SDE Budget / Financial Report

Menu Path

Choose Fund Accounting from the main navigation menu, then choose State. Click SDE Budget / Financial Report.

Submission Period

Monthly

Selection Rule

For the Budget report, the last approved budget / amended budget information is reported for the year based on the expenditure and revenue ledgers, depending on the reporting structure and crosswalks that are set up.

For the Financial report, in addition to budget information, the account balance and encumbrances are also reported.

Setup

Before generating the SDE Budget/Financial report, set up the following:

• SDE Budget / Financial Report#Reporting Structure

• SDE Budget / Financial Report#Crosswalk

• SDE Budget / Financial Report#Copy Setup

• SDE Budget / Financial Report#Exclusions

Reporting Structure

Reporting structure allows you to map the report-level titles to local organization-level titles.

You can define your district's reporting structure on the AL SDE Budget / Financial Report - Setup - Reporting Structure page.

1. Choose Setup, then Reporting Structure.

2. Filter records using the following criteria:

   • Fiscal Year

   • State Level Title

   • Ledger

   • Local Organization Level

   • Starting Position within Level

   • Ending Position within Level
     To specify filter criteria, select an option from the list, and enter a keyword or select an option in the following field. The filter is added.

3. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

4. To edit a record, click the ellipsis in the Actions column, and select Edit.

5. To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

6. To download the information, click Download, and then select Download PDF or Download as an Excel Document.

Crosswalk

Crosswalks allow you to map the local codes to State codes. Setting up crosswalks is optional and required only if the State reportable codes differ from the local codes.

You can set up crosswalks for the following on the AL SDE Budget / Financial Report - Setup - Crosswalk page:

• Fund

• Account Type

• Account Code

• Object of Expenditure

• Cost Center

• Fund Source

• Appropriation Year

• Program

• Special Use

1. Choose Setup, then Crosswalk.

2. Select the Crosswalk Type, then select a Fiscal Year.

3. Filter records using the following criteria:

   • Local Code

   • State Code

   • Ledger
     To specify filter criteria, select an option from the list, and enter a keyword or select an option in the following field. Click Add.

4. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

5. To edit a record, click the ellipsis in the Actions column, and select Edit.

6. To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

7. To download the information, click Download, and then select Download PDF or Download as an Excel Document.

Copy Setup

Use the Copy Setup option to copy all Reporting Structure and Crosswalk data from one year to another. This action will need to be performed when transitioning to a new year of SDE Budget / Financial report processing.

1. Choose Setup, then Copy Setup.

2. Select the Year to Copy and Year to Create. Click Copy.

Exclusions

To exclude codes, create exclusion records.

You can define exclusion levels and values on the AL SDE Budget / Financial Report - Setup - Exclusions page.

1. Choose Setup, then Exclusions.

2. Choose a Fiscal Year.

3. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

4. To edit a record, click the ellipsis in the Actions column, and select Edit.

5. To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.

Process

To create a report:

If needed, update the related setup to reflect any changes.

1. Load the data for the report.

2. Create the report file and verify that data was loaded correctly.

   • Review the log file for possible errors, if any.

   • Use the maintenance options to add or delete records or to correct data. Note that any changes that you make here must be duplicated in the source data.

     

     If errors require changes to setup or source data, you must purge the loaded data, then repeat steps 1 and 2.

3. Once the data is correct, create the SDE Budget / Financial report.

Download the SDE Budget / Financial report and follow the State's submission procedures.

Load Data

You can load data based on Fiscal Year, Fiscal Period, Report Type, System Code, and Budget Location.

1. Choose Load.

2. Select the Fiscal Year, Fiscal Period, and Report Type.

   

   If Fiscal Period 13 is loaded, it gets translated to Period 12 when the electronic file is created.

3. Enter the System Code.

4. Select the Budget Location.

5. Click Load, then Yes. The AL SDE Budget Financial Report Load Summary report is created.

6. Save the file, then click OK.

7. Navigate to the folder containing the summary report file.

8. Inspect the file. Update data, if needed.

9. Repeat steps 1 to 8 until all required data is loaded.

Maintain Data

You can correct loaded data before submitting the report. However, any corrections to application information must also be updated in the source data.

1. On the AL SDE Budget / Financial Report page, you can filter records by the following criteria:

   • Report Type

   • Fiscal Year

   • Fiscal Period

   • Full Account Number

   • Type

   • Last Approved Budget Amount

   • Amended Budget Amount

   • Account Balance

   • Encumbrance

2. To specify filter criteria, select an option from the list, and enter a keyword or select an option in the following field. The filter is added.

3. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.

4. To view a record, click the ellipsis in the Actions column, and click View.

5. To delete a record, click the ellipsis in the Actions column, and click Delete. Click Yes.

Create File

1. Choose Report.

2. Create a hard copy of the report to verify data before you create the electronic file:
   

   1. Select the Fiscal Year, Fiscal Period, and Report Type.

   2. Under File Type, select Hard Copy.

   3. Under File Format, select PDF or Excel.

   4. Click Create, then Yes.
      The SDE Budget / Financial report is created.

3. Save the file and navigate to the folder containing the report file.

4. Inspect the file. Update data, if needed.

5. Repeat steps 1 to 4 until all required data is included.

6. Create the electronic file:

   1. Select the School Year, Month, Submission Date, and Approval Status.

   2. Under File Type, select Electronic File.

   3. Click Create, then Yes.

7. Save the file and click OK.

Purge Data

You can purge the data for the report in the following scenarios:

• You want to discard the data for the report completely.

• You want to change the setup or employee data and reload the data.

1. Choose Purge.

2. To purge records by fiscal period:

   1. Choose Fiscal Period.

   2. Select the Fiscal Year, Fiscal Period, and Report Type.

   3. Click Submit.

   4. Click Yes, then OK.

3. To purge records by fiscal year:

   1. Choose Fiscal Year.

   2. Select the Fiscal Year and Report Type.

   3. Click Submit.

   4. Click Yes, then OK.