EReporting 2011. The Basics School Systems use eReporting to: Report Budget and Financial information at Year-End Report Financial information quarterly

eReportingeReporting

2011

The BasicsThe BasicsSchool Systems use eReporting to:

Report Budget and Financial information at Year-End

Report Financial information quarterly for Fund 142 (Federal)

Report Non-Licensed Personnel

Report Trustee/Fiscal Agent information

Certify Reports

Web Address: Web Address: https://www.k-12.state.tn.us/ereporting https://www.k-12.state.tn.us/ereporting

Enter User ID and PasswordEnter User ID and Password

Logon to eReportingLogon to eReporting

On the Available Applications screen, select the appropriate eReporting access

Home Page for eReportingHome Page for eReporting

Home Page (Continued)Home Page (Continued)

ViewView

ViewViewView will be used to view any information you haveView will be used to view any information you have

previously loaded on the systempreviously loaded on the systemView can also be used to print a report.View can also be used to print a report.

EditEdit

EditEditEdit will be used to enter your data manually or Edit will be used to enter your data manually or edit the data you uploaded.edit the data you uploaded.

In Local Government, go to:ACCOUNTINGREPORTSBOE Annual Financial reportFrom Create/Load, Select Create SDE file from GL (or

from History if books have been closed at year-end)Screen appears: ENTER by each fund that applies (141,

142, etc.) Then, hit EscapeScreen appears: Shows total # of Selected Funds

Check: YEARSelect Annual Financial Report, Original Budget, or

Budget Amendment by putting XCheck: Thru Month; then, ENTER (Hit OK when

error message pops up)If the screen is correct, select YES

Select Load SDE Accounts to SDE.TXTGo to primary server to send the file to eReporting

Creating CSV file in Local GovernmentCreating CSV file in Local GovernmentFor Uploading to eReportingFor Uploading to eReporting

Uploading into eReportingUploading into eReporting

From eReporting and logged in as District User, From eReporting and logged in as District User, click on click on Send File Send File Link at Top.Link at Top.

Click the Browse button to look for the SDE.TXT file Click the Browse button to look for the SDE.TXT file


This dialogue box will come up. You will need to choose the This dialogue box will come up. You will need to choose the L:L: drive from the dropdown. Further drill down to the drive from the dropdown. Further drill down to the Files Files folder folder and click on the and click on the SDE.TXTSDE.TXT file. file. NOTE: You will need to be at the server to get your file.NOTE: You will need to be at the server to get your file.

Uploading into eReporting Uploading into eReporting

You should now have L:\Files\SDE.TXT or something similar You should now have L:\Files\SDE.TXT or something similar containing SDE.TXT in the box next to Browse.containing SDE.TXT in the box next to Browse.

Uploading into eReporting Uploading into eReporting

L:\Files\SDE.TXT

Click Send File to transmit.Click Send File to transmit.


L:\Files\SDE.TXT

Print your Error report. If Print your Error report. If Maximum Number of Errors Maximum Number of Errors (50)(50) is reached, you most likely have not uncertified the is reached, you most likely have not uncertified the report. You will need to uncertify and re-upload the report. You will need to uncertify and re-upload the report.report.


Manually Entering DataManually Entering Data

Select Edit for the appropriate report.Select Edit for the appropriate report.


Select correct reporting period from dropdown.Select correct reporting period from dropdown.


Select appropriate fund from dropdownSelect appropriate fund from dropdown


If editing Fund 142, you must select the If editing Fund 142, you must select the appropriate subfund from the dropdown.appropriate subfund from the dropdown.


Enter (or edit) amounts in the appropriate lines.Enter (or edit) amounts in the appropriate lines.IMPORTANT:IMPORTANT: Enter amounts in whole dollars. DO Enter amounts in whole dollars. DO NOT enter cents—this will cause rounding issues NOT enter cents—this will cause rounding issues

when you balance your report. when you balance your report.


To save the data you have entered or edited, click on the To save the data you have entered or edited, click on the SaveSave button at the bottom left of the screen. Continue this process button at the bottom left of the screen. Continue this process until all data is entered.until all data is entered.

Beginning of Year Equity AdjustmentsBeginning of Year Equity Adjustments

Click onClick on Create Create AdjustmentAdjustment.

Fill in:Fill in:DateDateDescription Description AmountAmountThen Then SaveSave

Transfers for AFR and BudgetTransfers for AFR and Budget

Enter amounts and Enter amounts and SaveSave. If using 49800 or . If using 49800 or 49810, then 49810, then Add Documentation Add Documentation will appear.will appear.

Transfers for AFR and BudgetTransfers for AFR and Budget(Continued)(Continued)

From dropdown, select the fund from which it was transferred.From dropdown, select the fund from which it was transferred.Enter a brief description.Enter a brief description.The amount should already be showing in the Amount box.The amount should already be showing in the Amount box.Click Click SaveSave and and Add Documentation Add Documentation is complete.is complete.

Balancing Your AFR ReportBalancing Your AFR Report

From the Reports list, Select the AFR (Summary From the Reports list, Select the AFR (Summary Report).Report).


Select the appropriate year from the dropdown.Select the appropriate year from the dropdown.


On Summary 1, “Total Assets” (11000)On Summary 1, “Total Assets” (11000) should equal should equal “Liabilities, Reserves & Fund Balance” (31000).“Liabilities, Reserves & Fund Balance” (31000).


To move to the next page, select Summary 2 from the dropdown or click on >>Next>>


On Summary 2, “Tot. Funds” should equal “Tot. On Summary 2, “Tot. Funds” should equal “Tot. Exp.”Exp.”


Remember to balance Fund 142 by subfund. Click Remember to balance Fund 142 by subfund. Click on on Show Subfunds Show Subfunds in the upper right-hand corner.in the upper right-hand corner.


Each subfund should balance on both Each subfund should balance on both Summary 1 and Summary 2.Summary 1 and Summary 2.

Balancing Your Budget or Budget Balancing Your Budget or Budget AmendmentsAmendments

From the Reports home page, select ViewFrom the Reports home page, select Viewin either the Budget Detail Report or Budget in either the Budget Detail Report or Budget Amendments.Amendments.


After selecting the correct year, use the account function After selecting the correct year, use the account function dropdown to select the “EXPENSE-Expenditure Summary” dropdown to select the “EXPENSE-Expenditure Summary” near the bottom of the list.near the bottom of the list.


Scroll to the bottom and write down your “Grand Scroll to the bottom and write down your “Grand Total Expenditures” by Fund.Total Expenditures” by Fund.


Repeat the process for the Revenue Summary. Write down the Repeat the process for the Revenue Summary. Write down the “Grand Total Available Funds” by Fund.“Grand Total Available Funds” by Fund.


Your “Grand Total Available Funds” should be Your “Grand Total Available Funds” should be greater than or equal to your “Grand Total greater than or equal to your “Grand Total Expenditures”. This process should be repeated Expenditures”. This process should be repeated for Fund 142 by subfund.for Fund 142 by subfund.

Total Fund 141 Fund 142 Fund 143

Available Funds40,653,53

4 34,732,76

9 3,340,412 2,580,373

Total Expenses40,653,53

4 34,732,76

9 3,340,412 2,580,373

Difference 0 0 0 0

Report CertificationsReport Certifications

To certify a report in eReporting, you must first To certify a report in eReporting, you must first Logon as the appropriate role.Logon as the appropriate role.


Select Select Report CertificationsReport Certifications from the top bar. from the top bar.


Select correct District Period and Report Select correct District Period and Report using the dropdown boxes.using the dropdown boxes.


HINT: If you do not select an “Application Role” from the HINT: If you do not select an “Application Role” from the dropdown, you will see who needs to certify the report.dropdown, you will see who needs to certify the report.Click on the Click on the EditEdit command at the far left of the row for the command at the far left of the row for the appropriate role.appropriate role.


To certify the report, check the box and click To certify the report, check the box and click SaveSave..


When correctly certified, your name and the date will When correctly certified, your name and the date will appear in the Certification box.appear in the Certification box.NOTE: To uncertify a report, repeat the process and NOTE: To uncertify a report, repeat the process and uncheck the box.uncheck the box.

Brief Overview of Brief Overview of eReporting ReportseReporting Reports

Report Due DatesReport Due Dates 3% Fund Balance Test With Budget Detail

AFR (Annual Financial Report) Detail August 1

AFR (Summary Report) With AFR Detail

AFR Expenditures by Other Agencies August 1

AFR Expenditures for School Indebtedness August 1

AFR Non-Centralized Cafeteria Expenditures August 1

AFR School Indebtedness August 1

AFR Student Activity Funds August 1

AFR Tuition August 1

AFR USDA Commodities August 1

ASR Non-Licensed Personnel February 1

Budget Amendments As approved; no later than August 1

Budget Detail Report

August 1 unless operating under a Continuing

Budget Resolution, then no later than October 1

Career Ladder August 1

IDEA MOE Reduction-ARRA N/A

Maintenance of Effort Test With Budget Detail

State Fiscal Stabilization Fund (BEP) N/A

State Fiscal Stabilization Fund (Extended Contract) N/A

Trustee/Fiscal Agent Report July 15

No data entry required. Report pulls information No data entry required. Report pulls information from the PY AFR and the CY Budget Detailfrom the PY AFR and the CY Budget Detail

Information is entered by CSV upload or Information is entered by CSV upload or manually. Summary Report is used for the manually. Summary Report is used for the purpose of balancing your report.purpose of balancing your report.

HINT: You must add a description of the HINT: You must add a description of the expenditure or the amount will not save.expenditure or the amount will not save.

AFR Expenditures by Other Agencies AFR Expenditures by Other Agencies (Continued)(Continued)

This schedule is used to report expenditures paid by other This schedule is used to report expenditures paid by other agencies not reported anywhere else. Examples include: agencies not reported anywhere else. Examples include: Central Finance, SRO’s, Capital Projects paid by City/County.Central Finance, SRO’s, Capital Projects paid by City/County.IMPORTANT NOTE: IMPORTANT NOTE: Expenditures reported in functions Expenditures reported in functions 71100-73100 are included in Per Pupil costs for the Report 71100-73100 are included in Per Pupil costs for the Report Card.Card.

Data will be enter for Bonded Debt,Data will be enter for Bonded Debt, Capitalized Leases, Capitalized Leases, Other Loans Payable, & Notes Payable. Information Other Loans Payable, & Notes Payable. Information should include all debt related to school property.should include all debt related to school property.

Enter data and save.Enter data and save.

Data will be enter for Bonded Debt, Capitalized Leases, Data will be enter for Bonded Debt, Capitalized Leases, Other Loans Payable, & Notes Payable.Other Loans Payable, & Notes Payable.NOTE: Enter data as positive number. In Edit mode, the NOTE: Enter data as positive number. In Edit mode, the numbers are added but amounts are correctly subtracted numbers are added but amounts are correctly subtracted in the View mode.in the View mode.

Totals in View mode correctly reflect the Totals in View mode correctly reflect the Net Indebtedness.Net Indebtedness.

Enter data by General Fund and Restricted Fund and save.Enter data by General Fund and Restricted Fund and save.

Enter data and save. Enter data and save.

NOTE: In 2010-11, only one system was reporting NOTE: In 2010-11, only one system was reporting Tuition Paid to Out of State LEAs.Tuition Paid to Out of State LEAs.

Enter data and save.Enter data and save.

Enter data and save. Enter data and save. Report due date Report due date corresponds to the corresponds to the PIRS December 1 PIRS December 1 report which is report which is February 1.February 1.

Information is entered by CSV upload or Information is entered by CSV upload or manually. At this time, the reports must manually. At this time, the reports must

be balanced manually.be balanced manually.

The only information required to be entered The only information required to be entered manually are the payment amounts (not including manually are the payment amounts (not including benefits).benefits).

Reserves, Reserves, Adjustments, and Adjustments, and Revenue pull from the Revenue pull from the AFR Detail. AFR Detail. CL Supplements are CL Supplements are manually entered in manually entered in the Edit mode. the Edit mode. Benefit Rate is Benefit Rate is preloaded in Nashville.preloaded in Nashville.

With the departure of ARRA funds, this report With the departure of ARRA funds, this report will also be departingwill also be departing

Information for the Information for the MOE Test is pulled MOE Test is pulled from the PY AFR, the from the PY AFR, the PY Budget and Budget PY Budget and Budget Amendments, and the Amendments, and the CY Budget. If test fails CY Budget. If test fails at Level 1, a Level 2 at Level 1, a Level 2 Per Pupil test can be Per Pupil test can be performed by performed by Nashville staff.Nashville staff.

Explanations Explanations are required for are required for variances of variances of 5%. Click the 5%. Click the blue account blue account number on the number on the line to add your line to add your comment.comment.Click Save. Click Save.

With the departure of ARRA funds, With the departure of ARRA funds, these reports will also be departingthese reports will also be departing

Select appropriate fund from the dropdown.Select appropriate fund from the dropdown.

Select appropriate page from the dropdown.Select appropriate page from the dropdown.

On Page 4, On Page 4, deductions must deductions must be entered as be entered as negative amounts.negative amounts.

Enhancements to eReporting in Enhancements to eReporting in 20112011

The Account number and Description are listed on both ends The Account number and Description are listed on both ends of the page. At this time, freezing the Account Description of the page. At this time, freezing the Account Description column or hiding the unused columns is not feasible.column or hiding the unused columns is not feasible.


Every other line has been shaded a light green to make it Every other line has been shaded a light green to make it easier to follow information across the page. Total lines are easier to follow information across the page. Total lines are still a light orange.still a light orange.


When entering data, you can now use the When entering data, you can now use the ENTER key to navigate between fields.ENTER key to navigate between fields.

No more tabbingNo more tabbingNo more clicking the mouse No more clicking the mouse

Current Unresolved IssuesCurrent Unresolved IssuesThere is still no easy way to PRINT reports.There is still no easy way to PRINT reports.Standby for further updates on this.Standby for further updates on this.

Questions?Questions?If you have questions that do not get answered If you have questions that do not get answered today, please contact your Fiscal Consultant or today, please contact your Fiscal Consultant or the Nashville staff:the Nashville staff:

Maryanne DurskiMaryanne Durski 615-532-9510615-532-9510Brenda PursleyBrenda Pursley 615-532-2838615-532-2838

Karen WeidemannKaren Weidemann 615-532-1662615-532-1662Ron AdelmanRon Adelman 615-306-4062615-306-4062Jackie BroylesJackie Broyles 615-306-7429615-306-7429Brad DavisBrad Davis 615-308-3616615-308-3616Carol NewtonCarol Newton 615-306-7974615-306-7974Bobby PalmerBobby Palmer 615-308-1592615-308-1592Malinda WhiteMalinda White 615-969-9352615-969-9352

Documents

EReporting 2011. The Basics School Systems use eReporting to: Report Budget and Financial information at Year-End Report Financial information quarterly