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LNOCA Generic Fiscal Year-end
Closing Procedures2011
USAS
Pre-Closing Procedures
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The following steps must be completed prior to closing for fiscal year-end.
District/Building Financial Data
• The District Financial General Information and Building Financial information must be entered through USAEMSDB. This data will be reported under Financial Reporting Period H for FY11.
USAEMSDB - DSTMNT
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Central Office Square Footage and ITC IRN are found in the USAEMSDB program option 1 - DSTMNT
USAEMSDB - BLDMNT
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The transportation and lunchroom percentages and correct square footage fields are found on the USAEMSDB program option 2.
USAEMSDB - BLDRPT
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A report can be generated for the transportation, lunchroom percentages and building square footage under USAEMSDB option 3 - BLDRPT
VALACT
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VALACT should be run to check for any invalid accounts that may need to be fixed prior to closing.ACTCHG or FNDCHG can be used to correct
invalid accountsWarnings on required SUBJ or IL should be
reviewed and the account corrected if appropriateWarnings associated with accounts for an invalid
account with zero amounts can be ignoredThese accounts can be deleted once considered
deleteable by DELACT
EMIS Fund Categories
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VALACTLists errors for invalid fund categoriesLists warnings for funds that should have an
EMIS category but don’tEMISFCAT report
Lists all funds and associated fund categoryEnter * if no appropriate code exists
EMIS Fund Categories
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Operational Units
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Check Operational UnitsCheck IRN and Entity TypeUse OPUEDT to change; OPULST for report
EMIS_SEL
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In order to include the correct fiscal year ADM figures on the reports generated from the EFM_LOCAL program you must run EMIS_SEL prior to running EFM_LOCAL
MENU>EMIS_SEL
Select current fiscal year period H or the appropriate period directed by your ITC
EFM_LOCAL
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Run EFM_LOCAL to generate EFM reportsSelect “U” to use USAS data
U = USAS data instead of EMIS
data
EFM Reports
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Same format used by ODEEnsure Building Expenditures report
(EFMRP1) looks reasonableUse Inclusion/Exclusion reports to verify
totals as needed on EFMRP1Reports are ESTIMATES only at this point
ADM will change and affect prorations doneSee EFM Handbook for specifications
Available on ODE website; Search for “EFM Handbook”
Appropriations
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Next Year estimated budgets and revenues may be entered into the Next Year Proposed fields through APPROP prior to running Fiscal Year-end ADJUST.
Note: Alternatively, IABMASS, IABMNT, or IABLOAD (also part of APPROP) may be used after closing the fiscal year
Appropriations
NYPINI…NYPINI…clears out anything currently in the next year proposed fields
NYPMASS…NYPMASS…allows ranges of accounts to be mass updated based on the calculation method chosen
NYPMNT…NYPMNT…enter next year proposed amounts individually
NYPLOAD…NYPLOAD…upload next year proposed amounts via a spreadsheet file
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Accounts Payable Tracking
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Track Accounts Payable in USASDAT should be set to “Y”APE still uses this however, USASWEB/AP Invoice
does not look at this flagRecommend that districts leave set to “Y” year-
roundProvides ability to track items received this fiscal
year but not paid for until after July 1 in the next fiscal yearPAYABL report usually run the month of August
Be sure to enter accurate received dates when invoicing!!!
Month-end Closing
Month-end Closing
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Follow normal process of closing out for the monthAfter all transactions have been entered, reconcile
USAS with the bankBALCHK totals should be in balance
Ensures all underlying accounts are in balance with the associated cash account
Current encumbered from BALCHK should balance with PODETL
Cash Reconciliation from USAEMSEDT should balance with FINSUMM
Month-end Closing
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FINSUMM needs to balance with FINDETFigures are coming from 2 completely different
areasFINSUMM pulls amounts from the account fileFINDET pulls amounts from the detailed
transaction filesIf the 2 do not balance, means something did not
get completely updated during processingRun SM2 CALC option if tracking SM2 figures
Review report for accuracyOptional – also runs automatically as part of ADJUST
Month-end Closing
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Generate any month-end reports desiredMinimum reports recommended are:
BUDSUM, APPSUM, and REVSUMDetailed PODETLFINSUMM & FINDETRECLEDDetailed CHEKPYCash Reconciliation (USAEMSEDT)
May be generated via MONTHLYCDGenerates standard set of monthly reportsCan be made available via secure web siteCan be archived to CDRom
Fiscal Year-end Closing
Fiscal Year-end Closing
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Complete rest of USAEMSEDT optionsEach option must at least be entered and
exited even if there is nothing to enterEach data entry option has the ability to
generate a report Can be very useful to generate the report to see what
has been carried over from the prior year for each option
USAEMSEDT Processing*** 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>: _
Option 1 - Cash Reconciliation
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Enter all Bank and ending balances
Enter any deposits in transit
Enter outstanding checks
Enter any adjusting entries
List investmentsBonds & notesCD’sSecuritiesOther investments
List cash on hand (ex: petty cash)
Output file = CSHREC.TXT
Option 1 - Cash Reconciliation
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Figures entered must balance with the Current Fund Balance as reported on the FINSUMMNot in balance if the following is displayed
when exiting option 1
USAEMS will generate error if not in balance
Total entered in option 1Total entered in option 1
Total on the account fileTotal on the account file
Option 2 – Summary Federal Assistance Programs
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FEDSUM.TXT Federal Assistance Summary Asks the following information:
Source Document – FINSUMM for federal funds only, plus any other federal assistance received
Option 3 – Detail Federal Assistance Programs
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FEDDET.TXTContains an initialization option
Deletes prior year information for 5xx fundsCreates new records based on current year
figures found on the account file for 5xx fundsCFDA # for each record created will need to be
enteredRecords for any funds other than 5xx will also
need to be manually entered or updatedBulletin 2009-002 Reporting Federal Student Loans –
Adult Ed. http://www.auditor.state.oh.us/LGS/Bulletins/2009/2009-002.pdf
Option 3 – Detail Federal Assistance Programs
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Suggested Source DocumentsODE Web site summary report of amount of
Federal Contributions received from ODECFDA #’s are listed on the printout from the
ODE website and are in AOS USAS Manual
Option 4 – Civil Proceedings
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CVLPRC.TXT
Enter data for any law suits during reporting period
USAEMSEDT/Financial Data Reporting
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Data is then reported to ODE via EMIS reporting (or EMIS-R?)Reporting period H
Data types consist of:Cash, Budget, and Revenue accountsOperational Unit Codes as set up in OPUEDTData entered in USAEMSEDT and USAEMSDBCapital Assets
USAEMS
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Extracts data from various USAS files and puts it into EMIS file layoutsExtracts the account, OPU, USAEMSEDT, and
USAEMSDB dataWill check that all necessary funds are coded with a
valid EMIS Fund Category Checks that Cash Reconciliation balancesOutputs USAEMS.SEQ & USAEMS_EMISR.SEQ files
USAEMS_EMISR.SEQ contains USAEMSEDT and USAEMSDB data only
Fiscal agents for ITC’s need to run again and enter just funds for ITC
USAEMS
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<2011>
USASAUD
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Run the USAS Auditor Extraction programExtracts information from the account, vendor, check,
and receipt data files for auditing purposesCreates ACCTAUD.SEQ, VENDAUD.SEQ, & TRANAUD.SEQ filesAlso creates FINSUMM report by fund
Answer “Y” to “Send data to AOS now”; Sends above files electronically to AOS via email
Also creates ACCTAUD, VENDAUD, TRANAUD text filesDetails information sent to AOS via the sequential files
Send email to other entities
USASAUD
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Fiscal Year-end Reports
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Generate any fiscal year-end reports desiredSend and email to fiscal-support@lnoca.org to
inform LNOCA to process BACKUPWait for LNOCA to send you a notice form the
HelpDesk to inform users to exit the system. *We may have other districts closing ahead of your district.
Everyone must be out of the system when LNOCA backs up USAS. EVEN PAYROLL !!
LNOCA will notify you when we have a complete BACKUP. At that time we will give you the password to run ADJUST
ADJUST
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Run ADJUST using the LNOCA password. ADJUST will run in batch and CLEAR both the MONTH and FISCAL YEAR totals selecting month-end option
EVERYONE must be out of system during the ENTIRE time ADJUST is running.
You will receive a message the batch procedure is done.
If you want to view in your files use VIEW ADJUST.LOG. If you have any questions or concerns about ADJUST, please just call LNOCA fiscal staff.
Fiscal Yearend ADJUST
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AccountsAmounts moved to USAHIST fileCurrent fund balance moved to July 1st Cash BalanceFuture Year Encumbered added to Future Encumbered
then clearedFuture Year Requisitioned added to Requisitioned Amt
then clearedNext Year Proposed moved to Initial Budget/Rev. and
then clearedCurrent encumbrances moved to Carryover
EncumbrancesFiscal-to-date amounts clearedCalculated fields recalculatedGAAP Original fields set to new expendable/receivable
Fiscal Yearend ADJUST
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VendorsFiscal-to-date amount cleared
USASDAT/USACONCurrent Fiscal Year updatedSM2/ADJUST monthly access flags clearedEMIS Reporting Year set to fy just closed
Post-Closing Procedures
Capital Assets
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Complete submission of Capital Assets information
EIS Districts Follow the EIS closing procedures handout through at least step 3 EISEMS
Non-EIS Districts Enter your capital asset information into EMIS-FFE https://ssdt.esu.k12.oh.us/emisffe/ffeUser/login
Make sure to ask your ITC to resubmit your EMIS data to ODE.
GAAP Conversion
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Run USAEXP/GAAP_EXP option to create necessary files for GAAP reportingCan be run either before or after closing outCreates file (GAAPEXP.TXT) to be uploaded
into WebGAAPEmails GAAPEXP.TXT to specified email
address for uploading into WebGAAP
USAEXP/GAAP_EXP
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WEB - GAAP
GAAP URL https://gasb34sys.auditor.st
ate.oh.us/gaap
GAAP Wikki http://gaapwiki.oecn.k12.oh.u
s/index.php?title=Main_Page
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WEB-GAAP
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Legacy Cash Report Schedule of Expenditure by Function and Object for
all funds – trial balance calculation run after 1/01/2011 or report is blank
Questions ??
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