule posted online • When? • Financial Reporting Period 19H 6/1/2019 - 8/31/2019 • Financial Supplemental period 19H 9/1/2019 - 9/30/2019

  43. EMIS-R Period H • The financial data submission process will be done through EMIS-R. NEOnet will continue to submit for our customers as long as ODE permits it. If an authorized person in the district (EMIS Coordinator, Treasurer, etc.) would like to upload the flat file, run the data collection process, and submit the data to ODE they are welcome to do so. • Must be sent to ODE before period 19H closes

  44. EMIS-R Financials (1st manifest) • First manifest for 19H • District can report all of the H elements including Capital Assets if they are ready • The minimum they are required to report are account transactions, expenditures, revenues, cash, OPUs, and the DN record

  45. EMIS-R Capital Assets • Compile your capital assets information • EIS Districts • Follow the “EIS Closing Procedures” handout through at least step 3 – running EISEMS and uploading the EISEMS.SEQ file into EMIS-R • Non-EIS Districts • Enter your capital asset information into EMISFFE • Export the data from EMISFFE and upload into EMIS-R • Must be to ODE before period 19H closes

  46. EMIS-R Financials Supplemental (2nd manifest) • Second manifest for 19H • Districts can report nothing IF they already did the extras in the first window • If reporting anything in this manifest then they must report all data types of the manifest • Cash Rec • Federal Summary/Detail • Civil Proceedings • If on USAS would have already been reported in previous H manifest due the DN record and misc. information being on the partial flat file • Capital Assets

  47. Accounts Payable Tracking • Track Accounts Payable in USASDAT should be set to “Y” • Recommended that districts leave set to “Y” year-round • Provides ability to track items received this fiscal year but not paid for until after July 1 in the next fiscal year • PAYABL report usually ran with Month-End in August • Be sure to enter accurate received dates when invoicing

  48. GAAP Conversion • Run USAEXP > GAAP_EXP option to create necessary files for GAAP reporting • Can be run either before or after closing out • Creates file (GAAPEXP.TXT) to be uploaded into WebGAAP • Emails GAAPEXP.TXT to specified email address for uploading into WebGAAP

  49. GAAP Conversion USAEXP > GAAP_EXP

  50. WebGAAP • GAAP URLhttps://gasb34sys.auditor.state.oh.us/gaap • GAAP Wikihttp://gaapwiki.oecn.k12.oh.us/index.php?title=Main_Page

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