PA Annual Financial Detail Report – Expenditures - Maintain Data

Use the PA Annual Financial Report - Expenditure Detail page to search, add, and maintain loaded expenditure records for the Annual Financial Report. For each record, you can map a local expenditure account (year, key organization, function, and account) to its state-reportable AFR values (AFR fund, AFR function, AFR object, and AFR building) and enter the corresponding dollar amounts broken out by final, elementary, secondary, federal, and total.

If errors are encountered during the Load data process, you can correct the source data. After corrections, you must purge and reload the data.

PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.

On the PA Annual Financial Report - Expenditure Detail page, enter the Search Criteria to find the required records, and then select Search.
Refer to Search for records for more information.
- To add a record, select Add new. Refer to the Field descriptions, enter valid information, and select Accept.
- To edit a record, select the record and select Accept. Update the information and select Accept.
- To delete, select the record and select Delete. Select Yes.
- To generate a report, select Print, and then select a Destination:
  - Select File to create the report in .rpt format. The default file name is AFRexpData.rpt. You can change the default file name.
  - Select Screen to download the report in .pdf format. The default file name is AFRexpData.pdf.
  - Select Excel to download the report in .xls format. Select the required Excel Options. The default file name is AFRexpData.xls.
    - Select OK.
      - Download the .rpt file from the View Files page.
      - Save the .pdf or .xls file.
        For more information about the Print option, refer to Print Reports.

Field descriptions

The following table describes the fields in the Expenditure Detail section of the PA Annual Financial Report - Expenditure Detail page.

Field	Description	Load logic - Data source and Valid values
Year	The fiscal year associated with the expenditure record. This field is view-only and cannot be updated after saving the record.	Populated during the data load process. The field value is retrieved from the Year field on the Expenditure Budgets page.
BUDGET UNIT	The last level (low organization) in the reporting structure, as defined in the Fund Accounting Profile. This field is displayed when Full Account Structure (FAS) is turned off. Select the Lookup icon to search for and select an organization. This field is view-only and cannot be updated after saving the record.	Populated during the data load process. The field value is retrieved from the Budget Unit field on the Expenditure Budgets page. The field label is retrieved from the Low Orgn field on the Titles tab of the Fund Accounting Profile page. The records on the Organization Search page are retrieved from the Organization Chart page.
Account	The expenditure account. This field is displayed when Full Account Structure (FAS) is turned off. Select the Lookup icon to search for and select an account. This field is view-only and cannot be updated after saving the record.	Populated during the data load process. The field value is retrieved from the Account field on the Expenditure Budgets page. The records on the Account Search page are retrieved from the Account List page.
Account Number	The full account number (combined organization and account code) for the expenditure record. This field is displayed when Full Account Structure (FAS) is enabled. Select the Lookup icon to search for and select a full account number. This field is view-only and cannot be updated after saving the record.	Calculated during the data load process. The calculated value represents the full account number, constructed by combining the key organization and account code retrieved from the expenditure ledger record. The field label is retrieved from the Full Account field on the Titles tab of the Fund Accounting Profile page.
Title	The account title. This field is displayed when Full Account Structure (FAS) is enabled. This field is view-only.	Populated during the data load process. The field value is retrieved from the Title field on the Expenditure Budgets page.
Function	The local expenditure function code. This field is view-only.	Calculated during the data load process. The calculated value represents the expenditure function code, determined by reading the organization chart at the organizational level specified by the Organizational Level of Function field on the PA Annual Financial Report - Profile page.
AFR Fund	The AFR expenditure fund code.	Populated during the data load process. The field value is retrieved from the Fund field on the Organization Chart page. The values in the drop-down list are retrieved from the Organization Chart page.
AFR Function	The AFR expenditure function code.	Calculated during the data load process. The calculated value represents the state-reportable expenditure function code, determined by matching the local function code against the AFR State Expenditure Codes table. If no exact match is found, the system rolls up the function code by replacing trailing digits with zeros until a match is found. The values in the drop-down list are retrieved from the Organization Chart page.
AFR Object	The AFR expenditure object code.	Calculated during the data load process. The calculated value represents the state-reportable expenditure object code, determined by matching the local account code against the AFR State Expenditure Codes table. If no exact match is found, the system rolls up the object code by replacing trailing digits with zeros until a match is found. The values in the drop-down list are retrieved from the Organization Chart page.
AFR Building	The AFR expenditure building code.	Populated during the data load process. The field value is retrieved from the State Building Code field on the PA Annual Financial Report - AFR Building Crosswalk page. The values in the drop-down list are retrieved from the PA Annual Financial Report - AFR Building Crosswalk page.
Final	The final dollar amount.	Calculated during the data load process. The calculated value represents the total expenditure amount for the fiscal year, calculated as the sum of the monthly expenditure amounts for periods 1 through 13 from the expenditure ledger record.
Elementary	The dollar amount for expenditures in Kindergarten through Sixth Grade.	Calculated during the data load process. The calculated value represents the portion of the Final amount attributed to elementary students, calculated by multiplying the Final amount by the elementary percentage configured for the matching institution range on the PA Annual Financial Report - Profile page.
Secondary	The dollar amount for expenditures from Seventh Grade through Twelfth Grade.	Calculated during the data load process. The calculated value represents the portion of the Final amount attributed to secondary students, calculated by multiplying the Final amount by the secondary percentage configured for the matching institution range on the PA Annual Financial Report - Profile page.
Federal	The dollar amount for costs funded by federal revenues.	Calculated during the data load process. The calculated value represents the federal expenditure amount. If the funding source falls within the federal fund ranges configured on the PA Annual Financial Report - Profile page, the value equals the Final amount. Otherwise, the value is zero.
Total	The total dollar amount.	Calculated during the data load process. The calculated value represents the full expenditure amount when the state expenditure code is designated as a total line item. This field is set to the Final amount when the Total flag on the matching record in the AFR State Expenditure Codes table is set to Y, indicating the expenditure should be reported as a total rather than broken down by elementary or secondary amounts. Otherwise, the value is zero.