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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 calendar year.

  • 1.  Use the Vendors grid to review the TIN type (SSN or EIN) for all 1099 vendors to make sure they are correct and identified.

    In the Vendors grid, add the 'Type 1099', 'Tax ID Type', 'ID #" and 'YTD 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.

    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.  Run the SSDT 1099 Vendor Report to check 1099 data in order to ensure 1099 names, 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 run the report for specified 1099 Types (i.e. royalty payments)

    Mass Change Locations

    Issue: For any districts imported before 7/11/18, the Vendor import did not create a separate 1099 locations 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.

Month-End Closing

  • 3. Enter all transactions for the current month
  • 4. 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

  • 5. 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.

  • 6.  If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.
  • 7. Optional Step:  Run a 'Spending Plan Summary' report.

  • 8. 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-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


Calendar Year-End Closing

If you are in January processing and want to generate reports containing prior year calendar year-end amounts, your current period must be temporarily changed to December. Once you are finished running your reports, you may switch the current period back to January.
  • 9.  Generate any Calendar Year End Reports 
  • 10. Under Periodic, run the 1099 Extract program.
    • NOTE: Select 2019 as the Payment Year
    • Select the appropriate Output File Type: 
      • Edge Format (XML) is the output file to be used when printing 1099s
      • IRS Format (TAP) is the output file used to generate the TAP file for IRS submission
    • Review the File Name, TIN, Address and contact information
    • Click on 'Generate Extract File' to generate the selected output file type
    • Click on 'Print Report' to generate the 1099 Extract Report in PDF format
  • 11. 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.  
  • 12. You are now closed for the month and calendar year.



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