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Trial Balance and Budget Trial Balance Preparation & Upload Instructions ManualEffective August 2015

i Trial Balance and Budget Trial Balance Preparation & Upload Instructions Manual

Trial Balance and Budget Trial Balance Preparation & Upload Instructions Manual

Effective August 2015

ii Trial Balance and Budget Trial Balance Preparation & Upload Instructions Manual

iii Trial Balance and Budget Trial Balance Preparation & Upload Instructions Manual

Contents

Trial Balance and Budget Trial Balance Preparation & Upload Instructions Manual........................iii

Background............................................................................................................................................... 6

Preparing the Trial Balance and Budget Trial Balance in Comma Delimited (CSV) format...............7File Formats................................................................................................................................................ 7

Additional hints and tips when preparing the CSV file..............................................................................12

F1 Download Instructions...................................................................................................................... 14Accessing F1............................................................................................................................................ 14

Selecting Entity & Period.......................................................................................................................... 16

Standard Process for F1 completion.........................................................................................................16

Uploading Instructions for CCOA Agencies.........................................................................................17File Upload Worksheet for CCOA Trial Balance and Budget Trial Balance..............................................17

Upload Process........................................................................................................................................ 17

Additional Hints & Tips for the Upload Process..................................................................................21

Useful Web Sites..................................................................................................................................... 22

Helpful Contacts..................................................................................................................................... 22

iv Trial Balance and Budget Trial Balance Preparation & Upload Instructions Manual

Background

This document includes instructions prepared to assist agencies in downloading the F1 file from the HealthCollect website and uploading their trial balance and budget sheet trial balance into the F1 application. The manual also includes Hints & Tips that have been collated from common issues raised with the HealthCollect helpdesk staff. The preparation of the F1 file assumes that agencies have either implemented the Common Chart of Accounts (CCOA) or are mapping their existing general ledger codes to the CCOA.

Historically, the Common Chart of Accounts (CCOA) was developed and implemented by the department in conjunction with agencies from the Metropolitan and Rural health sectors. The CCOA utilises standardised names and codes, and provides rules to assist in implementation. As of 1st July 2004, it was mandated that all Victorian public hospitals implement a common chart of accounts for financial reporting to the department. All agencies were compliant by July 2007. It is the intent that all portfolio entities will progress towards adoption of the CCOA where practical.

To assist in automating the monthly reporting process, the department requires agencies to submit a trial balance via an electronic file in comma delimited (CSV) format using the CCOA as the basis for reporting financial information. The format of this file has been pre-defined to enable automatic upload of the income and expenses statement and balance sheet into an excel based application developed by department, referred to as the Finance 1 (F1). The F1 application can be downloaded separately from the departments’ HealthCollect web site https://www.healthcollect.vic.gov.au/

Agencies are required to ensure they are using the most recent version of the F1 file.

From 1 July 2015, it will become mandatory for agencies to upload a budget trial balance through HealthCollect to populate the budget income, budget expenses (as a minimum) and budget balance sheet (preferred It is recognised that as some hospitals do not budget for the balance sheet in its ledger, that the automated budget trial balance will only include income and expenses. ”To allow for this the requirement to provide actual values will be optional as the purpose of these values is for validation requirements only.

5 Trial Balance and Budget Trial Balance Preparation & Upload Instructions Manual

https://www.healthcollect.vic.gov.au/

Preparing the Trial Balance and Budget Trial Balance in Comma Separated Variable (CSV) format

Although it is technically possible to have a process developed internally (suitable to an agency’s own accounting system) that extracts the trial balance and the budget trial balance in comma delimited format ready for automatic upload, the reality for some organisations is that they will need to firstly extract the information, verify that is it is error free, and then save their file in a CSV format before uploading to HealthCollect. These instructions have been developed to assist those agencies currently implementing this process.

File FormatEach line of comma-separated data will consist of, in order, a Reporting Date, a unique combination of Campus Code, Cost Centre, Account Code, followed by an amount for the initial budget, an amount for the revised budget, an amount for actuals and a carriage return/line-feed.

All data will be entirely Alphanumeric, except Amounts, which will contain a period and be preceded by a dash if negative.

File RejectionsThe following conditions will cause rejection of Extract files.

Reporting Dates must be within the same financial year.

Non-standard CCOA Account Codes and/or Cost Centres.

Invalid combination of Account and Cost centre codes

Account Codes without an accompanying amount.

Spaces, nulls, grouping commas, periods (except in the Amount), blank rows, headings,

dollar signs, brackets.

Amounts not entered to two decimal places.

Data format not complying with the specification in Table 1.1.

Campus codes which are not mapped to the submitting Health Service code.


File Formats

F1 Trial BalanceFrom the general ledger system, agencies are required to extract a trial balance using the Excel program that meets the following CSV format. An example of a CSV formatted file is provided below.

Table 1 Data ItemIn Row order

Obligation Format (Min) MaximumLength

Code Set/Valid range

1 Reporting Date Mandatory NNNNNN (6) 6 YYYYMM where Y is the reporting year and M is the reporting period i.e. July 2015 would be represented as 151601

Year Code Set = 1516Month Code Set = 01,02,03,04,05,06,07,08,09,10,11,12.

2 Campus Code Mandatory AlphanumericAAA to NNN

(3) 3 0-9 and/or A,B,C….Z

3 Cost Centre Mandatory AlphanumericANNNN

(5) 5 E.g. A0852

4 Account Code Mandatory Numeric NNNNN (5) 5 E.g. 558515 Amount Mandatory Numeric

[-] NNNNNNNNN.NN2 decimal places & no commas

(4) 13 -999999999.99 to 999999999.99


Budget Trial Balance

From 1 July 2015 it will be mandatory to upload the budget income and budget expenses via the automated process which will also allow a complete budget trial balance to be uploaded. An example of a CSV formatted file is provided below. The actual amounts (column 7) are not stored by the department, but are required for validation purposes.

Table 2Data ItemInRow order

Obligation Format (Minimum) MaximumLength

Code Set/Valid range

1 Reporting Date Mandatory NNNNNN (6) 6 YYYYMM where Y is the reporting year and M is the reporting period i.e. 151601 = July 2015Year Code Set = 1516Month Code Set01 Jul02 Aug03 Sep04 Oct05 Nov06 Dec07 Jan08 Feb09 Mar10 Apr11 May12 Jun

2 Campus Code Mandatory AlphanumericAAA to NNN

(3) 3 0-9 and/or A,B,C….Z

3 Cost Centre Mandatory AlphanumericANNNN

(5) 5 A,B,C,E,F,J,L,N,P,R,T,X,Y,Z0000 – 8520Valid CCOA Cost Centre Code

4 Account Code Mandatory Numeric NNNNN (5) 5 Valid CCOA Account Code5 Initial Budget

AmountMandatory Numeric

[-] NNNNNNNNN.NN(4) 13 -9999999999.99 to

999999999.99(Debit positive, credit negative)

6 Revised Budget Amount

Mandatory Numeric [-] NNNNNNNNN.NN

(4) 13 -9999999999.99 to999999999.99(Debit positive, credit negative)

7 Actual Amount Mandatory Numeric [-] NNNNNNNNN.NN

(4) 13 -9999999999.99 to999999999.99(Debit positive, credit negative)

NOTE:

IF THE BUDGET SUBMISSION IS FOR The INITIAL BUDGET, THE FIGURES IN COLUMN 5

(INITIAL) AND 6 (REVISED) MUST BE THE SAME.

IF THE BUDGET SUBMISSION IS FOR A REVISED BUDGET THE FIGURES IN COLUMN 5

(INITIAL) AND 6 (REVISED) WILL BE DIFFERENT IN AT LEAST ONE INSTANCE


Trial Balance CSV File Example

Image 1: Trial Balance CSV File Extract

Budget Trial Balance CSV File Example

Image 2: Trial Budget Balance CSV File Extract


When preparing the Trial Balance and the Budget Trial Balance CSV files the agency must ensure that the following fundamentals have been addressed to ensure a successful upload. The following information provides examples of common errors with solutions often encountered by agencies during the preparatory phase of the upload.

YTD DataThe F1 is a year to date (YTD) reporting tool. Hence the data reported by agencies needs to be in the same reporting mode i.e. YTD for both the Trial Balance and Budget Trial Balance entries. Ensure that the data prepared each month is in YTD format. (See Image 1 & 2: Column A)

Trial Balance and Budget Trial Balance BalancesWhere an agency submits a trial balance or budget trial balance they should ensure that the trial balance and budget trial balance does in fact balance to their internal reporting systems.

As some agencies do not budget at cost centre level for the balance sheet, they may only submit the budget income and budget expenses in the .csv file – the minimum mandatory requirement. Therefor the submissions of actual amounts in the budget trial balance (See Image 2 Column G) are optional. Under these circumstances, the agency will be required to manually enter the budget balance sheet as is currently the case.

Trial Balance and Budget Trial Balance Populating the Reporting Date & Campus Code columnsSome accounting systems will not be able to automatically populate the Reporting Date and Campus Code columns. It may therefore be necessary, following the initial extraction of data, to add these two columns to the excel file. To do this, first insert two columns and then manually enter the ‘Reporting Date’ and ‘Campus Code’ and copy this information down the sheet until it has populated all relevant rows – that is, to the last row with any data included.(See Image 1 & 2: Column A and B)

Trial Balance and Budget Trial Balance Formatting the Reporting Date columnThe first column ‘A’ for both the Trial Balance and the Budget Trial Balance CSV files includes the Year and reporting Period. The year is entered as 1415 for the 2014/15 financial year. This data format is important, as the upload process must contain 6 digits in numeric format for the upload to correctly process the data. (See Image: 1 & 2: Column A)

Trial Balance and Budget Trial Balance Formatting the Initial, Revised and Actual Amount columnsEnsure that no commas separate the data contained in the amount column. When the data is saved in CSV format, any commas will automatically format the data following a coma to be a separate column. No commas should appear in the amount column for the Trial Balance and also initial, revised and actual amount columns for the Budget Trial Balance. The amount data should also always be formatted to two decimal spaces. (See Image 1 Column E and Image 2: Column E, F &G).

Trial Balance Transfer Pricing Codes must balance to zero: It is necessary to ensure that all transfer pricing codes balance back to zero. This includes the 58051, 60000 & 61000 account code ranges. It is our suggestion that you sort the data by account code, highlight the data in the amount column corresponding to these account code ranges, and verify if the data has balanced to zero. Column 5 in Image 2 is an example of how the transfer pricing codes equal zero.


Image 3: Transfer Pricing

The steps necessary to assist in verifying the data balances to zero are as follows:

On the bottom of the screen on the left hand side, you will notice the word ‘Ready’. Place your cursor anywhere to the right of this word. Right mouse click and select the ‘Sum’ option. This function allows you to view the balance of highlighted data. If the amount data corresponding to the transfer pricing codes balance to zero, the amount will appear as equalling zero (0) however if they do not balance, a dollar amount will show.

If an amount above zero shows at the bottom of the screen, it will be necessary to find the error which has resulted in your transfer pricing codes summing to greater than or less than zero. This error will need to be corrected before proceeding. Agencies have the option of making the correction in the excel file and then later correcting the error in the ledger, or alternatively correcting the error in the ledger first and creating a new trial balance file and repeating the process of ensuring that the transfer pricing codes balance to zero.

There is a tolerance level totalling to a positive or negative $5000 for data relating to the transfer pricing codes. The error message will say a tolerance of a negative or positive 5, however this represents $5000 as all figures are rounded to the nearest thousand in the F1 file as is currently displayed in the F1 file.


Additional hints and tips when preparing the CSV file

Duplicate Entries If your file contains duplicate entries of the same cost centre and account code combination, these must be eliminated prior to the upload process, as duplicate entries will cause an error to be recorded. It is suggested that a sort of the data by cost centre and account code is completed and a check

is performed to ensure no duplicates are included. If a duplicate entry exists, this will need to be corrected.

Delete Duplicate Sheets Comma delimited (CSV) files do not support duplicate sheets. It is therefore necessary to delete duplicate sheets from the excel file prior to saving in comma delimited format. Click on each of the tabs to other sheets (one at a time). Right mouse click and select the ‘delete; option. You should be left with the one sheet containing the financial data in the format described in the table above.

Save in CSV Format Once the excel file is ready for upload, it needs to be saved in CSV format. It is a good idea to keep a copy in excel in case additional errors are found when uploading the file. It is easier to find an error in excel format as the error report will quote a row number and this can easily be located in excel but is not supported in comma delimited format.

Image 4: Saving a CSV File

The following is a list of instructions on how to save the file in CSV format.

1. Select the following from the Menu bar at the top left hand corner of the screen: File / Save As.

2. In the File Name field, enter an appropriate file name.

3. In the Type field, scroll down and select ‘CSV (Comma Delimited) (*.csv)’ format.

4. Once saved, close the file.

5. You may be asked if you wish to save any changes. Select ‘No’ as you have already saved the


6. File in CSV format and you have not made any changes following this process.

Verifying Formatting using Notepad Program

If you subsequently open the file in excel you will lose the formatting in the first column and the leading zero for the reporting date field will disappear. To verify that you have correctly saved the file in the required format, it is necessary to open the file using Notepad. (See instructions below)

1. Select the trial balance file in CSV format from the directory it was saved to.

2. Right mouse click and select the ‘Open with’ option.

3. This will prompt you to select the type of program you wish to use. Select the Notepad program for the list. The file will open showing existing formatting.

Image 5: Saving a CSV File


F1 Download Instructions

Accessing F1 The F1 application is located on the HealthCollect portal www.healthcollect.vic.gov.au within the CCOA tab. To obtain access to the F1, agencies must have a valid HealthCollect portal user account.

Access must be approved by an authorising manager for department and regional staff and the finance manager (or equivalent) for agencies. For more information on how to register to access the HealthCollect portal see http://www.health.vic.gov.au/hdss/healthcollect.htm

Once a valid HealthCollect portal user account has been created the F1 application can be accessed via the CCOA tab (See Image 6 below). The file will be a zipped excel file due to its large size. Save this file in a local directory on your computer.

Image 6: CCOA Context on HealthCollect

On accessing the CCOA tab. Click on F1 download read more link and select required

version.

Image 7: F1 Download link

There is likelihood that there could more than one version available for download at any time, it is therefore important that agencies are aware and select the appropriate version

Example below shows when two financial years are still open for reporting on the HealthCollect portal.


http://www.health.vic.gov.au/hdss/healthcollect.htm

http://www.healthcollect.vic.gov.au/

Image 8: F1 File Versions

Logging on to F1Once you have downloaded the F1 application, open the application and the below log-on window will pop-up (See: Image 8).

Click on the logon button and enter the user id and password provided on registering on the Health Collect portal.

Note: An ‘Enable Macros’ button may appear once you open the F1, users are required to enable this button. If the F1 spread sheet does not ask you disable/enable macros, change your macro security level in excel to medium (Tools/Macro/Security).

Image 9: F1 Logon Screen


Step 2.

Step 1.

Selecting Entity & Period Choose your entity and period from the drop down list. You must double click on the entity chosen and click "Yes" when prompted by the system. Click the Period only once. These details will be populated onto each sheet

Image 10: F1 Logon Screen (Entity and Period)

Standard Process for F1 completion The process for completing the F1 is as follows:

1. Get Data*2. Data entry /Upload**3. Validate 4. Tick completed 5. Post****6. Open next sheet

* Get Data function activates the Post Data Button.**CCOA agencies must “Get Data” to populate the Income Statement (P&L, Balance Sheet and Analysis of YTD HSA Employee Benefits) with figures from the Trial Balance. ***Each sheet must be posted separately.


Select ‘Entity’ then ‘Period’

Uploading Instructions for CCOA Agencies

File Upload Worksheet for CCOA Trial Balance and Budget Trial BalanceA worksheet named “File Upload” allows agencies to process their files with no dependence on the department.

If you login with an incorrect login or do not use the correct case for the login (each login is case sensitive). A message will appear stating ‘Your HealthCollect Portal is invalid. You cannot upload files without a valid login’. If this occurs, please contact the Health Collect Helpdesk on 03 9096 8595 or email [email protected] to verify your registration details.

Six buttons will be visible:

1. Menu (Defaults to the login pop-up screen)

2. Refresh File List (Enables user to refresh the ‘File Upload’ page and ‘Upload File’ button)

3. Upload CCOA file (Used to upload the CCOA Trial Balance)

4. Validate CCOA file

5. Upload Budget File (Used to upload the Budget Trial Balance)

Note: Two additional buttons – ‘Delete Selected File’ & ‘Download Selected File’ - will appear on the header once a file has been selected in the file list.

Upload Process The following instructions describe the steps necessary to complete the upload process:

1. Click on ‘Upload CCOA File’ or ‘Upload Budget File’ button (Depending on whether you are uploading the CCOA Trial Balance or the Budget Trial Balance. The Open File dialog box will appear.

2. Locate & Select the CCOA file or Budget file to be uploaded.

3. Click OK & the processing will commence.

4. The process starts by uploading and then validating the file

5. The process status is indicated in the left hand bottom corner of the F1 spread sheet. (See: Image 11: Process Status (A))


mailto:[email protected]

Image 11: Process Status

6. Once this process is complete a report will appear on the screen stating whether the upload was successful or not. (See: Image 11 above: Process Status (B)

7. If the process was successful click ‘OK’ to start the population of the Income Statement (P &L) and Balance Sheet statements. This process may take a few minutes, depending on the size of the file. Once this process has been completed, a message appears stating ‘Processing F1 completed’. A further message saying ‘Refresh to see updated F1 data’ is displayed on the screen. (See: Image 12: Processing F1 Completed)

Image 12: Processing F1 Completed

8. If the file is NOT successful an error report will appear on the screen listing the errors to a maximum of 50. Please note that more errors may exist beyond the maximum listed number of 50 but will not be displayed. The validation report will appear in the file list. (See Image 13: File List)


B: Process Status

A: Process Status (AB

9. If you wish to view the validation report select it in the file list and click on the ‘Download Selected File’ button. The ‘Save As’ dialog will appear allowing you to specify the file name (must be .txt file extension) and the location where the report is to be saved. A message confirming that the report has successfully downloaded will be displayed. (See Image 13: Download Validation Report)

Image 13: File List

Note: Appendix A provides a comprehensive list of the types of error messages that may occur and solution steps on how to rectify them. Only after the errors have been rectified can you proceed with the upload.

10. If you wish to view the validation report select it in the file list and click on the ‘Download Selected File’ button. The ‘Save As’ dialog will appear allowing you to specify the file name (must be .txt file extension) and the location where the report is to be saved. A message confirming that the report has successfully downloaded will be displayed. (See Image 14: Download Validation Report)

Image 14: Download Validation Report

11. Following a successful upload, click on ‘Get Data’ in Income Statement (P&L) and in the Balance Sheet statements to populate the data from the trial balance

Note: On the Balance Sheet statement the ‘YTD Entity Surplus (Deficit) – Current Year’. (See Image 15: Balance Sheet) This is automatically updated from the Income Statement Line 56 (See Image 16: Income Statement.


Image 15: Balance Sheet

Image 16: Income Statement


Additional Hints & Tips for the Upload Process

Menu button can be used for form selection like tabs at the bottom of the F1 spread sheet

You must log into the spread sheet in order to post data. By logging on you are automatically connecting to the data server at DHHS. This server processes and stores data posted from each agency. If the F1 Spread Sheet does not prompt you to logon select the Menu option/Logon and enter you user identification and password.

‘Validate’ button - validates data whether the ‘Completed’ box is ticked or not. Income Statement (P&L) and Balance Sheet data is validated within the relevant Notes. Therefore you should complete the Income Statement (P&L) and Balance Sheet before completing the Notes statement.

‘Post Data’ button - posts data to the database and validates it if the Completed field is ticked. Invalid data ticked as Completed cannot be posted.

‘Get Data’ button – retrieves the latest data posted to the database. Any changes to posted data overwrite data previously posted. This button is also used by CCOA and Budget Upload Agencies to import data and facilitate the population of the Income Statement (P&L) and Balance Sheet statements for CCOA and Budget Balance and Budget Income for Budget Upload respectively. Note: Always select the “Get Data’ button before commencing with any entries on the F1 application.

Printing any of the F1 Sheets is as per any Excel file requirements. Only the active sheet will print unless you select the “Entire Worksheet” from File/Print option. Please note that the Income Statement (P&L) is best printed on A3 paper.

Once all of the above have been addressed, your CCOA and Budget Upload file is now ready for uploading.


Useful Web Sites

Common Chart of Accounts: http://www.health.vic.gov.au/accounts/HealthCollect: https://www.healthcollect.vic.gov.au/HDSS Help; http://www.health.vic.gov.au/hdss/healthcollect.htm

Helpful Contacts

For technical support the HDSS Helpdesk can be contact on:

Ph. (03) 9096 8595 or [email protected]


mailto:[email protected]

http://www.health.vic.gov.au/hdss/healthcollect.htm

https://www.healthcollect.vic.gov.au/

http://www.health.vic.gov.au/accounts/

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