Cash Position Report

Use the OH Cash Position Report page to generate the Ohio Cash Position Report, which provides a comprehensive view of cash balances by fund and SCC (Special Cost Center). This report displays beginning balances, receipts, expenditures, current fund balances, encumbrances, and unencumbered fund balances for Ohio school districts, helping financial administrators monitor cash flow and fund availability.

The OH Cash Position Report is an internal management report that districts can generate on demand for any fiscal year and period. It is not a state-mandated submission report with specific due dates.

Processing Logic

The program selects entries from the general ledger using the selection criteria entered and the user-entered cash accounts (up to 5). The beginning balances are summed from the transaction table using the general ledger fund/SCC (gl_key_orgn) and the cash accounts entered by the user. This results in a set of General Ledger (balance sheet) records with a fund number, a Special Cost Center, and a cash account. The report is sorted first by fund and, within each fund, by the Special Cost Center.

For each record selected (each Fund/SCC combination), the following related records will be selected:

• Transaction records: The beginning balance transaction is retrieved from the transaction file to match the current general ledger records for Fund and SCC. The beginning balance transaction is found by selecting the transaction for the year with a description matching the pattern %BEG%BAL% OR %START%BAL%, OR with a journal entry number of CLOSE YR. Period 13 amounts are included in beginning balance calculations.

• Revenue ledger records: Linked through the organization chart, where the Fund and Special Cost Center match the current record.

• Expenditure ledger records: Linked through the organization chart, where the Fund and Special Cost Center match the current record.

Transaction records for purchase orders (transaction code 17) that are unapproved, as they are not yet encumbered and will not appear in the encumbrance ledger. Transaction records for purchase order charges are linked through the organization chart, where the Fund and Special Cost Center match the current record. Approval status is determined by reading the PO approvals table (poaprv) to find the maximum approval level for each PO line and checking if the action at that level is 'O' (Open/Unapproved).

By default, all special cost centers are displayed in the report. Select Roll Up SCC to sum all special cost centers below 9000 (i.e., SCCs not starting with '9') into a general SCC as 0000 when printing the hard copy or Excel report. If an SCC with a value of 0000 exists for a fund in the database, its description will be printed. Otherwise, the description "General Fund" will be used.

Select Zero Balances to display lines of funds that have all zero values. By default, if a fund has all zeros, it will not appear on the report.

The user-entered cash accounts are saved in the eoh_cashsetup table and will be automatically populated during subsequent report runs.

Menu path

From the Fund Accounting menu, select State. From the State - OH menu, select Cash Position Report.

Selection rule

 The following data is selected and reported:

Prerequisites

Ensure that the following prerequisites are met before creating the Cash Position report:

• Fund Accounting Profile

• Chart of Accounts

• Organization Chart

• General Ledger

• Expenditure Ledger

• Revenue Ledger

• Transaction File

• Purchase Order Approvals

• Cash Account Setup

Fund Accounting Profile

Enter valid information in the following fields on the Fund Accounting Profile page:

• Period

• Year

Chart of Accounts

Enter valid account codes that will be referenced in the spending plan line assignments are configured on the Funds/Accounts tab on the Fund Accounting Profile page:

• Account Codes: All accounts referenced in the Expenditure and Revenue Ledgers must exist in the Chart of Accounts.

• Cash Accounts: At least one valid cash account must exist for the beginning balance calculation.

Organization Chart

Organizations on the Organization Chart page must be set up with fund and organization codes.

General Ledger

The General Ledger is populated through normal accounting transactions and must contain actual expense data for the selected fiscal year and periods.

Expenditure Ledger

The Expenditure Ledger is populated through normal accounting transactions and must contain actual expense data for the selected fiscal year and periods.

Revenue Ledger

The Revenue Ledger is populated through normal accounting transactions and must contain actual revenue data for the selected fiscal year and periods.

Transaction File

The Transaction file is populated through normal accounting transactions and is used for encumbrance calculations.

Purchase Order Approvals

Cash Account Setup

The Cash Account is configured at report runtime and is saved for future use. Up to five cash accounts can be specified for calculating beginning cash balances.

Create file

1. On the OH Cash Position Report page, refer to the Field descriptions and enter or select the required report criteria.

2. Select PDF or Excel.

3. If you selected Excel, select All Information or No Totals.

4. Select Create, and then Yes.

5. Save the file and select OK.

The default file names are:

• PDF: OH Cash Position Report_<MMDDYYYY_hhmmss>.pdf

• Excel: OH Cash Position Report_<MMDDYYYY_hhmmss>.csv

For detailed information about the report’s file layout, refer to Cash Position Report - File Layout and Data Mapping.

Field descriptions

The following table describes the fields on the OH Cash Position Report page.