NWOCA-USAS Fiscal Year-End Closing Procedure

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


PRE-Closing Procedures – the following procedures can be completed any time prior to starting fiscal year end closing.

Δ  1) Run the program VALACT

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

Δ  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.

MENU>USAEMSDB

Ο  Option 1. DSTMNT - EMIS District Info Maintenance - Central Office Square Footage and ITC IRN (NWOCA IRN=086496)
Ο  Option 2. BLDMNT - EMIS Building Info Maintenance - transportation and lunchroom percentages and correct square footage fields

◊  You can generate a building report by running option 3 BLDRPT

 Δ  3) Run EMISFCAT report to check the EMIS fund categories on your cash accounts. Make any necessary updates using ACTSCN or USASWeb/Accounts

MENU>EMISFCAT

◊  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.

Δ  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.

MENU>OPULST

MENU>OPUEDT 

◊  All OPUs must have an IRN within your district 

 

OPTIONAL BUT HIGHLY RECOMMENDED

Run an early collection of your financial data in EMIS-R and submit to ODE

◊  Enter "2017" 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. 

Δ  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.

 

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

◊  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

Δ  7) Enter all transactions for the current month

 

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

Ο  A) Perform bank reconciliation procedure

MENU>USAEMSEDT

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

Ο  B) Run BALCHK , and Outstanding PODETL reports

MENU>BALCHK

MENU>PODETL 

◊  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.

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

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

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

  

Δ  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

Δ  10) Log into your "B" account and at the menu prompt enter the command:

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



Monthly CD/Reports

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

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:

 www.nwoca.org/fiscdrom/xx

-xx meaning the two character abbreviation used for your districts archive account

Δ  12) Please verify that the reports appear on the web page and are correct.

 

Δ  13) Generate any additional month-end reports from your "B" account

ADJUST

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

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.

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

Δ  15) Run ADJUST from your NORMAL account

MENU>ADJUST

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.

Δ  16) Run the USAEMSEDT program - from your "B" account

MENU>USAEMSEDT

An update has been made to the USAEMSEDT program for 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.

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       : 2015
 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

 

Δ  17) Run the USAEMS program if you are satisfied with the accuracy of the reports. From your "B" account

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.

◊  If no errors are encountered, the USAEMS_EMISR.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.

 Δ  18) Run the UEMS_EMAIL from your "B" account

MENU>UEMS_EMAIL

◊  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.

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

Δ  19) Run the USASAUD program from your "B" account

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.)

Δ  20) Perform Fiscal Year-End copy from your "B" account

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.

 

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

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:

www.nwoca.org/fiscdrom/xx

-xx meaning the two character abbreviation used for your districts archive account

 Δ  22) Please verify that the reports appear on the web page and are correct.


 Δ  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.

Δ  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.

MENU>USAEXP

◊ 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

 Δ  25) Compile your capital assets information before period H closes.

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.

Δ  26) Submit your financial data via EMIS-R.

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