Map Account Numbers

Before printing your Budget report, Annual IFARMS report, or Idaho Transparency report, you must map your budget account numbers to valid account numbers that align with the state's IFARMS specifications. If your Budget account numbers do not follow the IFARMS specifications exactly, the accounts will not be included in your reports. The Map Accounts module will automatically recognize valid account numbers and alert you to invalid account numbers. Invalid account numbers can be mapped to valid account numbers.

You must map your account numbers even if your accounts are all valid IFARMS account numbers. Any time you add accounts to Budget Manager you need to update your account map.

Create or Update the Map of Accounts

1. In ABReport press the Map Account #s button in the left menu or select Map Acct #s from the top menu.
   
2. The Map Account Number window may be blank, which means you've not created a map of accounts, or you may see your account listed.
3. Press Create to create a new map of accounts or update an existing map of accounts.
   
4. You'll see a warning that asks if you want to overwrite the existing map of accounts, select Yes.
   
5. The Map Account Numbers window will populate with you budget account numbers, the IFARMS mapped account number, the account description (from Budget) and any warnings for invalid account numbers.
6. Press Save to save the map of accounts.

Map Budget Accounts to Valid IFARMS Accounts

After creating and saving the map of accounts, you'll see four columns with data.

• Account # is the account number from Budget Manager. The data in this column cannot be edited.
• Map Acct # is the IFARMS account number. The data in this column can be edited.
• Description is name or description from Budget Manager. The data in this column cannot be edited.
• Warning is used to alert you to issues with the account number. If it's blank, the account number is a valid IFARMS number.

Only FUND and ACCOUNT codes (the first 9 digits of an account number) are required when reporting to the Idaho Department of Education.

1. Scroll through the list of accounts and look for warnings. There are two main warnings to correct: Invalid Fund (the first 3 digits) or Invalid Account (the last 6 digits).
2. To correct a warning, use select the Map Acct # column for the row that contains the error. You'll know the row is selected because the Map Acct # will turn blue.
   
3. Enter a valid IFARMS fund or account number. (See the IFARMS Account Information section if you need help identifying a valid account number.)
4. After entering a valid account number, press the up or down arrow key on your keyboard to update the map of accounts. You can also use your mouse to click to another row.
5. Press the Save button to save the map of accounts.

Correct all warnings before running the Budget report, Annual report or Transparency report.

IFARMS Account Information

The IFARMS manual, located on Idaho's SDE website is an excellent resource for reviewing valid account numbers.

1. Go to https://www.sde.idaho.gov/finance/.
2. Look for the School Level Finances section.
3. Expand the Financial Information section.
4. The IFARMS manual is located in the IFARMS Annual Financial Report Information section.
5. Select the IFARMS Manual to download the most recent PDF version.