The text file needed to upload the cash transactions should contain three types of records - funds (AF), departments (AD) and cash transactions (CT). There are three types of CT records. Type 1 is the beginning cash and encumbrance balances. Type 2 is the expenditure and current year encumbrance balances. Type 3 is the receipt balances.
The upload process will validate the AF records to ensure the fund numbers are 3 positions with leading zeros and the special cost center numbers are 4 positions with leading zeros. If not, the upload process will return an error message for each AF record not meeting the validation requirements and will not upload the file.
If the funds and/or special cost centers do not exist in the Web-GAAP system prior to the cash upload, the system will create the funds with the information in the input file which includes the fund - special cost center number, description and fund type. If the departments do not exist in the Web-GAAP system prior to the upload, the system will create the department codes with the information in the cash upload file. The cash upload may contain funds (fund-scc) that were created within the fiscal year being uploaded. After the cash upload, the maintain fund codes option under setup should be used to complete the setup process for the funds that were uploaded. The fund type should be reviewed to see if it is appropriate for reporting under GASB Statement No. 34. Additionally, the mapping, override close to accounts, major fund flag, budget flag, and so forth should be entered as appropriate for each fund and special cost center. If the fund and department records were entered prior to the upload, the system will not change the fund and department records as entered previously with the information on the AF or AD records.
The cash transactions are directed to the cash journal (by fund) and are identified as cash upload transactions. The upload should include beginning cash balances along with the receipt records and the expenditures (which have the encumbrances) records. If cash is uploaded, the system will not allow manual cash transactions to be entered through the cash journal but will allow adjustments or audit adjustments to the uploaded data as appropriate. This maintains audit trail and reports them in separate columns in the budget worksheets. Of course if cash is not uploaded, it can be entered using the manual cash transaction type and will be reported in the first columns on the budgetary worksheets similar to the uploaded amounts.
The cash transactions must contain the cash journal account numbers (receipt codes or expenditure function and object codes) and will be converted to GAAP accounts for the modified accrual, governmental restricted net assets and the full accrual trial balances within the Web-GAAP system. Additionally, the uploaded amounts will be rounded to the nearest dollar and will be stored in whole dollars. The published statements and trial balances are formatted to report whole dollars rather than dollars and cents. This rounding will allow the user to have all the amounts in the Web-GAAP system in whole dollars.
The upload process will validate the CT records to ensure the fund numbers are 3 positions with leading zeros and the special cost center numbers are 4 positions with leading zeros. If not, the upload process will return an error message for each record not meeting the validation requirements and will not update the file.
The upload process will also validate the CT records to ensure the function, object, and receipt codes are current, valid Web-GAAP codes. If not, the upload process will return an error message for each record not meeting the validation requirements and will not upload the file.
Finally, uploading the cash upload text file again will replace the old file with the new file. It will not duplicate the file.