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Training Tidbit: Annual Report and GASB 34 Reports Reminders

As you work to prepare your district’s Annual Report and GASB 34 Reports, take the following reminders into consideration:

  1. Be sure the most recent version of the School Accounting System is installed so that you have the current year’s format of the Annual Report and GASB 34 Reports.
  2. When generating the Annual Report and GASB 34 Reports, any invalid account numbers (those account numbers that are not included on the annual or GASB 34 reports) will display.  For the invalid account numbers with a balance (amount is not zero), decide how you want these amounts reported by completing one of the options below:
    • Crosswalk the invalid account numbers into account numbers that are reported on the Annual Report and/or GASB 34 Reports and then regenerate the particular parts of the reports.  The crosswalk option will permanently change the account number in the Chart of Accounts and everywhere it is found in the School Accounting System.
    • Complete manual journal entries to transfer the amounts to different account numbers that are within the reporting range and then regenerate the particular parts of the reports.
    • Manually make the changes to the Annual Report and/or GASB 34 Reports, if applicable.
    • For Iowa school districts only, to determine if there are any invalid account numbers for the Annual Report, complete the Iowa Annual Report option within the School Accounting System and then upload the file to the state’s website.  While completing the various stages on the state’s website, any errors or account numbers that need to be changed will be listed; complete one of the first two options listed above (as part of this step) to correct the errors and/or account numbers.
    • For Missouri school districts only, to determine if there are any invalid account numbers for the Annual Report, complete the Missouri Annual Report option within the School Accounting System and then upload the file to the state’s website for testing and verification of account numbers.
    • For Nebraska school districts only, to determine if there are any invalid account numbers for the Annual Report, complete the Nebraska Annual Report option within the School Accounting System and then upload the file to the state’s website for testing and verification of account numbers.
    • For Wyoming school districts only, the list of invalid account numbers are for the GASB 34 reports only; any account numbers that are invalid in the WDE report will appear when editing that report.
    • When generating the GASB 34 Reports, if a revenue account number has a year-to-date amount and there is not a row or column specified for it on the GASB Revenue screen, that account number will display as invalid.  This does not apply to South Dakota school districts.
  3. If you have manually edited parts of the Annual Report or GASB 34 Reports, do not regenerate those parts or the edits will be removed.
  4. If submitting an electronic file for the Annual Report, do not change the name of the file(s) as the School Accounting System will create the file(s) with the correct name(s).

For detailed instructions on the Annual Report and GASB 34 Reports (including the steps for editing), refer to the Annual Reports topic and GASB 34 Reports topic for your state in the Help File.  For step-by-step instructions on crosswalking account numbers, refer to the Crosswalking Account Numbers topic in the Help File.