Fund Activity Report
Use the OH Fund Activity Report page to generate a comprehensive financial activity report for Ohio school district funds. This report displays beginning cash balances, revenues/receipts, budget/expenditures, encumbrances, and ending balances for selected funds. The report can be produced in either a Detail or Summary format.
The OH Fund Activity Report is an internal financial management tool that districts run based on their own reporting needs rather than a state-mandated report with specific deadlines.
Menu path
From the Fund Accounting menu, select State. From the State - OH menu, select Fund Activity.
Selection rule
Fund Activity data is selected and reported based on the criteria selected on the OH Fund Activity Report page.
Prerequisites
Ensure that the following prerequisites are met before creating the Fund Activity report:
Fund Accounting Profile
Enter valid information in the following fields on the Fund Accounting Profile page:
Period
Year
Chart of Accounts
Cash accounts used for beginning balance calculation must exist in the Chart of Accounts. Enter at least one valid cash account on the Funds/Accounts tab on the Fund Accounting Profile page to identify funds in the General Ledger.
Organization Chart
Organizations on the Organization Chart page must be set up with fund and organization codes.
Requirement | Description |
|---|---|
Level 1 Organizations | Fund-level organizations with fund codes and titles. |
Level 2 Organizations | Special Cost Center (SCC) organizations with orgn1 codes. |
Level 7 Organizations | Detail-level organizations linked to expenditure and revenue ledgers. |
Fund Codes | Valid fund codes for data filtering. |
Year | Organizations must exist for the selected fiscal year. |
General Ledger
The General Ledger is populated through normal accounting transactions and must contain actual expense data for the selected fiscal year and periods.
Requirement | Description |
|---|---|
Year | Records must exist for the selected fiscal year. |
Cash Account | Records must exist with the cash account from the Fund Accounting Profile. |
GL Key Organization | The gl_key_orgn field identifies the fund/SCC structure. |
Expenditure Ledger
The Expenditure Ledger is populated through normal accounting transactions and must contain actual expense data for the selected fiscal year and periods.
Requirement | Description |
|---|---|
Year | Data must exist for the selected fiscal year. |
Expense Amounts | Period amounts (exp1 through exp13) for MTD/YTD expenditure calculations. |
Encumbrance Amounts | Period amounts (enc1 through enc13) for encumbrance calculations. |
Key Organization | Records linked to valid organizations. |
Revenue Ledger
The Revenue Ledger is populated through normal accounting transactions and must contain actual revenue data for the selected fiscal year and periods.
Requirement | Description |
|---|---|
Year | Data must exist for the selected fiscal year. |
Actual Amounts | Period amounts (bud1-bud13, exp1-exp13, enc1-enc13) for MTD/YTD receipt calculations. |
Key Organization | Records linked to valid organizations. |
Transaction File
The Transaction file is populated through normal accounting transactions and used for beginning balance calculations.
Requirement | Description |
|---|---|
Beginning Balance Transactions | Transactions with descriptions containing 'BEG%BAL%' or 'START%BAL%', or with je_number = 'CLOSE YR'. |
Year | Transactions must exist for the selected fiscal year. |
Period | Transactions must have period assignments up to the selected period. |
Encumbrance Ledger
Encumbrance records must exist if outstanding encumbrances are to be displayed on the detail report.
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.
Field | Description | Required |
|---|---|---|
Cash Account 1 | The primary cash account for the beginning balance. | Yes (at least one) |
Cash Account 2-5 | Additional cash accounts | Optional |
Create file
On the OH Fund Activity Report page, refer to the Field descriptions and enter or select the required report criteria.
Select Detail or Summary.
Select Create, and then Yes.
Save the file and select OK.
The default file names are:
Detail: OH Fund Activity_Detail Report_<MMDDYYYY_hhmmss>.pdf
Summary: OH Fund Activity_Summary Report_<MMDDYYYY_hhmmss>.pdf
Field descriptions
The following table describes the fields on the OH Fund Activity Report page.
Field | Description |
|---|---|
Fund | The fund code to filter the report, or leave blank to include all funds. Supports query symbols (*, :, <, >, |) for multiple fund selection. |
Cash Account 1 | The primary cash account number used to calculate beginning cash balances. The system retrieves transactions with descriptions containing "BEG BAL" or "START BAL" from this account to determine the July 1 beginning balance. |
Cash Account 2 | The additional cash account for the beginning cash balance calculation. |
Cash Account 3 | The additional cash account for the beginning cash balance calculation. |
Cash Account 4 | The additional cash account for the beginning cash balance calculation. |
Cash Account 5 | The additional cash account for the beginning cash balance calculation. |
Year | The fiscal year to report. |
Period | The ending accounting period (1-13) for the report. The report includes all activity from period 1 through the selected period. Select 13 to include year-end adjusting entries. |