USAS Roundtable

1. USAS Roundtable May 8, 2008

2. March 2008 USAS Release Highlights

3. March Release Highlights – Functional Enhancements • Fund 588 reinstated • ACCLOAD and APPROP Load Changes: • New accounts listed on projection report • APPROP now loads description field • For New Accounts Only • ACCLOAD now loads XREF code • Will Add or Update XREF codes as needed

4. March Release Highlights – Functional Enhancements • USASWeb/Vendor query • Now searches both vendor name fields • When wildcard search done • 2nd name visible from query results via “hover” • VALACT – Added validation on fund type • Invalid fund type; or No fund type for 007 • Warning if all $0 amounts • EMIS fund cat. also changed to warning if all $0

5. March Release Highlights – Problems Corrected • 4502 – Updated prompts in option 13 • Report titles not updated for fund type changes • AUTOPOST/FUTPO – Prompt not validated • “Automatically Post All Files for Current Period” • No error and nothing posted • FINDET – Fixed missing outstanding po item

6. March Release Highlights – Problems Corrected • FNDREVEX – Wrong Beginning Fund Balance • $202,020,202.02 (not initialized correctly) • USAEMS – Fixed Fund Category Validation • Was generating errors on accounts with no activity • No error needed - these accounts excluded

7. March Release Highlights – Problems Corrected • REQSCN/POSCN – Fixed vendor validation • Inactive vendors were warning only • Changed to error – posting not allowed • USASWeb/Invoices – Fixed invoice # validation • Same invoice # allowed twice for same po #

8. END

9. USASWEB V2.3 Release Highlights

10. General Enhancements • Alphabetized “Quick Find” drop down box • Focus control • Validate to Post • No Double posting

11. General Enhancements • New option on Menu • Configuration • Query • Indicate which fields work with wildcards • Amount results sortable • “Posted by” changed to “Posted by Username”

12. General Enhancements • About page updated • Requisition signature line • Refund/Receipt • Total in header section • Vendor Query • Fewer search fields – not as long as screen

13. Expanded Collapsed

14. Invoice Enhancements • Fill/Clear/Cancel buttons- top and bottom of items • Account code displayed • PO field next to new

15. Invoice Enhancements • Added QTY field when invoicing • Added new field in header • PO Remaining Encumbrance • Payment Due date reset

16. Invoice

17. Invoice/New

18. Configuration • Replacement for OPTSCN • Requisition and Purchase Order options • Show your own preferences • modify and delete • Read-Only and Req-Only users will not have delete option/only have Requisition Options • Group Managers/System Managers • Add new users • Query users • Modify users

19. New Preferences * Read-only, Req-only, and Standard USAS access users will not see this option

20. Show PreferencesGroup Manager/System Manager * Read-only, Req-Only, and Standard USAS access users will only have the modify option

21. Show PreferencesRead-Only/Req-Only

22. Query Preferences *Read-Only, Req-Only, and Standard USAS access users will not see this option

23. Purchase Order/Requisition Enhancements • Implementation of split items • Two ways of splitting items • Splitting the Quantity • Price must be the same for each item • Splitting the Price • Quantity field must be 1

25. Quantity Split Pop-up Window

27. Split item Expanded

28. Split item Collapsed

29. Posted Requisition/Split Quantity

31. Price Split Pop-up Window

33. Posted Requisition/Split Price

34. FUTPO • Refer to handout

35. 4502 Processing

36. Option 1 - Cash Reconciliation Enter all Bank and ending balances Enter any deposits in transit Enter outstanding checks Enter any adjusting entries List investments Bonds & notes CD’s Securities Other investments List cash on hand (ex: petty cash) Output file = 4502CR.TXT 36

37. Figures entered must balance with the Current Fund Balance as reported on the FINSUMM Not in balance if the following is displayed when exiting option 1 Calculate option will not run if not in balance Will state: “User must process Cash Reconciliation data before Calculating” Option 1 - Cash Reconciliation Total entered in option 1 Total on the account file 37

38. Option 2 - Bonds Statement J / 4502BO.TXT Enter amount due at the beginning of the fiscal year Enter total redeemed Suggested source = board minutes 38

39. Option 3 – Short Term Notes Statement K / 4502SN.TXT Enter amount being paid by the district during the fiscal year being reported Used for GAAP statements 39

40. Option 4 – Long Term Notes Statement L / 4502LN.TXT Enter the amount to be re-paid by the district outside the fiscal year being reported 40

41. Option 5 – Debt Service Requirement Statement M / 4502RM.TXT Add all bonds, notes, and state loans together to enter one dollar amount per year Fiscal year (starting with next fiscal year) Total principal Total interest Source documents Statement M from the previous fiscal year Board minutes for new issues 41

42. Option 6 – Memorandum Data Statement N / 4502MD.TXT Enter Tax Valuation Assessed/Tax Receipts/Other Enter Tax Rates 42

43. Option 6 – Memorandum DataPart 1 • Real Property Assessed • As of 6/30 of year prior to reporting year • Personal Property Assessed • As of 6/30 of reporting year • Source Documents • Tax Duplicate Rate History from your County Auditor • Tax Receipts are from the settlement sheets received from the County Auditor • ADM,#Employees-for St. S 43

44. Memorandum Data – Part 2 Assessed = Millage rate assessed against taxable table Adjusted=Tax rate adjusted for Tax Reduction Factors and Homestead/Rollback R/A=Residential/Agricultural C/I=Commercial/Industrial Source is the county auditor 44

45. Option 7 – Summary Federal Assistance Programs 4502FS.TXT Federal Assistance Summary Asks the following information: Source Document – FINSUMM for federal funds only, plus any other federal assistance received 45

46. Option 8 – Detail Federal Assistance Programs 4502FD.TXT Contains an initialization option Deletes prior year information for 5xx funds Creates new records based on current year figures found on the account file for 5xx funds CFDA # for each record created will need to be entered Records for any funds other than 5xx will also need to be manually entered or updated 46

47. Option 8 – Detail Federal Assistance Programs Suggested Source Documents ODE Web site summary report of amount of Federal Contributions received from ODE CFDA #’s are listed on the printout from the ODE website and are in AOS USAS Manual 47

48. Option 9 – Civil Proceedings Statement R / 4502CP.TXT Enter data for any law suits that are pending against the district 48

49. Option 10 - Calculate Uses the following to accumulate and calculate totals for the statements and schedules: All data entered in options 1-9 FTD estimated and actual expenditures and receipts Cash Balances Encumbrances Builds sequential file 4502.SEQ Warnings and errors may be generated Warnings can be ignored, errors must be corrected and option 10 re-run 49

50. 4502 Report Options Option 11…generates unrounded version of the reports Generated from the 4502.SEQ file 4502.TXT 4502SC.TXT Summary Combining Statements for Ex 2&3 2 Copies Recommended 50