USAS Profile Review and Cleanup Procedures –
Procedures to Zero Out Balances in the System Clearing Accounts (GL 9999 and 9992)
Background
System clearing (GL 9999 and 9992 ) are GL accounts used on generic T-codes as the off-setting debit or credit. A balance in these accounts indicates that the general ledger table is not in balance.
Note: The information presented below can be used to identify and correct system clearing balances. If additional assistance is needed, consult the Reporting Requirements for Annual Financial Reports of State Agencies and Universities or contact your financial reporting analyst.
Risk Areas
Incorrect Presentation of Financial Statements
If there is a balance in system clearing, incorrect amounts will be reported on the balance sheet and/or operating statements generated from USAS.
Reports and Procedures
Report PCU120 – System Clearing GL 9999 and 9992
| Type | Exception |
|---|---|
| Source | D23 fund level on the GL financial table |
| Purpose | The report identifies balances for the system clearing account. Only D23 funds with system clearing balances are reflected in this report |
The PPY balance is the ending balance for the prior prior year. The PY balance is the ending balance for the prior year. The CY activity is the net activity for the current year. The CY balance is the current year balance as of the date of the report. Transactions posting to 9999 or 9992 may have processed after the date the report was printed. Agencies should verify the current balances in 9999 or 9992 when determining clearing entries. The amounts are signed with regard to the normal balance type (debit or credit) of the GL account. The normal balance type for each GL account is found on the NORMAL BALANCE field of the Comptroller General Ledger Account Profile (D31) screen.
Procedures
Identify the related GL account(s) that comprise the system clearing balance by D23 fund.
Once the related GL accounts have been identified, use generic T-codes to zero out the system clearing balance. The off-setting debit or credit should post to the related GL accounts.
Note: For Higher Ed local funds, balance sheet accounts are generally entered with T-codes 646 and 647. These T-codes reverse the following fiscal year. These reversing entries create a system clearing balance (GL9999). The amount in GL9999 should be equal to the prior year ending fund balance and should be offset with GL2950 by D23 fund.
Once the related GL accounts have been identified, use generic T-codes to zero out the system clearing balance. The off-setting debit or credit should post to the related GL accounts.