Child pages
  • USAS-R Fiscal Year End Checklist

Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

  •  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. 

    Note

    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:

...

Tip

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

    Note

    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.  

...

Note

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.  

...

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. 

          Note

          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.

...