Idaho Annual Report Tutorial1. From the General Ledger screen, select the Government Reporting menu and then Idaho Annual Report.
Generating:
2. Enter the ending date of the fiscal year for which to generate the annual 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. Enter the 3-digit number for your school district as assigned by the state in the District Identification Code field.
5. 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 Annual Report to generate the annual report file that can be submitted to the state. Select Annual Statement of Financial Condition to generate the Annual Statement of Financial Condition report file in order to publish it in the newspaper. 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: Per the state's reporting requirements, the amounts included on the Annual Report are rounded to the nearest dollar and the objects for expense accounts roll to the first digit (for example, object 110 rolls to 100); the amounts included on the Annual Statement of Financial Condition are not rounded.
6. Each of the funds defined by the state that are to be reported on the annual report appear in the Funds List. The fund description and the state recommended fund numbers (displayed in parentheses, if applicable) 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.
7. Click the Save button.
8. Click the Execute button to generate the annual 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.
9. At the Create Report File screen, select the desired path (drive and folders) for where to create the files 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. The name of the file created for the annual report will be AnnualReportYY-YY.csv, with YY-YY being the beginning and ending years in the fiscal year for which the report was generated. The name of the file created for the Annual Statement of Financial Condition will be FY-YYYY-Annual-Statement-of-Financial-Condition.xlsx, with YYYY being the ending year of the fiscal year for which the report was generated.
10. After the annual 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) complete manual journal entries to transfer the amounts to different account numbers that are within the reporting range and then regenerate the report; or 2) crosswalk invalid account numbers to ones that are within the reporting range and then regenerate the report.
Viewing and Printing:
11. If desired, to view and print the Annual Statement of Financial Condition report (or manually make changes, if needed), use Microsoft® Excel to open the file (created at the location specified in Step 9 above and named FY-YYYY-Annual-Statement-of-Financial-Condition.xlsx).
12. If desired, to view the information included in the annual report file, use Microsoft® Notepad or Microsoft® WordPad to open the file (created at the location specified in Step 9 above and named AnnualReportYY-YY.csv).
Note: Since the annual report file is in a .CSV file format, the annual report file should not be opened and resaved in Microsoft® Excel, because when viewing a .CSV file using Excel, the leading zeros on numeric fields are not displayed and if the file is resaved, the leading zeros will be dropped from the file.
13. The annual report information can be accessed and generated anytime during the year.
14. Click the X in the upper right-hand corner to close the annual report screen.
Note: In order to view the tutorial, you must have an active Internet connection, along with a sound card and speakers installed on your computer.