Download New OpenRDA (Xpert) Programs and Run Program Updates


  1. Access the OpenRDA Main Screen
  2. Click Modules → System Administration → Version Control
  3. Click UTL Tab
  4. Click Download Instructions. Follow the instructions to download new programs and run program updates.


Zero Amounts in ND Annual Database


  1. Click Modules → Finance → Financial Management
  2. Click Reports → ND Annual Reporting
  3. Click ND Annual District, Special ED, or Vocational ED based on your organization type.
  4. Click Zero Amounts - zeros amounts in the ND ANNUAL DATABASE (not Financial Management) at the beginning of a reporting year or if you need to restart the collection process.
    1. Range - In most cases, not necessary.
    2. Click Select.


Gather Amounts in ND Annual Database


Expenditures


  1. Click Reports → ND Annual Reporting → Dist/Spec/Voc → Gather Expenditures - Brings Financial Management Expenditures into the ND Annual Database.
  2. Type in the Selected Fiscal Year.
  3. FUND, PROGRAM, FUNCTION and OBJECT- Dimension position and length should default.
    1. If N/A displays, select the correct Dimension # Code thru ___ (# Indicates the position of the Fund, Program, Function or Object dimension within the entire account code. Thru ___ indicates the number of digits in the dimension.
    2. N/A results if the above dimensions are not used in the expenditure accounts or if FD, PRM, FUNC or OBJ were not used in Xpert Tools when naming the dimensions.
  4. Click Select.
  5. Review and print the report. Errors detected will need correcting.
  6. Click Cancel.
  7. Click Set Flags/Update (even if errors detected). Report is automatically archived.
  8. If errors detected, you will be instructed on how to correct later in this document.


Revenues


  1. Click Reports → ND Annual Reporting → Dist/Spec/Voc → Gather Revenues - Brings Financial Management Revenues into the ND Annual Database.
  2. Type in the Selected Fiscal Year.
  3. FUND and REVENUE- Dimension position and length should default.
    1. If N/A displays, select the correct Dimension # Code thru ___ (# Indicates the position of the Fund or REV dimension within the entire account code. Thru ___ indicates the number of digits in the dimension.
    2. N/A results if the above dimensions are not used in the expenditure accounts or if FD or REV were not used in Xpert Tools when naming the dimensions.
  4. Click Select.
  5. If the No Records Selected error displays, revenue accounts carry a zero YTD balance.
  6. Review and print the report. Errors detected will need correcting.
  7. Click Cancel.
  8. Click Set Flags/Update (even if errors detected). Report is automatically archived.


Correct Errors


  • If errors detected, the report shows your erroneous account and MAPS it to a suggested STATE ACCOUNT. Select one of the following methods of correction and make the corrections. (PLEASE SEE .pdf LINK ON CORRECTING ERRORS WITH JOURNAL ENTRIES).


Error Correction - Journal Entries


  1. Add Financial Management Journal Entriesto Correct Amounts.
    1. Enter a journal entry to remove the amount from the incorrect account.
    2. Enter another journal entry to add the amount to the correct account. The Gather report indicates the amount. (If you are unsure of the correct account code to use, you must contact the state for assistance).
    3. Repeat for each error.
    4. Audit Trail Verify, Distribute and Post correcting journal entries.
    5. Re-run the Gather Process for expenditures and/or revenues. Errors should no longer display.
    6. Click Cancel.
    7. Click Update/Set Flags.
  2. Or Manually Adjust the ND Annual Amount Database
    1. Click Reports → ND Annual Reporting → Dist/Spec/Voc → Amounts Maintain Master
    2. Highlight the account to adjust and click Select.
    3. Amount - Overwrite the existing amount with the correct amount.
    4. Click Save. Repeat to add any remaining corrections.
    5. Click Cancel.
    6. Do NOT regather. Continue with the next step.


Add Beginning Balance Amounts


  1. Click Reports → ND Annual Reporting → Dist/Spec/Voc → Amounts Maintain Master
  2. Highlight the first Beginning Balance and click Select.
  3. Amount - Enter amount.
  4. Click Save.
  5. Repeat for all beginning balances.


Review Account Amounts


  1. Click Reports → ND Annual Reporting → Dist/Spec/Voc → Amounts Maintain Master
  2. On the NDANL-Browse, review the B/S, Rev and Exp total fields.
  3. Review individual accounts if necessary.
  4. Click Cancel.


Export ND Annual Amounts to CSV File to submit to the ND State Automated Reporting System


  1. Click Reports → ND Annual Reporting → Dist/Spec/Voc → Amounts to CSV
  2. Filename - enter a filename or leave blank for default file name (NDANLDIST.csv, or NDANLSPEC.csv, or NDANLVOED.csv).
  3. District ID - state issued county-district alpha identification. The format is (XX-XXX). Be sure and enter the dash when entering your code.
  4. School Year - Enter current year.
  5. Click Select. The csv file generates.
  6. Click Cancel on the DOS Copy Window. The file now resides on your server in the rda/xpert directory.


Submit CSV File to ND State Automated Reporting System


  1. Click Reports → ND Annual Reporting → Login to STARS (State Automated Reporting System)
  2. Login ID and Password - Enter your State of North Dakota Login ID and Password.
  3. Click Login. Follow the instructions provided on the STARS website to complete your ND Annual Report submission. (Browse for the file name in the directory /rda/xpert)