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This procedure outlines the steps to be taken to close USAS for the calendar year in the Redesign.

Pre-Closing Procedures

The following pre-closing procedures can be completed any time prior to closing the calendar year.

  • 1. Go to System/Configuration
    • Click on edit beside IRS Form 1099 Submission Configuration
    • Make sure 'District will Submit 1099 File to IRS' is checked
    • Enter your IRS issued Transmitter Control Code for the district and save

  • 2. Review Vendors for 1099 processing
    •  Add the Type 1099, Tax ID Type, ID # and YTD Taxable Total to your Vendor grid using the More Button. 

    • Query Vendors with a 1099 Type specified

      Under 'Type 1099' filter by <> non 1099 to query all 1099 vendors. You can then use the YTD  Taxable Total to filter on amounts (i.e. >=600).

      • YTD Taxable Total amount greater than or equal to 600

      • YTD Taxable Total amount less than or equal to 600 

        You can use the 'Report' button on the grid to drop the filtered results into a PDF, Excel, etc. 

      • Review the Type 1099, Tax ID Type and Id# (SSN or EIN) for all 1099 vendors to make sure they are correct and identified.
        • If Vendors do not have a Tax ID Type or Id#, use the edit on the vendor grid beside the vendor to update the record to include this information.
        • If needed enter Vendor Adjustments to Correct YTD Taxable Total amounts.

          • If the YTD Taxable Total needs to be updated for a vendor (Void Prior FY Check, Royalties, combining Vendor records) the Vendor Adjustments option can be used to modify the YTD Taxable Total and YTD Total fields.
          • The Vendor Adjustments option can be found by clicking the View  icon on the Vendor. The amount can be entered as positive or negative to increase or decrease the totals. 
            • Make sure the 'Taxable' check box is marked in order to update the YTD Taxable Total.
            • For more information see the Vendor Adjustments section on the Vendors page
    • Query Vendors that do not have a 1099 type specified but have a qualifying YTD Taxable Total. 

      Under Type 1099 enter Non 1099 and on the YTD Taxable Total enter <=600

      You can use the 'Report' button on the grid to drop the filtered results into a PDF, Excel, etc. 

      • If Vendors are marked as "Non 1099" but should be receiving a 1099, update the Vendor's Type 1099 field, Tax ID Type, and Tax ID # and verify the Name and Address marked as the 1099 Location.
  • 3. Run the SSDT 1099 Vendor Report to check 1099 data in order to ensure 1099 names, addresses, ID # and amounts are correct.   

    By default, the report includes all 1099 types.  You have the ability to include all 1099 types regardless of YTD amounts or those meeting the IRS requirement.  You may also run the report for specified 1099 Types (i.e. royalty payments)

Month-End Closing

  • 4. Enter all transactions for the current month
  • 5. Attempt to reconcile USAS records with your bank(s)
    • Perform bank reconciliation procedure

    • Under the Periodic menu, select 'Cash Reconciliation'  to enter your cash reconciliation information for the month

  • 6.  Generate the 'SSDT Cash Summary' report and the 'SSDT Financial Detail Report'.
    • The SSDT Financial Detail Report may be run for the month only to compare MTD totals to the Cash Summary Report.
    • Compare the totals from reports... they should match with the exception of encumbrances.

      Encumbrances on these two reports may not match.

      Cash Summary picks up total encumbrances (including carry-over encumbrances).

      Financial Detail Report picks up encumbrances for the current fiscal year. 

 If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.  

  • 7.OPTIONAL Run a 'Spending Plan Summary' report.
  • 8. Manually run and review desired reports (Monthly CD Reports will be generated when step 11 is completed)

Monthly CD Report Bundle

The Monthly CD Report Bundle is now available and will automatically run when the Posting Period is closed.  The bundle includes 24 SSDT Template reports.  A list of reports can be found here.  Reports can be found in File Archive under the Utilities menu. 

Calendar Year-End Closing


If you are in January processing and want to generate reports containing prior year calendar year-end amounts, the account-based reports have an "As of Period" 

 "As of Period" INFO
This parameter is relevant to account-based reports. The as of period parameter will return amounts as of a specific period (ex. FYTD or MTD totals), but will not limit transactions on accounts. If using with a report that is transaction-based, this parameter will need to be used in combination with Start and Stop dates to filter the transactions that are included.

You also have the ability to temporarily change the current period to December. Once you are finished running your reports, you may switch the current period back to January.  

If a Posting Period is re-opened, the Monthly CD Bundle will automatically run again when the period is closed.  If a monthly report bundle already exists in the archive a second copy of the reports will be added to the existing Monthly CD reports. To avoid this, delete the first Monthly CD Reports bundle before re-closing the reopened posting period to prevent duplicate copies of reports from being stored for that month OR disable the Monthly CD Reports bundle prior to re-closing the posting period to retain the original reports. Currently, you cannot delete individual reports from within a monthly archive. 

 Turning off Report Bundle

If you do not want the bundle to run for the period you are closing, navigate to the Report/Report Bundle UI and disable the bundle by clicking the checkbox to unselect the checkbox.  This will prevent the bundle from automatically running when a posting period is closed. Remember to re-enable when you are finished closing. 


  • 9. Generate any additional Calendar Year-End Reports desired 

    Calendar Year End Report Bundle

    The SSDT Calendar Year end Report Bundle will automatically run when the December Posting Period is closed (as long as it is enabled). A list of reports can be found here. Reports can be found in the File Archive under the Utilities menu on the Calendar Year Reports Archive Tab. 

    The Proration Utility (under Utilities) may be used to generate a template for Worker's Comp.

  • 10. Go to Periodic/1099 Extract 
    • Create the XML file (used for printing the 1099s with the Edge software)
      • Select 2020 as the Payment Year
      • Type of Return - checkmark BOTH 1099-NEC and 1099-MISC
      • Select Output File Type - XML Format
      • Review the File Name, TIN, Address and enter contact information
      • Submission Type: Original
      • Prior Year Submission - should be UNchecked
      • Approved for the Combined Federal/State Filing Program - should be UNchecked
      • Verify Amount and Royalty Type Limit
      • Click on 'Print Report' to generate the 2 different 1099 Extract Report(s) in (1099-MISC.PDF and 1099-NEC.PDF) PDF format

        Save the PDFs for your records.

      • Click on 'Generate Extract File' to generate the XML output file 
    • Create the TAP (IRS Format file used for IRS submission)
      • Select 2020 as the Payment Year
      • Type of Return - checkmark BOTH 1099-NEC and 1099-MISC
      • Select Output File Type IRS Format
      • Review the File Name, TIN, Address and enter contact information
      • Submission Type: Original
      • Prior Year Submission - should be UNchecked
      • Approved for the Combined Federal/State Filing Program - should be UNchecked
      • Verify Amount and Royalty Type Limit
      • Click on 'Generate Extract File' to generate the IRS Format output file

      • You will receive 2 output files. 1 is the .TAP file which is used to submit to IRS and the other is 1099.TXT file. Print and keep that for your records.
  • 11. Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org attaching the 1099 XML , 1099-MISC.PDF and 1099-NEC.PDF. You will also want to include in the message if you will be picking up the 1099s at the Archbold office (by appointment only) or send them via UPS. 

    NWOCA will print your 1099s and notify you when its complete. 

    NWOCA File Transfer requires a login. Users can login with their email address and Exchange email password.  If you are a member district, but do not use the Exchange email system, send an email to the Hardware Group and they will create you an account. For full instructions on how to use NWOCA File transfer please refer to our wiki

  • 12. Go to the IRS Fire System and upload TAP file. 

    Review Publication 1220 for Calendar Year End 2020 for Fire System details and deadlines. 

    • Log onto IRS Fire System 

    • Upload the TAP File to FIRE

      Checking the Status of your File

  • 13. To close the month, under the Core menu, click on Posting Periods.
  • Click on  if you would like to 'Close' the current period.
    • Click on  to create the new posting period.  Select the month, enter the calendar year and checkmark the 'current' box to make the new posting period the current period.  
  • 14You are now closed for the month and calendar year.





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