The instructions below are for generating the old format of the annual report for the fiscal years of 2017-2018 and prior. Refer to the Missouri Annual Report topic for instructions for generating the new format of the annual report for fiscal years 2018-2019 and after.
1. From the General Ledger screen, select the Government Reporting menu and then Missouri Annual Report.
2. At the Missouri Annual Report screen, select the Options menu and then Missouri Annual Report - Old Format.
Generating the Annual Report:
3. 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.
4. 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.
5. Enter the 6-digit number for your school district in the County/District Code field.
6. In the Amounts for Report field, enter which amounts (Actual, Budget, or Both) to generate for the annual report, or click the down-arrow button to select the correct one. To use the actual year-to-date figures on the report, enter Actual. To use the posted budget figures on the report, enter Budget. To generate the reports for both the actual year-to-date figures and the posted budget figures, enter Both.
Tip: Typically, when completing the end of fiscal year process, enter Actual in this field; otherwise, when generating the reports in order to see if the budget is in compliance, enter Budget.
7. 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.
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. Do not regenerate any report that has been edited and is correct.
8. Each of the funds defined by the state that are reported on the annual report appear in the Funds List. The fund number, description, and which reports the funds are included on 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 60 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 60.
9. Click the Save button.
10. Click the Execute button to generate the annual report 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.
11. 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 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 (refer to Step 12 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 Annual Report:
12. To manually make changes to the annual report, click the Edit tab.
13. Enter the name of the report to edit in the Report Name field, or click the down-arrow button to select the correct one.
14. In the Amounts for Report field, enter which amounts (Actual or Budget) to edit, or click the down-arrow button to select the correct one. To edit the actual year-to-date figures on the report, enter Actual. To edit the posted budget figures on the report, enter Budget.
Note: The report must have been previously generated with the amounts specified in this field in order to display any figures when editing the report.
15. Make the desired changes to the report. Use the mouse or arrow keys to move around the screen. Also, select the Go menu and then the desired page to move to a specific page, if applicable.
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.
16. After all the changes have been made to the selected report, click the Save button.
17. Repeat Steps 12-16 until all the desired reports have been edited.
Tip: The annual report can also be exported into a spreadsheet file in order to open and print the report in Microsoft® Excel, if desired. To do this, click the Edit tab, select the report and amounts to edit (export), select the File menu, and then select Export Spreadsheet. The File to Export screen will appear; select the desired path (drive and folders) for the destination location and click the Save button. The file will be created in the specified location. The file created with the Export Spreadsheet option is not the file to submit to the state as it is not using the correct required file format/layout.
Printing the Annual Report:
Note: The reports printed are for reference only as the actual reports will be printed from within the DESE program.
18. To print a listing of a report while editing, click the To Printer button.
19. To print a listing of one or more reports from the Generate screen, click the Generate tab, select the reports to print, and click the To Printer button.
Note: Only the selected reports that have amounts will be printed. Also, if the reports had been generated for Actual and Budget, the reports will print twice, once for each set of figures.
Creating the Annual Report File:
20. Click the Generate tab, select the reports for which to create the files, select the Options menu, and then select Create Report File. The files will be created using only the Actual figures.
21. At the Create Report File screen, select the desired path (drive and folders) for the destination location 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 that will be created.
22. A message will appear in the status bar of the annual report screen stating the files were created.
23. The annual report information can be accessed anytime during the year and will remain unchanged until you edit it or regenerate it.
24. Click the X in the upper right-hand corner to close the annual report screen.