The Load process generates expenditure ledger records (expledgr) for the selected fiscal year and all funds with matching entries in the AFR State Expenditure Codes table for that year, along with the associated data needed for the Data File Load (DFL). The first character of the expenditure ledger account code is stripped off if it contains an alphabetic character. The function, funding source, building, and institution codes are determined from the expenditure ledger key organization based on the organization levels specified in the Profile.
Before the standard state code lookup runs, the system checks the AFR Expenditure Crosswalk table for any pre-rollup rules that match the local expenditure values at the configured levels. If a matching rule is found, the system uses the state value from the crosswalk rule instead of the local value when searching the AFR State Expenditures table. If no matching rule is found, the load process continues with the original local values. Set up pre-rollup crosswalk rules on the PA Annual Financial Report - Expenditure Crosswalk page before loading data.
The amount is calculated as the sum of the year-to-date expenditures through period 13 for the specified fiscal year. The federal amount is set to the calculated amount if the funding source falls into one of the ranges listed in the AFR Profile for federal funding.
The elementary and secondary amounts are set to the calculated amount multiplied by the percentage elementary or percentage secondary from the Profile if the institution code falls into one of the instructional information ranges. The total amount is set to the calculated amount only if a total is to be reported, as defined by the total flag in the State Expenditure Crosswalk table (r_pa_afrexpcd.total = "Y") for the function and object.
Each function code is compared to the list of acceptable state-defined expenditure functions in the AFR State Expenditures table. If the expenditure function is not found, the process attempts to roll up the function by replacing the last non-zero digit of the function with a zero. It re-searches the state-defined expenditure function list. This process continues until the state-defined function code is determined. Each four-digit expenditure account is then compared to the list of acceptable state-defined object codes in the AFR State Expenditures table. If the expenditure object is not found, the process attempts to roll up the account by replacing the last non-zero digit of the expenditure account with a zero. It re-searches the state-defined object codes. This process continues until the state-defined object code is determined. If a state-defined function or object cannot be determined, an ERROR statement is logged.
The details of the AFR expenditure code and calculated amounts are saved for each expenditure key organization and account.
Use the PA Annual Financial Report - Load Expenditures page to specify the criteria for loading the required data for the report.
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On the PA Annual Financial Report - Expenditure Detail page, select Load.
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Select the Year.
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Select Accept.
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If data for the selected criteria is loaded, select OK to delete and reload the data.
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If errors are encountered, save the Load Error log. The file name is AFRexp_load.log.
If the Full Account Format option is selected on the Fund Accounting Profile page, the load error log includes the full account string for each record that generated an error, in addition to the key organization. -
Select OK.
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Navigate to the log location using the View Files page.
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Download and inspect the log. Refer to Maintain data and update data as necessary.
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Repeat these steps until no errors are encountered and all required data is loaded.