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USAS User’s Manual –
Chapter 15 – Month-End Closing/Reconciliation

Reconciling Appropriated Fund Cash on a Cash Basis

Step Action
1 Order the DAFR8660 Fund Cash History by Agency, including Shared Funds report. Include the Controlling Agency and the appropriate AY in the request.

Compare the USAS balance per the DAFR8660 to the agency’s internal balance. If the amounts agree, no further analysis is necessary.

Note: To request a report, refer to the Reporting chapter in the USAS User’s Manual Volume I.

2 Complete the reconciliation form with the balance information from both systems. See Illustration 5 below.

ILLUSTRATION 5 (SAMPLE) 
                                   Agency Name
              Reconciliation of Comptroller Shared Fund; Cash Basis
                               Month Ending Dec. 31, 1995

Appr. Fund NNNN

                               Beginning                                  Ending
                               Cash          Cash         Cash            Cash
                               Balance       Revenues     Expenditures    Balance

Per DAFR8660;
Comptroller’s Balance         $wwww          $xxxx        $yyy            $zzzz
Current O/S
items:

date                  document number                     amount         amount

Balance Per Agy records       $aaaa       $bbbb           $cccc        $zzzz

Preparer:                              Approval                        
3 Complete a reconciliation form with the reconciling items. See Illustration 6 below.

If the appropriated fund cash balance from USAS does not agree with the agency’s balance, compare a USAS activity report (DAFR8660) with the agency’s activity report. This comparison will identify discrepancies between the two accounting systems at a transaction or document level.

ILLUSTRATION 6 (SAMPLE) 
                                   Agency Name
              Reconciliation of Comptroller Shared Fund; Cash Basis
                               Month Ending Dec. 31, 1995

Appr. Fund NNNN

                               Beginning                                  Ending
                               Cash          Cash         Cash            Cash
                               Balance       Revenues     Expenditures    Balance

Per DAFR8660;
Comptroller’s Balance                        $xxxx        $yyy            $zzzz
                                                                          ======

Current O/S
items:

date                  document number        amount       amount

nn/nn/nn              D1234567 $100.00                    $100.00
nn/nn/nn              91234568                            $500.00         $(500.00)

Miscellaneous adjustments

Dxxxxxxx was entered with incorrect amount
into agency’s system                         $(900.00)                     $(900.00)

O/S Item Totals                              $(800.00)    $500.00          $(1,300.00)

Balance per Agy records     $aaaa            $xxxx        $yyy             $zzzz

========

Preparer:                              Approval                        
4 Once the balances and reconciling items are identified, ensure the USAS balance (plus or minus reconciling items) agrees with the balance, per the agency’s accounting system.
5 Post adjustments or reconciling items.
6 Retain supporting documents and reconciliation forms in a file for audit purposes.
7 Repeat the above process for each shared fund.

Automated Reconciliation

An agency can program and use data sets to assist in an automated reconciliation in several ways. The available resources and an agency’s internal accounting system determine how an agency programs automated reconciliation. Agencies with limited computer resources are encouraged to work with agencies that have substantial resources to design a process.

Using Extract Files

For more information on using file extracts, see the "Overview" section of the USAS Interface Manual (FPP Q.011).

History (HX) File

The History Extract (HX) file is a file of transactions posted to the history file in USAS. The file can be requested daily or monthly, but not both. The monthly file consists of transactions that posted during the calendar month. This file will include transactions that had a prior month effective date but posted during the current month because errors occurred or approvals were needed.

Transaction Extract (TX) file

The Transaction Extract (TX) file contains USAS transactions that have not been approved, posted and paid. The records have not been written to history.

General Ledger (GX) Extract

The General Ledger Extract (GX) file contains the cumulative balances of the general ledger accounts extracted from the USAS General Ledger Financial Table.

Profiles Title Extract

The Profiles Title Extract contains basic components of the profile identifier, profile key and profile title.

Appropriation Balance (APX) Extract

The Appropriation Balance Extract (APX) file contains the appropriation balances as of the end of a fiscal month. The APX file gives the user the information needed to create an appropriation trial balance. If the source is still the appropriations financial table, not all elements are always posted, such as appropriated fund and agency fund, depending on the level of control maintained for appropriation year and number.

Note:Refer to the “Understanding Financial Tables” chapter in the USAS User’s Manual (FPP Q.008).

Return to Chapter 15 Table of Contents