STATE OF CONNECTICUT ANNUAL UCOA TRIAL BALANCE SUBMISSION Training Guide State of Connecticut Office of Policy and Management May 2019 Abstract This document describes the use of the UCOA Mapping Tool for Annual Trial Balance Submission for benchmarking purposes.
20
Embed
State of connecticut ANNUAL UCOA TRIAL BALANCE SUBMISSION... · Format Trial Balance for Upload . 1. Format the trial balance so that: a. Only the municipality’s entire account
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
STATE OF CONNECTICUT ANNUAL UCOA TRIAL
BALANCE SUBMISSION Training Guide
State of Connecticut Office of Policy and Management May 2019
Abstract This document describes the use of the UCOA Mapping Tool for Annual Trial Balance Submission
for benchmarking purposes.
1
Table of Contents Purpose ................................................................................................................................................... 2
Obtain Trial Balance File from the Local Accounting System .................................................................... 2
Format Trial Balance for Upload .............................................................................................................. 3
Steps Prior to Upload .............................................................................................................................. 6
Step 2 New Accounts ............................................................................................................................. 10
Step 3: Final Checks ............................................................................................................................... 13
Step 4: Certify the Data ......................................................................................................................... 14
Appendix I ............................................................................................................................................. 15
Purpose This guide will assist Municipalities in submitting their Trial Balances to the State of Connecticut’s CT UCOA App. The website URL is https://ucoa.ct.gov. Please do not use Internet Explorer. Google Chrome, Mozilla Firefox or Microsoft Edge are preferred browsers.
This guide is intended for municipalities that have had their charts mapped over to the UCOA in previous years.
Please note, if you are converting your chart of accounts over to the UCOA or you have implemented an entirely new chart of account system, please download the Guide for New Chart of Accounts.
If you use QuickBooks or Peachtree as your accounting system, you will need to read the Guide for Uniformed System of Accounting Schedule. If you are unsure, the UCOA App will automatically select the process for you based on prior year submissions.
Obtain Trial Balance File from the Local Accounting System 1. Generate your trial balance from your accounting system and open it in Microsoft Excel.
Please note, that any reference to trial balance means a file that includes all accounts from your local account system. This includes ALL Funds (not just General Fund), and ALL Asset, Liability, Fund Balance, Revenue, and Expenditure accounts
All Revenue, Liability, and Fund Balance accounts should be Negative. While Assets and Expenditures will be Positive.
You should generate your trial balance in the same manner you generated your trial balance when your organization submitted it to the State’s UCOA project for initial mapping purposes. Make sure this file includes your local account code and ending balance for balance sheet accounts, and cumulative actual amounts for operating statement accounts. An example trial balance file from a typical accounting system is included below.
Format Trial Balance for Upload 1. Format the trial balance so that:
a. Only the municipality’s entire account string appears in Column A and b. Each account’s ending balance appears in Column B of the same row.
i. NOTE: If you use SunGard Phoenix, please make sure to use the actual Revenue and Expenditures for the current year. This accounting system displays the Over/Under budget amount in the column defined as Ending Balance
See below for a picture of the Account number in Column A and the account Balance in Column B in an Excel worksheet.
4
2. Note number of rows and sum total: You will be using this file to upload balances into the system. At this point, it is helpful to note the number of accounts, or rows, on this trial balance file and the sum of all accounts. You may use these figures to compare to the batch total after upload. Column A should be formatted as Text, and Column B should be formatted as Numbers. You may set your cells by:
a. Highlight column A. b. Format the cells to Text via the Home Ribbon > Numbers and selecting “Text”. c. Highlight column B d. Format the cells to Number via the Home Ribbon > Numbers and selecting “Number”.
3. Save Your Formatted Trial Balance as a Comma-Separated (CSV) File
a. Click File > Save as, Browse to your desired location. b. Select ‘CSV (Comma delimited) (*.csv)’ as your “Save As” type.
*Note if you save your file to a .csv extension, you will receive the following warning prompt from Microsoft Excel: “Some features in your workbook might be lost if you save it as a CSV (Comma delimited).” Click “Yes” in the pop-up window when prompted
4. You may close out of your Excel Trial Balance File.
5
TIP If you would like to review your file, we suggest opening the file in notepad. If you re-open your trial balance .csv file in Excel, your account numbers and/or ending balances may lose their text formatting and convert to scientific notation. The mapping tool will be unable to read the data. Opening the file in notepad will not corrupt the data and will enable you to review the file for incorrect data or extraneous rows. You may open the trial balance in Notepad by:
1. Opening windows file explorer. 2. Browsing to the folder where you saved the .csv file. 3. Right-click on the file’s name 4. Selecting “Open With”, and then “Notepad”.
6
Steps Prior to Upload 1. Log-on to https://ucoa.ct.gov using your Username and Password.
2. After you log in, you will be brought to the main Home page.
a. You will have four options, Financial Data, Mapping, Administration, and Reports.
3. From the Home page, select Financial Data.
4. On the new screen, from the drop-down box, select your town.
5. You will be presented with a table showing the status of your submission each year.