Funds Ledger Report

Use the Funds Ledger Report to report the following fund information for a specified year and period:

• Beginning balance

• Current period receipts and expenditures

• Period span receipts and expenditures

• Period span transfer in and transfer out totals

• Ending balance

Menu Path

Select Fund Accounting from the main navigation menu, then select State. 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. In addition, this report will be used by the districts throughout the year but does not have required submissions.

Selection Rule

Funds for a specified year and period are selected and reported.

Setup

Use the IN Funds Ledger Report - Setup page to define account components that identify expenditures or revenues as transfer in or out amounts.

1. Select Setup.

2. Filter records by the appropriate criteria. To enter the filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add.

3. Add or manage records as needed:

   • To add a record, select Add Record. Enter valid information. Select Save, then Yes.

   • To delete a record, select the ellipsis in the Actions column, and select Delete. Select Yes.

     

     You cannot edit records. To update a record, delete the old record, then add a new one.

Create Report

After the setups are complete and prerequisites are met, you can create the Funds Ledger report. You must repeat these steps until all required data is included.

1. On the IN Funds Ledger Report page, enter a Fund.

   

   To include all funds, leave the field blank. To include selected funds, enter the funds using query symbols.

2. Select the Start Year, Start Period, End Year, and End Period.

3. Create a hard copy of the report to verify data before you create the final file for auditing:

   1. From File Format, select PDF or Excel.

   2. Click Create, then click Yes.

4. Save the Funds Ledger report files and navigate to the folder containing the files.

5. Inspect the files. Update data if needed.

6. Repeat these steps until all required data is included.

Calculation of Receipts and Expenditures

Current Period Amounts

• Receipts - the sum of expy (ending period) for all revenue ledger records for the fund except those identified as transfer in accounts.

• 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

• Receipts - the sum of expx (beginning period) through expy (ending period) for all revenue ledger records for the fund except those identified as transfer in accounts.

• 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

• Transfer In - the sum of expx (beginning period) through expy (ending period) for revenue ledger records for those records that are identified as transfer in accounts.

• 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.