USAS Roundtable

May 8, 2008

March 2008USAS

Release Highlights

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

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

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

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

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 #

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USASWEB V2.3 Release Highlights

Alphabetized “Quick Find” drop down box

Focus control

◦ Validate to Post

◦ No Double posting

New option on Menu

◦ Configuration

Query

◦ Indicate which fields work with wildcards

◦ Amount results sortable

◦ “Posted by” changed to “Posted by Username”

About page updated

Requisition signature line

Refund/Receipt

◦ Total in header section

Vendor Query

◦ Fewer search fields – not as long as screen

Expanded

Collapsed

Fill/Clear/Cancel buttons- top and bottom of items

Account code displayed

PO field next to new

Added QTY field when invoicing

Added new field in header◦PO Remaining Encumbrance

Payment Due date reset

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

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

* Read-only, Req-Only, and Standard USAS access users will only have the modify option

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

Implementation of split items

◦ Two ways of splitting items

1.Splitting the Quantity Price must be the same for each item

2.Splitting the Price• Quantity field must be 1

FUTPO Refer to handout

4502 Processing

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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

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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 1Total entered in option 1

Total on the account fileTotal on the account file

Option 2 - Bonds

Statement J / 4502BO.TXTEnter amount due at the beginning of the fiscal yearEnter total redeemedSuggested source = board minutes

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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

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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

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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

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Option 6 – Memorandum Data

Statement N / 4502MD.TXT

Enter Tax Valuation Assessed/Tax Receipts/Other Enter Tax Rates

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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

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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

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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

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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

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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

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Option 9 – Civil Proceedings

Statement R / 4502CP.TXT

Enter data for any law suits that are pending against the district

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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

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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

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4502 Report Options Option 12…optional

reports◦ Budget vs. Actual

worksheets Should be printed if on

GAAP◦ Summaries of Exhibits

4 and 5 Requested by auditors

◦ 4502SR.TXT

4502 Report Options

Option 13… provides the ability to individually print selected exhibits and statements from the full report

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4502 Report Options Option 15…generates

rounded version of the report◦ Generated from the

4502.SEQ file 4502TAP.TXT 4502TSC.TXT

Summary combining statements for Ex 2&3

2 Copies Recommended

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4502/Financial Data Reporting 4502 data is then reported to ODE via EMIS

reporting◦ Reporting period H

Data types consist of: Cash, Budget, and Revenue accounts Operational Unit Codes as set up in OPUEDT Data entered in 4502 option 1 - 9

◦ July 30th deadline

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USAEMS

◦ Extracts data from various USAS files and puts it into EMIS file layouts Extracted from the account, OPU, and 4502 data

files Accounts extracted based on “Include SM1/SM2”

flag in CASHSCN Will check that all necessary funds are coded with a

valid EMIS Fund Category Stored on USAEMS.SEQ file Fiscal agents for ITC’s need to run again and

enter just funds for ITC

USAEMS

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USAS data is extracted via

USAEMS (USAEMS.SEQ)

USAEMS.SEQloaded into EMIS via EMSRX

Data validated via

EMSVLD or EMSRDET

Data Submitted to ODE via EMSRDET

EMIS data can be edited if necessary via EMSFCN

4502/Financial Data Processing Overview

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