Calendar YearEnd Closing Procedures

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USAS

• Calendar Year-End Closing Procedures

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Preliminary Calendar Year-End Closing

• Check 1099 data with report VENSSN which will
  display the vendor name/2nd name, vendor address,
  1099 ID, and calendar YTD total amount. Its
  the districts responsibility to view the details
  of each vendor listed on the report to make sure
  their name and 1099 ID is a valid/legal
  name/number and their 1099 type is correct.
• (use USASWEB/Vendors to view the details of
  each vendor)

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USASWEB/Vendors

• If the vendor uses a different name for 1099
  reporting, the USASWEB/VENDOR program allows the
  district to enter the 1099 reportable name on the
  2nd Name field.
• On the 2nd Name field, enter the digits 1099
  followed by the IRS-1099 name. When its time to
  run the F1099 program, the program will strip off
  the 1099 and use the name following it as the
  primary name on the 1099 reporting form

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1099 Name
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Month-End Closing

• Enter all transactions for the current month
• Attempt to reconcile USAS records with your
  bank(s).
• Perform Bank Reconciliation Procedure
• Generate Cash Reconciliation. This is option 1 of
  the USAEMSEDT program. It creates a report called
  CSHREC.TXT which looks just like the cash
  reconciliation report from the 4502.
• Also generate FINSUMM, PODETL and BALCHK
• Examine MTD, YTD FYTD Expenditure lines on
  BALCHK. Also examine MTD, YTD FYTD Revenue
  lines. The dollar amounts should be identical on
  each of these lines.
• Compare Current Encumbered totals from BALCHK and
  PODETL. If they do not agree, execute FIXENC to
  correct and then regenerate BALCHK and check
  again.
• Run FINSUMM, selecting Y to Generate FINDET
  report for comparison option. This will cause
  FINDET to be generated simultaneously with the
  FINSUMM report.

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Month-End Closing

• Run SM12/SM2CALC option if tracking the SM2
  figures

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Month-End Closing

• Generate all needed month-end reports. Minimum
  reports recommended are
• USARPT/BUDSUM
• USARPT/APPSUM
• USARPT/REVSUM
• PODETL detailed
• FINSUMM FINDET
• RECLED
• CHEKPY detailed
• Cash Reconciliation (USAEMSEDT Option 1)
• Run the MONTHLYCD procedure

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Month-End Closing

• Create a copy of the files for archival purposes
  by running USAS_CY
• Create helpdesk ticket to verify that files
  copied Do NOT proceed before you get our ok.
• Run BACKUP to create a restart point.
• Run ADJUST and select month-end
• You must NOT be running any other programs during
  this process.
• You have completed the monthly closing. You may
  continue on with the calendar year-end closing.

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F1099 Program

• Run the F1099 program which generates the
  following
• F1099.TXT report of 1099 vendors sorted by
  miscellaneous income type. PLEASE PRINT FOR YOUR
  RECORDS
• F1099.FRM file containing vendor 1099
  information to be printed on blank 1099 forms
• F1099.DAT data file which can be used for
  generating laser printed forms
• F1099.TAP tape file containing the vendor 1099
  information to be sent to the IRS
• PLEASE RESPOND NO TO PRINT DUMMY ALIGNMENT FORMS

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1099 Forms

• Create a helpdesk ticket to indicate that your
  1099 forms are ready to print
• ACCESS will print the self mailer and a copy for
  your records
• You must print the F1099.TXT report when you run
  the 1099 program

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Calendar Year-End Closing

• Run VHRESET for VENHIRE Reporting
• Resets reported vendors back to reportable
• Vendors who have reach the 2500 threshold flag
  are reset to reportable prior to processing
  January for new year.
• RUN BACKUP ADJUST again
• Select Year-End and run for Calendar.
• You must NOT be running any other programs from
  your normal account during this process
• May begin processing for January.