1. From the General Ledger screen, select the Government Reporting menu and then Iowa Budget Summary 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. If applicable, select the Include Reversing GAAP field to include any reversing GAAP entries when generating the report. A checkmark will appear in the box if the field is selected.
5. In the Reports List, select which report 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 Proposed Budget Summary to generate a report for certifying your new budget for the upcoming fiscal year. Select Actual Budget Summary to generate a report for comparing the actual year-to-date figures with the budgeted figures (both new budgets and budget changes) for the specified fiscal year. Select Monthly Summary to generate a report for comparing the actual balances for the months in the specified fiscal year to the months in the previous year. 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, and the date and time when each report was last edited (if applicable) after being generated displays in the Last Modified column.
6. Each of the funds defined by the state that are to be reported appear in the Funds List located on the right side of the screen. The fund description and the state recommended fund numbers (displayed in parentheses) are listed for each fund. For each of the funds, enter the beginning balance for the current fiscal year under the Beginning Balance column, and 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 11 may be used to track specific information, but on the report, this fund should be combined with Fund 10; therefore, under the Actual Fund columns for Fund 10, enter both 10 and 11.
7. Click the Save button.
8. Then click the Budget Batches tab to view all the budget batches (posted and unposted) for the specified fiscal year. Specify which budget batches are for the "New Budget" by selecting the box under the New Budget column to the right of the desired batch. A checkmark will appear in the box if the batch is selected. If a budget batch was setup as a "New Budget" in the batch options, the box will be selected by default. If necessary, click the Save button to save any changes.
Note: Only the budget batches selected as "New Budget" batches will be included on the Proposed Budget Summary report; all budget batches will be included on the Actual Budget Summary report.
9. Click the Generate tab and then click the Execute button to generate the reports with the specified information.
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.
10. After the reports are generated, the screen listing any invalid account numbers will appear. Invalid account numbers are those that are not included within the reporting range on one or more of the reports 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 applicable reports. The invalid account numbers can be reported by completing one of the following: 1) edit the applicable reports and manually include the amounts (only applicable for the Proposed Budget Summary report and the Actual Budget Summary report; refer to Step 11 below); 2) complete manual journal entries to transfer the amounts to different account numbers that are within the reporting range and then regenerate the reports; or 3) crosswalk invalid account numbers to ones that are within the reporting range and then regenerate the reports.
Editing the Proposed Budget Summary or Actual Budget Summary Report:
11. To manually make changes to the Proposed Budget Summary report or the Actual Budget Summary report, click the Edit Budget Summary tab.
12. Enter the name of the report to edit in the Report Name field, or click the down-arrow button to select the correct one.
13. Enter the description of the fund to edit in the Report Fund Description field, or click the down-arrow button to select the correct one. To edit the report showing all funds combined together, enter (or select) Combined.
14. Make the desired changes to the report. Use the mouse or arrow keys to move around the screen.
Tip: To zoom in or out while viewing the report, press the Ctrl key and use the scroll wheel on your mouse to increase or decrease the magnification.
15. After all the changes have been made to the report for the selected fund, click the Save button.
Note: When prompted to copy the changes to the combined report, click Yes to copy the amounts.
Viewing the Monthly Summary Report:
16. To view the Monthly Summary report, click the View Monthly Summary tab.
17. Enter the month within the specified fiscal year for which to view the monthly amounts in the Processing Month field, or click the down-arrow button to select the correct one.
18. Enter the description of the fund to view in the Report Fund Description field, or click the down-arrow button to select the correct one. To view the report showing all funds combined together, enter (or select) Combined.
Printing the Report:
19. To print a specific report while editing, click the To Printer button.
20. To print multiple reports at once, click the Generate tab, select the reports to print, and click the To Printer button.
Note: If printing the Monthly Summary report, a prompt will appear for which month to print; double-click on the desired month. The Monthly Summary report will then print for all the funds specified in the Funds List, in addition to the total of all those combined funds.
Exporting the Report:
21. To export the Proposed Budget Summary report to a spreadsheet file in order to copy and paste the information from this report into the state’s Microsoft® Excel file for submission, click the Edit Budget Summary tab, complete the fields for the appropriate report and fund, select the File menu, and then select Export Spreadsheet. At the File to Export screen, specify the correct path (drive and folders) and file name, and then click the Save button.
22. Click the X in the upper right-hand corner to close the Iowa Budget Summary Report screen.