The checklist below may be used for ITCs whose data is included with their fiscal agent’s data and must extract their 025 fund's cash, expenditure, receipt and ITC's specific OPU data for the ITC's financial reporting. (May also be used for ITCs who are their own COG who have other funds but need to extract just 025 fund). The checklist will cover:
- how How to import the provided rpd-json JSON files into USAS-R and in order to extract the ITC’s 025 Cash, Expenditure, Revenue and OPU data from their respective grids into spreadsheets
- using Using provided EMISFFE spreadsheets to copy the required ODE columns and insert them into the newly created redesign spreadsheets.
- addingAdding/editing any additional columns in order to prepare the spreadsheets for EMISFFE import
- importing Importing into EMISFFE and extract the QC data into a sequential file.
- 1. Ensure Ensure June of the financial period you are reporting for is marked as 'Current' (NOTE: June does not need to be open, it only needs to be current).
- 2. Import the ‘Extract’ JSON files (provided below) into the Report Manager grid.
- 3. Download the 'EMISFFE First 6 Columns' Excel spreadsheets (provided below) to your computer.
- 4. Generate and formatITC Cash Extract Extract
- In USAS-R, generate the ITC Cash Extract spreadsheet for the 025 funds
- Open the EMISFFE Cash First 6 Columns spreadsheet and copy the first 6 columns (A-F) and insert them into the first 6 columns (A-F) of the ITC Cash Extract spreadsheet (copying down the data to match the number of cash rows)
- Add the IRN in Column B (format ensure the column as remains in text format in order to include leading zeroes)
- Edit the Fund Class in Column K to a one character code (Fund Class codes listed on page 3 of EMIS Cash Record chapter)
- Edit the ODE Brief Description in Column I if it exceeds 21 characters.
- Before saving the file in CSV format, remove Line 1 (header row). It cannot be included when importing into EMISFFE. (example below)
- 5. Generate and format ITC Expenditure Extract
- In USAS-R, generate the ITC Expenditure Extract spreadsheet for the 025 funds
- Open the ‘EMISFFE Expenditure First 6 Columns’ spreadsheet and copy the first 6 columns (A-F) and insert them into the first 6 columns (A-F) of the ITC Expenditure Extract spreadsheet (copying down the data to match the number of expenditure rows)
- Add the IRN in Column B (format ensure the column as remains in text format in order to include leading zeroes)
- Add the General Fund Debt-Bond Retire fund to Column S (column after encumbrances). Enter a blank space into the cells in the column by pressing spacebar (and copy down all records)
- Before saving the file in CSV format, remove Line 1 (header row). It cannot be included when importing into FFE. (example below)
- 6. Generate and format ITC Receipt Extract
- In USAS-R, generate the ITC Receipt Extract spreadsheet for the 025 funds
- Open the EMISFFE Revenue First 6 Columns spreadsheet and copy the first 6 columns (A-F) and insert them into the first 6 columns (A-F) on the ITC Receipt Extract spreadsheet (copying down the data to match the number of revenue rows)
- Add the IRN in Column B (format ensure the column as remains in text format in order to include leading zeroes)
- Add the Fiscal Year Receivables column to Column N. Enter a blank space into the cells in the column by pressing spacebar (and copy down all records).
- Add the General Fund Debt-Bond Retire column to Column O. Enter a blank space into the cells in the column by pressing spacebar (and copy down all records).
- Before saving the file in CSV, remove Line 1 (header row). It cannot be included when importing into FFE. (example below)
- 7. Generate and format ITC OPU Extract
- In USAS-R, generate the OPU Extract for all OPUs associated with the 025 funds
- Open the EMISFFE OPU First 6 Columns spreadsheet and copy the first 6 columns (A-F) and insert them into the first 6 columns (A-F) on the ITC OPU Extract spreadsheet (copying down the data to match the number of OPU rows)
- Add the IRN in Column B B (format ensure the column as remains in text format in order to include leading zeroes)
- Edit the Line Number (Column E). The line number cannot be duplicated so please increment this number
- If the Central Office (Column J) contains a ‘true’, the value of ‘true’ must be changed to ‘C’. If the entity doesn’t have a central office designated, you must enter blank space into the cells in the column by pressing spacebar (and copy down all records).
- Before saving the file in CSV format, remove Line 1 (header row). It cannot be included when importing into FFE. (example below)
...
- 8. Import CSV files into EMISFFE
- Log into ITCs EMISFFE account
- Cash Record
- Click on Cash (QC) and ensure existing Cash record is empty. If it isn't, use the 'Delete All Cash' to remove the existing records
- Click on Home, Import Data and import the ITC Cash Extract CSV file
- Ensure no errors were generated and review the Cash Record (example below)
- Expenditure Record
- Click on Expenditure (QC) and ensure existing Expenditure record is empty. If it isn't, use the 'Delete All Expenditure' to remove the existing records
- Click on Home, Import Data and import the ITC Expenditure Extract CSV file
- Ensure no errors were generated and review the Expenditure Record (example below)
- Expenditure Record
- Receipt Record
- Click on Receipt (QC) and ensure existing Receipt record is empty. If it isn't, use the 'Delete All Receipt' to remove the existing records
- Click on Home, Import Data and import the ITC Receipt Extract CSV file
- Ensure no errors were generated and review the Receipt Record (example below)
- Receipt Record
- OPU Record
- Click on Operational Unit (QC) and ensure existing OPU record is empty. If it isn't, use the 'Delete All Operational Unit' to remove the existing records
- Click on Home, Import Data and import the ITC OPU Extract CSV file
- Ensure no errors were generated and review the OPU Record (example below)
- OPU Record
...