ABCDEFGHIJKLMNOPQRSTUVWXYZ
1
This is a sample spreadsheet that can assist a Charter School in formatting their financial data into the desired code for submission to the MS Dept of Education (MDE). It may not contain all of the elements necessary for a complete and accurate submission, but it will provide a basic starting point. Utilize the assistance from the MDE Office of School Financial Services for questions related to the conversion of the Chart of Accounts to the MDE recommended codes. The MDE codes can be found in the MS Accounting Manual for Public Schools, located on the MDE website. Utilize the assistance from the Office of Technology and Strategic Services on the submission of the FETS file.
2
3
This template contains sample data. Do not submit this as your data.
4
1Enter your chart of accounts (COA) in Column A, the description of the item in Column B, and the amount in Column C of the Set Up tab.
5
2Enter the corresponding chart of accounts code in Columns E-J from the MS Financial Accounting Manual for Public Schools for each COA item, including the description. Descriptions for revenue use the revenue function code; descriptions for expense uses a combination of the expense function code and the object code.
6
3Do not use any special characters in the description field other than commas or dashes.
7
4After all of the data is entered, use highlighting to segregate categories for the convenience of subtotals and verification.
8
In the sample data, GREEN represents revenue items (GL Code 800); PINK represents salary and benefit items (GL code 900, object code 100-199); and ORANGE represents non-salary expense items (object code 300-999)
9
5Sort the data by Fund, G/L, Function, Object (columns E,F,G,H) for ease of categorizing.
10
6Subtotal sections and categories in column D at your discretion to verify data.
11
7Total the amount of all items at the bottom of the data.
12
8Subtotal all revenue and expense items as a verification. Sample formulas are provided on the sheet at line 180
13
9Once the data sheet is complete, copy the formula from the XML formula tab to column K of the Set Up tab. If the formula does not calculate, then remove the ' mark at the front of the formula.
14
10Copy the formula down to all lines of the data.
15
16
Once the data sheet and formulas are complete, refer to the second set of instructions to create the FETS file. These instructions were provided by the Office of Technology and Strategic Services.
17
18
1Open up Notepad or WordPad
19
2Paste the following language in the top lines. It must be exact. Only change the date where a change is indicated. (Red colored ink is not important, but is provided to highlight specific details of the data.)
20
<?xml version="1.0" encoding="UTF-8"?>
21
<!DOCTYPE FETS_TRANS SYSTEM "FETS_DETAIL.DTD">
22
<FETS_TRANS>
23
<VERSION>1.0</VERSION>
24
<DTG>10/11/2021 12:21:00CST</DTG>
(Represents the date of the file.)
25
<DISTRICT>1425</DISTRICT>
(Represents the district number.)
26
<TR_FETS>
27
<T_VERSION>1.0</T_VERSION>
28
<TRACK_ID>1425-000-10/11/2021-00002</TRACK_ID>
(Represents the file name.)
29
<YEAR>2021</YEAR>
(Represents the year of the financial data.)
30
31
3Copy the values in Column K of the Set Up tab and paste into the Notepad or WordPad document.
32
4Paste the following language as the last two lines in the file.
33
</TR_FETS>
34
</FETS_TRANS>
35
5Save the Notepad or WordPad file as S_1425_000_10112021_FET_00001.xml
36
NOTE: Each time a new file has to be submitted, you will need to change the <TRACK_ID> shown in the language above to match the new file name. Each new file must increment in number. Examples are shown below:
37
38
first file name
S_1425_000_10112021_FET_00001.XML
39
second file name
S_1425_000_10112021_FET_00002.XML
40
third file name
S_1425_000_10112021_FET_00003.XML
41
42
6Once the Notepad or WordPad document is saved with the proper file name, you are ready to submit via the MSIS system at MDE. Instructions for that process can be found on the Office of School Financial Services website.
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100