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 NWOCA-USAS Fiscal Year-End Closing Procedure

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

PRE-Closing Procedures

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The following procedures can be completed any time prior to starting fiscal year end closing.

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  • 1

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  • . Run the program VALACT

    Code Block
    MENU>VALACT

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    • This insures that no invalid accounts exist in your master account file at this point. If invalid accounts do exist, they should be eliminated via the ACTCHG program by changing them to valid account codes * Contact NWOCA personnel if you have any questions regarding any particular accounts
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  • 2

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  • The Building Profile, Central office square footage and ITC IRN information must be entered in the USAEMSDB program. The building profile includes information to report the correct square footage, bussing percentages, and lunchroom percentages for each building in your district. The district profile includes information to report the central office square footage for your district.

    Code Block
    MENU>USAEMSDB

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    1. DSTMNT - EMIS District Info Maintenance - Central Office Square Footage and ITC IRN (NWOCA IRN=086496)

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    1. BLDMNT - EMIS Building Info Maintenance - transportation and lunchroom percentages and correct square footage fields

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    1. You can generate a building report by running option 3 BLDRPT
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  • 3. Run EMISFCAT report to check the EMIS fund categories on your cash accounts. Make any necessary updates using ACTSCN or USASWeb/Accounts

    Code Block
    MENU>EMISFCAT

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    • The category defines the FUND/SCC describing what type of fund it is for EMIS year-end financial data processing and is required for funds that have multiple sources of revenue as defined in the biennial budget.
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  • 4. Run OPULST to review your OPUs and make sure your IRN numbers and Entity types are correct. Use USASWeb/Configuration - OPUS or OPUEDT to make changes.

    Code Block
    MENU>OPULST
    MENU>OPUEDT 

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  • Tip

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  • All OPUs must have an IRN within your district 


 

Note

You have the option to run an early collection before closing June in order to validate accounts and for MOE

Run an early collection of your financial data in EMIS-R with the option to submit to ODE

◊  Enter
  • Enter "
2018
  • 2019" in the fiscal year prompt of the USAEMSEDT - Federal Assistance Summary Option
◊  Run
  • Run USAEMS and use UEMS_EMAIL to email the file to yourself.  Upload into EMIS-R
◊  Collect
  • Collect and prepare your data in the data collector to check for bad or missing values.
◊  Optionally
  • Optionally submit the data to ODE in order to receive reports back from ODE
◊  Make
  • Make any necessary corrections before closing out June 

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  •  5. If you planned to use the NYPMASS, NYPMNT, or NYPLOAD of 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 IABMASS, IABMNT, or IABLOAD of the APPROP program once you have closed for the fiscal year.

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  • 6. Check the "Track accounts payable" flag in USASDAT/USACON and make sure it is set to "Y".

    Tip

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  • Make sure you enter correct received dates when processing invoices during the summer months.  This will allow an accurate accounts payable (PAYABL) report to be generated later for GAAP reporting purposes.


Month-End Closing

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  •  7. Enter all transactions for the current month

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    8. Attempt to reconcile USAS records with your bank(s):

Ο  A) Perform bank reconciliation procedure
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      Perform Bank Reconciliation Procedure

      Code Block
      MENU>USAEMSEDT

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      • In the USAEMSEDT program, option 1, enter your cash reconciliation information

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      Run BALCHK , and Outstanding PODETL reports

      Code Block
      MENU>BALCHK

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      MENU>PODETL 

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    • Examine the MTD, YTD, and FYTD expenditure lines on BALCHK report (dollar amounts for cash, budget, & approp. accts should all be identical for each line on report)

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    • Examine the MTD, YTD, and FYTD revenue lines on BALCHK report (dollar amounts for cash and revenue accounts should be identical for each line on report)

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    • Compare Current Encumbered totals from the BALCHK and Outstanding PODETL reports. They should be identical…….. if not execute the FIXENC to correct and regenerate BALCHK and compare totals. If the totals still do not balance contact NWOCA personnel for assistance.

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    •  Run FINSUMM, selecting "Y" to generate the FINDET report for comparison.
      Code Block
      MENU>FINSUMM

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    • This will cause the FINDET report to be generated with identical selection criteria as the FINSUMM and will determine if it balances with FINSUMM.

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    • The total will display on the screen when run is complete. Compare the total from the FINDET and FINSUMM, they should be identical

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

  

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  •  9. *****Optional Step (SM1/SM2) ****** From your *NORMAL account, run the SM2CALC program. The SM2CALC calculates the SM2 for the month, print the resulting report.

Monthly Copy

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  •  10

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  • . Log into your "B" account and at the menu prompt enter the command:
    Code Block

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  • MENU>MONTHEND


Warning
titleBEWARE of anything the computer displays on your screen which contains the word "error"
%COPY-E-OPENIN, error opening NBA:[GLORE.TEST]ACCT.IDX;2 as input -RMS-E-FLK, file currently locked by another user
THIS IS AN ERROR CONDITION AND THE USER SHOULD INFORM NWOCA IMMEDIATELY

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