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

Pre-Closing Procedures

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

  •  1. Review Vendors that qualify to receive 1099s and verify their relevant 1099 information.
    • Use the Vendors grid to query Vendors with a 1099 Type and qualifying YTD Taxable Total.

      In the Vendors grid, add the 'Type 1099', 'Tax ID Type', 'ID #" and 'YTD Taxable Total' columns to the grid.  Under 'Type 1099' filter by <> non 1099 to query all 1099 vendors. You can then use the YTD Total to filter on amounts (i.e. >=600). You can also save your filtered grid by using the 'REPORT' button.
    • Review the Tax ID Type and Id# (SSN or EIN) for all 1099 vendors to make sure they are correct and identified.
      • If Vendors do not have a Tax ID Type or Id#, update the vendor record to include this information.
    • Use the Vendors grid to review Vendors that have a qualifying YTD Taxable Total that are not marked to receive a 1099.

      • 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.

      Under 'Type 1099' filter by non 1099 to query all non 1099 vendors. You can then use the YTD Total to filter on amounts (i.e. >=600). You can also save your filtered grid by using the 'REPORT' button.

    • Run the SSDT 1099 Vendor Report to check 1099 data in order to ensure 1099 names, addresses, ID # and amounts are correct.   By default, the report includes all 1099 types.  You have the ability to include all 1099 types regardless of YTD amounts or those meeting the IRS requirement.  You may also run the report for specified 1099 Types (i.e. royalty payments)

      The current 1099 Vendor Report template shows the Vendor's Primary Name and Address. This template report is scheduled to be updated to show the 1099 Vendor information on JIRA Issue USASR-4045. The updated report definition is available here to download and import into your instance via the Report Manager. SSDT 1099 Vendor Report - Updated
  • 2. Enter Vendor Adjustments to correct YTD Taxable Total amounts if needed.

    • If the YTD Taxable Total needs to be updated for a vendor (Void Prior FY Check, Royalties, combining Vendor records) the Vendor Adjustments option can be used to modify the YTD Taxable Total and YTD Total fields.
    • The Vendor Adjustments option can be found by clicking the View  icon on the Vendor. The amount can be entered as positive or negative to increase or decrease the totals. 
      • Make sure the 'Taxable' check box is marked in order to update the YTD Taxable Total.
      • For more information see the Vendor Adjustments section on the Vendors page

Month-End Closing

  • 3. Enter all transactions for the current month
  • 4. 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

  • 5.  Generate the 'SSDT Cash Summary' report and the 'SSDT Financial Detail Report'.
    • 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 be identical.

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

  • 6. Optional Step:  Run a 'Spending Plan Summary' report.
  • 7. Manually run and review desired reports (Monthly CD Reports will be generated when step 11 is completed)

Monthly CD Report Bundle

The Monthly CD Report Bundle is now available and will automatically run when the Posting Period is closed.  The bundle includes 24 SSDT Template reports.  A list of reports can be found here.  Reports can be found in File Archive under the Utilities menu. 

Calendar Year-End Closing

If you are in January processing and want to generate reports containing prior year calendar year-end amounts, the account-based reports have an "As of Period" 

 "As of Period" INFO

NOTE: This parameter is relevant to account-based reports. The as of period parameter will return amounts as of a specific period (ex. FYTD or MTD totals), but will not limit transactions on accounts. If using with a report that is transaction-based, this parameter will need to be used in combination with Start and Stop dates to filter the transactions that are included.

You also have the ability to temporarily change the current period to December. Once you are finished running your reports, you may switch the current period back to January.  

If a Posting Period is re-opened, the Monthly CD Bundle will automatically run again when the period is closed.  If a monthly report bundle already exists in the archive a second copy of the reports will be added to the existing Monthly CD reports. To avoid this, delete the first Monthly CD Reports bundle before re-closing the reopened posting period to prevent duplicate copies of reports from being stored for that month OR disable the Monthly CD Reports bundle prior to re-closing the posting period to retain the original reports. Currently, you cannot delete individual reports from within a monthly archive. 

 Turning off Report Bundle

If you do not want the bundle to run for the period you are closing, navigate to the Report/Report Bundle UI and disable the bundle by clicking the checkbox to unselect the checkbox.  This will prevent the bundle from automatically running when a posting period is closed. Remember to re-enable when you are finished closing. 

  • 8. Generate any additional Calendar Year-End Reports desired 
  • 9. Under Periodic, Run the 1099 Extract program
    • Create the XML file (used for printing the 1099s with the Edge software)
      • Select 2019 as the Payment Year
        • Select Output File Type XML
        • Review the File Name, TIN, Address and contact information
        • Click on 'Generate Extract File' to generate the selected output file type
        • Click on 'Print Report' to generate the 1099 Extract Report in PDF format - this will be submitted to NWOCA along with your XML and TAP files.

Save the PDF for your records

    • Create the TAP file (used for IRS submission)
      • Select 2019 as the Payment Year
        • Select Output File Type TAP
        • Review the File Name, TIN, Address and contact information
        • Click on 'Generate Extract File' to generate the selected output file type

  • 10. Use NWOCA File Transfer to send a secure email to attaching the 1099 XML and TAP file along with the 1099 Extract PDF Report. 

    NWOCA will print your 1099s. NWOCA will submit your 1099s to the IRS.

NWOCA File Transfer requires a login. Users can login with their email address and Exchange email password.  If you are a member district, but do not use the Exchange email system, send an email to the Hardware Group and they will create you an account. For full instructions on how to use NWOCA File transfer please refer to our wiki

  • 11. To close the month, under the Core menu, click on Posting Periods.
    • Click on  if you would like to 'Close' the current period.
    • 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.  
  • 12You are now closed for the month and calendar year.
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