This procedure outlines the steps for NWOCA districts to follow to close the USAS calendar year.

Preliminary Calendar Year-End Closing

Month End Closing

      • Examine the MTD, YTD, and FYTD expenditure lines on BALCHK report

        Dollar amounts for cash, budget, & approp. accts should all be identical for each line on report


      • Examine the MTD, YTD, and FYTD revenue lines on BALCHK report

        Ddollar amounts for cash and revenue accounts should be identical for each line on report


      • Compare Current Encumbered totals from the BALCHK and Outstanding PODETL reports.

        They should be identical…….. if not execute the FIXENC to correct and regenerate BALCHK and compare totals. If the totals still do not balance contact NWOCA personnel for assistance.


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


MENU>MONTHLYCD


You will be prompted whether you want to generate the reports for NOW or LATER. (NOW would cause it to run immediately and LATER will run at night.)


Please IGNORE the message at the end of the MONTHLYCD program that tells you to wait to run ADJUST until after MONTHLYCD has completed. This message is there for the benefit of the majority of the districts around the state who do not utilize monthly copy accounts. As long as you run MONTHLYCD from your "B" account you can set it to run for later and still run ADJUST from your live account immediately


MENU>ADJUST


Select "month end processing" and indicate that all of your transactions for the month are completed. The ADJUST program will also automatically calculate your SM2 for the month.


YOU MUST NOT BE RUNNING ANY OTHER PROGRAMS FROM YOUR NORMAL ACCOUNT DURING THIS PROCESS (THAT INCLUDES THE WEB AND PAYROLL PROGRAMS!)

Calendar Year-End Closing


If you are not ready to process your 1099s you may skip Step 14 (running the F1099 program) but you MUST continue on with the rest of the closing procedures starting with step 15.



MENU>F1099


MENU>VENHIRE


  • Will reset all vendors flagged as "Reported" to "Reportable"
  • Last reported date will be left for historical tracking purpose



MENU>ADJUST

 You are now closed for the calendar year, proceed with January processing.

If you skipped step 14 because you were not ready to process your 1099s do not forget to go back to the _b account and process them before the deadline.