GA TIGA Report
Overview
The goal is to create a process to allow School Districts to submit one file that contains all of the information to meet both audit requirements and compliance requirements. To achieve this goal, a review has been performed of the current layout of data submitted by the School Districts. These records have been aligned with the requirements of the new legislation (SB389). One delimited comma separated(.csv) file submitted
Report Frequency
Yearly.
Eligibility Criteria
All transactions that comes under Ledger Level “OB” are eligible to be reported.
BusinessPlus Setup
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Setup
Before a report can be generated, the reporting interface must be accessed and necessary data set up completed. This configuration information is used by the Load and Submission processes.
The following options need to be configured under the ‘Setup’ menu:
Site Profile
Ledger Profile
Functional Mapping
Site Profile
Click Site Profile to define entities and their ‘Site Profile’ details. This information is used by the Load and Submission processes for the defined entities. At least one Site Profile record is required.
To add details about a ‘Site’, enter data in the fields of this window as described below.
Field | Description |
Entity* | ID of the entity/employer. The entity should be a valid entry as defined in BusinessPLUS. Once saved, the value cannot be changed. |
Employer Name* | Name of the employer for whom the entity is defined. |
Employer Address* | First line of the employer’s address. |
Employer Address (2) | Second line of the employer’s address. |
Employer City* | City in which the employer is located. |
Employer State* | State in which the employer is located. Click for the list of states. |
Employer Zip Code* | Numeric zip code of the employer’s location. This field accepts only five numeric characters and does not accept if all the five characters are zeroes. |
Employer Zip Code Extension | Numeric zip code extension of the employer’s location. This field accepts only numeric characters of 4 digits or less. |
Employer State Identification Number |
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Columns marked with * are required fields in edit mode.
Ledger Profile
Click Ledger Profile to define ledger and the account segment mappings.
Insert New Ledger Profile
Click the Insert button in the Ledger Profile section to create a new Ledger Profile.
On the New Ledger screen enter Ledger Name and Description and click Ok to save the ledger.
Add Account Segment Mapping
To add Account Segment Mapping to the Ledger, select the Ledger in the Ledger Profile grid and click the Insert button below the Account Segment Mapping grid.
On the New Segment Mapping window, select the ‘Segment Name’ and the ‘External Name’ to be mapped as well as a description, then click OK to save.
Repeat this until all the required segments are mapped to an External Name.
Functional Mapping
Click Functional Mapping in the TIGA GA window.
Now click on Insert.
Select Ledger, Maps To, Part/Group, and enter the comma-separated list of codes. Click OK to save.
Instance
Click Instance to configure a ‘Report Instance’ for each report to be created.
Set up a report instance for each year the report will be run.
Field | Description |
Name * | Name of the report instance as defined by the user. Example: 2010 TIGA Report |
Ledger * | Select the Ledger for which the submission is required Click for the list of ‘Ledger’. NOTE: Once the instance is created and saved, the ‘Ledger’ value cannot be changed. |
Year* | Year for which the submission is required. Click for the list of ‘Year’. By default, the ‘year’ values are populated with a span of 2 consecutive past & 2 consecutive future years along with the current year. Example: 2010 NOTE: Once the instance is created and saved, the ‘Year’ value cannot be changed. |
Start Date* | Start date of the report for which the submission is required. Click to select the date. NOTE: Once the instance is created and saved, the ‘Start Date’ value cannot be changed. |
End Date* | End date of the report for which the submission is required. Click to select the date. NOTE: Once the instance is created and saved, the ‘End Date’ value cannot be changed. |
Entity ID * | Entity for which the submission is required. This Entity drop down has the entity created through the Site Profile screen. Click for the list of ‘Entity’.
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Columns marked with * are required fields in edit mode.
Load
Click on ‘Load’ option to extract and load the TIGA records into the maintenance table.
See the Submission File Layout section for the BusinessPLUS source of the reported data.
To load data for an instance of a report, enter data in the fields as described below.
Field/Button | Description |
Report Instance* | Click for the list of report instances. Select the desired report instance. |
Notes | Enter a note related to report instance or load that is to be performed. |
Load (Button) | Click to load maintenance records into maintenance table. |
Columns marked with * are required fields to Load.
After clicking ‘Load’ the following window appears, to indicate that the ‘Load Process’ has begun. Click on the ‘OK’ button to proceed further.
Maintenance
Click the Maintenance tab to view Load Process results, including generated errors. Data manipulation is allowed on the extracted employee data.
Insert
The ‘Insert’ option is used to add new record to the maintenance table. A new window is displayed for the user to enter the audit history details.
‘SEGEMENT 01 to 06’, ‘Post Date’ and ‘Transaction Description’ are mandatory fields and all other fields can be left blank
Federal Flag must be either left Blank or enter FE
Expense Flag and Per Diem Fee Flag should be Y or N
Possible Error & Warning Messages
Below is the list of possible error / warning messages displayed on the ‘Error Log’ section in ‘Maintenance’ window & the resolutions to rectify these:
Error / Warning Message | Resolution |
“Invalid Start Date – 01/01/1=2000 Configured for the report Instance for the fiscal year -2009. Following are valid period start date for ledger GL’:07/01/2008,08/01/2008,09/01/2008,10/01/2008,11/01/2008,01/01/2009,02/01/2009,03/01/2009,04/01/2009,05/01/2009,06/01/2009” | Set up a valid start date for the report instance in the Report Instance screen. |
“Following Segment Mappings – SEG01,SEG02,SEG03,SEG04,SEG05,SEG06 not configured for Ledger – GL. Terminating package Execution” | Configure Account Segment Mapping in the Ledger Profile screen for the missing segments |
Submission
After confirming the maintenance data, click Submission to create the file to be submitted to the state.
To create a report file for submission, data is entered in the fields as described below.
Field/Button | Description |
Report Instance* | Click for the list of report instances. Choose the report instance which is to be submitted. |
Notes | Any notes applicable to the submission job. |
Filename* | System generated or user defined file name for the submission file. The filename should always end with the ‘.txt’ extension. The filename cannot contain these characters ‘\:/*?”<>|’ NOTE: The path where the file is saved is already configured in the application and should not be entered here. In some reports, the report name is auto-generated and hence the text filename cannot be changes for such reports. Example: 2011_Quarter2.txt |
Report Instance Details | Details for the selected ‘Report Instance’. |
Last Submission for the Selected Report Instance | The date (Last Submission) and user (Created By) who performed the last submission and the note that was entered for submitting the selected ‘Report Instance’. |
Double Arrow (Button) | Regenerate the Filename. |
Generate Report (Button) | Create report file with data from maintenance table. |
View Report (Button) | View the submission file report. |
Columns marked with * are required fields to ‘Generate Report’.
Only if the ‘Load’ is performed on the report instance, the report instance will appear in the ‘Report Instance’ dropdown list.
If required fields are empty or have an invalid value, an error is logged which can be corrected from the ‘Maintenance’ screen.
Submission File Layout
The following table shows the field numbers, field names, and the source of the data in BusinessPlus.
# | Position | Type | Size | Field | Source Table | Source Column | Description | Business Logic |
1 | A | A | 4 | STATE EIN | NA | NA | Employer State Identification number | Picked from Site Profile State EIN field |
2 | B | N | 4 | FISCAL YEAR | NA | NA | Fiscal Year | Picked from the Report Instance |
3 | C | A | NA | VENDOR ID | glt_trns_dtl | glt_pe_id | Vendor ID | Federal ID if we have one: if Vendor is 'N/A..N/A' or ' ' or null then set to blank and do no more lookup, else select tin from pe_vendor_dtl where pe_id=Vendor Number if found and there is data in then Replace the Vendor Number with the TIN |
4 | D | A | NA | VENDOR NAME | pe_name_mstr | pe_name | Vendor Name | select pe_name from pe_name_mstr where pe_id=Vendor Number's PE ID (Do not use the TIN here, always use the PE ID) if not found then Blank out both the Vendor and Vendor Name end if |
5 | E | A | NA | AMOUNT | glt_trns_dtl | glt_dr,glt_cr | Amount | if glo_bal_type = "DR" then compute Amount = Amount + (glt_dr - glt_cr) else compute Amount = Amount + (glt_cr - glt_dr) |
6 | F | A | NA | OBJECT | NA | NA | Object | If ledger_type = "6" or "7" then use SEG06,If ledger_type = "4" or "5" then use SEG07 All else use SEG08 if glo_obj_mstr.glo_type = “AS” set to “1” (Revenue) if glo_obj_mstr.glo_type = “LI” set to “2” (Liability) if glo_obj_mstr.glo_type = “FB” set to “3” (Fund Balance(Net Asset)) if glo_obj_mstr.glo_type = “RV” set to “4” (Revenue) if glo_obj_mstr.glo_type = “TI” set to “5” (Transfer In) if glo_obj_mstr.glo_type = “XP” set to “6” (Expenditure) if glo_obj_mstr.glo_type = “TO” set to “7” (Transfer Out) if glo_obj_mstr.glo_type = All Else set to “8” (Not Applicable) |
7 | G | A | NA | FEDERAL FLAG | NA | NA | Federal Flag | if part/group maps to the "FED" in Federal Mapping Screen map to code in ga_ahis_map then set this to "FE" else set this to blank |
8 | H | A | 3 | FUND | NA | NA | Fund | SEGMENT 01 |
9 | I | A | 4 | PROGRAM | NA | NA | Program | SEGMENT 02 |
10 | J | A | 4 | FUNCTION | NA | NA | Function | SEGMENT 03 |
11 | K | A | 4 | FACILITY | NA | NA | Facility | SEGMENT 04 |
12 | L | A | 4 | SOURCE | NA | NA | Source | SEGMENT 05 |
13 | M | A | NA | DOCUMENT | glt_trns_dtl | glt_ref/ck_no | Document | if (glt_type = BF) then set to "BEGINNING BALANCE"else if glt_ck_no > " "set this to glt_ck_no else set this to glt_ref |
14 | N | A | NA | REFERENCE |
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| set this to glt_ref2 |
15 | O | A | 8 | DATE | glt_trns_dtl | glt_dt | Date |
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16 | P | A | NA | DESCRIPTION | glt_trns_dtl | glt_desc | Description | if (glt_type = BF) then set to "Balance Forward" else if (glt_subs_id is in('1','2','3','4') set to "Payroll" (To remove any sensitive payroll information) Blank out Vendor and Vendor Name else use glt_desc |
17 | Q | A | NA | LOCAL ACCOUNT | glba_budact_mstr | glba_fqa | Local Account |
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Data Types:
A/N - Alpha Numeric, left justified, and blank.
N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
Submission Report
The submission file report can be obtained on clicking Generate Report or View Report buttons on the ‘submission’ window.
About
The About screen displays system level information about the report such as the version, report name and database details.