AuditWare Support Journal
(This journal is active August
through December annually)
Submit a support question or suggestion.
Below are summaries of support contacts received by AuditWare from users of AuditWare products. Only those contacts which we believe would be helpful to other users are recorded. The following abbreviations are used to refer to AuditWare products: ALG=AuditWare for Local Governments, CSD=AuditWare for California School Districts and TSD=AuditWare for Texas School Districts. If no product is specified it applies to all products.
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9/4/01 Can I use a cash flow statement from last year to key in the current year's data? My fund types are the same and I have already edited the captions in last year's to be like I want them. Yes. Here's how you do it: 1) First "create" the statement with the OfficeWork Module menu. This establishes a default statement with no dollar amounts and puts it on the OfficeWork Module's "Go To" menu (if it doesn't show up on the OfficeWork Create menu, access it once from the FieldWork Module and thereafter it will); 2) Go to it from the OfficeWork menu, press Ctrl M to get a menu and select LAST-YEAR, then IMPORT; 3) You may now change the dollar amounts in that statement to be the current year input.
8/31/01 (CSD - NonSACS) Can I key in expenditures in the trial balance with summarized accounts such as 1000, 2000, etc.? Yes, generally, with the following exceptions: 1) Use 1001 instead of 1000; 2) Detail out the 7000's and 8000's since this additional detail is needed to create the financial statements.
11/17/00 I changed the setting regarding whether to include pennies on the financial statements from No to Yes. Why do the statements still show rounded amounts? When that setting is changed you must return to the FieldWork Module, select Utilities, then "Refresh the current client's data files."
11/17/00 I'm working on a CAFR using the CAFR add-in. Why aren't the exhibit numbers incrementing for my individual fund financial statements? That's an AuditWare problem created by one of our recent "enhancements" in another area of the program. We'll correct it as soon as possible by uploading an update of the AuditWare Engine to the web site, probably tomorrow.
11/16/00 (TSD) I went to individual fund settings and changed the fund names for some of the federal funds. Why are the first five characters of these new names being omitted on the SEFA schedule? In TSD, the SEFA schedule expects all federal fund names to begin with the year followed by a space. It therefore removed the first five characters of each fund name. Return to individual fund settings and add the year to your fund names.
11/16/00 (TSD) How do I get the expenditures of the school lunch and breakfast programs to show up on my federal schedule (SEFA)? Since these amounts are imbedded in the same fund the total expenditures for these programs must be entered separately. From the FieldWork menu select GO_TO, INPUT, OTHER_INPUT, "Input for the SEFA schedule."
11/16/00 On the combining statements the descriptors and formatting do not line up with the dollar amounts. How do I correct? Return to the FieldWork module and select "Refresh the current client's data files" from the Utilities menu. Then re-create the statements.
11/14/00 Do you know how to minimize a DOS program and return to the Windows desktop? Press ALT Tab.
11/14/00 If I run a TSD ASCII file a second time, this time to capture organization codes, will I lose my adjustment journals? No, but you will need to edit the expenditure journal entries to include organization codes and re-post the journals.
11/14/00 How do I delete old data periods which I no longer need? From the Access menu select "Use AuditWare Tools," then "Delete the current client's data for a particular period." A list of the data periods which exist will appear and you may delete any one you like.
11/14/00 How do I clear a page break which I inserted in the notes (OfficeWork module). Press Ctrl C (Alt C in DOS). This is referred to on the first two lines of the file (just above the title of the notes).
11/14/00 How do I change the equity code to which net income closes? See answer to 11/1/00 question.
11/14/00 How do I change all the combining statements to be "B" exhibits? It's in the "Exhibit Creation" category of settings but user's AuditWare Engine was dated prior to 10/8/00 when that setting was established. Will download an update from our web site and install.
11/14/00 We plan to convert early to GASB 34 on 12/31/01 (south Texas county using ALG). How are you coming on revising the program to handle the new statements? We plan to be ready for fiscal periods ending June 30, 2001 and later (one year before the largest entities must convert and before all Texas schools convert). Hands-on programming will begin in January, 2001.
11/14/00 I created the general purpose cash flow statement (Exhibit A-5), then subsequently established a nonexpendable trust fund. How do I get that additional column on that statement. From the FieldWork menu, select Utilities, then "Recreate a cash flow statement to change the number of data columns."
11/14/00 I went to "Current Client" notes first, then went to "Multi-client" notes and edited them. How do I get my current client notes to include the editing I did in multi-client? Go to current client notes and select Utilities, then Restore_Default.
11/14/00 I'm working in the "Multi-client" notes (TSD). Why does <Nickname> appear in several paragraphs instead of "District?" Those references will automatically change to "District" (or whatever is specified in settings) when the current client's notes are established.
11/14/00 I'm changing a financial statement setup using CSD to show more detail in the Other Uses/Resources section. Why don't some of the lines capture the data? The Class used in the setup (OU) did not match the Class used in the trial balance (TO).
11/14/00 When printing the entire report can I specify where I want the "This page left blank intentionally" sheets to appear? No, but it's an idea we're working on for the future. For now you must insert them where you need them.
11/13/00 I did my 2000 work for this client starting with 1999 data which wasn't the final backup for this client, making my prior year memorandum totals wrong. I have the good 1999 data on diskette. How can I merge the good 2000 with the good 1999? There is no menu-driven way to do it. Helped user create a temporary folder and copy all 2000 files (in this case H0*.*) from the \AWDATA folder to the temporary folder, load the 1999 data normally from diskette, then copy the 2000 data from the temporary folder back into the \AWDATA folder.
11/13/00 I manually deleted the worksheets from the input file for the notes in FieldWork. Now my notes won't create in OfficeWork. Why not? No worksheets should be deleted. Instead, use the menu to deactivate them. User will select Utilities, then Restore Default from the FieldWork menu.
11/13/00 Where is the setting to say whether this is a single audit? It's in the "Client Settings" category of settings.
11/11/00 (e-mail) How do I create or remove formatting such as lines in a financial chart in the input for the notes to the financial statements in the FieldWork module? If an icon is present for the formatting you want, use it. Otherwise, press the shift key and enter a colon to load the WYSIWYG menu. Then select Format, Lines. A number of other formatting options also appear on the Format menu.
11/9/00 TSD - Because of the fund number used by the school, the ASCII file conversion captured the long-term debt account group as a general fixed assets account group. How I change its fund type? Go to settings and select the "Individual Fund Settings" category of settings. Arrow to the right until that fund appears, then arrow down to where it says "Fund Type" and press Enter. You may also change the fund name on this screen in the same way.
11/6/00 TSD - Why isn't expenditures from my food service trial balance (fund 240) showing up on my federal SEFA schedule? A breakdown of expenditures between the lunch and breakfast programs is not available from the trial balance and that fund is therefore not automatically included on the schedule. From the FieldWork module main menu select GO_TO, INPUT, OTHER_INPUT, "Input for the SEFA schedule" to supply that information, along with any other federal programs which are imbedded in funds such as the general fund.. Then re-create the schedule.
11/4/00 Last year we had a Schedule of Loans as Exhibit C-2 of our school audit report. Why does it not show up as a selection when I select GO_TO, INPUT, OTHER_INPUT from the FieldWork module menu? That schedule and the schedule of leases and schedule of bonds have not been a part of the Texas Education Agency's sample audit report for several years but we have maintained the ability to use them if you wish. However, as a reminder that these schedules are not required, and because the same information must be in the footnotes anyway, we have made them inactive by default this year. If you want to use one, go to Settings and activate it. To do that, select FREQUENT from the Settings menu, then "Activate or de-activate...." You will find them near the bottom of the inactive list.
11/3/00 I went to settings and changed the bottom print margins on Exhibit A-1 from the default of .01 to .05 to move the page numbers up on the page. Why don't they move? The difference in 1/100th of an inch and 5/100th of an inch is 4/100th, an imperceptible change. Try .5 (1/2 inch) instead of .05.
11/3/00 I'm about to enter my investments in the notes to the financial statement in the section which categorizes them by risk, but the Y/N column shows all N's. Do I need to change them to Y's? No, when you enter your first amount of money the N's will change to Y's automatically.
11/2/00 Why aren't the subobject codes in my trial balance showing up when I generate a "custom" lead sheet for object code 6144 in Report Master? User was specifying a minimum and maximum of 6144. The maximum should be 6144.99 when subobjects are in use.
11/2/00 I am entering trial balance data using the Control D (Down mode) quick key, but when I try return to the menu to save the trial balance, nothing happens. Why not? You must press Escape to get out of "Down" mode before you can do anything else. [For other readers, the "Down" mode moves your cursor down one row when you press Enter and has an option of entering decimals for you automatically.]
11/2/00 On the delinquent tax schedule for Texas school districts the bottom row refers to "Taxes paid into tax increment zone under Chapter 311, Tax Code". What is that? This refers to money received in object code 5746 and expended in function 97 (Payments to Tax Increment Fund), object 6499. It occurs when a district has agreed to a tax abatement of some sort to attract a new business or encourage one to expand in the district. Thanks to Sharon Stroman of Baker and Johnson, CPAs, Mt. Pleasant, for researching this out.
11/2/00 When I print out an adjustment journal as a Report Master report, how do I get the entries to be in adjustment number order? Return to the FieldWork module, go to the journal and select SORT from the menu. You will see there are several ways it may be sorted, including by adjustment number.
11/1/00 E-mail from a prospective Texas school district client. Will Audit I.S.D. run under Windows NT? No problems have been reported with NT. Most of our client who have NT have it on their network server with Windows 95 or 98 on the individual computers of their networks, but I know of at least one user who uses NT directly.
11/1/00 Where do I go to change the equity codes to which the various fund types close their net income? Go to Settings, select Category, then "Set Up the Chart of Accounts" When the next menu appears, select Go_To, General, "Equity Closing Codes."
11/1/00 When I create a lead schedule using Report Master, most of my funds are showing up twice and that makes the total wrong, too. What's wrong? When selecting the funds to be included in the report the user had selected both "All governmental fund types" and "All fund types and account groups," causing all of the governmental funds to included twice.
11/1/00 I have converted an ASCII file for a large Texas school district but not all data is being captured. Why not? User had selected YES when asked "Do you want to include subobject codes?" and had selected ALL when asked about capturing organization codes. This resulted in a trial balance for the general fund which exceeded AuditWare's 8,000 row capacity for any single trial balance. I suggested he convert the file again (FieldWork Utility # 6) and select NO for subobjects and SOME for organization codes (the SOME option gives you just the organization codes needed for the Indirect Cost Schedule, 700-751). (Incidentally, when I say large, the ASCII file had 98,000 records.)
11/1/00 New AuditWare client just getting started with AuditWare. Got backup of their school client from the former audit firm. I have Audit I.S.D. installed and an ASCII file for this year; what do I do next? From the AuditWare Access menu select "Load a Different Client," then "Floppy." When client has loaded up, select "Change the Date of the Current Client" and change the year to 2000. Next select "Run the Current Client" and answer YES when asked if you want to create trial balance files. On the next menu select "I want to use an ASCII file now."
10/31/00 My client says they use STMRPC software. Ever heard of that? I think that's another name for what we call RSCCC. One name's about as arcane as the other, isn't it?
10/31/00 I have a re-writable CD drive (drive E:). Can I use it to back up client data to a CD? It takes 8 diskettes to back up one of my clients. Yes and No. There is no menu selection within AuditWare to do it but you can do it manually. All data for each client is maintained in its archive file (file extension .ARC) and all such file for all clients are stored in the AWBARN folder of either drive C or another drive if you have so specified. When dealing with the current client, the only trick is to be sure its archive file is updated with your current work before copying the file. To do that, either switch to another client or select "Use AuditWare Tools," then "Perform activities with archive files," then "Update the current client's archive file." Then exit AuditWare and use either Windows Explorer or My Computer to copy from the AWBARN folder to the CD in drive E. To "restore," just copy it back. It could also be copied from the CD to another computer's AWBARN folder. If you don't recall what a client's file name is, select "Load a Different Client," then HARD_DISK and the file names for all clients will be listed.
10/31/00 Why aren't some of the AJEs in my adjustment journal posted to the trial balance? User had subobject codes in the trial balance, but was entering the object codes in the journal without the two decimal positions. When posting, the program could therefore not find the object code to post to and was asking "Do you want to add this account code to the trial balance?" At this prompt the user was answering NO, causing those entries not to be posted.
10/31/00 After converting an ASCII file, the school provided a revised ASCII file so I used FieldWork Utility # 6 to "Convert or re-convert an ASCII file." Why wasn't some of the data picked up from the new file? User had answered NO to the question "Do you want to re-create the list of funds?". This is for your convenience in re-converting the same file. It must always be answered YES when converting a new, revised file. The "list of funds" referred to here is actual a "map" which tells the AuditWare program the starting and stopping byte position of each fund number in the ASCII file.
10/30/00 Follow up answer to 10/26/00 question about the Indirect Cost Schedule: To be sure of the answer I called T.E.A. and spoke with Betty Richardson about whether special revenue funds are to be included in the top portion of this schedule. They are, so there is no change needed in our program in that regard. However, in talking with her she stated that the "6211" line should be shaded out in the 4th and 6th columns. She also said amounts coded to the first 5 columns of the "6500" and "6600" lines (shaded out area) should be reported in the "Miscellaneous" column, even though that coding may be correct. As a result of this call we revised that schedule and the internal process of creating it and posted an update today. See the "AuditWare Changes" pages for the AuditWare Engine and Audit I.S.D. product for more information about this change and other changes made with that update.
10/30/00 When I press the down arrow on my keyboard, why does the whole screen move down, rather than just my cursor moving as normal? You have accidentally pressed the "Scroll Lock" key on your keyboard. Press it again and your arrow keys will work normally ("Scroll Lock" was right beside his "Backspace" key)..
10/30/00 Why is the 3490 account in one of my funds being omitted from the lead schedule I am generating for this account when it is being reported for all other funds? The class code had been manually set for EQ instead of FB in the trial balance.
10/28/00 by e-mail. We have mailed a check to purchase the CAFR add-in. What is the password? Supplied it.
10/27/00 When I select Create, Exhibits, Combining from the OfficeWork menu, why doesn't it show Exhibit B-1 as a selection? Exhibit B-1 is an individual fund statement this year (Texas school districts) instead of a combining statement. Select Create, Exhibits, Individual Funds to create B-1.
10/26/00 My client included 3 funds as one in the ASCII file. I have established the other 2 funds manually to key in the data for splitting them out. How do I get the account codes of the original trial balance into my two new trial balances? Load each new trial balance, use the C Quick Key to load the Codes menu, and select "Change-All," then "Another...".
10/26/00 Complex question about indirect cost schedule (Texas school district) involving what data is to be captured from special revenue funds. User had called T.E.A.. Will follow up.
10/26/00 Getting error messages and having problems creating the notes to the financial statements. What's wrong? User had manually deleted sections of the FieldWork notes file to try to de-activate sections , instead of using the menu to do so (Edit, De-activate). Helped her re-insert the sections manually, then de-activate them with the menu.
10/26/00 (see below) User called back re 10/25 problem. Checked with client and they created the file the only way the John Anderson menu allows. Answer: Called John Anderson company. They have not changed the file layout in several years. [Has anyone reading this journal experienced this problem? Is it isolated to this one school district? Is it possibly an AuditWare problem?]
10/25/00 Converting a John Anderson ASCII file for a Texas school district and find that the actual is signed but the budget is unsigned. Is this normal? No, not unless the Anderson company has made a change this year we don't know about. [Have others reading this encountered that problem?] To handle the problem after conversion, load each trial balance, highlight the first budget amount and use the N (Negative) quick key to reverse the sign of the revenues. User will let me know if this is a general change for John Anderson software so AuditWare can be changed.
10/24/00 Where do I change the equity account to which net income is closed? Go to Settings, select Category, then Set Up the Chart of Accounts. From the next menu select Go_To, General. 'Equity Closing Codes" is first on the list.
10/21/00 by e-mail (California School District). The statement which reports additions and deductions for agency funds does not show up when I select GO_TO, INPUT, OTHER_INPUT, "Manual Exhibits" from the FieldWork menu. Why not? You have likely not established an agency fund trial balance yet. The program checks fund types to determine if you have an active agency fund type before that statement becomes active. Incidentally, it is needed for the "Trust and Agency" column of the combined balance sheet as well. "Select UTILITIES, then # 1 to create an agency fund trial balance..
10/20/00 On my financial statements (Texas School District), the numbers 98 and 97 appear above the memorandum totals for the current and prior years. Shouldn't they be 00 and 99? Are they needed at all? Yes, they are needed. They are T.E.A. data control codes and don't represent a specific year. They have been 98 and 97 for a number of years.
10/20/00 When I load one of my clients I get a message that the client's archive file has errors. What do I do about this? On a rare occasion this happens with "zip" files like archive files but can usually be solved easily,. From the Access Menu, select "Use AuditWare Tools," then select 'Perform activities with archive files." From the next menu select "Refresh and Update the current client's archive file." When that is finished, select "Test an archive file" to be sure the problem is corrected.
10/20/00 How do I create a lead sheet for the 7000 and 8000 series object codes (Texas School District)? Do I have to use the "Custom" selection? No. In the Lead Schedule menu, select OBJECT. The selection is there.
10/20/00 by e-mail. I'm having trouble using the ISD program. I get the error message "Worksheet full" when I try to go to either OfficeWork or Settings. This usually means a problem with the fund list file in the prior year. Try this to correct it. Change the year back to 1999 and go to the FieldWork module. Now select GO_TO, REPORTS, FUNDLIST. Now return to the menu and answer YES when asked if you want to save the fund list. Quit from there and return to the Access Menu. Change the year back to 2000 and the problem should be solved.
10/19/00 I notice that Exhibit B-1 is a complete individual fund statement this year but the Texas Education Agency's sample report has it as a "Schedule of Expenditures by Function" and displays only the expenditure section. Is this OK with them? Yes, we called before making the change and they have no problem with it, since it provides the same information (and more).
10/19/00 Will your software support charter schools? No.
10/19/00 I'm using ALG to set up a county which operates on a cash basis. I want to de-activate the general purpose financial statements and use individual fund statements only as my financial statements but the program won't let me de-activate them. It lists them as "required." How do I proceed? You are getting confused between the chart of accounts "setups" and the financial statements themselves. It's true you can't de-activate the setups but you can de-activate the statements themselves, just like any other statement, document or table in the audit report. When you have finished the setups, go to Settings, select Frequent, then "Activate or de-activate an individual document..."
10/19/00 Where are the instructions for how to download an update from your web site? They are on the "Downloads" page of the web site (www. TheAudit.com). Scroll down past the file listing and you will see "Instructions for handling of downloaded program files." You may also select PRINT from your browser's menu while on that page to print out the instructions. In a nutshell, the instructions are to download the file to the c:\aw\temp folder of your hard drive, then load AuditWare, select "Use AuditWare Tools," then "Create an install disk form a file downloaded from the internet."
10/19/00 When I enter a CFDA number such as 84.555 in the Schedule of Findings and Questioned Costs it shows up as a 2 digit number. How do I correct? Press F2 or double click on it and place an apostrophe ahead of the number.
1018/00 I'm trying to convert an ASCII file but get garbage? What's going on (e-mailed us the file)? The file was an Excel file (.xls file extension). Saved as ASCII and e-mailed it back.
10/18/00 The right portion of the page is not printing for some pages of the audit report (notes, letters). The wrong printer driver was installed. Helped him install the correct one, HP LJ4 (/Print) in this case.
10/18/00 After converting an ASCII file (Texas school district), why are the dollar amounts in my trial balances very small, 1/100 of the amount they should be? That's an EDP ASCII file where the district elected to include decimals in the file. In the default EDP file setting, decimals are considered to be implied and the program divides each dollar amount by 100 to create the decimals. Reconvert the ASCII file and after selecting it's file type select "Change operational settings" and change the setting "Are any needed decimals already included?" from NO to YES. Incidentally, if you will download the current Audit I.S.D. product the decimal setting will be checked automatically for you.
10/18/00 Where do I change the setting to have all special revenue funds considered budgeted funds (Texas school district)? There is no one setting. Go to Settings, select FREQUENT, then "Individual Fund Settings." Press the right arrow key and as each SRF fund appears, change the setting "Is this a budgeted fund?" from NO to YES.
10/18/00 In the OfficeWork module, when I select CREATE, EXHIBITS, COMBINING, why doesn't Exhibit B-1 show up as a choice (Texas school district)? B-1 is an individual fund statement for the general fund. Select that category to see B-1.
10/17/00 How do I convert an ASCII file again? Go to the FieldWork module, select Utilities, then # 6. PCS
10/17/00 I'm just starting my audits and haven't downloaded or installed earlier updates. Do they need to be installed before I install the upload I downloaded from your web site today? No, all updates contain all previous changes and may be used either as an update or as an initial installation disk.
10/17/00 While converting an EDP ASCII file for a Texas school district, I get an AuditWare message "These records cannot be converted" (e-mailed us the file). The file was missing an object code in the first record of fund 199. Edited the file and e-mailed it back. It now works.
10/17/00 In Report Master, I have a report where one of my trial balances in printing its data in the current year column and nothing in the prior year column and another trial balance is being included with data in the reverse columns. Can I change that? Yes. Those are two project-year trial balances. Change the Report Master setting "Collapse projects into funds?" from NO to YES and the data will line up better for comparative purposes (and produce a shorter report as well).
10/14/00 The amount on the indirect cost schedule (Texas School District) for "Total Expenditures, General Fund and Special Revenue Fund (Exhibit A-2) is wrong. You're right, that's our problem. We'll upload an update of the AuditWare Engine to our web site today.
10/9/00 How do I get rid of an adjustment journal? From the adjustment journal menu select DELETE, then JOURNAL. The entries will automatically be unposted from the trial balance (don't forget to save the trial balance).
10/9/00 When printing trial balance reports from Report Master, my inkjet printer prints the shaded row of column headings as solid blank. Is there any way to remove that shading? Yes, in Report Master select "Change the report settings." Then select "Default," then "Shading," then "No."
10/6/00 - In AuditWare's notes for Texas school districts the disclosure under "Deposits and Investments" states that investment pools must "maintain a continuous rating of no lower than AAA or AAA-m or an equivalent rating by at least one nationally recognized rating service." Is that "-m" a typo? What is the source of this language? The source is the Public Funds Investment Act, Sec. 2256.016, "Authorized Investments: Investment Pools," par (h). You will find an easily accessible copy of the Act in pdf format on the web site texpool.com..
9/15/00 - I have last year's version of AuditWare installed on a computer and have received a 2000 version on diskettes. How do I install them?" From the AuditWare Access menu select #6, "Use AuditWare Tools," then "Install an AuditWare upgrade disk." You will save time by installing the product disk first, since when finished it will ask you "Do you have another diskette to install?" and you can install both disks with one command.
9/14/00 - I downloaded the AuditWare Engine file from your web site. The "Downloads" page said it was the 9/14/00 version but when I installed it the version date was 9/11/2000. What happened? You downloaded while an update of the web site was in progress. The page which describes the new version data updates before the actual file does and there is about a 30 minute lag time. We will change our update procedure to prevent a recurrence.
8/08/00 - How do I change the page breaks for printing the notes? Go to the document in the OfficeWork module. You will see dotted lines which represent the print range and the current page breaks. Use CTRL B in Windows or ALT B in DOS to set a manual page break and CTRL or ALT C to clear a break you have previously set. Start at the top and work down. Remember that page breaks can only be raised, not lowered. PCS
8/08/00 - I'm setting up a detailed individual fund operating statement in ALG for the general fund of a city. The city carries capital outlay as one of the categories of expenditures within each department but I want capital outlay to appear as a separate line item on the combined statement. How do I present this so that the department totals of the general fund statement tie out with the combined statement? Basically, the answer is to treat the capital outlay in the general fund as departmental expense and present other capital outlay, such as that of the capital projects fund, on the capital outlay line of the combined statement. The GFOA's "Blue book" states on page 229, 2nd paragraph, "Typically, the capital outlay classification is not used in the general fund. That is to say, capital outlays made from the general fund normally are classified in one of the functional categories within the 'current' character classification (e.g., the purchase of police vehicles normally would be reported as part of the 'public safety' function within the 'current' expenditures category)." PCS
8/04/00 by fax - Will AuditWare produce an individual fund budget comparison statement on a comparative basis (in the same format which is in the "blue book")? No, but we have been told by auditors who review for the GFOA that AuditWare's presentation (columns for current year budget, actual and variance along with one additional column for prior year actual) is acceptable and, indeed, is the more common way in which this statement is produced. PCS
11/29/99A - I am working on the pension plan disclosure for a school district which is a member of the Texas Teacher Retirement System plan. Where do I get the information for the required supplementary information (RSI) portion of the disclosure? Answer: No RSI is needed. The "Schedule of Funding Progress" you see available on the FieldWork menu is there only for the benefit of the 3 or 4 schools in the State which have a stand-alone plan carried in a pension trust fund. For most schools, all needed disclosures are provided in the pension plan section of the notes to the financial statements. PCS
11/18/99B - Converting a Pro Logic ASCII file for a school district and some accounts are being left out. Answer: User had acquired a changed file from the client but had answered the prompt "Re-create the list of funds?" as NO (this must always be answered YES unless you are re-converting the same file). PCS
11/18/99A - Unable to print to a network printer. Answer: The user had configured the shortcut which runs AuditWare to run in MS-DOS mode, causing the network to be unavailable. Corrected by right clicking on the shortcut, then selecting "Properties," clicking the "Program" tab, then selecting "Advanced" and clicking on "MS-DOS Mode" to remove the check mark and clicking OK. PCS
11/17/99A - The amount for cash in one of my trial balances is showing the reverse sign to what it should be. Answer: While in the trial balance user had attempted to re-load the menu with Ctrl M but accidentally pressed the letter N (right next to the M on the keyboard). This executed the Alt/Ctrl N (negative) quick key, which reverses the sign of the amount of money where the cursor is resting. PCS
11/10/99A - In the Texas Education Agency's sample audit report for last year, investment income is presented separately from other local and intermediate revenue on the income statement. Is this required? Answer: No. I believe it reflects a misinterpretation of GASB 31 on the part of the T.E.A. staff and so communicated to them last year. In any case, more than 400 reports (those by Audit I.S.D. users) were submitted to them last year without splitting out local revenue and none were objected to for that reason to my knowledge.
The issue involves the interpretation of paragraph 13 of GASB 31 under the subject "Recognition and Reporting." It states, "All investment income, including changes in the fair value of investments, should be recognized as revenue in the operating statement (or other statement of activities). When identified separately as an element of investment income, the change in the fair value of investments should be captioned net increase (decrease) in the fair value of investments. Realized gains and losses should not be displayed separately from the net increase (decrease) in the fair value of investments in the financial statements, except that realized gains and losses may be separately displayed in the separate reports of governmental external investment pools."
As you can see, there is nothing in that paragraph which requires the discrete presentation of investment income on operating statements. I am assuming some have taken the phrase "When identified separately as an element of investment income, ..." to imply that investment income must always be discretely reported. PCS
11/9/99A - The final column of my working trial balance report is printing on a separate page. Any solutions? Answer: From the Report Master menu select "Change the Report Settings," then "Default," then "Column Widths" and decrease the column widths for either the descriptions or the "money" columns. PCS
11/4/99B - I have a federal project fund I want to exclude from Exhibit D (SEFA). How do I do it using Audit I.S.D.? Answer: Go to settings, select the "Individual Funds" category of settings, press your right arrow until that fund appears and change the CFDA number to 99. Then re-create Exhibit D. PCS
11/4/99A - How do I handle a "memory full" message? Answer: See answer at question 10/18/99F below. PCS
11/3/99D - How do I change the "Equity Closing Codes" settings? Answer: See answer at question 10/10/99A below. PCS
11/3/99C - How do I change the fund number for one of my funds? Answer: It's a three step process. First use FieldWork utility number 1 to create a new fund with the correct number. It will be an empty fund with no data. Then load the new fund and select the FieldWork utility "Copy all data from another trial balance to the current one" and copy from the fund with the incorrect number. Finally, after saving the new trial balance, use FieldWork utility number 1 again to delete the original fund. PCS
11/3/99B - I'm in "Individual Fund" settings and I can't change the "Federal Agency" setting for one of my federal funds. Answer: That setting is set automatically using the first two digits of the current CFDA number setting. Change the CFDA number and try again. PCS
11/3/99A - In my school district financial statements I notice "98" above the current year memorandum totals column and "97" over the prior year column. Shouldn't these be "99" and "98"? Answer: See answer at question 10/15/99C below. PCS
11/2/99B - When I try to print to a shared printer using a Windows 95/98 Network, a message says it is printing but nothing prints. The printer uses the LPT2 printer port. Answer: This problem occurs if the port setting for the printer is something like (\\Susie\HP4000) without showing "LPT2." Go to Start from the desktop, select Settings, Printers. Right click on the printer and select Properties, Details. Click the down arrow beside "Print to the following port:" and select the line that reads LPT2: (\\Susie\HP4000). Then click apply and then click OK. DK
11/2/99A - When creating the Notes in the OfficeWork module I got an error message, "invalid field name," when it got to a certain section of the Notes. I also get the same error message when previewing that section in the FieldWork notes. Answer: A blank worksheet had inadvertently been inserted in the FieldWork notes file by the user. When this extra worksheet was removed, the problem was solved. If you use the tabs at the top of the screen to move between sections, the small arrows to display more sections is just to the left of the "New Sheet" tab and it is easy to hit it accidentally. PCS
10/28/99B - How do I keep a trial balance from appearing on the SEFA (Exhibit D)? Answer: Change the CFDA number for that trial balance to 99 (Audit I.S.D. users only - ALG users have complete control of Exhibit D). PCS
10/28/99A - I'm using Audit I.S.D. and have a federal special revenue fund in which some non-federal money was spent. How do I keep the non-federal portion from showing on the SEFA schedule (Exhibit D)? Answer: enter it as a negative indirect cost amount in FieldWork (GO_TO, INPUT, OTHER_INPUT, Indirect Cost). PCS
10/25/99A - My Texas school client doesn't accrue state revenue for the 15 days prior to September 1st. How do I present the combined budget comparison exhibit (A-3) on a budgetary basis? Answer: In the general fund trial balance, enter adjusting entries in the column entitled "Budget Basis Adjustments." It's just to the right of the "Budget" column, but the entries you make there are adjustments to the "Adjusted Actual" column. In your case you will only need 2 entries. When finished, save the trial balance and re-create the exhibit and the table of contents. PCS
10/22/99E - I can't find the paragraph on AICPA's web site discussed in the previous question. Where it it? Answer: On the home page (www.aicpa.org), scroll down quite a ways and click "Year 2000 Issue" in the right column. On that page scroll down to "AICPA Guidance on Year 2000 Disclosure Made Pursuant to GASB Technical Bulletin 99-1" and select it. Then select either "Download the document" or "View the Document as HTML" (this shows it to you on the screen). The 10th paragraph is entitled "Illustrative Paragraph on Year 2000 Required Supplementary Information." PCS
10/22/99D - in a TASBO publication, Bruce Collier wrote an article on Y2K. It says we are to put in a paragraph at the end of the financial statement opinion concerning the RSI on Y2K. Do you know anything about the required reporting on RSI and where I might find something on this? Answer: The extra paragraph Bruce put in is undoubtedly the optional paragraph which AICPA allows but does not require. It may be either before or after the opinion paragraph. For more information, see AICPA's web site in the Y2K section. To add it to our program you will have to edit that report in the OfficeWork module. Incidentally, I haven't heard from anyone about it, how to add it, why it isn't there, etc., so I have the feel that most people aren't using it. PCS
10/22/99C - When I printed out the Notes I noticed that some paragraphs that I had typed in manually were not justified. How do I fix this? Answer: Return to the FieldWork Notes and type a P in the "A" column at the beginning of each paragraph that needs to be justified. DS
10/22/99B - I inadvertently misspelled a word in a section title of the Notes. How do I correct it? Answer: In the FieldWork notes press Ctrl M, Edit, Rename and retype the title correctly. DS
10/22/99A - How do I enter a prior period adjustment? Answer: Load the trial balance and select GO_TO, INPUT, OTHER_INPUT from the main FieldWork menu. Then highlight "Prior period adjustment" and press Enter. PCS
10/21/99F - When my adjustment journal is posted, not all entries are being posted to the trial balance (e-mailed us the client data). Answer: Some of the entries in the journal included the class, others did not. When using Audit I.S.D., you may include the class on all entries or none of them but not a mixture (ALG users must always include the class). A future update of the AuditWare Engine will address this issue. (See 10/22/99 update on the AuditWare Engine Update page.) PCS
10/21/99E - An EDP ASCII file will not convert properly into Audit I.S.D. When I select "view a few lines of the file" from the "ASCII Master" menu the account numbers and amounts do not line up on the screen. Answer: The file has been created without "end of record" markers. To correct, exit from AuditWare and open the file in your word processor, then save it as a text file. You may want to "save as" a different file name until you are sure it works. We have tested in Microsoft Word 97 and Lotus WordPro (Millennium) but not other software (except Windows Wordpad, which doesn't work). Be careful with Microsoft Word; it will add a ".TXT" file extension to the file name even if it has another file extension (i.e. data.prn will become data.prn.txt). PCS
10/21/99D - I see "Pension Chart - Schedule of Funding Progress" on the list when I select GO_TO, INPUT, OTHER_INPUT from the FieldWork menu. Is this a new required disclosure for the Texas Teacher Retirement System pension plan? Answer: No. It is on the list for use in the rare instance that a school has a stand-alone pension plan in addition to the TRS plan. DS
10/21/99C - One of my column headings on the B schedules is too long and a letter or two spills over to the facing page when it prints. How do I fix this? Answer: Go to Settings, Individual Fund Settings and shorten the line in the column headings input. PCS
10/21/99B - How do I get the AICPA version of the Schedule of Findings and Questioned Costs? Answer: Go to the schedule in FieldWork and select "Restore_Default." You will be given a choice of using the AICPA version or the AuditWare wording. PCS
10/21/99A - How do I handle a "memory full" error message while working in the program? Answer: See answer at question 10/18/99F below. PCS
10/19/99B - How do I get my Exhibit A-5 cash flow statement to show dashes for zero amounts when I print it manually? Answer: The dashes will show when printed through the OfficeWork program menu (you must "create" manual exhibits at least once before they show up on the "print" menu). To print it manually, go to the exhibit from the OfficeWork module. The dashes are not displayed in the FieldWork module in order to make data input easier. PCS
10/19/99A - We have a public facilities corporation which we are presenting as a discretely presented component unit of a school district. Is there any default wording for this in the notes? Answer: No, you will need to edit (in the FieldWork module) the "reporting entity" portion of the first section and edit any other affected sections as appropriate. If these become more common among Texas school districts we will add default wording in the future. PCS
10/18/99H - I received an ASCII file created by Region 13 ESC with the actual and budget fields in reverse order in the file (budget is first). Answer: User e-mailed me the file. I corrected the order of the fields using Excel and e-mailed it back. PCS
10/18/99G - Converting an ASCII file and the message "Mapping the file at record xxx" never stops running. It's counted over 300,000 records and still running. Answer: The file was created without an "end of file" marker. Press Ctrl Break to stop the process, then Ctrl M to return to the menu. To add the end of file marker yourself, try renaming it to add a .txt file extension, then opening the file in other software (Excel, Windows Wordpad, etc.) and saving it back as a DOS text file with a different name. Another method I've found to work (I don't know why) is to attach the file to e-mail and e-mail it to yourself. PCS
10/18/99F - Got a "memory full" message while converting an ASCII file. Running AuditWare in DOS. Answer: First exit from AuditWare and return to restore memory. Then go to settings and select the "FieldWork and Miscellaneous" category of settings. Now select "Memory supplied to AuditWare ..." and increase the memory setting. You must exit from AuditWare again and return to acquire the new memory. If the "memory full" message occurred during the "updating data columns" part of the process it is not necessary to re-convert the ASCII file; just select UTILITIES from the FieldWork menu, then "Update the current client's data files." DK
10/18/99E - How do I produce an ASCII file for our auditor? Our school district uses Pentamation software. Answer: Contact Dara Fuller at the Education Service Center of Region 6, (409) 295-9161. She will send you a special program which will allow you to create the file. PCS
10/18/99D - My 1998 balances are the same as my 1999 balances. What happened to 1998? Answer: User had converted a 1999 ASCII file while the data year was still set for 1998, then converted it again with the year set for 1999. Helped the user copy the true 1999 data from the c:\awdata folder to a temporary directory, restore the 1998 data from diskette, and copy the 1999 data back to c:\awdata. PCS
10/18/99C - Converting an EDP ASCII file for a Texas school district and getting gibberish (a lot of symbols). Was provided 2 files, one called "expend" and another called "budget." Is trying to use the "expend" file. Answer: EDP files which contain all data (not just the budget) are usually called "budget." The other file (expend) is probably not an ASCII file at all but a binary file, possibly an Excel file. PCS
10/18/99B - I received 2 ASCII files from a Texas school client, one for their data and one for a cooperative. How do I put them together into one file for conversion into AuditWare? Answer: First be sure the files don't have the same name. If so, rename one of them. Next copy them to the same location (either to the same diskette or a folder of the hard drive). Now use the DOS copy command to put them together as one command. Assuming the existing files are named filename1.txt and filename2.txt and the new combined file is to be named newname.txt, type COPY FILENAME1.TXT+FILENAME2.TXT NEWNAME.TXT and press Enter. There are no spaces in this command except after "copy" and before "newname.txt." PCS
10/18/99A - I'm trying to edit an ASCII file (DOS text file) for a city using Excel, but I don't find a selection for saving it as a "non-delimited ASCII file with fixed-length fields" which AuditWare requires. Answer: Excel calls that kind of file "space delimited." The length of the fields in the saved file is determined by the column widths in Excel. Incidentally, to see the results of your work, open it in Wordpad (Start, Programs, Accessories, Wordpad) and change to a nonproportional font such as courier. Editing may be done here as well but there are not as many tools available as in Excel or other software. PCS
10/17/99A - I pressed ALT M to load the AuditWare menu and was immediately kicked out of the program back to my windows desktop. Answer: You accidentally pressed the windows key on your keyboard (the one with the Windows logo) instead of the ALT key. That key automatically minimizes any program you are in and displays the desktop. Click on "AW..." at the bottom of the screen and you will be back in AuditWare. DLS
10/16/99A - My client has 40 special revenue funds. How do I present them all on the combining special revenue fund budget comparison exhibit, since it is limited to 27 funds? Answer: There are two ways to do it. The easiest is to have a discrete presentation of 26 funds and aggregate the remaining smaller funds into a single final "Fund" entitled "Other Special Revenue Funds." This change will also affect the combining balance sheets and operating statements, as well as reports in Report Master. To aggregate funds, go to Settings and select the "Individual Funds" category. Now change the "combine to" number of all of these funds to the same number. Use a number that is higher than the highest fund number of the nonaggregated funds so it will appear last in the exhibits. For Audit I.S.D. users, 499 would be appropriate. Now change the fund name of the first fund you are aggregating to "Other Special Revenue Funds" or another appropriate name and change the "column headings" settings on the same screen the same way. It is only necessary to change the first fund (the one with the lowest true fund number). Finally, create or re-create the exhibits.
The second method is a little trickier but allows discrete presentation of all 40 funds. First be sure the amounts in these exhibits are final, since re-creating the exhibits are more of a hassle. Create and print these exhibits and lay them aside (only 27 funds will appear on the budget comparison exhibit). Now BACK UP THE CLIENT DATA by selecting "Save a client to diskette" from the AuditWare Access menu. Now use FieldWork utility #1 to delete the first 27 funds. Go to the OfficeWork module and re-create and print the budget comparison exhibit, which will now contain the remaining 13 funds. Next go to Settings and change the beginning page number of this exhibit and the exhibit which follows to the appropriate numbers. Reprint the exhibit to correct the page numbers and lay it aside. Re-create and print the table of contents to correct its page numbers. The remaining step involves paste-up to correct "Page 1 of xx, page 2 of xx," etc., which appears just below the exhibit number. To do this, go to the Access menu, select AuditWare Tools, Tools Seldomly Used, then "Print a 'Page 1 of xx' sheet to use for paste-up" and paste into place on the exhibits. Finally, select "Load a Different Client, FLOPPY and RESTORE the original data which includes all funds. You may wish to use two computers for this process. PCS
10/15/99D - The default wording of the final paragraph of the Health Care Coverage section of the footnotes states that the financial statements of the insurance company have been filed with the Texas State Board of Insurance. This is appropriate if I select "Licensed Insurer" (in the questionnaire) but not for "self-funded pool." I checked with the underwriter of a self-funded pool and they are not required to file and do not do so. Answer: Either delete those lines in the FieldWork notes or place N's beside them when dealing with a self-funded pool. That paragraph will be corrected in the future update. PCS
10/15/99C - Above the memorandum totals of my school district financial statements are the numbers 98 and 97. How do I get these to change to 99 and 98? Answer: These numbers do not represent years but are the "data control codes" used by the Texas Education Agency to represent current year and prior year. They have been the same since at least 1996 (the oldest sample report I checked). They look out of date because last year they happened to coincide with the real years. PCS
10/15/99B - How do I generate a combining budget comparison statement which includes all special revenue funds in my school audit report? Answer: First activate it. It is inactive by default because when only the food service special revenue fund is considered to have an appropriated budget, this statement provides no additional information than is on the combined budget comparison statement. To activate it, go to Settings and select the "Exhibit Creation Settings" category, then "Activate or deactivate an exhibit ...". Now select "Include all special revenue funds on combining budget comparison exhibits and A-3?" to change it from NO to YES. Finally, create or re-create these two statements in the OfficeWork module. PCS
10/15/99A - Follow up to question on 10/5/99 about T.E.A.'s implementation of GASB 34: I haven't heard directly from T.E.A. but a TASBO (Texas Association of School Business Officials) publication is reporting that T.E.A. plans to implement all schools, regardless of size, in their fiscal year ending in 2002 (June 30th or August 31). I wouldn't get too excited yet. That's still almost three years away and plans could change. PCS
10/10/99A - How do I change the equity account code to which a fund type closes its net income? Answer: Go to Settings and select the category, "Set up the chart of accounts." From the chart of accounts menu select GO_TO, GENERAL, "Equity Closing Codes." PCS
10/8/99B - How do I transfer a clients data from my laptop to an office computer and then back again. Answer: Select "Save a client to diskette" from the AuditWare Access menu of the laptop, then insert the diskette(s) in the office computer and select "Load a different client" on the office computer. Reverse the process to move it back to the laptop. PCS
10/8/99A - I want to re-install AuditWare but I am concerned my client data will be messed up. Answer: Re-installing the AuditWare program has no effect on client data. In fact, de-installing doesn't either. PCS
10/7/99D - After converting an ASCII file, the general fund (199) was separated into two funds with fund numbers 1999 and 1998. The 1998 fund had only a few accounts so we manually added them to fund 1999 and deleted the 1998 fund. Now my variance reports in Report Master don't display prior year data in a helpful way, since the prior year fund # is 199. How can I correct the problem without having to reconvert the ASCII file? Answer: The quick way is to change the setting "Collapse projects into funds?" in Report Master from NO to YES. The more permanent solution is to create a new fund 199 (FieldWork Utilities #1), then load that trial balance. Now select "Copy all data from another trial balance to the current one" from the FieldWork Utilities menu and copy from 1999 to 199. Finally, delete fund 1999 (FieldWork Utilities #1). PCS
10/7/99C - Created a lead schedule for cash and some funds are on the schedule twice. Answer: Be careful when "marking" which funds to include, because some fund types overlap with others. If you pick "Federal Special Revenue Funds," "State Special Revenue Funds" and "Special Revenue Fund" you will get a double listing, since "Special Revenue Fund" includes all federal, state and local special revenue funds. If your intention is to capture all cash, it is easier to just select "All fund types and account groups" from the bottom of the list. PCS
10/7/99B - Converting a large ASCII file for a school district into AuditWare on a 75 MHz computer. It's been running for more than 3 hours. Is it supposed to take that long? Answer: We recommend at least a 166 MHz PC for running AuditWare generally, and at least a 300 MHz machine for converting ASCII files. An ASCII file with 20,000 records will convert on a 300 MHz PC in about 20 minutes. PCS
10/7/99A - When ASCII file converted, federal projects for the year 2000 were not separated into separate trial balances but combined with the 1999 project year. Answer: User was running an old (August 29) version of Audit I.S.D.. Will download an update from our web site. PCS
10/6/99B - Can I import trial balances into Excel for further analysis? Answer: Yes, but not all at once. Load each trial balance, then select UTILITIES, then "Save a trial balance to diskette." Then exit AuditWare and open or import the file(s) into Excel. PCS
10/6/99A - Has a school which has some federal flood control revenue but can't find a CFDA number. Do you know what it is? Answer: No but will let you know if I find out. (Does anyone reading this know?) PCS
10/5/99D - The business manager of one of the Texas Education Agency education service centers said that he has heard that all schools in the State will have to convert to GASB 34 the same year, not on GASB's schedule, and possibly as early as FYE 8/31/2001. Have you heard anything about this? Answer: No, but will check out. (E-mailed Tom Canby of the TEA but he is out of town this week. Will let you know if I learn more about this.)
10/5/99C - Converting an EDP ASCII file for a Texas school district. Not getting good data. E-mailed the file. Answer: File is not in standard EDP format. Has minus signs instead of overpunching (standard for EDP files). Called EDP Enterprises, Inc., and learned that some schools have requested that format. They will send out an update which gives their users a choice of either format. We will revise AuditWare to convert the file in either format. (Update posted to our web site 10/6/99). PCS
10/5/99B - When printing Notes to the Financial Statements, the last 20 or so characters print on a separate page. Answer: The wrong printer was set up as the default. Changed the default printer selection from "LaserJet 4 (WYSIWYG)" to "LaserJet 4 (/Print)" and the problem was solved.
10/5/99A - Selected "Create an install disk from a file downloaded from the internet" from the AuditWare Tools menu and it didn't work. Answer: User was running AuditWare in DOS and using a 100MB diskette in drive A. Switched to a regular diskette and it worked. PCS
10/4/99A - When I select "Make an installation disk from a file downloaded from the internet" from the AuditWare Tools menu, it asks me to change the year to 1999. I'm not ready to change the year to 1999 yet, since I am still doing some work on 1998 data. Answer: Just change it temporarily until you have created the install disks; then change it back to 1998. PCS
10/2/99C - Is it okay to delete rows manually in a trial balance? Answer: Yes. That was prohibited last year but causes no problems to do so this year. It's okay in the adjustment journal as well. DLS
10/2/99B - Got an error message when trying to print a working trial balance report for fund 199. All other funds print fine. Answer: One of the two general funds for the prior year contained no data. After user deleted the fund, the problem was solved. PCS
10/2/99A - I have a 19-inch monitor. The program works okay but extraneous matters show on the right and bottom portions of the screen. Answer: We are working on that cosmetic problem and will provide an update when it is ready. PCS
10/1/99E - Generating a working trial balance report in Report Master and got an error message "cannot append over existing data." Only has the problem with fund 211. Answer: Both the adjustment journal and the trial balance for fund 211 had a blank organization code on one row. The fund, function, object, organization and program codes must all contain entries (use a zero when inactive) for the working trial balance report to work properly. PCS
10/1/99D - Got "Memory Full" error. Answer: Go to Settings and select the "FieldWork and Miscellaneous" category of settings, then select the last one on the list, "Change the memory supplied..." and increase the memory to 5, 6 or 7 megabytes. PCS
10/1/99C - Indirect cost schedule (Audit I.S.D. schedule) not picking up all of function 53. Answer: Our understanding of this schedule is that only the function 53 expenditures with organization codes in the 701-751 range should be included. See "and Related Function 53" in the exhibit title. Let me know if this is incorrect. PCS
10/1/99B - How do I rename one of the sections of the footnotes? Answer: In the FieldWork footnotes, load the menu and select EDIT, RENAME. PCS
10/1/99A - Waiting for an ASCII file. Can I enter other 1999 data (footnotes, etc.) and convert the ASCII file later? Answer: Yes. Change the year to 1999 and select "Run the current client," then select "I will start manually but use an ASCII file later" from the next menu. This will create empty trial balances for 1999. When you receive the ASCII file, select "Convert or re-convert an ASCII file" from FieldWork utilities. PCS
9/30/99B - Net revenue not closing to equity on G.P. balance sheet. Answer: Equity was represented by a function code in the user's setup for that exhibit, not consistent with the user's equity closing codes, which are object codes. User changed the exhibit setups to use object codes for equity. PCS
9/30/99A - E-mailed an ASCII file for us to check out. Checked out basically OK but had a zero in the fiscal year field in some records of the general fund. Recommended selecting "Use ASCII Utilities" from the ASCII Master menu and selecting #7 to prevent the general fund from being split into two trial balances. PCS
9/29/99B - Amount for object code 7913 is being carried in the revenue section of exhibits A-2 and A-3, instead of as other resources. Answer: The account was in the user's adjustment journal with an RE class (revenue) instead of OR (other resources). PCS
9/29/99A - Wants to include schedule of leases but it is not showing up as active on the OfficeWork "Create" menu. Answer: That exhibit is not active until you enter an amount of money in it in the FieldWork module. PCS
9/29/99 Support journal began.