Transaction

Activity Ledger Query

Query only grid allowing you to filter existing transactions under the TRANSACTIONS menu. You can query on POs, invoices, disbursements, receipts, refunds, transfers and distributions.

AP Invoices

Creating an invoice to prepare the PO for payment.

Disbursements

Users have the ability to create Disbursements through the Payables interface. Check number are assigned via Disbursements grid. Resequence checks, voiding checks, manually reconciling as well as auto-reconciling checks are done via the Disbursements grid as well.

Distributions/Error Corrections

Allows user to re-distribute expenditures if the expenditures are charged to more accounts than the purchase order was originally issued for or to correct an error in a previous expense. 

Payables

As invoice items are filled via AP Invoice they will appear as a "payable" under the Payables query. Users have the ability to create Disbursements through the Payables interface.

Pending Transactions

A pending transaction is a transaction that is currently sitting out there from a different system/software waiting to be posted to USAS. For example a payroll file from USPS-R.

Purchase Orders

A purchase order is a document authorizing a seller to deliver goods, with payment to be made at a later date. Monies are encumbered when a purchase order is created.

Receipts

A receipt is the process of posting monies received by the district. A reduction of expenditure is the process of reducing an already posted expenditure. 

Refunds

A refund is the process of returning money previously receipted into the system.  The refund module has the option of creating a refund check to a specified vendor. 

Requisitions

A requisition is a formal document requesting goods or services that may be converted to a purchase order once it has been approved by the appropriate parties.

Transfers/Advances

Transfers/Advances are used to transfer money from one fund account to another or to advance cash between the funds. A transfer is considered a permanent movement of money, whereas an advance is expected to be repaid back to the originating fund.