1. USAS Fiscal Year-End FY 2019
Welcome to the USAS FYE
May 2019 1

2. Redesign Fiscal Year End No new information added for this fiscal year
Processing is the same like prior years
There is one thing that is new this year…
Redesign

3. EMIS-R/Data Collector
The financial data submission process will be done through EMIS-R and will continue to be under district control.
An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the flat file, run the data collection process, and submit the data to ODE.
Must be sent to ODE before period 19H closes The current period H dates are 6/3/19 - 8/30/19. A second window will be opened for EIS/Inventory reporting 9/3/19 – 9/27/19.
Not any changes this year with how we will be reporting the Period H Data
All the financial EMIS reporting will be done via the Data Collector - Similar to what you have done with the five year forecast.
Take time to determine who in your district will be submitting this info
We have more information such as an EMIS-R Overview and Data Collector info on website which will give instructions on how to upload files, process your data and certify and submit to ODE.
Upload
Collect and prepare Data
Review Error Reports and Data
Certify and Submit

4. EMIS Financial Data Reporting Period H
Data is to be reported to ODE via EMIS-R
Reporting Period H
Data types consist of:
Cash, Budget, and Revenue accounts
Operational Unit Codes
Data entered in USAEMSEDT
Data entered in USAEMSDB
Capital Assets
What data is reported for Period H
Read Slip
Period H was to open today
Will need to be a certain percentages by specific dates.

5. Financial Data Reporting
Data Sources: Some of the data for financial reporting will be pulled directly from district’s live USAS data, while other portions will be pulled from EMIS-R “flat files” (i.e USAEMS_EMISR.SEQ).
Live USAS data includes:
Cash, Expenditure, Revenue Accounts
Account data will be pulled either from the current year data or from account history data depending on the timing of when the EMIS-R data collection is run.
Operational Units
Data pulled from different sources – USAS and flat file
Cash/Expenditure/Revenue and OPU’s will pull from live files.

6. Financial Data Reporting
Flat Files data includes:
USAEMS_EMISR.SEQ generated from USAEMS
Cash Reconciliation
Federal Assistance Summary and Detail
Civil Proceedings
District and Building Profile information
Capital Assets
EISEMS.SEQ or file exported from EMIS-FFE
USAEMSEDT data
USAEMSDB data
Flat files will need to be loaded into the Data Collector again very similar to Five Year Forecast files were “flat files”
USAEMS creates an .SEQ file that contains your USAEMSEDT data (4502) and your building information USAEMSDB
Capital Assets will also Create A .SEQ file if you are using EIS
If using other than EIS, you will create your file using EMIS_ffe – talk about later
QUESTIONS REGARDING PERIOD H???

7. Pre-Closing Procedures
The following steps must be completed prior to closing for fiscal year-end
Move on to the Pre-closing
These can be completed in any order but should be completed prior to closing.

8. District/Building Financial Data
The District Financial General Information and Building Financial information must be entered through USAEMSDB
Data is reported for Financial Reporting Period H for FY19
District and Building Information will need to be entered in USAEMSDB
To access at the menu type USAEMDB and you wil have 4 options.

9. USAEMSDB - DSTMNT USAEMSDB program Option 1:
Central Office Square Footage
ITC IRN – East/Valley View (095893)
West/Elyria (085589)
East (095893) -- West (085589)
Option 1 is to load your Central Office Square Footage
Last years data will be populated in these fields so all you will need to do is modify IF necessary
If your ITC id has not been populated - use F14 to modify and add IRN the correct number.

10. USAEMSDB - BLDMNT
The transportation and lunchroom percentages and correct square footage fields are in the USAEMSDB program option 2 - BLDMNT , , , , , ,
Option 2 will be the building information
Enter the Square feet/transportation and lunchroom percentage for each building in your district.
If you have new building, you will use F12 to add.
The total of all percentages must equal 100 or you will receive fatal errors.

11. USAEMSDB - BLDRPT
A report can be generated for the transportation, lunchroom percentages and building square footage under USAEMSDB option 3 - BLDRPT
Use Option 3 to generate a building report to easily view your information
This report lists each building by IRN

12. VALACT
Run VALACT to check for any invalid accounts in your master account files
All Fatal errors must be corrected prior to closing
Use ACTCHG to change to valid accounts
WARNING messages will not cause any problems when trying to run year-end programs like USAEMSEDT or USAEMS
FATAL messages will prevent the USAEMS sequential file from being created
ANY & ALL WARNINGS SHOULD BE INVESTIGATED !!!
Run VALCT to determine if any invalid accounts exist on the master account file.
Warnings associated with account that have zero amounts do not need to be corrected. We suggest cleaning these up at some point but not necessary for FYE.
All fatal errors need to be correct prior to closing - Will cause errors in USAEMS
If invalid accounts do exist, you can use ACTGHG to assign valid account codes.
The VALACT Errors and Warnings handout on our website explains this in further detail.

13. Possible VALACT messages
“Invalid Fund Per Current Blue Book Standards”
The Fund is no longer valid in USAS
WARNING will precede the message if there was no activity against the fund; you can choose to ignore the warning
FATAL will precede it if there is any activity against the fund; it will cause errors when running USAEMS
Invalid Fund messages are mainly associated with grant funds. If AOS does not assign a new fund number to replace the invalid fund, you can use FNDCHG assign it to a miscellaneous account (499/599 with a unique SCC)
Some of the common messages (No need to read all)
Again warning can be ignored, Fatals will need to be corrected
Most common with grant funds when the AOS assigns a new fund
To do this you would use FNDCHG
If AOS does not assign a new number to replace the invalid fund you can create a 499/599 with a unique SCC

14. Possible VALACT Messages
“Function must be defined at a higher level of detail”
The same message applies for receipt or object codes
The dimension (function, receipt or object code) is no longer valid in USAS; AOS has defined it to a higher level of detail
WARNING will precede the message if no activity against this code; you can choose to ignore the warning
FATAL will precede it if there is any activity against the code; may use ACTCHG to make the necessary updates
Another common error is for Functions that AOS may have defined at a higher level.
Again FUNDCHG would work for in these instances

15. VALACT Message “Warning:
ODE requires OPU to be entered for this func/obj per EMIS Guide”
For certain function/object code pairings, a 000 OPU is not allowed. A warning is issued if the IRN related to the OPU is the district IRN
These function/object code pairings have been in Section 6.3 of the EMIS Guide for years but since ODE is validating them in the data collector, the same validations were implemented in USAS and appear on VALACT as warnings.
Also, these OPUs warnings will only be generated for traditional districts that have more than 1 building represented in their OPU master file. The OPU warnings will not be generated for ESC's, Career Centers, Community Schools or any other entities that are not either a City, Local, or Exempted Village district type.
These warnings are for function/object combinations where ODE has indicated in the EMIS Guide that an OPU is required.
At this time, unless something changes, these accounts will still be able to be submitted without an OPU in the EMIS submissions and ODE will prorate the amounts back to the buildings in their building level reporting.
They will show up as "Critical Errors" in the EMIS Level 1 validations; which is really just another type of warning as the data will still be submitted on to ODE.

16. 41xx/8x0 must have OPU defined
Example
VALACT warning:
Warning: ODE requires OPU to be entered for this func/obj per EMIS Guide.
ART CLUB - EXPENSES
Entity
OPU Description IRN Type
SAMPLEVILLE - DISTRICT WIDE
SAMPLEVILLE ELEM/MIDDLE SCHOOL
SAMPLEVILLE HIGH SCHOOL
SAMPLEVILLE CENTRAL OFFICE C
EXTRA CURRICULARS
Chapter 6.3
41xx/8x0 must have OPU defined
Sample of the OPU error
EMIS guide states 41xx function with object 8X0 must have OPU defined (meaning OPU must be tied to building IRN#). In OPUEDT 400 is tied to district IRN. Leave as is and it will prorate expenses, otherwise if ART club expenses are tied to high school, ACTCHG the OPU to 200 so expenses will be tied to HS building IRN#

17. EMIS Fund Categories Check cash account for EMIS Fund Categories
EMISFCAT Report
Lists all funds and associated fund categories
VALACT
Lists errors for invalid fund categories
Lists warning for funds that should have an EMIS category
Enter * if an appropriate code does not exist
Make changes in ACTSCN or in USASWeb
ODE uses the EMIS FUND Categories to perform analysis of these funds
You will need to check your cash accounts to verify they have the appropriate Fund Categories listed.
Again, your VALACT will list any fatal errors and warnings which pertain to the EMIS Fund Category. All Corrections can be made in ACTSCN or USASWEB.
You may want to run the EMISFCAT report which will list all your funds and the associated fund category assigned
If there is not an appropriate code for a cash fund, you can enter an asterisk in the EMIS Fund Category field
Chapter 4 of the EMIS manual lists all fund required to have an Fund Category, this list is also on our website.
The category is intended to define the fund/special cost center combination describing the type of fund for the EMIS year-end financial data processing. The fund categories allow ODE to be able to perform analysis on these types of funds.
It will be necessary to use ACTSCN to manually update this field for the necessary funds. If a category is not necessary for the fund, help will display the message “No EMIS categories required for this fund.” .

18. EMIS Fund Categories
F7 Help will display available codes for the current fund. Can also be found in Chapter 6.2 of the EMIS Guide.
This EMIS Fund Category field is located in ACTSCN on the 2nd screen of the cash accounts.
Press F7 Key to see a list of available codes for the current fund
 If a code is not necessary for a fund, the help key will indicate that with a “No EMIS categories required for this fund” message.

19. * Current ODE EMIS Manual - Section 6.2 Cash Record (QC)
EMIS Fund Categories
* Current ODE EMIS Manual - Section 6.2 Cash Record (QC)
If you prefer using the USASWeb to enter your EMIS fund categories it is located in the Web under the Cash Module. You will need to Query the fund, then use the Edit Button.
Click on the drop down list to see all the categories that correspond to that fund. 19

20. OPU’s Check Operational Units
If 000 OPU is used it must be reporting district IRN
Mostly an issue with ITCs
Check IRN and Entity Type
Use USASWeb/ Operational Units to query all the OPUS or use OPUEDT to change; and make modifications if needed
OPULST for report
You will need to check your operational units
Expenditure Flow Model uses your operational units for building expenditure perorations in the EFM
Use OPUEDT to verify that your IRNS and Entity types are correct
Keep in Mind that all IRNS SHOULD BELONG TO THE DISTRICT
Any OPU specifically designated for central office costs should be flagged with an entity type of “C”.
Use OPUEDT to review and make any necessary changes.
OPULST will provide a report of all your OPU’s

21. Operational Units Check Operational Units Check IRN and Entity Type
Use USASWeb/ Operational Units to query all the OPUs; and make modifications if needed
If you prefer to use USASWeb to make changes, you may do so by accessing the configuration menu.

22. APPROPRIATIONS
Next Year estimated budgets and revenues may be entered into the Next Year Proposed fields through APPROP (NYPMASS, NYPMNT, and NYPLOAD)
Must be completed PRIOR to running Fiscal Year-End ADJUST
The GAAP Original Budget field will be set during adjust
IABMAS, IABMNT or IABLOAD, also part of APPROP, may be used AFTER closing the fiscal year
If you plan to update your next years proposed amounts, you can use the APPROP program.
Note that if you choose to enter your NYP in ACTSCN, your GAAP Original field will not update automatically
This must be completed before you close out your FY.
When adjust is run it takes the figures in the next year proposed field and moves them to the initial budget or revenue field
And GAAP Original Budget fields will be set
If you would like to wait until after FY closing to enter Initial Account Balances, you would use the IAB options in the APPROP menu
There is also a load option if you prefer to use a spreadsheet to load data – information on website.

23. Appropriations
NYPINI…clears out anything currently in the next year proposed fields
NYPMASS…allows ranges of accounts to be mass updated based on the calculation method chosen
NYPMNT…enter next year proposed amounts individually
NYPLOAD…upload next year proposed amounts via a spreadsheet file
4 options offered prior to closing FY are;
NYPINI – Initialize Next Years Proposed Amounts - Recommend
Wipe out amounts any current amounts in NY proposed fields
NYPMASS – Mass Change Next Year Proposed Amounts
Mass change NYP amounts based on % of expendables or expenditures
NYPMNT – Next Years Proposed Maintenance Screen
Enter next years proposed amounts individually
NYPLOAD – upload nyp amounts via a spreadsheet file
Handout on web outlines how to use the NYP and IABLOAD option
Can create your own spreadsheet using safari and add proposed amount upload to LEECA and use NYPLOAD to import or
Use BUDWRK or REVWORK and create a csv file
Use file transfer to download file to your pc, add nyp amounts, Upload into LEECA and import using NYPLOAD

24. Accounts Payable Tracking
Provides ability to track items received this fiscal year but not paid for until after July 1 in the next fiscal year
The track accounts payable flag in USASDAT/USACON should be set to “Y” if you are using APE
Enter “Received Date” when invoicing
Will default to invoice date if not entered
PAYABL report is usually run during the month of August
For Accounts Payable, you will need to track items received this fiscal year, but paid for after July 1 ~
It is important to be accurate in entering your received date, in order for the PAYABL report to be accurate.
Set your accounts payable flag to Y in USASDAT/USACON if you are using Ape. Anyone still using this…?
During July and Aug be sure to enter the correct received or invoice date when processing invoices to track your payables.
The PAYABLE report is usually run during the month of August. 24

25. Accounts Payable Tracking in USASWeb
If you do your invoicing using USASWeb, the received date field is always displayed and does not look at the USAS Flag.
If a received date is not entered, it will default to the invoice date in the header section.
Again - be sure the correct date is being displayed.
If your received date is different from the invoice date, you will need to make the change in the first line item, then click on the clipboard to paste this date to all other items.

26. Month-End Closing

27. Month-End Closing Follow the normal process for closing out the month
Enter all current month transactions
Autopost all FY19 batch files
Reconcile USAS with bank and generate Cash Reconciliation in USAEMSEDT (required for June)
BALCHK totals should be in balance for Rev & Exp
Encumbered amounts should balance with PODETL
FINSUMM and FINDET totals should be identical
Cash Reconciliation should balance with FINSUMM
SM12 will generate automatically during adjust (if you make manual changes please recalculate prior to running ADJUST)
proceed with the normal month end closing for June.
Enter all transactions for current month, AUTOPOST all current month files
Reconcile bank statements
Generate Cash reconciliation using USAEMSEDT, Option 1 – required for June
Totals should balance with the fund total reported on the FINSUMM
Generate BALCHK and check all expenditure and revenue lines to be sure they all agree
Compare encumbered totals from BALCHK and PODETL – should be the same
If amounts are not the same, running fixenc usually gets them back in balance.
Regenerate BALCHK if still not in agreement, give us a call
Run FINSUMM and answer Yes to generate a matching FINDET – compare totals – should be the same
These reports pull their totals from 2 different areas one is from the account files and the other from the transaction files.
SM12 routine generates during adjust, but if you need those figures beforehand, run the SM12 Option to calculate for June.
Manually calculating the SM12 sets a flag indicating to Adjust that the SM12 has already been calculated. So if you manually calculate the SM12 prior to adjust, then make changes, you need to recalculate so that the correct reports are placed on the web.

28. Month-End Closing
Generate/print and/or archive any month-end customized reports you may need.
Generate a standard set of reports during adjust.
Includes Reports listed on Page 4 of the closing checklist MONTHLYCD CAN BE USED
Generate any customized month end reports your district uses
MONTHLY & FISCAL CD web reports will generate a set of standard reports during adjust which includes all recommended reports
EFM reports will also be included.
If you have customized reports you will need to print/archive them as these will not be included on the web reports

29. Fiscal Year-End Closing
Getting closer!

30. Fiscal Year End - USAEMSEDT
*** Main Menu ***
***Run the report option in each feature to verify current data***
1 - Cash Reconciliation
2 - Federal Assistance Programs - Summary
3 - Federal Assistance Programs - Detail
4 - Civil Proceedings
5 - Exit Program
***System Manager Only***
6 - Change flags
Enter option < 5>: _
Complete all four options of USAEMSEDT
You must go into each option even if there is no data to entered
Cash Reconciliation will error even if you are off by $1.00
Each data entry option has the ability to generate a report which will shows data carried over from prior year 30

31. 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 = CSHREC.TXT
Option 1 Cash Reconciliation –
Data is generally entered into this option each month as part of the month-end closing process. It is required at fiscal yearend even if the you didn’t enter data every month.
Information entered consists of:
All bank ending balances
Deposits in transit
Outstanding checks total
Adjusting entries
Investment information and petty cash amounts. The report created is: CSHREC.TXT 31

32. Option 1 - Cash Reconciliation
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
USAEMS will generate ERROR if not in balance
Total entered in option 1
Total on the account file
If the total amount entered in Option 1 does not balance with the current fund balance, these 2 figures will be displayed at the top of the screen upon exiting. This error notification was added to USAEMS to check these balances
So, if the cash reconciliation is not in balance with the current fund balance, USAEMS will not complete. 32

33. Option 2 – Summary Federal Assistance Programs
FEDSUM.TXT
Federal Assistance Summary
Asks the following information:
Source Document – FINSUMM for federal funds only, plus any other federal assistance received
2019
Important
750,000
Option 2 - Summary Federal Assistance Program.
You will specify here whether you have received more or less than $500,000 in Federal Expenditures 33

34. Option 3 – Detail Federal Assistance Programs
FEDDET.TXT
***Run the report option in each feature to verify current data***
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. Such as 006
FEDDET
Running this will delete your FY16 5XX fund information and create the appropriate records based on FY17 figures
Records for any other funds need to be manually update.
You must have a CFDA number for each record
{Catalog of Fed Domestic Assistance}

35. Option 3 – Detail Federal Assistance Programs
Suggested Source Documents
ODE Web site summary report of amount of Federal Contributions received from ODE
CFDA #’s are listed in the AOS USAS Manual on the AOS Website.
Also a link on the Connect Fiscal home page under Useful Resources
Catalog of Federal Domestic Assistance (CFDA)
Option 3 is the detail that goes along with option 2. It lists every fund that you have received federal funds for during the fiscal year.
You have the option of editing last years information or using the initialization option.
The CFDA number is deleted in the initialization option so it a good idea to print a report of last years data prior to running it . CFDA #’s are also listed on a printout available from the ODE website and also in the AOS USAS Manual
The init option will first go through deleting anything from the prior year that is for a 5xx fund.
Then it creates a new record for any nonzero 500 fund that it finds for the current year.
If the district has federal aid in a non 5xx fund, these will need to be manually entered or deleted. These records are not removed by the initialize option if they were there the prior year.
This option also adds advances and repayments as revenue or expense to the funds. These totals will need to be subtracted from the amounts on this option. 35

36. Option 4 – Civil Proceedings
CVLPRC.TXT
Enter data for any law suits during reporting period
Must Go into Option 4 Even if your district has NO Civil Proceedings
If the district has any law suits they are involved with as either a plaintiff or defendant during the reporting period, the information should be disclosed through option 4. . 36

37. USAEMS
Extracts data from the USAEMSEDT and USAEMSDB programs and stores it in a flat-file layout that can be loaded into EMIS- R
Will check that all necessary funds are coded with a valid EMIS Fund Category
Checks that Cash Reconciliation balances
Output data will be stored on a USAEMS_EMISR.SEQ file

38. Fiscal Year End - USAEMS
Once USAEMSEDT and USAEMSDB data is entered and verified, run USAEMS
USAEMS must be run BEFORE you run ADJUST
USAEMS collects the data ODE will receive
when routine is completed
Wait for verification from Connect before continuing
Don’t forget – you will need to FTP (use USASEMS_FTP) the USAEMS_EMISR.SEQ file into the EMIS-R Data Collector
(see EMISR Data Collector handout)
After all data entered into USAEMSEDT - Run USAEMS.
USAEMS extracts the necessary information for your financial reporting to ODE and puts it into the EMIS file format.
Answer N to the question “Are you extracting for a Data Acquisition Site or ITC.
This must be run before you adjust.
when you have completed USAEMS Routine
Wait for verification before continuing.
This is the file which will need to be uploaded into the Data Collector

39. USAEMS USAEMS - Extract financial data into EMIS-R detail file format.
Are you extracting for an Information Technology Center? (Y,N,?) <N> _
District IRN:
District Name: SAMPLEVILLE SCHOOLS
Is this correct? (Y,N,?) <Y> _
Enter Fiscal Year: <2019> ____
Continue, Re-enter, or Exit? (C,R,E,?) <C> _
Processing, please wait!
Full output file is USAEMS.SEQ
Partial output file is USAEMS_EMISR.SEQ
Processing Completed!
This is what the USAEMS program will look like.
Read

40. USAEMS_EMISR.SEQ Partial output file that includes:
Cash Reconciliation
Federal Assistance Summary and Detail
Civil Proceedings
District and Building Profile Information
Will exclude the account and operational unit records.
Must be uploaded into the Data Collector to be used along with the USAS SIF Agent for EMIS-R collections.
USAS SIF agent pulls the following from LIVE USAS data:
Cash, Expenditure, Revenue Accounts
Account data will be pulled either from the current year data or from account history data depending on the timing of when the EMIS-R data collection is run.
Operational Units

41. USAEMS.SEQ
Full file containing all record types needed for EMIS-R reporting (except capital assets).
Districts should not be uploading USAEMS.SEQ file. Instead, they should be uploading the partial file (USAEMS_EMISR.SEQ). Then when collecting the data, they will select the “financial” data source along with the USAS SIF Agent.

42. Financial Reporting Special Notes:
Districts should NOT upload USAEMS.SEQ file. They only need to upload the USAEMS_EMISR.SEQ file along with their capital asset file in the “financial” data source via the Data Collector When they are ready to run a collection, they will select the USAS SIF agent and the “financial” data source.
There is an “EMIS Reporting Year” flag in USASDAT/USACON that tells the SIF if it should pull account information from the history records or the current account file
Connect strongly recommends districts hold off making any updates to their OPUs, accounts (i.e. ACTCHG/FNDCHG) or deleting accounts in FY20 until AFTER they have completed their EMIS-R reporting for FY19 Period H.

43. Fiscal Year End
Generate/print and/or archive any year-end customized reports you may need
Suggest running SRTCMP and/or WORKCOMP
Notify to have your SRTCMP or WORKCOMP placed on web
Generate/print any needed GAAP reports
Reports can be created in archives if needed
East/Valley View Fiscal_Sel
West/Elyria History
MONTHLY CD and FISCAL CD will generate a standard set of reports during adjust
Adjust processing begins on page 5 of checklist
If you have any other FYE custom reports that need to be generated, you would need to do this at this time.
Generate your SRTCMP if you will be using that report. Remember that it now requires data input so we cannot automatically post to the web. Notify us if you have run SRTCMP and would like Ken/Curt to add it to the Web Reports.
This is also a good time to generate/print any GAAP reports that you may need.
Monthly CD and FISCAL CD will generate the set of standard reports.
Also a reminder that if you use CASNET services you will want to archive your files.

44. Run ADJUST twice ADJUST PROCESSING Before you run ADJUST
No other programs should be running (even payroll) and all users should be logged off the system or at a menu prompt
Payroll must be closed first – do NOT proceed unless payroll is closed
Do not run in background
Display users in USAS and USASWeb
Myusers East/Valley View
Checkusers West/Elyria
Run ADJUST twice
Month Ending June
Year End(choose F for fiscal year)
Before you run adjust:
Make sure all of your users are at a menu prompt – no other programs should be running
Do Not want to run in the background
Adjust will need to be run twice – once for Month End and Once for Fiscal Year End.
Adjust will zero out all of your month and year to date figures and pull in any NYP amounts.

45. ADJUST Run ADJUST selecting month-end option
Run ADJUST again selecting Year-end and Fiscal options
to CONFIRM you have a good backup
Now ready to begin processing for July
You will be running adjust twice
Once for Month end
Then for Year End/Fiscal

46. Post-Closing Procedures

47. Accounts Receivable Unique identifier in Receipt description line
2 place identifier
Can use xx or 19 or district choice
(xxJune FY19 reimbursement)
RCPTSEL report to identify potential Accounts Receivable
Useful in GAAP reporting

48. Period H Data
By now you should have uploaded your USAEMS_EMISR.seq file into the Data Collector (using USAEMS_FTP)
Run through the Data Collection Process to
Upload File
Collect and Prepare Data
Review Error Reports and Data
Certify and Submit
Refer to handout on EMIS-R

49. Capital Assets Compile your capital assets information EIS DISTRICTS
Follow the “EIS Closing Procedures” handout through running EISEMS and uploading the data into EMIS-R
NON-EIS DISTRICTS
Enter your capital asset information into EMIS-FFE and upload file into EMIS-R
For details see EMISR Overview handout
Must be to ODE before 19H period closes
Currently period dates – 6/3/19 – 8/30/19 with a second period for EIS/Inventory– 9/3/19 – 9/27/19
(Keep in mind, if you inventory completed you may send it during
the first opening of Period H)
Compile your Capital Asset Information
For EIS Districts you will following the EIS Closing Procedures
Non-EIS Districts will need to enter their information into EMIS-FFEE and upload file into EMISR.
Will let you know of the exact date this needs to be completed by.

50. Not using EIS?
For districts who DO NOT use EIS for their capital assets, information will be entered into EMISFFE (EMIS Flat File Editor)
Please refer to the “Capital Asset Reporting for Non-EIS Districts” information
Procedure
Contact to establish a account
(if you do not already have one)
Add new capital assets records
Export your data file and upload into the Data Collection
Process and Submit for EMIS

51. WEB-GAAP Conversion Web-GAAP for GAAP reporting:
Run USAEXP/GAAP_EXP option to create necessary files
Can be run either before or after closing out
Creates file (GAAPEXP.TXT) to be uploaded into Web-GAAP
s GAAPEXP.TXT to specified address for uploading into Web-GAAP
GAAP Auditors
Treasurer
The Web-GAAP file is needed to create the Cash Legacy Reports and also for your GAAP Auditors.
Run GAAP_EXP in the USAEXP menu.
This option can be run at any time and will create the file necessary for uploading into the Web-GAAP
It also will the file to your accountants who are usually the ones to load this information.

52. USAEXP/GAAP_EXP

53. Access to Web-GAAP
Notify to set up district or auditor access
Access now assigned by FISCAL YEAR
Update (9 month) or Read-Only Access
Auditor must currently have AOS account for us to assign access to your district files.
If auditor does not currently have an account:
AOS staff will need to contact AOS
Independent Auditor – Notify Connect to have SSDT create an account
Web-Gaap Access outlines detailed instructions on requesting access for you or your auditors to the Web Gaap.
Read
Feel free to contact us if you have questions.

54. WEB – GAAP Cash Legacy Reports
Legacy Cash Reports
Run USAEXP Data Export and load into Web-GAAP
To create reports reference Legacy Reports on Connect’s Fiscal Page
Legacy Cash Reports are available in WEBGAAP which are similar to many of the 4502 exhibits/statements.
Basic procedures are
You will need a GAAP account if you do not have one notify LEECA
Follow the legacy reports handout on our website and print the additional instruction on GAAPWIKI
Export your data into WebGAAP
Roll funds/scc’s up to fund level
Print or view desired reports. 54

55. WEBGAAP OHCONNECT.ORG GAAP URL GAAP Wiki
hp?title=Main_page
GAAP URL
oh.us/gaap
GAAP Wiki
us/index.php?title=Main_Pa ge

56. OTHER PROCESSING OPTIONS
Run USACERT/CERTBAL (optional) to obtain a certificate of unencumbered balances
Once you are adjusted and in the next processing year you may want to run CERTBAL in the USACERT menu to obtain a certificate of unencumbered balances

57. Inventory (EIS) Fiscal Year-End Closing

58. EIS Fiscal Year End Closing
Finish all current year processing. Items received on or prior to June 30th should be added to EIS for FY2019
Any items received after June 30th can continue to be added to the EIS pending file for FY2020.
Districts with a life limit specified for capitalization criteria may want to run an EIS304 Brief Asset listing to verify items meeting the dollar capitalization criteria also have a valid Life Limit.
Page 8 lists the FY Closing procedures for Inventory –
Remember that the EMIS Capital Asset info is due for Period H – we will let you know when it is due as soon as ODE releases that info.
EISEMS will need to be run prior to EISCLS.
Add all items received prior to July 1 to the system.

59. EIS Fiscal Year End Closing
When all items have been entered, run the recommended list of reports (this includes all necessary GAAP schedules).
Suggested reports list: EIS GAAP Report Document
on Connect Fiscal page
Once Items have been entered, generate your GAAP and NonGaap reports – those listed on pages 42 & 43 are the ones SSDT recommends that you run.
Make sure to check the EIS104 report to verify that the column totals on the detail match the totals on the summary report.
And that the ending depreciation on the summary match the total accumulated on the EIS305 – book value report.
Reports should then be either printed or archived.
Remember the are Inventory Reports are now generated out on the Web. This will create a standard set of inventory reports (includes all the reports listed on page 8 & 9.
The reports are not currently added to the Fiscal CD, but SSDT plans to include them for next year

60. Capital Asset Reporting
Capital Asset Reporting will open 9/3/19 – 9/27/19
May submit with first Period of H (closes 8/30/19)
EISEMS will need to be run prior to EISCLS
Inventory does not need to be completed/closed prior to FYE
Print or save files as PDF (save on your PC or in central area)
You are now ready to process your Capital Asset Reporting through EIS
Be prepared to have data submitted by the end of July.
Run EISEMS projection option first,
Treasurer may need to complete this if user does not have priviledges, or Treasuer can financial to give their inventory user EMIS priv’s.
View the resulting reports, then run the Actual Option.
Type in EIS_EMIS to load the file, then view the resulting reports for errors.
If error free, the resulting EISEMS.seq file need to be upload and submitted in EMISR for Period H submission.
There is a capital asset review in our FYE web documention for details of what is to be reported.
e handout on page 54

61. EIS Fiscal Year End Closing
Run closing program EISCLS
Updates life to date depreciation for FY being closed
Copies files to history
Updates FY closed file on the EISMNT/DATSCN
Updates beginning bal for new FY and creates a report of beginning balances by fund, function and asset class
Run EISCLS.
The Close program updates life to date depreciation for fy being closed
Copies your files to history
Updates the FY closed filed on the EISMNT/DATSCN
Updates the beg bal for new FY and generates report of beginning balances by fund, function and asset class
I mention previsously that we now have the Inventory CD program which creates a standard set of Inventory reports that post to the when you close. If you cannot access these reports, let us know and Ken will set you up with access.
Page 45 through 47 are informational and lists some GAAP report documentation we thought might be helpful
Explains some of the reports and what type of information it provides

62. Questions?
Thank you! . 62