USAS Month end Balancing Checklist

• 1. Enter all transactions for the current month
• 2. 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

• 3. Generate the SSDT Cash Summary report and the SSDT Financial Detail Report.

◊  The Financial Detail Report can be run for the month only to compare MTD totals to the Cash Summary Report.

◊   Compare the totals from reports... they should be identical.

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

• 5. Manually run and review desired reports

  The Monthly Archive Report Bundle is now available and will automatically run when the Posting Period is closed. A list of included reports can be found here. 

Month End Reports:

• • Cash Reconciliation Report - for the month
    
  • Cash-related Reports:
    • Cash Summary Report
    • Financial Detail Report - for the month
    • Financial Summary by Fund Report
    • Monthly Balance Report
  • Budget-related Reports: 
    • Appropriation Summary Report
    • Budget Account Activity Report for the month
    • Budget Summary Report
    • Negative Appropriation Account Report
    • Negative Budget Report
    • Error Corrections & Supplies Distributions Report
    • Budget Transactions Summarized by Appropriation Report
  • Revenue-related Reports: 
    • Revenue Summary Report
    • Revenue Account Activity Report - for the month
  • PO-related Reports:
    • Outstanding Purchase Order Detail Report
    • Purchase Order Detail Report - for the month
    • Transaction Ledger-Vendor Activity Report
    • Vendor Listing Report
  • Disbursement-related Reports:
    • Disbursement Detail Report
    • Outstanding Disbursement Summary Report
  • Receipt-related Reports: 
    • Receipt Ledger Report - for the month
    • Void Refund Ledger Report
    • Fund to Fund Transfer Ledger Report
    • Reduction of Expenditure Ledger Report - for the month
    • Refund Ledger Report - for the month 
    • Transfer Advance Summary Report
    • User Listing AOS Extract Report

• 6. To close the month, under the Core menu, click on Posting Periods.
  • Click on  to 'Close' the current period.
  • The Monthly Report Archive report bundle will automatically generate when the Posting Period is closed.

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

The posting period is now closed for the month.  Proceed with your next month's financial transactions.

Bank Reconciliation Steps

Reconciling bank statements regularly is imperative for good financial management of a school district. One method for performing a bank statement reconciliation is outlined below.

• 1. Obtain all Bank Statement(s) from your financial institution and enter the balances into the Gross Depository Balance section of the USAS Cash Reconcilition form.
• 2. Reconcile your disbursements:
  • To auto-reconcile checks with a file received from the bank:

• • • Go to Transactions/Disbursements and click on Auto-Reconcile tab. 
    • Enter the Reconciliation Date for the reconciliation entry.
    • Select Auto-Rec Format.
    • Select the Bank Account.
    • Choose the bank's file and click UPLOAD.

• • 3. To reconcile checks manually:

• • • Go to Transactions/Disbursements
    • Use the Grid to filter the status of “Outstanding.”
    • Click the box next to the disbursement checks to be reconciled.  
    • Click the Reconcile button  on top of the grid.
    • Enter a Reconcile Date.
    • Click on Reconcile.
    • If errors are received, Unreconcile any disbursement check by clicking the box for that check and then clicking on the Unreconcile button.

• • 4. To get a list of all outstanding checks:

• • • Generate the  Disbursement Summary Report by clicking on the button.
    • Enter a Status of 'Outstanding.'
    • Leave the Transaction Start Date and Transaction End Date blank to select all checks through the current date.
    • Select the desired report format options (i.e. PDF or EXCEL-data) and click GENERATE REPORT.
    • The options selected on this report should only show those checks that are still outstanding (i.e.  Checks that were issued, but are not cleared through the banking institutions).

• 5. Generate the Cash Summary Report for the USAS fund balance.

• • Select the desired report format and click on GENERATE REPORT. 

• 6. Reconcile the Bank Statement by these steps:   
  • Enter your Bank Balances from Step 1 into the Gross Depository Balances in the Cash Reconciliation form.
  • Enter any Adjustments to the Bank Balance
    • Add Deposits or Cash In Transit that have not been accounted for by the Bank institution yet.  These deposits that are not on your bank statement typically happen near the end of the month.   
    • Subtract Disbursements that cleared the bank before the disbursement date.  For example, the 10/2/25 payroll was deducted from the Bank balance on 9/30/25.
    • Subtract the total of the outstanding checks from the outstanding Disbursement Summary Report (Step #4).
    • Add/Subtract any other adjustments:
      • Returned disbursements.
      • Bank Fees not yet posted to the books.
      • Unrecorded Electronic payments or direct payments.
      • Voids processed after the statement cutoff.
      • Reconciling adjustments - errors found in recording.
      • Future-dated payments - example:  Payroll taxes scheduled but not processed.
  • Enter/Record any Investments.  (Money market funds, CDs, etc)
  • Record any Cash on Hand physically but not included in the Bank.   (i.e. petty cash account.)
  • Compare the Fund total from the Cash Summary Report (step 5) with the Adjusted Bank Balance.  If the balances are the same, the bank statements agree with the records in USAS; therefore, your records are reconciled with your bank.
    
    • Bank Balance - Gross Depository Balance
    • +/- Adjustments to the Bank Balance
      • = Total Adjustments to the Bank Balance before Cash on Hand and Investments
    • + Investments
    • + Cash on Hand (i.e. Petty Cash)
    • = Adjusted Bank Balance   -   Should equal the USAS fund balance listed on the Cash Summary report for all funds.  

For reconciliation issues, please see the FAQ section for Identifying Reconciliation Errors.