This procedure outlines the steps to be taken to close USAS for the calendar year.

Pre-Closing Procedures

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

• Click on edit beside IRS Form 1099 Submission Configuration

• Make sure 'District will Submit 1099 File to IRS' is checked

• Enter your IRS issued Transmitter Control Code for the district

• Enter DISTRICT Contact Name, Phone (no dashes) and Email

• Enter the Job Parameters as desired

Open

Open

• If Vendors do not have a Tax ID Type or Id#, use the edit on the vendor grid beside the vendor to update the record to include this information.

• If needed enter Vendor Adjustments to Correct YTD Taxable Total amounts.

• If Vendors are marked as "Non 1099" but should be receiving a 1099, update the Vendor's Type 1099 field, Tax ID Type, and Tax ID # and verify the Name and Address marked as the 1099 Location.

Month-End Closing

• Perform Bank Reconciliation Procedure.

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

• The SSDT 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.

 If all above steps are performed and totals all agree, you are in balance and may proceed with the next step.  

Calendar Year-End Closing

• Generate Reference Copies (Copy C for district records)

• Select 2024 as the Payment Year to pull the correct YTD information

• Select Type of Return - checkmark BOTH

  • 1099-NEC

  • 1099-MISC

• Select Output File Type:

  • Reference Copies - generates as PDF to save for your records

  • 1099 Copy: Copy C - for Payer

• Review the File Name, TIN, Address and enter contact information

• Submission Type: Original

• Prior Year Submission - should be UNchecked

• Approved for the Combined Federal/State Filing Program - should be UNchecked unless you have submitted a test file via Test Fire System and received an approval letter from the IRS.

• Verify Amount and Royalty Type Limit

• Click on 'Print Report' to generate the 2 different 1099 Extract Report(s) in (1099-MISC.PDF and 1099-NEC.PDF) PDF format

• Click on 'Generate' to generate the PDF print output files (.i.e. District_1099_BOTH_REF_C.pdf)

• Save the PDFs for your records and/or print to your local computer.

• Select 2024 as the Payment Year to pull the correct YTD information

• Select Type of Return - checkmark BOTH

  • 1099-NEC

  • 1099-MISC

• Select Output File Type:

  • Printer/Sealer Copies - generates as PDF to save for your records

• Review the File Name, TIN, Address and enter contact information

• Submission Type: Original

• Prior Year Submission - should be UNchecked

• Approved for the Combined Federal/State Filing Program - should be UNchecked unless you have submitted a test file via Test Fire System and received an approval letter from the IRS.

• Verify Amount and Royalty Type Limit

• Click on 'Generate' to generate the PDF print output files (.i.e. District_1099_NEC_SEALER.pdf, District_1099_MISC_SEALER.pdf)

• Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org attaching the District_1099_NBEC_SEALER.pdf, District_1099_MISC_SEALER.pdf copies. You will also want to include in the message if you will be picking up the 1099s at the Archbold office (by appointment only) or send them via UPS. 

• Click on  if you would like to 'Close' the current period.

• Once closed your "Calendar Year End" Monthly report bundle will run. Go to the Utilities menu, and File Archive to see your calendar year reports processing. 

• Do not make the next month "Current" (the next month can be "open" for continued processing) until your report bundles have finished running.

• Click on  to create the new posting period.  Select the month, enter the calendar year and checkmark the 'current' box to make the new posting period the current period.