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User Data /Input Review

The User Data Input Review Screen feature provides any user role the ability to view (including filter/sort, print) GL and Supplemental data associated with a draft or submission dataset.

User Data / Input Review page

User Data/Input Review screen displaying page elements described below.

Key Elements of the User Data / Input Review Screen include:

  1. Submission Control buttons

    • Lock Submission
    • Display Current Locks
    • Verify Official Status
    • View and Add Comments
  2. Print and Export buttons

  3. Data type selector

  4. Add GL data record button

  5. Record Flag indicator field

  6. Record Action buttons

    • Edit Record button
    • Delete Record button
  7. Cumulative Total display

In addition to the view functionality, CDE users with the role of Edit Dataset, Edit Draft Dataset and LEA users with the role of Edit Dataset, Edit Draft Dataset or Oversight, can manage GL and Supplemental data based on the dataset State.

NOTE: Supplemental data may be deleted but cannot be added or modified using this screen.

  1. Edit records:

    • For LEA user:
    • Verify edited record contains:

    • When GL data row has [Flag] = “E” and none of the matching Fund records were previously imported with [Flag] = “I

    • When Flag = “I” or “E” and [Data Type] is “IP”

    Otherwise method to edit is not available.

    • A CDE user can edit any record.
  2. Add records:

    • For LEA user, added record cannot contains:

    • Flag = “I” for any records for given Fund (expect when [Data Type] is “IP”)

    Otherwise for CDE user: they can add any record.

  3. Delete records:

    • For LEAs: verify record to be deleted contains:

    • Flag = “E” OR ([Flag] = “I” when [Data Type] is “IP”)

Otherwise method to delete is not available

  • For CDE: Any record(s) can be deleted after confirmation.

    • Delete one or more GL Fund Group(s) (after confirmation)

    All authorized users can delete an entire GL Fund Group with any [Flag]

    • Delete one or more Supplemental Form Group(s) (after confirmation)

Method to Delete Form Group is available for forms that exist in the import file.

Note: Flag set by system with following values:

“I” when record was imported

“E” when record was added manually using the User Data Input Review Screen or when record was added using form CEFB.

“C” when record was calculated/created by the system

When a dataset is exported containing records with a Flag of “E” or “C” and then reimported, the original flags of “E” or “C” keep their value, they are not changed to “I”.

Data Review

In addition to viewing the general ledger and supplemental data on the User Data Input/Review screen, from this screen you can also total selected records and print either all or a portion of the data.

Totaling Records

To total records, select the particular records to be totaled by clicking each record checkbox. The Total can then be viewed on the bottom of the screen. This is very useful if you want to balance a particular account—for example, ending fund balance. Just filter the records by object 979Z (by clicking on the Object column filter icon), then enter 979Z.

Printing Records

You may print the entire list of general ledger fund data records, an individual record, or a group of records. To print the entire list, click on the Print button. To print an individual record, select the record you wish to print, click on the Print button. To print a group of records, select the desired group individually, or by filters, then click print.

Sorting Records

General ledger fund data is automatically sorted by fund, resource, project year, goal, function, and object. Supplemental data is automatically sorted by data element name. You may re sort the data by clicking on the heading above the column(s) by which you wish to sort. For example, clicking on the Object heading will sort the data in order of object code; clicking on Function, then Fund, will sort the data by function within each fund. To return to the original sort order, click “Reset Sorts & Filters” located at the bottom of the screen.

Data Deletion

For LEAs: verify record to be deleted contains:

Flag = E OR (Flag = I)

Otherwise, a method to delete is not available

For CDE: Any record(s) can be deleted after confirmation.

Note: Flag set by system with following values:

I - when record was imported

E - when record was added manually using the User Data Input Review Screen or when record was added using form CEFB.

C - when record was calculated/created by the system

When a dataset is exported containing records with a flag of E or C and then reimported, the original flags of E or C keep their value; they are not changed to I.

Delete a Record

This selection is used to delete a single general ledger fund record that has been manually entered; single records of imported general ledger data cannot be deleted. EXCEPTION: Single records of imported general ledger data for the Projected Year Totals data during interim reporting periods can be deleted.

Delete By Fund Group

This selection is used to delete all records of general ledger data for a fund; there may be a combination of entered, imported, and calculated data. To delete all records for a specific fund, select any record of the fund, then click on the Delete By Fund Group option under the Delete Modes button. The fund name will display with a delete verification message. Upon clicking Yes, all records within the selected fund, and for the type of data selected, will be deleted.

Delete Form Group

This selection is used to delete all records of supplemental data for a supplemental form. Individual records of a supplemental form may not be deleted. To delete all records for a specific supplemental form, select any record of the form, then click on the Delete Form Group option under the Delete button. The form name will display with a delete verification message. Upon clicking Yes, all records within the selected supplemental form, for the type of data selected, will be deleted.


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