Uniform School Accounting System (USAS)
Reference Manual
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Date: 07/18/1998                       SAMPLE CITY LOCAL SCHOOLS                             Page:     3 
 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 
======================================================================================================== 
Revenue Account:  03 001 1111 0000 000000 000           GENERAL PROPERTY TAX-REAL ESTATE (GROSS) 
Receipts Processed: 
             01/17/1998 FEB. SETTLEMENT                     001733 01            50,000.00 
             01/30/1998 ADV FEB SETTLEMENT-PROPERTY         001800 01           110,000.00 
             02/06/1998 ADVANCE FEB SETTLEMENT              001853 01           100,000.00 
             02/13/1998 FEB.ADVANCE-G.FUND                  001903 01           240,000.00 
             02/13/1998 EMERGENCY                           001903 02           100,000.00 
             03/18/1998 FEB.SETTLEMENT-R.E.                 002094 01            26,190.78 
             03/18/1998 EMERGENCY- R. E.                    002094 05            10,195.16 
                Amount Received for Period 06/01/1998 THRU 06/30/1998:          636,385.94 
Account Status (Fiscal Year to Date): 
      Account: 03 001 1111 0000 000000 000                        FYTD Receivable:          1,177,698.00 
      GENERAL PROPERTY TAX-REAL ESTATE (GROSS)                    FYTD Amount Received:       772,222.54 
                                                                  FYTD Balance Receivable:    405,475.46 
======================================================================================================== 
Revenue Account:  03 001 1120 0000 000000 000           TANGIBLE PERSONAL PROPERTY TAX (GROSS) 
Receipts Processed: 
             03/18/1998 GENERAL FUND- P.U.                  002094 02            99,876.41 
             03/18/1998 EMERGENCY-P.U.                      002094 06            19,833.59 
             Amount Received for Period 06/01/1998 THRU 06/30/1998:             119,710.00 
Refunds Processed: 
             06/25/1998 CORRECT COUNTY BD FUNDS             001460 01             1,342.89- 
Account Status (Fiscal Year to Date): 
      Account: 03 001 1120 0000 000000 000                        FYTD Receivable:            669,059.65 
      TANGIBLE PERSONAL PROPERTY TAX (GROSS)                      FYTD Amount Received:        38,107.27 
                                                                  FYTD Balance Receivable:    630,952.38 
======================================================================================================== 
Revenue Account:  03 001 1211 0000 000000 000           TUITION STUDENT PAYMENTS 
Receipts Processed: 
             04/03/1998 HUNT TUITION INVOICE 451            002164 01               276.55 
             Amount Received for Period 06/01/1998 THRU 06/30/1998:                 276.55 
Account Status (Fiscal Year to Date): 
      Account: 03 001 1211 0000 000000 000                        FYTD Receivable:              1,200.00 
      TUITION STUDENT PAYMENTS                                    FYTD Amount Received:         1,000.00 
                                                                  FYTD Balance Receivable:        200.00 
 
 
-------------------------------------------------------------------------------------------------------- 
Cash Position (Fiscal Year to Date): 
      Account: 00 001 0000                                    July 1 Beginning Balance:       134,433.82 
      GENERAL FUND                                            Amount Received:              1,008,407.55 
                                                              Amount Expended:              1,035,183.35 
      FYTD Cash balances for entire cash account.             Cash Balance:                   107,658.02 
                                                              Outstanding Encumbrances:        24,738.93 
                                                              Unencumbered Cash Balance:       82,919.09 
-------------------------------------------------------------------------------------------------------- 
                                                            Received          Encumbered       Expended 
            *****Total for Fund/Scc 001 0000:               1,763,985.00      1,716,578.39  1,715,484.76 
 
Operational Unit: 002  SAMPLE HIGH SCHOOL 
  Fund/SCC: 200 9610   STUDENT COUNCIL 
    PO #      Date      Description         Vendor         Rect/Inv#     Check #  Encumb/Rcvd   Expended 
======================================================================================================== 
Budget Account:  02 200 4610 891 9610 000000 002 00 000 STUDENT COUNCIL 
Purchase Orders Processed: 
  0000555 01 06/05/1998 AX-15/20 BEACH COMB  THE STATE BANK                          12.00 
  0000688 01 06/18/1998 HELIUM TANK          BIL-JAX RENTAL                          30.00 
  0000699 01 06/20/1998 D. J. FOR HOMECOMING LIVE WIRE MUSIC                        180.00 
  0000717 01 06/23/1998 GOLF CARTS FOR HOME  SAMPLE CITY SAL                        150.00 
  0000724 01 06/30/1998 200 PHOTOS FOR HOME  SAMPLE CITY PR                          25.53 
Purchase Order Items Paid: 
  0000699 01 06/08/1998 D. J. FOR HOMECOMING LIVE WIRE MUSIC D.J.HOMECOMING  026533 0001          180.00 
  0000717 01 06/08/1998 GOLF CARTS FOR HOME  SAMPLE CITY SAL GOLF CARTS      026540 0001          150.00 
  0000688 01 06/27/1998 HELIUM TANK          BIL-JAX RENTAL  0273038         026672 0001           36.10 
  0000707 01 06/27/1998 12 ROSES, BABY BR,   FANCY PETALS    HOMECOMING ROSE 026642 0001           58.00 
  0000724 01 06/12/1998 200 PHOTOS FOR HOME  SAMPLE CITY PR  0010062         026789 0008           25.53 
Purchase Order Items Cancelled: 
  0000555 01 06/14/1998 AX-15/20 BEACH COMBER HA THE STATE BANK -VISA     444368996014799          12.00- 
             Amount Encumb./Expended for Period 06/01/1998 THRU 06/30/1998:         385.53        449.63 
Account Status (Fiscal Year to Date): 
      Account: 02 200 4610 891 9610 000000 002 00 000             Prior Yr Carryover Enc: 
      STUDENT COUNCIL                                             FYTD Expendable:              1,075.00 
                                                                  FYTD Amount Expended:           526.38 
                                                                  Outstanding Purchase Orders: 
                                                                  Unencumbered Balance:           548.62 
======================================================================================================== 
Revenue Account:  03 200 1410 9610 000000 002           STUDENT COUNCIL - INTEREST 
Receipts Processed:                                                                    
             06/30/1999 JUNE INTEREST                       000057 0012              22.72 
            Amount Received for Period 06/01/1998 THRU 06/30/1998:                   22.72 
Account Status (Fiscal Year to Date): 
         Account: 03 200 1410 9610 000000 002                     FYTD Receivable:                200.00 
         STUDENT COUNCIL INTEREST                                 FYTD Amount Received:           197.30 
                                                                  FYTD Balance Receivable:          2.70  
-------------------------------------------------------------------------------------------------------- 
Cash Position (Fiscal Year to Date): 
      Account: 00 200 9610                                    July 1 Beginning Balance:           800.99 
      STUDENT COUNCIL                                         Amount Received:                    662.59 
                                                              Amount Expended:                    526.38 
      FYTD Cash balances for entire cash account.             Cash Balance:                       937.20 
                                                              Outstanding Encumbrances: 
                                                              Unencumbered Cash Balance  :        937.20 
-------------------------------------------------------------------------------------------------------- 
                                                             Received          Encumbered     Expended 
            **** Total for Fund/Scc 200 9610:                     662.59            496.97        526.38 
                          *****Grand Totals :               1,764,647.59      1,717,075.36  1,716,011.14

Chapter 2
ACTBAL - Account Balance Report

overview

The ACTBAL program creates an account balance report. It compares the fiscal-to-date and month-to-date amounts on each budget and revenue account with the total of the transactions on these accounts for the current fiscal year. If the totals are not equal, an error is printed on the report indicating that a particular account is out of balance and a separate error report is generated. If this program is run on a nightly basis, it will reduce the possibility of being out of balance at the end of the month or other fiscal period.

The program can be run interactively at any time, provided the BLDOINQ program is run first, and that no others are concurrently using the USAS files. However, many DA sites run the program nightly in a batch mode for all of their districts.

accessing the program

To execute the ACTBAL program either type: 


$ RUN OECN$BUD:ACTBAL

at the $ prompt or using the menu system type: 


MENU>ACTBAL

sample run


 
 
                         ACTBAL                               
 
**SELECT REPORT FORMATS 
 
1. Regular (computer size, 6 lines per inch, 132 columns) 
2.         (computer size, 6 lines per inch, 217 columns) 
3.         (computer size, 8 lines per inch, 132 columns) 
4.         (computer size, 8 lines per inch, 217 columns) 
5. Short   (short paper  , 8 lines per inch, 132 columns) 
6.         (short paper  , 8 lines per inch, 217 columns) 
7. Letter  (letter size  , 6 lines per inch, 132 columns) 
8.         (letter size  , 8 lines per inch, 132 columns) 
9. Non-Digital Printer    (6 lines per inch, 132 columns) 
 
Format 9 will not embed escape sequences within the print file. 
 
Enter desired report format. 1 
 
 
 
*SELECT REPORT SPACING 
 
1. Single spaced 
2. Double spaced 
3. Triple spaced 
4. Quadruple spaced 
 
Enter your choice for the spacing of the report. 1 
 
 
 
*SELECT TRANSACTION DATA 
 
1. Include transaction data from OINQ file 
2. Do not include transaction data from OINQ file 
 
(Option 1 will yield correct results only if your OINQ file is current) 
 
Enter your choice for the inclusion of transaction data. 1 
 
 
*DATA CHARACTERISTICS 
 
1. All Funds 
2. Activity Funds only 
3. All Funds, except Activity Funds 
 
Enter your choice for the characteristics of the data. 1 
                                                       
Selection in progress... 
 
Sorting In Progress... 
 
Report in progress... 
 
Errors detected.  Please check the reports to determine the problem. 
 
Output report is ACTBAL.TXT 
Error  report is ACTERR.TXT

actbal options

Select Report Formats

Option to print a 132 column or a 217 column report on a a variety of paper sizes. Printer codes are embedded in the text file so that it is not necessary to set the printer itself for various column sizes.

Select Transaction Data

Option to include or not to include transaction data from the OINQ file. If you choose to include these transactions, the program to rebuild the OINQ file must be run before ACTBAL is run. At most A-sites the rebuild OINQ file program is run automatically at night. The program to rebuild the OINQ file can also be run interactively, provided there are no others concurrently using the files.

To execute the program to rebuild the OINQ file either type: 


   $ RUN OECN$BUD:BLDOINQ

at the $ prompt or from the menu system type: 


   MENU>BLDOINQ

Note
If you choose not to include transaction data from the OINQ file, no detail error checking will be done by ACTBAL. Only a report without detail error messages will be generated.

sample reports

ACTBAL Report 


 
 
 
07/07/1998  16:05:03    ACCOUNT BALANCE   (ACTBAL)            SAMPLE CITY SCHOOL DISTRICT         PAGE    1  
 
DESCRIPTION                           TI FND SPCC FUNC OBJ SUBJCT OPU IL JOB -------FTD ------MTD -------YTD 
 
ELEMENTARY INSTRUCTOR SALARIES GRADE 1 
                                      02 001 0000 1110 111 000000 001 01 000  17,294.51       .00  57,838.74   
ADVANCE RETIREMENT 
                                      02 001 0000 1110 111 000000 001 01 001        .00       .00        .00 
ELEMENTARY INSTRUCTOR SALARIES - GRADE 2 
                                      02 001 0000 1110 111 000000 001 02 000  18,955.72       .00  65,122.46 
ELEMENTARY INST. SAL. - S GRADE 3 
                                      02 001 0000 1110 111 000000 001 03 000  14,549.01       .00  50,502.09 
ELEMENTARY INSTRUCTOR SALARIES - GRADE 4 
                                      02 001 0000 1110 111 000000 001 04 000  16,682.44       .00  56,031.25 
ELEMENTARY INSTRUCTOR SALARIES - GRADE 5 
                                      02 001 0000 1110 111 000000 001 05 000  16,727.43       .00  56,330.59  
ELEMENTARY INSTRUCTOR SALARIES - GRADE 6 
                                      02 001 0000 1110 111 000000 001 06 000  10,464.44       .00  38,766.53  
ELEMENTARY INSTRUCTOR SALARIES- KINDERGARTEN 
                                      02 001 0000 1110 111 000000 001 14 000  12,723.64       .00  39,866.59   
ELEMENTARY INSTRUCTOR SALARIES - ART          
                                      02 001 0000 1110 111 020000 001 00 000   8,933.70  2,648.51  24,080.54 
Fiscal & Month to date detail disagree! ====> 
                                      02 001 0000 1110 111 020000 001 00 000   6,285.19       .00        .00 
ELEMENTARY INSTRUCTOR SALARIES - P.E.         
                                      02 001 0000 1110 111 080000 001 00 000   5,341.44       .00  17,549.84   
ELEMENTARY INSTRUCTOR SALARIES - MUSIC        
                                      02 001 0000 1110 111 120000 001 00 000   1,943.97       .00   6,852.82   
ELEMENTARY INSTRUCTOR SALARIES - CHAPTER I    
                                      02 001 0000 1110 111 190000 001 00 000        .00       .00     382.48 
ELEMENTARY SUBSTITUTE INSTRUCTOR SALARIES    
                                      02 001 0000 1110 112 000000 001 00 000   6,505.88  6,505.88  21,729.44 
Fiscal to date detail disagree! ####> 
                                      02 001 0000 1110 112 000000 001 00 000        .00  6,505.98        .00 
ELEMENTARY SICKLEAVE GRADE 1                  
                                      02 001 0000 1110 121 000000 001 01 000        .00       .00   1,269.67   
ELEMENTARY SICKLEAVE GRADE 2                  
                                      02 001 0000 1110 121 000000 001 02 000        .00       .00     627.74   
ELEMENTARY SICKLEAVE GRADE 3                  
                                      02 001 0000 1110 121 000000 001 03 000        .00       .00        .00 
ELEMENTARY SICKLEAVE GRADE 4                  
                                      02 001 0000 1110 121 000000 001 04 000        .00       .00   1,498.42 
ELEMENTARY SICKLEAVE GRADE 5                  
                                      02 001 0000 1110 121 000000 001 05 000        .00       .00   1,084.08   
ELEMENTARY SICKLEAVE GRADE 6                  
                                      02 001 0000 1110 121 000000 001 06 000        .00       .00   5,471.05 
ELEMENTARY SICKLEAVE KINDERGARTEN             
                                      02 001 0000 1110 121 000000 001 14 000        .00       .00   3,545.66  
ELEMENTARY SICKLEAVE ART                      
                                      02 001 0000 1110 121 020000 001 00 000     138.56    138.56     317.92 
Month to date detail does not agree! ----> 
                                      02 001 0000 1110 121 020000 001 00 000     138.56       .00     317.92 
ELEMENTARY SICKLEAVE P.E.                     
                                      02 001 0000 1110 121 080000 001 00 000        .00       .00     741.11 
ELEMENTARY SICKLEAVE MUSIC                    
                                      02 001 0000 1110 121 120000 001 00 000        .00       .00     111.12

ACTERR Report 


 
07/07/1998  16:05:03      ERROR LISTING   (ACTBAL)            SAMPLE CITY SCHOOL DISTRICT         PAGE    1  
 
DESCRIPTION                           TI FND SPCC FUNC OBJ SUBJCT OPU IL JOB -------FTD ------MTD -------YTD 
 
ELEMENTARY INSTRUCTOR SALARIES - ART          
                                      02 001 0000 1110 111 020000 001 00 000   8,933.70  2,648.51  24,080.54 
Fiscal & Month to date detail disagree! ====> 
                                      02 001 0000 1110 111 020000 001 00 000   6,285.19       .00        .00 
ELEMENTARY SUBSTITUTE INSTRUCTOR SALARIES    
                                      02 001 0000 1110 112 000000 001 00 000   6,505.88  6,505.88  21,729.44 
Fiscal to date detail disagree! ####> 
                                      02 001 0000 1110 112 000000 001 00 000        .00  6,505.88        .00 
ELEMENTARY SICKLEAVE ART                      
                                      02 001 0000 1110 121 020000 001 00 000     138.56    138.56     317.92 
Month to date detail does not agree! ----> 
                                      02 001 0000 1110 121 020000 001 00 000     138.56       .00     317.92

error messages

If ACTBAL detects any accounts which are out of balance, a separate error report, ACTERR.TXT, will be generated. Listed below are types of errors that you may receive.

Types of Errors 
==:=,=>
Fiscal & Month to date detail disagree!
Note that for account 02 001 0000 1110 111 000000 001 00 000
the FTD value is $8,933.70 and the MTD value is $2,648.51 on the account record while the total of all budget transactions for FTD and MTD is $6,285.19. 
####>
Fiscal to date detail does not agree!
Note that for account 02 001 0000 1110 112 000000 001 00 000
the FTD value is $6505.88 on the account record while the total of all budget transactions for FTD is $0.00. 
---->
Month to date detail does not agree!
Note that for account 02 001 0000 1110 121 020000 001 00 000
the MTD value is $138.56 on the account record while the total of all budget transactions for MTD is $0.00.

Identifying Source of the Error

It may be difficult to identify the source of the ACTERR report but some more popular sources include:

Use programs such as OINQ, USARPT/ACCSTS, BUDLED, RECLED for the accounts in error to generate a list of the transactions posted to the accounts. Then take the appropriate action(s) to correct the problem.

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