Revision/Update Information: December, 2008
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This document consists of a User Guide for the Uniform School 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 User Guide is intended for those who are unfamiliar with the system and need a place to start. In general this guide presents an overview and the theory of the USAS system rather than specific details and sample runs of programs. It also contains some of the more advanced subjects which are more topically oriented.
This manual is intended for both beginning and experienced users of the USAS system.
USAS Reference Manual
The Uniform School Accounting System (USAS) is used to process and track the accounting activity within a school district. There are USAS programs designed to do the following:
The criteria used for the system's design is the Chart of Accounts, as set forth by the Auditor of the State of Ohio. The Chart of Accounts involves a 30 digit account number with nine distinct dimensions. Some of the dimensions are pre-defined by the Auditor of State while others are defined at the district level prior to starting to use the USAS programs.
The account code and the dimensions are described in greater detail in
a later section of the USAS User Guide.
1.1.1 Features of USAS
The USAS software is designed to process the following transactions:
As each transaction is posted, the system simultaneously maintains a ledger of all fiscal activity affecting the accounts.
The system checks all entries for accuracy, processes the correct data, and produces various reports which enable the user to more effectively manage the financial affairs of the school district.
USAS also interfaces with other State software packages such as the
Equipment Inventory System (EIS), Uniform School Payroll System (USPS),
and Educational Management Information System (EMIS).
1.1.2 Additional Features of USAS
The system provides a host of features and benefits to you. It offers the speed and accuracy of a computer, coupled with the efficiency of a comprehensive accounting system. Some of the main features of the system are:
Instant data availability:
The user can request information about a transaction, vendor, account, or order and receive the answer immediately.
Purchase order generation:
Purchase orders can be printed as a result of the processing of the items on the purchase order requisition.
Budgeting assistance:
Budget worksheets are produced which contain budgeted and actual amount of expenditures for past and present years.
Check generation:
Checks may be generated and printed after invoice processing.
Audit check:
The system checks the correctness of all data entered and detailed error messages are displayed to the user when applicable.
Appropriation/expenditure flexibility:
You can appropriate funds at the minimum level required by law and make
expenditures to a greater level of detail. The system understands the
account hierarchy, and the expenditure will be charged to the
appropriate account number.
1.1.3 Ideal Time to Start Using USAS
This system can be implemented at any time during the calendar year,
preferably at the start of a quarter to ease end-of-quarter reporting
requirements. However, the start of a fiscal year is the most ideal
time. This eliminates the need to enter all the year-to-date fields
required in the system.
1.1.4 Overview of USAS Maintenance, Processing, and Report Programs
The following table lists those programs available for file manipulation and financial processing.
| Program | Description of Program |
|---|---|
| ACTCHG | Account Code Changes |
| ACTDSC | Update Account Descriptions |
| ACTMOD | Account Modification |
| ACTSCN | Account File Maintenance |
| ADJUST | Adjust Master File at End of Processing Period |
| ARF | Accounts Receivable Processing |
| AUTOPOST | Automatic Posting of Payroll or USAS Transactions |
| AUTOREC | Automatic Reconciling of Bank Checks |
| BALMON | Monthly Cash Balance |
| BLDOINQ | Rebuild the OINQ File |
| BRDRET | Board Retirement Distribution Processing |
| CHKSEQ | Resequence Check Numbers |
| CKPROC | Check Processing |
| EXPROC | Expense Processing |
| FIXENC | Recalculation of Encumbrances |
| FNDCHG | Changes Fund/SCC Combinations |
| FUTSCN | Future Purchase Orders Display |
| HISTSCN | Account History Display |
| IMPERSONATE | Impersonate Security Profile Settings |
| INVEST | Investment Processing |
| MASCNV | Mass Convert Requisitions into Purchase Orders |
| OPTSCN | Option Screen |
| OPUEDT | Operational Unit Definition/Maintenance |
| POSCN | Purchase Order Processing |
| RCNCLE | Reconcile Checks |
| REQSCN | Requisition Processing |
| USACON | Configuration Maintenance Menu |
| USASCN | USAS Maintenance Main Menu |
| USASDAT | General USAS Information Main Menu |
| USASEC | Security Profile Maintenance Information |
| USASWEB-Accounts | Account File Maintenance |
| USASWEB-Invoices | Invoice Processing |
| USASWEB-Purchase Orders | Purchase Order Processing |
| USASWEB-Receipts | Receipt and Reduction of Expenditure Processing |
| USASWEB-Refunds | Refund Processing |
| USASWEB-Requisitions | Requisition Processing |
| USASWEB-Vendors | Vendor File Maintenance |
| VENCHG | Change Vendor Numbers |
| VERINV | Invoice Verification |
| VOIDCK | Void Checks |
| XREF | Account Cross-reference Maintenance |
The following table lists those programs available for data inquiry and/or report generation.
| Program | Description of Program |
|---|---|
| ACCSTS | Account Status Report |
| ACTBAL | Account Balance Report |
| ACTRPT | Listing of Expenditure and Receipt Transactions by Accounts |
| ALLSUM | Account Summary - All Accounts |
| APPLED | Account Ledger, Appropriation Activity |
| APPSUM | Summary of Appropriation Accounts |
| APPWRK | Expense Appropriation Worksheet |
| ARRPT | Accounts Receivable Reports |
| ARF_UDMS | ARF UDMS Reports |
| AUDITS | Accounting Activity |
| BALCHK | Balance Check Report |
| BALMON | Monthly Cash Balance Report |
| BUDLED | Account Ledger, Budget Activity |
| BUDSUM | Summary of Budget Accounts |
| BUDWRK | Expense Budget Worksheet |
| CHECK1 | Check Item Listing |
| CHECKS | Summary Check Payment Register |
| CHEKPY | Check Payment Register |
| CUSTLST | List of ARF Customers |
| DELACT | Inactive Accounts Listing |
| DELVEN | Inactive Vendors |
| EIEI/O | Detailed Enquiry Information |
| EMISFCAT | Cash Accounts w/EMIS fund category field |
| F1099 | Forms for IRS |
| FINDET | Detailed Financial Report |
| FINSUMM | Summary Financial Report |
| FNDCASH | Summary of Cash Balances by Fund |
| FNDEXP | Summary of Expenditures by Fund |
| FNDREV | Summary of Revenue by Fund |
| FNDREVEX | Revenue & Expenditure Report by Fund |
| GAAP_APP | GAAP Report Listing - Appropriation Accounts |
| GAAP_BUD | GAAP Report Listing - Budget Accounts |
| GAAP_REV | GAAP Report Listing - Revenue Accounts |
| INVLST | Invoice Listing |
| LEDGLST | List of ARF Ledger Codes |
| OPULST | Operational Unit List |
| PAYABL | Accounts Payable Report |
| PODETL | Purchase Order Detail Report |
| POFORM | Recreate Lost or Destroyed PO Forms |
| POINFO | Purchase Order Listing Report |
| POSUMM | Purchase Order Summary Report |
| PROLST | List of ARF User Profiles |
| PTDRPT | Project to Date Report Listing |
| RCFORM | Generate Receipt Forms |
| RCPTLST | List of ARF Receipt Codes |
| RECLED | Receipt Transaction Report |
| RECLST | Receipt Listing Report |
| REQDET | Requisition Detail Listing |
| REQSUM | Requisition Summary Listing |
| REVEDT | USAS Account Code Listing |
| REVLED | Account Ledger, Revenue Activity |
| REVSUM | Summary of Revenue Accounts |
| REVWRK | Revenue Worksheet |
| SECUR | Security Profile Report |
| SM12 | SM1/SM2 Maintenance Reports |
| STAT_APP | APP accts with start/stop dates and status |
| STAT_BUD | BUD accts with start/stop dates and status |
| STAT_CASH | CASH accts with start/stop dates and status |
| STAT_REV | REV accts with start/stop dates and status |
| SUMEXP | Summary of Expenditures |
| TRNLED | Transaction Ledger |
| USAEXP | USAS Data Export Routines |
| USARPT | USAS Reports, Ledger and Summary of Accounts |
| USAS_DTR | Datatrieve Reports |
| VALACT | Accounts Validation |
| VENDOR1 | Full Vendor Report |
| VENDOR2 | Vendor Listing with FYTD Threshold |
| VENDORS | Vendor Listing Report |
| VENHIRE | Vendor New Hire Report |
| VENLST | Vendor Listing |
The following table lists miscellaneous programs developed by the Ohio Department of Education as part of the USAS software system.
| Program | Description of Program |
|---|---|
| AUD_4502 | AUD/ODE 4502-1, Financial Report |
| ADJUST | Month/Year End Re-set |
| APPROP | Appropriations Maintenance Program |
| BUDLNK | Balances Appropriation Accounts With Budgets |
| FISCALCD | Performing the FISCALCD Procedure |
| MONTHLYCD | Performing the MONTHLYCD Procedure |
| SETBAL | Set Account Balances |
| SM12 | SM1/SM2 Maintenance Program |
| STUFEES | Student Fee Payment Program |
| USACERT | Certification/Appropriation Reports |
| USAEMS | Extract USAS Data into EMIS Detail File Format |
| USALOAD | USAS Import Program |
| USASAUD | Extract USAS Data for State Auditor's Use |
| USASFF | Five Year Forecast Report/Export |
| USASFF_FND | Five Year Forecast Report/Export by Specific Funds |
| USASLM | Uniform School Accounting System List Maker |
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