In order to generate the Legacy Cash Reports in the Web-Gaap application several steps need to be performed beforehand. This document lists out ALL the steps needed starting from the Gaap Extract in USAS to generating the Legacy Cash Reports in Web-Gaap. Depending on the district some of the steps may be performed by an outside agency.

Create Gaap extract in USAS

The generation of this file is one of the steps in the USAS fiscal year end closing checklist. Below are the steps if it needs to be regenerated.

Log into USAS
Go to Extracts/Gaap
Select the desired fiscal year from the drop down
Click on Submit
Output report is GaapExport.txt

Web-Gaap System

Access is granted on per fiscal year basis and can only be granted to open years. In order to open a fiscal year the user must have update access to the previous year.

Log into Web-Gaap, select the Entity and fiscal year (in this example 2020) from the drop down and click Select.
Go to Setup/Click on Open New Fiscal Year - enter in 2021 and Add new Fiscal year. It will scroll through on screen and open the new year and automatically place you in that new year.
Go to Setup/ Click on Upload Cash Data/ Browse to find the GaapExport.txt file from 2021 and upload.
Once the cash data has been uploaded, fund code mapping will need to be done in order to view the Legacy Cash Report. Essentially the fund/scc's need to be rolled up to the fund level. There are two options available from the Setup menu to map funds.
- Mass Mapping of Funds - This option allows you to mass map funds to speed up the process.
- Maintain Fund Codes - Here you edit each fund/scc separately, but there are more options available than simply mapping the fund. You will need to use this option if you need to designate any major funds.
Go to Reports/Trial Balance Calculation and View Trial Balance Status/then initiate.
When the trial balance is in balance you can go to Legacy Cash Reports and they are the last two at the bottom. Leave the report options wide open so you get everything.