Expenditure Process Checklist

The USAS expenditure process starts with creating a requisition, converting the requisition to a purchase order,  invoicing and finishing with creating disbursements. The requisition creation is an optional step in the process and some districts use a third party software for their requisition process and approval. This document is meant to be a general outline of how to go through the entire USAS expenditure process. If you use a third party to create your requisitions/purchase orders you may want to go directly to invoicing and creating disbursements which starts on Step 4. 

1. Go to Transaction/Requisition
   1. Click on Create on the top left of the grid

   2. Enter desired information 

      • Requisition number may be auto assigned or the user can manually enter a number
      • The requisition date must be in an open posting period.
      • If the requisition should be a 'multi-vendor' then the Vendor must be left blank. 
      • The Delivery Address drop down is populated by the addresses marked as 'active' under Core/Delivery Addresses
      • You can split a line item by quantity      or price   to charge different account codes
   3. Click on Save

2. When the requisition is approved or ready to be converted to a Purchase Order, Go to Transaction/Requisition

   1.  You can manually select the requisitions or you can filter the grid and checkmark the top box to select everything within the filter grid 
   2. Click on Convert

      1. A pop up box will display asking for

         1. PO Date: defaults to current date if left blank

         2. Starting PO Number: system will auto assign if left blank

      2. Click Post
         1. A conversion results box will appear, listing how many converted, failed and any warnings/errors. 
3. Go to Transaction/Purchase Orders
   1. You can manually select the purchase orders or you can filter the grid and checkmark the top box to select everything within the filter grid and click on Print. 
   2. Select either PDF or XML
   3. Move or save the output file to your third party printing software if needed

4. Enter Invoices - Go to Transaction/AP Invoices or Transactions/Purchase Orders

   

   1. Transaction/AP Invoices 
      1. Select Create on the top left hand side of the grid

      2. Enter the PO# and click create 

         

   2. Transaction/Purchase Orders

      1. Filter for PO# and select the invoice icon 

         

         This will then pop up a blank invoice to enter the information and move you to the Transaction/AP Invoice grid

5. Enter the Required Invoice information and Save

   We recommend that the invoice date you let default to the current date and the vendor invoice date is the date on the physical invoice from the vendor. The invoice date MUST be in an open period and either date, invoice or vendor invoice date, will trigger the PO to be marked as a then and now if they are before the PO date. 

6. Review outstanding invoices before proceeding to create disbursements. Any of the following may be used to review outstanding invoices. 
   1. Run the SSDT Outstanding Invoices by Vendor Report in the Report Manager to view all the invoices you have entered.

   2. View in the Payables grid, by going to Transaction/Payables

      You can create an on demand report by clicking on the 'Report' icon on the top right hand side of the grid. The report will then contain the columns and filtering on the grid at that time.

      

   3. Filter in your AP Invoices grid by date entered. A report can be generated from that grid.
7. Once you are ready to create the disbursements, Go to Transaction/Payables.
   1. You can view/select by Vendor or by Detail (invoice)
   2. You can manually select the items you are ready to pay or you can checkmark the top box to select everything within the payables grid. 

   3. Click on Post Selected 

      

   4. A summary box will display with the number of vendors, invoices, total amount of payables selected
      1. Enter the options
         1. Date: must be in an open period
         2. Grouping options
            1. Vendor (all invoices for one vendor on one check) 
            2. Invoice (each invoice as an individual check).

         3. Bank Account

            

   5. Click on Post 

      Once post is selected the expenditures are posted to the accounts and the disbursements are created with a reference number.

8. Click on 'Continue to Print' to take you to the Disbursement grid, where you will assign a check number and generate a physical check print file. 

   

9. In the Disbursement Grid (Transaction/Disbursement), select the checks you want to generate a physical check for 

   

10. Click on 'Generate print file'
    1. A popup box will appear for you to enter the following information
       1. Check number
       2. Sorting Options

       3. Print Electronic Checks: checkmark this if you WANT to assign physical check numbers to your electronic checks.

       4. Print Output Type: XML is used for third party printing software 

          It is no longer required to assign physical check numbers to electronic checks.

    2. Click Generate

       

11. The output file will then need to be moved or saved to your third party printing software.