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Create Crosswalk Descriptions

Contents

1 Overview

2 Exception Report

3 How-to

4 Selection Criteria

5 Tables Diagram

 

1 Overview

Account descriptions, or dimensions, are the part of an account code used for a specific purpose, such as to associate the posted financial activity to a fund, to a location, or to a program. Account codes contain multiple dimensions, which provide a means to select and sort accounting data into meaningful groups for information purposes. Accounts reportable to OSPI include nine specific dimensions.

Step 1A -- Create Account Descriptions

The first step in creating new crosswalks is to link each district account description, or dimension, to an equivalent state reporting value. The goal is for each district-defined dimension value to reference one, and only one, state value. Each state value may be referenced by many district-defined dimension values. The state dimension values are stored in the System Crosswalk Codes (WA001SysXwalkCodes) table.

 

Use this program when

  1. You are not cloning crosswalk accounts and descriptions from a previous year. (Use Clone Crosswalks for Fiscal Year, followed by Clone Crosswalk Accounts for Fiscal Year if cloning.)

  2. You prefer the system to mass create district description values to compliant state reporting values, based upon the OSPI reportable positions of account dimensions.

(Alternately, you may use the Modify Crosswalk Codes program to manually link descriptions to compliant state reporting values.)

What this program does:

  • The program reads each record in a school district list of Account Code Descriptions values and attempts to create a state equivalent crosswalk dimension value if one does not exist.

  • Existing codes are removed if they are invalid; removed codes are either replaced with a valid state-equivalent code, or left blank if an equivalent value cannot be found. (If linked crosswalk values exist and are considered valid, the program will not change those records.)

  • A report lists all crosswalk records with blank values, including any pre-existing blank records.

If blank crosswalk values still exist after running this program:

  • The report lists district account records without crosswalk values.

  • The first validation flag, Valid Descriptions, remains set to "No".

  • Remaining blank crosswalk values must be manually linked. (See Modify Crosswalk Codes.)

Otherwise, if all records have been successfully linked to Crosswalk values:

  • The report contains the message "Crosswalk account creation process complete."

  • The first validation "flag", Valid Descriptions, is set to "Yes".

  • Go to Step 2 to set Valid Crosswalk Codes.

 

Additional Steps to Complete:

If blank crosswalk values still exist after completing this step, use the Validate Crosswalk Codes program to validate that each district account, with a state reportable fund type as recognized by OSPI, has a valid crosswalk account for the selected fiscal year. This process should be repeated until all exceptions are eliminated. Completion sets the first "flag", Valid Descriptions, to"Yes".

Page Updated 12/05

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