Revision/Update Information: September, 2009

Copyright ©1992, 1995 Ohio Department of Education

Permission to reproduce this document is hereby granted, provided that all such reproductions include all of this document (including this copyright notice), and are not distributed for profit or resale.

Contents

Index

Document Structure

This document is a reference manual for the Uniform Staff Accounting System (USAS). This manual is only intended for the explanation and use of the USAS software as produced by the Ohio Department of Education.

The reference section is organized alphabetically by program and contains details and examples for executing each program in the USAS package.

Intended Audience

This manual is intended for both beginning and experienced users of the USAS system.

Related Documents

USAS User Guide

overview

The ACCSTS program combines both budget and revenue activity on a single report. The report shows receipt, expenditure, purchase order, and invoice information along with the ability to print account status information and cash position based on the FUND/SCC cash balance.

accessing the program

The program may be executed by typing:

$ RUN OECN$BUD:USARPT

at the $ prompt, then select ACCSTS from the main menu or in the menu system type:

Menu>ACCSTS

main menu

______________________________________________________________________ | | | USARPT - USAS Report Programs | | ------------------------------------------------------------------ | | 1. BUDLED - Account Ledger - Budget Activity | | 2. APPLED - Account Ledger - By Appropriation | | 3. REVLED - Account Ledger - Revenue Activity | | 4. ACCSTS - Account Status Report | | 5. CHEKPY - Check payment register | | 6. PAYABL - Account Payable Report | | 7. BUDSUM - Account Summary - Budget | | 8. APPSUM - Account Summary - Appropriation | | 9. REVSUM - Account Summary - Revenue | | 10. ALLSUM - Account Summary - All Accounts | | 11. BUDWRK - Budget Work Sheet | | 12. APPWRK - Appropriation Work Sheet | | 13. REVWRK - Revenue Work Sheet | | 14. PODETL - Purchase Order Detail Report | | 15. POSUMM - Purchase Order Summary Report | | 16. FNDREVEX - Revenue & Expenditure Report by Fund | | 17. FINDET - Detailed Financial Report | | 18. FINSUMM - Summary Financial Report | | 19. REQDET - Requisition Detailed Report | | 20. REQSUM - Requisition Summary Report | | 21. EXIT - Exit program | | | | Menu: USARPT Option> | | | | XX Accept XX Help XX Exit XX Next | |____________________________________________________________________|

screen layout

ACCSTS Screen 1 of 3

____________________________________________________________________ | | | ACCSTS - Account Status Report | | | | Output file ACCSTS.TXT | | Print options page? (Y,N) Y | | | | - Sorting and Sub-total options - | | Sort options FS,AC,TD,PO | | Subtotal options FS,AC | | Page break options FS | | | | - Selection Criteria - | | Date Selection From 06/01/1998 To 06/30/1998 | | Include accounts with no transactions? (Y,N) N | | Include account status blocks? (Y,N) Y | | Include cash position blocks? (Y,N) Y | | | | Press <next screen> for wildcard account selection options | | | | | | Account Status 1 of 3 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | --------------------------------------------------------------------

Field Definitions - Screen 1

• The default report file name is ACCSTS.TXT. The text file name can be changed at the Output file prompt.
• A Print options page prompt, if set to Y (yes), will cause a listing to print at the beginning of the ACCSTS.TXT file showing which options were selected during the program run.

• In order to look at the possible Sort options, move the cursor to the sort option line and press the [Help] key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.

  ------------------------------Sort Items---------------------------- | AC - Entire Budget Account FS - Fund/SCC | | FF - FF Line No FD - Fund | | RC - Receipt R2 - Receipt Level: 2 sig digits | | FC - Function F1 - Function Level: 1 sig digit | | FL - Function Level: 2 sig digits OB - Object | | OL - Object Level: 1 sig digit SC - Special Cost Center | | SU - Subject OU - Operational Unit | | IL - Instructional Level J - Job Assignment | | TD - Transaction Date PO - Purchase Order | | VN - Vendor Number | | | | Enter the fields you wish to sort on. If you wish to sort on more | | than one field, enter the fields separated by commas. | | | | This report requires you to enter AC as a valid sort option. | | | | FS,AC,TD,PO | | Accept Cancel | --------------------------------------------------------------------

  
  After the choices are entered, press the [Return] key. Move the cursor to the "Accept" or to the "Cancel" prompt and press the [Return] key again.

• In order to look at the possible Subtotal options, move the cursor to the subtotal option line and press the [Help] key. The following pop-up window will appear. You may then enter the desired subtotal options, separated by commas. Note that the only subtotal options are precisely the sort options chosen above. This is because you can only subtotal on a sort field.

  ---------------------------Subtotal Items---------------------------- | FS - Fund/SCC AC - Entire Budget Account | | TD - Transaction Date PO - Purchase Order | | | | | | Enter the fields you wish to subtotal on. If you wish to subtotal | | on more than one field, enter the fields separated by commas. | | | | This report requires you to enter AC as a valid subtotal option. | | | | FS,AC | | Accept Cancel | ---------------------------------------------------------------------

  
  After the choices are entered, press the [Return] key. Move the cursor to the "Accept" or to the "Cancel" prompt and press the [Return] key again.

• In order to look at the possible Page break options, move the cursor to the page break option line and press the [Help] key. The following pop-up window will appear. You may then enter the desired page break options, separated by commas. Note that the only page break options are precisely the sort options chosen above. This is because you can only do a page break on a sort field.

  --------------------------Page Break Items-------------------------- | FS - Fund/SCC AC - Entire Budget Account | | TD - Transaction Date PO - Purchase Order | | | | | | | |Enter the fields you wish to do a page break on. If you wish to page| |break on more than one field, enter the fields separated by commas. | | | | FS | | Accept Cancel | --------------------------------------------------------------------

  
  After the choices are entered, press the [Return] key. Move the cursor to the "Accept" or to the "Cancel" prompt and press the [Return] key again.

• Enter a Date selection range in MM/DD/YYYY format.
• At the Include accounts with no transactions prompt, enter N (no) to not include or Y (yes) to include all accounts. If yes is chosen, accounts with no activity will appear on the report with FYTD receivable/expendable for that account.
• Selecting Y (yes) at the Include account status blocks prompt provides summary information regarding each account on the report. This information will print at the end of the detail for each account code.
• Selecting Y (yes) at the Include cash position blocks prompt provides summary information about each cash account. This information prints when one cash account ends and a new one begins.

screen layout

ACCSTS Screen 2 of 3

----------------------------------------------------------------------------- | | | ACCSTS - Account Status Report | | Wildcard account selection - Fnd Func Rcpt Obj SCC Subj Opu IL Job | | Include or Exclude I Wildcard 001 1110 0000 | | X Wildcard 4* | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | | | Press <next screen> for range account selection options | | | | Account Status 2 of 3 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |____________________________________________________________________________|

Field Definitions - Screen 2

• Screen 2 of 3 offers the option to use wildcard budget account selection by account code. Please refer to the chapter in the USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
• You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).
  This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the general fund 001 with function 1110, but then exclude from these accounts all those with objects 400 - 499.

  Note There could be a potential problem if other sets of accounts were to be included.

  
  Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with object codes 4xx, would also be excluded. If you wanted the exclusion of 4xx objects to apply only to the 001 fund, then the account selection screen would look like the following:

  ----------------------------------------------------------------------------- | | | ACCSTS - Account Status Report | | Wildcard account selection - Fnd Func Rcpt Obj SCC Subj Opu IL Job | | Include or Exclude I Wildcard 001 1110 0000 | | X Wildcard 001 1110 4* 0000 | | I Wildcard 006 ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ Wildcard ___ ____ ____ ___ ____ ______ ___ __ ___ | | | | Press <next screen> for range account selection options | | | | Account Status 2 of 3 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |____________________________________________________________________________|

screen layout

ACCSTS Screen 3 of 3

----------------------------------------------------------------------------- | | | ACCSTS - Account Status Report | | Wildcard account selection - Fnd Func Rcpt Obj SCC Subj Opu IL Job | | Include or Exclude I From 200 9000 | | To 200 9999 | | X From 200 100 9000 | | To 200 199 9999 | | _ From ___ ____ ____ ___ ____ ______ ___ __ ___ | | To ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ From ___ ____ ____ ___ ____ ______ ___ __ ___ | | To ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ From ___ ____ ____ ___ ____ ______ ___ __ ___ | | To ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ From ___ ____ ____ ___ ____ ______ ___ __ ___ | | To ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ From ___ ____ ____ ___ ____ ______ ___ __ ___ | | To ___ ____ ____ ___ ____ ______ ___ __ ___ | | _ From ___ ____ ____ ___ ____ ______ ___ __ ___ | | To ___ ____ ____ ___ ____ ______ ___ __ ___ | | | | Account Status 3 of 3 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |____________________________________________________________________________|

Field Definitions - Screen 3

• Screen 3 of 3 offers the option to use ranges of budget accounts selected by account code. Please refer to the chapter in the USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of using ranges.
• You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default).
  Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with objects from 100 to 199.

sample report

ACCSTS Report

-- Options Summary -- Output file: ACCSTS.TXT Print options page? (Y,N) Y Sort options: FS,AC,TD,PO Subtotal options: FS,AC Page break options: FS Date Selection From: 06/01/1998 To: 06/30/1998 Include accounts with no transactions? (Y,N) N Include account status blocks? (Y,N) Y Include cash position blocks? (Y,N) Y Include or Exclude: I Wildcard: 001 1110 0000 : X Wildcard: 001 1110 4* 0000 Include or Exclude: I From: 200 9000 To: 200 9999 : X From: 200 100 9000 To: 200 199 9999 Date: 07/18/1998 SAMPLE CITY LOCAL SCHOOLS Page: 1 Time: 02:45 Account Status Report (ACCSTS) Reporting Period 06/01/1998 THRU 06/30/1998 Operational Unit: 001 SAMPLE CITY ELEMENTARY SCHOOL Fund/SCC: 001 0000 GENERAL FUND PO # Date Description Vendor Rect/Inv# Check # Encumb/Rcvd Expended ======================================================================================================= Budget Account: 02 001 1110 111 0000 000000 001 01 000 ELEMENTARY INSTRUCTOR SALARIES GRADE 1 Purchase Orders Processed: 0003715 01 06/05/1998 PERIOD BEG 051798-END 053098 LOCAL PAYROLL 3,458.90 0003764 01 06/19/1998 PERIOD BEG 053198-END 061398 LOCAL PAYROLL 3,458.90 Purchase Order Items Paid: 0003715 01 06/05/1998 PERIOD BEG 051798-END 053098 LOCAL PAYROLL 013198 01 3,458.90 0003764 01 06/19/1998 PERIOD BEG 053198-END 061398 LOCAL PAYROLL 013296 01 3,458.90 Budget Modifications: 06/17/1998 BUDGET ADJUSTMENTS 930044 03 1,420.46 Amount Encumb./Expended for Period 06/01/1998 THRU 06/30/1998: 6,917.80 6,917.80 Account Status (Fiscal Year to Date): Account: 02 001 1110 111 0000 000000 001 01 000 Prior Yr Carryover Enc: ELEMENTARY INSTRUCTOR SALARIES GRADE 1 FYTD Expendable: 200,000.00 FYTD Amount Expended: 40,040.60 Outstanding Purchase Orders: Unencumbered Balance: 159,959.40 ======================================================================================================== Budget Account: 02 001 1110 111 0000 000000 001 02 000 ELEMENTARY INSTRUCTOR SALARIES - GRADE 2 Purchase Orders Processed: 0003715 02 06/05/1998 PERIOD BEG 051798-END 053098 LOCAL PAYROLL 3,629.63 0003764 02 06/19/1998 PERIOD BEG 053198-END 061398 LOCAL PAYROLL 3,791.12 Purchase Order Items Paid: 0003715 02 06/05/1998 PERIOD BEG 051798-END 053098 LOCAL PAYROLL 013198 02 3,629.63 0003764 02 06/19/1998 PERIOD BEG 053198-END 061398 LOCAL PAYROLL 013296 02 3,791.12 Budget Modifications: 06/17/1998 BUDGET ADJUSTMENTS 930044 04 9,934.31 Amount Encumb./Expended for Period 06/01/1998 THRU 06/30/1998: 7,420.75 7,420.75 Account Status (Fiscal Year to Date): Account: 02 001 1110 111 0000 000000 001 02 000 Prior Yr Carryover Enc: ELEMENTARY INSTRUCTOR SALARIES - GRADE 2 FYTD Expendable: 82,427.74 FYTD Amount Expended: 18,955.72 Outstanding Purchase Orders: Unencumbered Balance: 63,472.02

Date: 07/18/1998 SAMPLE CITY LOCAL SCHOOLS Page: 2 Time: 2:45 Account Status Report (ACCSTS) Reporting Period 06/01/1998 THRU 06/30/1998 Operational Unit: 001 SAMPLE CITY ELEMENTARY SCHOOL Fund/SCC: 001 0000 GENERAL FUND PO # Date Description Vendor Rect/Inv# Check # Encumb/Rcvd Expended ==================================================================================================================================== Purchase Orders Processed: Budget Account: 02 001 1110 111 0000 000000 001 03 000 ELEMENTARY INST. SAL. -S GRADE 3 Purchase Orders Processed: 0003715 03 06/05/1998 PERIOD BEG 051798-END 053098 LOCAL PAYROLL 2,909.80 0003764 03 06/19/1998 PERIOD BEG 053198-END 061398 LOCAL PAYROLL 2,909.80 Purchase Order Items Paid: 0003715 03 06/05/1998 PERIOD BEG 051798-END 053098 LOCAL PAYROLL 013198 03 2,909.80 0003764 03 06/19/1998 PERIOD BEG 053198-END 061398 LOCAL PAYROLL 013296 03 2,909.80 Budget Modifications: 06/17/1998 BUDGET ADJUSTMENTS 930044 15 7,484.52 Amount Encumb./Expended for Period 06/01/1998 THRU 06/30/1998: 5,819.60 5,819.60 Account Status (Fiscal Year to Date): Account: 02 001 1110 111 0000 000000 001 03 000 Prior Yr Carryover Enc: ELEMENTARY INST. SAL. -S GRADE 3 FYTD Expendable: 63,267.03 FYTD Amount Expended: 14,549.01 Outstanding Purchase Orders: Unencumbered Balance: 48,718.02 ======================================================================================================== Budget Account: 02 001 1110 111 0000 000000 001 04 000 ELEMENTARY INSTRUCTOR SALARIES - GRADE 4 Purchase Orders Processed: 0003715 04 06/05/1998 PERIOD BEG 051798-END 053098 LOCAL PAYROLL 3,336.48 0003764 04 06/19/1998 PERIOD BEG 053198-END 061398 LOCAL PAYROLL 3,336.48 Purchase Order Items Paid: 0003715 04 06/05/1998 PERIOD BEG 051798-END 053098 LOCAL PAYROLL 013198 04 3,336.48 0003764 04 06/19/1998 PERIOD BEG 053198-END 061398 LOCAL PAYROLL 013296 04 3,336.48 Budget Modifications: 06/17/1998 BUDGET ADJUSTMENTS 930044 05 204.29 Amount Encumb./Expended for Period 06/01/1998 THRU 06/30/1998: 6,672.96 6,672.96 Account Status (Fiscal Year to Date): Account: 02 001 1110 111 0000 000000 001 04 000 Prior Yr Carryover Enc: ELEMENTARY INSTRUCTOR SALARIES - GRADE 4 FYTD Expendable: 70,624.72 FYTD Amount Expended: 16,682.44 Outstanding Purchase Orders: Unencumbered Balance: 53,942.28

---

Next

Contents

Index