The instructions below are for generating the old format of the annual report through fiscal year 2017-2018. Refer to the Nebraska Annual Report topic for instructions to generate the new format of the annual report.
1. From the General Ledger screen, select the Government Reporting menu and then Nebraska Annual Report.
2. At the Nebraska Annual Report screen, select the Options menu and then Nebraska 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. If applicable, complete the I Have Completed All My ESSA Account Number Changes field by entering Yes or No to indicate whether you have completed the crosswalks for the updated revenue, function, and object codes for compliance with the ESSA requirements, or click the down-arrow button to select the correct one. If Yes is specified, then the system will programmatically map all possible accounts to the old codes.
Note: The I Have Completed All My ESSA Account Number Changes field is only enabled if 2018 or 2019 is specified in the Report Format Year field, and is only applicable for Nebraska school districts.
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.
Tip: The date and time when each report was last generated (executed) for the specified fiscal year displays in the Last Generated column. Do not regenerate any report that has been edited and is correct.
7. 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 10 may be used to track specific information, but on the annual report, this fund should be combined with Fund 01; therefore, under the Actual Fund columns for Fund 01, enter both 01 and 10.
8. Click the Save button.
9. 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.
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.
Tip: The system will create two files for each selected report that was generated. For example, if the ESU-ESU Annual Financial Report was selected, two files are created: XXXXesuafr.xls and XXXXesuafr-budget.xls. The first file (without "budget" in the name of the file) is the actual annual report file to be submitted to the Department of Education. The second file (with "budget" in the name of the file) is for the school district to use internally for budget comparison if desired and does not get submitted to the Department of Education; the file contains columns for the actual year-to-date amount, budgeted amount, and budget balance for each account number.
11. After the annual report is generated and the files created, 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 print grid, or export the invalid account numbers using the Export Grid option. 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 report 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 and Printing the Annual Report:
12. To view the report, manually make changes to the report if needed, and/or print the report, open the file (created at the location specified in Step 10 above) within Microsoft® Excel.
Note: If the XXXXafr.xls file or the XXXXesuafr.xls file will be used for submission to the Department of Education, you must open the file within Microsoft® Excel and save (File menu, Save) in order to calculate formulas that are hidden and required for uploading. Also, complete the additional information on the Data Page tab (for the XXXXafr.xls file) or the Cover Sheet tab (for the XXXXesuafr.xls file) and save the changes.
13. Submit the annual report file to the Department of Education following their instructions.
14. The annual report information can be accessed and generated anytime during the year.
15. Click the X in the upper right-hand corner to close the annual report screen.