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budget:maintenance:budgetdata:approved
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Approved- BUD3000

Budget > Maintenance > Budget Data > Approved

This tab used to create, delete, and duplicate account codes, and enter amounts and notes associated with those account codes. An account code that is added, deleted, modified, or duplicated on this tab also changes the account code on the Requested and Recommended tabs. Changes in account codes on the Requested and Recommended tabs also affect the Approved tab.

If an account code or fund and fiscal year have been locked, changes cannot be made to that account amount or the notes on any of the tabs. Accounts can be locked by setting a date on the Tables > Budget Options page. Accounts, amounts, and notes can no longer be accessed after the cutoff date. You can use the Utilities > Mass Lock/Unlock page to lock individual accounts, associated amounts, and notes.

All available account codes are displayed.

Narrow the account code list:

Field Description
Account Code

The 20-character account code mask with all Xs is displayed. Type only the account code elements (e.g., fund, function, object, etc.) to be included in the search. Each account code component is independent of the other components.

❏ Click Retrieve. All account codes with the selected account code elements are displayed.

Review and add account code data:

❏ Click +Add to add a row to the last page of account codes.

  • Click Last Page Icon to go to the last page if there is more than one page of account codes.
  • Populate the account code component fields, and the Next Yr Recommended and Description fields.
Lock

The lock status of the account code is displayed.

Y - The account code is locked.
N - The account code is unlocked.

Use the Mass Lock/Unlock utility to lock or unlock the selected account.

Note

The note status of the account code is displayed.

Y - Comments exist.
N - No comments exist.

Details

Click Spyglass Icon to view any previously entered notes and other details for the associated account code. The Budget Data Details pop-up window is displayed.

The account code number and description are displayed at the top of the window.

Field Description
Last Yr Closing AmtThe amount of the account balance at the end of the previous fiscal year is displayed. When the budget is initialized, you can update this amount with either the This Yr Amend Budget or This Yr Actual Amt, which would reflect the ending totals for the previous year.
This Yr Original BudgetThe budget amount that was approved for the selected account during the current fiscal year is displayed.
This Yr Amend BudgetThe amended budget amount for the current fiscal year is displayed. When the next year budget is approved and initialized, this amount will be zero.
This Yr Actual AmtThe amount expended for the current fiscal year is displayed. When the next year budget is approved and initialized, this amount will be zero.
School YearThe current school year in the YYYY-YYYY format as entered on the District Budget Options table is displayed.
Next Yr RequestedThe previously requested budget amount for the selected account code is displayed. The amount cannot be changed on this tab.
Next Yr RecommendedThe previously recommended budget amount for the selected account code during the next fiscal year is displayed. The amount cannot be changed on this tab.
Next Yr ApprovedType the amount of the approved budget for the selected account code. If the selected account is locked, this field is display only and cannot be changed.
Lock FlagIf the Lock Flag is set to Y, the account amount and notes are locked to prevent any changes to the Next Yr Approved field. No changes can be made until the account code is unlocked.
If the Lock Flag field is set to N, the account amount and notes are unlocked, and the Next Yr Approved field can be changed and notes added or modified.
Use the Mass Lock/Unlock utility to lock or unlock the selected account.
DescriptionType the description of the account code, if different from the displayed name. The field can be a maximum of 30 characters. Changes made here will also change the descriptions on the Requested and Approved tabs.
Notes

Type comments, additional justification, or instructions about this account code.

Notes:

If an account code is locked, the account code note is display only. No changes can be made to the account code note until the account code is unlocked.

A limited portion of the note for each account is displayed on the BUD1000 - Budget Report by Fund and BUD1100 - Budget Report by Organization. If the content of the note exceeds the allotted space on the report, the remaining portion of the note will not display. For example, all uppercase W characters are approximately 70 character spaces, so only that many would display. If you use a majority of lowercase characters, more characters can be displayed

Use the following buttons to view other details of other account codes:

Click Next Page Icon to view the next account code.
Click Previous Page Icon to view the previous account code.
Click OK to save the changes and close the window.

Account Code

Type only the account code elements (e.g., fund, function, or object). Each account code component is independent of the other components.
To view a list of account code components, place the cursor in one of the account code component fields, and click Lookup or press F2. A pop-up window is displayed for the applicable account code component.

In the Search field, type the account code component. A list of available account code components is displayed.

Select an account code component from the list. Otherwise, click Cancel to return to the Requested tab.

Next Yr Requested The previously requested amount for the account code is displayed. The amount cannot be changed on this tab.
Next Yr RecommendedThe previously recommended amount for the account code is displayed. The amount cannot be changed on this tab.
Next Yr ApprovedThe previously approved amount for the account code is displayed. The amount can be changed in either the grid or in the free-form area at the bottom of the tab.
Description The account description from the chart of accounts is displayed. The information can be changed. The field can be a maximum of 30 characters.
TotalThe totals of all amounts in the Next Year Requested and Next Yr Recommend columns of each account code displayed. The calculation of these values is based on the formula: Total = Grand Total Estimated Revenues + Grand Total Other Resources - Grand Total Fund Balance - Grand Total Appropriation - Grand Total Other Uses.
Duplicate Record

Select a row to duplicate and click to create a new row using the data from the existing row. You must change the account code of the newly duplicated row prior to saving the record.

Refresh Description

Click after an existing object code number is entered to update the Description field. The object code description is populated from the Object tab.

Refresh Totals

Click to update the totals.

❏ Click Save.

Other functions and features:

Retrieve

The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost.

PrintClick to print the report. Review the report.
Trashcan Icon

Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved.

Click Save.


If all columns are not zero, or if the account is being used by Finance, Human Resources, or Requisition, a warning message is displayed and the account code cannot be deleted.

budget/maintenance/budgetdata/approved.txt · Last modified: 2020/07/02 19:42 by emoreno

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