1. From the General Ledger screen, select the Government Reporting menu and then North Dakota 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.
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 number of the county for your school district (up to 2 digits) in the County Number field.
5. Enter the number for your school district (up to 3 digits) in the District Number field.
6. If the L-Certificate of Levy report will be generated, complete the Certificate of Levy: Column to Display Budget field. Enter the appropriate column (Final or Requested) for where to print the posted budget figures for the new fiscal year on the Certificate of Levy report in the Certificate of Levy: Column to Display Budget field, or click the down-arrow button to select the correct one. To print the budget amounts in the third column under the Final Appropriation column, enter Final. To print the budget amounts in the second column under the Appropriation Requested column, enter Requested.
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. Depending on the type of your organization (whether a school district, special education unit, etc.), select A-District Report, B-Vocational Center, C-Special Education, or D-Regional Education Association to generate the annual report file to import into the state’s program. Also, if applicable, select the L-Certificate of Levy (for school districts) or S-Special Education Unit Budget (for special education units) to generate the specific reports for the budget (appropriations). The budget amounts included on the L-Certificate of Levy report or S-Special Education Unit Budget report are included from posted budget batches (both new budgets and budget changes). 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 the S-Special Education Unit Budget 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 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.
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. If the A-District Report, B-Vocational Center, C-Special Education, D-Regional Education Association, or L-Certificate of Levy report was selected, the Create Report File screen will appear; 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.
12. After the annual report is generated and the file created (if applicable), 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 (only applicable for the L-Certificate of Levy and S-Special Education Unit Budget reports; refer to Steps 13 and 14 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.
13. If the Special Education Unit Budget report was generated, the report can be edited, if needed. To manually make changes, complete the following:
Click the Edit tab.
Enter the name of the report to edit in the Report Name field, or click the down-arrow button to select the correct one.
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.
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.
After all the changes have been made to the selected report, click the Save button.
Tip: The Special Education Unit Budget report can also be exported into a spreadsheet file in order to open and edit the reports in Microsoft® Excel, if desired. To do this, click the Edit tab, select the report 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. If the Special Education Budget is exported using the Export Spreadsheet option, the formatting (i.e. page breaks) of the reports will not be retained and will need to be adjusted within Microsoft® Excel. For additional information on using Microsoft® Excel, contact your Technology Coordinator or Business Education Teacher.
14. If the Certificate of Levy was generated, open the CertificateOfLevy.xlsx file (created at the location specified in Step 11 above) within Microsoft® Excel to view the report, manually make changes to the report if needed, and/or print the report. Reminder, there are some cells that are required for the user to complete that are not populated by the system.
15. To print the Special Education Unit Budget report:
While editing, click the To Printer button.
From the Generate screen, click the Generate tab, select the report to print, and click the To Printer button.
16. The annual report information can be accessed anytime during the year and will remain unchanged until you edit it or regenerate it.
17. Click the X in the upper right-hand corner to close the annual report screen.