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 calendar year.
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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.
- 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.
Note Use the Vendors grid to review the TIN type (SSN or EIN) for all 1099 vendors to make sure they are correct and identified.
Tip In the Vendors grid, add the 'Type 1099', 'Tax ID Type', 'ID #" and 'YTD Total' columns to the grid. Select active vendors only and under 'Type 1099' filter by <> non 1099 to query all 1099 vendors. You can then use the YTD Total to filter on amounts (i.e. >=600). You can also save your filtered grid by using the 'REPORT' button. For your convenience, the 1099 vendor report definition is available for you to download and import into the Redesign.
Note title Mass Change Tax ID Type Issue: For any districts imported before 08/28/18, the Vendor import did not properly import Classic's Tin Type for vendors whose Classic TinType was set to EIN. Step-by-Step instructions and the mass change definition file are available to clean up the data for those districts who were impacted.
USASR-3296 corrected this problem and was included on the 7.8.3 release on 8/28/18 so any USAS instances that were imported with version 7.8.3 or later do not need to perform the mass change routine.
2. Check 1099 data to ensure 1099 names, addresses, ID # and amounts are correct. For your convenience, the 1099 vendor report definition (similar to Classic's VENSSN) is available for you to download and import into the Redesign. You have options to run this report including all 1099 types regardless of YTD amounts or those meeting the IRS requirement. You may also run the report for specified 1099 Types (i.e. royalty payments)
Note title Mass Change Locations Issue: For any districts imported before 7/11/18, the Vendor import did not create a separate 1099 location for those vendors whose Name 2 field in Classic started with "1099:". Step-by-Step instructions and the mass change definition file are available to clean up the data for those districts who were impacted.
USASR-3165 corrected this problem and was included on the 7.7.0 release on 7/11/18 so any USAS instances that were imported with version 7.7.0 or later do not need to perform the mass change routine.
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.
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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. |
Month-End Closing
- 83. Enter all transactions for the current month
- 94. 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
- 105. Go to the Report Manager and click on
to generate the 'SSDT Cash Summary' report and the 'SSDT Financial Detail Report'.
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◊ Compare the totals from reports... they should be identical.
- 116. If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.
- 127. Optional Step: Run a 'Spending Plan Summary' report under the Report Manager.
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138. 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
- Cash Reconciliation Report for the month
Fiscal Calendar Year-End Closing
Under the Periodic menu:
- 14. Confirm the 'CASH RECONCILIATION' for the current has been completed.
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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
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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. |
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17. Select the 'CIVIL PROCEEDINGS' program and enter any existing civil proceedings
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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. |
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- Warning messages may be issued if the cash reconciliation, federal assistance summary, federal assistance detail and civil proceedings programs have not been completed.
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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
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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
- Cash Reconciliation Report for the month
- 219. Generate any Calendar Year End Reports
- 10. Run the Vendor Reset??? to reset all vendors flagged as "Reported" to a 'Reportable' status
- 11. Under Periodic, run the 1099 program.
- 12. 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.
- Click on
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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..
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- 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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- 2213. You are now closed for the month and fiscal year.
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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:
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Upload the extracted data into Classic EIS pending file.
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There currently isn't an option provided in Classic to import the data from the Redesign into the 'Pending File' |
- calendar year.