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The following procedures can be completed any time prior to starting fiscal year end closing.
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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.
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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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
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16. Run the USAEMSEDT program - from your "B" account
Code Block MENU>USAEMSEDT
Expand title AOS bulletin 2015-004, the Single Audit threshold has been updated from $500,000 to $750,000 in the Federal Assistance Summary 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
- Cash Reconciliation - 1
- Use the R option to create a report and review it
- CSHREC.TXT - Cash Reconciliation
- Use the R option to create a report and review it
- FEDSUM .TXT - Federal Assistance Summary
- FEDDET.TXT - Federal Assistance Detail
- CVLPRC.TXT - Civil Proceedings 17. Run the
- If Updates are needed use option C - to change the record
- Use option A to add the record if one doesn't already exist
- Use the R option to create a report and verify changes
- Federal Assistance Summary - 2
- Use the R option to create a report and review it
- FEDSUM .TXT - Federal Assistance Summary
- Use option C to change the fiscal year and any other desired changes.
- Use the R option to create a report and verify changes
- Use the R option to create a report and review it
- Federal Assistance Detail - 3
- Use the R option to create a report and review it, making sure to keep for reference for CFDA #s and any other non 5xx funds.
- FEDDET.TXT - Federal Assistance Detail
- Use the I option to initialize the 5xx funds. This option will delete all detail records with a 5xx fund number from the Federal Assistance Detail and then create records for the 5xx cash accounts.
- Use the C option modify the records and populate the CFDA #s and change any existing non 5xx funds in the program (if it applies)
- Use the A option to add records
- Use the D option to delete any records
- Use the R option to create a report and verify changes
- Use the R option to create a report and review it, making sure to keep for reference for CFDA #s and any other non 5xx funds.
- Civil Proceedings - 4
- Use the R option to create a report and review it
- CVLPRC.TXT - Civil Proceedings
- Use the C option to change records
- Use the D option to delete records
- Use the A option add records
- Use the R option to create a report and verify changes
- Use the R option to create a report and review it
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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This program will email the USAEMS_EMISR.SEQ file to your email. Since you are running this procedure from the B account, it will prompt you to enter your email address which would be the email address you normally use (i.e. exchange email address). Once you receive the file, you will either forward it onto the person designated to upload files into EMIS-R or you will download it to your computer to be uploaded at a later time. |
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For information on how to upload the financial flat file into EMIS-R please, refer to the "NWOCA Financial checklist"be uploaded at a later time. |
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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
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- 22. Please verify that the reports appear on the web page and are correct.
- 23. Optional 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.your MONTHLYCD and FISCALCD reports to be placed on CDROM.
Info There is an additional cost to have your monthlyCD/fiscalCD burnt to CDROM. Majority of districts have moved away from burning a CD of the information as it is available online and will be migrated into the Redesign for districts on State Software.
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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
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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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For more information on Web-GAAP and legacy cash reports you can go to the GAAP Wiki |
- 25. Compile your capital assets information before period H closes.
- EIS DISTRICTS(NORMAL ACCOUNT)
- Follow the "NWOCA EIS Closing Procedures" handout through at least step 4 EEMS_EMAIL and upload the data into EMIS-R.
- NON-EIS DISTRICTS
- Follow the "Capital Asset Reporting for NON-EIS Districts" handout.
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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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For more information on Web-GAAP and legacy cash reports you can go to the GAAP Wiki |
25. 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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