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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 #
END
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
END