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    1. Run the program VALACT

    Code Block
    MENU>VALACT


    • 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.
      Note

      Fatal messages will prevent USAEMS from generating the .SEQ output file so they MUST be cleaned up. Any accounts with $0 in all amount fields will be listed as a warning and may be ignored. 


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    2. 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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    • 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)
    • 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)
    • 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.
    •  

      Run FINSUMM, selecting "Y" to generate the FINDET report for comparison.

      Code Block
      MENU>FINSUMM


    • This will cause the FINDET report to be generated with identical selection criteria as the FINSUMM and will determine if it balances with FINSUMM.
    • The total will display on the screen when run is complete. Compare the total from the FINDET and FINSUMM, they should be identical

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

    Code Block
    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

Provided no messages appear in the form described above, the user may proceed

Monthly CD/Reports

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    11. Log into your "B" account and at the menu prompt enter the command:

    Code Block
    Menu>MONTHLYCD


    Info
    You will be prompted whether you want to generate the reports for NOW or LATER. (NOW would cause it to run immediately and LATER will run at night.) We recommend LATER to relieve load on the system during the day.


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  •  12. Please verify that the reports appear on the web page and are correct.
  •  13. Generate any additional month-end reports from your "B" account

ADJUST

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    14. Log into your NORMAL account and run the ADJUST program.

    Code Block
    MENU>ADJUST
    •  Indicate to the program that you desire to perform month end processing and you are indeed completed with processing for that month. The ADJUST program will also automatically calculate your SM2 for the month.
Warning

YOU MUST NOT BE RUNNING ANY OTHER PROGRAMS FROM YOUR NORMAL ACCOUNT DURING THIS PROCESS (THAT INCLUDES THE WEB AND PAYROLL PROGRAMS!)

Fiscal Year-End Closing

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    15. Run ADJUST from your NORMAL account

    Code Block
    MENU>ADJUST
    •  Select the "Year-End" option and run for "FISCAL"

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Info

Once you have completed the above steps, you have completely closed your NORMAL account for June and can begin processing for July.

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    16. Run the USAEMSEDT program - from your "B" account

    Code Block
    MENU>USAEMSEDT


Warning

An update has been made to the USAEMSEDT program back in FY2016 per AOS bulletin 2015-004, the Single Audit threshold has been updated from $500,000 to $750,000 in the Federal Assistance Summary option. Be sure your Federal Assistance Summary record is set properly. Below is a screenshot of changing the flag on the Federal Assistance Summary record.

Code Block
Menu> usaemsedt
This program allows entry of miscellaneous
information required for EMIS reporting.
 
*** 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>: _
                   2
  
*** Federal Assistance Programs - Summary ***
 
Enter Option (A/C/D/L/R/E/? <?>): _
                                  c
 
Federal Assistance Programs Summary
 1. Entity                : SARA LOCAL SCHOOLS  
 2. County                : HENRY     
 3. Fiscal Year End       : 2019
 4. Total Federal Expenditures
        This Fiscal Period: Under $750,000
 5. Comments: 
 
Enter field number to change or <CR> if no change: _
Enter '9' to display record.                       4
 
Total Federal Expenditures This Fiscal Period:
 
Do you have $750,000 or more in Federal Expenditures
this Fiscal Period (Y/N <N>):_
                             


    •  Remember you must complete/enter each option 1-4 of the USAEMSEDT program even if you have no data for that particular section.
    •  Create and check the report for each option
      • CSHREC.TXT - Cash Reconciliation
      • FEDSUM .TXT - Federal Assistance Summary
      • FEDDET.TXT - Federal Assistance Detail
      • CVLPRC.TXT - Civil Proceedings
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    17. Run the USAEMS program if you are satisfied with the accuracy of the reports. From your "B" account

    Code Block
    MENU>USAEMS
    •  Answer "N" to "Are you extracting for an Information Technology Center?" If no errors are encountered, two .SEQ files will be created containing the necessary financial data for EMIS reporting. An email message will also be automatically sent to the EMIS staff as well as the Fiscal staff indicating the file has been created and is ready to be loaded.

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Note

NWOCA does not validate/load your financial data into EMIS. EMIS-R is used to submit financial data and is under district control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.), with the correct EMIS-R role, uploads the financial data into EMIS-R, runs the data collection process, and submits the financial data to ODE.

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    18. Run the UEMS_EMAIL from your "B" account

    Code Block
    MENU>UEMS_EMAIL


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Note

For information on how to upload the financial flat file into EMIS-R please, refer to the "NWOCA Financial checklist"

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    19. Run the USASAUD program from your "B" account

    Code Block
    MENU>USASAUD
    •  Answer "Y" to the question "Send data to AOS now." This program will take information from the Account Master, Vendor, Check, and Receipt files and create 3 new data files, ACCTAUD.SEQ, VENDAUD.SEQ, and TRANAUD.SEQ, do not print. It will also generate and send a summary FINSUMM by fund. (.TXT files of this data will also be generated.)
  •  20. Perform Fiscal Year-End copy from your "B" account
    • Log into your "B" account at the menu prompt enter the command:

      Code Block
      MENU>FISCOPY


Warning
iconfalse
titleSTOP

Due to the importance of securing a copy of the USAS files, once the fiscal copy procedure is complete you will receive an automated email message indication that you are NOT to proceed with the next step in this procedure until notified by NWOCA.


NWOCA staff will respond to you via email with instructions to continue with the procedure. Wait until this message is received from NWOCA before proceeding.

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    21. Log into your "B" account and at the menu prompt enter the command:

    Code Block
    MENU>FISCALCD


Info
You will be prompted whether you want to generate the reports for NOW or LATER. (NOW would cause it to run immediately and LATER will run at night.) We recommend LATER to relieve load on the system during the day.

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  •  22. Please verify that the reports appear on the web page and are correct.
  •  23. Send email to mail_staff_fis@nwoca.org if you would like the reports from the MONTHLYCD and/or FISCALCD placed on CDROM. 
    • Please specify if you would like ONLY your FISCALCD reports placed on CDROM or BOTH your MONTHLYCD and FISCALCD reports to be placed on CDOM.
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    24. The GAAP_EXP option of USAEXP should be run at this time from your NORMAL account, if you use the Web-GAAP system for GASB34 reporting.

    Code Block
    MENU>USAEXP


Info
GAAP_EXP will create the file necessary for uploading into the WEB_GAAP system and also allows you to enter the email address of the person you wish to send the export file to. Multiple addresses may be entered by separating them with commas.

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    26. Submit your financial data via EMIS-R.

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

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