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Draft

This page is a draft and may contain incomplete or inaccurate information

Individual ITC's may supply slightly different instructions depending on the policies and procedures of the ITC.  Therefore, these procedures are intended to be general guidelines only.

Pre-Closing Procedures

The following pre-closing procedures can be completed any time prior to closing the fiscal year.

  • 1. The Central office square footage and ITC IRN information must be updated in the 'ORGANIZATION'  program under CORE.  The district profile includes information to report the central office square footage for your district and your ITC IRN.
  • 2. The Building Profiles information must be updated in the 'BUILDING PROFILES' program under PERIODIC.  The building profiles includes information to report the correct square footage, bussing percentages, and lunchroom percentages for each building in your district. 
  • 3. A Building Profiles report may be generated by running the 'SSDT District Building Information' report under the Report Manager grid.
  • 4. Run the SSDT Account Validation Report under the Report Manager to ensure no invalid accounts exist.  If invalid accounts do exist, they should be changed via the 'ACCOUNT CHANGE' program under UTILITIES by changing them to valid account codes.
  • 5. Check the EMIS fund categories on your cash accounts. Make any necessary updates via the 'CASH' option of ACCOUNTS program under CORE.  The category defines the FUND/SCC describing what type of fund it is for EMIS year-end financial data processing.

    In the CASH grid, add the 'EMIS FUND CATEGORY' column to the grid. In this column, filter by '<> (space)' to query all funds that contain an EMIS Fund Category. You can also generate a report of ALL cash accounts to see if there are EMIS Fund Categories missing for accounts that require one. ODE's current EMIS manual (section 6.2 Cash record), contains a listing of available EMIS Fund Categories. If an EMIS fund category is required but the list of options don't apply, enter an "*" in the EMIS Fund Category field.

  • 6. Run an 'SSDT OPU LISTING' report under the Report Manager grid to review your OPUs to make sure your IRN numbers and Entity types are correct. Use OPUs under CORE to make any necessary changes.  All OPUs must have an IRN within your district.
  • 7. If you plan to use the SCENARIOS option under BUDGETING to enter your next year proposed budgets and revenue estimates, this may be completed before closing the fiscal year.  

    The "IAB' options of APPROP (classic reference) are not available in the Redesign yet. Issue # USASR-2767 will implement current year proposed amounts.

Month-End Closing

  • 8. Enter all transactions for the current month
  • 9. Attempt to reconcile USAS records with your bank(s)
    • Perform bank reconciliation procedure

    • Under the Periodic menu, select 'Cash Reconciliation'  to enter your cash reconciliation information for the month

  • 10. Go to the Report Manager and click on  to generate the 'SSDT Cash Summary' report and the 'SSDT Financial Detail Report'.

◊  The Financial Detail Report may be run for the month only to compare MTD totals to the Cash Summary Report.

◊   Compare the totals from reports... they should be identical.

  • 11.  If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.
  • 12. Optional Step:  Run a 'Spending Plan Summary' report under the Report Manager. 
  • 13. Schedule a job to run Monthly Reports. 

    This is currently not available in the Redesign so month-end reports will need to be run manually. Issue #USASR-607 will implement month and fiscal year-end report archival process

    Recommended monthly reports include:

    • Cash Reconciliation Report for the month
    • Cash-related Reports: Cash Summary Report and a Financial Detail Report for the month
    • Budget-related Reports: 
      • Budget Summary/Budget Account Activity Report (for the month)
      • Appropriation Summary Report
      • Budget Summary MOE
      • Negative Budget Report; Negative Appropriation Account Report
    • Revenue-related Reports: Revenue Summary/Revenue Account Activity report for the month
    • PO-related Reports: Purchase Order Detail Report for the month; Outstanding Purchase Order Detail Report
    • Invoice-related Reports: Outstanding Invoices by Vendor Name report
    • Disbursement-related Reports: Disbursement Summary Report for the month; Outstanding Disbursement Summary Report
    • Receipt-related Reports
      • Receipt Ledger Report for the month
      • Reduction of Expenditure Ledger Report for the month
      • Refund Ledger Report for the month


Fiscal Year-End Closing

Under the Periodic menu:

  • 14. Confirm the 'CASH RECONCILIATION' for the current has been completed.
  • 15. Select the 'FEDERAL ASSISTANCE SUMMARY' program and enter the necessary information for the current fiscal year.  

The 'SUMMARY' option must be completed before the 'DETAIL' option in order to link them together.

  • 16. Select the 'FEDERAL ASSISTANCE DETAIL' program and enter the necessary information for the current fiscal year

Under CORE, ACCOUNTS, select the CASH tab and query all 5xx funds with a FTD expended and FTD received amounts GT 0. Select 'REPORT' to generate a report of your query. Please note: the district may need to enter any non-5xx fund that received federal assistance.

  • 17. Select the 'CIVIL PROCEEDINGS' program and enter any existing civil proceedings

    Before generating the Extract file, make sure you have edited the 'EMIS SOAP Service Configuration" under SYSTEM and entered the Fiscal Year you are reporting for Period H.



  • 18. Under the Extract menu, select EMIS and click on 'Generate Extract File' to create a .SEQ file to be uploaded into the data collector.
    • Warning messages may be issued if the cash reconciliation, federal assistance summary, federal assistance detail and civil proceedings programs have not been completed.  

The EMIS Extract contains the same data as Classic's partial (USAEMS_EMISR.SEQ) file. It does not contain the 'full' (USAEMS.SEQ) file. The EMIS Extract is to be used along with the USAS SIF agent when collecting the data in EMIS-R. The submission process for EMIS-R is under district control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the extract before running the data collection process and submitting the data to ODE.

  •  19. Run the SSDT USAS Auditor Extract Reports and Cash Summary under the Report Manager grid and save in CSV format. (AOS will accept CSV format).  Attach the following files to an email addressed to AOS ISA-SchoolSW@auditor.state.oh.us
    • SSDT USAS Auditor Extract - Account Report
    • SSDT USAS Auditor Extract - Transaction Report
    • SSDT USAS Auditor Extract - Vendor Report
    • Cash Summary Report
  • 20. Generate all fiscal year-end reports manually  

Classic's FISCALCD is currently not available in the Redesign so fiscal year-end reports will need to be run manually. Issue #USASR-607 will implement month and fiscal year-end report archival process

  • Recommended Fiscal Year-end Reports include:
      • Cash Reconciliation Report for the month
      • Cash-related Reports
        • Cash Summary Report
        • Financial Detail Report for the fiscal year
        • Monthly Balance Report for the fiscal year
      • Budget-related Reports: 
        • Budget Summary/Budget Account Activity Report (for the fiscal year)
        • Appropriation Summary Report
        • Budget Summary MOE
        • Negative Budget Report; Negative Appropriation Account Report
      • Revenue-related Reports: Revenue Summary/Revenue Account Activity report for the fiscal year
      • PO-related Reports: Purchase Order Detail Report for the fiscal year; Outstanding Purchase Order Detail Report
      • Invoice-related Reports: Outstanding Invoices by Vendor Name report
      • Disbursement-related Reports: Disbursement Summary Report for the fiscal year; Outstanding Disbursement Summary Report
      • Receipt-related Reports
        • Receipt Ledger Report for the fiscal year
        • Reduction of Expenditure Ledger Report for the fiscal year
        • Refund Ledger Report for the fiscal year
      • Transfer Advance Summary Report for the fiscal year
      • Fiscal year-end related Reports:
        • District Building Profile Report
        • Federal Assistance Detail Report
        • Federal Assistance Summary Report
        • Civil Proceeding Report
  • 21. To close the month, under the Core menu, click on Posting Periods.
    • Click on  if you would like to 'Close' the current period.
    • Click on  to create the new posting period.  Select the month, enter the calendar year and checkmark the 'current' box to make the new posting period the current period.  


  • 22You are now closed for the month and fiscal year.


June of the prior fiscal year may be re-opened as long as it was not imported from Classic. For example, if you started live on the Redesign in May 2018 and you are now in August 2018, you may re-open June 2018 (as long as the rule to 'prevent opening of a previously closed posting period' is not enabled). However, if you started live on the Redesign in July 2018 and you are now in August 2018, you will not be able to open June 2018 because it was an imported period.


 Post Fiscal Year-End Closing

  • 23. Compile your capital assets information before period H closes.

EIS DISTRICTS

To extract PO/Invoice data in the Redesign in order for it to be loaded into Classic's EIS software:

        • Under SYSTEM, Modules, click on the '+' to install the EIS Classic Integration module.  Click on Refresh.
        • Under SYSTEM, Configuration, edit the 'EIS Classic Integration Configuration' to enter a pending threshold amount and whether to extract both 5xx and/or 6xx object codes.
        • Under REPORT, run the 'SSDT Inventory Pending Extract' to extract invoice items meeting the above criteria.  The data must be in CSV format.
        • Upload the extracted data into Classic EIS pending file. 

          There currently isn't an option provided in Classic to import the data from the Redesign into the 'Pending File'

      • Follow the Classic EIS Closing procedures handout through at least step 3 EISEMS and upload into EMIS-R.

NON-EIS DISTRICTS

      • Enter your capital asset information into EMIS-FFE

https://ssdt.esu.k12.oh.us/emisffe2/login/auth

  • Export sequential file and upload the file into EMIS-R in order for it to be run through the data collection process and submit to ODE for Period H reporting..


 If you plan to use the Web-GAAP system for GASB34 reporting or to access the Legacy Cash Reports continue with step 24.

  • 24. The GAAP program under the EXTRACT menu should be run if you use the Web-GAAP system for GASB34 reporting.  It will create the file necessary for uploading into the WEB_GAAP system. If the district user wishes to use Web-GAAP, an account will need to be set up if the district does not already have one.

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


 

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