Cash Table
Use the EMIS Cash Table page to add, update, delete, search, and print cash balance records for Ohio EMIS state reporting. This page allows users to manage CSH (Cash) schedule records that track fund cash balances, including July 1 cash balance, fiscal year receipts, fiscal year expenditures, current cash encumbered, current fund balance, and current payables, organized by fund and special cost center. The data is used to generate the EMIS Cash Table Report (QC record type with schedule number CSH) for submission to the Ohio Department of Education.
The EMIS Financial Load process populates this table with predetermined information. Data stored in this table is provided for each Fund/Special Cost Center. Combinations of the Cash Receipts Fund and Special Cost Center must be unique for each Cash Record.
Maintain data
On the start page, select EMIS.
From the EMIS Financial Tables menu, select Cash Table.
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, 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.
Field descriptions
The following table describes the fields on the EMIS Cash Table form of the EMIS Cash Table page.
Field | Description | Load Logic - Data source and Valid values |
|---|---|---|
Record Number | A system-generated sequential number that uniquely identifies each cash table record within the compliance database. This number is automatically assigned when a new record is created. This field is view-only. | Calculated during the data load process. The calculated value represents a sequential record number assigned to each unique fund/special cost center combination, incrementing from 1 as records are processed. |
Record Status | Indicates the current status of the cash table record. Used to track whether the record is active, updated, or marked for deletion during the EMIS reporting process. This field is view-only. | Populated during the data load process. The field value is hardcoded as A (Add) for all records loaded during the financial load process. |
Sort Type | A system-generated identifier that categorizes the type of financial record. This field is view-only. | The valid value is QC. Populated during the data load process. The field value is hardcoded as QC for all records loaded during the financial load process. |
Fiscal Year | The fiscal year for which the cash balance data is being reported. This field is view-only. | Populated during the data load process. The value is retrieved from the Forecast Fiscal Year field on the EMIS Profile page. |
Reporting Period | The EMIS reporting period code that indicates when the data is submitted. This field is view-only. | Valid values:
Populated during the data load process. The value is retrieved from the Financial Reporting Period field on the EMIS Profile page. |
District IRN | The six-digit state-assigned Information Retrieval Number (IRN) that uniquely identifies the school district submitting the cash balance data to the Ohio Department of Education. This field is view-only. | Populated during the data load process. The value is retrieved from the District IRN field on the EMIS Profile page. |
Schedule Sequence | A sequence number used to order records within a schedule. This helps organize multiple cash balance records within the same schedule grouping. This field is view-only. | The valid value is AAE. Populated during the data load process. The field value is hardcoded as AAE for all cash records loaded during the financial load process. |
Schedule Frequency | Indicates how frequently the schedule data is reported. This code is used by ODE to categorize the timing of the financial data submission. This field is view-only. | The valid value is 001. Populated during the data load process. The field value is hardcoded as 001 for all records loaded during the financial load process. |
Line Number | The ODE-defined line number that identifies a specific category or row on the cash balance schedule. Each line number corresponds to a specific fund or account classification. This field is view-only. | The valid value is 1. Populated during the data load process. The field value is hardcoded as 1 for all records loaded during the financial load process. |
Schedule Number | The ODE schedule identifier for the cash balance report. This number corresponds to a specific financial schedule as defined by Ohio EMIS reporting requirements. This field is view-only. | The valid value is CSH. Populated during the data load process. The field value is hardcoded as CSH for all cash records loaded during the financial load process. |
Fund | The three-digit fund code that identifies the specific governmental fund being reported. For more information on each code's corresponding program, refer to the current EMIS manual. | Calculated during the data load process. The calculated value represents the first three characters of the fund code retrieved from transaction records in the transact table joined with the faorgn table. |
Special Cost Center | An optional four-digit cost center code used to further classify the fund for special reporting purposes. This code is required by state and federal mandates to subdivide funds. | Calculated during the data load process. The calculated value corresponds to positions 4-7 of the fund code in the faorgn table. If the value contains 9 or does not contain 0000, the actual value is used; otherwise, it defaults to 0000. |
Account Description | A description of the account or fund being reported. This is not submitted to ODE. | Populated during the data load process. The field value is retrieved from the Title field on the Organization Chart page. |
Fund Class | A classification code that categorizes the type of governmental fund. | Valid values:
Populated during the data load process. The field value is retrieved from the EMIS Fund Class Code field on the EMIS Fund Class Codes page. |
July 1 Cash Balance | The cash balance amount for this fund as of July 1st (the beginning of the fiscal year). | Calculated during the data load process. The calculated value represents the sum of transaction amounts from the transact table where the description contains BEG BAL or START BAL, or where the journal entry number equals CLOSE YR, and the account matches one of the cash accounts (1-5) defined on the EMIS Cash Table page. |
Fiscal Year Receipts | The total amount of receipts (revenues) received in this fund during the fiscal year. | Calculated during the data load process. The calculated value represents the sum of transaction amounts from the transact table where the account falls within the revenue account range (between Low Revenue and High Revenue accounts defined in the Fund Accounting Profile) and the transaction code is 19, 24, or a reversal code (20, 21, 22). |
Fiscal Year Expenditures | The total amount of expenditures (spending) from this fund during the fiscal year. | Calculated during the data load process. The calculated value represents the sum of transaction amounts from the transact table where the account falls within the expenditure account range (between Low Expenditure and High Expenditure accounts defined in the Fund Accounting Profile) and the transaction code is 19, 24, or a reversal code (20, 21, 22). |
Current Cash Encumbered | The amount of cash that is currently encumbered (committed but not yet spent) in this fund. | Calculated during the data load process. The calculated value represents the sum of encumbrance amounts (Enc1 through Enc12 plus PayEncum) from the Expenditure Ledger (expledgr) table for each fund and special cost center combination. |
Current Fund Balance | The current unencumbered fund balance, representing the available cash in the fund after accounting for receipts, expenditures, and encumbrances. | Calculated during the data load process. The calculated value uses the formula: July 1 Cash Balance + (Fiscal Year Receipts - Fiscal Year Expenditures). |
Current Payables | The amount of current payables (outstanding obligations) for this fund. This field is only displayed if the Fiscal Year is 2023 or earlier. | Populated during the data load process. The field value is initialized to 0 during the EMIS Financial Load process. |
Create file
On the EMIS Cash Table page, select Report.
Select the Reporting Period and Year.
Select PDF or Excel.
Select Create, and then Yes.
Save the file and select OK.
The default file names are:
PDF:
EMIS Cash Table Report_<MMDDYYYY>_<hhmmss>.pdfExcel:
EMIS Cash Table Report_<MMDDYYYY>_<hhmmss>.csv
For detailed information about the report’s file layout, refer to EMIS Cash Table Report - File Layout and Data Mapping.