MSDE GL Accounts Report
The Maryland State Department of Education (MSDE) requires the following data in .tsv format:
Entity data for unique entities such as school buildings with an assigned National Center for Education Statistics (NCES) ID
General Ledger Accounts
Period Balances
Transaction details
The MSDE uses this data to determine the amount spent per student.
Use the MD MSDE GL Accounts Report page to report the data for each general ledger account for the fiscal year.
Menu Path
Select Fund Accounting from the main navigation menu, and then select State. Select MSDE GL Accounts Report.
Submission Period
Yearly
Selection Rule
General Ledger accounts for a fiscal year are selected and reported.
Prerequisites
Enter valid information in the Local Education Agency field on the Human Resources Profile - State page.
If the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page, ensure that the following are set up:
If the Use GL Account Crosswalk option is not selected on the Human Resources Profile - State page, ensure that the following are set up:
Exclusions are required if State Level Title codes need to be excluded.
Level Crosswalks are required if the Local Code differs from the State Code.
Load data for the MD MSDE Entities report.
Setup
Reporting Structure
You can set up the accounting structure before creating the MSDE GL Accounts report. For each level of accounting, you need to specify the level and the starting and ending positions.
Reporting Structure is required even if the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page.
On the MD MSDE GL Accounts Report page, select Setup and then select Reporting Structure.
Filter records by the appropriate criteria. To enter filter criteria, select an option from the list, enter a keyword or select an option in the following field, and select Add. The filter is added.
Add or manage records as needed:
To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.
To edit or delete a record, select the ellipsis in the Actions column and select the appropriate option.
To download the information, select Download, and then Download PDF or Download as an Excel Document.
Field Descriptions
Field | Description |
---|---|
Fiscal Year | The fiscal year for which the reporting structure applies. |
State Level Title | The title of the state-defined level in the financial reporting structure. |
Ledger | This field is only displayed if the Full Account Structure is enabled. The ledger used to determine the position of the titles. Valid values:
|
Local Organization Level | The title of your organization’s level in the financial reporting structure that corresponds to the State Level Title. The values are retrieved from the Titles tab of the Fund Accounting Profile page. |
Starting Position within Level | The starting position within your organization’s level in the financial reporting structure. |
Ending Position within Level | The ending position within your organization’s level in the financial reporting structure. |
Level Crosswalk
You can set up level crosswalks for the following district codes that do not match those used by the state of Maryland:
Fund
Class
Category
Program
Activity
Object
Sub Object
Grant Number
Revenue Source
School Code
GL Statute
If the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page, Level Crosswalks are needed if the Local Code differs from the State Code.
On the MD MSDE GL Accounts Report page, select Setup and then select Level Crosswalk.
Select the Crosswalk Type and then select a Fiscal Year.
Filter records by the appropriate criteria. To enter filter criteria, select an option from the list, enter a keyword or select an option in the following field, and select Add. The filter is added.
Add or manage records as needed:
To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.
To edit or delete a record, select the ellipsis in the Actions column and select the appropriate option.
To download the information, select Download, and then Download PDF or Download as an Excel Document.
Field Descriptions
Field | Description |
---|---|
Crosswalk Type | The type of crosswalk. |
Fiscal Year | The fiscal year for which the crosswalk data applies. |
Local Code | The local code. |
Local Description | The description of the crosswalk. |
State Code | The state code corresponding to the local code. |
GL Account Crosswalk
The GL Account Crosswalk option displays and is used when the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page.
You can set up crosswalks for the Organization Levels that do not match those used by the state of Maryland.
On the MD MSDE GL Accounts Report page, select Setup and then select GL Account Crosswalk.
Filter records by the appropriate criteria. To enter filter criteria, select an option from the list, enter a keyword or select an option in the following field, and select Add. The filter is added.
Add or manage records as needed:
To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.
To edit or delete a record, select the ellipsis in the Actions column and select the appropriate option.
To download the information, select Download, and then Download PDF or Download as an Excel Document.
Field Descriptions
Field | Description |
---|---|
Year | The fiscal year for which the crosswalk data applies. |
Account Code | This field is displayed if the Full Account Structure is off. The local account code. |
Account | This field is displayed if the Full Account Structure is off. The local account. |
Full Account Number | This field is displayed if the Full Account Structure is enabled. Select the full account number. |
MSDE Account | The detailed State GL account number. |
Local Grant | The local code for the grant. |
MSDE Grant | The state code for the grant. |
Fund Source | The funding source of restricted program expenditures. |
GL Statute | The statute associated with this detailed State GL Account number. Valid values:
|
Load
Use the Load option to upload crosswalk information to the crosswalk table from a .csv file. The file must contain the following fields in order:
Budget Unit
Account
MSDE Account
Local Grant
MSDE Grant
Fund Source
GL Statute (optional)
On the MD MSDE GL Accounts Report - Setup - GL Account Crosswalk page, select Load.
Select the crosswalk year to create.
Select Choose File.
Select the .csv file and select Open.
Select Load.
Copy
Use the Copy option to copy crosswalk information from one year to another.
On the MD MSDE GL Accounts Report - Setup - GL Account Crosswalk page, select Copy.
Select the Year to Copy and the Year to Create.
Enter the following:
Local Grant
New Local Grant
MSDE Grant
Fund Source
Select Add Row to add more data to the new year.
Select Copy.
Verify
Use the Verify option to generate a report of Local Grants assigned to more than one MSDE Grant and Fund Source.
On the MD MSDE GL Accounts Report - Setup - GL Account Crosswalk page, select Verify.
Select the Year and the File Format.
Select Verify.
Exclusions
You can exclude accounts from the MSDE GL Accounts report.
Exclusions are not required if the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page.
On the MD MSDE GL Accounts Report page, select Setup and then select Exclusions.
Select a Fiscal Year.
Add or manage records as needed:
To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.
To edit or delete a record, select the ellipsis in the Actions column and select the appropriate option.
Field Descriptions
Field | Description |
---|---|
Fiscal Year | The fiscal year for which the exclusion applies. |
State Level Title | The title of the state-defined level in the financial reporting structure. |
Operation | The available operators. |
Exclusion Code | The state code to exclude. |
Grouping | Allows you to group multiple conditions for the exclusion. When And or Or is selected, the following fields display again:
|
Copy Setup
You can copy setup information from one year to another.
The Copy Setup option copies only the Reporting Structure, Level Crosswalks, and Exclusions. It does not copy the GL Account Crosswalks. To copy GL Account Crosswalks, use the Copy option on the MD MSDE GL Accounts Report - Setup - GL Account Crosswalk page.
On the MD MSDE GL Accounts Report page, select Setup and then select Copy Setup.
Select the Year to Copy and the Year to Create.
Select Copy.
Load Data
On the MD MSDE GL Accounts Report page, select Load.
Select the School Year.
Select Load, and then select Yes.
If data was already loaded, you are prompted to delete the loaded records or cancel the load process. Select the appropriate option.
Save the load summary report, and then select OK.
Navigate to the folder containing the load summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all data is loaded.
If the mapping result for the School Code’s Reporting Structure does not find a valid School Number on the General tab of the Location Table page, the following message displays:
GL Accounts does not attribute to the list of reportable EntitiesIf the mapping result for the Reporting Structure does not find a valid description for any of the State Level Titles, the following message displays:
Description not availableIf the Use GL Account Crosswalk option is selected on the Human Resources Profile - State page, and the crosswalk is not set up, the following message displays:
Expenditure / Revenue Ledger Account does not exist in the crosswalk
After the data for a school year is loaded, the loaded records are listed on the MD MSDE GL Accounts Report page.
Maintain Data
You can correct loaded data before submitting the report. However, you must also update the corrected information in the source data.
On the MD MSDE GL Accounts Report page, filter records by the appropriate criteria. To enter filter criteria, select an option from the list, enter a keyword or select an option in the following field, and select Add. The filter is added.
Add or manage records as needed:
To add a record, select Add Record. Refer to the Field Descriptions and enter valid information. Select Save, and then select Yes.
To edit or delete a record, select the ellipsis in the Actions column and select the appropriate option.
To download the information, select Download, and then Download PDF or Download as an Excel Document.
Field Descriptions
Field | Descriptions | Required or Optional |
---|---|---|
School Year | The related school year. The default is the current school year. The combination of School Year and School Code must be unique. You cannot create multiple records with the same combination of School Year and School Code. | Required |
Local GL Account Key quired | A value that uniquely identifies each general ledger account record submitted. | Required |
District Code | The district code where the school is located. The value must be obtained from the Local Education Agency field on the Human Resources Profile - State page. | Required |
School Code | The school code. The value must be obtained from the School Number field on the General tab of the Location Table page. The combination of School Year and School Code must be unique. You cannot create multiple records with the same combination of School Year and School Code. | Required |
GL Statute | The statute associated with this detailed State GL Account number. Valid values:
| Required |
Account Code | This field is displayed if the Full Account Structure is off. Select a budget unit. | Required |
Account | This field is displayed if the Full Account Structure is off. Select an account. | Required |
Full Account Number | This field is displayed if the Full Account Structure is enabled. Select the full account number. | Required |
MSDE Account | The detailed State GL account number. | Required |
MSDE Fund | The state code for the fund. | Required |
Local Fund | The local code for the fund. It may be the same as the state code. | Required |
Fund Name | The fund codes used to identify the fund types for which revenue, expenditures, assets, liabilities, and fund balances are reported. | Required |
MSDE Class | The state code for the fund. | Required |
Local Class | The local code for the fund. It may be the same as the state code. | Required |
Class Name | Describes the type of nominal and real accounts. These account totals describe the operations and status of each of the major funds identified in the Fund code. | Required |
MSDE Category | The state code for the category. | Required |
Local Category | The local code for the category. It may be the same as the state code. | Required |
Category Name | The value in this field depends upon the class (and fund type) codes. | Required |
MSDE Program | The state code for the program. | Required |
Local Program | The local code for the program. It may be the same as the state code. | Required |
Program Name | The value in this field depends upon the class (and fund type) codes. | Required |
MSDE Activity | The state code for the activity. | Required |
Local Activity | The local code for the activity. It may be the same as the state code. | Required |
Activity Name | The value in this field depends upon the class (and fund type) codes. | Required |
MSDE Object | The state code for the object. | Required |
Local Object | The local code for the object. It may be the same as the state code. | Required |
Object Name | Describes the service or commodity obtained as the result of a specific expenditure. | Required |
MSDE Sub Object | The state code for the sub-object. | Required |
Local Sub Object | The local code for the sub-object. It may be the same as the state code. | Required |
Sub Object | The sub-object is a further refinement of the object. The first digit of the three-digit expenditure code represents the object, and the remaining two represent the sub-object. | Required |
MSDE Revenue Source | The state code for the revenue source. | Required |
Local Revenue Source | The local code for the revenue source or asset. It may be the same as the state code. | Required |
Revenue Source Name | The name of the revenue source or asset. Valid values:
| Required |
MSDE Grant | The grant document number. | Required |
Local Grant | The local grant number. | Required |
Grant Description | A descriptive name for the financial ledger. For example, Balance Sheet, Job Costing, Profit & Loss | Optional |
Local Other Code | District or LEA code for another financial account code. | Optional |
Local Other Code2 | District or LEA code for the second other financial account code. | Optional |
Account Description | The short or standard description for the GL account. This typically corresponds to the third- or fourth-level code descriptions, such as NOTES/LOANS PAY, FICA WITHHELD, TRAINING, PRICE VAR, C/S FREIGHT EXP, INSURANCE, CERS, BARN, etc. | Optional |
Account Full Description | The complete description for the GL account. | Optional |
Create File
On the MD MSDE GL Accounts Report page, select Reports.
Select the School Year.
Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select Create, and then Yes.
Save the file and select OK.
Inspect the file. Update data if needed.
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 name is GL_ACCOUNTS_XX.tsv
where
XX is the two-digit LEA number.
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 MD MSDE GL Accounts Report page, select Purge.
Select the School Year.
Select Submit.
Select Yes, and then select OK.