Government Fund Analysis

This task allows districts to ensure its books are in balance in SchoolFi. 

Go to Budget > Account Maintenance > Govt Fund Analysis tab.  

NOTE:  if you would like a report of the data on the screen after the analysis is run, you can click on the PDF icon in the top, right corner of the screen.  

Understanding Tasks #1 through #6:

Tasks #1 through #6 will compare the subsidiary ledgers to their respective balance sheet accounts.   The results for all of these tasks should always be passed (green).   If you encounter a failure (red) for any of these tasks, you should review the respective balance sheet adjustments that were posted to the balance sheet account to identify the transaction(s) that have caused the general ledger to be out of balance with the subsidiary ledger.  

The District is not permitted to create a balance sheet adjustment to a control balance sheet account and all of the balance sheet accounts listed in tasks #1 through #6, so, after the District has identified the transaction(s) that have caused the failure, the District should submit a help ticket.  In the help ticket please identify the date the analysis was run, the task that has failed and the transaction number(s) that have caused the general ledger and the subsidiary ledger to be out of balance and the help desk will assist in correcting the transaction.

Understanding Task #7:

Task #7 will identify if a balance exists in budgeted fund balance for the special revenue fund (20-303).    The district can utilize the Special Revenue Fund Reconciliation Tab to specifically identify the program(s) that are generating the budgeted fund balance.  

Understanding Task #8:

Task #8 will identify if a difference exists from the budgeted fund balance sheet account (10-303) and the amount of the budgeted fund balance the District noted was included in the annual budget submitted to the NJDOE along with any subsequent adjustments approved by the Board of Education.  

Understanding Task #9:

Task #9 will identify if a difference exists from list of outstanding Payables and the respective 421 balance sheet account.  PLEASE NOTE that here will ALWAYS be a difference in Task #9 until the district closes the prior year.  When the prior year is closed, the general ledger balances are posted to the subsequent year's general ledger and the balance of the 421 (for the rolled over payables) wil not be rcorded in the subsequent year's general ledger until the starting entry is posted by the District. 

Understanding Task #10:

Task #10 will identify any expense accounts that are missing a BSR Line number and are not hidden from reporting.  Each and every expense account MUST have a BSR line number to be included in The Report of the Board Secretary (BSR).   If you need assistance with Setting / Reviewing the BSR Line Number please click on the highlighted text.

Understanding Task #11:

Task #11 will identify any accounts that are incorrectly set up.  Please navigate to the Financial tab and you can perform a search for accounts that "Has Configuration Errors".  Then click on the Edit button for the account with the error and the error can be fixed.

Understanding Task #12:

Task #12 will identify any lines, at the BSR level, that are overexpended.  

If you would like to see a listing of all the lines in the District's books of record that comprise the BSR line that is overexpended, navigate to the Financial tab, and search for expense accounts in the respective BSR Line.  Below are the search settings ofr the third line in the general fund above:

Purchase Order Health Check:

This section will analyze your purchase orders and return any that have issues that will need to be resolved.  

The district should review the purchase orders with errors and make the necessary adjustments to the respective purchase order(s) to clear the error.  To identify the specific purchase orders that have failed, navigate to the Budget >>>  Expenditures >>>  Purchase Order tab.  Please select all statuses (red box) and then select the PO Health Check that failed (purple box) and hit the Search button.  

The system will display only the purchase orders that failed the selected PO Health Check.  If the District can not determine how to correct the failed PO please submit a Help Ticket,  In the help ticket you MUST identify:  

               1.  The PO Health Check that failed  

               2.  The PO number that caused the PO Health Check to Fail

               3.  Any other pertinent information related to the PO failure

The Help Desk will either provide instruction on how the District can correct the issue, or, the Help Desk will correct the issue.  

Click HERE for an instructional "How-To" video to supplement the information above.