Certified Annual Report - Data Mapping
The following table outlines the data item, field name, description, database column name, data type, and the location from which the data is retrieved.
Data Item | Field Name | Description | Database Table/ Column | Type | Location in Application |
|---|---|---|---|---|---|
Year | Fiscal Year | When adding a new record, the fiscal year is entered into this field. This field is required. This field is unavailable when updating an existing record. Not reported to the CAR as a separate field, but it is part of the file name. | ia_car_maint.year | CHAR(4) | Revenue – revledgr.yr Expenditure – expledgr.yr Balance sheet – genledgr.yr revledgr.yr |
Account ID | Account ID | Identifies an accounting entry as a balance sheet, revenue, or expenditure. For balance sheet items, the account ID is the first position of the account code. Valid values:
| ia_car_maint.account_id | CHAR(1) | NA |
Fund | CAR Fund | A separate fiscal and accounting entity with a self-balancing set of accounts, recording cash and other financial resources, together with all related liabilities and residual equities or balances, or changes therein. Required field on the CAR | ia_car_maint.car_fund | CHAR(2) | Crosswalked from a field in the accounting structure based on the Fund level and beginning and ending positions in the IA CAR Setup. |
Facility | CAR Facility | The facility is a combination of the operational unit and level of instruction. It is only required for Charter Schools. | ia_car_maint.car_facility | CHAR(4) | Crosswalked from a field in the accounting structure based on the Facility level and beginning and ending positions in the IA CAR Setup. |
Function | CAR Function | The function describes the activity for which a service or material object is acquired. It is required for expenditures. | Ia_car_maint.car_function | CHAR(4) | Crosswalked from a field in the accounting structure based on the Function level and beginning and ending positions in the IA CAR Setup. |
Program | CAR Program | A plan of activities and procedures designed to accomplish predetermined objectives. | Ia_car_maint.car_program | CHAR(3) | Crosswalked from a field in the accounting structure based on the Program level and beginning and ending positions in the IA CAR Setup. |
Project | CAR Project | The project/reporting code permits school districts to accumulate revenues and expenditures to meet various specialized reporting requirements at local, state, and federal levels. | Ia_car_maint.car_project | CHAR(4) | Crosswalked from a field in the accounting structure based on the Project level and beginning and ending positions in the IA CAR Setup. |
Object | CAR Object | This classification describes the service or commodity obtained as the result of a specific expenditure. Not used for revenue or balance sheet. | Ia_car_maint.car_object | CHAR(3) | Crosswalked from a field in the accounting structure based on the Object level and beginning and ending positions in the IA CAR Setup. |
Source | CAR Source | Classification codes for recording revenue and other receivables. It is required for revenue. | Ia_car_maint.car_source | CHAR(4) | Crosswalked from a field in the accounting structure based on the Source level and beginning and ending positions in the IA CAR Setup. |
Account | CAR Account | Balance sheet accounts are used to track financial transactions for each fund. Not used for revenue or expenditure. | Ia_car_maint.car_acct | CHAR(3) | Crosswalked from a field in the accounting structure based on the Account level and beginning and ending positions in the IA CAR Setup. |
Amount | Amount | The cumulative total for all 13 periods for this organization/account or fund/account is entered in this field. This field is required but may be zero. | Ia_car_maint.car_amt | DECIMAL (12,2) | Sum of actual amounts from all 13 periods in the revledgr, expledgr, or genledgr for the selected records (exp1 through exp13). |
Organization | The title assigned to the low organization level of the Fund Accounting profile. | The key organization as it appears in the expenditure or revenue ledgers or the fund code as it appears in the general ledger is entered in this field. This field is required. It is not reported to the CAR. | Ia_car_maint.maint_key_org | CHAR (16) | Revenue - revledgr.key_orgn Expenditure – expledgr.key_orgn Balance sheet – genledgr.fund |
Account | Account | The account as it appears in the ledgers is entered in this field. This field is required. However, it is not reported to the CAR. | Ia_car_maint.maint_acct | CHAR(8) | Revenue - revledgr.account Expenditure – expledgr.account Balance sheet – genledgr.account |
Original Amount | Original Amount | System-maintained field containing the original amount when a record is changed or deleted. Used in the Audit report. Not reported to the CAR. | Ia_car_maint.orig_amt | DECIMAL (12,2) | When an amount is changed during maintenance, the original amount from car_amount is placed here. |
Maintenance Code | Maintenance Code | System-maintained code used in the Audit report, which identifies the type of change made to a record. When the records are loaded initially, this field is blank. Records with maintenance codes ‘O’ and ‘D’ are not reported to the IA CAR. The maintenance code is not part of the output file. Valid values:
| ia_car_maint.maint_cd | CHAR(1) | NA |
State Fund | State Fund | System maintained code to indicate if a balance sheet record was created using a non-crosswalk record in the Categorical State Fund Balance table. Valid values:
| ia_car_maint.state_fund | CHAR(1) | NA |