Auditors File
Use the Auditors File report to generate Annual Financial Reports for auditing purposes. This page allows you to create ASCII files for the expenditure, revenue, and general ledgers used by the Audit Local Education Agency (LEA) software, produced by Education Management Information Systems (EdMis), and then sent to auditors. To use Audit LEA, the client must produce ASCII files from the financial database and load them into the Audit LEA software.
Menu Path
From the Fund Accounting menu, select State. From the State menu, select Auditors File.
Positions
Enter the start and end positions for each level of the organization in relation to its position in the Audit LEA account number. Currently, the account number is defined based on organization titles from the Fund Accounting profile:
Fund
Function
Object
Sub‐object
Organization
Last digit of Fiscal Year
Program
Other
Start and end positions for each level of the organization default automatically from the faorgn table in the Fund Accounting profile. You must enter the start and end positions for the expenditure, revenue, and general ledger accounts. You can update the default values for each organizational level if needed. After entering and verifying the information, three files are generated. These files are located in the $FASTAPDIR directory defined by your environment.
The files are comma-delimited and contain the following information:
Audit LEA Expenditure File
The file name is auditexp.txt.
Key | Fund, Function, Account, Organization, Fiscal Year, Program and Responsibility |
|---|---|
Expenditure Balance | The total sum of the expenditures from the expenditure ledger. |
Budget Balance | Total of the budgets from the expenditure ledger. |
Audit LEA Revenue File
The file name is auditrev.txt.
Key | Fund, Account, and Fiscal Year |
|---|---|
Revenue Balance | The total sum of the expenditures from the revenue ledger. |
Budget Balance | The total sum of the budgets from the revenue ledger. |
Audit LEA General Ledger File
The file name is auditgen.txt.
Key | Fund, Account, and Fiscal Year |
|---|---|
General Ledger Balance | The total sum of the general ledger balances from the general ledger. |
Verify the accuracy of the start and end positions for each organization level and account to ensure output files are created correctly.
Create File
On the TX Auditors File page, enter the Report Year and Report Through Period.
Select Auditware Format to produce a report with leading zeros in the amount fields, as the Texas Education Agency (TEA) requires.
Enter the Organization Levels and Account Levels information.
Select Accept.
Select Yes to include control accounts.
In the File Name field, specify a path and file name and select OK.
Select OK to create the auditexp.txt file.
Next, create the auditrev.txt and auditgen.txt files.
Navigate to the folder containing the report files.
Inspect the files. Update data if needed.
Repeat these steps until all required data is included.
Repeat these steps and create the final files for submission.
Download the Auditors file and follow the state's submission procedures.