1. From the General Ledger screen, select the Government Reporting menu and then Idaho Financial Transparency Data Collection Report.
Generating the Report:
2. Enter the ending date of the quarter for which to generate the report in the Ending Processing Month field. Use the mm/yyyy format or click the down-arrow button to select the desired date.
Tip: The date and time when the report was last generated (executed) and the date and time when the report was last edited (if applicable) after being generated display to the right of the Ending Processing Month field.
Note: The transactions from the beginning of the fiscal year through the end of the specified processing month will be generated on the report.
3. Enter the 3-digit number for your school district as assigned by the state in the District Identification Code field.
4. 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.
5. Click the Save button.
6. Click the Execute button to generate the report.
7. A message will appear in the status bar once the report has been generated.
Editing the Report:
8. To manually make changes to the report, click the Edit tab.
9. Make the desired changes to the report for the lines in the Edit List. Use the mouse, or arrow and Tab keys, to move around the screen.
Any field that appears in white (rather than gray) can be changed, including any piece of the account number (such as the fund number or function code, etc.).
Note: If an account piece is changed (for example, the fund number is changed), the Chart of Account Number field (column) does not reflect the change as it will continue to show the original account number used in the actual transaction; the Chart of Account Number field does not get included in the file and is for reference only when editing.
Tips: The Adjustment Journal Entry field (column), which indicates whether the record is an adjustment journal entry used to accrue, defer, change or correct a previous transaction, will populate as No for all entries, but can be changed for a line if needed by clicking the down-arrow and selecting Yes. The Transaction Date field (column) will be enabled for an entry and can be changed if the date is outside of the reporting period (for example, if an entry is dated in a different month than the processing month in which the entry was posted and the date is outside of the processing months for the selected quarter). The Entity ID field (column) is required by the state to be completed for all transactions with expense accounts, while it is optional to complete the Entity ID field for transactions with revenue accounts; if needed, complete the Entity ID field at this time for the appropriate transactions. (Note: The Entity ID field for transactions with revenue accounts will only be included in the file if the entity is defined in the corresponding maintenance file with a city, state, and country; otherwise, the entity for the revenue transaction will not be included in the file in order to avoid getting an error when uploading to the state.)
The records (lines) can be sorted in ascending or descending order by a particular field (column) by clicking on the label for the desired field (column).
Lines from manual journal entries can be deleted from the report if desired. To delete a line from the report, click the Delete button to the left of the desired line.
Note: The Record Type and Transaction Identification fields (columns) are assigned automatically by the system and cannot be changed.
10. After all the changes have been made, click the Save button.
Creating the Report File:
11. Select the Options menu and then Create Report File.
12. At the Create Report File screen, select the desired path (drive and folders) for where to create the file 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.
13. A message will appear in the status bar stating the file was created.
14. Click the X in the upper right-hand corner to close the screen.