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 that organizations use to compile financial statements. GAAP is a widely accepted framework for recording and reporting financial information.
Use the OH GAAP Data Export page to create a tab-delimited file for uploading to the Ohio WEB-GAAP (Generally Accepted Accounting Principles) system. This export extracts fund descriptions, beginning fund balances, expenditures, revenues, and encumbrances from the application in a format compatible with the state's GAAP reporting requirements.
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.
Selection rule
Fund data is selected and reported based on the criteria selected on the OH GAAP Data Export page.
Prerequisites
Ensure that the following prerequisites are met before creating the GAAP upload file:
Fund Accounting Profile
Enter valid information in the following fields on the Fund Accounting Profile page:
Period
Year
EMIS Profile
The EMIS Profile must include the Function ID Level, which identifies the organization level that contains the function code. If not set, it defaults to level 2 (state-defined structure).
EMIS Fund Class Codes
Fund codes must be mapped to EMIS fund classification codes on the EMIS Fund Class Codes page. Each fund's first three characters are matched to this table to determine the fund type for GAAP reporting.
The export translates these codes to WEB-GAAP fund types:
EMIS Fund Class Code | WEB-GAAP Fund Type | Description |
|---|---|---|
A | AF | Agency Fund |
C | CP | Capital Projects |
D | DS | Debt Service |
E | EF | Enterprise Fund |
G | GF | General Fund |
V | IT | Internal Service |
P | PE | Permanent Fund |
R | PP | Private Purpose Trust |
W | PS | Pension Trust |
S | SR | Special Revenue |
I | P | Investment Trust |
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. |
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. |
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. |
Budget Amounts | Period amounts (bud1 through bud13) for revenue calculations. |
Expense Amounts | Period amounts (exp1 through exp13) for MTD/YTD expenditure calculations. |
Encumbrance Amounts | Period amounts (enc1 through enc13) for encumbrance calculations. |
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. |
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%', 'START%BAL%', or je_number = 'CLOSE YR'), original budgets (t_c = 11 for expenditures, t_c = 12 for revenues), and prior encumbrances (description like 'ENC%CAR%F%'). |
Year | Transactions must exist for the selected fiscal year. |
Period | Transactions must have period assignments up to the selected period. |
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 GAAP Data Export page, refer to the Field descriptions and enter or select the required criteria.
Select Create, and then Yes.
Save the file and select OK.
The default file name is gaapexp.txt.
For detailed information about the report’s file layout, refer to GAAP Data Export - File Layout and Data Mapping.
Follow the state's submission procedures.
Field descriptions
The following table describes the fields on the OH GAAP Data Export page.
Field | Description |
|---|---|
Cash Account 1 | The primary cash account used for calculating beginning cash balances. |
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. |
Include Period 13 | Indicates whether to include period 13 (year-end adjusting entries) in the export. |
Export Process
The program exports four record types, as defined in the WEB GAAP import file specification. The processing for each of these occurs as follows:
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 page 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).
It also determines prior year encumbrances by finding transactions with code 17 and descriptions containing "ENCUMBRANCE CARRIED FORWARD." It calculates expenditures against prior encumbrances by summing the liquidation amounts for payments made against those carried forward.
Cash Import Records (Revenues)
The application selects records from the Revenue Ledger for the selected year. For each account, it totals the 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 with transaction code 12 (Original Revenue Budget) for the account.