Completing the Idaho Budget Report Option

1.  From the General Ledger screen, select the Government Reporting menu and then Idaho Budget Report.

Generating the Report:

2.  Enter the ending date of the fiscal year for which to generate the report in the Fiscal Year End field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.

3.  In the Report Format Year field, the corresponding year appears for the specified fiscal year (from the Fiscal Year End field) as the report format to use when generating the report, and cannot be changed.

Note:  If the report format for the specified fiscal year is not yet available, the most recent year displays, and then when generating the report, a prompt will appear asking to generate the report with the old format.

4.  In the Reports List, select the reports to generate.  To select a report, click the box under the Selected column to the left of the desired report.  A checkmark will appear in the box if the report is selected.  Select Expenditures to generate the expenditures budget report file that can be submitted to the state.  Select Four Year Summary to generate the Publication Four Year Summary report file in order to publish it in the newspaper.  Select Revenues to generate the revenues budget report file that can be submitted to the state.  To select all the reports, click the Select All button located above the Reports List.

Tip:  The date and time when each report was last generated (executed) for the specified fiscal year displays in the Last Generated column.

Note:  If Expenditures and/or Revenues is selected to generate, the report will contain the budget amounts from all posted and unposted budget batches (including batches for new budget and budget changes) for the specified fiscal year, and the amounts are rounded to the nearest dollar.  If Four Year Summary is selected as a report to generate, the Prior Year Actual/Budget column and the Proposed Budget column on the report will contain the budget amounts from all posted and unposted budget batches (including batches for new budget and budget changes for the designated fiscal years), while the other two Prior Year Actual columns will contain actual year-to-date totals; also, the Beginning Balance row will reflect the beginning balances for the fund balance accounts with accounts 32XXXX.

5.  Each of the funds defined by the state that are to be reported appear in the Funds List.  The fund description and the state recommended fund numbers (displayed in parentheses) are listed for each fund.  For each of the funds, enter the actual fund number being used to track the specified fund under the Actual Fund column, or click the down-arrow button to select the correct one.  Up to 30 different fund numbers can be entered for a fund.  If more than one fund number is entered in the Actual Fund columns, the funds will be combined together and included under the one number on the report.  For example, Fund 101 may be used to track specific information, but on the report, this fund should be combined with Fund 100; therefore, under the Actual Fund columns for Fund 100, enter both 100 and 101.

Tip:  For the funds for Local, State, and Federal Special Projects, enter the applicable fund numbers for that grouping if not entered or listed elsewhere individually.  For example, enter Fund 231 as a fund for Local Special Projects (230-239); however, enter Fund 238 as a fund for Student Activity (238) instead of for Local Special Projects (230-239) since the Student Activity Fund is listed individually.

6.  Click the Save button.

7.  Click the Execute button to generate the report.

Note:  If the report format for the corresponding fiscal year is not yet available, a prompt will appear asking to generate the report with the old format; click OK to continue generating the report using the most recent year's format, and then once the new format is released, the report will need to be regenerated.

8.  At the Create Report File screen, select the desired path (drive and folders) for where to create the file(s) and click the Save button.  The system will default to the location that was last specified.

Note:  Do not change the name of the file.

9.  After the report is generated, the screen listing any invalid account numbers will appear.  Invalid account numbers are those that are not included within the reporting range on the report and so the amounts for those accounts will not be reported.  To print a listing of the invalid account numbers, complete a print screen or a print grid.  From this list, decide how to include the amounts for the invalid account numbers on the report.  The invalid account numbers can be reported by completing one of the following:  1) edit the report and manually include the amounts (refer to Step 10 below); 2) complete manual journal entries to transfer the amounts to different account numbers that are within the reporting range and then regenerate the report; or 3) crosswalk invalid account numbers to ones that are within the reporting range and then regenerate the report.

Editing and Printing the Report:

10. To view the report, manually make changes to the report if needed, and/or print the report, open the file (created at the location specified in Step 8 above) within Microsoft® Excel.

11. The report information can be accessed and generated anytime during the year.

12. Click the X in the upper right-hand corner to close the screen.