NeedsFormatting
The text file generated by USAS (GAAPEXP.TXT) to upload the cash transactions contains two types of records – funds (AF) 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.
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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 from the USAS system. 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 still 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 records were entered prior to the upload, the system will not change the fund records as entered previously with the information on the AF records.
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