Financial Data by Fund Report
The Indiana Financial Data by Fund Report is a state-mandated financial reporting tool used by Indiana school corporations and charter schools. It provides the Indiana Department of Education (IDOE) with a standardized view of revenues, expenditures, and balances across all school funds. The report ensures fiscal transparency, compliance with state accounting standards, and alignment with statutory requirements for education finance.
This report is directly tied to the Indiana Gateway for Government Units (Gateway) portal, which is a public online system managed by the Indiana Department of Local Government Finance (DLGF) and the State Board of Accounts (SBOA). Local governments submit their financial information through the Gateway system, and the Financial Data by Fund Report is generated from these submissions.
Menu path
From the Fund Accounting menu, select State. From the State - IN menu, select Financial Data by Fund Report.
Submission period
Annually, typically as part of the calendar or fiscal year-end reporting cycle.
Selection rule
Revenue and expenditure data matching the Load criteria are selected and reported.
Prerequisite
Complete the Setup procedures.
Setup
Set up the following before creating the Financial Data by Fund report:
Reporting Structure
On the IN Financial Data by Fund Report page, select Setup, and then Reporting Structure.
Refer to the Field descriptions and enter or select valid information.
Field descriptions
This setup is identical to the Biannual Form 9 report. The field values on the IN Financial Data by Fund Report - Setup - Reporting Structure page are initially retrieved from the Form 9 Setup form of the IN Biannual Form 9 Report - Setup - Form 9 Setup page. You can update the field values as required.
The following table describes the fields on the Form 9 Setup form of the IN Financial Data by Fund Report - Setup - Reporting Structure page.
Field | Description |
|---|---|
State Level Title | The state-level IDOE title. The valid value is Account. |
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. |
Starting Position within Level | The starting position of the organization chart/accounting level in the accounting structure. |
Ending Position within Level | The ending position of the organization chart/accounting level in the accounting structure. |
Crosswalk
Use this option to set up crosswalks for district-level data items that do not precisely match the state-level data items used by the Indiana Department of Education (IDOE).
For each district-level data item, there are three possible crosswalk setup scenarios:
One district-level data item exactly matches one state-level data item. No crosswalk entry is needed.
One district-level data item maps to a different state-level data item. Add a record for that data item. For example, if the fund designated '1110' by the state is called 'R1110' by the district, you crosswalk fund R1110 to state fund 1110.
Multiple district-level data items map to a single state-level data item. Add a record for each district-level data item that rolls up into the state-level data item. For example, if the district has funds 2000 and 2001, and then both roll up to the state-level fund 2000, you must add two records – one record mapping district fund 2000 to state fund 2000 and another record mapping district fund 2001 to state fund 2000.
Once used, the same district-level code can’t be used again. But the state-level code can be mapped to multiple district-level codes.
On the IN Financial Data by Fund Report page, select Setup, and then Crosswalk.
Select the Crosswalk Type.
Refer to the Field descriptions and enter or select valid information.
Field descriptions
These setups are identical to the Biannual Form 9 report.
The field values on the Fund Crosswalk Information form of the IN Financial Data by Fund Report - Setup - Crosswalk - Fund page are initially retrieved from the IN Biannual Form 9 Report - Setup - Data Crosswalk - Fund page.
The field values on the Account Crosswalk Information form of the IN Financial Data by Fund Report - Setup - Crosswalk - Account page are initially retrieved from the IN Biannual Form 9 Report - Setup - Data Crosswalk - Account page.
You can update the field values as required.
The following are the types of crosswalks:
Fund
The following table describes the fields on the Fund Crosswalk Information form of the IN Financial Data by Fund Report - Setup - Crosswalk - Fund page.
Field | Description |
|---|---|
Original Fund | The district-level fund. The values in the drop-down list are the Level 1 (top-level) funds from the current fiscal year's fund organization structure, retrieved from the Organization Chart page. |
State Fund | The corresponding state-level fund. |
Account
The following table describes the fields on the Account Crosswalk Information form of the IN Financial Data by Fund Report - Setup - Crosswalk - Account page.
Field | Description |
|---|---|
Account Name | The name of the account. |
Local Code | The district-level account code. |
State Code | The corresponding state-level account code. |
Exclusions
On the IN Financial Data by Fund Report page, select Setup, and then Exclusions.
Select the Fiscal Year.
Refer to the Field descriptions and enter or select valid information.
Field descriptions
The following table describes the fields on the Exclusions form of the IN Financial Data by Fund Report - Setup - Exclusions page.
Field | Description |
|---|---|
Fiscal Year | The fiscal year of the exclusion data. This field is view-only. |
State Level Title | The state-level IDOE title. Valid values:
|
Operation | The operator to be used in combination with the Code field value. Valid values:
|
Exclusion Code | The state-level exclusion code. |
Grouping | The logical operator that determines how the system relates this search statement to the next one. Valid values:
|
Load data
Use the IN Financial Data by Fund Report – Load page to specify the criteria for loading the report data.
On the IN Financial Data by Fund Report page, select Load.
Refer to the Field descriptions and enter or select the required load criteria.
Select Load, and then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report file and select OK.
If errors are encountered, save the Load Error log and select OK.
Navigate to the file location.
Inspect the files. Refer to Maintain data and update it as necessary.
Repeat these steps until no errors are encountered and all required data is loaded.
Field descriptions
The following table describes the fields on the IN Financial Data by Fund Report – Load page.
Field | Description |
|---|---|
Financial Year | The reporting year of the Financial Data by Fund report. The default is the current year. |
Reporting Period | The reporting period of the Financial Data by Fund report. Valid values:
|
Period Range | The starting and ending year and period of the Financial Data by Fund report. These fields are view-only. |
Include Payroll Cash in Beginning Balance Calculation | Indicates whether to include payroll cash accounts when calculating the beginning balance. |
Maintain data
If errors are encountered during the Load data process, you can correct the source data on the Fund Accounting Data form of the IN Financial Data by Fund Report page. After corrections, you must purge and reload the data.
PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.
On the IN Financial Data by Fund Report page, filter records using the filter criteria. To enter filter criteria:
Select an option in the first field.
Select or enter a value.
Select Add if the button is enabled.
Refer to Search for records for more information.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.
To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
To download the information, select Download, then select Download PDF or Download as an Excel Document. The default file names are:
Excel: IN Financial Data by Fund Maintenance Report_<MMDDYYYY>_<hhmmss>.xlsx
PDF: IN Financial Data by Fund Maintenance Report_<MMDDYYYY>_<hhmmss>.pdf
Field descriptions
The following table describes the fields on the Fund Accounting Data form of the IN Financial Data by Fund Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Year | The fiscal year of the fund accounting data. The default is the current year. This field is view-only and cannot be edited after saving the record. | Populated during the data load process. The field value is retrieved from the Financial Year field on the IN Financial Data by Fund Report – Load page. |
Reporting Period | The reporting period for the fund accounting data. This field is view-only and cannot be edited after saving the record. | Populated during the data load process. Valid values:
The field value is retrieved from the Reporting Period field on the IN Financial Data by Fund Report – Load page. |
Account ID | A code used to identify whether an accounting entry is a balance sheet, revenue, or expenditure. For balance sheet items, the account ID is the first position of the account code. This field is view-only and cannot be edited after saving the record. | Calculated during the data load process. The calculated value represents the type of general ledger cash account being reported. Valid values:
The value is determined by matching transactions and ledger entries to the Cash Account and Payroll Cash Account defined in the Fund Accounting profile. |
Fund | The specific fund for which financial data is being reported. This field is view-only and cannot be edited after saving the record. | Calculated during the data load process. The calculated value represents the fund identifier retrieved from the fund organization structure (Level 1 organizations). If a fund crosswalk is configured, the state fund code is used; otherwise, the original local fund code is used. This identifies the specific fund for which financial activity is being reported. |
Fund Name | The description identifying what the fund is used for. | Calculated during the data load process. The calculated value represents the descriptive title of the fund retrieved from the fund organization structure (Level 1). The system automatically removes the suffix "fund" if it appears at the end of the title. |
Account | The account as it appears in the ledgers. This field is view-only and cannot be edited after saving the record. | Calculated during the data load process. The calculated value represents the revenue or expenditure account code retrieved from the ledger records. If an account crosswalk is configured, the system translates the local account code to the state account code. For revenue accounts, the "R" prefix is removed if present. This identifies the specific account classification for the financial activity. |
Section | The specific reporting category of the financial data as required by the State of Indiana. This field is view-only and cannot be edited after saving the record. | Calculated during the data load process. The calculated value represents the financial data category determined by analyzing the source ledger type and account characteristics. Valid values:
|
Amount | The cumulative total for all 13 periods for this organization/account or fund/account. | Calculated during the data load process. The calculated value represents the aggregated financial amount calculated by summing the appropriate period values from the source ledger or transaction data. The amount represents the total financial activity or balance for the specific fund, account, and section combination during the selected reporting period. For Beginning Balances (Section 5 and 7):
For Receipts (Section 1 and 3):
For Expenditures (Section 2 and 4):
|
Create file
Use the IN Financial Data by Fund Report – Report page to specify the report criteria and create the report file.
On the IN Financial Data by Fund Report page, select Report.
Select the Year and Reporting Period. If Jul - Jun (Fiscal) is selected in the Reporting Period field, select an option in the Accounts field.
Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select PDF or Excel.
Select Create, and then Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the file. Refer to Maintain data and update it as necessary.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select Create, and then Yes.
Save the file and select OK.
The default file names are:
Jan - Dec (Calendar) report: IN_Financial Data by Fund_Electronic File_<YYYY>_Calendar.csv
Jul - Jun (Fiscal) report: IN_Financial Data by Fund_Electronic File_<YYYY>_Fiscal.csv
For detailed information about the report’s file layout, refer to Financial Data by Fund Report - File Layout and Data Mapping.
Follow the state's submission procedures.
Purge data
If you need to correct setups or employee data, purge the existing records and reload the data.
On the IN Financial Data by Fund Report page, select Purge.
Select the Year and Reporting Period.
Select Submit.
Select Yes, and then OK.