SCT Banner Finance. GASB Reporting

Transcription

1 TRAINING WORKBOOK SCT Banner Finance

2 Confidential Business Information This documentation is proprietary information of SunGard SCT and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT. Prepared By: SunGard SCT 4 Country View Road Malvern, Pennsylvania United States of America SunGard All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard SCT is not rendering legal, accounting, or other similar professional services. SunGard SCT makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing. SunGard, the SunGard logo, SCT, the SCT logo, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, SCT Matrix, SCT Plus, SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders.

3 Table of Contents Topic Page Section A: Introduction Overview A-1 Terminology A-2 Section B: Set Up Overview B-1 Mapping Chart Elements to Attributes B-2 Associating FOAPAL Elements to Attributes B-4 Creating a Directory for GASB Reports B-5 Self Check B-6 Answer Key for Self Check B-7 Section C: Day-to-Day Operations Overview C-1 Process Introduction C-3 Associating Fund Types and Codes C-4 Associating Account Types and Codes C-7 Associating Program Codes C-10 Reviewing Chart and Attribute Mappings C-11 Changing Chart and Attribute Mappings C-13 Extracting Data for a GASB Report C-14 Creating GASB Reports C-17 Reclassifying Data Extracts on a GASB Report C-20 Reviewing Reclassified Data Extracts C-23 Self Check C-24 Answers for Self Check C-25 Section D: Reference Overview D-1 Job Aid: Process Flowchart D-2 Job Aid: Seed Data D-3 Set Up Forms and Where Used D-4 Day-to-Day Forms and Set Up Needed D-5 Forms Job Aid D-6

4 Section A: Introduction Overview Workbook goal The goal of this workbook is to provide you with the knowledge to utilize the SCT Banner Finance module to develop financial statements that comply with Statement Nos. 34 and 35 of the Governmental Accounting Standards Board (GASB). The workbook is divided into four sections Introduction Set-up Day-to-Day operations Reference Intended audience Client responsibility Middle to upper Finance Office personnel and Information Technology (IT) personnel. In order to set up the current module in the SCT Banner Finance System, your institution must complete several tasks before the course is scheduled and prior to the training consultant s arrival. The tasks include establishing a spreadsheet package (e.g. MS Excel) to read.csv files provide transactional data to produce a sample financial statement draft a preliminary mapping of the chart of accounts to GASB statements. If you are unable to complete these tasks before the course is scheduled, please contact your account consultant for assistance. In this section The following topic is covered in this section. Topic Page Terminology A-2 A-1

5 Terminology Frequently used acronyms GASB FOAPAL GASB and FOAPAL are two frequently used acronyms throughout the training workbook. GASB is the acronym for the Governmental Accounting Standards Board, which is a private, nonprofit organization responsible for establishing and improving accounting and financial reporting standards for government entities. State and local governments and public institutions are required to follow the accounting standards set by GASB. FOAPAL is the acronym for The Banner Finance System Fund, Organization, Account, Program, Activity and Location, which specifies a particular financial transaction distribution. FOAPAL s components are detailed in the table. Term Definition Function Fund A self balancing group of A fund can be restricted accounts (e.g., grants) or unrestricted (e.g., general). Organization A department within the Account institution. A line item within a site s financial structure. Categories include general ledger accounts (assets, liabilities and equities) and operating ledger accounts (revenues and expenses). Program A defined function. Programs enable you to establish a method of pulling transactions across organizations and accounts. Examples: Instruction, research, and plant operations. Activity An accounting element. An element used in tracking non-budget-control financial affairs. Example: The YMCA s use of your site s pool to teach lifesaving. Location A building and room number. A-2

6 Section B: Set Up Overview Purpose Intended audience Objectives Prerequisites The purpose of this section is to outline the set-up process and detail the procedure to set-up your GASB reports to comply with the Governmental Accounting Standards Board. Finance and Information Technology (IT) personnel. At the end of this section, you will be able to map chart elements to attributes. To complete this section, you should have completed the SCT Education Practices computer-based training (CBT) tutorial Banner 6.x Fundamentals: Navigation and Forms, or have equivalent experience navigating in the SCT Banner system completed the Finance Overview training workbook completed the Finance Chart of Accounts training workbook a minimum working knowledge of SQL for building rules administrative rights to create the rules and set the validation codes in SCT Banner. In this section The following topics are contained in this section. Topic Page Mapping Chart Elements to Attributes B-2 Associating FOAPAL Elements to Attributes B-4 Creating a Directory for GASB Reports B-5 Self Check B-6 Answer Key for Self Check B-7 Page B-1

7 Mapping Chart Elements to Attributes Introduction The SCT Banner Finance System assists your institution to comply with GASB reporting requirements, which requires public institutions to report on their business-type activities. The following GASB 35 reports are used by public institutions that only report business-type activities. Statement of Net Assets. Statement of Revenue, Expense, and Changes in Net Assets. The following GASB 34 reports are used by state and local governments and public institutions that report both government and business-type activities. Government-Wide Statements. Statement of Net Assets. Statement of Activities. Governmental Funds Statements. Balance Sheet. Statement of Revenue, Expenditures, and Changes in Fund Balances. Continued on the next page B-2

8 Mapping Chart Elements to Attributes, Continued Delivered attribute types In order to comply with GASB reporting requirements, your institution will need to map their Chart of Accounts (COA) elements to the GASB reporting requirements. For example, your institution may report salaries, benefits, services and office supplies individually, but will need to combine the individual expenses into one total and report it as a G5BAR2OE Operating Expense (Acct). Generally, fund codes and types map to report columns or are excluded: account codes, account types, and programs map to report rows or are excluded. The SCT Banner Finance module contains 14 delivered attribute types for the GASB 35 statements displayed in the table, which your institution will utilize to map their chart elements. Operating Statements Statement of Net Assets G5BAPROG Expense G5BAA1CA Current Assets G5BAR1OR G5BAA2NA Operating Revenue Non-current Assets G5BAR2OE G5BAA3CL Operating Expense Current Liabilities (Acct) G5BAR3NO G5BAA4NL Non-operating Rev/Exp G5BAR4OT Other Charges G5BAR9EX Exclude Op Accounts Non-current Liabilities G5BAAA9EX Exclude Assets/Liabilities Both Statements G5BAN1NA Net Assets G5BAN1EX Exclude Net Assets G5BAFUND Public Inst BTA Column B-3

9 Associating FOAPAL Elements to Attributes Attribute hierarchy SCT Banner Finance uses a hierarchy to retrieve attributes for GASB reporting. By going up the hierarchy eventually every fund, account, and program needs to be associated to one (but not more than one) attribute type and attribute value combination. Note: The exception for mapping to only one attribute type and value combination is mapping a Fund Addition/Deduction account or account type (internal ATYP = 90 and 95 respectively). Since Fund Additions and Deductions are posted to both Fund Balance and the operating ledger, the account or account type you are mapping must be associated with both a net asset statement row and an operating statement row to mirror the ledger postings. Hierarchy The table provides a hierarchy for funds, accounts, and programs. Associated Fund Account Program Elements Attribute Type 1 Report Type Report Section Report Type Heading Attribute Value 1 User-specified Chart element code: 1) Include, or 2) Exclude Example: from GASB 35 Report Column Example: Primary Institution Fund code, or Fund Type code Example: Current Assets (select from GASB 35) Account Group/Row 2 Example: Receivables Account code, or Account Type code Example: from GASB 35 Program Group/Row 2 Example: Instruction Program code Footnotes 1 2 All seed data descriptions can be modified to change the description of columns or rows that appear on the GASB reports. Users can add new Attribute Values for Account or Program in addition to or as a replacement of the seed data. B-4

10 Creating a Directory for GASB Reports Introduction Banner form As part of the set-up process you will need to define an extract directory on the General User Preferences Maintenance Form (GUAUPRF) prior to saving extracted report data. The individual responsible for setting up this directory may vary from institution to institution. One or more directories can be established and are User ID specific to an individual. The General User Preferences Maintenance Form (GUAUPRF) form is used to create the directory. Procedure Follow the steps to create a directory. Step Action 1 Access the General User Preferences Maintenance Form (GUAUPRF). 2 Click the Directory Options button. 3 Go to the Description field, which displays Enter the location for where to write the data extract file. 4 Enter the file location you would like to use for GASB Reports in the User Value field in this record. Example: c:\my documents\banner Reports B-5

11 Self Check Directions Question 1 Use the information you have learned in the Set Up section to complete this self check activity. FOAPAL is the acronym for The SCT Banner Finance System Fund, Organization, Account, Program, Activity and Location. True or False Question 2 If your institution reports salaries, benefits, services and office supplies individually, then you do NOT need to combine the individual expenses into one report. True or False Question 3 All funds, accounts, and programs can be associated to multiple attribute type and attribute value combinations. True or False Question 4 Which of the following forms will you need to define an extract directory? A. FGPGEXT B. GUAUPRF C. FTMFATA B-6

12 Answers for Self Check Question 1 FOAPAL is the acronym for The SCT Banner Finance System Fund, Organization, Account, Program, Activity and Location. True or False Question 2 If your institution reports labor, benefits, services and office supplies individually, then you do NOT need to combine the individual expenses into one report. True or False Question 3 All funds, accounts, and programs can be associated to multiple attribute type and attribute value combinations. True or False Question 4 Which of the following forms will you need to define an extract directory? A. FGPGEXT B. GUAUPRF C. FTMFATA B-7

13 Section C: Day-to-Day Operations Overview Purpose Intended audience Objectives Prerequisites The purpose of this section is to explain the day-to-day or operational procedures to prepare GASB statements. Middle to upper Finance Personnel. At the end of this section, you will be able to associate fund types to an attribute type and value associate codes to an attribute type and value associate account types to an attribute type and value associate program codes to an attribute type and value extract GASB data establish directories for GASB reports create GASB statements reclassify data. To complete this section, you should have completed the SCT Education Practices computer-based training (CBT) tutorial Banner 6.x Fundamentals: Navigation and Forms, or have equivalent experience navigating in the SCT Banner system knowledge of financial statement preparation knowledge of SCT Banner Finance: Chart of Accounts and Journal Voucher Entry. Continued on the next page C-1

14 Overview, Continued In this section The following topics are covered in this section. Topic Page Process Introduction C-3 Associating Fund Types and Codes C-4 Associating Account Types and Codes C-7 Associating Program Codes C-10 Reviewing Chart and Attribute Mappings C-11 Changing Chart and Attribute Mappings C-13 Extracting Data for a GASB Report C-14 Creating GASB Reports C-17 Reclassifying Data Extracts on a GASB Report C-20 Reviewing Reclassified Data Extracts C-23 Self Check C-24 Answers for Self Check C-25 C-2

15 Process Introduction About the process GASB attribute types and values are pre-defined in the SCT Banner Finance System. Your institution s COA elements need to be mapped to GASB reporting requirements prior to extracting the data for reporting purposes. The required data is extracted from your institution s general and operating ledgers. Extracted data can be presented in either summary or detailed reports Report procedure The steps to prepare a GASB report are described in this table. Steps Description 1 Associate fund types and codes to an attribute type and value. 2 Associate account types and codes to an attribute type and value. 3 Associate program codes to an attribute type and value. 4 Review chart elements and attribute mappings. 5 Change chart elements and attribute mappings. 6 Extract the data for a GASB report. 7 Create the GASB Reports. 8 Reclassify data extracts on a GASB report. 9 Review reclassified data extracts. C-3

16 Associating Fund Types and Codes Association guidelines Every Fund Type and Fund Code with activity should be associated with a single report column or exclusion, either by mapping its Level 2 Fund Type, its predecessor Level 1 Fund, or the Fund code itself. Note: A more detailed mapping will override a Fund Type or Level 1 Fund mapping. Banner form The FOAPAL Attribute Association Form (FTMFATA) is used to associate your institution s fund type and fund code to a GASB attribute type and value. Fund Type Procedure Follow the steps below to associate your fund types to a report column or exclude. Step Action 1 Access the FOAPAL Attribute Association Form (FTMFATA). 2 Double-click the Chart of Accounts field. 3 Select the Chart of Accounts. 4 Click the OK icon. 5 Select the Ftyp radio button. 6 Double-click the Fund Type Code field. 7 Select a Fund Type. Note: This must be a level 2 fund type. 8 Perform a Next Block function. 9 Check the Add checkbox for the G5BAFUND Attribute Type (GASB Statement 35). Continued on the next page C-4

17 Associating Fund Types and Codes, Continued Options Save Selection and Exit to Maintenance Procedure Follow these steps to complete the process. Step Action 10 Select Save Selection and Exit to Maintenance from the Options menu. 11 Double-click in the Attribute Value field. 12 Select the appropriate value for the Fund Type. 13 Click the OK icon. 14 Click the Save icon. 15 Perform a Rollback function. 16 Repeat above steps until all desired Fund Types have been mapped to a column. 17 Click the Exit icon. Note: You may want to continue using the form to associate your Fund Codes following the procedure on the next page. Continued on the next page C-5

18 Associating Fund Types and Codes, Continued Fund codes procedure Follow the steps below to associate your fund codes to report column or exclude You may use this to override the fund type association established above. Agency fund types are generally excluded but you may want to report a specific fund code(s) as Component Units. Step Action 1 Access the FOAPAL Attribute Association Form (FTMFATA). 2 Double-click the Chart of Accounts field. 3 Select the chart of accounts. 4 Click the OK icon. 5 Select the Fund radio button. 6 Double-click the Fund Code field. 7 Select the fund. 8 Perform a Next Block function. 9 Check the Add checkbox for the G5BAFUND Attribute Type (GASB Statement 35). 10 Select Save Selection and Exit to Maintenance from the Options menu. 11 Double-click in the Attribute Value field. 12 Select the appropriate value for the Fund. 13 Click the OK icon. 14 Click the Save icon. 15 Perform a Rollback function. 16 Repeat above steps until all desired Fund codes have been mapped to a column or exclusion. 17 Click the Exit icon. C-6

19 Associating Account Types and Codes Association guidelines Every account code with activity should be associated with a single report row or exclusion, either by mapping its Level 2 Account Type, its predecessor Level 1 Account code, or the Account code itself. A more detailed mapping will override an Account Type or a Level 1 Account mapping. Note: There is a system-level option to use either the Level 2 Account or the immediate predecessor Account instead of the Level 1 Account to define your mapping hierarchy. This is established on the System Data Maintenance Form FTMSDAT Banner form Use the FOAPAL Attribute Association Form (FTMFATA) to associate your institution s account types and codes to a GASB attribute type and value. Account types procedure Follow the steps below to associate your account types. Step Action 1 Access the FOAPAL Attribute Association Form (FTMFATA). 2 Double-click the Chart of Accounts field. 3 Select the Chart of Accounts. 4 Click the OK icon. 5 Select the Atyp radio button. 6 Enter a level 2 Account Type in the Acct Type Code field. 7 For Fund Additions and Fund Deductions, select two Attribute Types to add: one from Net Assets and one from the Operating Statement. 8 Perform a Next Block function. 9 Check the appropriate checkbox in the Add column to select the GASB 35 Attribute Type. 10 Select Save Selection and Exit to Maintenance from the Options menu. 11 Double-click in the Attribute Value field. 12 Select the appropriate row for the Account Type. Continued on the next page C-7

20 Associating Account Types and Codes, Continued Procedure Continued Step Action 13 Click the OK icon. 14 Click the Save icon. 15 Perform a Rollback function. 16 Repeat until all desired Account Types have been mapped to a row. 17 Click the Exit icon. Note: You may want to continue using the form to associate your Account Codes following the procedure on the next page. Continued on the next page C-8

21 Associating Account Types and Codes, Continued Account codes procedure Follow the steps below to associate your account codes. The associations here will override the associations established for the account types. E.g. capitalized expenditures may be excluded from the operating statement. Step Action 1 Access the FOAPAL Attribute Association Form (FTMFATA). 2 Double-click the Chart of Accounts field. 3 Select the Chart of Accounts. 4 Click the OK icon. 5 Select the Acct radio button. 6 Enter/select an Account Code in the Acct Code field. 7 Perform a Next Block function. 8 Check the Add checkbox for the appropriate Attribute Type (GASB Statement 35) for this account code. 9 Select Save Selection and Exit to Maintenance from the Options menu. 10 Double-click the Attribute Value field. 11 Select the appropriate value for the Account. 12 Click the OK icon. 13 Click the Save icon. 14 Perform a Rollback function. 15 Repeat until all desired Account codes have been mapped to a row or exclusion. 16 Click the Exit icon. C-9

22 Associating Program Codes Association guidelines Banner form Every program code with account activity in the Operating Expenses section of the GASB report should be associated with a single report row or exclusion, either by mapping its predecessor Level 1 Program, or the Program code itself. A low level program code mapping will override a Level 1 Program default. The FOAPAL Attribute Association Form (FTMFATA) is used to associate your institution s program codes to a GASB attribute type and value. Procedure Follow the steps below to associate a program to an attribute type and value. Step Action 1 Access the FOAPAL Attribute Association Form (FTMFATA). 2 Double-click the Chart of Accounts field. 3 Select the Chart of Accounts. 4 Click the OK icon. 5 Select the Prog radio button. 6 Double-click the Prog Code field. 7 Select a Prog Code. 8 Click the OK icon. 9 Perform a Next Block function. 10 Check the Add checkbox for the G5BAPROG Attribute Type (GASB 35 statement). 11 Select Save Selection and Exit to Maintenance from the Options menu. 12 Double-click the Attribute Value field. 13 Select the appropriate row for the Program. 14 Click the OK icon. 15 Click the Save icon. 16 Perform a Rollback function. 17 Repeat until all Program codes used with Operating Expense Accounts have been mapped to a row. 18 Click the Exit icon. C-10

23 Reviewing Chart and Attribute Mappings Chart elements and attributes Banner form From time to time you may need to review the mappings you created between your institution s chart elements and the GASB attributes. This may be done one of two ways: on-line using the query form FTIFATA or in an excel spreadsheet report using options available on the GASB parameter form FGAGASB The FOAPAL Attribute Association Query Form (FTIFATA) is used to run attribute queries. Procedure Follow the steps below to run an attribute query. Step Action 1 Access the FOAPAL Attribute Association Query Form (FTIFATA). 2 Double-click the Chart of Accounts field. 3 Select a Chart of Accounts. 4 Click the OK icon. 5 Select the radio button that matches the chart element you want to review. Note: Select the By Sets of Attribute Types radio button in the Query Criteria field only if your chart uses Attribute Type sets. 6 Perform a Next Block function. 7 Perform an Execute Query function. 8 Perform a Rollback function to review a different chart element. 9 Click the Exit icon. Continued on the next page C-11

24 Reviewing Chart and Attribute Mappings, Continued Banner form The GASB Reports Parameters Form (FGAGASB) is used to review attribute associations. Procedure Follow the steps below to review the extracted attributes. Step Action 1 Access the GASB Reports Parameters Form (FGAGASB). 2 Double-click the Chart field. 3 Select a Chart. 4 Click the OK icon. 5 Enter a Fiscal Year and a Fiscal Period. 6 Select the desired Report Type. 7 Select the Attributes radio button from the Data Extract Mode field. 8 Select Extract report data to file from the Options menu. 9 Navigate to the extract directory location. 10 Review the report. C-12

25 Changing Chart and Attribute Mappings Making corrections After performing your query and reviewing the associations created between your institutions chart elements and the GASB attributes, you may need to change or correct your mappings. Corrections are made on the FOAPAL attribute association form FTMFATA. Attribute values may be changed by entering the correct value and clicking save. Attribute Types are changed by selecting the remove all associated types from the Options menu. Note: This removes all types, not just GASB types. After removal, you can re-establish the type associations with the corrections as described previously. C-13

26 Extracting Data for a GASB Report Extraction process After reviewing your mappings and making any changes/corrections you will need to run the extraction data process. This process extracts and summarizes information from the General Ledger (FGBGENL) and the Operating Ledger (FGBOPAL), and populates the GASB extract table (FGWREPT). Note: If a second extract is run for the same chart and fiscal year/period, the old extract data is automatically purged. Run this report again if subsequently financial transactions are posted or attribute associations are changed. The process produces an error report when there is ledger activity but the Attribute association is missing or duplicated. Banner form The GASB Extract Process (FGPGEXT) is used to extract data using the SCT Banner Job Submission functionality. Continued on the next page C-14

27 Extracting Data for a GASB Report, Continued Procedure Follow the steps below to run an extract. Step Action 1 Access the GASB Extract Process (FGPGEXT) via the Process Submission Controls Form (GJAPCTL). Note: All of the parameters are required parameters. 2 Enter the desired printer name in the Printer field. Note: You can enter DATABASE to write the report to a table for online viewing and to enable the saving of the report to a shared folder on a designated network drive. 3 Enter these parameter values. Parameter Description 01: Chart of Enter the chart of account. Accounts 02: End Date of Period Reported 03: Include Accruals Enter Y 04: Government Enter N Wide Financials 05: Government Enter N Funds Financials parameter Enter the desired date. Note: This date will be rolled forward to the last day of the next fiscal period, if the date entered is not a fiscal period end date. 06: Public Inst BTA Enter Y Financials 07: Processing Mode Enter E 4 Click the Save Parameter Set as checkbox. 5 Enter a name and description in the Name and Description fields. 6 Click the Submit radio button. 7 Click the Save icon to execute the report. Result: The Auto hint line displays the job submission number for the report log and list file. Continued on the next page C-15

28 Extracting Data for a GASB Report, Continued Procedure, continued. Step Action 8 Select Review Output on the Options menu to review the report. 9 Click the Exit icon. Note: A review of the report will highlight problems that might exist such as: FAP elements with activity with no associated attributes FAP elements with more than one attribute association. Funds that are being excluded from the extract (not reported) Activity in Fund Balance accounts. This should tie to capitalization entries but may not and should be investigated. C-16

29 Creating GASB Reports Report information You can create either a GASB Summary or Extract Detail report. The Summary Report will provide grand totals in a GASB report format.. The Detail Report will provide you with line item details. When you create a GASB report it will create a comma delimited file (.csv) which can be opened with a spreadsheet (such as Microsoft Excel). Once the extract file has been created, you can customize the report format by rounding off amounts, formatting the layout and style, adding footnote references, adding a Total column, etc. Note: Create a spreadsheet template to paste the extract files into so that all of your formatting changes can be applied instantly with each new report extract. Banner form The GASB Reports Parameters Form (FGAGASB) is used to create both your Summary and Detail GASB reports. Continued on the next page C-17

30 Creating GASB Reports, Continued Procedure Follow the steps below to create a summary report. Step Action 1 Access the GASB Reports Parameters Form (FGAGASB). 2 Double-click the Chart field. Note: If you leave this field blank, SCT Banner will create a report containing all charts of accounts. 3 Select a Chart. 4 Click the OK icon. 5 Select the fiscal year for your report in the Fiscal Year field. 6 Select the fiscal period for your report in the Fiscal Period field. 7 Select the GASB 35 Statement of Net Assets radio button or the GASB 35 Statement of Revenues, Expenses, and Changes in Net Assets radio button in the Report Type field. 8 Select the Summary radio button for the Data Extract Mode field. Note: If you select a summary income statement, there are two types of reports you can choose from. You can choose the Account or Program format for reporting Operating Expenses. 9 Select Extract report data to file from the Options menu. 10 Navigate to the extract directory location. 11 Review your report. Continued on the next page C-18

31 Creating GASB Reports, Continued Procedure Follow the steps below to create a detail report. Step Action 1 Access the GASB Reports Parameters Form (FGAGASB). 2 Double-click in the Chart field. Note: If you leave this field blank, SCT Banner will create a report containing all charts of accounts. 3 Select a Chart. 4 Click the OK icon. 5 Select the fiscal year for your report in the Fiscal Year field. 6 Select the fiscal period for your report in the Fiscal Period field. 7 Select the GASB 35 Statement of Net Assets radio button or the GASB 35 Statement of Revenues, Expenses, and Changes in Net Assets radio button in the Report Type field. 8 Select the Detail radio button in the Data Extract Mode field. Note: If you select a detail income statement, the choice of By Account or By Program does not change the contents of the extract. Both expense classifications will be included in the report. 9 Select Extract report to file from the Options menu. 10 Navigate to the extract directory location. 11 Review your report. Note: This report is a useful reconciliation and audit tool to verify that the GASB extract report agrees to the total of the ledgers and the reclassification entries. C-19

32 Reclassifying Data Extracts on a GASB Report Reclassifying guidelines Reclassification entries or adjustments to the standard ledgers may be necessary to bring the financial statements into compliance with GASB Statement 35 or 34. The reclassification entries are associated to a particular extract by Fiscal year and Fiscal period. Your entries must be dated in the same Fiscal period as the extract, and they are not cumulative from period to period within a Fiscal year. To create reclassification entries that cross Funds in different columns of your report, create claim on cash or Fund Balance entries to balance by Fund. Banner form The GASB Reclassification Entry Form (FGARCLE) is used for adjusting or reclassifying accounting transactions. Access this form from the Generate GASB Reports Menu (*FINGENGB). Note: Information collected on this form is not posted to the main ledgers, but is used for reporting purposes only. Continued on the next page C-20

33 Reclassifying Data Extracts on a GASB Report, Continued Procedure Follow the steps below to reclassify an extract entry. Step Action 1 Access the GASB Reclassification Entry Form (FGARCLE). 2 Enter NEXT in the Document Number field. Note: FGARCLE is a data entry form and a document retrieval form. 3 Perform a Next Block function to access the Header Information block. 4 Enter a chart of accounts code in the Chart field. 5 Enter a transaction date in the Transaction Date field corresponding to the fiscal year and period of the extract data. 6 Enter the document amount in the Document Total field. 7 Enter a description in the Description field. (click the note pad icon to add long descriptions. 8 Perform a Next Block function to access the Detail Information block. Note: Non-data enterable FOAP elements may be used. 9 Click the Search icon in the Fund field. 10 Select a fund code. 11 Click the OK icon. 12 Click the Search icon in the Orgn field. 13 Select an organization code. 14 Click the OK icon. 15 Click the Search icon in the Acct field. Continued on the next page C-21

34 Reclassifying Data Extracts on a GASB Report, Continued Procedure Continued Step Action 16 Select an account code. 17 Click the OK icon. 18 Click the Search icon in the Prog field. 19 Select a program code. 20 Click the OK icon. 21 From the Report Type field list, select GASB Enter a description in the Description field. Note: A description for each FOAPAL record is useful when querying. 23 Enter an amount in the Amount field. 24 Enter D (debit) or C (credit) in the D/C field. Note: Perform a Next Record function for the next line and repeat above. Debit and Credits must balance. The form records transactions similar to the JE15 rule class in baseline BANNER. 25 Check the Beginning Balance box if this entry should adjust the beginning net asset balance on the operating statement. 26 Select Validate Document for Balancing from the Options menu. 27 Review any error messages, and correct. 28 Select Complete Document from the Options menu to finalize reclassification. Note: There is no posting process for reclassification entries, and there is no option to delete completed entries. 29 Click the Exit icon. Note: To review your reclassification adjustment results, follow the procedure in Creating GASB reports to rerun your GASB reports using (FGAGASB). The extract does not need to be re-run after entering reclassifications. C-22

35 Reviewing Reclassified Data Extracts Review query Banner form Perform a query as an investigative tool to review your reclassification entries and trace their impact on the reports. The Transaction Reclassification Query Form (FGIRCLE) is used to review your reclassified accounting transactions. Procedure Follow the steps to perform a query and review your reclassified extracts. Step Action 1 Access the Transaction Reclassification Query Form (FGIRCLE). 2 Enter the Chart, Fiscal Year, and Fiscal Period values to identify the corresponding ledger extract data. 3 Select one of the six reports from the Report drop-down list. 4 Choose the query type by selecting one of the following radio buttons in the Display By field: Document, Attributes, or FOAP Elements. 5 Perform a Next Block function. 6 Enter a Fund attribute and either an Acct or Prog attribute for a query by Attribute. For example: I.e. the GASB statement line item. Note: For a query by FOAP Elements, enter your query using one or more elements. 7 Perform a Next Record function 8 Perform a Rollback function to begin a different query. 9 Click the Exit icon. C-23

36 Self Check Directions Question 1 Use the information you have learned in the Day-to-Day section to complete this self check activity. The FTMFATA form is where you would go to associate your institution s account types and codes, fund types and fund codes, and program codes to a GASB attribute type and value. True or False Question 2 To correct your attribute association errors, you would use the FGPGEXT process. True or False Question 3 When the extraction data process for a GASB report is run, it populates the GASB extract table FGWREPT. True or False Question 4 Running a GASB Summary report will provide you with line item details. True or False Question 5 Reclassification entries are associated to a particular extract by which of the following? A. Fiscal year B. Fiscal period C. Fiscal year and Fiscal period Question 6 The Transaction Reclassification Query Form is used to review your reclassified accounting transactions. True or False C-24

37 Answer Key for Self Check Question 1 The FTMFATA form is where you would go to associate your institution s account types and codes, fund types and fund codes, and program codes to a GASB attribute type and value. True or False Question 2 To correct your attribute association errors, you would use the FGPGEXT process. True or False Question 3 When the extraction data process for a GASB report is run, it populates the GASB extract table FGWREPT. True or False Question 4 Running a GASB Summary report will provide you with line item details. True or False Question 5 Reclassification entries are associated to a particular extract by which of the following? A. Fiscal year B. Fiscal period C. Fiscal year and Fiscal period Question 6 The Transaction Reclassification Query Form is used to review your reclassified accounting transactions. True or False C-25

38 Section D: Reference Overview Purpose In this section The purpose of this section is to provide reference materials related to the workbook. These topics are covered in this section. Topic Page Job Aid: Process Flowchart D-2 Job Aid: Seed Data D-3 Set Up Forms and Where Used D-4 Day-to-Day Forms and Set-Up Needed D-5 Forms Job Aid D-6 D-1

39 Job Aid: Process Flowchart COA elements: Fund, Org, Account Associate or map all COA elements (FAP) with an Attribute Type and an Attribute Value Seed data for Attribute Types and Values STANDARD DAT GASB ADJUSTMENT (FTMFATA) Modify ledger data, non-posting data, or both Reclassify ledger balances for GASB reports Review the Mappings: (FGARCLE) FTIFATA (online) FGAGASB Attributes Option (.csv file) Valid Attribute Assocations (.csv report) Non-posting ledger FGBRCLE Extract Data from the general and operating ledgers (FGPGEXT) List of active FAP with no valid association (.lis report) Review reclassification entries online (FGIRCLE) GASB extract FGW REPT Review Errors (no valid association) and Exclusions (FGAGASB) No Is the data Complete? Yes Create GASB Reports by Statement Type one at a time (FGAGASB) Sum of Errors and Exclusions (.csv report) Summary Balance Sheet (.csv report) Summary Rev. & Expense by Account (.csv report) Summary Rev. & Expense by Function/Prog (.csv report) Detail Extract and Reclassification for Reconciliation or Audit (.csv report) D-2

40 Job Aid: Seed Data Seed data The table details GASB Attribute Type Seed Data. COA Attribute Type Description F O A P A L GASB 34 Governmental Funds B G4-GF-A-1CA Assets Y Assets & Liabilities B G4-GF-A-2CL Liabilities Y Assets & Liabilities B G4-GF-A-9EX Exclude Assets/Liabilities Y Assets & Liabilities B G4-GF-FUND Governmental Funds Column Y B G4-GF-N-1NA Fund balances Y Net Assets B G4-GF-N-9EX Exclude Net Asset Y Net Assets B G4-GF-PROG Program code attributes for expenses Y B G4-GF-R-1OR Revenues Y Revenue & Expense B G4-GF-R-2OE Expenditures Y Revenue & Expense B G4-GF-R-3OS Other Financing Sources (Uses) Y Revenue & Expense B G4-GF-R-4SI Special Items Y Revenue & Expense B G4-GF-R-9EX Exclude Operating Accounts Y Revenue & Expense GASB 34 Government Wide B G4-GW -A-1CA Assets Y Assets & Liabilities B G4-GW -A-2CL Liabilities Y Assets & Liabilities B G4-GW -A-9EX Exclude Assets/Liabilities Y Assets & Liabilities B G4-GW -E-1ER Column for Expenses/Revenues Y Governmental Expense B G4-GW -E-9EX Exclude expenses/revenues Y Governmental Expense B G4-GW -FUND Government W ide Column Y B G4-GW -G-1RV General Revenue Y Governmental Revenue B G4-GW -G-9EX Exclude General Revenue Y Governmental Revenue B G4-GW -N-1NA Net Assets Y Net Assets B G4-GW -N-9EX Exclude Net Asst Y Net Assets B G4-GW -PROG Program Activities Y GASB 34/35 Business Type Activity (BTA) B G5-BA-A-1CA Current assets Y Assets & Liabilities B G5-BA-A-2NA Noncurrent assets Y Assets & Liabilities B G5-BA-A-3CL Current liabilities Y Assets & Liabilities B G5-BA-A-4NL Noncurrent liabilities Y Assets & Liabilities B G5-BA-A-9EX Exclude Assets/Liabilities Y Assets & Liabilities B G5-BA-FUND Public Inst BTA Column Y B G5-BA-N-1NA Net Assets Y Net Assets B G5-BA-N-9EX Exclude Net Asst Y Net Assets B G5-BA-PROG Program code attributes for expenses Y B G5-BA-R-1OR Operating revenues Y Revenue & Expense B G5-BA-R-2OE Operating expenses Y Revenue & Expense B G5-BA-R-3NO Nonoperating revenues (expenses) Y Revenue & Expense B G5-BA-R-4OT Other changes Y Revenue & Expense B G5-BA-R-9EX Exclude operating account Y Revenue & Expense D-3

41 Set Up Forms and Where Used Purpose Use this table as a guide to the set up forms and the day-to-day forms that use them. Setup Form Day-to-Day Form(s) Form Name Code Form Name Code GUAUPRF GASB Extract Process FGPGEXT GASB Reports FGAGASB Parameters Form GASB Reports FGAGASB Parameters Form GASB Reclassification Entry Form FGARCLE Transaction FGIRCLE Reclassification Query Form General User Preferences Maintenance Form Page D-4

42 Day-to-Day Forms and Set Up Needed Purpose Use this table as a guide to the day-to-day forms and the set up forms needed for each. Day-to-Day Form Setup Forms Needed FOAPAL Attribute n/a Association Form (FTMFATA) FOAPAL Attribute n/a Association Query Form (FTIFATA) GASB Reports Parameters General User Preferences Maintenance Form Form (FGAGASB) (GUAUPRF) GASB Extract Process See above (FGPGEXT) GASB Reports Parameters See above Form (FGAGASB) GASB Reclassification Entry See above Form (FGARCLE) Transaction Reclassification Query Form (FGIRCLE) Continued on the next page Page D-5

43 Forms Job Aid Purpose Use this table as a guide to the forms used in this workbook. The Owner column may be used as a way to designate the individual(s) responsible for maintaining a form. Form Name Form Description Owner GUAUPRF General User Preferences Maintenance Form Page D-6

44 Release Date This workbook was last updated on 2/2/2005.