OCAS Report (Oklahoma)

PATH: Finance > Reports > OK OCAS

This report provides all the relevant data required by the state for reporting financial transactions using the Oklahoma Cost Accounting System (OCAS). 

OK OCAS Report Editor

Report Logic

  • In order to comply with Oklahoma State statutes, Campus generates the files that contain the data required by the state in the state required format.
  • Accounts only report if the account's Start Date is null or on or before the last day of the last period and the End Date is null or on or after the first day of the first period in the fiscal year being reported.
  • Accounts do not report if they are not included in any general ledger transactions during the fiscal year being reported.

Report Editor Fields

FieldDescription
Fiscal CalendarAn account's fiscal calendar is determined by the fund in the account.
County NumberThe county number as assigned by the State Department of Education.
District NumberThe district number as assigned by the State Dept of Ed.
Fiscal YearSelect the Fiscal Year for which you would like to report.
Report Type
  • Expenditure
  • Revenue
Format

The format in which the report should generate. Options include the following:

  • Fixed Width (state format)
    This format is required for state submission and produces the EXPEND.DAT and REVENUE.DAT files.
  • HTML
  • CSV
  • Excel

Report Layouts

Expenditure Records

ElementLogicFormat and LengthCampus Location
Fiscal Year

The last fiscal year.

Date field, 4 characters

YYYY

Finance > General Ledger > Administration > Fiscal Calendar
CountyThe county number as assigned by the State Department of Education.Numeric, 2 digitsSystem Administration > Resources > District Information
District

The district number as assigned by the State Department of Education.

Alphanumeric, 4 charactersSystem Administration > Resources > District Information
Fund

This is the State Crosswalk Fund Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 1 in the account number dimension structure.

Numeric, 2 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Project

This is the State Crosswalk Project Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 2 in the account number dimension structure.

Numeric, 3 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Function

This is the State Crosswalk Function Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 3 in the account number dimension structure.

Numeric, 4 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Object

This is the State Crosswalk Object Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 4 in the account number dimension structure.

Numeric, 3 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Program

This is State Crosswalk Program Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 5 in the account number dimension structure.

Numeric, 3 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Subject

State Crosswalk Subject Dimension Code

Reports the state code mapped to the code in the GL Account Number with a state sequence of 6 in the account number dimension structure.

Numeric, 4 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Job Class

State Crosswalk Job Class Dimension Code

Reports the state code mapped to the code in the GL Account Number with a state sequence of 7 in the account number dimension structure.

Numeric, 3 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Oper. Unit

State Crosswalk Operational Unit Dimension Code

Reports the state code mapped to the code in the GL Account Number with a state sequence of 8 in the account number dimension structure.

Numeric, 3 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Appropriation

Reports the appropriated amount.

Numeric, 13 digitsCalculated
Encumbrance

Reports encumbrances.

Numeric, 13 digitsCalculated
WarrantsReports the amount for issued checks.Numeric, 13 digitsCalculated

Revenue Records

ElementLogicFormat and LengthCampus Location
Fiscal YearThe last fiscal year.

Date field, 4 characters

YYYY

Finance > General Ledger > Administration > Fiscal Calendar
CountyThe county number as assigned by the State Department of Education.Numeric, 2 digitsSystem Administration > Resources > District Information
DistrictThe district number as assigned by the State Department of Education.Alphanumeric, 4 charactersSystem Administration > Resources > District Information
Fund

This is the State Crosswalk Fund Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 1 in the account number dimension structure.

Numeric, 2 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Project

This is the State Crosswalk Project Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 2 in the account number dimension structure.

Numeric, 3 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Source

This is the State Crosswalk Source Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 3 in the account number dimension structure.

Numeric, 4 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Program

This is the State Crosswalk Program Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 4 in the account number dimension structure.

Numeric, 3 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Oper. Unit

This is the State Crosswalk Operational Unit Dimension Code.

Reports the state code mapped to the code in the GL Account Number with a state sequence of 5 in the account number dimension structure.

Numeric, 3 digitsFinance > General Ledger > Administration > Chart of Accounts Setup > Dimensions and Codes
Estimated AmtReports the estimated revenue.Numeric, 13 digitsCalculated
Actually CollectedReports the dollar amount actually collected.Numeric, 13 digitsCalculated