AuditWare Development Co.



	Updates for Audit I.S.D. for Texas School Districts Prior to 2005 AUDIT I.S.D. UPDATE (Version 15.1 dated 11/9/04) The lettering (a., b., c., etc) of the last three paragraphs of the Accounting Policies section of the footnotes now accommodates all possible answers in the questionnaire. AUDIT I.S.D. UPDATE (Version 15.1 dated 11/7/04) The cover sheet has been revised to prevent the words "for the" from appearing twice (i.e. "for the for the") when referring to the "year ended." AUDIT I.S.D. UPDATE (Version 15.1 dated 10/10/04) The notes to the financial statements have been changed as follows: 1) In Note A, Section 2, "Government-wide Statements" was changed to "Government-wide Financial Statements" and in the excerpt about major governmental funds "General Fund" is now followed by a colon rather than a period; and 2) In the pension plan note, the telephone number at the end of the first paragraph has been changed to 223-8778. Thanks to Chris Culak of Roloff, Knatek & Co., Victoria, TX for suggesting these changes. AUDIT I.S.D. UPDATE (Version 15.1 dated 10/4/04) Program Intent Codes 26 through 30 have been added as options for creating lead schedules in Report Master. Thanks to Robert Lake of Rutherford Taylor & Co., Greenville, TX for making this suggestion. AUDIT I.S.D. UPDATE (Version 15.1 dated 9/14/04) The financial statement setup for the statement of activities has been changed in the revenue section to pick up revenue tax revenue which is posted to funds other than the general fund or debt service fund (such as to a governmental activities fund). AUDIT I.S.D. UPDATE (Version 15.1 dated 7/8/04) Chapter 8 of the user manual is now a part of each product so that it can be abbreviated in every product except AuditWare for Local Governments. AUDIT I.S.D. UPDATE (Version 15.0 dated 4/8/04) The year of the current client may now be changed to 2004. An AuditWare Engine dated 4/8/04 is also required. AUDIT I.S.D. UPDATE (Version 14.2 dated 3/30/04) The template versions of exhibits A-1, B-1 and C1R may now be used to create the TEA data feed file. AUDIT I.S.D. UPDATE (Version 14.2 dated 2/9/04) Three more federal programs were assigned a federal program code by the TEA and have been added to the list within AuditWare. See # 2 of the 12/19/03 update below. AUDIT I.S.D. UPDATE (Version 14.2 dated 1/28/04) Another federal program was assigned a federal program code by the TEA and has been added to the list within AuditWare. See # 2 of the 12/19/03 update below. AUDIT I.S.D. UPDATE (Version 14.2 dated 1/25/04) Three more federal programs (CFDA #s 84.366, 10.200 and 15.226) have been assigned a federal program code by the TEA and have been added to the list within AuditWare. See # 2 of the 12/19/03 update below. AUDIT I.S.D. UPDATE (Version 14.2 dated 1/21/04) Another federal program has been assigned a federal program code by the TEA and has been added to the list within AuditWare. See # 2 of the 12/19/03 update below. This addition was for Literacy Through School Libraries, CFDA 84.356, TEA code 475. AUDIT I.S.D. UPDATE (Version 14.2 dated 12/30/03) Another federal program has been assigned a federal program code by the TEA and has been added to the list within AuditWare. See # 2 of the 12/19/03 update below. AUDIT I.S.D. UPDATE (Version 14.2 dated 12/19/03) 1) A minor edit was made to the liability section of the government-wide statement of net assets to pick up the unofficial object code 2125. 2) Ten new federal programs were added to the list of TEA federal program codes used in the SEFA schedule and the GASB data feed electronic submission. These have been supplied to us by the TEA over the last week or two. 3) A typo in the "Accounting Policies" section of the notes to the financial statements has been corrected. Thanks to John Pechacek of John Pechecek, CPA in Bellville, TX for pointing this out. AUDIT I.S.D. UPDATE (Version 14.2 dated 11/14/03) When creating the data feed for submission to the TEA, you are no longer prevented from creating it if certain dollar amounts do not contain data control codes. The change was made in connection with prior period adjustments. The line which reports the beginning fund balance or net assets "as restated" does not have a data control code assigned by TEA and will therefore now be omitted from the data feed file. AUDIT I.S.D. UPDATE (Version 14.2 dated 11/10/03) This was only a change in the version number in connection with a general mailing on CDs. AUDIT I.S.D. UPDATE (Version 14.1 dated 11/2/03) On the operating statement for proprietary funds, lines for special and extraordinary items have been added. Also, the line "Income (Loss) Before Contributions and Transfers" is now omitted when there are no contributions or transfers. AUDIT I.S.D. UPDATE (Version 14.1 dated 10/29/03) The change made in item 2 of the update below dated 10/21/03 regarding prior period adjustments has been revised to allow for the fact that the adjustment is normally made on the books of the current period as well. AUDIT I.S.D. UPDATE (Version 14.1 dated 10/27/03) A new "K Code" has been added as a result of an e-mail from TEA yesterday. The federal program name is "Carol M White Physical Education Program" The CFDA is 84.215f and the newly assigned TEA federal program code is 460. There is no TEA-assigned fund number for this program. "K codes" are used on the Schedule of Expenditures of Federal Awards for purposes of the TEA data feed for single audit clients. AUDIT I.S.D. UPDATE (Version 14.1 dated 10/21/03) 1) The ASCII file conversion process (sorting feature) has been revised to handle RSCCC files which have more than 8000 lines of data; 2) All operating statements have been changed to add a line which reads either "Net Assets - Beginning, as Restated" or "Fund Balances - Beginning, as Restated" when a prior period adjustment is being reported. This allows the first line of the equity section (Net Assets - Beginning or Fund Balances - Beginning) to tie out with the ending balance of last year while still reporting the effect of the prior period adjustment. AUDIT I.S.D. UPDATE (Version 14.1 dated 10/12/03) 1) The ASCII file conversion process has been revised to import the original budget when it is present in the ASCII file. Downloading and installing an updated AuditWare Engine is necessary as well; 2) On the governmental operating statement, the line for "total resources and (uses)" is now included in the statement even when it's a zero balance, such as when transfers in and transfers out are the only active lines and they are in balance. AUDIT I.S.D. UPDATE (Version 14.1 dated 10/6/03) ASCII files produced directly by Pentamation software can now be converted into AuditWare. This is a new feature now offered by Pentamation for a charge to its users. Three ASCII files are produced, LEAGEN.TXT for balance sheet accounts, LEAREV.TXT for revenues and LEAEXP.TXT for expenditures. AuditWare combines the three files when any one of them is selected. When "Pentamation" is selected as the file type, a menu now appears asking you to select between "Region 6 (Huntsville) Format" or "Audit LEA Format." The later is the new type involving three files. The former means a patch has been secured from Region 6 for producing the file. This change requires an updated AuditWare Engine as well. AUDIT I.S.D. UPDATE (Version 14.1 dated 10/2/03) The budget comparison schedules have been revised to change the sign of the variances (positive or negative) for other uses. AUDIT I.S.D. UPDATE (Version 14.1 dated 9/30/03) 1) The ASCII file conversion process has been changed to prevent a "error in syntax" error when running a file type other than RSCCC and to prompt for "plugging" fund balance for the "Custom" file type. Thanks to Charles Fankhauser of Long, Chilton LLP in McAllen for suggesting the "plugging" change. 2) Function 99 is now defined as "Other Intergovernmental Charges" rather than "Locally Defined Function" in trial balance and report master reports. AUDIT I.S.D. UPDATE (Version 14.1 dated 9/25/03) Object code 6132 is now correctly defined as "TRS Supplemental Compensation" instead of "Contract Buyout" on trial balance and Report Master reports. AUDIT I.S.D. UPDATE (Version 14.1 dated 9/24/03) The Fund Balance and Cash Flow Calculation Worksheet (optimum fund balance) schedule, Exhibit J-4, has been changed per a communication from TEA on 9/25/03. The schedule now has eleven required lines instead of seven. The data feed has been revised as well. The AuditWare Engine should be updated as well. AUDIT I.S.D. UPDATE (Version 14.1 dated 9/22/03) The ASCII file conversion process has been revised to sort RSCCC files when possible before converting them. The new RSCCC software used by some schools produces a file which is sorted consecutively by fund but randomly sorted with funds. If you are converting a file with more than 8000 lines it will not be sorted in advance and you must sort each trial balance after conversion. To do so, load the trial balance in the FieldWork module and select Ctrl C to load the "Codes" menu. Then select "Sort." AUDIT I.S.D. UPDATE (Version 14.1 dated 9/20/03) The template versions of the statement of net assets and the statement of activities have been revised to be in the save format as the automated versions of those statements. AUDIT I.S.D. UPDATE (Version 14.1 dated 9/16/03) The Schedule of Expenditures of Federal Awards has been revised to show "Unknown" in the "Data Control Codes" column when the TEA federal code has not yet been set for a particular fund, rather than displaying "ERR" in that column. These codes are used for the data feed electronic submission to the TEA. The version number was also changed to 14.1 in preparation for a general mailing. AUDIT I.S.D. UPDATE (Version 14.0 dated 9/8/03) TEA federal program code 459 for Smaller Learning Communities (CFDA 84.215L) was added to the list of such codes in AuditWare per an e-mail from Tom Purcell of the TEA on 9/9/03. AUDIT I.S.D. UPDATE (Version 14.0 dated 8/12/03) Numerous changes were made in the basic financial statements and to data control codes as a result of the new example financial statements which are a part of Update 11 of the TEA Resource Guide published recently. AUDIT I.S.D. UPDATE (Version 14.0 dated 8/10/03) The "data control codes" (TEA Federal Codes) for federal funds have revised per a new list e-mailed to us last week from Tom Purcell of the TEA. Your client data will automatically be updated accordingly. These codes are used in the schedule of expenditures of federal awards (single audit) and in the TEA data feed electronic submission when that schedule is active. An updated AuditWare Engine must also be installed. AUDIT I.S.D. UPDATE (Version 14.0 dated 8/9/03) Exhibits J-4 and J-5 (food service and debt service budget comparisons) are now omitted from the TEA Data Feed electronic submission file when created by AuditWare for 2003 and later, per Update 11 of the TEA Resource Guide. AUDIT I.S.D. UPDATE (Version 14.0 dated 8/1/03) The new fund codes added by the TEA to its Resource Guide which are effective this year have been added to AuditWare's fund list. TEA has not yet assigned data control codes for these funds for use in the data feed for single audits. These will be supplied in a future update when they are provided to us. AUDIT I.S.D. UPDATE (Version 14.0 dated 7/7/03) The new function 99, "Other Intergovernmental Charges," which is effective this year has been added to the statement of activities, the governmental operating statement and the individual fund budget comparison schedule. AUDIT I.S.D. UPDATE (Version 14.0 dated 5/22/03) Default entries are now made automatically to the AW column of trial balances when none have been set in a trial balance. Since this is not an exact science, and in some cases is AuditWare's "best guess" as to what the entry should be, these entries should be reviewed for appropriateness for a particular client's data. AUDIT I.S.D. UPDATE (Version 14.0 dated 4/28/03) The product year has been changed from 2002 to 2003, meaning that data periods ending in 2003 may now be accessed, and the password for changing the data year to the product year has been changed. AUDIT I.S.D. UPDATE (Version 13.4 dated 3/27/03) A correction was made in the creation of the data feed for Exhibit J-1, the delinquent tax schedule, to correctly report the dollar amount of column 20 (current year tax levy), row 1000. It was previously reporting as a zero amount. Re-creation of that exhibit will correct the problem. To edit an existing exhibit (without re-creating), go to the data feed formulas to the right of the exhibit and change the cell reference in the formula referring to column 20 from H34 to M34. In either case the data feed must then be re-created by selecting UTILITIES from the main OfficeWork module menu. AUDIT I.S.D. UPDATE (Version 13.4 dated 2/22/03) 1)The automated audit data feed now includes the SEFA (Schedule of Expenditures of Federal Awards and that schedule now includes a "Data Control Codes" column reporting the TEA Federal Program Codes.. You will need to return to FieldWork special input (Go To, Input, Other Input, SEFA Input) and supply the TEA Federal Program codes for those entries. For trial balances which have no such codes (those with locally assigned fund numbers), go to Settings and select the "Individual Fund Settings" category. You will find it in the "Federal Fund Information" section of the screen. If you select that and then select "List" you can print out a list of the codes sorted in four different ways. 2) Data feed files are now saved not only with the client data but in a new DATAFEED folder which a subfolder of AW. Each time you either create the file or load a client who has a data feed file, it is placed in that folder. This means that files for all clients, not just the current client, are accessible. This change requires downloading and installing AuditWare Utilities as well. AUDIT I.S.D. UPDATE (Version 13.4 dated 2/19/03) The formula which calculates total assets on the statement of net assets has been revised to pick up all of the lines of the asset section (SUM 22 has been changed to SUM 25 on the financial statement setup). This error resulted from our splitting out the 1525 line to multiple lines in the 2/14/03 update without changing the total line. Thanks to Elton Reneaux of Holton, Wagner & Co. in New Braunfels, for catching and reporting this error and to Roy Salinas of Oscar R. Gonzales, CPA in Pharr for catching and reporting the error corrected in the 2/17/03 update. AUDIT I.S.D. UPDATE (Version 13.4 dated 2/17/03) The automated data feed for Exhibit J-3 (Optimum Fund Balance Worksheet) has been revised to use a column number of 100 instead of 1. Without this change the file will be rejected by TEASE. AUDIT I.S.D. UPDATE (Version 13.4 dated 2/14/03) In a major update, the Audit Data Feed required by the TEA may now be created automatically from within AuditWare. Go to the OfficeWork module and select Utilities to find the command to do so. Help is on the next menu which appears, which may be either viewed or printed. This initial version does not allow inclusion of the Schedule of Expenditures of Federal Awards (SEFA) or Exhibit J-4 (food service budget comparison) when food service is carried an enterprise fund. Data for these exhibits must continue to be keyed into the template version of the data feed and submitted to TEA as a separate file. A future update will add these exhibits to the automated process. AUDIT I.S.D. UPDATE (Version 13.4 dated 2/8/03) The first two statistical tables required for a full CAFR under the new reporting model are now active if the AuditWare CAFR add-in is active. They are the table of government-wide expenses by function and the table of government-wide revenue. The AuditWare Engine must also be downloaded and installed. AUDIT I.S.D. UPDATE (Version 13.3 dated 11/16/02) 1) A problem has been corrected on the statement of net assets for proprietary funds in which account 2130 was being reported on both the 2120 and 2130 lines. 2) On the operating statement for proprietary funds, a new "Debt Service" line for the 6500 accounts has been added, rather than capturing those amounts as a part of the 6600 line. AUDIT I.S.D. UPDATE (Version 13.3 dated 11/11/02) 1) A repetition of the words "the District" has been removed from the risk management note to the financial statements. Thanks to Tray Moses of John R. Pechacek, CPA for catching this and letting us know. 2) The cover sheet now can be created when the setting for a small hole in the cover sheet is set for Yes and the client has an unusual name (education service center, etc.), AUDIT I.S.D. UPDATE (Version 13.3 dated 11/10/02) Several lines of the governmental budget comparison statements have been changed to report the proper sign in the "Variance with Final Budget" column. AUDIT I.S.D. UPDATE (Version 13.3 dated 11/4/02) The budgetary comparison schedule for the food service fund carried as an enterprise fund now reports the proper sign for amounts in the "Variance with Final Budget" column. AUDIT I.S.D. UPDATE (Version 13.3 dated 10/31/02) Program revenues assigned to RFN number 71 no longer are reported on both the "71" and "72" row of the statement of activities. They are now assigned to 71. If for some reason you want these revenues to appear on the 72 row, such as a rare situation in which you have fees for issuance of bonds but no long-term interest expense in the period, use RFN 72. AUDIT I.S.D. UPDATE (Version 13.3 dated 10/27/02) 1) The title of the schedule of findings and questioned costs was revised to use the word "period" instead of "year" for June 30th schools. 2) A brief paragraph was added to the new reporting model footnotes under Note A regarding the client's implementation of GASB 34. 3) A line for principal payments on long-term debt was added to the statement of activities with a warning message that these amounts should be adjusted out. AUDIT I.S.D. UPDATE (Version 13.3 dated 10/23/02) 1) The Texas Education Agency notified us of a change to the financial statements on October 22nd. This update reflects those changes. All operating statements (statement of activities, governmental fund operating statement and individual fund budget comparisons now contain an extra line for function 71 captioned "Bond Issuance Costs and Fees." It has a data control code of "72" (a nonexistent function) but the data is derived from function 71, object codes 6524 and 6529. Account 6525 was deemed effectively to be interest and included on the "Interest on Long-Term Debt" line. 2) Some minor changes were made to the default fund list and to the template version of the statement of activities. AUDIT I.S.D. UPDATE (Version 13.3 dated 10/20/02) The "Principal on Long-Term Debt" line of governmental operating statements now honors the generic (unofficial) account codes 6500-6509 for the benefit of those who key in the trial balance manually. AUDIT I.S.D. UPDATE (Version 13.3 dated 10/14/02) On the Statement of Net Assets - Proprietary Funds, the "Cash" line now captures accounts 1100-1129.99 rather than 1110-1129.99 to pick up unofficial accounts in the 1101-1109 range. AUDIT I.S.D. UPDATE (Version 13.3 dated 10/13/02) On the Statement of Activities, the data control code "TG" was changed to "TR" on the line referring to "Total General Revenue and Transfers" at the request of the TEA by telephone on 10/14/02. AUDIT I.S.D. UPDATE (Version 13.3 dated 10/8/02) This was a change in version and version date only, in association with a general mailing by CD. AUDIT I.S.D. UPDATE (Version 13.2 dated 10/4/02) 1) In the new reporting model, accounts 6500 and 6600 have been added to the default list of "usual suspects" to accommodate those keying in data using broad object code categories. 2) The default equity closing code for proprietary funds under the new reporting model has been changed from 3300 to 3900. 3) The cover sheet now reflects "period ended" instead of "year ended" for June 30th schools. AUDIT I.S.D. UPDATE (Version 13.2 dated 10/3/02) A change was made in several financial statements in response to a communication from the TEA. Most were changes in data control codes. The affected statements were the statement of net assets, the balance sheet for governmental funds and the operating statement for governmental funds. AUDIT I.S.D. UPDATE (Version 13.2 dated 10/1/02) 1) A minor change was made in the creating the cover sheet to allow for variations in the client name, including those of education service centers. 2) In the new reporting model, the capital assets section of the notes has been revised to add the appropriate underlines. AUDIT I.S.D. UPDATE (Version 13.2 dated 9/24/02) An improvement was made in budget comparison schedules for the new reporting model in the Special and Extraordinary Items section. AUDIT I.S.D. UPDATE (Version 13.2 dated 9/22/02) A problem with function 71 on budgetary comparison schedules has been corrected. For reports already in process it may be necessary to re-save the trial balances for which budget comparisons are active. AUDIT I.S.D. UPDATE (Version 13.2 dated 9/17/02) 1) The ASCII file conversion procedure has been revised to assign a new reporting model fund type of "locally funded special revenue fund," rather than "permanent fund" to fund numbers 480-499. Users who have already converted an ASCII file this year should go to the "Individual Fund Settings" category of settings and change the fund type for these funds if needed. If those fund numbers were active last year the new model fund type should be correct. However, new AuditWare users and those with new funds using those numbers this year will need to change the fund type. 2) In the new reporting model, the statement of activities has been revised to ignore the accounts for special and extraordinary items in the "failsafe" line which reads "Other Resources (Reclassify to revenues)" in the "General Revenue" section, making it unnecessary to adjust these accounts when active. As in the past, enter 301, 302, 303 or 304 in the AW column of the trial balance to identify special or extraordinary items at the government-wide level. AUDIT I.S.D. UPDATE (Version 13.2 dated 9/16/02) The statistical tables which are part of the CAFR add-in have been moved from being a part of the AuditWare Engine to being included with individual products. This is related to the fact that these tables now reflect functions for a school district in the Audit I.S.D. product, while still reflecting those of a city in the ALG product. AUDIT I.S.D. UPDATE (Version 13.2 dated 9/10/02) 1) Carter Pertaine software has been added as an ASCII file type on the ASCII Master menu. This resulted in the addition of another setting on the "Operation Settings" screen which may be used with any file type which is self-balancing. It is worded "Reverse signs of revenue amounts during processing?" and is set for "Yes" for Carter Pertaine files, since they are self-balancing for balance sheet accounts but the revenue is signed with positive numbers. We also removed FASTRAC software from the menu, since we understand they no longer provide accounting software to school districts. However, if you know otherwise, let us know and we will return it to the menu. 2) The Statement of Activities in the new reporting model has been changed to abbreviate the lengthy titles for functions 94 and 95 and express each of them on one line, rather than using the full title expressed on two lines. Previously the first line, which contained no dollar amount, was being omitted from the Statement. 3) Chapter 6 of the user manual and an exhibit, both concerning ASCII files, have been revised to add comments regarding Carter Pertaine ASCII files. AUDIT I.S.D. UPDATE (Version 13.2 dated 8/30/02) The automated creation of the Indirect Cost Schedule has been corrected. When the two extra lines required by TEA this year were inserted in the bottom section, some of the totals in the top section were inadvertently offset by two lines. Thanks to Ken Robison, Robison, Johnston & Patton in Lubbock for catching this. AUDIT I.S.D. UPDATE (Version 13.2 dated 8/29/02) The following changes were made in further support of schools which have changed their fiscal year to June 30th this year: 1) The beginning and ending fund balances on operating statements and budget comparisons are now referred to generically (i.e. "Fund Balances - Ending"), rather by specific months (i.e. "Fund Balances - Ending (August 31)"). 2) Several references to "year" have been changed to "period" in the auditor reports (letters) and in the notes to the financial statements. If you have already established your FieldWork notes you will need to select UTILITIES, then RESTORE_DEFAULT to access those changes, in which case you will lose your current notes input, if any. If you want to edit your existing notes, give us a call and we'll tell you where the changes are. 3) This update requires downloading and installing the Engine as well. AUDIT I.S.D. UPDATE (Version 13.2 dated 8/17/02) The notes to the financial statements are now active for the new reporting model. You should download and install the AuditWare engine as well. We believe we have included all required disclosures under GASB 34 and GASB 38. However, if you think a required disclosure is missing or inadequate, please let us know. We would appreciate "chapter and verse" from the GASB Codification (GASB 34 Edition) if possible. We have not included a "budgetary information" section in the assumption that you will be presenting your budget comparisons as Required Supplementary Information. If not, you will need to edit to add those disclosures. Also, GASB 38 requires the disaggregation of receivables and payables when they have been aggregated on the financial statements in a manner which obscures various significant components. We have not provided a chart which disaggregates those balances. Instead, we have included a disclosure stating that the District believes that the financial statements provide sufficient detail so as not to obscure significant components. See the 8/18/02 article in AuditWare News for more information about this update. AUDIT I.S.D. UPDATE (Version 13.1 dated 7/30/02) The statement of activities (new reporting model) has been revised to report contributed capital in the "general revenue" section. AUDIT I.S.D. UPDATE (Version 13.1 dated 7/17/02) 1) The financial statement setup for governmental operating statements has been changed. The line "Interest on Long-term Debt" has been revised to pick up object code 6599 when active. 2) The exhibit titles of the "J" schedules (delinquent tax schedule, indirect cost, etc.) have been changed to reflect a change in fiscal year when appropriate. AUDIT I.S.D. UPDATE (Version 13.1 dated 7/14/02) The ASCII file conversion process has been changed to include the new 3800 and 3900 object codes in the process. These are "Restricted Net Assets" and "Unrestricted Net Assets" respectively. If you're dealing with a June 30th fiscal year and have already run the file, either run it again with this update or key them into the trial balances manually. They should appear in funds 901 and 902 and in proprietary and fiduciary funds when appropriate. Account 3700, "Budgetary Fund Balance," continues to be excluded from the ASCII file conversion process when it is included in the file. AUDIT I.S.D. UPDATE (Version 13.1 dated 7/12/02) The indirect cost schedule has been revised to add two more lines of data near the bottom per the revised TEA sample audit report template dated 7/12/02. The input for that section in FieldWork (Go To, Input, Other Input, Input for Indirect Cost Schedule) has also been revised to include the two new lines. AUDIT I.S.D. UPDATE (Version 13.1 dated 7/11/02) No changes made. This is only a change in the version date to be consistent with that of the engine & utilities. AUDIT I.S.D. UPDATE (Version 13.1 dated 6/30/02) Under the new reporting model, the financial statement setup for the proprietary statement of net assets was changed to honor both accounts 3900 (unrestricted net assets) and 3300 (retained earnings) for the "Unrestricted Net Assets" line so that this amount is captured for 2000-01 and earlier data (the TEA has deleted 3300 effective this year0. AUDIT I.S.D. UPDATE (Version 13.0 dated 5/28/02) Several financial statements for the new reporting model were changed. This version requires an AuditWare Engine dated 5/31/02 or later. AUDIT I.S.D. UPDATE (Version 13.0 dated 5/15/02) The ASCII file conversion file has been revised. The default TEA list of funds has been moved to a new location to accommodate additional columns, correcting an occasional problem when converting ASCII files. AUDIT I.S.D. UPDATE (Version 12.5 dated 4/25/02) 1) The setup for the statement of activities under the new reporting model has been revised to display other resources and other uses to assist the user in knowing that further adjustments need to be made. 2) The setup for the statement of net assets under the new reporting model has been revised to provide a minimum account of 1520 instead of 1530 for the "Buildings, Furniture and Equipment, net" line. AUDIT I.S.D. UPDATE (Version 12.5 dated 4/15/02) 1) Numerous changes were made associated with GASB 34 capabilities. See AuditWare Engine Changes for an overview. 2) The ASCII file conversion process has been changed to close the window which opens when copying files from floppy disks or from elsewhere on the hard disk while using Windows 2000. AUDIT I.S.D. UPDATE (Version 12.4 dated 1/11/02) 1) Substantial changes were made to the financial statement setups and to the overall processing associated with GASB 34. All but two of the nine "basic" financial statements may now be created and printed automatically and the automation of these final two, the government-wide ones, are in the works. Templates have been provided temporarily for keying in the balances for those two statements. 2) The governmental operating statement setups were revised to pick up a maximum of 7999 (instead of 7949) for the Other Resources line and 8999 (instead of 8949) for Other Uses. The TEA reserves account codes greater than 7949 and 8949 only for proprietary and similar trust funds, but they are occasionally accidentally used by clients in governmental funds and this assures that those sections of the statements foot properly. AUDIT I.S.D. UPDATE (Version 12.3B dated 10/26/01) When converting an ASCII file, the default setting as to the maximum number of records (lines) to convert has been changed from 20,000 to 100,000. A few users have encountered files with more than 20,000 records this year. To change this setting yourself, select "View or Change Operational Settings" from the ASCII Master menu. AUDIT I.S.D. UPDATE (Version 12.3A dated 10/10/01) The financial statement setups for all governmental operating statements (combined, combining and individual fund) have been changed to detail out Other Financing Sources and Other Financing Uses and to provide a total for each. When both Sources and Uses are active in a statement, an additional line appears specifying "Total Other Financing Sources and (Uses). For audit reports in process, you should receive the message "Data columns must be updated to create financial statements" when you select either CREATE or TURNKEY from the main OfficeWork Module menu after installing this update. If this doesn't occur, it is important that you return to the FieldWork module, select UTILITIES, then # 3, "Refresh the current client's data files." Download and installation of the AuditWare Engine will be required as well. We try not to change the financial statement setups "midstream" during the audit season, but this is a case where we simply didn't notice that TEA had made this change in the operating statements of their sample report this year until an AuditWare user told us recently. Thanks to Wes Scott of Weaver and Tidwell, LLP, of Dallas for catching this. AUDIT I.S.D. UPDATE (Version 12.3 dated 10/2/01) This is only a change in the version number to match that used in the 10/04/01 mailing to all users. Otherwise it is the same as the previous version. AUDIT I.S.D. UPDATE (Version 12.2J dated 10/2/01) In a minor change, the inactive section on Y2K disclosures has been removed from the notes questionnaire. AUDIT I.S.D. UPDATE (Version 12.2i dated 9/30/01) A dollar sign has been added to the "Debt Service Collections" column of the Schedule of Delinquent Taxes Receivable. Thanks to Mike Edgin of Mathis, West, Huffines & Co., CPAs in Wichita Falls, TX for calling this to our attention. AUDIT I.S.D. UPDATE (Version 12.2H dated 9/24/01) 1) Since we have received several support calls from users who have received EDP ASCII files which are "wrapped" we have added a utility to the "Use ASCII Utilities" menu called "Repair an EDP ASCII file which is wrapped." You can tell if you need to use the utility if you will select # 2 from the main ASCII Master menu, "View a few lines of the file." Each line of the file should end with an alpha letter on the far right end of the line. The letter will be either a G, R, or B. Files which have accidentally wrapped will have that letter on a short line by itself on every other line. If you have the problem, return to the main ASCII Master menu, and select "Use ASCII Utilities." The new utility is # 7 on the list which will appear. Thanks to Dana Goad of Brown, Bronstad, Habenicht & Rosson PC of Kilgore, TX, for e-mailing us a "wrapped" EDP file to use for testing in developing the utility. 2) When converting an ASCII file, previously you were shown a list of the funds on your fund list when did not appear in the ASCII file and asked if you wanted to delete them from your fund list (see 9/6/01 update). Now that list will include funds which are physically in the file but are inactive (the balances were all zero amounts).. AUDIT I.S.D. UPDATE (Version 12.2G dated 9/21/01) A change was made in the wording of the one of the line-item descriptions on the governmental operating statement of the GPFS, adding the word "of" after the words "Excess (Deficiency)" in the second occurrence. AUDIT I.S.D. UPDATE (Version 12.2F dated 9/15/01) When converting an ASCII file and the user elects to remove files not on the fund list (see 9/6/01 update), the client's archive file is now updated to remove the files associated with those funds. AUDIT I.S.D. UPDATE (Version 12.2E dated 9/6/01) When converting an ASCII file, all AuditWare users are now shown a list of the funds on the client's fund list which were not found in the ASCII file and given the opportunity of deleting them from the fund list. Previously, this feature was only active when running with a DOS version. AUDIT I.S.D. UPDATE (Version 12.2D dated 9/4/01) All installation files have been updated to allow up to 3 products or up to 2 products and the AuditWare Utilities to be placed on the same diskette when selecting "Create an install disk from a file downloaded from the internet (TheAudit.com). See Utilities Changes dated today for more details. AUDIT I.S.D. UPDATE (Version 12.2C dated 9/2/01) Some relatively minor changes were made to the fund titles in the TEA list of funds used for establishing new funds. AUDIT I.S.D. UPDATE (Version 12.2B dated 8/31/01) Object code 6149, Other Employee Benefits, has been added as a report option in Report Master (see item 2 of 8/28/01 update below). It now appears in the list as an option when you are generating a lead schedule and select OBJECT and also appears in the summary information at the end of all trial balance reports when the setting is set to provide summary information by object code. It captures both 6148, Locally defined other employee benefits, and 6149. This is provided because the Indirect Cost Schedule (Normally Exhibit C-2) must now be manually edited when these accounts include amounts associated with the payment of unused leave to separating employees. Since 6148 and 6149 are "catch all" accounts and therefore may include amounts for other purposes, you will need to investigate and, if appropriate, edit the schedule. AuditWare's automated procedure for creating the schedule is to include all 6100 amounts on the first line (where the schedule reads "6100-6146) and to place no amounts in the "Unused leave" lines, since it is most likely in that scenario that any amounts in 6148-6149 will be for another purpose than unused leave. AUDIT I.S.D. UPDATE (Version 12.2A dated 8/28/01) 1) The notes to the financial statements have been revised to add a new "Maintenance of Effort" disclosure as a part of the "Health Care Coverage" note. 2) Exhibit C-2, the Indirect Cost Schedule, has been revised to be in the format specified in T.E.A.'s example audit report for 2001. Be aware that two new lines on this schedule require disclosure of amounts paid for unused leave paid to separating employees and which are being carried in the Indirect Cost column. One line reports the amount in function 41 and related 53 and the other reports the amount in all other functions. Both lines are listed as object code 6149, a catch-all account entitled "employee benefits." It will therefore be impossible for AuditWare to capture this amount from trial balances, since the school may be carrying other miscellaneous expenditures in that account. Temporarily, until we establish an input method, these amounts, if any, will need to be keyed into the schedule manually after creation in the OfficeWork module. Hopefully the need to do so will be rare. Both of the above changes are newly required by T.E.A. as a part of Version 8 of their Resource Guide which was posted to their web site last week. Download and installation of the revised AuditWare Engine is required as well. AUDIT I.S.D. UPDATE (Version 12.2 dated 8/15/01) The ASCII file procedure has been changed to allow for the fact that the AuditWare Access Menu file is now in the AuditWare Engine (folder \aw) rather than in the AuditWare Utilities (folder \aw\utl). AUDIT I.S.D. UPDATE (Version 12.1 7/3/01) The reference to GAAP in the first paragraph of the notes to the financial statements has been revised to read "accounting principles generally accepted in the United States of America," bringing it into conformity with SAS 93. AUDIT I.S.D. UPDATE (Version 12.0 4/28/01) The client's data year may now to be changed to 2001 by use of a password. See AuditWare Engine changes for more information. The Engine must be downloaded as well. AUDIT I.S.D. UPDATE (Version 11.3e 4/5/01) The product installation process has been further revised. AUDIT I.S.D. UPDATE (Version 11.3d 3/30/01) The product installation process has been changed to provide compatibility with Windows 2000. AUDIT I.S.D. UPDATE (Version 11.3g 1/17/01) New fund numbers and fund names effective 9/1/00 per T.E.A. have been added to the fund selection list and outdated fund numbers removed. This affects both establishment of new funds manually and ASCII file conversion. AUDIT I.S.D. UPDATE (Version 11.3f 12/21/00) An incompatibility with the 12/19/00 AuditWare Engine has been corrected. The 12/21/00 version of the Engine must be downloaded and installed as well. AUDIT I.S.D. UPDATE (Version 11.3e 11/15/00) In the sentence which appears at the bottom of the Certificate of the Board, the word "auditor's" is now changed to "auditors'" when this format is so indicated in the questionnaire. AUDIT I.S.D. UPDATE (Version 11.3d 11/13/00) When ASCII files created by Anderson and Associates software are converted, budgeted revenue amounts are now converted as negative numbers. Two users have reported having received Anderson ASCII files this year in which the actual is signed but the budget is unsigned. This update handles that situation. We have no Anderson files in hand with which to check this change, so if you encounter files which are laid out differently, let us know. AUDIT I.S.D. UPDATE (Version 11.3c 10/30/00) 1) On the Indirect Cost Schedule, the 6211 line is now shaded out in the 4th column (indirect cost) and 6th column (miscellaneous). This resulted from a conversation with Betty Richardson of the T.E.A. staff. See Engine update dated today for more changes to this schedule. 2) When creating new funds manually (FieldWork Utility # 1), there is now a selection for "Other state funded special revenue funds" with XXX for the fund number so you can supply your own. AUDIT I.S.D. UPDATE (Version 11.3b 10/26/00) When converting ASCII files, you may now set the maximum number of records which will be read when the program "maps" the file. Since most school files contain less than 10,000 records, the default is 20,000. This setting prevents the endless mapping of files which have no "end of file" marker. Select "Change operational settings" from the ASCII Master menu to increase this maximum if you are converting a file you think will exceed 20,000 records. AUDIT I.S.D. UPDATE (Version 11.3a 10/25/00) When converting ASCII files, equity object codes 3000-3099 and 3700-3799 are now automatically excluded in addition to other control code ranges. We have found these codes used as control codes in several files recently. They are not in the T.E.A. chart of accounts at all. AUDIT I.S.D. UPDATE (Version 11.3 10/18/00) Version change only for general mailing. AUDIT I.S.D. UPDATE (Version 11.2c 10/15/00) 1) When converting ASCII files and the operational setting for whether the file contains decimals is set for NO, you are now prompted to change the setting when decimals are found in the file. 2) Minor technical changes were made to the ASCII file conversion process to handle unusual files. AUDIT I.S.D. UPDATE (Version 11.2b 9/14/00) Changes the ASCII file conversion process to handle records in which the school district has used alpha characters in the subobject code field. Previously, these records (if any) were being omitted. This only comes into play when you answer YES when asked if you want to capture subobject codes from the ASCII file. AUDIT I.S.D. UPDATE (Version 11.2a 9/11/00) A revision was made to Report Master report settings to accommodate subobject codes when present. Previously, object codes ending in 99 were omitted when they also included a subobject. AUDIT I.S.D. UPDATE (Version 11.2 9/6/00) 1) The title of the audit report as shown on the cover sheet has been changed to "Annual Financial Report." The title changes to "Comprehensive Annual Financial Report" when the CAFR add-in is activated. 2) See also the important changes in the AuditWare Engine dated today, which must be downloaded as well. AUDIT I.S.D. UPDATE (Version 11.1a 8/13/00) A new option has been provided which provides the ability to capture the subobject code from Texas school district ASCII files and include it in the trial balance. When active, this 2-digit code is carried as two decimal positions of the object code, as in 1110.15 for a particular type of cash. The process by which the adjustment journal posts has not been changed, so object codes in the journal will need to be entered with the same decimal positions as those in the trial balance, in addition to entering the subobject code. AUDIT I.S.D. UPDATE (Version 11.1 6/15/00) See "AuditWare Engine Changes" for the changes in this update. The Engine must be downloaded as well. AUDIT I.S.D. UPDATE (Version 10.7 4/4/00) Several technical changes were made to be consistent with major changes to the AuditWare Engine. It must also be downloaded and installed. AUDIT I.S.D. UPDATE (Version 10.6B 2/14/00) 1) The version date of the AuditWare Engine is now checked to ensure that it is compatible with the Audit I.S.D. product. 2) Files were moved between Audit I.S.D. and the AuditWare Engine to accommodate the changes made to the engine (see AuditWare Engine Changes page). Both files must be downloaded and installed. AUDIT I.S.D. UPDATE (Version 10.6A 1/13/00) Up to 81 funds may now be included on the combining special revenue budget comparison financial statement. The product(s) you are using must also be dated 1/13/00 or later. An AuditWare engine dated 1/13/00 or later must also be downloaded and installed. AUDIT I.S.D. UPDATE (Version 10.6 12/31/99) Individual fund statements are now available for general and enterprise fund types. See the AuditWare Engine Changes page for more important information regarding this update. AUDIT I.S.D. UPDATE (Version 10.5B 12/14/99) The financial statement setups have been changed to reflect a new FB (fund balance) class which has been established. The AuditWare Engine dated 12/14/99 or later must also be downloaded and installed. AUDIT I.S.D. UPDATE (Version 10.5A 12/1/99) 1) The chart of accounts setups for the financial statements have been changed to handle residual equity transfers on Exhibits A-1, A-2 and A-3 and to omit contributed capital from retained earnings on Exhibit A-4. On Exhibits A-2 and A-4, the total of prior period adjustments and the net of equity transfers out and in is displayed on a line between the beginning and ending fund balance/retain earnings lines with a caption of "Increase(decrease) in fund balance" on A-2 and "Increase(decrease) in retained earnings" on A-4; 2) The chart of accounts setup for combining governmental operating statements (the B schedules) has been changed to prevent a blank row from sometimes occurring below the word "Current:"; 3) For the above changes to be effective, you must also download and install the AuditWare Engine dated 12/1/99 or later and select "Refresh the current client's data files" from the FieldWork Utilities menu; 4) Be aware that installing this upgrade overwrites any changes you may have made to the chart of accounts setups for the financial statements (these setups are accessed by selecting "Set up the Chart of Accounts" from the settings menu); 5) Since the class abbreviation for retained earnings is now EA instead of EQ (equity), there is now a new column in the chart of accounts setup for equity closing codes to specify the class, as well as the account code and account code type. By default, the class for proprietary funds is now set for EA (retained earnings). AUDIT I.S.D. VERSION CHANGE (Version 10.5 11/12/99) This is a version change only. Otherwise, it is the same as Version 10.4D. AUDIT I.S.D. UPDATE (Version 10.4D 11/8/99) Default equity closing codes have been established for discretely presented component units. The defaults are 3490 for governmental and 3300 for proprietary types. AUDIT I.S.D. UPDATE (Version 10.4C 11/2/99) This update corrects another problem created by Version 10.4A associated with converting ASCII files. AUDIT I.S.D. UPDATE (Version 10.4B 11/1/99) This update corrects a problem in Version 10.4A which occurred when attempting to copy an ASCII file from a diskette to the hard disk. AUDIT I.S.D. UPDATED (Version 10.4A, dated 10/26/99) This update allows for conversion of EDP ASCII files created with overpunching in the format included with the latest EDP release shipped to their school district clients this month. Their old method used ASCII symbols in the final penny of the data to represent negative amounts while the new overpunching is "EBCDIC," brackets and alpha letters in the final penny. This update will read either format. Since this update is of limited use, we will not be mailing to those who have asked for diskettes by mail unless requested to do so. AUDIT I.S.D. UPDATED (Version 10.4 dated 10/25/99) 1) The ASCII file conversion process has been enhanced as follows: a) When "plugging" fund balance with budgeted net income to bring it into balance, you now have a choice of using object code 3600 for all funds, using an account you specify in all funds or using the account called for in the current "equity closing codes" settings for each fund type; b) You are now prompted as to whether you want to plug fund balance for the "Audit I.S.D. Standard Format," in addition to RSCCC and EDP file types (this is for special situations; if the file truly is in Audit I.S.D. standard format you should answer NO); c) The conversion process now conserves memory by deleting its temporary files internally, rather than "shelling out" to the DOS prompt and running a batch file; 2) In the "Health Care" section of the notes to the financial statements, the final paragraph is now omitted when the type of plan is selected as "Self-Funded Pool" in the questionnaire. This paragraph states that the insurance company's financial statements have been filed with the State Board of Insurance. We are not changing the "AuditWare Revision Date" of the notes for this minor change. It continues to be 10/5/99; 3) Two new trial balance "classes" have been added for Residual Equity Transfers In and Out. The abbreviations are ETI and ETO. While these classes will appear in trial balances when accounts 7999 or 8999 are active, we have not revised the financial statement setups accordingly, since the use of these accounts is so rare. If you have the situation you will need to edit these setup (call us if you need help); 4) The combining trust and agency (T&A) balance sheet is now inactive unless the T&A column of the combined balance sheet (Exhibit A-1) includes multiple fund types, rather than multiple funds. So as not to disrupt the page numbers of reports in the final stages of preparation, this feature is not immediately active. Select FieldWork Utility number 1 to activate it, if desired, for reports in progress. This prevents the activation of this exhibit, for instance, when you have two agency funds but no trust funds. AUDIT I.S.D. UPDATED (Version 10.3B, 10/7/99) This update changes the indirect cost schedule to include organization (ORG) code zero when computing the "Miscellaneous" column. This was necessary because of the new feature we introduced in Version 10.3 whereby you can now exclude all ORG codes except 700-751 (change them to zeros) when converting an ASCII file. If you have converted an ASCII file and used that new feature, select "Refresh the current client's data files" from the FieldWork Utilities menu after installing this update. You may press escape to stop refreshing when it starts on prior year files (if any), since this schedule does not involve the prior year. Then recreate the indirect cost schedule. AUDIT I.S.D. UPDATED (Version 10.3A, 10/6/99) Changes: 1) You may now convert EDP ASCII files which use minus signs instead of overpunching to indicate negative numbers. To do so, first select "EDP" from the file type menu. Then go to "Operational Settings" and change the setting "How are negative numbers expressed?" from "Overpunched Right" to "Minus Signs." We have discovered that there are a few schools which cannot create EDP ASCII files in the standard format; 2) When converting any ASCII file, a YES/NO menu now appears as to whether you want to treat all fiscal year fields as the current year (9) except for federal funds. If all data in the file is actually 1999 data you should answer YES. If you answer NO, the data will be separated into separate trial balances when a fiscal year field other than 9 is encountered. This previously was a setting in the "Use ASCII Utilities" menu with a default setting of NO and has resulted in the creation of two general funds with 4-digit fund numbers when users did not know about or forgot to change the setting; and 3) The footnotes have been changed in cosmetic ways only for the benefit of some users who were having trouble with the justification of paragraphs when the notes were created in the OfficeWork module. If you have FieldWork footnotes in progress it is NOT necessary to restore the default notes unless you are having such a problem. AUDIT I.S.D. UPDATED (Version 10.3, 10/4/99) Changes: The ASCII file conversion feature now allows the user to capture only the organization codes between 700 and 751 (those used for the indirect cost schedule). The previous YES/NO menu as to whether to capture this code has been changed to a choice of ALL, SOME and NONE. The "SOME" selection filters out all such codes which are not between 700 and 751. This should be a popular feature, particularly for users dealing with large schools, since it will reduce dramatically the volume of the data. Fully detailed organization codes may continue to be entered in the adjustment journal. AUDIT I.S.D. UPDATED (Version 10.2, 9/28/99) Changes include: 1) The crosscheck report is corrected to read only function 41 of the special revenue funds and general funds instead of total expenditures when comparing to the indirect cost schedule. To get this correction go to the FieldWork Utilities menu and select "Refresh the current client's data files;" 2) When converting RSCCC or EDP ASCII files you are now prompted as to whether you want the program to plug fund balance by adding an entry which subtracts budgeted net revenue from Account 3600. This was previously automatic but Region 13 carries this amount in account 3112; 3) An "N" has been changed to a "Y" in the "Deposits and Investments" section of the Notes to the Financial Statements, just above the heading "Change in Investment Accounting Policy." This prevents two paragraphs from inadvertently being merged into one when the client has no investments and is not implementing GASB 31 for the first time. If you have already started your notes input for a client, you may make this change yourself by going to that section in FieldWork and typing a Y in cell B112; 4) The indirect cost schedule has been changed to exclude function 53 from the "Miscellaneous" column. Also, "Note A" at the bottom now correctly displays the amount of function 53 expenditures. AUDIT I.S.D. UPDATED (9/8/99) Version 10.1C dated 9/7/99 corrects the problem in ASCII file conversion process in dealing with fiscal year digit zero. Without this correction federal project periods with a fiscal year code of zero are combined with the data for the current year. AUDIT I.S.D. AND AUDITWARE ENGINE UPDATED (8/30/99) This version of Audit I.S.D. and the AuditWare Engine uses the new "data column" approach to creating the indirect cost schedule. Both the engine and Audit I.S.D. product files must be downloaded. AUDIT I.S.D. UPDATED (8/20/99) This version makes a change in the file naming convention when converting an ASCII file which contains the 1997 project year or fund 865. AISD, ALG AND ENGINE UPDATED (7/27/99) Updates of Audit I.S.D., AuditWare for Local Governments and the AuditWare Engine were posted on the web site today (see Downloads under Software). This Audit I.S.D. version (10.1) is being mailed by diskette along with a printed user manual to all users who have paid their 1999 renewal fee. it is compatible to run on the same computers with the ALG product and also allows downloads of future updates from this web site. The ALG update (Version 2.1A) involves relatively minor changes (placing dates on each section of the FieldWork notes file and including expenditure object codes in GFOA default setup files). The AuditWare Engine update perfects the use of specified account groups in the chart of accounts setups for ALG users and provides a number of other changes for both products.