Crosswalk OptionsNote: Follow the instructions below to implement changes in order to comply with the Every Student Succeeds Act (ESSA) requirements for Missouri, effective for the 2018-2019 fiscal year; the ESSA Account Number Changes option can be completed by Missouri school districts at any time as the changes will not affect the annual report for the 2017-2018 fiscal year. The ESSA Account Number Changes option is only available to users who are set up as a supervisor. All other users should be logged out of the School Accounting System when completing the ESSA Account Number Changes option. The ESSA Account Number Changes option can only be completed (executed) one time, after which it will then become disabled.
Tip: For Missouri school districts, the ESSA Account Number Changes option does the following: adds the Source of Funds reference piece (as a required piece) to the structure for expenditure accounts (the Source of Funds File becomes available under the Reference Files option after refreshing the General Ledger screen once the ESSA Account Number Changes option is executed); adds the Source of Funds reference piece to all existing expenditure accounts using the specified default number; changes the name of the Operational Unit reference piece to be Location; expands the Location reference piece (formerly called Operational Unit) from 3 digits to 4 digits; expands the Project reference piece from 3 digits to 5 digits; makes the Project reference piece a required piece for expenditure accounts; defines the placement of the additional zeros for the newly expanded length of the Project and Location reference pieces (the zeros can be placed at the beginning or end of the original (existing) reference numbers); and allows the account structure for the revenue and expenditure accounts to be changed if desired (able to change the order of the reference pieces and whether or not the optional reference pieces are used).
From the General Ledger screen, select the Maintenance menu and then Chart of Accounts.
Note: If applicable, all the account numbers entered within the Crosswalk Account Numbers option must be posted in order to access the ESSA Account Number Changes option.
At the Chart of Accounts screen, select the Options menu and then ESSA Account Number Changes.
Note: The ESSA Account Number Changes option will be disabled after it has been completed (executed) once.
When prompted to have all users logged out of the system, click OK if all other users are out and then proceed with Step 4; otherwise, click Cancel and confirm all users are out and then repeat Steps 1-3.
The ESSA Account Number Changes screen will appear.
Complete the following:
Since the Source of Funds reference piece will be added to the structure for expenditure accounts as a required piece, enter the number (1 for Local Revenue, 2 for County Revenue, 3 for State Revenue, or 4 for Federal Revenue) to use as the default Source of Funds reference number to be added to all existing expenditure accounts in the New Source of Funds Reference Number Default field, or click the down-arrow button to select the correct one.
Note: For any expenditure accounts needing to use a different Source of Funds reference number than the default one designated in this field, perform a crosswalk after executing the ESSA Account Number Changes option.
Since the Project reference piece will be expanded from 3 digits to 5 digits, enter the appropriate placement (Left or Right) for where to place the additional zeros for the newly expanded length of the project numbers in the Zero Placement on Project Reference Number Expansion field, or click the down-arrow button to select the correct one. To place the zeros at the beginning of the existing project numbers (for example, project number 451 would become 00451), enter Left. To place the zeros at the end of the existing project numbers (for example, project number 451 would become 45100), enter Right.
Since the Location reference piece (formerly called Operational Unit) will be expanded from 3 digits to 4 digits, enter the appropriate placement (Left or Right) for where to place the additional zero for the newly expanded length of the location numbers in the Zero Placement on Location Reference Number Expansion field, or click the down-arrow button to select the correct one. To place the zero at the beginning of the existing location numbers (for example, location number 400 would become 0400), enter Left. To place the zero at the end of the existing location numbers (for example, location number 400 would become 4000), enter Right.
The applicable reference pieces for the revenue and expenditure accounts display in the Revenue and Expenditure Lists (based on the updated Missouri reference structure changes that will occur upon executing the ESSA Account Number Changes option, including the Source of Funds reference piece displayed and marked as Required for expenditures, and the Project reference piece marked as Required for expenditures). If desired, make changes to the order of the reference pieces or change whether or not the optional reference pieces are used.
To define a reference piece so that it is not part of the account structure, select the Hide field for the desired reference. A checkmark will appear in the box if the field is selected.
Note: If a reference piece is marked as Required, the Hide field cannot be selected as the reference piece must be used in the account structure for the selected account type.
To change the order of the reference pieces, click once on the reference piece to move and then click the Top, Up, Down, or Bottom button (located to the left of the list) until the reference is in the desired position. The reference piece of FUND must always be the first piece and cannot be moved.
Note: If a reference piece that is optional (no checkmark in the Required field) is moved to be before a reference piece that is required, that optional reference piece will become "required" within the Chart of Accounts, meaning that the reference piece will always have to be used for all account numbers of the specified type (and zero fill that reference piece if not tracking it for a particular account number). If a reference piece that is optional (no checkmark in the Required field) is at the end of the account structure, it will remain "optional" within the Chart of Accounts, meaning that the reference piece does not always have to be used for all account numbers of the specified type.
Tip: The reference pieces that are being added as or changing to required with the ESSA Account Number Changes option appear after the last required piece for that account type by default but can be changed.
Click the Display button at the bottom of the screen to view how the actual account numbers (for revenue and expenditure accounts only) will change based on the specified settings.
If the specified settings or changes cause an account number to be a duplicate with another account number, a checkmark will appear in the box under the Duplicate column for the applicable account numbers.
If the specified settings or changes will not allow an account number specified as the old number to become the new one because it will cause an error, the error icon will appear to the right of the New Chart of Account Number. All errors must be corrected before the ESSA Account Number Changes option can be completed (executed).
Note: The error icon will appear if the account number is marked as a duplicate because duplicate account numbers cannot be combined within this option as they may be different account types. To fix the error for duplicate account numbers, complete one of the following: 1) specify a different account structure so that the result does not include any duplicate account numbers; 2) close out of the ESSA Account Number Changes option, combine the account numbers that would become duplicates (if have the same account type), and then complete the ESSA Account Number Changes option again; or 3) close out of the ESSA Account Number Changes option, crosswalk one of the account numbers that would become duplicates to make it be unique once the structure is changed, and then complete the ESSA Account Number Changes option again.
Click the Execute button to post the ESSA account number changes to the Chart of Accounts.
When prompted to change the account structure, click Yes.
For organizations with the School Accounting System installed locally, the Backup Database screen will appear; make a backup as normal.
Note: A backup must be made or else the system will not continue with the process.
After the process has been completed, a message will appear; click OK.
Since the expenditure account structure changed, verify the masks and make the necessary changes in the following files: Deductions, Taxes, Account Groups (if applicable), and Approval Trees (if applicable). Also, for flexible financial reports defined within the Flexible Financial Report Setup option, change the sorts to follow the new account structure, if desired, and if filter records formulas are defined within the flexible financial reports (or other custom reports created in Report Writer) to print only account numbers with certain piece numbers (such as account numbers with a certain location number), verify and edit the filter records formulas at this time.
If needed, complete crosswalks at this time. For example, complete crosswalks for Location reference numbers (to match the location (school) codes used with the Missouri Student Information System), for expenditure accounts needing to use a Source of Funds reference number that is different from the default specified when completing the ESSA Account Number Changes, and to create any additional account numbers with different Location, Project, and/or Source of Funds reference numbers.
Note: If crosswalks were completed, repeat Step 11 to verify and make any additional changes as needed.
