Tool Search: OK OCAS
This report provides all the relevant data required by the state for reporting financial transactions using the Oklahoma Cost Accounting System (OCAS).
Report Logic
- In order to comply with Oklahoma State statutes, Campus generates the files that contain the data required by the state in the state required format.
- Accounts only report if the account's Start Date is null or on or before the last day of the last period and the End Date is null or on or after the first day of the first period in the fiscal year being reported.
- Accounts do not report if they are not included in any general ledger transactions during the fiscal year being reported.
Report Editor Fields
| Field | Description |
|---|---|
| Fiscal Calendar | An account's fiscal calendar is determined by the fund in the account. |
| County Number | The county number as assigned by the State Department of Education. |
| District Number | The district number as assigned by the State Dept of Ed. |
| Fiscal Year | Select the Fiscal Year for which you would like to report. |
| Report Type |
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| Format | The format in which the report should generate. Options include the following:
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Report Layouts
Expenditure Records
| Element | Logic | Format and Length | Campus Location |
|---|---|---|---|
| Fiscal Year | The last fiscal year. | Date field, 4 characters YYYY | Finance > General Ledger > Administration > Fiscal Calendar |
| County | The county number as assigned by the State Department of Education. | Numeric, 2 digits | System Administration > Resources > District Information |
| District | The district number as assigned by the State Department of Education. | Alphanumeric, 4 characters | System Administration > Resources > District Information |
| Fund | This is the State Crosswalk Fund Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 1 in the account number dimension structure. | Numeric, 2 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Project | This is the State Crosswalk Project Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 2 in the account number dimension structure. | Numeric, 3 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Function | This is the State Crosswalk Function Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 3 in the account number dimension structure. | Numeric, 4 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Object | This is the State Crosswalk Object Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 4 in the account number dimension structure. | Numeric, 3 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Program | This is State Crosswalk Program Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 5 in the account number dimension structure. | Numeric, 3 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Subject | State Crosswalk Subject Dimension Code Reports the state code mapped to the code in the GL Account Number with a state sequence of 6 in the account number dimension structure. | Numeric, 4 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Job Class | State Crosswalk Job Class Dimension Code Reports the state code mapped to the code in the GL Account Number with a state sequence of 7 in the account number dimension structure. | Numeric, 3 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Oper. Unit | State Crosswalk Operational Unit Dimension Code Reports the state code mapped to the code in the GL Account Number with a state sequence of 8 in the account number dimension structure. | Numeric, 3 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Appropriation | Reports the appropriated amount. | Numeric, 13 digits | Calculated |
| Encumbrance | Reports encumbrances. | Numeric, 13 digits | Calculated |
| Warrants | Reports the amount for issued checks. | Numeric, 13 digits | Calculated |
Revenue Records
| Element | Logic | Format and Length | Campus Location |
|---|---|---|---|
| Fiscal Year | The last fiscal year. | Date field, 4 characters YYYY | Finance > General Ledger > Administration > Fiscal Calendar |
| County | The county number as assigned by the State Department of Education. | Numeric, 2 digits | System Administration > Resources > District Information |
| District | The district number as assigned by the State Department of Education. | Alphanumeric, 4 characters | System Administration > Resources > District Information |
| Fund | This is the State Crosswalk Fund Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 1 in the account number dimension structure. | Numeric, 2 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Project | This is the State Crosswalk Project Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 2 in the account number dimension structure. | Numeric, 3 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Source | This is the State Crosswalk Source Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 3 in the account number dimension structure. | Numeric, 4 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Program | This is the State Crosswalk Program Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 4 in the account number dimension structure. | Numeric, 3 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Oper. Unit | This is the State Crosswalk Operational Unit Dimension Code. Reports the state code mapped to the code in the GL Account Number with a state sequence of 5 in the account number dimension structure. | Numeric, 3 digits | Finance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes |
| Estimated Amt | Reports the estimated revenue. | Numeric, 13 digits | Calculated |
| Actually Collected | Reports the dollar amount actually collected. | Numeric, 13 digits | Calculated |
