Use the Funds Ledger Report to report the following fund information for a specified year and period:
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Beginning balance
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Current period receipts and expenditures
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Period span receipts and expenditures
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Period span transfer in and transfer out totals
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Ending balance
Menu path
From the Fund Accounting menu, select State. From the State - IN menu, select Funds Ledger Report.
Submission period
The auditors require the report. Audits are individually scheduled with the school districts. Most audits are scheduled during the third quarter, but may also occur in the fourth quarter. Additionally, the report data is utilized by the districts throughout the year; however, submission is not required.
Selection rule
Funds for a specified year and period are selected and reported.
Prerequisite
Complete the Transfer Setup procedure.
Transfer Setup
Use the IN Funds Ledger Report - Transfer Setup page to define account components that identify expenditures or revenues as transfer-in or transfer-out amounts.
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On the IN Funds Ledger Report page, select Transfer Setup.
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To add a record, select Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, and then Yes.
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You cannot edit records. To update a record, delete the old record, then add a new one.
Field descriptions
The following table describes the fields on the Funds Ledger Setup form of the IN Funds Ledger Report - Transfer Setup page.
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Field |
Description |
|---|---|
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Year |
The year of the funds ledger data. |
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Transfer |
Indicates whether this ledger setup is for transfers coming into the fund or going out of the fund. Valid values:
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|
Local Organization Level |
The district organization chart/accounting level. The Organization/Account Level must be the number representing the level on the organization chart or account as defined on the Fund Accounting Profile page. Organization levels will be one more than the organization number. For example, orgn2 = level 3. The titles of the organization levels are retrieved from the titles set up on the Titles tab of the Fund Accounting Profile page. The values in the drop-down are retrieved from the Titles tab of the Fund Accounting Profile page. The values also include the 1st, 2nd, and 3rd sub-accounts. |
|
Level Value |
The value or code for the Local Organization Level. |
Create file
Use the IN Funds Ledger Report page to specify the report criteria and create the report file.
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On the IN Funds Ledger Report page, enter or select the following:
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Fund
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Start Year
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Start Period
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End Year
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End Period
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Account Type
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If you select O - Other in the Account Type field, enter a general ledger account number. Use the pipe (|) symbol to separate multiple account numbers.
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Select Exclude Liability Accounts for the Disburse Fund if required. When selected, this option excludes Liability Account amounts for the Disburse Fund (as defined on the Fund Accounting Profile page) from the enhanced balance-sheet-based Funds Ledger Report logic. Instead, data for the Disburse Fund is loaded using the previous method, by retrieving values from the Expenditure and Revenue Ledgers rather than the newer balance-sheet-based calculation. When unchecked (default), the report continues to use the current enhanced balance-sheet logic for all funds, including the Disburse Fund.
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Select PDF or Excel. If you select Excel, select All Information or No Totals.
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Select Create, and then Yes.
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Save the file and select OK.
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Navigate to the folder containing the report file.
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Inspect the file. Refer to Transfer Setup and update it as necessary.
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Repeat these steps until all the required data is included.
The default file names are:
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Excel: IN Funds Ledger Report_<MMDDYYYY_hhmmss>.csv
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PDF: IN Funds Ledger Report_<MMDDYYYY_hhmmss>.pdf
For detailed information about the report’s file layout, refer to Funds Ledger Report - File Layout and Data Mapping.
Calculation of Receipts and Expenditures
Current Period Amounts
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Receipts - the sum of expy (ending period) for all revenue transaction records for the fund except those identified as transfer in accounts.
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Expenditures - the sum of expx (beginning period) through expy (ending period) for all expenditure ledger records for the fund except those identified as transfer out accounts.
Period Span Amounts
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Receipts - the sum of expx (beginning period) through expy (ending period) for all revenue transaction records for the fund except those identified as transfer in accounts.
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Expenditures - the sum of expx (beginning period) through expy (ending period) for all expenditure ledger records for the fund except those identified as transfer out accounts.
Period Span Transfers
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Transfer In - the sum of expx (beginning period) through expy (ending period) for revenue transaction records for those records that are identified as transfer in accounts.
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Transfer Out - the sum of expx (beginning period) through expy (ending period) for expenditure ledger records for those records that are identified as transfer out accounts.