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This procedure outlines the steps to be taken to close USAS for the fiscal year in the Redesign.

Items to consider prior to FYE - district policies & procedures will vary

Info

ODE Fiscal Year 2024 Changes

  • USAS v2024.0.0 Release Notes - Removal of the Federal Assistance Detail and Summary from Period H EMIS reporting. The EMIS Extract no longer contains federal assistance summary and detail data.  The menu options for Federal Assistance Detail and Summary are still available but are now optional.


Pre-Closing Procedures

The following pre-closing procedures can be completed any time prior to closing the fiscal year.

  • 1. Go to Core/Organization
    • Enter/Verify Central office square footage
  • 2. Go to Periodic/Building Profiles
    • Enter/Update Building IRN, Description, square footage, transportation and lunchroom percentages for each building in your district. 

  • 3. Generate  SSDT District Building Information report under the Report Manager grid or from the home screen under All Reports.

  • 4. Generate  SSDT Account Validation report under the Report Manager or from the home screen under All Reports to ensure no invalid accounts exist.  

    If invalid accounts do exist, they should be changed via Utilities/Account Change

    Accounts with amounts in them for the reporting fiscal year MUST be cleaned up. If an account does not have an amounts for the reporting fiscal year it can be ignored if desired. Running the Account Validation Report and entering 'true' to the Exclude Accounts with Zero Amounts query parameter will list ONLY invalid accounts with amounts.

  • 5. Go to Core/OPUs

    • Review OPUs to make sure IRN numbers and Entity types are correct. 

      You may generate an SSDT OPU LISTING report under the Report Manager or from the home screen under All Reports if desired. All OPUs must have an IRN within your district.
  • 6. If you plan to enter your next year proposed budgets and revenue estimates, this may be completed before closing the fiscal year (or at any time) via Budgeting/Scenarios

Month-End Closing

  • 7. Enter all transactions for the current month
  • 8. Attempt to reconcile USAS records with your bank(s)

    • Perform bank reconciliation procedure

    • Under the Periodic menu, select 'Cash Reconciliation'  to enter your cash reconciliation information for the month

      Your outstanding checks should be entered as a negative number. (i.e. -10,000)

  • 9. Generate  the 'SSDT Cash Summary' report and the 'SSDT Financial Detail Report'.
  • The Financial Detail Report may be run for the month only to compare MTD totals to the Cash Summary Report. 

  • Compare the totals from reports... they should match with the exception of encumbrances.

    Encumbrances on these two reports may not match.

    Cash Summary picks up total encumbrances (including carry-over encumbrances).

    Financial Detail Report picks up encumbrances for the date range entered on the report.

  • 10. If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.
  • 11. Manually run and review desired reports 

Monthly CD Report Bundle

The SSDT Monthly CD Report Bundle will automatically run when the Posting Period is closed as long as it is enabled.  The bundle includes 27 SSDT Template reports.  A list of reports can be found here.  Reports can be found in File Archive under the Utilities menu. 

Fiscal Year-End Closing

  • 12. Under System/Configuration, edit the EMIS Soap Service Configuration and update the fiscal year to the correct reporting year.  

Not everyone has the ability to access this configuration screen. A particular permission must be granted to a user. If access is needed please notify the fiscal staff.

Under the Periodic menu:

  • 13. Go to Periodic/Cash Reconciliation 
    • Verify it has been completed for June 
  • 14. Go to Periodic/Civil Proceedings
    • Enter any existing civil proceedings

Before generating the Extract file, make sure you have edited the 'EMIS SOAP Service Configuration" per Step 12 under SYSTEM and entered the Fiscal Year you are reporting for Period H.


  • 15. Go to Extract/EMIS
    • Click on 'Generate Extract File' to create a USAEMS_FYYY.SEQ file to be uploaded into the data collector.

    • Warning messages may be issued if the cash reconciliation and civil proceedings programs have not been completed.

      The EMIS Extract contains the same data as Classic's partial (USAEMS_EMISR.SEQ) file.  The EMIS Extract output is to be used along with the USAS SIF agent when collecting the data in EMIS-R. The submission process for EMIS-R is under district control. An authorized person in the district (EMIS Coordinator, Treasurer, etc.) will need to upload the extract before running the data collection process and submitting the data to ODE.

  • 16. Generate any additional fiscal year end reports needed.

Fiscal Report Bundle

The SSDT Fiscal Report Bundle, released on v7.42.0, will automatically run when the June Posting Period is closed as long as it is enabled.  A list of reports can be found here.  Reports can be found in File Archive under the Utilities menu on the Fiscal Year Reports Archive tab.

  • 17. Go to Core/Posting Periods
    • Click on  to create July if it does not already exist. Do NOT Mark the 'current box'.
    • Verify June is current
    • Click on   to 'Close' June.
    • Go to the Utilities/File Archive to see your Month End & Fiscal Year End reports processing. 
      • Do not make the next month "Current" (the next month can be "open" for continued processing) until your Month end & Fiscal Year End report bundles have finished running.
    • In Core/Posting Periods, click on the Open folder beside July to open (if it is not already), click on the checkmark beside July to make it current. 

  • 18. You are now closed for the month and fiscal year.

    June of the prior fiscal year may be re-opened as long as it was not imported from Classic. For example, if you started live on the Redesign in May 2019 and you are now in August 2019, you may re-open June 2019 (as long as the rule to 'prevent opening of a previously closed posting period' is not enabled). However, if you started live on the Redesign in July 2019 and you are now in August 2019, you will not be able to open June 2019 because it was an imported period.

Post Fiscal Year-End Closing

  • 19. Go to Extract/GAAP if you use the Web-GAAP system for GASB34 reporting.  
For more information on Web-GAAP and legacy cash reports you can go to the GAAP Wikki 

  • 20. Submit your financial data via EMIS-R

    Please refer to the NWOCA Financial Checklist for more information on submitting your data via EMIS-R


SSDT District Audit Job is scheduled to run on the evening of July 31st. When the Audit Job runs, it will generate preconfigured reports for the prior fiscal year, which is determined by the current period, and send them to the File Archive under the Audit Files tab. The reports are also zipped and securely sent to the Auditor of State via SFTP.

The District Audit Job runs the following reports:

  • SSDT USAS Auditor Extract
  • SSDT USAS Auditor Extract - Transaction
  • SSDT USAS Auditor Extract - Vendor
  • SSDT Cash Summary
  • GAAP Extract
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