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

Pre-Closing Procedures

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

  • 1. Go to Core/Organization
    • Enter/Verify Central office square footage


    • Enter/Verify ITC IRN 
  • 2. Go to Periodic/Building Profiles
    • Enter/Update Building IRN, Description, square footage, transportation and lunchroom percentages for each building in your district. 

  • 3. Generate  SSDT District Building Information report under the Report Manager grid or from the home screen under All Reports.
  • 4. Generate  SSDT Account Validation report under the Report Manager or from the home screen under All Reports to ensure no invalid accounts exist.  

    If invalid accounts do exist, they should be changed via Utilities/Account Change

    Accounts with amounts in them for the reporting fiscal year MUST be cleaned up. If an account does not have an amounts for the reporting fiscal year it can be ignored if desired. Running the Account Validation Report and entering 'true' to the Exclude Accounts with Zero Amounts query parameter will list ONLY invalid accounts with amounts.

  • 5. Go to Core/Accounts/Cash Tab

    • Check the EMIS fund categories on your cash accounts. 

      EMIS Fund Categories

      In the Core/Accounts/Cash grid, add the 'EMIS FUND CATEGORY' column to the grid by going to "More" and expand Standard Custom Fields menu. In this column, filter by '<> (space)' to query all funds that contain an EMIS Fund Category. You can also generate a report of ALL cash accounts to see if there are EMIS Fund Categories missing for accounts that require one. ODE's current EMIS manual (section 6.2 Cash record), contains a listing of available EMIS Fund Categories. If an EMIS fund category is required but the list of options don't apply, enter an "*" in the EMIS Fund Category field.

  • 6. Go to Core/OPUs
    • Review OPUs to make sure IRN numbers and Entity types are correct. 

      You may generate an SSDT OPU LISTING report under the Report Manager or from the home screen under All Reports if desired. All OPUs must have an IRN within your district.
  • 7. If you plan enter your next year proposed budgets and revenue estimates, this may be completed before closing the fiscal year via Budgeting/Scenarios

Month-End Closing

  • 8. Enter all transactions for the current month
  • 9. 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

      Your outstanding checks should be entered as a negative number. (i.e. -10,000)

  • 10. Generate  the 'SSDT Cash Summary' report and the 'SSDT Financial Detail Report'.
  • The 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 date range entered on the report.

  • 11. If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.
  • 12. Manually run and review desired reports 

Monthly CD Report Bundle

The SSDT Monthly CD Report Bundle will automatically run when the Posting Period is closed as long as it is enabled.  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. 

Fiscal Year-End Closing

  • 13. Under System/Configuration, edit the EMIS Soap Service Configuration and update the fiscal year to the correct reporting year.  

Not everyone has the ability to access this configuration screen. A particular permission must be granted to a user. If access is needed please notify the fiscal staff.

Under the Periodic menu:

  • 14. Go to Periodic/Cash Reconciliation 
    • Verify it has been completed for June 
  • 15. Go to Periodic/Federal Assistance Summary

    • Create a record for the current fiscal year with the necessary information

      The Federal Assistance Summary MUST be created before the Federal Assistance Detail option in order to link them together.

  • 16. Go to Periodic/Federal Assistance Detail and Clone/Create and update necessary information for the current fiscal year.

    Below lists out instructions on how to create or clone federal assistance detail records. Users can use either one or a combination of both. 

    •  Creating New Federal Assistance Detail records
      • Click on 
      • Enter in the required information for the detail record
        • Select the fiscal year to be reported on under Federal Assistance Summary field. 
        • Line number will auto increment once the summary fiscal year is selected
        • Enter the appropriate CFDA number 

          To assist with entering the CFDA number and Grant Title, USAS-R includes a tool tip when you hover over the name of these fields. The tool tip cannot contain a clickable link but it does include the URL to help direct users to the appropriate location. A clickable version of the URL can also be found below.

          Tool Tip:  

          URL: https://beta.sam.gov/search?index=cfda

        • Enter the record description
        • Enter the cash account associated with this record

          For any Cash Account that is not in the 500's (i.e. 006-0000), the FYTD revenues/expenditures will not automatically populate when entering the Cash Account; however, an Account Filter can be created under Utilities/Account Filter and once the Cash Account and Filter are selected, the received/expended amounts will populate.

          The user can also manually enter the expended and received totals.  

        • Enter the federal contributions received and expended during the fiscal year.
      • Click on Save (click on cancel to not post the changes and return to the grid)
    •  Cloning Federal Assistance Detail records
      • View existing federal assistance detail record using the  from the grid
      • Click on 
        • Select the fiscal year to be reported on under Federal Assistance Summary field. 
        • Update any necessary information
        • Enter the cash account associated with this record 

          For any Cash Account that is not in the 500's (i.e. 006-0000), the FYTD revenues/expenditures will not automatically populate when entering the Cash Account; however, an Account Filter can be created under Utilities/Account Filter and once the Cash Account and Filter are selected, the received/expended amounts will populate.

          The user can also manually enter the expended and received totals.  

        • Click on Save (click on cancel to not post the changes and return to the grid)

      If the federal assistance detail is created and then additional revenues or expenditures are posted to the grant accounts, the amounts stored on the federal assistance detail will no longer be accurate. In order to refresh those values the user will need to edit the federal assistance detail and unselect and then reselect the associated cash account.  This will cause the amounts to be retrieved and will update the expended and received values.  Once this is complete the user will then save the federal assistance detail.

  • 17. Go to Periodic/Civil Proceedings
    • Enter any existing civil proceedings

Before generating the Extract file, make sure you have edited the 'EMIS SOAP Service Configuration" per Step 14 under SYSTEM and entered the Fiscal Year you are reporting for Period H.


  • 18. Go to Extract/EMIS
    • Click on 'Generate Extract File' to create a USAEMS_FYYY.SEQ file to be uploaded into the data collector.
    • Warning messages may be issued if the cash reconciliation, federal assistance summary, federal assistance detail and civil proceedings programs have not been completed.

      The EMIS Extract contains the same data as Classic's partial (USAEMS_EMISR.SEQ) file.  The EMIS Extract output is to be used along with the USAS SIF agent when collecting the data in EMIS-R. The submission process for EMIS-R is under district control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the extract before running the data collection process and submitting the data to ODE.

  •  19.  Generate   SSDT USAS Auditor Extract Reports and Cash Summary under the Report Manager grid or the home screen under All reports and make sure format output is Tab Separated Values format. (AOS will accept Tab Separated Values format).  Attach the following files to an email addressed to AOS: ISA-SchoolSW@auditor.state.oh.us with the Subject line: 999999_YEAR_USAS-R (999999 is the District IRN Year is the fiscal year.)

    June must be current to run these extracts as it is looking at the 'current year balances'

    • SSDT USAS Auditor Extract - Account Report
    • SSDT USAS Auditor Extract - Transaction Report
    • SSDT USAS Auditor Extract - Vendor Report
    • Cash Summary Report
  • 20. Generate any additional fiscal year end reports needed.

Fiscal Report Bundle

The SSDT Fiscal Report Bundle, released on v7.42.0, will automatically run when the June Posting Period is closed as long as it is enabled.  A list of reports can be found here.  Reports can be found in File Archive under the Utilities menu on the Fiscal Year Reports Archive tab.

  • 21. To close the month Go to Core/Posting Periods
    • Click on  if you would like to 'Close' the current period.
    • Go to the Utilities menu, and File Archive to see your Fiscal Year End reports processing. 
    • Do not make the next month "Current" (the next month can be "open" for continued processing) until your Fiscal Year End report bundles have finished running.
    • Click on  to create the new posting period (If not already created, otherwise you only need to open and make current July)  Select the month, enter the calendar year and check mark the 'current' box to make the new posting period the current period.  


  • 22You are now closed for the month and fiscal year.

    June of the prior fiscal year may be re-opened as long as it was not imported from Classic. For example, if you started live on the Redesign in May 2019 and you are now in August 2019, you may re-open June 2019 (as long as the rule to 'prevent opening of a previously closed posting period' is not enabled). However, if you started live on the Redesign in July 2019 and you are now in August 2019, you will not be able to open June 2019 because it was an imported period.

Post Fiscal Year-End Closing

  • 23. Go to Extract/GAAP if you use the Web-GAAP system for GASB34 reporting.  
For more information on Web-GAAP and legacy cash reports you can go to the GAAP Wikki 
  • 24. Submit your financial data via EMIS-R

    Please refer to the NWOCA Financial Checklist for more information on submitting your data via EMIS-R


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