Transfers/Advances
Transfers/Advances is used to transfer money from one fund account to another or cash advances between funds. A transfer is considered a permanent movement of money, whereas an advance is expected to be repaid back to the originating fund.
Creating a Transfer/Advance
From the Transaction menu, select "Transfers/Advances".
Click on
Enter the required information. For the Debit and Credit Account fields, click on the down arrow to display the available accounts for transfer and advances.
The Legacy PO, Legacy Check and Legacy Receipt fields are not displayed when creating a transfer or advance. These fields contain data from transactions imported from Classic software.
Begin typing the account code to narrow down the selections
To enter account codes:
Use the drop-down to select an account.
Note: When typing the account code, it is necessary to include the hyphens.
Use the icon to open a pop-up window for the account search.
The account search will only show the available account codes for Transfer/Advance transactions.
TIP: When filtering by account, you can use '02/' to filter on expenditure accounts or use '03/' to filter on revenue accounts.
Click on
to post the transaction, click on
to return to the grid without posting the transaction.
Search/View Transfers/Advances
The Transfers/Advances grid allows the user to search for existing transfers or advances by clicking on the filter row in the grid columns and entering the desired information. Click on any row of the search results to see a summary view of the record. Click beside the transfer/advance to see the full details. The Advanced Search can be utilized by clicking 
Edit Transfers/Advances
Transfers/Advances from an open posting period may be modified. Only fields that are allowed to be edited will be displayed.
Filter to search for the desired transfer or advance on the grid.
Click on
to edit the transaction.
Make desired changes.
Click on
to save the changes or click
to return to the grid without posting the changes.
Repay an Advance
Only outstanding advances can be repaid. Outstanding advances will show as "true" in the Repayable column on the grid. Repaying an advance will process an expenditure transaction from the advance out (return) account and a receipt transaction to the advance in (return) account. To repay an advance:
Click on the view icon
for the advance you want to repay.
Near the bottom of the pop-up view, click the
button under the Repayment section to create a transaction for repaying the advance. Any previous repayments will also show in this section.
The amount will populate with the remaining amount on the advance but may be changed. The date will default to the current date. Update the amount and date if needed, and enter a description for the repayment.
Click on Save to post the repayment or click Cancel to return to the grid.
To remove a repayment, click
on the lne in the Repayment grid that you wish to remove.
Link A Legacy Repay to an Advance
Repays made in Classic software needed to be manually linked to the corresponding Advance in USAS upon migration. This was done by using the link 
The SSDT Transfer Advance Activity Report was useful to locate the Advances and Legacy_Repay types from Classic software.
For a more detailed walk-through on this process, click here.
Click on the view icon for the advance to repay.
Click the link icon
in the Repayments section to link a Classic software repayment transaction for that advance. Any previous repayments or linked repayments against the advance will also show in this section.
The pop-up included a drop-down to select a Classic software Legacy Repayment transaction to link.
Select the appropriate transaction and click SAVE or CANCEL to return without saving.
To remove a linked repayment, click
on the Repayment to remove.
More Information on Transfers/Advances
Backing out a Fund-to-Fund Transfer/Advance
A Transfer/Advance can be deleted if the posting period associated with the transfer is open and within the same fiscal year. Transfers/Advances from a prior year cannot be deleted.
Advance Function and Object Codes
When the advance is created, the Advance Out (initial advance) account code dimensions include a 7410 function and a 921 object code. The account code dimensions for the Advance In (initial amount received) will include a receipt code of 5210.
When an advance is repaid, the Advance Out (return) account code dimensions include a 7420 function code and a 922 object code. The account code dimension for the Avance In (return of monies) will include a receipt code of 5220.
No Time Restriction to Repay Advances
Per the Auditor of State's office, the time restriction to repay Advances has been removed. Previously, an advance had to be repaid in the current or next fiscal year. A repayment beyond that time would have to be processed as a transfer. It is up to the district to know how the specific advance is to be repaid. This will no longer be determined by the software.