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USAS. LNOCA Generic Fiscal Year-end Closing Procedures 2011. Pre-Closing Procedures. The following steps must be completed prior to closing for fiscal year-end. District/Building Financial Data.

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Generic Fiscal Year-end

Closing Procedures


Pre closing procedures
Pre-Closing Procedures

The following steps must be completed prior to closing for fiscal year-end.

District building financial data
District/Building Financial Data

  • The District Financial General Information and Building Financial information must be entered through USAEMSDB. This data will be reported under Financial Reporting Period H for FY11.

Usaemsdb dstmnt

Central Office Square Footage and ITC IRN are found in the USAEMSDB program option 1 - DSTMNT

Usaemsdb bldmnt

The transportation and lunchroom percentages and correct square footage fields are found on the USAEMSDB program option 2.

Usaemsdb bldrpt

A report can be generated for the transportation, lunchroom percentages and building square footage under USAEMSDB option 3 - BLDRPT


  • VALACT should be run to check for any invalid accounts that may need to be fixed prior to closing.

    • ACTCHG or FNDCHG can be used to correct invalid accounts

    • Warnings on required SUBJ or IL should be reviewed and the account corrected if appropriate

    • Warnings associated with accounts for an invalid account with zero amounts can be ignored

      • These accounts can be deleted once considered deleteable by DELACT

Emis fund categories
EMIS Fund Categories


    • Lists errors for invalid fund categories

    • Lists warnings for funds that should have an EMIS category but don’t

  • EMISFCAT report

    • Lists all funds and associated fund category

  • Enter * if no appropriate code exists

Operational units
Operational Units

  • Check Operational Units

    • Check IRN and Entity Type

    • Use OPUEDT to change; OPULST for report

Emis sel

  • In order to include the correct fiscal year ADM figures on the reports generated from the EFM_LOCAL program you must run EMIS_SEL prior to running EFM_LOCAL


      • Select current fiscal year period H or the appropriate period directed by your ITC

Efm local

  • Run EFM_LOCAL to generate EFM reports

    • Select “U” to use USAS data

U = USASdata instead of EMIS data

Efm reports
EFM Reports

  • Same format used by ODE

  • Ensure Building Expenditures report (EFMRP1) looks reasonable

  • Use Inclusion/Exclusion reports to verify totals as needed on EFMRP1

  • Reports are ESTIMATES only at this point

    • ADM will change and affect prorations done

  • See EFM Handbook for specifications

    • Available on ODE website; Search for “EFM Handbook”


  • Next Year estimated budgets and revenues may be entered into the Next Year Proposed fields through APPROP prior to running Fiscal Year-end ADJUST.

    Note: Alternatively, IABMASS, IABMNT, or IABLOAD (also part of APPROP) may be used after closing the fiscal year


  • 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

Accounts payable tracking
Accounts Payable Tracking

  • Track Accounts Payable in USASDAT should be set to “Y”

    • APE still uses this however, USASWEB/AP Invoice does not look at this flag

    • Recommend 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 run the month of August

  • Be sure to enter accurate received dates when invoicing!!!

Month end closing1
Month-end Closing

  • Follow 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

      • Ensures 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

Month end closing2
Month-end Closing

  • FINSUMM needs to balance with FINDET

    • Figures are coming from 2 completely different areas

      • 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 runs automatically as part of ADJUST

Month end closing3
Month-end Closing

  • Generate any month-end reports desired

  • Minimum reports recommended are:


    • Detailed PODETL


    • RECLED

    • Detailed CHEKPY

    • Cash Reconciliation (USAEMSEDT)

  • May be generated via MONTHLYCD

    • Generates standard set of monthly reports

    • Can be made available via secure web site

    • Can be archived to CDRom

Fiscal year end closing1
Fiscal Year-end Closing

  • Complete rest of USAEMSEDT options

    • Each option must at least be entered and 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 the prior year for each option

Usaemsedt processing
USAEMSEDT Processing

*** Main Menu ***

1 - Cash Reconciliation

2 - Federal Assistance Programs - Summary

3 - Federal Assistance Programs - Detail

4 - Civil Proceedings

5 - Exit Program

***System Manager Only***

6 - Change flags

Enter option < 5>: _

Option 1 cash reconciliation
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

Option 1 cash reconciliation1
Option 1 - Cash Reconciliation

  • Figures entered must balance with the Current Fund Balance 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 1

Total on the account file

Option 2 summary federal assistance programs
Option 2 – Summary Federal Assistance Programs


  • Federal Assistance Summary

  • Asks the following information:

  • Source Document – FINSUMM for federal funds only, plus any other federal assistance received

Option 3 detail federal assistance programs
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

      • Bulletin 2009-002 Reporting Federal Student Loans – Adult Ed.


Option 3 detail federal assistance programs1
Option 3 – Detail Federal Assistance Programs

  • Suggested Source Documents

    • ODE Web site 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 USAS Manual

Option 4 civil proceedings
Option 4 – Civil Proceedings


  • Enter data for any law suits during reporting period

Usaemsedt financial data reporting
USAEMSEDT/Financial Data Reporting

  • Data is then reported to ODE via EMIS reporting (or EMIS-R?)

    • Reporting period H

      • Data types consist of:

        • Cash, Budget, and Revenue accounts

        • Operational Unit Codes as set up in OPUEDT

        • Data entered in USAEMSEDT and USAEMSDB

        • Capital Assets


  • Extracts data from various USAS files and puts it into EMIS file layouts

    • Extracts the account, OPU, USAEMSEDT, and USAEMSDB data

    • Will check that all necessary funds are coded with a valid EMIS Fund Category

    • Checks that Cash Reconciliation balances

    • Outputs USAEMS.SEQ & USAEMS_EMISR.SEQ files

      • USAEMS_EMISR.SEQ contains USAEMSEDT and USAEMSDB data only

    • Fiscal agents for ITC’s need to run again and enter just funds for ITC




  • Run the USAS Auditor Extraction program

    • Extracts information from the account, vendor, check, and receipt data files for auditing purposes


      • Also creates FINSUMM report by fund

    • Answer “Y” to “Send data to AOS now”; Sends above files electronically to AOS via email

    • Also creates ACCTAUD, VENDAUD, TRANAUD text files

      • Details information sent to AOS via the sequential files

    • Send email to other entities

Fiscal year end reports
Fiscal Year-end Reports

  • Generate any fiscal year-end reports desired

    • Send and email tofiscal-support@lnoca.orgto inform LNOCA to process BACKUP

    • Wait for LNOCA to send you a notice form the HelpDesk to inform users to exit the system. *We may have other districts closing ahead of your district.

    • Everyone must be out of the system when LNOCA backs up USAS. EVEN PAYROLL !!

    • LNOCA will notify you when we have a complete BACKUP. At that time we will give you the password to run ADJUST


  • Run ADJUST using the LNOCA password. ADJUST will run in batch and CLEAR both the MONTH and FISCALYEAR totals selecting month-end option

  • EVERYONE must be out of system during the ENTIRE time ADJUST is running.

  • You will receive a message the batch procedure is done.

  • If you want to view in your files use VIEW ADJUST.LOG. If you have any questions or concerns about ADJUST, please just call LNOCA fiscal staff.

Fiscal yearend adjust
Fiscal Yearend ADJUST

  • Accounts

    • Amounts moved to USAHIST file

    • Current fund balance moved to July 1st Cash Balance

    • Future Year Encumbered added to Future Encumbered then cleared

    • Future Year Requisitioned added to Requisitioned Amt then cleared

    • Next Year Proposed moved to Initial Budget/Rev. and then cleared

    • Current encumbrances moved to Carryover Encumbrances

    • Fiscal-to-date amounts cleared

    • Calculated fields recalculated

    • GAAP Original fields set to new expendable/receivable

Fiscal yearend adjust1
Fiscal Yearend ADJUST

  • Vendors

    • Fiscal-to-date amount cleared


    • Current Fiscal Year updated

    • SM2/ADJUST monthly access flags cleared

    • EMIS Reporting Year set to fy just closed

Capital assets
Capital Assets

  • Complete submission of Capital Assets information

    • EIS Districts

      • Follow the EIS closing procedures handout through at

      • least step 3 EISEMS

    • Non-EIS Districts

      • Enter your capital asset information into EMIS-FFE

  • Make sure to ask your ITC to resubmit your EMIS data to ODE.

Gaap conversion
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

Web gaap



  • GAAP Wikki


Web gaap1

  • Legacy Cash Report

    • Schedule of Expenditure by Function and Object for all funds – trial balance calculation run after 1/01/2011 or report is blank

      Questions ??