DEPARTMENT OF FINANCIAL SERVICES Division of Accounting & Auditing Bureau of Local Government LOGER INSTRUCTION MANUAL LOGER

Transcription

1 LOGER INSTRUCTION MANUAL LOGER Local Government E-Reporting Local Government E-Reporting (LOGER) Page 1 of 53

2 Table of Contents SECTION ONE: Access Logging into LOGER.. 3 SECTION TWO: Annual Financial Report Management Main Menu 4 Beginning the Submission Process. 4 General Information Page.. 6 Revenues.. Entering Revenue Balances 8 PDF Listing of Revenue Account Codes.. 10 Importing Revenues from Excel 11 Manually Entering Revenues 15 Expenditures. Entering Expenditures. 18 PDF Listing of Expenditure Account Codes. 20 Importing Expenditures from Excel.. 21 Manually Entering Expenditures 25 Debt 29 Component Units. 31 Audit Certification 38 SECTION THREE: Reports Standard Reports. 44 Ad Hoc Reports 48 Local Government E-Reporting (LOGER) Page 2 of 53

3 SECTION ONE: Access Logging Into Logger 1) Go to 2) For the username, input your government s six-digit unit ID. 3) Use the password that was assigned to you in the memorandum announcing the new fiscal year reporting cycle. NOTE: Passwords must be at least eight characters and use one special character etc.) Upon successful login, you will be prompted to change the password to one of your choosing Local Government E-Reporting (LOGER) Page 3 of 53

4 SECTION TWO: AFR MANAGEMENT Main Menu Screen From the Main Menu you can select AFR Management or Reports. AFR Management allows you to view, submit or modify the Annual Financial Report (AFR) and update general information. Beginning the AFR Submission Process 1. Click on AFR Management. Local Government E-Reporting (LOGER) Page 4 of 53

5 AFR Submission Process (Continued) 2. Under Start New, click on the dropdown box. 2) Select the year you are reporting and click the Submit button. Select An AFR Start New or Continue Unsubmitted AFR Submit Modify or View A Submitted AFR Submit Local Government E-Reporting (LOGER) Page 5 of 53

6 Each required section of the AFR is located on the Summary Page. General Information 1) Click on General Information. Local Government E-Reporting (LOGER) Page 6 of 53

7 General Information (Continued) 2) Update the information in each field as needed. NOTE: The Contact field is a required field. 3) Click Save to record the changes. NOTE: To record the changes you must click Save when you are finished updating information. 4) Click the Back to AFR Summary located in the upper portion of the screen after saving the updated information. Local Government E-Reporting (LOGER) Page 7 of 53

8 Revenues Access each of the required sections of the AFR from the Summary Page. Entering Revenue Balances 1) Click on Revenues. Local Government E-Reporting (LOGER) Page 8 of 53

9 Revenues (Continued) 2) Use this screen to enter revenue balances by account code and fund group. Local Government E-Reporting (LOGER) Page 9 of 53

10 Revenues (Continued) PDF Listing of Revenue Account Codes 1. To obtain the most recent PDF listing of all revenue account codes, click on View Revenue Account Codes. 2. Click Open. Local Government E-Reporting (LOGER) Page 10 of 53

11 PDF Listing of Expenditure Account Codes (Continued) The following is an example of a PDF list of account codes. It can be saved to a drive or printed. Revenue Account Codes for 2006 EXAMPLE Account Code Description Specific Category General Category Court Related Electric Supply Physical Environment Federal Grants No Water Supply Physical Environment Federal Grants No Public Safety Public Safety Federal Grants No Page 1 of 7 Importing Revenues From Excel 1) Click on Import Revenues From Excel. Local Government E-Reporting (LOGER) Page 11 of 53

12 Importing Revenues From Excel (Continued) 2) The following screen will appear. If the option to import is chosen, click on here obtain the template that has been developed to ensure the format is correct when importing data. 3) Follow the instructions on the left side of the screen to complete the import. 4) Save the template to your own system and use the browse option to retrieve the worksheet when completed and ready to upload. 5) When completed, browse your system until the file is located, click the Revenues radio button and click Upload. NOTE: Importing revenues from Excel will erase any data previously entered. Local Government E-Reporting (LOGER) Page 12 of 53

13 Importing Revenues From Excel (Continued) 6) Once the upload is complete the next screen will appear. Local Government E-Reporting (LOGER) Page 13 of 53

14 Importing Revenues From Excel (Continued) 7) Before the system will allow the AFR to be submitted, the box Done Entering Revenues must be checked. This is true even if the No Revenues box is checked. If the Done Entering Revenues box is not checked when the AFR is submitted, an error message will be displayed. 8) To update an existing line of revenue data, click inside the Edit icon box beside the appropriate row and make the adjustment. NOTE: If you need to adjust or add an entry AND the Done Entering Revenues box is checked, uncheck the box in order to make changes. 9) Once completed, click Back to AFR Summary located in the upper portion of the screen. Local Government E-Reporting (LOGER) Page 14 of 53

15 Manually Entering Revenues 1) From the Summary Page, click on Revenues. 2) Click on Add Item. Local Government E-Reporting (LOGER) Page 15 of 53

16 Manually Entering Revenues (Continued) The next screen will appear: 3) Use the drop down box to select an account code. 4) Work down the list and enter all balances for the account in each potential fund group. NOTE: The amount fields will only allow whole numbers (no decimals). Multiple rows may be entered by clicking Save/Add Another. 5) Click Save to enter one line. 6) Click Close to exit without saving. Local Government E-Reporting (LOGER) Page 16 of 53

17 Manually Entering Revenues (Continued) 7) Before the system will allow the AFR to be submitted, the box Done Entering Revenues must be checked. This is true even if the No Revenues box is checked. If the Done Entering Revenues box is not checked when the AFR is submitted, an error message will be displayed. 8) To update an existing line of revenue data, click inside the Edit icon box beside the appropriate row and make the adjustment. NOTE: If you need to adjust or add an entry AND the Done Entering Revenues box is checked, uncheck the box in order to make changes. 9) Once completed, click Back to AFR Summary located in the upper portion of the screen. Local Government E-Reporting (LOGER) Page 17 of 53

18 Expenditures From the Summary Page you will access each of the required sections of the AFR. Entering Expenditures 1) Click on Expenditures. Local Government E-Reporting (LOGER) Page 18 of 53

19 Entering Expenditures (Continued) 2) Use this screen to enter expenditures by account code and fund group. Local Government E-Reporting (LOGER) Page 19 of 53

20 PDF Listing of Expenditure Account Codes 1) To obtain the most recent PDF listing of all expenditures account codes click on View Expenditures Account Codes. 2) Click Open. Local Government E-Reporting (LOGER) Page 20 of 53

21 PDF Listing of Expenditure Account Codes (Continued) The following is an example of the PDF list for expenditure account codes. It can be saved to a drive or printed. Expenditure Account Codes for 2006 EXAMPLE Account Code Description Function Code Court Related 511 Legislative General Government No 512 Executive General Government No 513 Financial and Administrative General Government No Page 1 of 4 Importing Expenditures from Excel 1) Click on Import Expenditures From Excel. Local Government E-Reporting (LOGER) Page 21 of 53

22 Importing Expenditures from Excel (Continued) 2) The following screen will appear. If the option to import is chosen, click on here to obtain the template that has been developed to ensure the format is correct when importing data. 3) Follow the instruction on the left side of the screen to complete the import. 4) Save the template to your own system and use the browse option to retrieve the worksheet when completed and ready to upload. 5) When completed, browse your system until the file is located, click the Expenditures radio button and click Upload. Local Government E-Reporting (LOGER) Page 22 of 53

23 Importing Expenditures from Excel (Continued) 6) Once the upload is complete the next screen will appear. Local Government E-Reporting (LOGER) Page 23 of 53

24 7) Before the system will allow the AFR to be submitted, the box Done Entering Expenditures must be checked. This is true even if the No Expenditure box is checked. If the Done Entering Expenditures box is not checked when the AFR is submitted, an error message will be displayed. 8) To update an existing line of revenue data, click inside the Edit icon box beside the appropriate row and make the adjustment. NOTE: If you need to adjust or add an entry AND the Done Entering Expenditures box is checked, uncheck the box in order to make changes. 9) Once completed, click Back to AFR Summary located in the upper portion of the screen. Local Government E-Reporting (LOGER) Page 24 of 53

25 Manually Entering Expenditures 1) From the Summary Page, click on Expenditures. Local Government E-Reporting (LOGER) Page 25 of 53

26 Manually Entering Expenditures (Continued) 2) Click on Add Item. Local Government E-Reporting (LOGER) Page 26 of 53

27 Manually Entering Expenditures (Continued) The next screen will appear: 3) Use the drop down box select an account code. 4) Use the drop down box select an object code. 5) Work down the list and enter all balances for the account in each potential fund group. NOTE: Fields will only allow whole numbers (no decimals). Multiple rows may be entered by clicking Save/Add Another. 6) Click Save to enter one line. 7) Click Close to exit without saving. Local Government E-Reporting (LOGER) Page 27 of 53

28 Manually Entering Expenditures (Continued) 8) Before the system will allow the AFR to be submitted, the box Done Entering Expenditures must be checked. This is still true even if the No Expenditures box is checked. If the Done Entering Expenditures box is not checked when the AFR is submitted, an error message will be displayed. 9) To update an existing line of expenditures data, click in the Edit icon beside the appropriate row and make any adjustments. NOTE: If you need to adjust or add an entry AND the Done Entering Revenues box is checked, uncheck the box in order to make changes. 10) Once completed, click the Back to AFR Summary link located in the upper portion of the screen. Local Government E-Reporting (LOGER) Page 28 of 53

29 Debt Debt is used to record a formal long-term debt balance that is not due for actual payment within the current fiscal year. This could include but not limited to notes and bonds, claims and judgments, landfill closure and post closure care costs that are not due for payment in the current period. This does not include informal liability such as compensated leave liability. 1) To get started click on Debt. Local Government E-Reporting (LOGER) Page 29 of 53

30 The next screen will appear. NOTE: A value must be entered into this field that is equal to zero (0) or greater. No negative numbers may be entered. Click Save then Back to AFR Summary. Local Government E-Reporting (LOGER) Page 30 of 53

31 Component Units Enter component unit reporting type and total revenue, expenditure, and long-term debt balances if applicable. 1) To get started, click on Component Units. Local Government E-Reporting (LOGER) Page 31 of 53

32 Component Units (Continued) The next screen will appear. 2) Click an Edit box beside each of the component units listed to enter the pop-up input section Local Government E-Reporting (LOGER) Page 32 of 53

33 Component Units (Continued) 3) Each of the component units listed will need to be accessed and updated via the pop-up screen (below) with any financial data you are required to report on behalf of your government s component units - even if it s considered a Zero District. 4) When done inputting information fro your component unit, click Save Item and proceed to the next component unit on your screen. Local Government E-Reporting (LOGER) Page 33 of 53

34 Audit The Audit section of the AFR will need to be completed before the AFR can be submitted. The revenue and expenditures sections must be completed before starting this section. This will determine if an audited financial statement is required for the reported year. 1) To get started, click on Audit. Local Government E-Reporting (LOGER) Page 34 of 53

35 Audit (Continued) The next screen will appear. 2) If an audit was required due to the revenue and expenditure balances posted, you will need to click Yes (pursuant to S , F.S.). If an audit was not required, click No and proceed to Step 4. Local Government E-Reporting (LOGER) Page 35 of 53

36 Audit (Continued) If Yes was selected, you will be directed to the following screen. 3) Enter the applicable information and click Save. Local Government E-Reporting (LOGER) Page 36 of 53

37 Audit (Continued) If an audit was not required (and not done) the next screen will appear. 4) Below is the Auditor General s Data Element Worksheet. Its completion is required pursuant to statute if the independently audited financial statement was not required. The AFR can t be submitted without the independent auditor information completed (above) or the Auditor General s Data Element Worksheet. 5) Click the Edit box to the left of the data elements to input amounts. Local Government E-Reporting (LOGER) Page 37 of 53

38 Audit (Continued) 6) Enter the amount in the box on the top right. 7) Once the amount is entered, click Save Item. 8) Proceed to the next data element until all amounts are entered. Local Government E-Reporting (LOGER) Page 38 of 53

39 Certification Before electronically submitting the AFR, the government s CFO and one of the elected officials/chairman must electronically certify the submission. 1) To begin the certification process, click on Certification. Local Government E-Reporting (LOGER) Page 39 of 53

40 Certification (Continued) The next screen will appear. 2) The local government s CFO and chairman/elected official must electronically certify the submission. Each can attest to the three (3) final questions concerning financial emergency and the AFR/audit balances by reading each statement and clicking on Yes or No. Local Government E-Reporting (LOGER) Page 40 of 53

41 Certification (Continued) 3) Both the CFO and the chairman/elected official must complete the appropriate box. Each must click the Agree box and click Save or Submit AFR. 4) If there are any sections left incomplete, the submission will not occur and an error message explaining which sections need to be completed will appear. Local Government E-Reporting (LOGER) Page 41 of 53

42 SECTION THREE: Reports The reporting module is available to governments, legislative and executive branch staff, and the public. This section can be accessed two different ways. First from the main login screen click on the Reports link located at the top of the page Or this section can be accessed if you are already logged into Loger by following the steps below. Local Government E-Reporting (LOGER) Page 42 of 53

43 Second, from the Main Menu click on Reports. Local Government E-Reporting (LOGER) Page 43 of 53

44 Standard Reports The following screen will appear. The homepage of the reporting application is the list of standard reports available. The data is live at the point of the Bureau of Local Government s certification of the submitted Annual Financial Report (AFR). Only one year can be chosen for one report due to the size of the reports generated. To select a report: 1. Choose the year. 2. Choose the report. 3. Click Get Report for the Adope PDF produced document. Local Government E-Reporting (LOGER) Page 44 of 53

45 Standard Reports (Continued) 4. Click Open. The following are examples of reports that will appear. Local Government E-Reporting (LOGER) Page 45 of 53

46 REVENUE DETAIL REPORT The revenue and expenditure detail reports are very similar in format to the submitted AFR. The main difference is that the report sub-totals the general categories. Local Government E-Reporting (LOGER) Page 46 of 53

47 REVENUE, EXPENDITURE AND DEBT TOTALS The Revenue, Expenditure and long term debt report is the CFO s reporting requirement cited in Section (2), F.S. Local Government E-Reporting (LOGER) Page 47 of 53

48 Ad-Hoc Reports There are four steps to generate an ad-hoc report: 1) On the Reports menu, select Create a Report. Local Government E-Reporting (LOGER) Page 48 of 53

49 Ad-Hoc Reports (Continued) The screen below will appear. 2) Select the year/years that the report will detail. 3) Select the local governments that the report will feature. There can be a total of five local governments selected for each report generated. Local Government E-Reporting (LOGER) Page 49 of 53

50 Ad-Hoc Reports (Continued) 4) Select the revenue and expenditure categories in which the report will display. Basic View = The revenues and expenditures are grouped into their general categories. Advanced View = The revenues and expenditures are selected by their specific account code. Example of Basic View Local Government E-Reporting (LOGER) Page 50 of 53

51 Ad-Hoc Reports (Continued) Advance View Sample where the user has the option of drilling down their request to the account code level. Local Government E-Reporting (LOGER) Page 51 of 53

52 Basic View Report Sample Local Government E-Reporting (LOGER) Page 52 of 53

53 Advanced View Report Sample Local Government E-Reporting (LOGER) Page 53 of 53