This procedure outlines the steps to be taken to close the USAS fiscal year.
MENU>USAEMSDB
◊ You can generate a building report by running option 3 BLDRPT
◊ 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.
◊ Enter "2014" in the fiscal year prompt of the USAEMSEDT - Federal Assistance Summary Option
◊ Run USAEMS and use UEMS_EMAIL to email the file to yourself. Upload into EMIS-R
◊ Collect and prepare your data in the data collector to check for bad or missing values.
◊ Submit the data to ODE in order to receive reports back via EMISWEB or the Secure Data Center (SDC).
◊ Make any necessary corrections before closing out the fiscal year.
◊ 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.
◊ All OPUs must have an IRN within your district
◊ 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.
◊ In the USAEMSEDT program, option 1, enter your cash reconciliation information
◊ 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.
◊ 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
If all above steps are performed and totals all agree, you are in balance and may proceed.
MENU>MONTHEND
| %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
Menu>MONTHLYCD
◊ 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.
Please IGNORE the message at the end of the MONTHLYCD program that tells you to wait to run ADJUST until after MONTHLYCD has completed. This message is there for the benefit of the majority of the districts around the state who do not utilize monthly copy accounts. As long as you run MONTHLYCD from your "B" account you can set it run for later and still run ADJUST from your live account immediately |
◊ Upon completion of MonthlyCD you will receive an email message in your "B" account; the reports will be accessible via the following URL:
-xx meaning the two character abbreviation used for your districts archive account
◊ 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.
YOU MUST NOT BE RUNNING ANY OTHER PROGRAMS FROM YOUR NORMAL ACCOUNT DURING THIS PROCESS (THAT INCLUDES THE WEB AND PAYROLL PROGRAMS!) |
Select the "Year-End" option and run for "FISCAL"
◊ You will be preparing your fiscal year-end reports from your "B" account; therefore you may indicate to this program that you have already generated those reports.
Once you have completed the above steps, you have completely closed your NORMAL account for June and can begin processing for July. |
◊ 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
◊ 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.
◊ If no errors are encountered, the USAEMS_EMSR.SEQ file will be created containing the necessary financial data for EMIS-R reporting.
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. |
◊ 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 upload the file yourself.
For information on how to upload the financial flat file into EMIS-R please, refer to the "NWOCA Financial checklist" |
◊ 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.)
Log into your "B" account at the menu prompt enter the command:
MENU>FISCOPY
| 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. |
MENU>FISCALCD
◊ 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.
Please IGNORE the message at the end of the FISCALCD program that tells you to wait to run ADJUST until after FISCALCD has completed. This message is there for the benefit of the majority of the districts around the state who do not utilize monthly copy accounts. |
◊ Upon completion of FISCAL CD you will receive an email message in your "B" account; the reports will be accessible via the following URL:
-xx meaning the two character abbreviation used for your districts archive account
Ο 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.
Ο NON-EIS DISTRICTS
◊ Follow the "Capital Asset Reporting for NON-EIS Districts" handout.
Please refer to the NWOCA Financial Checklist for more information on submitting your data via EMIS-R
If you plan to use the Web-GAAP system for GASB34 reporting or to access the Legacy Cash Reports continue with step 27. |
◊ 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.
For more information on Web-GAAP and legacy cash reports you can go to the GAAP Wikki http://gaapwiki.oecn.k12.oh.us/index.php?title=Main_Page