Illinois Annual Report and Budget Report Tutorial1. From the General Ledger screen, select the Government Reporting menu and then Illinois Annual Report.
Generating the Annual Report:
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.
Tip: The date and time when the report was last generated (executed) for the specified fiscal year displays to the right of the Fiscal Year End field.
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. 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 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.
5. Click the Save button.
6. 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.
7. 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.
8. 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) edit the report and manually include the amounts (refer to Step 9 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 Annual Report:
9. To view the annual report, manually make changes to the report if needed, and/or print the report, open the file (created at the location specified in Step 7 above) within Microsoft® Excel.
Note: Not all the information on all the tabs of the report will be completed; therefore, only utilize the data generated on the report to complete the state's file (do not submit the file created within the School Accounting System).
10. The annual report information can be accessed and generated anytime during the year.
11. Click the X in the upper right-hand corner to close the annual report screen.
Illinois Annual Report and Budget Report Tutorial
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.