USAS User’s Manual –
Chapter 15 – Month-End Closing/Reconciliation
Overview of Month-End Close
About this Chapter
This chapter outlines the steps required to perform month-end closing in USAS. In USAS, months represent discrete accounting periods requiring special attention. USAS month-end closing combines manual and automated processes.
Month-End Close Profiles
Two profiles, the 25 Agency Control Profile and the 97 System Management Profile, are used to perform month-end closing activities. The 25 Agency Control Profile is used by state agencies and institutions of higher education; the 97 System Management Profile is used by Central Agencies.
State agencies and institutions of higher education can schedule each step required to close a month through the 25 Agency Control Profile. The month-end closing process for agencies and institutions of higher education consists of running monthly functions, closing the month, and generating monthly reports.
25 Agency Control Profile
TEXAS S025 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/16/95 08:19 AM
LINK TO: AGENCY CONTROL PROFILE PROD
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
AGENCY: FISCAL YEAR:
COST CA RUN: CA TYPE: NO STEPS: LAST STEP:
ALLOCATION- CA BY IDX: CA BY PROJ: CA BY GRANT: CA POST:
CA RANGE FROM: TO:
BILLING DEF- IDX: PCA: EXP COMP/AGY OBJ:
DEFAULT- IDX: PCA: REV COMP/AGY OBJ:
ENC DOC MATCH LVL: (LEVEL of DOCUMENT MATCH:0=NONE,1=APPN,2=ALL)
PRE ENC DOC MATCH LVL: (LEVEL of DOCUMENT MATCH:0=NONE,1=APPN,2=ALL)
ENC INDICATOR: (Y OR N; REDUCE AUTHORITY/CASH)
PRE ENC INDICATOR: (Y OR N; REDUCE AUTHORITY/CASH)
AGENCY OBJECT IND: (R=REV, E=EXP, B=BOTH, N=NONE)
LAST MONTH CLOSED: AGY BUD BY ORG IND: (Y OR N)
LAST YEAR CLOSED: AGY BUD BY PGM IND: (Y OR N)
REPORTING INDS- MO:N QTR:N YR:N PY OPEN:
GRANT/PROJ BILLING RUN: FA DEP RUN: N STATUS CODE: A
EFF START DATE: 10161995 EFF END DATE: LAST PROC DATE:
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Highlighted Elements
Highlighted elements include:
- Last Month Closed – closes the previous month. Transactions cannot post to a month once it is closed.
- Reporting Inds–Mo: Qtr: Yr: – Reporting Indicators Monthly, Quarterly, and Yearly allow reports with frequencies (as set on the Active 91 Report Request Profile) of monthly, quarterly, or yearly to run.
- N – do not generate reports with this frequency.
- Y – generate reports.
97 System Management Profile
USAS will close a month on the 25th day after the end of the month. Closing takes place on the 97 System Management Profile.
TEXAS S097 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/16/95 08:19 AM
LINK TO: SYSTEM MANAGEMENT PROFILE PROD
ACTION: C (C=CHANGE) CONTROL INDICATORS -
CURRENT INDICATORS: NEXT AVAILABLE WARRANT NO: 123456789
FISCAL YEAR: 96 NEXT DIR DEP SEQ NO: 7654321
MONTH: 02
EFF DATE: 10121995
PRIOR EFF DATE: 10131995 YEAR END CLOSING RUN: N
TIME: 1200 NEW YEAR INITIALIZATION: N
COST ALLOCATION RUN: N
LAST CLOSED- GRANT/PROJ BILLING RUN: N
FISCAL YEAR: 94 RECURRING TRANS RUN: N
MONTH: 11 FIXED ASSET DEPRECIATION RUN: N
PY OPEN: N FIXED ASSET SUSPENSE RECONC: N
REPORTING INDICATORS: FIXED ASSET SUSPENSE POST: N
WEEK: N YEAR: N ONLINE AVAILABLE: Y
MONTH: N QUARTER:
--------PROCESSING CYCLE INFORMATION---------
CURRENT: DATE: 10141995 TIME: 02:52 CYCLE:
PRIOR: DATE: 10121995 TIME: 23:11 CYCLE:
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Highlighted Elements
Highlighted elements include:
- Last Closed – Month is the numerical fiscal month being closed. For example, if October were being closed, the indicator would be set to 02. This field controls statewide monthly closings.
- Reporting Indicators – Month controls the production of monthly reports in the next reporting cycle.