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Pre-Closing Procedures

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

Tip

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.  

Note
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.  Review Vendors that qualify to receive 1099s and verify their relevant 1099 information.
  •  

    Use the Vendors grid to query Vendors with a 1099 Type and qualifying YTD Taxable Total.
    

    Tip
    In the Vendors grid, add the 'Type 1099', 'Tax ID Type', 'ID #" and 'YTD Taxable Total' columns to the grid.  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.

    
    

  •  

    Review the Tax ID Type and Id# (SSN or EIN) for all 1099 vendors to make sure they are correct and identified.

                       If Vendors do not have a Tax ID Type or Id#, update the vendor record to include this information.

•  Review Vendors that may qualify for the YTD taxable total but are not marked to receive a 1099.

Use the Vendors grid to query Vendors with a Tax Type of Non 1099 and YTD >= $600.

      If Vendors are marked as "Non 1099" but should be receiving a 1099, update the Vendor's Type 1099 field, Tax ID Type, and Tax ID # and verify the Name and Address marked as the 1099 Location.

•  Review Vendor's Locations.  Run the SSDT 1099 Vendor Report to check 1099 data in order to ensure 1099 names, 1099 Vendor Location addresses, ID # and amounts are correct.   By default, the report includes all 1099 types.  You have the ability to include all 1099 types regardless of YTD amounts or those meeting the IRS requirement.  You may also customize the report for specified 1099 Types (i.e. royalty payments).           
  
  
•  

  The Vendor Name and Address used for 1099 reporting is based on the Vendor Location with the 1099 check box marked on the Vendor record. To update the 1099 address, modify the location or change the 1099 check mark to use a different location address.

  
  

•  If needed, enter Vendor Adjustments to correct YTD Taxable Total amounts on the vendor record.  These vendor adjustments may be needed in cases where you have a Prior Year voided check, Royalties to add, or to combine to like vendors set up individually in error.   
  
  If the YTD Taxable Total needs to be updated for a vendor, the Vendor Adjustments option can be used to modify the YTD Taxable Total and YTD Total fields.  The Vendor Adjustments option can be found by clicking the View  iconImage Added on the Vendor. The amount can be entered as positive or negative to increase or decrease the totals.  Make sure the 'Taxable' check box is marked in order to update the YTD Taxable Total.     For more information see the Vendor Adjustments section on the Vendors page.

Month-End Closing

•  Enter all transactions for the current month.
•  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 Image Removed to generate 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.

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

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•  Optional Step:  Run a 'Spending Plan Summary' report under the Report Manager.
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•  

  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

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Under the Periodic menu:

•  14. Confirm the 'CASH RECONCILIATION' for the current has been completed.

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

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

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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.  

•   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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•  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

  Manually generate any additional reports.
  

  Note
  The Monthly Reports Archive found uner the Utilities>File Archive menu will automatically generate when the Posting Period is closed.  The Monthly Reports bundle includes 27 SSDT Template reports which a list of included reports can be found here.

  
  

Calendar Year-End Closing

•  Generate any additional Calendar Year End Reports desired.   For a list of what Calendar End reports are included when the Posting Period is closed, please click here.
  • The Proration Utility can be used to assist in calculating prorated amounts for an expenditure.  For example, this can be used to prorate an invoice amount against the wage accounts, used to map against the benefit accounts and to be used to import/create a Purchase Order.   (i.e. Worker's Comp or insurance costs)   
•  NOTE:    If District is submitting files to IRS, the IRS Form 1099 Submission Configuration must be completed under the System>Configuration menu.
•  Under Periodic, run the 1099 Extracts program to generate the 1099 Extract Options.  Copies of the output files generated will be sent to the File Archive > Calendar Year Reports Archive.
  •  Select 2023 as the Payment Year to pull the correct YTD information.
  •  Select Type of Return(s) - check one or both .
    • 1099-NEC
    • 1099-MISC
  •  Select the appropriate Output File Type: 
    • XML Format is the output file to be used when printing 1099s via third party printing software.
    • IRS Format (TAP) is the output file used to generate the TAP file for IRS submission.
    • Reference Copies generates as PDF copy to save for your records.
      • Copy 1 - For State Tax Department
      • Copy 2 - Recipient's State Copy 
      • Copy A - Internal Revenue Service Center copy 
      • Copy B - For Recipient - If Copy B is chosen, you also have the ability to truncate the TIN/EIN numbers. 
      • Copy C - For Payer
    • Printer/Sealer Copies generates as a PDF form and will contain both Copy 2 and Copy B for each 1099 vendor. These are formatted to fit 8 1/2 X 11 Z-Fold forms only. 
  •  Can select specific vendors or leave blank to include all vendors.
  •  Output File Name is pulling the information entered under CORE/Organization but can be modified.  
  •  System defaults to being checkmarked to exclude vendors with no tax ID.  If desired, uncheck to Exclude Vendors with No Tax ID.
  •  Review Organization data:   Federal TIN, Name, Address, Phone
    • Additional options are necessary if District will submit to the IRS (Contact's Name, E-mail, Submission Type, Prior Year Submission? and Approved for Combined Fed/State Filing Program)
  •  Submisstion Type:  Original, Correction or Test.
  •  Prior Year Submission and Approved for Combined Federal/State Filing Programs are options that will only show if the district has IRS Form 1099 Submission Configuration enabled to submit their own IRS file.
  •  Payer Name Control - not required but is a 4 character code that the IRS assigned when the district applied for their TCC #.
  •  Click on Print 1099 Report to generate a report in PDF format for review both active and inactive vendors.
    • Generates 1099-NEC.PDF if  the box '1099-NEC' is checked under Type of Return.
    • Generates 1099-MISC.PDF if the box '1099-MISC' is checked under Type of Return.
  •  Once reviewed for accuracy, click on Print 1099 Report to generate the final 1099 Extract Report in PDF format.
  •  Click Generate to generate the selected output file types: 
    • IRS Format output file type will generate the district's TAP file used to submit to the IRS and will be stored in the Calendar Year Report Archive. 
      • NOTE: If entity has the IRS Form 1099 Submission Configuration enabled to submit their own IRS file, it will also generate a 1099.TXT transmitter report and store this in the Calendar Year Repor Archives.  
    • XML Format output file type will generate an .XML file to be used by third party software to print the 1099s and will be stored in the Calendar Year Report Archive.
    • Reference Copies
    • Reference Copies generates as PDF to save for your records.
      • Copy 1 - For State Tax Department
      • Copy 2 - Recipient's State Copy 
      • Copy A - Internal Revenue Service Center copy 
      • Copy B - For Recipient - If Copy B is chosen, you also have the ability to truncate the TIN/EIN numbers. 
      • Copy C - For Payer
    • Printer/Sealer Copies generates as a PDF form and will contain both Copy 2 and Copy B for each 1099 vendor. These are formatted to fit 8 1/2 X 11 Z-Fold forms only. 
•  To close the month and calendar year, under the Core menu, click on Posting Periods.
  • Click on Image RemovedImage Added if you would like to 'Close' the current period.
  • Click on Image RemovedThe Monthly Archive Report bundle will automatically run when the Posting Period is closed.

  • The Calendar Year Report bundle will automatically run when the December Posting Period is closed.  

    Info
    If there are custom Report Bundles scheduled to run on the PostingPeriodCloseCompleted or the CalendarPeriodCloseCompleted event, users should allow the custom Report Bundles to complete before changing the current posting period to the new period.

    
    

  • Click on Image Added 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.  

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

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Upload the extracted data into Classic EIS pending file. 

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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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 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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