LA Annual Financial Report

The LA Annual Financial Report is accessed by selecting the following menu path: Fund Accounting > State > LA Annual Financial Report.

Report Specific Setup

Setup Information Page

The LA Annual Financial Report Setup Information page must be completed before the report can be run. The setup information page is accessed by clicking the Setup action on the LA Annual Financial Report main page:

The LA Annual Financial Report Setup page appears.

Maintaining an Existing Report

From the main report page, highlight the desired report and double-click.

The LA Annual Financial Report Information page will open with Report header information on the top section of the screen.

It is possible to change the Report Title on this page by changing the value in the Report Title entry field and then clicking 'OK'. In maintenance mode, the other fields are display-only.

To maintain Lines, click the green 'OK' icon. To maintain Columns, click the 'Columns' action on the Actions toolbar. Lines and Columns should be maintained for the LAAFR1, LAAFR2, and LAAFR3. The LAAFR4 and LAAFR5 information is entered differently and will be described below.

Note: for more information concerning the corresponding database table lafrhead, please see the 'Tables' section at the end of this manual.

Maintaining Lines

Once the user clicks the 'OK' icon on the LA Annual Financial Report information page, Line information will appear at the bottom of the page, and new Actions 'Insert Row,' 'Delete Row,' and 'Selection Criteria Detail' will appear in the Action Bar.

The user may insert lines between the currently existing lines by using a decimal value, as in the example above. A new line was required between line 1.00 and line 2.00, so line 1.01 was created.

The 'Selection Criteria Detail' action will be discussed below.

Line Information:

Line definitions (database table lafrline) are saved by report id, year, and project number as shown in the top half of the screen.

Note: the screen inputs do not include every field in the corresponding database table lafrline. Please see the 'Tables' section at the end of this manual for more database table information.

**Select criteria. When the user has highlighted a line and clicks on the Select Criteria action, one of three pages will appear depending on whether the Select Criteria field is set to Standard or Override, and what the Line Type is.

If the Line Type is E, G, or R and the Select Criteria is set to Standard, the Standard Selection Criteria page will open.

Using this page, the user can identify the specific ledgers from which the line should take its data. For a much more detailed explanation of the Standard Selection Criteria page, please refer to the Fund Accounting manual on the General Report Writer (section 13).

If the Line Type is E(expenditure), G(general), or R(revenue) and the Select Criteria is set to Override, the Override Selection Criteria page will open.

Where Part refers to the where part of a SQL statement to retrieve data from the applicable ledger.

GL Where part refers to the where part of a SQL statement to retrieve data from the applicable general ledger. Use of the Override Selection Page is discouraged and may be deprecated in future versions.

If the Line Type is (S)subtotal or (T)total, the Select Criteria should be set to Standard, and the Total Formula page will open.

In the above example, the total formula is taking the sum of the values from lines 2 through 5 inclusive.

It is also possible to enter a total formula as follows: 1113 + 1115 + 1117, which would sum the values of the three selected lines.

For a more detailed explanation of the Selection Criteria and Total Formula pages, please refer to the Fund Accounting manual Section 13 on the General Report Writer.

Maintaining Columns

Once the user clicks the 'Columns' icon on the LA Annual Financial Report information page, Column information will appear at the bottom of the page, and new Actions 'Insert Row,' 'Delete Row,' 'Total Column Formula,' and 'Selection Criteria Detail' will appear in the Action Bar.

The 'Total Column Formula' and 'Selection Criteria Detail' actions will be discussed below.

Column definitions (database table lafrcol) are saved by report id, year, and project number as shown in the top half of the screen.

Note: the screen inputs do not include every field in the corresponding database table lafrcol. Please see the 'Tables' section at the end of this manual for more database table information.

Validating A Report

Report validation searches for duplicate key organization/account combinations within a report setup. To validate a report, search for a report on the main page of the LA Annual Financial Report, select the desired report, and click on the 'Validate' Action in the Action Bar.

The Validation Report print screen will appear.

Select the Screen, File or Excel option. If there are no duplicates, the report will say so. If there are duplicates, the report will indicate which key organizations/accounts are duplicated.

Copying A Report to Another Year

The 'Copy' feature allows the user to copy the report setup of a report, including lines, columns, and input information, to a different report, project number, or year. It is most useful when copying a previous year's report to a new year's. To copy a report, search for a report on the main page of the LA Annual Financial Report, select the desired report, and click on the 'Copy' Action in the Action Bar.

The 'LA Annual Financial Report - Copy Report Setup' page will appear.

Enter the new report, project number, and year and click 'OK'. When the records have been copied forward, a 'Report Copied' message appears.

Adding Fixed Asset Or  Proprietary Funds and Fiduciary Funds Records

To enter the final two reports/record types (LAAFR4 and LAAFR5), select one of those reports from the main report page and click the 'Input' action on the Action Bar.

The LA Annual Financial Report – Record and Override Input page will open.

The final two reports are manually input. Fixed asset information can be obtained from the Fixed Assets Package (if applicable). Records for these last two reports are distinguished from each other by their keypunch codes, using the respective keypunch code ranges which have been entered by the user on the LA AFR Setup page.

The screen inputs do not include every field in the corresponding database table larptrec. Please see the 'Tables' section at the end of this manual for more database table information.

Purging Report Setup Records

Purging report setup records deletes from the database all header, line, column, and input record records for the select report. To purge a report setup, search for a report on the main page of the LA Annual Financial Report, select the desired report, and click on the 'Purge' Action in the Action Bar.

A popup confirmation will appear.

To continue with the purge, click 'Yes.' Otherwise, click 'No' to return to the main LA Annual Financial Report page.

Setting Up A New Report

To create any new report, report header information must be entered. For the LAAFR reports 1 through 3, which pull ledger information, line and columns setup records must be created, while for LAAFR reports 4 and 5, in which financial information is input directly by the user, input records must be created. For all reports, once set up, the report setup information may be copied forward to a new year.

To create a report, click the 'New' icon on the LA Annual Financial Report Main page.

The LA Annual Financial Report - Report Information page will open.

Enter the header information and click OK to save the header record and enter lines.

Note: for more information concerning the corresponding database table lafrhead, please see the 'Tables' section at the end of this manual.

Adding Lines

While you should enter your lines in order, you are not required to do so. The system arranges the lines numerically after you save a format. However, if you skip any numbers in the sequence you are entering, the system will flag these as missing lines and will not generate your report.

Please see the LA Annual Financial Report#Maintaining Lines section above for a more detailed description of the input fields.

Note: the screen inputs do not include every field in the corresponding database table lafrline. Please see the 'Tables' section at the end of this manual for more database table information.

Adding Columns

To add columns to a new report, click the 'Columns' action from the Action Bar at the top of the LA Annual Financial Report. The bottom of the page will no longer show 'Lines' but will switch to allow column entry, and the page title will change to 'LA Annual Financial Report – Columns.'

Please see the LA Annual Financial Report#Maintaining Columns section above for a more detailed description of the input fields.

Note: the screen inputs do not include every field in the corresponding database table lafrcol. Please see the 'Tables' section at the end of this manual for more database table information.

Generating Reports and Files

The LA Annual Financial Report module can generate hard-copy reports and electronic file for submission to the state. Reports must be run before end-of-fiscal year totals are cleared.

To generate a report, select the desired report from the LA Annual Financial Report main page, and click on the Report action on the Action Bar.

The LA Annual Financial Report - Print Reports page will open.

The user may toggle the radio button to produce either the Hard Copy of the selected LAAFR report (in report, screen, or Excel forms), or the Electronic File, which includes all LAAFR reports for the Electronic File Report Year no matter which LAAFR report was selected.

The Start Date, End Date, and Electronic File Report Year prompts are populated automatically depending on the year of the selected report.

The Override Start Period and Override End Period can be entered optionally. These will override the start and end periods defined in the report columns.

No matter what the initial report selection was, if the 'Electronic File' radio button option is chosen, the system will produce the electronic file submission for the state, consisting of all the reports, including LAAFR1 through LAAFR5. The electronic file, 'lafrfin.tpe,' will be produced in the user's defined $FASTAPDIR.

Finally, a 'Line and Column' validation report, 'finlist.rpt,' may be generated if desired from the List action (pictured above) on the Action Bar of the Print Reports screen. The Line and Column report lists all the line and column record information for the selected report for user validation.

File Layouts And Data Mapping

The electronic file produces the following file layouts.

Table I: Revenue, Expenditures, Funds, Balances & Balance Sheet

Table II (Section A): Ad Valorem Taxes

Table II (Section B): Sales and Use Taxes

Table III: General Fixed Asset Or Long Term Debt

Table IV: Proprietary Funds & Fiduciary Funds