Activity Fund – Accounts Payable

End of Year Closing Procedure and Records Retention

1. Data to verify – Accounts Payable

Unpaid Encumbrances

NOTE: Check for any unpaid purchase orders that will not be used and close them, if necessary, and rerun the report. If applicable, close any outstanding purchase orders in the current year that still need to be paid and enter in the new year.

                i-AP/Options/PO Reports/Unpaid Encumbrances

A.       Select the appropriate Cash/Activity Fund.

B.       Enter 6/30 for the As of Date.

C.       Check the Print Payroll POs box.

D.      Leave the Include Only Certified box and Print Detail box blank.

E.       Print and Save the Report.

F.       Print for all Cash/Activity Funds.

G.      Close all applicable unpaid purchase orders that will not be used and rerun the report, if necessary.

2. Tasks to perform – Accounts Payable

Perform Edit Checks

Use the Perform Edit Checks tool to correct any potential coding issues prior to uploading a trial submission of the data to OCAS. If there are errors, correct them before proceeding.

i-AP/Options/Tools/Perform Edit Checks

A.       Leave the Classification Bolding Selection set to STATE.

NOTE: As needed, make any necessary corrections to the STATE bolding criteria in order to stay current with reporting requirements. (Options/Setup/Classification Bolding)

B.       Check the appropriate Edit Checks box to apply the current fiscal year edit checks.

C.       Click Perform Checks.

D.      Click the Export icon to export the results to PDF and print the report. Correct errors as necessary.

Oklahoma Expenditure Reporting Trial Submission

NOTE: Verify the Oklahoma Expenditure Report does not contain negative errors (the text will be red in the report if negative). If there are errors, correct them before proceeding. It is important to upload a trial submission of the data to OCAS in order to correct any coding issues before printing final state reports.

i-AP/Options/Federal/State Reports/Oklahoma Expenditure Reporting

A.       Enter appropriate Cash/Activity Fund.

B.       Enter the Payment Date of 6/30 or final payment date to include all expenditures for the fiscal year.

C.       Enter the File Name.

D.      Print the Report and check for errors. Correct errors as necessary.

E.       Click Create File and save file for testing. Upload the file to OCAS and correct errors as necessary.

REMINDER: Do not submit reports to the auditor until completely verified/balanced in all applications. Make sure to keep copies for the district and auditor, then create OCAS files for state financial reporting. IMPORTANT: DO NOT ADD OR EDIT ANY DATA AFTER REPORTS ARE CREATED AND SENT TO THE AUDITOR.

3. State Reports to verify and print – Accounts Payable

In addition to a hard copy of the reports required by State Statute, the Board of Education and Auditor, it is important to also save a PDF digital copy of these reports.

For records retention at your district, a historical folder should be created locally for storage of the current school year’s digital copies. This will provide your district an easy way to reference this historical information in the future. See ‘Example of Historical folder’ on last page. IMPORTANT: The historical folder should be secured by the network administrator, giving access only to the appropriate users.

NOTE: Run each report for all applicable funds.

Purchase Order Register

                i-AP/Options/PO Reports/Purchase Order Register

A.       Select the appropriate Cash/Activity Fund.

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

C.       Check the Print Payroll POs box.

D.      Click Print to export the Purchase Order Register to PDF. Print and retain for records.

E.       Save the PDF to the current year’s historical folder using the file name: Fund XX Purchase Order Register (i.e., Fund 60 Purchase Order Register).

F.       Print for all Cash/Activity Funds.

v  The Purchase Order Register should balance to the Encumbrance Register.

Encumbrance Register

                i-AP/Options/PO Reports/Encumbrance Register

A.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

B.       Check the Print Payroll POs box.

C.       Leave the Print Detail box blank.

D.      Select the appropriate Cash/Activity Fund. Make sure to print each Fund separately.

E.       Click Print to export the Encumbrance Register to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Encumbrance Register (i.e., Fund 60 Encumbrance Register).

G.      Print for all Cash/Activity Funds.

v  The Encumbrance Register plus the Expenditure JE Register should balance to the Encumbered Total column on the Budget Analysis.

v  The Encumbrance Register should balance to the Unpaid Encumbrance Register Total plus the Payment Register Total.

v  The Encumbrance Register should balance to the Purchase Order Register.

Unpaid Encumbrances

                i-AP/Options/PO Reports/Unpaid Encumbrances

A.       Select the appropriate Cash/Activity Fund.

B.       Enter 6/30 for the As of Date.

C.       Check the Print Payroll POs box.

D.      Leave the Include Only Certified box and Print Detail box blank.

E.       Click Print to export the Unpaid Encumbrances to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Unpaid Encumbrances (i.e., Fund 60 Unpaid Encumbrances).

G.      Print for all Cash/Activity Funds.

v  The Unpaid Encumbrance should balance to the Encumbered Balance column on the Budget Analysis.

Expenditure JE Register

                i-AP/Options/PO Reports/Expenditure JE Register

A.       Select the appropriate Cash/Activity Fund.

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

C.       Click Print to export the Expenditure JE Register to PDF. Print and retain for records.

D.      Save the PDF to the current year’s historical folder using the file name: Fund XX Expenditure JE Register (i.e., Fund 60 Expenditure JE Register).

E.       Print for all Cash/Activity Funds.

v  The Expenditure JE Register plus the Payment Register should balance to the Paid column on the Budget Analysis.

Payment Register

                i-AP/Options/Payment Reports/Payment Register

A.       Select the appropriate Cash/Activity Fund.

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

NOTE: If you dated payments after 6/30 make sure to extend your End Date to include them.

C.       Check the Print Payroll Payments box.

D.      Click Print to export the Payment Register to PDF. Print and retain for records.

E.       Save the PDF to the current year’s historical folder using the file name: Fund XX Payment Register (i.e., Fund 60 Payment Register).

F.       Print for all Cash/Activity Funds.

v  The Payment Register plus the Expenditure JE Register should balance to the Paid column on the Budget Analysis.

Budget Analysis

                i-AP/Options/Analysis Tools/Reports/Budget Analysis

A.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

NOTE: If payments are dated after 6/30 make sure to extend the End Date to include them.

B.       Leave the Classification Bolding Selection empty.

C.       Leave the Print Detail box blank.

D.      On the Grouping and Printing Choices, choose the following:

E.       Click Print to export the Budget Analysis to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Budget Analysis (i.e., Fund 60 Budget Analysis).

G.      Print for all Cash/Activity Funds.

v  The Encumbered Column should balance to the Encumbrance Register plus Expenditure JE Register.

v  The Encumbered Column should balance to the Purchase Order Register plus Expenditure JE Register.

v  The Paid column should balance to the Payment Register plus Expenditure JE Register.

v  The Encumbered Balance column should balance to the Unpaid Encumbrance Register.

Oklahoma Expenditure Reporting

Prior to submitting final Oklahoma Expenditure amounts to the state and after balancing is complete for all funds (including Cash/Activity Funds), it is important to check for negative errors in the data one final time. Then make final Oklahoma Revenue Reporting files and save for data retention and submission to the state.

                i-AP/Options/Federal/State Reports/Oklahoma Expenditure Reporting

A.       Enter the appropriate Cash/Activity Funds.

B.       Enter the Payment Date of 6/30 or final payment date to include all expenditures for the fiscal year.

C.       Enter the File Name.

D.      Click Print to export the Oklahoma Expenditure Reporting to PDF and check for errors. Correct any negative errors before proceeding. If no errors, save the PDF to the current year’s historical folder using the file name: Fund XX Oklahoma Expenditure Reporting (i.e., Fund 60 Oklahoma Expenditure Reporting) and retain for records.

E.       Verify the totals before submitting to the state.

F.       Once balancing is complete, notify the Encumbrance Clerk so a full Oklahoma Expenditure Reporting file can be run for the district to include all funds.

DATA MERGING NOTE: Customers that use an outside Encumbrance Clerk or customers that do not have complete Fiscal Year expenditures entered in MAS for all funds may need to merge their expenditure files before submission to OCAS. Please contact a MAS Support Representative for assistance with merging expenditure files.

4. Data to verify – Treasurer

Payment Register

Verify that all payments have been registered by running the Payment Register report and looking at the Date Registered column for any unregistered payments.

                i-TR/Options/Reports/Payment Register

A.       Select the appropriate Cash/Activity Fund.

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

C.       Check the Print Payroll Payments box.

D.      Print for all Cash/Activity Funds.

E.       If any payments have not been registered, follow the Register Payments steps below.

Register Payments

Register all payments before balancing funds so that the report totals will balance. If all payments have been registered, skip this step.

                i-TR/Options/Register Payments

A.       Select the appropriate Cash/Activity Funds.

B.       Enter the Registration Date.

C.       Select the appropriate Account.

D.      Enter the Begin Date and End Date of the payments.

E.       Click Process and then Click Continue to register payments.

F.       Register Payments for all Cash/Activity Funds.

5. Tasks to perform – Treasurer

Lapsed Appropriations & Estopped Payments

Before creating the Oklahoma Revenue Reporting file, enter any adjusting entries or receipts needed to bring forward any lapsed appropriations or estopped payments from prior year(s). If no entries are needed, skip this step.

NOTE: We have created training videos to assist with completing these entries.

Ø  How To Enter AF Lapsed Appropriations (access video directly through the application: i-TR/Home Screen/

        Training Videos Link/Ctrl+F keys/Search for ‘AF Lapsed Appropriations’)

Ø  How To Enter AF Estopped Payments (access video directly through the application: i-TR/Home Screen/

        Training Videos Link/Ctrl+F keys/Search for ‘AF Estopped Payments’)

Balance final bank statement(s) to the following reports:

Cash Balances

                i-TR/Options/Reports/Cash Balances

A.       Enter 6/30 for the As of Date.

B.       Enter the current Fiscal Year.

C.       Enter the Cash/Activity Fund.

D.      Leave Account Nos blank.

E.       Select all Account Types.

F.       Print and Save the Report.

Balance Sheet

                i-TR/Options/Reports/Balance Sheet

A.       Enter 6/30 for the As of Date.

B.       Enter the current Fiscal Year.

C.       Enter the Cash/Activity Fund.

D.      Check the Fund Subtotal checkbox.

E.       Print and Save the Report.

Revenue/Expenditure Summary

                i-TR/Options/Reports/Revenue/Expenditure Summary

A.       Select the appropriate Cash/Activity Funds.

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

C.       On the Grouping and Printing Choices, choose the following:

D.      Print and Save the Report.

E.       Print for all Cash/Activity Funds.

v  The Beginning Balance column will be zero from the start date of the report.

v  The Receipts column total should balance the Receipt Register total for the dates specified.

v  The Adjusting Entries column will total any adjusting entries entered for the dates specified and will include beginning balances.

v  The Payments column total should balance to the Payment Register total for the dates specified.

v  The Cash End Balance column totals the sum of the Beginning Balance, Receipts and Adjusting Entries columns minus the Payments column and should balance to the Cash Balance Report.

v  The Unpaid POs column total should balance to the Unpaid Encumbrances report run from i-AP for the dates specified.

v  The End Balance column totals the Cash End Balance column minus the Unpaid POs column.

Perform Edit Checks

Use the Perform Edit Checks tool to correct any potential coding issues prior to uploading a trial submission of the data to OCAS. If there are errors, correct them before proceeding.

i-TR/Options/Tools/Perform Edit Checks

A.       Leave the Classification and Account Bolding Selections set to STATE.

NOTE: Make any necessary corrections to the STATE bolding criteria as needed in order to stay current with reporting requirements. (Options/Setup/Account Bolding)

B.       Check the appropriate Edit Checks box to apply the current fiscal year edit checks.

C.       Click Perform Checks.

D.      Click the Export icon to export the results to PDF and print the report. Correct errors as necessary.

Oklahoma Revenue Reporting Trial Submission

NOTE: Verify the Oklahoma Revenue Report does not contain negative errors (the text will be red in the report if negative). If there are errors, correct them before proceeding. It is important to upload a trial submission of the data to OCAS in order to correct any coding issues before printing final state reports.

i-TR/Options/Reports/Oklahoma Revenue Reporting

A.       Enter the Cash/Activity Fund.

B.       Enter the File Name.

C.       Print the Report and check for errors. Correct errors as necessary.

D.      Click Create File and save file for testing. Upload the file to OCAS and correct errors as necessary.

REMINDER: Do not submit reports to the auditor until completely verified/balanced in all applications. Make sure to keep copies for the district and auditor, then create OCAS files for state financial reporting. IMPORTANT: DO NOT ADD OR EDIT ANY DATA AFTER REPORTS ARE CREATED AND SENT TO THE AUDITOR.

6. State Reports to verify and print – Treasurer

In addition to a hard copy of the reports required by State Statute, the Board of Education and Auditor, it is important to also save a PDF digital copy of these reports.

For records retention at your district, a historical folder should be created locally for storage of the current school year’s digital copies. This will provide your district an easy way to reference this historical information in the future. See ‘Example of Historical folder’ on last page. IMPORTANT: The historical folder should be secured by the network administrator, giving access only to the appropriate users.

NOTE: Run each report for all applicable funds.

Receipt Register

                i-TR/Options/Reports/Receipt Register

A.       Select the appropriate Cash/Activity Funds.

B.       Remove the checkmark on Include Details.

C.       Enter 7/1 for the Begin Receipt Date and 6/30 for the End Receipt Date.

D.      Check the Select All Accounts box.

E.       Click Print to export the Receipt Register to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Receipt Register (i.e., Fund 60 Receipt Register).

G.      Print for all Cash/Activity Funds.

Payment Clearing Register

                i-TR/Options/Reports/Payment Clearing Register

A.       Select the appropriate Cash/Activity Funds.

B.       Remove the checkmark on Include Details.

C.       Enter 7/1 for the Begin Payment Clearing Date and 6/30 for the End Payment Clearing Date.

D.      Check the Select All Accounts box.

E.       Click Print to export the Payment Clearing Register to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Payment Clearing Register (i.e., Fund 60 Payment Clearing Register).

G.      Print for all Cash/Activity Funds.

v  The total of the current year Payment Clearing Register plus the current year Outstanding Payments should balance to the current year Payment Register.

Payment Register

                i-TR/Options/Reports/Payment Register

A.       Select the appropriate Cash/Activity Funds.

B.       Enter 7/1 for the Begin Date and 6/30 End Date.

C.       Check the Print Payroll Payments box.

D.      Click Print to export the Payment Register to PDF. Print and retain for records.

E.       Save the PDF to the current year’s historical folder using the file name: Fund XX Payment Register TR (i.e., Fund 60 Payment Register TR).

F.       Print for all Cash/Activity Funds.

v  The current Payment Register should balance to the current Payment Clearing Register plus the current Outstanding Payments.

Outstanding Payments

                i-TR/Options/Reports/Outstanding Payments

A.       Enter 6/30 for the As of Date.

B.       Leave Fiscal Years blank.

C.       Enter the Cash/Activity Fund.

D.      Click Print to export the Outstanding Payments to PDF. Print and retain for records.

E.       Save the PDF to the current year’s historical folder using the file name: Fund XX Outstanding Payments (i.e., Fund 60 Outstanding Payments).

F.       Print for all Cash/Activity Funds.

Cash Balances

                i-TR/Options/Reports/Cash Balances

A.       Enter 6/30 for the As of Date.

B.       Enter the current Fiscal Year.

C.       Enter the Cash/Activity Fund.

D.      Leave Account Nos blank.

E.       Select all Account Types.

F.       Click Print to export the Cash Balances to PDF. Print and retain for records.

G.      Save the PDF to the current year’s historical folder using the file name: Fund XX Cash Balances (i.e., Fund 60 Cash Balances).

H.      Print for all Cash/Activity Funds.

Balance Sheet

                i-TR/Options/Reports/Balance Sheet

A.       Enter 6/30 for the As of Date.

B.       Enter the current Fiscal Year.

C.       Enter the Cash/Activity Fund.

D.      Check the Fund Subtotal checkbox.

E.       Click Print to export the Balance Sheet to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Balance Sheet (i.e., Fund 60 Balance Sheet).

G.      Print for all Cash/Activity Funds.

Revenue/Expenditure Summary

i-TR/Options/Reports/Revenue/Expenditure Summary

A.       Select the appropriate Cash/Activity Funds.

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

C.       On the Grouping and Printing Choices, choose the following:

D.      Click Print to export the Revenue/Expenditure Summary to PDF. Print and retain for records.

E.       Save the PDF to the current year’s historical folder using the file name: Fund XX Revenue_Expenditure Summary (i.e., Fund 60 Revenue_Expenditure Summary).

F.       Print for all Cash/Activity Funds.

Revenue/Expenditure Detail

                i-TR/Options/Reports/Revenue/Expenditure Detail

A.       Select the appropriate Cash/Activity Funds.

B.       Enter 7/1 for the Begin Date and 6/30 for the End Date.

C.       On the Grouping and Printing Choices, choose the following:

D.      Check the Page Break box to print each Project/Program on separate pages.

E.       Click Print to export the Revenue/Expenditure Detail to PDF. Print and retain for records.

F.       Save the PDF to the current year’s historical folder using the file name: Fund XX Revenue_Expenditure Detail (i.e., Fund 60 Revenue_Expenditure Detail).

G.      Print for all Cash/Activity Funds.

v  The Cash End Balance on this report should balance to the Cash End Balance on the Revenue/Expenditure Summary.

v  The Accrual End Balance on this report should balance to the End Balance on the Revenue/Expenditure Summary.

Oklahoma Revenue Reporting

Prior to submitting final Oklahoma Revenue amounts to the state and after balancing is complete for all funds (including Cash/Activity Funds), it is important to check for negative errors in the data one final time. Then make final Oklahoma Revenue Reporting files and save for data retention and submission to the state.

                i-TR/Options/Reports/Oklahoma Revenue Reporting

A.       Enter the Cash/Activity Fund.

B.       Enter the File Name.

C.       Click Print to export the Oklahoma Revenue Reporting to PDF and check for errors. Correct any negative errors before proceeding. If no errors, save the PDF to the current year’s historical folder using the file name: Fund XX Oklahoma Revenue Reporting (i.e., Fund 60 Oklahoma Revenue Reporting) and retain for records.

D.      Verify your totals before submitting to the state.

E.       Once balancing is complete, notify the Treasurer so a full Oklahoma Revenue Reporting file can be run for the district to include all funds.

DATA MERGING NOTE: Customers that use an outside Treasurer or customers that do not have complete Fiscal Year revenue entered in MAS for all funds may need to merge their Revenue files before submission to OCAS. Please contact a MAS Support Representative for assistance with merging revenue files.

Example of Historical Folder for Records Retention: