USAS Fiscal Year End 2016

1. USAS Fiscal Year End2016 Presented by ACCESS May 26, 2106

2. Pre-Closing Menu> USAEMSDB 1. DSTMNT - EMIS District Info Maintenance 2. BLDMNT - EMIS Building Info Maintenance

3. VALACT IMPORTANT!! Run now!! • Valact insures that no invalid accounts exist in the account file. • All accounts are validated regardless of inactive/active status, or start/stop dates. • ACTCHG can be used to change invalid accounts to valid codes. • Fatal messages will prevent the sequential file from creating. • **ACTCHG & FNDCHG should not be ran after FYE until the EMIS reporting period closes. Make all corrections now!!

4. VALACT Choosing “Y” to exclude accounts with zero amounts will reduce the number of errors on the report. ODE EMIS Guide Section 6.3 Expenditure Record has chart. VALACT warning: 02 001 1110 517 0000 000000 000 00 000 Warning: ODE requires OPU to be entered for this func/obj per EMIS Guide. COMPUTER SUPPLIES ES OPU’s tied to districtwide IRN in OPUDEDT will be pro-rated

5. EMISFCAT Report Menu> EMISFCAT • Report used to check the EMIS fund categories on the cash accounts. • Changes can be made in USASweb or ACTSCN ODE EMIS Manual 6.2 Cash Record

6. Month End Closing • Enter all transactions for the month • Reconcile USAS records with the bank. • USAEMSEDT – Option 1 = Enter Cash Reconciliation – Must balance! FINSUMM – Current Fund Balance Cash Reconciliation – Total Fund Balance

7. Month End Closing • BALCHK figures should balance • Current Encumbered from BALCHK should balance with PODETL • Cash Reconciliation should balance with FINSUMM • FINSUMM should balance with FINDET • Generate desired reports • Execute MonthlyCD routine

8. BALCHK to PODETL Run BALCHK for “A – All Funds” Run PODETL – Use “O” for Outstanding, “N” to Future PO’s & No dates

9. Fiscal Year End Closing • Complete USAEMSEDT options **Each option must be entered even if you have no data to input!! • Run the report for each option – especially the Federal Assistance Program Detail • Initialize option will delete period year’s info. CFDA#’s will need to be manually entered. • CFDA #’s can be found in ODE EMIS Manual 6.2 Cash Record • Look at screen when exiting. If out of balance, errors will display.

10. Fiscal Year End Closing • Run USAEMS – pulls data from USAEMSEDT & USAEMSDB • Two files will be created: USAEMS_EMISR.SEQ (Use in Data collector) USAEMS.SEQ • Period H requires USAEMS_EMISR.SEQ • Period H will have two windows this year: 6/1/16 – 8/31/16 = Required reporting period 9/1/16 – 9/30/16 = Supplemental reporting period

11. Fiscal Year End Closing • Run USASAUD Answer “Y” to “Send data to AOS now”. • Generate all desired fiscal year end reports • Execute FISCALCD • Run USAS_FY • Create ticket by emailing: fiscal@access-k12.org Wait for ACCESS

12. Fiscal Year End Closing • Once you receive confirmation that we have checked and archived your files, continue. • Run BACKUP with everyone off the system. • Enter ADJUST. Select Option 1. Month-end processing • Confirm you are closing the month of June • Enter ADJUST again. Select Option 2. Year-end processing. • Select “F” for Fiscal

13. Post FYE Closing • Prepare for Period H Reporting. • Compile capital assets information Two files are required for every district: • Every district will use the USAEMS_EMISR.seq file created earlier. • Every district will need the file which contains your capital assets. EIS districts = EISEMS.seq Non-EIS districts = EMISFFE file • Follow Period H directions posted on the ACCESS website. • If using WebGAAP, run GAAP_EXP

14. Questions regarding close

15. EIS Fiscal Year End • Add all items received prior to July 1 into the system. • Explanation of Step 1 – if DATSCN is setup with both a Dollar Limit & Life Limit, both must be met to be capitalized • Run desired FYE reports • Run EISEMS to create the EISEMS.seq file needed for Period H • Execute EISCD (Most of the reports will automatically be created here) • Run EIS_FY • Notify ACCESS to archive your files • Run EISCLS

16. Thank You!!