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budget:maintenance:budgetdataquickentry:approved
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Approved- BUD3100

Budget > Maintenance > Budget Data - Quick Entry > Approved

This tab is used to enter an approved amount in the account codes Next Yr Approved column. You can quickly enter amounts and notes, and either tab to another row or use the scroll bar to locate accounts. Changes to the account codes cannot be made on this tab. Use the Budget Data Maintenance page if account codes need to be changed.

If the Next Yr Approved field is locked, changes cannot be made to the amounts or the notes. Accounts can be locked by setting a date on the Tables > Budget Options page. After the set date, the Next Yr Amount field is no longer accessible. You can use the Mass Lock/Unlock utility to lock individual accounts, and associated amounts and notes.

All available account codes are displayed.

  • All Next Yr Requested account codes are display only.
  • If an account is locked, the Next Yr Approved field cannot be changed. Use the Mass Lock/Unlock utility to lock or unlock the selected account.

Narrow the account code list:

Field Description
OrgSelect an organization code and description for which you want to retrieve account codes.

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

Review and enter data:

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 CodeThe account code components are displayed.
Next Yr RequestedThe previously requested amounts for the account code is displayed. The amount cannot be changed on this tab.
Next Yr RecommendedThe previously recommended amounts for the account code 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.
DescriptionThe 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 the amounts in the Next Year Requested and Next Yr Recommend columns of each displayed account code are 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.
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.
budget/maintenance/budgetdataquickentry/approved.txt · Last modified: 2020/07/02 19:50 by emoreno

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