This is from the document www_root:[documents.ssdt.usas]usas_reference_manual_full.html
The APPROP program is a screen-formatted program created to replace the NEWAPP, PRMAPP and PCTMNT programs. In addition, it contains options to update the GAAP Orig Budget/GAAP Orig Estimate fields on the account file and load next fiscal year proposed or initial budget/revenue amounts from a CSV or TAB-delimited input file.
APPROP is divided into three sections: Next Year Proposed options, Initial/Permanent Account Balances options, and GAAP Original Amounts option. The APPROP options include:
- NYPINI: initializes the Next Year Proposed fields (similar to Initialize in NEWAPP)
- NYPMASS: mass change the Next Year Proposed fields (similar to the Mass Change option in NEWAPP)
- NYPMNT: maintain the Next Year Proposed amounts for each account individually (similar to the Build option in NEWAPP)
- NYPLOAD: loads the Next Year Proposed amounts from a CSV or TAB-delimited input file.
- IABMASS: mass change the Initial Account balances (similar to the Mass Change option in PRMAPP)
- IABMNT: maintain the Initial Account balances (similar to the Initial option in PRMAPP)
- PABMNT: maintain the Permanent account balances (similar to the Permanent option in PRMAPP)
- IABLOAD: loads the Initial Account amounts from a CSV or TAB-delimited input file.
- GAAPSET: Mass Update GAAP Original Budget/Estimate fields
The program may be executed by typing:
$ RUN OECN$BUD:APPROPat the $ prompt or in the menu system type:
MENU>APPROP
The following main menu will appear:
_______________________________________________________________________________________ | | | APPROP - Appropriation Maintenance | | -------------------------------------------------------------------------------- | | | | NEXT YEAR PROPOSED | | 1. NYPINI - Initialize Next Year Proposed Amounts | | 2. NYPMASS - Mass Change Next Year Proposed Amounts | | 3. NYPMNT - Next Year Proposed Maintenance Screen | | 4. NYPLOAD - Update Proposed Amounts from CSV/TAB file | | | | INITIAL/PERMANENT ACCOUNT BALANCES | | 5. IABMASS - Mass Change Initial Account Balances | | 6. IABMNT - Initial Account Balance Maintenance Screen | | 7. PABMNT - Permanent Account Balance Maintenance Screen | | 8. IABLOAD - Update Initial Balances from CSV/TAB file | | | | GAAP ORIGINAL AMOUNTS | | 9. GAAPSET - Mass Update GAAP Original Budget/Estimate | | | | 10. EXIT - Exit program | | | | | | Menu: APPROP Option> _____________________________________________ | | | | XXX Accept XX Help XX Exit XXX Next | |_____________________________________________________________________________________|
When first entering any of the APPROP options, you are prompted on whether you want to affect budget account or revenue accounts.
__________________________________________________________________________________________ | | | ------------------NYPINI - Initialize Next Year Proposed Amounts-------------------- | | | | | | | Do you wish to initialize Next Year Proposed amounts for: | | | | | | | | Budget Accounts Revenue Accounts Return to menu | | | | | | | |__________________________________________________________________________________| | | | | | | | | | | | | | | | | | | | | | | | | | |________________________________________________________________________________________|
The NYPINI option will set the value of the Next Fiscal Year Proposed Amount to zero on budget or revenue accounts. It is recommended to run NYPINI before entering amounts in the NYPMASS and NYPMNT programs.
Initializing Next Year Proposed Budget Amounts
If you select budget accounts in the NYPINI option, you may enter up to ten range or wildcard selections to indicate which accounts you want to initialize. If you want to initialize all budget accounts on file, enter "W" in the Wild/Range field and enter "*" in the fund field.
------------------------------------------------------------------------------------------ | | | NYPINI - Initialize Next Year Proposed Amounts | | | | Wild/ Fnd Func Obj SCC Subj Opu Il Job | | Range | | _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | | | Initialize Next Year Proposed Budget Amounts 1 of 2 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- If a "R" is entered in the Wild/Range field, you will need to enter an account code in the FROM line from which to begin selection of accounts. Next, enter an account code in the TO line to specify the account on which to end the selected range of accounts. Any accounts that fall between the FROM and TO range will be selected for updating purposes.
- If a "W" is entered in the Wild/Range field, only the FROM account line is used. Any accounts matching the wildcard will be selected for updating purposes. Please refer to the chapter in the USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character. Initializing Next Year Proposed Revenue Amounts
If you select revenue accounts in the NYPINI option, you may enter up to ten range or wildcard selections to indicate which accounts you want to initialize. If you want to initialize all revenue accounts on file, enter "W" in the Wild/Range field and enter "*" in the fund field
------------------------------------------------------------------------------------------ | | | NYPINI - Initialize Next Year Proposed Amounts | | | | Wild/ Fnd Rcpt SCC Subj Opu | | Range | | _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | Initialize Next Year Proposed Revenue Amounts 1 of 2 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- If a "R" is entered in the Wild/Range field, you will need to enter an account code in the FROM line from which to begin selection of accounts. Next, enter an account code in the TO line to specify the account on which to end the selected range of accounts. Any accounts that fall between the FROM and TO range will be selected for updating purposes.
- If a "W" is entered in the Wild/Range field, only the FROM account line is used. Any accounts matching the wildcard will be selected for updating purposes. Please refer to the chapter in the USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character.
The NYPMASS program allows you to mass change the values for the Next Year Proposed fields. You choose whether to update budget or revenue accounts. Only those accounts with an active status will be updated by the program.
Mass Change Next Year Proposed Budget Amounts
After selecting budget accounts, you may enter up to ten range or wildcard selections. For each selection, you may determine which amounts to use to mass change that range or wildcard group of accounts, and the percentage to use. The calculation or the percentage may be different for each group of selections for added flexibility.
--------------------------------------------------------------------------------------------- | | | NYPMASS - Mass Change Next Year Proposed Amounts | | | |Calculate Percent Round? Wild/ Fnd Func Obj SCC Subj Opu Il Job | |based on: Range | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | | | Mass Change Next Year Proposed Budget Amounts 1 of 2 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |____________________________________________________________________________________________|Field Definitions
- In order to look at the Calculate based on options, move your cursor to the calculate based on field and press the [Help] key. The mass change will be based on the following options:
A = Percentage of Fiscal YTD Expendables B = Percentage of Fiscal YTD Expenditures C = Fiscal YTD Unencumbered Balance D = Percentage of Fiscal YTD Expendable minus Prior FY Encumbered E = Percentage of Fiscal YTD Expendable minus Current Encumbered F = Current Next Year Proposed minus Current Encumbered- If you chose to calculate based on a percentage, you will need to enter the percentage in the Percent field. For example, you chose to calculate based on the percentage of Fiscal YTD Expendable and the Fiscal YTD Expandable amount equaled $10,000. By entering 115%, your next fiscal year proposed amount would be $11,500.00
- If you want the calculated amounts to be rounded to the nearest whole dollar, enter "Y" in the Round? field. Entering an "N" will calculate the amount using dollars and cents. Please keep in mind this option should be left blank when using calculation types which are not based on a percentage.
- If a "R" is entered in the Wild/Range field, you will need to enter an account code in the FROM line from which to begin selection of accounts. Next, enter an account code in the TO line to specify the account on which to end the selected range of accounts. Any accounts that fall between the FROM and TO range will be selected for updating purposes.
- If a "W" is entered in the Wild/Range field, only the FROM account line is used. Any accounts matching the wildcard will be selected for updating purposes. Please refer to the chapter in the USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character. Mass Change Next Year Proposed Revenue Amounts
After selecting revenue accounts, you may enter up to ten range or wildcard selections. For each selection, you may determine which amounts to use to mass change that range or wildcard group of accounts, and the percentage to use. The calculation or the percentage may be different for each group of selections for added flexibility.
----------------------------------------------------------------------------------------- | | | NYPMASS - Mass Change Next Year Proposed Amounts | | | |Calculate Percent Round? Wild/ Fnd Rcpt SCC Subj Opu | |based on: Range | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | Mass Change Next Year Proposed Revenue Amounts 1 of 2 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- In order to look at the Calculate based on options, move your cursor to the calculate based on field and press the [Help] key. The mass change will be based on the following options:
A = Percentage of Fiscal YTD Receivables B = Percentage of Fiscal YTD Receipts C = Fiscal YTD Balance Receivable- If you chose to calculate based on a percentage, you will need to enter the pecentage in the Percent field. For example, you chose to calculate based on the percentage of Fiscal YTD Receivables and the Fiscal YTD Receivables amount equaled $10,000. By entering 115%, your next fiscal year proposed amount would be $11,500.00
- If you want the calculated amounts to be rounded to the nearest whole dollar, enter "Y" in the Round? field. Entering an "N" will calculate the amount using dollars and cents. Please keep in mind this option should be left blank when using calculation types which are not based on a percentage.
- If a "R" is entered in the Wild/Range field, you will need to enter an account code in the FROM line from which to begin selection of accounts. Next, enter an account code in the TO line to specify the account on which to end the selected range of accounts. Any accounts that fall between the FROM and TO range will be selected for updating purposes.
- If a "W" is entered in the Wild/Range field, only the FROM account line is used. Any accounts matching the wildcard will be selected for updating purposes. Please refer to the chapter in the USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character.
The NYPMNT program allows you to maintain the Next Year Proposed amount for each account individually. You choose whether to update budget or revenue accounts.
Maintain Next Year Proposed Budget Amounts
After selecting budget accounts, you are given options similar to the USARPT/BUDWRK report. This allows the user to duplicate the exact sort and selection options that you chose in BUDWRK.
------------------------------------------------------------------------------------------ | | | NYPMNT - Next Year Proposed Maintenance - Budget Accounts | | | | How do you want the amounts calculated? (A, B) | | A = The figure entered will be the Next Year Proposed amount | | B = Subtract the Current Encumbrances from the figure entered | | | | - Account Sort and Selection Criteria - | | | | Sort options ____________________________________________ | | | | Exclude accounts with zero amounts? (A,C,N) N | | Include accounts which are no longer active? (Y,N) Y | | | | Bank Codes ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | | | | | Press <next screen> for wildcard account selection options | | | | | | Maintenance Setup Pres PF4 to Load the Maintenance Screen 1 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- If an "A" is entered in the How do you want the amounts calculated field, you will need to enter the Board Approved Budget amount and this figure will be placed in the Next Year's Proposed field. If a "B" is entered, you will need to enter the Board Approved Budget amount and the amount placed in the Next Year's Proposed field will be the amount you entered minus the Current Encumbrances.
- In order to look at the possible Sort options, move the cursor to the sort option line and press the [Help] key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
------------------------------Sort Items------------------------------ | AC - Entire Budget Account AP - Appropriation Account | | FS - Fund/SCC FD - Fund | | FC - Function F1 - Function Level: 1 sig digit | | FL - Function Level: 2 sig digits OB - Object | | OL - Object Level: 1 sig digit SC - Special Cost Center | | SU - Subject OU - Operational Unit | | IL - Instructional Level J - Job Assignment | | | | Enter the fields you wish to sort on. If you wish to sort on more | | than one field, enter the fields separated by commas. | | | | | | | | Accept Cancel | ----------------------------------------------------------------------- The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.
Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.
Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.
Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.- You have the option to Include accounts which are no longer active. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
- Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank, all bank codes will be selected.
NYPMNT Budget Screen 2 of 3
--------------------------------------------------------------------------------------------- | | | NYPMNT - Next Year Proposed Maintenance - Budet Accounts | | -Wildcard budget account selection - Fnd Func Obj SCC Subj Opu IL Job | | Include or Exclude I Wildcard 200 9* | | X Wildcard 1* | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3| | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ---------------------------------------------------------------------------------------------Field Definitions
- Screen 2 of 3 offers the option to use wildcard selection by account code.
- Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
- You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).
This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund 200 with 9xxx special cost centers, but then exclude from these accounts all of the objects 100 - 199.
Note
There could be a potential problem if other sets of accounts were to be included.
Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with object codes 1xx, would also be excluded. If you wanted the exclusion of 1xx objects to apply only to the 200 funds, then the account selection screen would look like the following:
--------------------------------------------------------------------------------------------- | | | NYPMNT - Next Year Proposed Maintenance - Budet Accounts | | -Wildcard budget account selection - Fnd Func Obj SCC Subj Opu IL Job | | Include or Exclude I Wildcard 200 9* | | X Wildcard 200 1* 9* | | _ Wildcard 006 | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3| | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ---------------------------------------------------------------------------------------------- Up to 14 wildcard selections may be entered during a run.
- Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character. NYPMNT Budget Screen 3 of 3
--------------------------------------------------------------------------------------------- | | | NYPMNT - Next Year Proposed Maintenance - Budget Accounts | | - Range budget account selection - Fnd Func Obj SCC Subj Opu IL Job | | Include or Exclude I From 200 9000 | | To 200 9999 | | X From 200 400 9000 | | To 200 499 9999 | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 3 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ---------------------------------------------------------------------------------------------Field Definitions
- Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
- You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default).
Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with objects from 400 to 499.- Up to 8 range selections may be entered during a run.
- The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.
NYPMNT Budget Maintenance Screen
After executing the NYPMNT budget screens, you will be placed in the NYPMNT maintenance screen with the selected budget accounts listed by the sort options entered in the previous screens as shown in the following sample screen:
----------------------------------------------------------------------------------------- | Find: 02 ___ ____ ___ ____ ______ ___ __ ___ Board Approved | | TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB Amount: | | 02 001 1100 291 0000 000000 000 00 000 | | Insurance Benefits - Mental Health Certified ______________ | | | | 02 001 1100 510 9413 000000 001 00 000 | | Supplies and Software - Computers ______________ | | | | 02 001 1100 511 9413 000000 001 00 000 | | Elem. Classroom Supplies ($300) ______________ | | | | 02 001 1100 511 9413 000000 002 00 000 | | HS Classroom Supplies ($300) ______________ | | | | 02 001 1100 640 9413 000000 002 00 000 | | HS Instr. Computer Equipment ______________ | | | | 02 001 1100 740 9413 000000 002 00 000 | | HS Instr. Computer Equipment Replacement ______________ | | | | Press the Modify key to begin entering Board Approved amounts | | | | NYPMNT Maintenance program | | XX Top XX Next XX Exit Lockmode XX Scroll Down | | XX Help XX Find XX Disp Totals | | XX Exit XX Modify XX Scroll Up | |________________________________________________________________________________________|At this point, if you want to update a specific budget account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up/Scroll Down] functions.
In order to start entering Board approved amounts for each budget account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file. When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays the next six accounts to be modified. Pressing the [Scroll Up/Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when locked into the modify mode.
If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main NYPMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].
Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through NYPMNT.
Maintain Next Year Proposed Revenue Amounts
After selecting revenue accounts, you are given options similar to the USARPT/REVWRK report. This allows the user to duplicate the exact sort and selection options that you chose in REVWRK.
----------------------------------------------------------------------------------------- | | | NYPMNT - Next Year Proposed Maintenance - Revenue Accounts | | | | - Account Sort and Selection Criteria - | | | | Sort options ____________________________________________ | | | | Exclude accounts with zero amounts? (A,C,N) N | | | | Include accounts which are no longer active? (Y,N) Y | | | | Bank Codes ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | | | | | Press <next screen> for wildcard account selection options | | | | | | Maintenance Setup Pres PF4 to Load the Maintenance Screen 1 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- In order to look at the possible Sort options, move the cursor to the sort option line and press the [Help] key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
------------------------------Sort Items------------------------------ | AC - Entire Revenue Account FS - Fund/Scc | | FD - Fund RC - Receipt | | R2 - Receipt Level; 2 sig digits SC - Special Cost Center | | SU - Subject OB - Operational Unit | | | | Enter the fields you wish to sort on. If you wish to sort on more | | than one field, enter the fields separated by commas. | | | | | | | | Accept Cancel | ----------------------------------------------------------------------- The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.
Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.
Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.
Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.- You have the option to Include accounts which are no longer active. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
- Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank, all bank codes will be selected.
NYPMNT Revenue Screen 2 of 3
----------------------------------------------------------------------------------------- | | | NYPMNT - Next Year Proposed Maintenance - Revenue Accounts | | -Wildcard budget account selection - Fnd Rcpt SCC Subj Opu | | Include or Exclude I Wildcard 200 9* | | X Wildcard 1* | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3| | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | -----------------------------------------------------------------------------------------Field Definitions
- Screen 2 of 3 offers the option to use wildcard selection by account code.
- Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
- You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).
This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund 200 with 9xxx special cost centers, but then exclude from these accounts all of the receipts 1000 - 1999.
Note
There could be a potential problem if other sets of accounts were to be included.
Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with receipt codes 1xxx, would also be excluded. If you wanted the exclusion of 1xxx receipts to apply only to the 200 funds, then the account selection screen would look like the following:
----------------------------------------------------------------------------------------- | | | NYPMNT - Next Year Proposed Maintenance - Revenue Accounts | | -Wildcard budget account selection - Fnd Rcpt SCC Subj Opu | | Include or Exclude I Wildcard 200 9* | | X Wildcard 200 1* 9* | | _ Wildcard | | _ Wildcard 006 | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3| | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------ Up to 14 wildcard selections may be entered during a run.
- Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character. NYPMNT Revenue Screen 3 of 3
----------------------------------------------------------------------------------------- | | | NYPMNT - Next Year Proposed Maintenance - Revenue Accounts | | - Range budget account selection - Fnd Rcpt SCC Subj Opu | | Include or Exclude I From 200 9000 | | To 200 9999 | | X From 200 1000 9000 | | To 200 1999 9999 | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 3 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | -----------------------------------------------------------------------------------------Field Definitions
- Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
- You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default).
Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with receipts from 1000 to 1999.- Up to 8 range selections may be entered during a run.
- The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.
NYPMNT Revenue Maintenance Screen
After executing the NYPMNT revenue screens, you will be placed in the NYPMNT maintenance screen with the selected revenue accounts listed by the sort options entered in the previous screens as shown in the following sample screen:
----------------------------------------------------------------------------------------- | Find: 03 ___ ____ ____ ______ ___ Board Approved | | TI FND RCPT SPCC SUBJCT OPU Amount: | | 03 001 1111 0001 000000 000 | | General Property Tax - Sample County ______________ | | | | 03 001 1111 0002 000000 000 | | General Property Tax - Noname County ______________ | | | | 03 001 1111 9412 000000 000 | | General Prop. Tax - Budget Reserve Fund ______________ | | | | 03 001 1111 9413 000000 000 | | General Prop. Tax-Sample - Instr. Mat. Set-Aside ______________ | | | | 03 001 1111 9414 000000 000 | | Gen. Prop. Tax - Noname - Capital/Maint. Set-Aside ______________ | | | | 03 001 1120 0001 000000 000 | | Personal Property Tax - Sample County ______________ | | | | Press the Modify key to begin entering Board Approved amounts | | | | NYPMNT Maintenance program | | XX Top XX Next XX Exit Lockmode XX Scroll Down | | XX Help XX Find XX Disp Totals | | XX Exit XX Modify XX Scroll Up | |________________________________________________________________________________________|At this point, if you want to update a specific revenue account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up/Scroll Down] functions.
In order to start entering Board approved amounts for each revenue account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file. When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays the next six accounts to be modified. Pressing the [Scroll Up/Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when locked into the modify mode.
If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main NYPMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].
Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through NYPMNT.
The NYPLOAD program allows you to load the Next Year Proposed amounts from a CSV or TAB-delimited input file. You need to specify the input file and whether you want to do a test run or update the accounts. A report will be generated indicating any warnings and errors and the success or failure of the account updates.
------------------------------------------------------------------------------------------ | | | NYPLOAD - Load Next Year Proposed Amounts from CSV/TAB file | | | | Processing Options: | | Name of import file: NYPLOAD.CSV | | Format of import file: CSV | | Update account file or report only (U/R)? R | | | | Report File Specifications: | | Error report file NYPLOAD.TXT | | Print options page? (Y/N) Y | | | | | | | | | | Load Next Year Proposed Amounts 1 of 1 | | XX Execute XX Reset | | XX Help XX Save/Recall | | XX Exit | | XX Cancel | |________________________________________________________________________________________|Field Definitions
- Enter the name of the import file to be imported in the Name of import file field. The file name including extension must be provided (filename.ext).
- Enter the format of the file to be imported in the Format of import file field. The format choices are as follows:
- CSV - comma-separated values
- TAB - tab-delimited format
- The Update account file or report only option allows you to enter the code "U" to actually update the account file or "R" to generate the report but not update the account file.
- The default error report file name is NYPLOAD.TXT. The text file name can be changed at the Error report file prompt.
- The Print options page prompt, if set to 'Y' (yes), will cause a listing to print at the beginning of the NYPLOAD.TXT file showing which options were selected during the program run.
NYPLOAD Import File Specifications
The CSV or TAB-delimited file being read by the NYPLOAD program can include the fields in any order. The first row of the spreadsheet or file must contain the Required Column Descriptions listed below. The remaining rows will contain the data values to be loaded. Extra columns on the import file without the required criteria will be ignored and will not be updated.
NYPLOAD .CSV or TAB delimited field requirements
The following table outlines the field requirements for the NYPLOAD import file. Each table includes a description, the maximum size, the required column description, possible values, and the field format. In the column labeled "Max Size" the fields defined are represented as either alphabetic or numeric. All alphabetic fields are defined as 'X'. All numeric fields are defined as '9'. Numeric fields with an 'S' preceding the '9' indicate this field can hold a positive value or a negative value. Numeric fields containing a value which allows decimal places, contain a '.' in the "Max Size" column. All numeric values with a decimal point, must include the decimal point in the CSV or TAB file. For example, a value for 2 dollars and 10 cents, must be in the spreadsheet as 2.10. All account codes must be valid account codes. All account code dimensions will be padded with zeroes, if necessary. (i.e. If the FUND is "1", it will be changed to "001").
Description Max. Size Req. Column Desc. Possible Values Format Transaction Indicator X(2) TI Must equal "02" for budgets and "03" for revenues Fund Number X(3) FUND Function Code X(4) FUNCTION Object Code X(3) OBJECT Special Cost Center X(4) SCC Subject Code X(6) SUBJECT Operational Unit X(3) OPU Instructional Level X(2) IL Job Code X(3) JOB Receipt Number X(4) RECEIPT Account Description X(30) DESCRIPTION Only updated when adding new accounts Next Year Proposed S9(9)V9(2) PROPOSED EXPWRK Programs
The CSV spreadsheet files generated from the BUDWRK or REVWRK programs are compatible with the NYPLOAD program. The first row of the spreadsheet automatically includes the required column descriptions. Once the next year proposed amounts are entered in the spreadsheet, the CSV file can then be loaded into the NYPLOAD program.
New Accounts
If new accounts are included on the spreadsheet that currently do not exist on the system, a message will be included on the projection report that the new accounts will be created when posting the spreadsheet through NYPLOAD.
The IABMASS program allows you to enter temporary or permanent amounts into the intial budget fields by mass changing the amounts based on a percentage of last fiscal year's actual expendables or expenditures. Likewise, temporary or permanent amounts can be entered into the initial revenue fields based on a percentage of last fiscal year's actual receipts. Only those accounts with an active status will be updated by the program. When running IABMASS, the GAAP Original Budget/GAAP Original Estimate fields will be automatically updated with the same amounts as the Initial Budget/Initial Estimate fields.
Mass Change Initial Budget Amounts
After selecting budget accounts, you may enter up to ten range or wildcard selections. For each selection, you may determine which amounts to use to mass change that range or wildcard group of accounts, and the percentage to use. The calculation or the percentage may be different for each group of selections for added flexibility.
------------------------------------------------------------------------------------------- | | | IABMASS - Mass Change Initial Account Balances | | | |Calculate Percent Round? Wild/ Fnd Func Obj SCC Subj Opu Il Job | |based on: Range | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | _ _______ _ _ From: ___ ____ ___ ____ ______ ___ __ ___ | | To: ___ ____ ___ ____ ______ ___ __ ___ | | | | | | Mass Change Initial Budget Amounts 1 of 2 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |__________________________________________________________________________________________|Field Definitions
- In order to look at the Calculate based on options, mover your cursor to the calculate based on field and press the [Help] key. The mass change will be based on the following two options:
A = Percentage of Fiscal YTD Expendables B = Percentage of Fiscal YTD Expenditures- In the Percent field, enter the percentage. For example, if last fiscal year's actual expenditures equaled $10,000, entering 115% would result in an initial budget of $11,500.00
- If you want the calculated amounts to be rounded to the nearest whole dollar, enter "Y" in the Round? field. Entering an "N" will calculate the amount using dollars and cents. Please keep in mind this option should be left blank when using calculation types which are not based on a percentage.
- If an "R" is entered in the Wild/Range field, you will need to enter an account code in the FROM line from which to begin selection of accounts. Next, enter an account code in the TO line to specify the account on which to end the selected range of accounts. Any accounts that fall between the FROM and TO range will be selected for updating purposes.
- If a "W" is entered in the Wild/Range field, only the FROM account line is used. Any accounts matching the wildcard will be selected for updating purposes. Please refer to the chapter in the USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character. Mass Change Initial Revenue Amounts
After selecting revenue accounts, you may enter up to ten range or wildcard selections. For each selection, you may determine which amounts to use to mass change that range or wildcard group of accounts, and the percentage to use. The calculation or the percentage may be different for each group of selections for added flexibility.
----------------------------------------------------------------------------------------- | | | IABMASS - Mass Change Initial Account Balances | | | |Calculate Percent Round? Wild/ Fnd Rcpt SCC Subj Opu | |based on: Range | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | _ _______ _ _ From: ___ ____ ____ ______ ___ | | To: ___ ____ ____ ______ ___ | | | | | | Mass Change Initial Revenue Estimates 1 of 2 | | XX Execute XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- Entering an "A" in the Calculate based on field will calculate it based the percentage of last fiscal year's actual receipts.
- In the Percent field, enter the percentage. For example, if last fiscal year's actual receipts equaled $10,000, entering 115% would result in an initial revenue of $11,500.00
- If you want the calculated amounts to be rounded to the nearest whole dollar, enter "Y" in the Round? field. Entering an "N" will calculate the amount using dollars and cents. Please keep in mind this option should be left blank when using calculation types which are not based on a percentage.
- If an "R" is entered in the Wild/Range field, you will need to enter an account code in the FROM line from which to begin selection of accounts. Next, enter an account code in the TO line to specify the account on which to end the selected range of accounts. Any accounts that fall between the FROM and TO range will be selected for updating purposes.
- If a "W" is entered in the Wild/Range field, only the FROM account line is used. Any accounts matching the wildcard will be selected for updating purposes. Please refer to the chapter in the USAS User Guide titled "Using the USAS Report Programs" for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character.
The IABMNT program allows you to enter or maintain amounts in the initial budget or initial revenue fields. These amounts may be temporary or permanent balances. When running IABMNT, the GAAP Original Budget/GAAP Original Estimate fields will be automatically updated with the same amounts entered in the Initial Budget/Initial Estimate fields.
Maintain Initial Budget Amounts
After selecting budget accounts, you are given options similar to the USARPT/BUDWRK report. This allows the user to duplicate the exact sort and selection options that you chose in BUDWRK.
------------------------------------------------------------------------------------------ | | | IABMNT - Initial Account Balance Maintenance - Budget Accounts | | | | How do you want the amounts calculated? (A, B) | | A = Subtract the Last FY Encumbrances from the figure entered | | B = The figure entered will be the Initial Budget amount | | | | - Account Sort and Selection Criteria - | | | | Sort options ____________________________________________ | | | | Exclude accounts with zero amounts? (A,C,N) N | | Include accounts which are no longer active? (Y,N) Y | | | | Bank Codes ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | | | | | Press <next screen> for wildcard account selection options | | | | | | Maintenance Setup Pres PF4 to Load the Maintenance Screen 1 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- If an "A" is entered in the How do you want the amounts calculated field, you will need to enter the Board Approved Budget amount and the amount placed in the Initial Budget field will be the amount you entered minus the Last Fiscal Year's Carryover Encumbrances. If a "B" is entered, you will need to enter the Board Approved Budget amount and this figure will be placed in the Initial Budget field.
- In order to look at the possible Sort options, move the cursor to the sort option line and press the [Help] key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
------------------------------Sort Items------------------------------ | AC - Entire Budget Account AP - Appropriation Account | | FS - Fund/SCC FD - Fund | | FC - Function F1 - Function Level: 1 sig digit | | FL - Function Level: 2 sig digits OB - Object | | OL - Object Level: 1 sig digit SC - Special Cost Center | | SU - Subject OU - Operational Unit | | IL - Instructional Level J - Job Assignment | | | | Enter the fields you wish to sort on. If you wish to sort on more | | than one field, enter the fields separated by commas. | | | | | | | | Accept Cancel | ----------------------------------------------------------------------- The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.
Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.
Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.
Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.- You have the option to Include accounts which are no longer active. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
- Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank, all bank codes will be selected.
IABMNT Budget Screen 2 of 3
--------------------------------------------------------------------------------------------- | | | IABMNT - Initial Account Balance Maintenance - Budget Accounts | | -Wildcard budget account selection - Fnd Func Obj SCC Subj Opu IL Job | | Include or Exclude I Wildcard 200 9* | | X Wildcard 1* | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3| | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ---------------------------------------------------------------------------------------------Field Definitions
- Screen 2 of 3 offers the option to use wildcard selection by account code.
- Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
- You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).
This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund 200 with 9xxx special cost centers, but then exclude from these accounts all of the receipts 1000 - 1999.
Note
There could be a potential problem if other sets of accounts were to be included.
Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with receipt codes 1xxx, would also be excluded. If you wanted the exclusion of 1xxx receipts to apply only to the 200 funds, then the account selection screen would look like the following:
--------------------------------------------------------------------------------------------- | | | IABMNT - Initial Account Balance Maintenance - Budget Accounts | | -Wildcard budget account selection - Fnd Func Obj SCC Subj Opu IL Job | | Include or Exclude I Wildcard 200 9* | | X Wildcard 200 1* 9* | | _ Wildcard 006 | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3| | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ---------------------------------------------------------------------------------------------- Up to 14 wildcard selections may be entered during a run.
- Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character. IABMNT Budget Screen 3 of 3
--------------------------------------------------------------------------------------------- | | | IABMNT - Initial Account Balance Maintenance - Budget Accounts | | - Range budget account selection - Fnd Func Obj SCC Subj Opu IL Job | | Include or Exclude I From 200 9000 | | To 200 9999 | | X From 200 400 9000 | | To 200 499 9999 | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 3 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ---------------------------------------------------------------------------------------------Field Definitions
- Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
- You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default).
Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with receipts from 4000 to 4999.- Up to 8 range selections may be entered during a run.
- The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.
IABMNT Budget Maintenance Screen
After executing the IABMNT screens, you will be placed in the IABMNT maintenance program with the selected budget accounts listed by the sort options entered in the previous screens as displayed in the following sample screen:
----------------------------------------------------------------------------------------- | Find: 02 ___ ____ ___ ____ ______ ___ __ ___ Initial Budget | | TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB Amount: | | 02 006 3110 141 0000 000000 000 00 000 | | Salary - Lunchroom `Manager ______________ | | | | 02 006 3110 144 0000 000000 000 00 000 | | Overtime - Lunchroom Manager ______________ | | | | 02 006 3110 151 0000 000000 000 00 000 | | Sick Leave Benefits - LR Manager ______________ | | | | 02 006 3110 152 0000 000000 000 00 000 | | Personal Leave Benefits - LR Manager ______________ | | | | 02 006 3110 154 0000 000000 000 00 000 | | Holiday Pay - Head Cook ______________ | | | | 02 006 3110 161 0000 000000 000 00 000 | | Calamity Day Benefits - LR Manager ______________ | | | | Press the Modify key to begin entering Board Approved amounts | | | | IABMNT Maintenance program | | XX Top XX Next XX Exit Lockmode XX Scroll Down | | XX Help XX Find XX Disp Totals | | XX Exit XX Modify XX Scroll Up | |________________________________________________________________________________________|At this point, if you want to update a specific budget account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up/Scroll Down] functions.
In order to start entering Board approved amounts for each budget account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file. When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays the next six accounts to be modified. Pressing the [Scroll Up/Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when locked into the modify mode.
If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main IABMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].
Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through IABMNT.
Maintain Initial Revenue Amounts
After selecting revenue accounts, you are given options similar to the USARPT/REVWRK report. This allows the user to duplicate the exact sort and selection options that you chose in REVWRK.
----------------------------------------------------------------------------------------- | | | IABMNT - Initial Account Balance Maintenance - Revenue Accounts | | | | - Account Sort and Selection Criteria - | | | | Sort options ____________________________________________ | | | | Exclude accounts with zero amounts? (A,C,N) N | | | | Include accounts which are no longer active? (Y,N) Y | | | | Bank Codes ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | | | | | Press <next screen> for wildcard account selection options | | | | | | Maintenance Setup Pres PF4 to Load the Maintenance Screen 1 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- In order to look at the possible Sort options, move the cursor to the sort option line and press the [Help] key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
------------------------------Sort Items--------------------------- | AC - Entire Revenue Account FS - Fund/Scc | | FD - Fund RC - Receipt | | R2 - Receipt Level; 2 sig digits SC - Special Cost Center | | SU - Subject OU - Operational Unit | | | | Enter the fields you wish to sort on. If you wish to sort on | | more than one field, enter the fields separated by commas. | | | | | | | | Accept Cancel | -------------------------------------------------------------------- The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.
Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.
Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.
Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.- You have the option to Include accounts which are no longer active. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
- Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank, all bank codes will be selected.
IABMNT Revenue Screen 2 of 3
------------------------------------------------------------------------------------------ | | | IABMNT - Initial Account Balance Maintenance - Revenue Accounts | | -Wildcard budget account selection - Fnd Rcpt SCC Subj Opu | | Include or Exclude I Wildcard 200 9* | | X Wildcard 1* | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3| | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------Field Definitions
- Screen 2 of 3 offers the option to use wildcard selection by account code.
- Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
- You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).
This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund 200 with 9xxx special cost centers, but then exclude from these accounts all of the receipts 1000 - 1999.
Note
There could be a potential problem if other sets of accounts were to be included.
Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with receipt codes 1xxx, would also be excluded. If you wanted the exclusion of 1xxx receipts to apply only to the 200 funds, then the account selection screen would look like the following:
------------------------------------------------------------------------------------------ | | | IABMNT - Initial Account Balance Maintenance - Revenue Accounts | | -Wildcard budget account selection - Fnd Rcpt SCC Subj Opu | | Include or Exclude I Wildcard 200 9* | | X Wildcard 200 1* 9* | | I Wildcard 006 | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------- Up to 14 wildcard selections may be entered during a run.
- Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character. IABMNT Revenue Screen 3 of 3
------------------------------------------------------------------------------------------ | | | IABMNT - Initial Account Balance Maintenance - Revenue Accounts | | - Range budget account selection - Fnd Rcpt SCC Subj Opu | | Include or Exclude I From 200 9000 | | To 200 9999 | | X From 200 4000 9000 | | To 200 4999 9999 | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 3 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------Field Definitions
- Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
- You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default).
Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with receipts from 4000 to 4999.- Up to 8 range selections may be entered during a run.
- The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.
IABMNT Revenue Maintenance Screen
After executing the IABMNT screens, you will be placed in the IABMNT maintenance program with the selected revenue accounts listed by the sort options entered in the previous screens as displayed in the following sample screen:
----------------------------------------------------------------------------------------- | Find: 03 ___ ____ ____ ______ ___ Initial Revenue | | TI FND RCPT SPCC SUBJCT OPU Estimate: | | 03 006 1410 0000 000000 000 | | Interest - Lunchroom Fund ______________ | | | | 03 006 1512 0000 000000 000 | | Student Type A Lunch Sales ______________ | | | | 03 006 1513 0000 000000 000 | | Student Ala Carte Sales ______________ | | | | 03 006 1514 0000 000000 000 | | Student Milk Sales ______________ | | | | 03 006 1522 0000 000000 000 | | Adult Type A Lunch Sales ______________ | | | | 03 006 1523 0000 000000 000 | | Adult Ala Carte Sales ______________ | | | | Press the Modify key to begin entering Board Approved amounts | | | | IABMNT Maintenance program | | XX Top XX Next XX Exit Lockmode XX Scroll Down | | XX Help XX Find XX Disp Totals | | XX Exit XX Modify XX Scroll Up | |________________________________________________________________________________________|At this point, if you want to update a specific revenue account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up/Scroll Down] functions.
In order to start entering Board approved amounts for each revenue account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file. When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays the next six accounts to be modified. Pressing the [Scroll Up/Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when locked into the modify mode.
If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main IABMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].
Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through IABMNT.
The PABMNT program allows you to maintain the FYTD expendable field for budget accounts or the FYTD receivable field for revenue accounts. Use this option if changing temporary to permanent balances whether the initial amounts were entered using NYPMASS, NYPMNT, IABMNT or IABMASS.
The PABMNT option does not affect the initial budget or initial revenue amount fields. Using this option will enter Board approved amounts directly into the FYTD expendable or receivable fields. Any adjustments (in the initial balances vs. permanent balances) will be automatically made to the additions or deductions fields.
PABMNT also has the option to allow you to mass change the GAAP Orig Budget/Orig Estimate fields on the account records to the current expendable/receivable amounts.
Maintain Permanent Budget Amounts
After selecting budget accounts, you are given options similar to the USARPT/BUDWRK report. This allows the user to duplicate the exact sort and selection options that you chose in BUDWRK.
The following formula is used to calculate the FTYD expendable figure. In this formula, the initial budget amount is given and is not changed.
Basic Formula: FYTD Expendables = Initial Budget + FYTD Additions - FYTD Deductions + Last FY Carryover Encumbrances
----------------------------------------------------------------------------------------- | | | PABMNT - Permanent Account Balance Maintenance - Budget Accounts | | | | How do you want the amounts calculated? (A, B) | | A = The figure entered will be the Fiscal YTD Expendable amount | | B = Add Last FY Carryover Encumbrances to the figure entered | | | | Update the GAAP Original Budget amounts? (Y,N) Y | | | | - Account Sort and Selection Criteria - | | | | Sort options ____________________________________________ | | | | Exclude accounts with zero amounts? (A,C,N) N | | Include accounts which are no longer active? (Y,N) Y | | | | Bank Codes ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | | | | | Press <next screen> for wildcard account selection options | | | | | | Maintenance Setup Pres PF4 to Load the Maintenance Screen 1 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- If an "A" is entered in the How do you want the amounts calculated field, you will need to enter the Board Approved Permanent Budget amount and this figure will be placed in the Fiscal Year-to-Date Expendable field. If a "B" is entered, you will need to enter the Board Approved Permanent Budget amount and the amount placed in the Fiscal Year-to-Date Expandable field will be the amount you entered plus the Last FY Carryover Encumbrances.
Note
Districts which do not allow encumbrances to be carried into the next fiscal year would choose option "A", while districts who do allow encumbrances to be carried forward would use option "B".- The option to Update the GAAP Original Budget amounts? allows you to mass change the GAAP Orig Budget field to the expendable value for the selected accounts after PABMNT is completed.
- In order to look at the possible Sort options, move the cursor to the sort option line and press the [Help] key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
------------------------------Sort Items------------------------------- | AC - Entire Budget Account AP - Appropriation Account | | FS - Fund/SCC FD - Fund | | FC - Function F1 - Function Level: 1 sig digit | | FL - Function Level: 2 sig digits OB - Object | | OL - Object Level: 1 sig digit SC - Special Cost Center | | SU - Subject OU - Operational Unit | | IL - Instructional Level J - Job Assignment | | | | Enter the fields you wish to sort on. If you wish to sort on more | | than one field, enter the fields separated by commas. | | | | | | | | Accept Cancel | ------------------------------------------------------------------------ The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.
Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.
Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.
Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.- You have the option to Include accounts which are no longer active. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
- Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank, all bank codes will be selected.
PABMNT Budget Screen 2 of 3
------------------------------------------------------------------------------------------ | | | PABMNT - Permanent Account Balance Maintenance - Budget Accounts | | -Wildcard budget account selection - Fnd Func Obj SCC Subj Opu IL Job | | Include or Exclude I Wildcard 200 9* | | X Wildcard 1* | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------Field Definitions
- Screen 2 of 3 offers the option to use wildcard selection by account code.
- Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
- You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).
This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund 200 with 9xxx special cost centers, but then exclude from these accounts all of the objects 100 - 199.
Note
There could be a potential problem if other sets of accounts were to be included.
Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with object codes 1xx, would also be excluded. If you wanted the exclusion of 1xx objects to apply only to the 200 funds, then the account selection screen would look like the following:
------------------------------------------------------------------------------------------ | | | PABMNT - Permanent Account Balance Maintenance - Budget Accounts | | -Wildcard budget account selection - Fnd Func Obj SCC Subj Opu IL Job | | Include or Exclude I Wildcard 200 9* | | X Wildcard 200 1* 9* | | _ Wildcard 006 | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------- Up to 14 wildcard selections may be entered during a run.
- Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character. PABMNT Budget Screen 3 of 3
------------------------------------------------------------------------------------------ | | | PABMNT - Permanent Account Balance Maintenance - Budget Accounts | | - Range budget account selection - Fnd Func Obj SCC Subj Opu IL Job | | Include or Exclude I From 200 9000 | | To 200 9999 | | X From 200 400 9000 | | To 200 499 9999 | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 3 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------Field Definitions
- Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
- You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default).
Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with objects from 400 to 499.- Up to 8 range selections may be entered during a run.
- The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.
PABMNT Budget Maintenance Screen
After executing the PABMNT screens, you will be placed in the PABMNT maintenance program with the selected budget accounts listed by the sort options entered in the previous screens as displayed in the following sample screen:
----------------------------------------------------------------------------------------- | Find: 02 ___ ____ ___ ____ ______ ___ __ ___ Permanent Budget | | TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB Amount: | | 02 004 5100 610 0000 000000 000 00 000 | | Site Acquisition - Building Fund ______________ | | | | 02 004 5500 418 0000 000000 000 00 000 | | Architect Services - Building Fund ______________ | | | | 02 004 5500 419 0000 000000 000 00 000 | | Prof. & Technical Serv. - Building Fund ______________ | | | | 02 004 5500 446 0000 000000 000 00 000 | | Advertising - Building Project ______________ | | | | 02 004 5500 620 0000 000000 000 00 000 | | Building Construction ______________ | | | | 02 004 5500 630 0000 000000 000 00 000 | | Site Improvement - Building Fund ______________ | | | | Press the Modify key to begin entering Board Approved amounts | | | | PABMNT Maintenance program | | XX Top XX Next XX Exit Lockmode XX Scroll Down | | XX Help XX Find XX Disp Totals | | XX Exit XX Modify XX Scroll Up | |________________________________________________________________________________________|At this point, if you want to update a specific budget account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up/Scroll Down] functions.
In order to start entering Board approved amounts for each budget account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file. When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays the next six accounts to be modified. Pressing the [Scroll Up/Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when locked into the modify mode.
If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main PABMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].
Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through PABMNT.
Maintain Permanent Revenue Amounts
After selecting revenue accounts, you are given options similar to the USARPT/REVWRK report. This allows the user to duplicate the exact sort and selection options that you chose in REVWRK.
The following formula is used to calculate the FTYD receivable figure. In this formula, the initial revenue amount is given and is not changed.
Basic Formula: FYTD Receivables = Initial Revenue Estimate + FYTD Additions - FYTD Deductions
----------------------------------------------------------------------------------------- | PABMNT - Permanent Account Balance Maintenance - Revenue Accounts | | | | Update the GAAP Original Estimate amounts? (Y,N) Y | | | | - Account Sort and Selection Criteria - | | | | Sort options ____________________________________________ | | | | Exclude accounts with zero amounts? (A,C,N) N | | | | Include accounts which are no longer active? (Y,N) Y | | | | Bank Codes ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ | | | | | | Press <next screen> for wildcard account selection options | | | | Maintenance Setup Pres PF4 to Load the Maintenance Screen 1 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | |________________________________________________________________________________________|Field Definitions
- The option to Update the GAAP Original Estimate amounts? allows you to mass change the GAAP Orig Estimate field to the receivable value for the selected accounts after PABMNT is completed.
- In order to look at the possible Sort options, move the cursor to the sort option line and press the [Help] key. The following pop-up window appears. You may then enter the desired sort options, separated by commas.
------------------------------Sort Items---------------------------- | AC - Entire Revenue Account FS - Fund/Scc | | FD - Fund RC - Receipt | | R2 - Receipt Level: 2 sig digits SC - Special Cost Center | | SU - Subject OU - Operational Unit | | | | Enter the fields you wish to sort on. If you wish to sort on | | more than one field, enter the fields separated by commas. | | | | | | | | Accept Cancel | --------------------------------------------------------------------- The option to Exclude accounts with zero amounts is offered. Choices are A, C, or N.
Choosing A, causes accounts where all columns contain zeros to be excluded. This means that an account would be included if either any current year column does not have a zero entry, or any prior fiscal year expended field is not zero. Thus, accounts with non-zero prior year expended fields would be included.
Choosing C, causes accounts where all current year columns contain all zeros to be excluded regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.
Choosing N, causes accounts for which the current year columns contain all zeros to be included regardless of whether or not the account has zero or non-zero entries in any of the prior year expended fields.- You have the option to Include accounts which are no longer active. The options are either Y or N. "Y" indicating inactive accounts should be included, "N" to exclude any inactive accounts.
- Bank codes refer to a unique bank code number assigned in the ACTSCN program that allows you to select information by banking institution. If desired, enter the bank code. If left blank, all bank codes will be selected.
PABMNT Revenue Screen 2 of 3
------------------------------------------------------------------------------------------ | | | PABMNT - Permanent Account Balance Maintenance - Revenue Accounts | | -Wildcard budget account selection - Fnd Rcpt SCC Subj Opu | | Include or Exclude I Wildcard 200 9* | | X Wildcard 1* | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------Field Definitions
- Screen 2 of 3 offers the option to use wildcard selection by account code.
- Accounts may be selected by a single account code, a range of accounts, or by a group of accounts all in a single run of the program.
- You have the option to Include or Exclude accounts by entering either an I or an X on the account line. If an account is entered, a blank is the same as an I for inclusion (the default).
This works in the following way. The program processes the accounts by first looking for all inclusions. Then the program will process the accounts again looking for any exclusions to see if the account should be "deselected" from the included set. For example, screen 2 above illustrates a situation where you include the student activities fund 200 with 9xxx special cost centers, but then exclude from these accounts all of the receipts 1000 - 1999.
Note
There could be a potential problem if other sets of accounts were to be included.
Suppose you also wanted to include all accounts from the fund 006. Under the above set of exclusions, all of the 006 funds with receipt codes 1xxx, would also be excluded. If you wanted the exclusion of 1xxx receipts to apply only to the 200 funds, then the account selection screen would look like the following:
------------------------------------------------------------------------------------------ | | | PABMNT - Permanent Account Balance Maintenance - Revenue Accounts | | -Wildcard budget account selection - Fnd Rcpt SCC Subj Opu | | Include or Exclude I Wildcard 200 9* | | X Wildcard 200 1* 9* | | _ Wildcard 006 | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | _ Wildcard | | | | Press <next screen> for range account selection options | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 2 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------- Up to 14 wildcard selections may be entered during a run.
- Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of wildcard usage.
Wildcard Meaning * Represents multiple digits or alphabetic characters. % Represents a single digit or alphabetic character. # Represents a single digit. @ Represents a single alphabetic character. PABMNT Revenue Screen 3 of 3
------------------------------------------------------------------------------------------ | | | PABMNT - Permanent Account Balance Maintenance - Revenue Accounts | | - Range budget account selection - Fnd Rcpt SCC Subj Opu | | Include or Exclude I From 200 9000 | | To 200 9999 | | X From 200 4000 9000 | | To 200 4999 9999 | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | _ From | | To | | | | Maintenance Setup Press PF4 to Load the Maintenance Screen 3 of 3 | | XX Continue XX Cancel XX Next Screen | | XX First Screen XX Reset | | XX Help XX Save/Recall | | XX Exit XX Prev Screen | ------------------------------------------------------------------------------------------Field Definitions
- Screen 3 of 3 offers the option to use ranges of accounts selected by account code. Please refer to the chapter in the USAS User Guide titled Using the USAS Report Programs for a complete explanation of using ranges.
- You have the option to Include or Exclude accounts by entering either an I or an X on the "From" account line. If an account is entered, a blank is the same as an I for inclusion (the default).
Screen 3 illustrates the situation where you want to include only the 9xxx accounts for the student activity fund 200, and to exclude from these all of the accounts with receipts from 4000 to 4999.- Up to 8 range selections may be entered during a run.
- The important thing to remember about ranges is that each dimension is evaluated independently of the other dimensions.
PABMNT Revenue Maintenance Screen
After executing the PABMNT screens, you will be placed in the PABMNT maintenance program with the selected revenue accounts listed by the sort options entered in the previous screens as displayed in the following sample screen:
----------------------------------------------------------------------------------------- | Find: 03 ___ ____ ____ ______ ___ Permanent Est. | | TI FND RCPT SPCC SUBJCT OPU Revenues: | | 03 004 1410 0000 000000 000 | | Interest - Building Fund ______________ | | | | 03 004 1820 0000 000000 000 | | Donations - Building Fund ______________ | | | | 03 004 1890 0000 000000 000 | | Other Income Bld. Fund - Rebate ______________ | | | | 03 004 1920 0000 000000 000 | | Sale of Bonds - Building Fund ______________ | | | | 03 004 1930 0000 000000 000 | | Sale of Assets - Building Fund ______________ | | | | | | Press the Modify key to begin entering Board Approved amounts | | | | PABMNT Maintenance program | | XX Top XX Next XX Exit Lockmode XX Scroll Down | | XX Help XX Find XX Disp Totals | | XX Exit XX Modify XX Scroll Up | |________________________________________________________________________________________|At this point, if you want to update a specific revenue account, you can locate it by using the Find feature. Enter the account in the Find field and press [Find]. The specified account will be loaded onto the screen. You can also scroll through the accounts by using the [Scroll Up/Scroll] Down functions.
In order to start entering Board approved amounts for each revenue account, you need to press the [Modify] key. You are automatically locked into the modify mode by the Lockmode feature allowing you to modify up to six accounts at a time. Default amounts are provided for each account. The defaults are calculated so that, if accepted, will not result in changes to the amounts on file. When you are finished entering the Board approved amounts, press [Modify] to accept the newly entered amounts for the six accounts currently being displayed. The program automatically displays the next six accounts to be modified. Pressing the [Scroll Up/Scroll Down] functions will also automatically accept the new amounts before scrolling to the previous or next list of accounts when locked into the modify mode.
If you do not want to accept the newly entered amounts, press [Do not modify]. The program will not save any amounts to those accounts currently being displayed and will automatically scroll to the next six accounts. To exit out of the modify mode, press [Exit Modify] and it will return you to the main PABMNT maintenance screen. If you wish to turn Lockmode off, press [Exit Lockmode].
Selecting the [Disp Totals] function will display a pop-up report on your screen containing the totals of the amounts that have been entered. The report provides a grand total as well as subtotals with the subtotals based on the first sort option selected on the Setup screen. This report should be used in checking the total amounts that have just been entered through PABMNT.
The IABLOAD program allows you to load initial budget amounts or initial revenue estimate amounts from a CSV or TAB-delimited input file. You need to specify the input file and whether you want to do a test run or update the accounts. A report will be generated indicating any warnings and errors and the success or failure of the account updates.
When running IABLOAD, the GAAP Original Budget/GAAP Original Estimate fields will be automatically updated with the same amounts as the Initial Budget/Initial Estimate fields.
------------------------------------------------------------------------------------------ | | | IABLOAD - Load Initial Account Balances from CSV/TAB file | | | | Processing Options: | | Name of import file: IABLOAD.CSV | | Format of import file: CSV | | Update account file or report only (U/R)? R | | | | Report File Specifications: | | Error report file IABLOAD.TXT | | Print options page? (Y/N) Y | | | | | | | | | | Load Initial Account Balances 1 of 1 | | XX Execute XX Reset | | XX Help XX Save/Recall | | XX Exit | | XX Cancel | |________________________________________________________________________________________|Field Definitions
- Enter the name of the import file to be imported in the Name of import file field. The file name including extension must be provided (filename.ext).
- Enter the format of the file to be imported in the Format of import file field. The format choices are as follows:
- CSV - comma-separated values
- TAB - tab-delimited format
- The Update account file or report only option allows you to enter the code "U" to actually update the account file or "R" to generate the report but not update the account file.
- The default error report file name is IABLOAD.TXT. The text file name can be changed at the Error report file prompt.
- The Print options page prompt, if set to 'Y' (yes), will cause a listing to print at the beginning of the IABLOAD.TXT file showing which options were selected during the program run.
IABLOAD Import File Specifications
The CSV or TAB-delimited file being read by the IABLOAD program can include the fields in any order. The first row of the spreadsheet or file must contain the Required Column Descriptions listed below. The remaining rows will contain the data values to be loaded. Extra columns on the import file without the required criteria will be ignored and will not be updated.
IABLOAD .CSV or TAB delimited field requirements
The following table outlines the field requirements for the IABLOAD import file. Each table includes a description, the maximum size, the required column description, possible values, and the field format. In the column labeled "Max Size" the fields defined are represented as either alphabetic or numeric. All alphabetic fields are defined as 'X'. All numeric fields are defined as '9'. Numeric fields with an 'S' preceding the '9' indicate this field can hold a positive value or a negative value. Numeric fields containing a value which allows decimal places, contain a '.' in the "Max Size" column. All numeric values with a decimal point, must include the decimal point in the CSV or TAB file. For example, a value for 2 dollars and 10 cents, must be in the spreadsheet as 2.10. All account codes must be valid account codes. All account code dimensions will be padded with zeroes, if necessary. (i.e. If the FUND is "1", it will be changed to "001").
Description Max. Size Req. Column Desc. Possible Values Format Transaction Indicator X(2) TI Must equal "02" for budgets and "03" for revenues Fund Number X(3) FUND Function Code X(4) FUNCTION Object Code X(3) OBJECT Special Cost Center X(4) SCC Subject Code X(6) SUBJECT Operational Unit X(3) OPU Instructional Level X(2) IL Job Code X(3) JOB Receipt Number X(4) RECEIPT Account Description X(30) DESCRIPTION Only updated when adding new accounts Initial Budget S9(9)V9(2) INITIAL_BUDGET Initial Revenue Estimate S9(9)V9(2) INITIAL_ESTIMATE EXPWRK Programs
The CSV spreadsheet files generated from the BUDWRK or REVWRK programs are compatible with the IABLOAD program. The first row of the spreadsheet automatically includes the required column descriptions (with the exception of the INITIAL_BUDGET and INITIAL_ESTIMATE columns). For the column the initial budget or initial revenue figures are being entered into, the column heading will need to be changed to the required column description (INITIAL_BUDGET or INITIAL_ESTIMATE). Once the amounts are entered in the spreadsheet, the CSV file can then be loaded into the IABLOAD program.
New Accounts
If new accounts are included on the spreadsheet that currently do not exist on the system, a message will be included on the projection report that the new accounts will be created when posting the spreadsheet through IABLOAD.
The GAAPSET option provides the ability to mass change the GAAP Original Budget/Original Estimate fields on the account records to the current expendable/receivable amounts.
The GAAP Original fields on the budget and revenue accounts serve as a means for tracking changes in the appropriations throughout a fiscal year per GASB 34 accounting standards. The GAAP Original fields are to reflect the first appropriation covering the entire fiscal year for each fund. Once this initial appropriation is set, the value in this field becomes a benchmark for appropriation changes that may occur during the course of the year. The changes in appropriations throughout the year are then tracked by comparing the actual expendable and receivable fields on the accounts to the amounts recorded in the GAAP Original Budget and Revenue fields. These fields are automatically updated in several ways if entering appropriations through the APPROP options, either as Next Year Proposed amounts or as Initial Account Balances. GAAPSET would be most useful if appropriations are manually entered through USASCN/ACTSCN. Once the first appropriations covering the entire fiscal year are entered through ACTSCN, GAAPSET can be run to update the GAAP Original fields accordingly.
GAAPSET provides the option of selecting specific accounts by use of wildcards or a range of accounts.
--------------------------------------------------------------------------- | GAAPSET - Mass Update GAAP Original Budget/Estimate Amounts | | | | Wild/ Fnd SCC Wild/ Fnd SCC | | Range Range | | R From: 572 0000 _ From: ___ ____ | | To: 573 9999 To: ___ ____ | | | | W From: 300 * _ From: ___ ____ | | To: ___ ____ To: ___ ____ | | | | _ From: ___ ____ _ From: ___ ____ | | To: ___ ____ To: ___ ____ | | | | _ From: ___ ____ _ From: ___ ____ | | To: ___ ____ To: ___ ____ | | | | _ From: ___ ____ _ From: ___ ____ | | To: ___ ____ To: ___ ____ | | | | Mass Update GAAP Original Budget/Estimate Amounts 1 of 1 | | XXX Execute XXX Reset | | XX Help XX Save/Recall | | XX Exit | | XX Cancel | |_________________________________________________________________________|Field Definitions
- The Wild/Range field accepts the value "W" when using a wild card or "R" when entering a range of accounts. For the wildcard option only the "From" field is used. For a range of accounts both the "From" and "To" fields are used, but no wildcards may be entered.
- You are to enter values for the Fnd and SCC. Mass changes are made for all accounts associated with a selected fund.