1. From the General Ledger screen, select the Government Reporting menu and then South Dakota 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 and the date and time when the report was last edited (if applicable) after being generated display 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. Enter the 5-digit number assigned by the State of South Dakota for your school district in the District Number field, or click the down-arrow button to select the correct one.
5. Each of the funds defined by the state that are reported on the annual report appear in the Funds List. The fund number and description 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 01 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 01.
Note: If your district is a coop or a multi-district, as defined by the state and displayed with a checkmark under the Coop field (column) on the search screen for the District Number field, only the funds applicable to coops and multi-districts appear in the Funds List (must save the information on the Generate screen when the District Number field is completed initially or is later changed in order to see the Funds List updated).
Tip: For the Balance Sheet Summary Funds (for Funds 30 and 40), enter the applicable fund numbers for the "rounded" fund so that the fund number is listed twice, once for the specific fund number and once for the Balance Sheet Summary Fund. For example, for Funds 31-39, enter 31-39 for each specific fund number and then also for the Balance Sheet Summary Fund for Fund 30; and for Funds 41-44, enter 41-44 for each specific fund number and then also for the Balance Sheet Summary Fund for Fund 40. Also, if a fund number is entered in the row for Fund 24 for the Pension Fund, it is ignored (not included) when generating the annual report for fiscal years ending after 6/30/2020.
6. Click the Save button.
7. 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.
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 (applicable for the Balance Sheet, Expenditures, and Revenues reports only; 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.
Note: If there is an invalid cash account (will not be included within the reporting range) for the month-end cash balances, it will appear in the list of invalid accounts with the report name of Cash Balances Month ##, with ## being the number of the month there is a value that will not be reported; invalid cash accounts must be resolved by completing item 2 or 3 above.
Editing the Annual Report:
9. To manually make changes to the annual report, click the Edit tab.
10. Make the desired changes.
For each account number included on the annual report, the type, the number for each applicable reference piece included in the account number, and amount display in the Edit List.
Note: When the annual report was generated, the optional reference pieces that were not used in revenue and expenditure account numbers were zero filled; while the optional reference pieces in balance sheet account numbers were only included if used (were not zero filled if unused).
Tip: The types of accounts shown on the Edit List are: B for balance sheet accounts, F for beginning fund balances, E for expenditure accounts, and R for revenue accounts.
Only the amount in the Report Value field (column) can be edited for an account number in the Edit List.
The account numbers (lines) can be sorted in ascending or descending order by a particular field (column) by clicking on the label for the desired field (column). If desired, change the filters to modify the account numbers displayed on the Edit screen.
Account numbers (lines) can be deleted from the annual report, if desired. To delete an account number (line) from the annual report, click the Delete button located to the left of the desired account number.
Be sure to verify the Beginning Fund Balance amounts and adjustment totals for the applicable funds and manually make any changes if needed. The account numbers (lines) showing the balances for the fund balances at the beginning of the fiscal year are reflected with a Type of F and Account of 700; the account numbers (lines) showing the total of adjustments made to the fund balances in the fiscal year are reflected with a Type of F and Account of 001.
11. After all the changes have been made to the selected report, click the Save button.
Tip: If desired, to export the annual report information into a file in order to open and print the report (such as in Microsoft® Excel), complete the Export Grid option. To complete the export, select the File menu from the Edit screen and then Export Grid; at the File to Export screen, specify the correct path (drive and folders), file name, and file type, and then click the Save button. The file created with the Export Grid option is not the file to submit to the state as it is not using the correct required file format/layout.
Viewing the Cash Balances Included on the Annual Report:
12. If desired, to view the month-end cash balances included on the annual report (file) for the school district’s general fund, capital outlay fund, pension fund, and special education fund, click the View Cash Balances tab. For each of the applicable funds, the month-end cash balances (for accounts 101-108 and 180) display for the months of July through May. The balances can only be viewed on this screen and no changes can be made.
Tip: The month-end cash balances for June can be viewed (and edited, if needed) on the Edit tab; refer to Steps 9-11 above for the steps on editing the annual report.
Note: If desired, generate the Monthly Cash Balance Survey Report for SD (accessed under the Reports menu in General Ledger, and then Other Reports) to print a report showing the cash balances for each month in the fiscal year for the applicable funds.
Printing the Annual Report:
13. To print a listing of the annual report for reference only, as the actual report will be printed from within the state's website, complete the Print Grid option while editing the annual report, or complete the Export Grid option, as described in the Tip under Step 11 (above).
Creating the Annual Report Files:
14. Select the Options menu and then Create Report File.
15. 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.
16. A message will appear in the status bar of the annual report screen to show that the files were created.
Note: The files will be named SchoolName.csv and SchoolNameCASH.csv, with SchoolName being the name of your school district. The SchoolName.csv file contains the Balance Sheet, Expenditures, and Revenues reports, while the SchoolNameNumberCASH.csv file contains the month-end cash balances for the general, capital outlay, pension, and special education funds.
17. Submit the annual report files to the Department of Education following their instructions.
18. The annual report information can be accessed anytime during the year and will remain unchanged until you edit it or regenerate it.
19. Click the X in the upper right-hand corner to close the annual report screen.