FID Module Financial Information Database

SMART: Product of Computer Services –

Wayne RESA: 33500 Van Born Road Wayne, MI 48184-2497 734.334.1300 734.334.1620 FAX www.resa.net Board of Education: James S. Beri Mary E. Blackmon Danielle Funderburg Lynda S. Jackson James Petrie Randy A. Liepa, Ph.D., Superintendent

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Table of Contents

MODULE OVERVIEW .............................................................................................................................................. 3

SECURITY .................................................................................................................................................................. 4

OPENING MODULE .................................................................................................................................................. 5

INITIAL SETUP .......................................................................................................................................................... 6

FUND MAP ......................................................................................................................................................................... 6

BUILDING MAP .................................................................................................................................................................. 6

TABLES ...................................................................................................................................................................... 8

SELECTION MASK BAR .......................................................................................................................................... 9

3 TYPES OF ACCOUNTS ............................................................................................................................................... 9

Revenues ............................................................................................................................................................... 9 Expenditures ......................................................................................................................................................... 9

Balance Sheet ........................................................................................................................................................ 9

ACCOUNT MASK ...................................................................................................................................................... 10

RECORD TYPES ........................................................................................................................................................ 10

FID DETAIL SCREENS ........................................................................................................................................... 11

ERROR FREE SCREEN ............................................................................................................................................... 12

ERROR LIST.............................................................................................................................................................. 14

Changing FID number in Ledger Maintenance .................................................................................................. 14

Recalculating Dollars ......................................................................................................................................... 15

Printing Error List .............................................................................................................................................. 16

FID Error Messages ........................................................................................................................................... 17

Exporting Data to an Excel Spreadsheet ............................................................................................................ 19

BUILDING ERRORS OPTIONS .................................................................................................................................... 20

To Correct Building Errors................................................................................................................................. 20

To Spread Money between Multiple Buildings ................................................................................................... 21

Saving Masks ...................................................................................................................................................... 25

Using Saved Masks ............................................................................................................................................. 26

EXCLUDED ACCOUNTS............................................................................................................................................. 27

REPORTS .................................................................................................................................................................. 28

EXTRACT TEXT FILES FROM SMART FID MODULE .................................................................................. 29

NOTES .................................................................................................................................................................... 30

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Module Overview FID is one of the Centers for Educational Performance and Information’s (CEPI) warehouse data sets. The FID application streamlines the process school districts use to submit financial data to the State of Michigan (Balance Sheet, Revenues, and Expenditures). The application provides various stakeholders with user-friendly financial information at district and school levels.

The SMART FID Module prepares a state 1022 compliant file to upload to the states’ FID application. This module uses the SMART ledger and the fid # field for the Financial Information Database (FID). It provides override capability for building level reporting, and other necessary adjustments; as well as error reporting, and detailed audit reports.

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SECURITY The user must have authorization to SMART FID Module.

The user must also have authorization to SMART Transaction Analysis and Full authority to View all responsibility codes to access all accounts.

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Opening Module The FID module is accessed from the Finance menu, FID. The first time the module is used, a dialog box will appear to install the module. Press the YES button to install the FID module. If you are a current user an update may be prompted which should be taken.

Choose fiscal year reporting period, 2017-2018. Click Actions, Apply Ledger Changes and accounts will appear.

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Initial setup The FID Module must be customized to the district to provide accurate information. This initial setup is done from the setup screen. Click on the setup tab at the left of the screen. Under the Setup tab are tabs for Building Map and Fund Map.

Fund Map

The Fund Map is populated for all districts with a standard (generic) Fund Map. Exclude any funds not available in the district. Press Tab or click the paper with the sunshine to enter a new fund on a new line. Press the hand with the eraser to delete any lines not necessary. Check the GL100 (Trial Balance) to see the funds used at your district and use the 1022 Appendix to map district alpha fund codes to the correct 2-digit state fund code. The Fund Map must be accurate to begin processing FID Records.

Building Map

The FID module uses this table to substitute the state School code number for the Building Ledger code when necessary to submit 1022 compliant ledger records to the FID.

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Account Building – 3 digit building code from host ledger 11-111-1111-BBB-111-111 State School Code – 5 digit school code master assigned by the State of Michigan Official Building Name – Name on file with the State of Michigan

If the screens are not fully populated, there is a pull down menu to select the 5-digit school code master assigned by the State of Michigan. This will fill in the State School Code and Official Building name on file with the State of Michigan.

To add a new building:

Go to the end of the list and press tab to open up a new row or use the piece of paper with the sunshine to add a new record. Type in the Building field from the host ledger (11-111-1111-BBB-111-111) for the Account

Building field. Click the State School Code and a drop down table of schools will appear. Select the correct State School Code and the Official Building Name will also be selected.

To delete a building no longer opened, click on the building row and click on the hand with the eraser.

Note: Due to Sharetime you may add schools that are not in your district. The Building Name will not show for those.

Use tab to move between the fields and the delete key to delete fields

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Tables

There are 8 tabs on the Tables menu used to verify FID numbers. These tables will be modified as changes are made to the 1022 Appendix.

Tables come from the 1022 Appendix and are used to verify the FID numbers.

Balance Class - Assets and Liabilities (2) The Class Code (Function) has to be valid for a

particular Fund.

Cost Code – Expenditures (1) are checked for valid cost codes. Those with 9*** and 0000 are ignored.

Expand Building – Function areas that are required to be reported to CEPI at a building level.

Expense Function – Expenditures (1) The Function Area must be valid for a particular Fund Mask.

Expense Object – Expenditures (1) The Object Code must be valid for a particular Function Mask

Expense Program – Expenditures (1) Program Code must be correct and used with an allowable function. Can use programs starting with 9 and all zeros 000 will not give error.

Revenue Class – Revenues (0) The Class Code (Function field of Revenue) must be valid for a

particular Fund.

Revenue Suffix – Revenues (0) The Suffix (Cost) must be valid with the appropriate Revenue

Function (Major Class).

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Selection Mask Bar

Use the Menu Bar to break accounts into smaller chunks of data with which to work. All accounts fall into one of 3 types (Trans Code).

3 Types of accounts

Revenues

Revenues have a transaction code or class number of a 0.

Expenditures

Expenditures have a transaction code or class number of a 1

Balance Sheet

Balance Sheet accounts have a transaction code or class number of a 2 Type in the transaction number or select from the pull down menu to change between revenues, expenditures and balance sheet accounts.

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Selection Mask Bar

Account Mask

Use the FID Fund (2 digit number) such as 11 to break data down into smaller chunks. Select the Alpha Fund Code from the drop down menu to work with one fund. To work with only one function such as elementary schools type 111 in the function. Certain object codes can also be selected.

The Building is a pull down menu used to select a building from the populated list. This is only available if the Trans Code is a 1 for Expenditures.

Wild Card Use on Selection Mask Bar A blank can be used as a wildcard in the following fields to pick up any values after the first digit

FID Fund – example 3 will display all funds beginning with 3 Cols/Fun – example 11 will display all functions beginning 11 Sufx/Obj – example 51 will display all objects/suffixes beginning with 51

Selection Mask Bar Continued

Record Types

On the right side of the selection bar are boxes to check to select different record types.

A Select detail accounts

Alpha Fund for General Fund, Expenditures for one function and one Building: FID Fund Fiscal Year

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B Subtotals of A (detail accounts)

C Override Records

D Subtotals (B) Plus or Minus Override Records (C) Adjusted Record D Records are exported to FID

Zero Show accounts that have 0 in Last Year Actual Use Any Combination of record types and masks. Example of detail (A) Records for General Fund Expenditures for Elementary Instruction:

Alpha Fund Code Expenditure Function 111 Only show Account Detail for Fiscal Year

FID Detail Screens

The FID Detail tab provides access to 4 screens:

Error Free Screen – Those accounts and overrides producing valid FID numbers

Error List – Those accounts that have an invalid FID number when crosschecked to the FID tables.

Excluded Accounts – The accounts that do not have YTD actual for the reporting period or have an invalid fund.

Building Errors – Those accounts that do not have a valid building code for the expenditure functions that CEPI requires to be reported at a building level. This screen is only available for trans code 1 (Expenditures). Detail accounts will only show on the building error screen if the invalid building number is the ONLY error.

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Error Free Screen

This screen shows accounts that pass the FID requirements and do not have any errors. View this screen in different ways by using the check boxes. To see the accounts at an account level detail that are error free, select the A box. Select D to get totals of the rolled up accounts that will be uploaded for FID.

D record is sent to FID

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To override dollars right click on the D record. This will allow dollars to be moved from one FID number to another to correct balances. You must click on the piece of paper with the sunshine behind it in order to get a line to begin entering your fid override account. Click in the linked Fid Column and start keying in the FID account that you want the other side of the adjustment to be made. The figure you key in the Amount (or Begin Override Amount if balance sheets account) affects the D account or Selected FID with the override as entered and do the opposite sign amount to the Linked FID Account. When all information has been entered, be sure to click on update FID.

Balance sheet accounts have two balances that can be overridden, Beginning Balance (Begin Override) and Ending Balance (Bal Override). Revenue and Expense accounts will only have the Ending Balance or (Bal Override) to override.

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In this example the override amounts will be added to the Selected FID of 412402000000000 and will be subtracted from 412412000000000. The amounts that are viewed are the Last Actual for Revenue, Expense and most Balance Sheet accounts. For Balance sheet functions starting with a 7 the current year balance is listed. These functions are considered fund equity and would have been updated in the fiscal close.

Error List

These are the accounts that do not meet the FID requirements. An error text message is provided telling what is wrong with the account number.

Use the 1022 Accounting Manual to help correct the errors.

Account Number Error Options

Change FID # in SMART Ledger Maintenance for the account Build a 1022 compliant account and do a prior year journal entry In the future year you can build a new account or do a 1022 conversion.

Changing FID number in Ledger Maintenance

Access the Ledger Maintenance Module and find the account by using the grid, then click on the detail tab or double click on the account. On the detail ledger change the FID number by clicking in the field and typing in the correct 1022 compliant FID number. Exit the Ledger Maintenance Module and in the FID module Click on Actions, APPLY LEDGER CHANGES. Selecting Apply Ledger Changes will also Recalculate FID automatically.

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Recalculating Dollars

When dollars are overridden in the FID module, select FILE, RECALC FID to update D Totals.

After Recalculation is finished, FID Calculation is Complete will appear on the right bottom corner.

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Printing Error List

To print an error list use the menu at the top of the screen.

Select View Error Report and then print or export the error list. This error list contains all three trans codes, revenues, expenditures, and balance sheet accounts.

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FID Error Messages

Error Number

Error Explanation

1000 Alpha Fund is Null The Alpha Fund Code for this account is not mapped to a 2-digit numeric fund code. Under Setup, Map, enter the alpha fund code for this fund and its appropriate numeric code.

1010 Transaction Code Wrong The transaction code does not match a 0 Revenue, 1 Expenditure or a 2 for the Balance Sheet.

1020 Building Map is Missing The 3 digit building code used for this account is not mapped in the building map. Add it to the building table or override the building code on the Building Error Screen.

1030 Balance Sheet Class Is Missing The balance sheet function being used is not a valid function per the 1022 manual.

1035 Balance Sheet Class Has Wrong Fund The balance sheet function being used cannot be used with the fund that is being used.

1040 Revenue Class Is Missing The revenue function being used is not a valid function per the 1022 manual.

1045 Revenue Class Has Wrong Fund The revenue function being used cannot be used with the fund that is being used.

1050 Revenue Has Wrong Suffix The suffix that is being used cannot be used with this Revenue Major Class. If this suffix is only used for internal account breakdown purposes use a suffix code above 1000

1055 Expense Function Is Missing The function being used for this expense account is not a valid function per the 1022 manual.

1060 Expense Function Has Wrong Fund The expense function used in this FID account is not to be used with the fund being used.

1065 Expense Object Is Missing The object being used is not a valid object per the 1022 manual.

1070 Expense Object Has Wrong Function The object cannot be used with the function it is being used with.

1080 Cost Center is Not Valid The cost field does not match the State Code.

1100 Incoming & Outgoing Transfers Not The Same Functions beginning with a 6 on the expenditure side must match Revenue Major Class starting with a 6 on the revenue side.

1110 Salary With No Benefits For the function noted, there are salary expenses (objects beginning with 1) with no benefits expense (objects beginning with a 2).

1115 Benefits With No Salary

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For the function noted, there are benefits expenses (objects starting with a 2) but no salary expenses (objects starting with a 1).

1120 Sum of Beginning Balance Not Zero The beginning balance sheets do not balance either because of an override or an incorrect fund balance code is being used.

1125 Sum of Ending Balance Not Zero The ending balance sheets do not balance either because of an override or an incorrect fund balance code is being used

1150 Program is not valid

1160 Program has incorrect Function

9000 Revenue FID Has A Debit Balance The balance in this FID has a debit balance but should naturally have a credit. This FID will need to be netted against another FID with a credit balance with a greater value. This is done on the error free screen.

9100 Expenditure FID Has A Credit Balance The balance in this FID has a credit balance but naturally should have a debit. This FID will need to be netted against another FID with a debit balance with a greater value. This is done on the error free screen.

9200 Balance Sheet FID Should Be A Credit Balance This FID should naturally have a credit balance (liabilities) however is a debit balance. This FID will need to be netted against another FID with a debit balance with a greater value. This is done on the error free screen.

9250 Balance Sheet FID Should Be A Debit Balance This FID should naturally have a debit balance (assets) however it is a credit balance. This FID will need to be netted against another FID with a debit balance with a greater value. This is done on the error free screen.

9701 Balance Sheet Beg Balance is out of Balance The beginning balance sheet is out of balance because an account is showing on the error tab or an improper fund equity function was used. Also an unbalanced override may have put the balance sheet out of balance.

9702 Balance Sheet Ending Balance is out of Balance The ending balance sheet is out of balance because an account is showing on the error tab or an improper fund equity function was used. Also an unbalanced override may have put the balance sheet out of balance.

2006001 Fund Function Transfers Do Not Balance Transfer Functions 6** do not balance for revenue and expense by fund with its offsetting fund.

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Exporting Data to an Excel Spreadsheet

Once the report data has been selected from the Selection Criteria, the data can be exported to an Excel spreadsheet.

Click the Print preview button ( the menu, click File | Print Preview). A print preview of the report will come up on the screen.

Click the Export button menu bar and the Export box will appear.

Select Excel 5.0 (Extended) under Format; select Disk File under Destination via a drop-down menu. Choosing the Excel 5.0 Extended option will allow selection of specific exporting options.

Once the records have been exported, a dialog box will appear, showing the record count. The tile can now be opened in Microsoft Excel under the path. Choose the path and filename where the file should be saved.

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Building Errors Options

Important: DO NOT correct building errors before correcting errors found on the Error List Tab.

Accounts show on building error screen only if the following conditions are met Account has no other errors It has an expense function that is reportable at a building Level

To Correct Building Errors

Assign to another valid building or Spread dollars between multiple buildings

To assign to another valid building:

Right click on the A record.

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A set account FID screen will appear. Use the drop down menu under building to choose the building.

To Spread Money between Multiple Buildings:

Right click on the D record to override.

The FID Data Override Screen appears.

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Money can be divided by full percentages between buildings or by actual dollar amounts. Notice that the amount that remains to be spread is displayed here.

To change a FID data override, right click on the ‘C’ record.

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To delete a split or start over again, press the pencil eraser on the menu and all entries are returned to zero percent.

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To clear out all overrides and start over, from the Menu Select Actions, Clear Overrides. Use this feature with caution as it will clear every override entered. The overrides cannot be retrieved.

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Saving Masks

To use a masking scheme again save it with a name. The mask can be used again on other summary D records to split everything evenly between buildings. Create a mask for elementary schools, one for high schools, and one to split everything 10% between the first 10 accounts. To save the mask: From the Menu select MASK Save AS and type in a name.

The masks are saved from year to year and can be modified with the new percentages.

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Using Saved Masks

Select Saved Mask from pull down Menu Use the arrow Icon next to the pull down Mask list to apply mask Make any percentage or dollar changes. Save the mask again by selecting MASK, Save from

the menu Click the Update FID button

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Excluded Accounts

This is a listing of all accounts left off the error or error free report. The reason for the exclusion is listed to the right.

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Reports Many reports are available depending on the type of record. Revenues, expenditures, and balance sheet accounts have different reports. The content of the report is based on the content in the Mask Selection Bar. Use the Print Preview icon to preview the selection before printing.

If selecting Expenses, select View, Expense Detail Report. When selecting Revenues, a Revenue Detail report is available. Balance sheet Reports are available under View, Balance Sheet Detail Report

A FID Override Report is available under View, FID Override Report. Choices available are: Revenue, Expense or Balance Sheet.

An error report is available under View, Error Report. This report includes all trans codes and account balance errors.

Balancing

Use the Selection Bar to balance Revenues (trans code 0), Expenditures (trans code 1) and Balance Sheet (trans code 2) to the Audited Financial Statements by fund. Use this method to balance by function also. Choose only the D, or total records, to get accurate balances.

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Extract Text Files from SMART FID Module When all files are balanced and ready for submission to CEPI, the files need to be extracted for submission. Select File Export Text and select Balance Sheet. Do this for all three files, Balance Sheet, Expenditures and Revenues.

The files are saved to the PC in the following files:

File Folder Location – C:ResaApps\Temp File Names: Revenue R82***2018.CSV

Expenditures E82***2018.CSV Balance Sheet B82***2018.CSV

The files are named using the alpha code for the file type(R, E or B), the 5-digit state district code and the four-digit fiscal year. All files are saved with a .CSV file extension. The location of the files is required when uploading the data to the CEPI FID Application.

PSA’s are required to do an ESP (Entity Service Provider) file to give further detail for purchased services. This file is named P8***2018.CSV and is created manually in Excel and then saved as a CSV file.

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NOTES

Fixed Assets

If uploading 91 and 92 funds to the CEPI website, (Fixed Assets and Long-Term Debt) do not key the information in the Data District Entry screens again for this information. The data does now display on the CEPI site because it pulls from the uploaded files.

Special Ed Center Program Expenses

Fund X (Special Ed) accounts with function 122 do not require a building number and will not show up as a Building Error if a building is not used. However, the state requires that 80% of all district amount functions be allocated to a building. If you have a large center program you may exceed the 20% unallocated.

If necessary allocate your center program to a building by using Actions, Special Education, Set All Buildings and choose one of the valid school building for your center program. All accounts beginning 22-1-122 will be assigned to this building.

To clear this assignment access Actions, Special Educations, Reset Buildings and these accounts will be unallocated to a building.