eReporting

1. eReporting 2012

2. The Basics School 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

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

4. Logon to eReporting Enter User ID and Password

5. On the Available Applications screen, select the appropriate eReporting access

6. Home Page for eReporting

7. Home Page (Continued)

8. View • View • View will be used to view any information you have previously loaded on the system • View can also be used to print a report. Edit • Edit • Edit will be used to enter your data manually or edit the data you uploaded.

9. Creating CSV file in Local Government For Uploading to eReporting IN LOCAL GOVERNMENT, GO TO:ACCOUNTINGREPORTSBOE ANNUAL FINANCIAL REPORT FROM 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 ESCAPE SCREEN APPEARS: SHOWS TOTAL # OF SELECTED FUNDS CHECK: YEAR SELECT ANNUAL FINANCIAL REPORT,ORIGINAL BUDGET, OR BUDGET AMENDMENT BY PUTTING X CHECK: 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

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

11. Click the Browse button to look for the SDE.TXT file Uploading into eReporting

12. Uploading into eReporting This dialogue box will come up. You will need to choose the L: drive from the dropdown. Further drill down to the Files folder and click on the SDE.TXT file. NOTE: You will need to be at the server to get your file.(For vendors other than Local Gov’t, ask your vendor about the CSV upload file.)

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

14. Click Send File to transmit. Uploading into eReporting L:\Files\SDE.TXT

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

16. Manually Entering Data Select Edit for the appropriate report.

17. Manually Entering Data Select correct reporting period from dropdown.

18. Manually Entering Data Select appropriate fund from dropdown

19. Manually Entering Data If editing Fund 142, you must select the appropriate subfund from the dropdown.

20. Manually Entering Data Enter (or edit) amounts in the appropriate lines. IMPORTANT: Enter amounts in whole dollars. DO NOT enter cents—this will cause rounding issues when you balance your report.

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

22. Beginning of Year Equity Adjustments Click onCreate Adjustment. • Fill in: • Date • Description • Amount • Then Save

23. Transfers for AFR and Budget Enter amounts and Save. If using 49800 or 49810, then Add Documentation will appear.

24. Transfers for AFR and Budget (Continued) • From dropdown, select the fund from which it was transferred. • Enter a brief description. • The amount should already be showing in the Amount box. • Click Save and Add Documentation is complete.

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

26. Balancing Your AFR Report Select the appropriate year from the dropdown.

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

28. Balancing Your AFR Report To move to the next page, select Summary 2 from the dropdown or click on >>Next>>

29. Balancing Your AFR Report On Summary 2, “Tot. Funds” should equal “Tot. Exp.”

30. Balancing Your AFR Report Remember to balance Fund 142 by subfund. Click on Show Subfunds in the upper right-hand corner.

31. Balancing Your AFR Report Each subfund should balance on both Summary 1 and Summary 2.

32. Balancing Your Budget or Budget Amendments From the Reports home page, select View in either the Budget Detail Report or Budget Amendments.

33. Balancing Your Budget or Budget Amendments After selecting the correct year, use the account function dropdown to select the “EXPENSE-Expenditure Summary” near the bottom of the list.

34. Balancing Your Budget or Budget Amendments Scroll to the bottom and write down your “Grand Total Expenditures” by Fund.

35. Balancing Your Budget or Budget Amendments Repeat the process for the Revenue Summary. Write down the “Grand Total Available Funds” by Fund.

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

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

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

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

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

41. Report Certifications To certify the report, check the box and click Save.

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

43. Brief Overview of eReporting Reports

44. Report Due Dates

45. SOURCE: No data entry required. Report pulls information from the PY AFR and the CY Budget Detail to determine the amount of Fund Balance available to be budgeted for any educational purpose.

46. 3% Fund Balance (continued) This test compares the amount of Beginning Unassigned Fund Balance Budgeted for Any Education Purpose to the amount of Fund Balance Available to be Budgeted. Available Fund Balance is calculated based Beginning Unassigned Fund Balance less 3% of Operating Expenditures (71100 – 73100 functions). What to do if Test Fails: Must correct budget by decreasing Operating Expenditures, increasing Revenues or budgeting Restricted, Committed or Assigned funds. Reference TCA 49-3-352 (www.michie.com)

47. SOURCE: Information is entered by CSV upload or manually from LEA financial reports. Summary Report is used for the purpose of balancing your report. USE: Annual Statistical Report and Report Card (per pupil) (http://www.tn.gov/education/reports_data.shtml), National Center for Education Statistics (NCES, U.S. Department of Education), and National Education Association (NEA)

48. BEP Components from the AFR Equipment: Supplies and Materials: Travel:

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

50. AFR Expenditures by Other Agencies (Continued) SOURCE: Expenditures paid by other agencies not reported anywhere else. Examples include: Central Finance, SRO’s, Capital Projects paid by City/County. USE: Expenditures reported in functions 71100-73100 are included in Per Pupil costs for the Report Card and are reported to NCES.