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.

MENU>USAEMSDB

MENU>EMIS_SEL

MENU>EFM_LOCAL

NOTE: The ADM figures may still be estimates at this point, depending upon how soon ODE makes actual June ADM figures available.
*Contact NWOCA if you any questions or need assistance with this.


Month-End Closing


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

Monthly Copy

MENU>MONTHEND
BEWARE of anything the computer displays on your screen which contains the word "error"
The following is an example of an 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

Menu>MONTHLYCD

NOTE: 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

ADJUST

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

Select the "Year-End" option and run for "FISCAL"

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

NOTE: If warnings are encountered, the .SEQ file will still be created and the automated email sent. If corrections need to be made, notification should be sent the EMIS staff (mail_staff_emis@nwoca.org) indicating the file should not be loaded at that time, corrections can be made and USAEMS re-run to generate an updated file.

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

NOTE: 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


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.






POST Fiscal Year-End Closing


You will need to notify the NWOCA EMIS staff upon completion and specify which way you are reporting your capital assets information either entered/exported through EMIS-FFE or created EISEMS.SEQ . You will also want to state that USAEMS data has already been submitted.
NOTE If you plan to use the Web-GAAP system for GASB34 reporting or to access the Legacy Cash Reports continue with step 25.

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