GAAP Data Export

GAAP (Generally Accepted Accounting Principles) is the accounting standard many of Ohio’s public entities must follow. GAAP is an agreed-upon set of accounting principles, standards, and procedures organizations use to compile financial statements. GAAP is a common way of recording and reporting financial information.

Use the OH GAAP Data Export page to export a tab-delimited text file containing financial data for a selected fiscal year. You can then import the file into the WEB-GAAP system to produce auditors’ reports.

Menu Path

From the Fund Accounting menu, select State. From the State - OH menu, select GAAP Data Export.

Submission Period

Beginning of the fiscal year.

Prerequisite

Ensure the Organization Chart reference table contains records for the Year selected on the OH GAAP Data Export page.

Create File

1. On the OH GAAP Data Export page, select Cash Account 1-5. At least Cash Account 1 must be selected.
   These same cash accounts are used for the Cash Position and Fund Activity reports.

2. Select the Year.

3. Select Include Period 13 if adjustments were made to the ledgers after the fiscal year was closed, that should be included in the report.

4. Select Create, and then Yes.

5. Save the report file. The default file name is gaapexp.txt.

6. Navigate to the folder containing the report file.

7. Inspect the file. Update data if needed.

8. Repeat these steps until all the required data is included.

Follow the state's submission procedures.

Export Process

The program exports four types of records as defined in the WEB GAAP import file specification. The processing for each of these occurs as follows:

• Fund Import Records

• Cash Import Records (Cash)

• Cash Import Records (Expenditures)

• Cash Import Records (Revenues)

Fund Import Records

The application selects all level 1 funds from the orgn table for the selected year. It looks up the EMIS Fund Class Codes table to determine the fund type.

Cash Import Records (Cash)

The application selects from the General Ledger using the selection criteria entered and the cash account from the Fund Accounting Profile page. The beginning balance transactions are summed from the transaction table using the general ledger fund/SCC and cash accounts entered.

Cash Import Records (Expenditures)

The application selects records from the Expense Ledger for the selected year. For each account, it totals budget, expense, and encumbrance amounts for periods one through 12. If the Include Period 13 option on the OH GAAP Data Export page is selected, it also adds the period 13 amounts. It determines the original budget amount by finding a transaction for the account with transaction code 11 (Original Expenditures Budget).

Cash Import Records (Revenues)

The application selects records from the Revenue Ledger for the selected year. For each account, it totals budget and revenue amounts for periods one through 12. If the Include Period 13 option on the OH GAAP Data Export page is selected, it also adds the period 13 amounts. It determines the original budget amount by finding a transaction for the account with transaction code 12 (Original Revenue Budget).