1. From the General Ledger screen, select the Government Reporting menu and then Iowa 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. The ending date for the current fiscal year will be the default, but can be changed.
3. Enter the number for your school district in the District Number field.
4. If applicable, select the Include Reversing GAAP field to include any reversing GAAP entries on the CAR-Certified Annual Report. A checkmark will appear in the box if the field is selected.
Note: Reversing GAAP entries will not be included on the IASB-Budget Information report even if this field is selected.
5. To create a test file to utilize when verifying the account numbers for the annual report on the state's website, complete the Test File Only section.
Select the Create Test File Only field to create a test file that includes or excludes account numbers with negative balances for use when verifying account numbers for the annual report on the state's website. A checkmark will appear in the box if the field is selected.
Note: The test file that is created if the Create Test File Only field is selected is the exact same file that is created if the field is not selected, except the balance sheet and/or revenue and expenditure accounts with negative balances may be omitted if the Exclude Negative Balance Sheet Accounts field and/or Exclude Negative Revenue/Expenditure Accounts field is also selected.
If the Create Test File Only field is selected, the Exclude Negative Balance Sheet Accounts field is enabled. If desired, select the Exclude Negative Balance Sheet Accounts field to exclude all the balance sheet account numbers with negative balances (in all funds) when creating the file to be tested for the CAR-Certified Annual Report. Typically, this field is only utilized by those school districts who have negative balances in balance sheet accounts (such as cash account, payables account, etc.), and would like those account numbers to be excluded from the file for the CAR-Certified Annual Report in order to access and complete Stage 3 of the Iowa Upload for testing purposes.
Note: By selecting this field, the balance sheet account numbers with negative balances will not be included as part of the test file for the CAR-Certified Annual Report and so may cause an error when completing the final Iowa Upload at the end of the fiscal year.
If the Create Test File Only field is selected, the Exclude Negative Revenue/Expenditure Accounts field is enabled. If desired, select the Exclude Negative Revenue/Expenditure Accounts field to exclude all the revenue and expenditure account numbers with negative balances (in all funds) when creating the file to be tested for the CAR-Certified Annual Report. Typically, this field is only utilized by those school districts who have negative balances in revenue and expenditure accounts, and would like those account numbers to be excluded from the file for the CAR-Certified Annual Report in order to access and complete Stage 3 of the Iowa Upload for testing purposes.
Note: By selecting this field, the revenue and expenditure account numbers with negative balances will not be included as part of the test file for the CAR-Certified Annual Report and so may cause an error when completing the final Iowa Upload at the end of the fiscal year.
6. In the Reports List, select which 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. To select all of the reports, click the Select All button located above the Reports List.
Note: The IASB-Budget Information report will generate a file using the same format as for the CAR-Certified Annual Report, except the file will include the budget figures instead of the year-to-date amounts; the file for the IASB-Budget Information report can be submitted to the Iowa Association of School Boards for assistance with budget forecasting.
Tip: The date and time when each report was last generated (executed) for the specified fiscal year displays in the Last Generated column.
7. Each of the funds defined by the state that are to be reported appear in the Funds List. The fund number and description are listed for each fund. For each of the specified 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 annual report, this fund should be combined with Fund 10; therefore, under the Actual Fund columns for Fund 10, enter both 10 and 11.
Note: Only the account numbers (both active and inactive account numbers) in funds specified here that have a balance in the particular fiscal year will be included on the report file; those account numbers with zero balances will not be included, even if there was activity in the particular fiscal year. Also, balance sheet accounts with negative balances, revenue accounts, and expenditure accounts in Fund 08 will be excluded; and revenue and expenditure accounts in Fund 09 will be excluded. Additionally, only the following pieces for each account type will be included in the file: balance sheet accounts (types 1-7)—fund, facility, account, program, and project; revenue accounts (type 8)—fund, facility, source, program, and project; and expenditure accounts (type 9)—fund, facility, function, program, project, and object. Any other pieces will be dropped from the account numbers; and the account numbers that may be duplicated once the fund is rolled or the additional pieces are dropped will not be rolled together (for example, 10 101 001 0000 000 and 10 101 002 0000 000 will create two identical accounts 10 101 0000 000 maintaining their separate account balances).
8. Click the Save button.
9. Click the Execute button to generate the reports with the specified information.
10. 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.
11. A message will appear in the status bar of the annual report screen to show that the report was generated (file created).
12. The annual report information can be accessed anytime during the year.
13. Click the X in the upper right-hand corner to close the annual report screen.