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  • ACTSCN - Account File Maintenance
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overview

ACTSCN is a screen-formatted account maintenance program. ACTSCN is an option located under the USASCN Maintenance Menu. ACTSCN enables the user to:

  • add cash, appropriation, budget, and revenue accounts
  • modify cash, appropriation, budget, and revenue accounts
  • delete cash, appropriation, budget, and revenue accounts
  • view information pertaining to cash, appropriation, budget, and revenue accounts
  • mass-add accounts by specifying old FUND/SCC and a new FUND/SCC
  • mass-delete cash and associated accounts
  • activate/inactivate cash, appropriation, budget, and revenue accounts
  • add stop/start dates to cash, appropriation, budget, and revenue accounts
  • add project-to-date data in order to track project-to-date amounts for cash, appropriation, budget and revenue accounts

accessing the program

This program may be executed by typing:

$ RUN OECN$BUD:USASCN

At the $ prompt, or in the menu system type:

Menu>USASCN

main menu

-------------------------------------------------------------------------------
|                                                                             |
|   USASCN  - USAS Processing and Maintenance Menu                            |
|   ------------------------------------------------------------------------  |
|    1.  ACTSCN  - Account File maintenance                                   |
|    2.  HISTSCN - Account History File lookup                                |
|    3.  REQSCN  - Requisition Processing                                     |
|    4.  POSCN   - Purchase Order Processing                                  |
|    5.  VENSCN  - *Obsolete*                                                 |
|    6.  OPTSCN  - User Preference Options                                    |
|    7.  BRDRET  - Board Retirement Share Distribution                        |
|    8.  MASCNV  - Mass Convert Requisitions to Purchase Orders               |
|    9.  FUTSCN  - View/Print/Delete Future Pos                               |
|   10.  EXIT    - Exit Program                                               |
|                                                                             |
|                                                                             |
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|                                                                             |
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|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|    Menu:  USASCN Option>    ________________________________                |
|                                                                             |
|  xx  Accept        xx  Help          xx  Exit           xx  Next            |
|                                                                             |
-------------------------------------------------------------------------------

Select the number of the desired module on the menu line and press the [Accept] key. This may also be done by typing the module name on the menu line and pressing [Accept] or by pressing
the [Tab] key until the cursor is next to the module desired and press [Accept].

ACTSCN Main Screen

--------------------------------------------------------------------------------
|                                                                              |
|  Find: __ ___ ____ ___ ____ ______ ___ __ ___     XREF: ______               |
|  Mask: __ ___ ____ ___ ____ ______ ___ __ ___                                |
|        TI FND FURC OBJ SPCC SUBJCT OPU IL JOB                                |
|        00 001          0000                    General Fund                  |
|        00 001          9001                    HB 412 - TXTBOOKS & INSTRUCT. |
|        00 001          9002                    HB 412 - CAPITAL IMPROVEMENTS |
|        00 001          9003                    HB 412 - BUDGET RESERVE       |
|        00 001          9194                    SCHOOL BUS FUND               |
|        00 002          0000                    BOND RETIREMENT               |
|        00 003          0000                    PERMANENT IMPROVEMENT         |
|        00 006          0000                    FOOD SERVICE                  |
|        00 007          9000                    SPECIAL TRUST                 |
|        00 007          9085                    ATTENDANCE & ACADEMIC FUND    |
|        00 007          9086                    STUDENT MEMORIAL FUND         |
|        00 007          9090                    NON-CERTIFIED FLOWER FUND     |
|        00 008          9084                    JFK MEMORIAL FUND             |
|        00 008          9090                    DAFFY DUCK MEMORIAL FUND      |
|        00 009          0000                    UNIFORM SCHOOL SUPPLIES       |
|                                                                              |
| ACTSCN    Account Maintenance program                                        |
|    xx  Display          xx  Next              xx  Modify                     |
|    xx  Top              xx  Find              xx  Lockmode                   |
|    xx  Help             xx  Add               xx  Mass Add                   |
|    xx  Exit             xx  Delete            xx  Switch                     |
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The Main ACTSCN lists the account numbers and account descriptions starting with the cash accounts. You can find a specific account by entering the account number in the FIND field or the XREF code in the XREF field (cross reference code is used in lieu of the account code) and pressing the [Find] key or you can scroll through the accounts by pressing the [Next] key. You can also enter account code search criteria into the MASK search fields. After entering the criteria, press [FIND] and ACTSCN will display the accounts which match the fields that you entered.

Main ACTSCN Function Keys

The function keys listed below are available when the Main ACTSCN is active.

The user will be allowed to display, add, delete, or modify only those accounts for which they have been authorized access.

  • Display function key will transfer the user to the appropriate Cash, Budget, Appropriation, or Revenue account screen they have specified. The user will stay in this screen until they press the [Exit] function key.
  • Top function key will take you to the first Cash Account Number on file.
  • Help function key will allow you to read on-line help pertaining to the field your cursor is positioned on. Also, when the cursor is positioned on the FIND field, press [Help] and a pop-up window of account codes and descriptions will appear. Select the one you desire. In order to "narrow down" your search, you may also enter part of the account code and press the [Help] key. ACTSCN will produce a listing of available account codes similar to the one you typed in. Select the account code you desire. The XREF fieldworks in the same manner.
  • Exit function key will allow you to exit out of ACTSCN.
  • Next function key displays the next set of 15 accounts in order.
  • Find function key finds the account number specified in the find field, mask field, or XREF field, located at the top of the screen. For the FIND field, after typing in all or part ofan account number, press the [FIND] function key and ACTSCN will display a listing of available accounts and their descriptions starting with the account number entered in the find field. If the account number cannot be found, ACTSCN will proceed with the next account number on file. The XREF field works the same way except the entire XREF code must be entered or else ACTSCN will generate an "XREF code is not on file" message. For the MASK field, enter the account code search criteria and press [Find]. ACTSCN will list the accounts which match the mask fields entered.*
  • Add function key allows the user to add new accounts as required. The user will be returned to the Main Account screen as soon as the new account has been added.

    When adding accounts, within the same module, ACTSCN will default to the last account used when adding accounts. The default will only be used if no Set Defaults settings have been assigned for the account code.

  • Delete function key allows the user to delete an account which is currently being displayed as long as the account balance is zero. The user will be returned to the Main Account screenas soon as the desired account has been deleted.
  • Modify function key allows the user to make changes for MTD and FTD additions and deductions as well as Next FY proposed. The user will be returned to the Main Account screen as soonas the desired modifications have been made to the account.
  • Lockmode function key "locks you" into any of the major function keys available in ACTSCN. The keys that may be used with "Lockmode" include: "Add", "Delete", and "Modify". By pressing[Lockmode] and then another function key such as [Add], ACTSCN will allow you to keep adding new accounts without having to press the [Add] key again and again.
  • Mass Add function key allows the user to mass-add accounts by specifying an old FUND/SCC and a new FUND/SCC. The 'old'SCC and the 'new' SCC must both be '9000' or greater. The user will be returned to the Main Account screen as soon as the accounts have been added.
  • Switch function key allows you to "switch" between the HISTSCN, REQSCN, POSCN, CASHSCN, APPSCN, BUDSCN, REVSCN, OPTSCN, MASCNV, and FUTSCN programs. While in display mode in any of the USASCN subprograms, if you select [SWITCH], it will create a submenu of the USASCN programs. At this point, you may either cancel the operation or "switch" to one of the programs by pressing thecorresponding function key. The switch feature eliminates the need to go back to the USASCN menu in order to access another USASCN program.

Cash Screen 1 of 2

Screen 1 of 2 Cash Account Screen

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| Find: 00 ___          ____                                                   |
| Mask: 00 ___          ____                                                   |
|       TI FND          SPCC                                                   |
|       00 001          0000                               Start:   __/__/____ |
|Desc: GENERAL FUND                                        Stop:    __/__/____ |
|                                                          Active/Inactive:  A |
|             Fiscal Year 2004:         February 2004:     Calendar Year 2004: |
|  Initial Cash:    1,397,955.51                                               |
|+ Receipts    :    9,307,979.43           2,381,457.33           3,158,278.73 |
|- Expenditures     7,851,511.30             961,660.45           1,797,777.90 |
|= Fund Balance:    2,854,423.64                                               |
|- Investments : _______________      Payables:  ________________              |
|= Available   :    2,854,423.64      Bank Code: B                             |
|- Encumbered  :      346,288.96      Fund Type: __         General Fund       |
|= Unenc. Bal. :    2,508,134.68      Include on SM1/SM2:   Y                  |
|                                     Bypass Approp/Budget balance-checking: N |
|                                                                              |
|                                                                              |
|CASHSCN  Cash Account Maintenance program                 Screen 1 of 2       |
|  XX Top                XX Add                                                |
|  XX Help               XX Delete              XX Next Screen                 |
|  XX Exit               XX Modify              XX Go Screen 2                 |
|  XX Next               XX Lockmode            XX Switch                      |
|  XX Find               XX Set defaults                                       |
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Cash accounts are established to track the actual amount of cash that the district has in the bank. As expenditures are made, the cash is decreased and as receipts are posted, the cash increases.

To display a cash account screen, either place the cursor on the line of the desired cash account or use the [Find] to locate the desired cash account and press the [Display] function key. This will take you to the CASHSCN - Cash Account Maintenance Screen. The [Exit] key will return you to the Main Account Screen.

Field Definitions

  • The cash fund description will default to the description from the Revision 13 book provided by the Auditor of State if the user does not enter a specific one.
  • If a start date is entered for this account, then the account will only become active after that date.
  • If a stop date is entered for this account, the account will only be active up until that date.

    If both a start and stop date are entered, no purchase orders, requisitions, or receipts will be allowed to be processed against this account, unless the transaction date is between the start/stop dates.

  • The active/inactive flag allows/disallows a cash account code to be active. The default status is active. An active flag will allow purchase orders, requisitions, or receipts to be processed
    against this account. An inactive flag will disallow purchase orders, requisitions, or receipts to be processed against this account.
  • Initial Cash is the beginning fiscal year cash balance.
  • Fiscal YTD Receipts is the fiscal year to date total amount receipted to the cash account.
  • Month to date receipts is the month to date amount receipted into the cash account.
  • Calendar year to date receipts is the calendar year to date amount receipted into the cash account.
  • Fiscal YTD Expenditures is the fiscal year to date total expenditures from the cash account.
  • Month to date expenditures is the month to date total expenditures from the cash account.
  • Calendar year to date expenditures is the calendar year to date total expenditures from the cash account.
  • Fund balance is the current balance available to be expended. Equal to Initial cash balance + fiscal YTD receipts - fiscal YTD expenditures. This is a computed field.
  • Investments is the amount of available cash currently marked as invested.
  • Available is the current available cash balance, which is a calculated field. This is equal to the fund balance - investments.
  • Encumbered is the current encumbrances which is the amount of the available cash encumbered by purchase orders.
  • Unencumbered Balance is the amount of available cash remaining to be expended. Equal to the current available cash - current encumbrances. This is a computed field.
  • Payables is the amount of cash currently processed for payment (i.e. invoiced), but not yet paid.
  • The Bank Code is a one character code that identifies a banking institution.
  • The Fund Type is a two digit code which classifies the fund according to rules as set forth in the Auditor of State's Revision 13 Manual. The following fund types are valid in ACTSCN.


General Fund

11

Governmental


Special Revenue Fund

12

Governmental


Debt Service Fund

13

Governmental


Capital Projects Fund

14

Governmental


Permanent Fund

15

Governmental


Enterprise Fund

21

Proprietary


Internal Service Fund

22

Proprietary






Fiduciary funds processed...




Agency Fund

33

Processed like Governmental


Investment Trust Fund

34

Processed like Governmental


Private-Purpose Trust Fund

35

Processed like Governmental


Pension Trust Fund

36

Processed like Governmental

The fund type is only used in the ARF accounts receivable report, ARCVBL. The codes only need to be entered for cash accounts if the fund is to be treated as a different fund type under GAAP than it is for a cash basis (defined by the Auditor of State's Revision 13 Manual).

  • Include SM1/SM2: displays a flag which determines whether or not a particular cash account will be included in the SM1/SM2 calculations.

This flag will only be modifiable if the cash account is in the '002' fund with a '9xxx' special cost center. All other cash accounts will display a Y or N to indicate whether or not this fund is included. Any budget or revenue accounts in the 002 fund with an 8001 special cost center are also included on the SM1/SM2.

  • Bypass Approp/Budget balance-checking is an optional flag that allows balance checking to be bypassed for that particular fund. When set to "Y", all associated budget and appropriation accounts will be allowed to go negative when posting requisitions or purchase orders in USASCN. This enables users who otherwise are unable to exceed appropriation or budget balances to exceed these balances for this particular fund only.

Cash Screen 2 of 2

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| Find: 00 ___          ____                                                   |
| Mask: 00 ___          ____                                                   |
|       TI FND          SPCC                                                   |
|       00 001          0000                                                   |
|                                                                              |
|  Unenc. Balance     :    2,508,134.68                                        |
|- Future Encumbered  :        4,578.93  Future Year Encumbered: ______________|
|  Unenc minus Future :    2,503,555.75  Fut Yr Requisitioned  : ______________|
|- Requisitioned Amt. :          271.77 PROJECT TO DATE FIELDS:                |
|  Remaining Balance  :    2,503,283.98  PTD Clear Month: __ Track PTD Flag: N |
|                                        PTD Beg. Balance   : _______________  |
|                                      + PTD Receipts       : _______________  |
|EMIS Fund Category: ________          - PTD Expenditures   : _______________  |
|                                      = PTD Ending Balance : _______________  |
|USER-DEFINED INFORMATION:   Money 1: _____________   Money 2: ______________  |
|  Code 1:__  Code 2:__  Date: __/__/____   Text: ___________________________  |
|                                                                              |
|                                                                              |
|CASHSCN   Cash Account Maintenance program                     Screen 2 of 2  |
|  XX  Top               XX  Add                       XX  Prev Screen         |
|  XX  Help              XX  Delete                                            |
|  XX  Exit              XX  Modify                    XX  Go Screen 1         |
|  XX  Next              XX  Lockmode                  XX  Switch              |
|  XX  Find              XX  Set defaults                                      |
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Field Definitions

  • Unencumbered Balance is the amount of available cash remaining to be expended. Equal to the current available cash - current encumbrances. This is a computed field and is carried over from screen 1 of CASHSCN.
  • Future Encumbered is the amount of the available cash that has been encumbered by future purchase orders for a future month in the current fiscal year.
  • Unencumbered Minus Future is the amount of available cash remaining to be expended less any amount that has been set aside for future purchase orders for the current fiscal year. Thisis a computed field.

    If the "Track Requisitioned Amount" flag in USASDAT/USACON is not set to yes, this field will not be present on the cash account. The "Remaining Balance" will then be equal to the unencumbered balance - future encumbered.

  • Requisitioned Amount is the amount of the remaining available cash that is currently posted to open requisitions. The requisitioned amount can optionally be used in balance checking as requisitions and/or purchase orders are being created and modified.

    The "Track Requisitioned Amount" flag in USASDAT/USACON must be set to yes to activate this field. When set to yes, the requisitioned amount is automatically calculated and stored on the accounts. If the flag is set to no, the requisitioned amount will not be tracked or displayed on the accounts.

  • Remaining Balance is the amount of available cash remaining to be expended. This is a computed field. If the "Track Requisitioned Amount" flag in USASDAT/USACON is set to yes, theremaining balance will be equal to the unencumbered balance - future encumbered amounts - requisitioned amounts. If the "Track Requisitioned Amount" flag is set to no, the remaining balance will be equal to the unencumbered balance - the future encumbered amounts.
  • Future Year Encumbered is the amount that has been encumbered by any purchase orders that have been processed for a future fiscal year.

    If the flag, "Check Future Year Balances," in USASDAT/USACON is set to "Y" the amount in this field will be subtracted from the "Next FY Proposed" field when posting future purchase orders for the next fiscal year in order to determine availability of funds.

  • Future Year Requisitioned is the total dollar amount that has been posted to requisitions for a future fiscal year.
  • PTD Beg. Balance is an optional field that allows districts to enter the beginning cash balance of a project they are tracking for this particular cash account.
  • PTD Receipts is an optional field that tracks the total project-to-date amount receipted to the cash account.
  • PTD Expenditures is an optional field that tracks the total project-to-date expenditures made to the cash account.
  • PTD Ending Balance is an optional field that tracks the amount of available cash remaining for the project.
  • PTD Clear Month is an optional field that allows the district to enter the month they want the project-to-date fields to be cleared. When ADJUST is run for that particular month, the PTD receipt and expenditure fields will be cleared and the PTD ending balance will be recalculated by moving the PTD ending balance to thePTD Beginning Balance. The PTD Clear Month can also be left blank to handle projects that need to accumulate for more than 1 year.
  • Track PTD Flag is an optional field that allows the district to use the project-to-date fields. If the flag is set to "Y", the PTD amounts will be tracked. If set to "N", USAS will nottrack the project-to-date fields.
  • EMIS Fund Category is only required for funds that have multiple sources of revenue as defined in the biennial budget, without having to add new funds for every program. The category is intended to define the fund/special cost center combination describing the type of fund for the EMIS year-end financial data processing. This allows ODE to be able to perform analysis on these types of funds. Using the [Help] key will provide a list of possible codes for each fund that requires a category to be specified. If the fund does not require a category to be specified, pressing the [Help] key will give you the following message: "No EMIS categories required for this fund." The following lists the funds that are currently required to be coded:


    025 Computer Network - DA Sites


    401 Auxiliary Services


    414 Adult High School


    416 Teacher Development


    431 Gifted Education


    450 School Net


    451 OECN Communication


    459 Ohio Reads


    460 Student Intervention


    461 Career-Technical Education Enhancement


    463 Alternative Schools


    464 School Improvement Models


    499 Miscellaneous State Grants


    572 Title I - Disadvantaged Children/Targeted Assistance


    599 Miscellaneous Grant Fund
  • User Money 1 and 2 are optional numeric fields forthe district's own use.
  • User Code's 1 and 2 are optional 2 characterfields for the district's own use.
  • User Date is an optional 8 character field for thedistrict's own use. Format is MMDDYYYY.
  • User Text is an optional 30 character field forthe district's own use.

Cash Account Screen Function Keys

The function keys listed below are available when the Cash Account Screen is active.

The user will be able to display, add, delete, or modify only those accounts for which they have been authorized access.

  • Top function key will take you to the first Cash Account Number on file.
  • Help function key will allow you to read on-line help pertaining to the field your cursor is positioned on.
  • Exit function key will allow you to exit out of the Cash Account Screen and return you to the main ACTSCN.
  • Next function key displays the next cash account in order.
  • Find function key finds the account number specified in the find or mask fields located at the top of the screen. After typing in all or part of an account number, press the [FIND] function key and ACTSCN finds the cash account and displays on the screen the details of that cash account. If the account number cannot be found, ACTSCN will proceed with the next cash account number on file.
  • Add function key allows the user to add new accounts as required.

    The CASHSCN will default to the last account used when adding accounts. The default will only be used if no Set Defaults settings have been assigned for the account code.

  • Delete function key allows the user to delete an account which is currently being displayed as long as the accountbalance is zero.
  • Modify function key allows the user to make changes to the cash account fields.
  • Lockmode function key "locks you" into any of the major function keys available in ACTSCN. The keys that may be used with "Lockmode" include: "Add", "Delete", and "Modify". By pressing[Lockmode] and then another function key such as [Add], ACTSCN will allow you to keeping adding new cash accounts without having to press the [Add] key again and again.
  • Set defaults function key allows you to establish preset values in the Cash Account maintenance screen. These settings are then used when adding new accounts. When you have exited out of USASCN, these settings are removed.
  • Prev/Next Screen toggles you back and forth between the 2 cash account screens.
  • Go Screen advances you to either screen 1 or 2 of the cash account screen.
  • Switch function key allows you to "switch" between the HISTSCN, REQSCN, POSCN, CASHSCN, APPSCN, BUDSCN, REVSCN, OPTSCN, MASCNV, and FUTSCN programs. While in display mode in any of the USASCN subprograms, if you select [SWITCH], it will create a submenu of the USASCN programs. At this point, you may either cancel the operation or "switch" to one of the programs by pressing the corresponding function key. The switch feature eliminates the need to go back to the USASCN menu in order to access another USASCN program.

Appropriation Screen 1 of 2

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| Find: 01 ___ ____ ___ ____                                                   |
| Mask: 01 ___ ____ ___ ____                                                   |
|       TI FND FUNC OBJ SPCC                                                   |
|       01 001 1100 400 0000                               Start: __/__/____   |
|Desc: PURCHASED SERVICES - REGULAR INSTRUCTION            Stop:  __/__/____   |
|                                                          Active/Inactive:  A |
|                 Fiscal Year 2004:        March 2004:     Calendar Year 2004: |
|  Initial Approp. :       17,820.00      GAAP Original Budget:     69,075.00  |
|+ Carryover Encum.: _______________                                           |
|+ Additions       :       51,255.00                                           |
|- Deductions      : _______________                                           |
|= Expendable      :       69,075.00                                           |
|- Actual Expended :       13,933.97                                  7,134.84 |
|- Encumbered      :       21,571.45                                           |
|= Unenc. Balance  :       33,569.58   49%   Next FY Proposed:       58,350.00 |
|                                            Bypass Budget balance-checking: N |
|                                                                              |
|                                                                              |
|APPSCN   Appropriation Account Maintenance program           Screen  1 of  2  |
|  XX Top                XX Add                                                |
|  XX Help               XX Delete              XX Next Screen                 |
|  XX Exit               XX Modify              XX Go Screen 2                 |
|  XX Next               XX Lockmode            XX Switch                      |
|  XX Find               XX Set defaults                                       |
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Appropriation accounts are the expenditure accounts used when the school district is audited. An appropriation account is used to track the estimated and actual expenses incurred by the school district.
To display an appropriation account screen, either place the cursor on the line of the desired appropriation account or use the [Find] to locate the desired appropriation account and pressthe [Display] function key. This will take you to the APPSCN - Appropriation Account Maintenance Program. The [Exit] key will return the user to the Main Account Screen.*Field Definitions

  • The appropriation fund description will default to the description from the Revision 13 book provided by the Auditor of State if the user does not enter a specific one.
  • If a start date is entered for this account, then the account will only become active after that date.
  • If a stop date is entered for this account, the account will only be active up until that date.

    If both a start and stop date are entered, no purchase orders or requisitions will be allowed to be processed against this account unless the transaction date is between the start/stop dates.

  • The active/inactive flag allows/disallows an appropriation account code to be active. The default status is active. An active flag will allow purchase orders or requisitions to beprocessed against this account. An inactive flag will disallow purchase orders or requisitions to be processed against this account.
  • The initial appropriation is the amount that is initially approved for this appropriation account.
  • The carryover encumbrances is the amount of encumbrance from the prior fiscal year.
  • Fiscal YTD Additions is the total of all additional appropriations to this account during the current fiscal year.
  • Month to date additions is the total of all additional appropriations to this account during the current month.
  • Fiscal YTD deductions is the total of all deductions to this account's appropriations during the current fiscal year.
  • Month to date deductions is the total of all deductions to this account's appropriations during the current month.
  • Fiscal YTD expendable is the total of initial appropriation + fiscal YTD additions - fiscal YTD deductions + last FY carryover encumbrances. This is a computed field.
  • Fiscal YTD actual expended is the fiscal year to date total expenditures charged to the appropriation account.
  • Month to date actual expended is the month to date total expenditures charged to the appropriation account.
  • Calendar YTD actual expended is the calendar year to date total expenditures charged to the appropriation account.
  • Encumbered is the amount currently encumbered to this account.
  • Fiscal YTD unencumbered balance is the total of fiscal YTD expendable - current encumbrances - fiscal YTD actual expended. This is a computed field.
  • The GAAP Orig. Budget field contains the first appropriation covering the entire fiscal year for the fund. It is used as a comparison to the current appropriations throughout the fiscal year. Once this initial appropriation is set, the value in this fieldbecomes the benchmark for appropriation changes that may occur during the course of the year. This field is user modifiable.

    This field is automatically updated when ADJUST for fiscal year-end is run or when the APPROP options IABMNT or IABMASS are run. In addition, you have the option to update these fields when using ACTMOD (budget or appropriation modification), APPROP/PABMNT, or by running the program GAAPSET.

  • The Percentage of the Fiscal YTD Expendable that is currently unencumbered.
  • Next FY proposed is the amount proposed for this account for the next fiscal year.
  • Bypass Budget balance-checking is an optional flag that allows balance checking to be bypassed for that particular appropriation account. When set to "Y", all associated budget accounts will be allowed to go negative when posting requisitions or purchase orders in USASCN. This enables users who otherwise are unable to exceed budget balances to exceed these balances for this particular appropriation account only.

Appropriation Screen 2 of 2

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| Find: 01 ___ ____ ___ ____                                                   |
| Mask: 01 ___ ____ ___ ____                                                   |
|       TI FND FUNC OBJ SPCC                                                   |
|       01 001 1100 400 0000                                                   |
|                                                                              |
|                                                                              |
|  Unenc. Balance     :       33,569.58                                        |
|- Future Encumbered  : _______________   Future Year Encumbered:_____________ |
|  Unenc minus Future :       33,569.58   49%                                  |
|- Requisitioned Amt. :           61.20   Fut Yr Requisitioned  :_____________ |
|  Remaining Balance  :       33,508.38                                        |
|                                        PTD Actual Expenditures:_____________ |
|                                                                              |
|USER-DEFINED INFORMATION:                                                     |
|  Money 1: ________________  Money 2: _________________ Code 1: __ Code 2: __ |
|  Date: __/__/____           Text: __________________________________________ |
|                                                                              |
|                                                                              |
|APPSCN   Appropriation Account Maintenance program             Screen 2 of 2  |
|  XX  Top               XX  Add                       XX  Prev Screen         |
|  XX  Help              XX  Delete                                            |
|  XX  Exit              XX  Modify                    XX  Go Screen 1         |
|  XX  Next              XX  Lockmode                  XX  Switch              |
|  XX  Find              XX  Set defaults                                      |
--------------------------------------------------------------------------------

Field Definitions

  • Unencumbered Balance is the total of fiscal YTD expendable - current encumbrances - fiscal YTD actual expended. This is a computed field and is carried over from screen 1 of APPSCN.
  • Future Encumbered is the amount that has been encumbered for a future month in the current fiscal year using future purchase orders.
  • Unencumbered Minus Future is the available amount remaining to be expended less any amount that has been set aside for future purchase orders for the current fiscal year. This is a computed field.

    If the "Track Requisitioned Amount" flag in USASDAT/USACON is not set to yes, this field will not be present on the appropriation account. The "Remaining Balance" will then be equal to the unencumbered balance - future encumbered.

  • Requisitioned Amount is the amount of the remaining available balance that is currently posted to open requisitions. The requisitioned amount can optionally be used in balance checking as requisitions and/or purchase orders are being created and modified.

    The "Track Requisitioned Amount" flag in USASDAT/USACON must be set to yes to activate this field. When set to yes, the requisitioned amount is automatically calculated and stored on the accounts. If the flag is set to no, the requisitioned amount will not be tracked or displayed on the accounts.

  • Remaining Balance is the available amount remaining to be expended. This is a computed field. If the "Track Requisitioned Amount" flag in USASDAT/USACON is set to yes, the remaining balance will be equal to the unencumbered balance - future encumbered amounts - requisitioned amounts. If the "Track Requisitioned Amount" flag is set to no, the remaining balance will be equal to theunencumbered balance - the future encumbered amounts.
  • Future Year Encumbered is the amount that has been encumbered for a future fiscal year using future purchase orders.

    If the flag, "Check Future Year Balances," in USASDAT/USACON is set to "Y" the amount in this field will be subtracted from the "Next FY Proposed" field when posting future purchase orders for the next fiscal year in order to check availability of funds.

  • Future Requisitioned Amount is the total dollar amount that has been posted to requisitions for a future fiscal year.
  • The PTD Actual Expenditures field contains the expenditures made to this appropriation account for a particular project.

    The PTD flag on the related cash account must be set to "Y" in order to track the PTD expenditures for the associated appropriation accounts.

  • User Money 1 and 2 are optional numeric fields for the district's own use.
  • User Code's 1 and 2 are optional 2 character fields for the district's own use.
  • User Date is an optional 8 character field for the district's own use. Format is MMDDYYYY.
  • User Text is an optional 30 character field for the distict's own use.

Budget Screen 1 of 2

--------------------------------------------------------------------------------
| Find: 02 ___ ____ ___ ____ ______ ___ __ ___         XREF: ______            |
| Mask: 02 001 ____ ___ ____ ______ ___ __ ___                                 |
|       TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB                                 |
|       02 001 1100 400 0000 000000 000 00 000             Start: __/__/____   |
|Desc:  Equipment Maint & Repair - HS                      Stop:  __/__/____   |
|                                                          Active/Inactive:  A |
|                 Fiscal Year 2004:        March 2004:     Calendar Year 2004: |
|  Initial Budget  :        4,800.00      GAAP Original Budget:  5,000.00      |
|+ Carryover Encum.: _______________                                           |
|+ Additions       :          200.00   _______________                         |
|- Deductions      : _______________   _______________                         |
|= Expendable      :        5,000.00                                           |
|- Actual Expended :        2,404.05   _______________               1,846.87  |
|- Encumbered      :        3,160.95                                           |
|= Unenc. Balance  :         -565.00  -11%                                     |
|                                             Next FY Proposed:      4,500.00  |
|                                                                              |
|                                                                              |
|BUDSCN  Budget Account Maintenance program         Screen 1 of 2              |
|  XX Top                XX Add                                                |
|  XX Help               XX Delete              XX Next Screen                 |
|  XX Exit               XX Modify              XX Go Screen 2                 |
|  XX Next               XX Lockmode            XX Switch                      |
|  XX Find               XX Set defaults                                       |
--------------------------------------------------------------------------------

Budget accounts provide a further breakdown of estimated and actual expenditures than what the appropriation accounts provide.
To display a budget account screen, either place the cursor on the line of the desired budget account or use the [Find] to locate the desired budget account and press the [Display] function key. This will take you to the BUDSCN - Budget Account Maintenance Program. The [Exit] key will return the user to the Main Account Screen.*Field Definitions

  • The budget fund description will default to the description from the Revision 13 book provided by the Auditor of State if the user does not enter a specific one.
  • If a start date is entered for this account, then the account will only become active after that date.
  • If a stop date is entered for this account, the account will only be active up until that date.

    If both a start and stop date are entered, no purchase orders or requisitions will be allowed to be processed against this account unless the transaction date is between the start/stop dates.

  • The active/inactive flag allows/disallows a budget account code to be active. The default status is active. An active flag will allow purchase orders or requisitions to be processed against this account. An inactive flag will disallow purchase orders or requisitions to be processed against this account.
  • The initial budget is the amount that is initially approved for this budget account.
  • The carryover encumbrances is the amount of encumbrance from the prior fiscal year.
  • Fiscal YTD Additions is the total of all additional amounts budgeted to this account during the current fiscal year.
  • Month to date additions is the total of all additional amounts budgeted to this account during the current month.
  • Fiscal YTD deductions is the total of all deductions to this account's budgeted amount during the current fiscal year.
  • Month to date deductions is the total of all deductions to this account's budgeted amount during the current month.*
  • Fiscal YTD expendable is the total of initial budget + fiscal YTD additions - fiscal YTD deductions + last FY carryover encumbrances. This is a computed field.
  • Fiscal YTD actual expended is the fiscal year to date total expenditures charged to the budget account.
  • Month to date actual expended is the month to date total expenditures charged to the budget account.
  • Calendar YTD actual expended is the calendar year to date total expenditures charged to the budget account.
  • Encumbered is the amount currently encumbered to this account.
  • Fiscal YTD unencumbered balance is the total of fiscal YTD expendable - current encumbrances - fiscal YTD actual expended. This is a computed field.
  • The GAAP Orig. Budget field contains the first appropriation amount covering the entire fiscal year for the fund. It is used as a comparison to the current appropriations throughout thefiscal year. Once this intial appropriation is set, the value in this field becomes the benchmark for appropriation changes that may occurduring the course of the year. This field is user modifiable.

    This field is automatically updated when ADJUST for fiscal year-end is run or when the APPROP options IABMNT or IABMASS are run. In addition, you have the option to update these fields when using ACTMOD (budget or appropriation modification), APPROP/PABMNT, or by running the program GAAPSET.

  • The Percentage of the Fiscal YTD Expendable that is currently unencumbered.
  • Next FY proposed is the amount proposed for this account for the next fiscal year.

Budget Screen 2 of 2

--------------------------------------------------------------------------------
| Find: 02 ___ ____ ___ ____ ______ ___ __ ___       XREF: ______              |
| Mask: 02 ___ ____ ___ ____ ______ ___ __ ___                                 |
|       TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB                                 |
|       02 001 1100 400 0000 000000 000 00 000                                 |
|                                                                              |
|                                                                              |
|  Unenc. Balance     :         -565.00                                        |
|- Future Encumbered  : _______________   Future Year Encumbered:______________|
|  Unenc minus Future :         -565.00  -11%                                  |
|- Requisitioned Amt. :           61.20   Fut Yr Requisitioned  :______________|
|  Remaining Balance  :         -626.20                                        |
|                                        PTD Actual Expenditures:______________|
|                                                                              |
|USER-DEFINED INFORMATION:                                                     |
|  Money 1: ________________  Money 2: _______________   Code 1: __  Code 2:__ |
|  Date: __/__/____           Text: _____________________________              |
|                                                                              |
|                                                                              |
|BUDSCN   Budget Account Maintenance program                    Screen 2 of 2  |
|  XX  Top               XX  Add                       XX  Prev Screen         |
|  XX  Help              XX  Delete                                            |
|  XX  Exit              XX  Modify                    XX  Go Screen 1         |
|  XX  Next              XX  Lockmode                  XX  Switch              |
|  XX  Find              XX  Set defaults                                      |
--------------------------------------------------------------------------------

Field Definitions

  • Unencumbered Balance is the total of fiscal YTD expendable - current encumbrances - fiscal YTD actual expended. This is a computed field and is carried over from screen 1 of BUDSCN.
  • Future Encumbered is the amount that has been encumbered for a future month in the current fiscal year using future purchase orders.
  • Unencumbered Minus Future is the amount available to be expended less any amount that has been set aside for future purchase orders for the current fiscal year. This is a computed field.

    If the "Track Requisitioned Amount" flag in USASDAT/USACON is not set to yes, this field will not be present on the budget account. The "Remaining Balance" will then be equal to the unencumbered balance - future encumbered.

  • Requisitioned Amount is the amount of the remaining balance that is currently posted to open requisitions. The requisitioned amount can optionally be used in balance checking as requisitions and/or purchase order are being created and modified.

    The "Track Requisitioned Amount" flag in USASDAT/USACON must be set to yes to activate this field. When set to yes, the requisitioned amount is automatically calculated and stored on the accounts. If the flag is set to no, the requisitioned amount will not be tracked or displayed on the accounts.

  • Remaining Balance is the available amount remaining to be expended. This is a computed field. If the "Track Requisitioned Amount" flag in USASDAT/USACON is set to yes, the remaining balance will be equal to the unencumbered balance - future encumbered amounts - requisitioned amounts. If the "Track Requisitioned Amount" flag is set to no, the remaining balance will be equal to the unencumbered balance - the future encumbered amounts.
  • Future Year Encumbered is the amount that has been encumbered for a future fiscal year using future purchase orders.

    If the flag, "Check Future Year Balances," in USASDAT/USACON is set to "Y" the amount in this field will be subtracted from the "Next FY Proposed" field when posting future purchase orders for the next fiscal year in order to check availability of funds.

  • Future Year Requisitioned is the total dollar amount currently posted to requisitions for a future fiscal year.
  • The PTD Actual Expenditures field contains the expenditures made to this budget account for a particular project.

    The PTD flag on the related cash account must be set to "Y" in order to track the PTD expenditures for the associated budget accounts.

  • User Money 1 and 2 are optional numeric fields for the district's own use.
  • User Code's 1 and 2 are optional 2 character fields for the district's own use.
  • User Date is an optional 8 character field for the district's own use. Format is MMDDYYYY.
  • User Text is an optional 30 character field for the distict's own use.

Revenue Screen 1 of 2

--------------------------------------------------------------------------------
| FIND:  03 ___ ____     ____ ______ ___                 XREF: ______          |
| MASK:  03 ___ ____     ____ ______ ___                                       |
|        TI FND RCPT     SPCC SUBJCT OPU                                       |
|        03 200 1623     9330 000000 000                Start date: __/__/____ |
| Desc:  CLASS SALES                                    Stop date:  __/__/____ |
|                                                       Active/Inactive: A     |
|               Fiscal Year 1999:        October 1998:    Calendar Year 1998:  |
|  Initial Revenue  :  31,210.00       GAAP Original Estimate:       31,210.00 |
|+ Additions        :                                                          |
|- Deductions       :                                                          |
|= Receivable       :  31,210.00                                               |
|- Actual Received  :  20,540.40                                 4,422.58      |
|= Remaining        :  10,669.60  34%                                          |
|                                                                              |
|                                        Next FY Proposed   :                  |
|                                                                              |
|REVSCN  Revenue Account Maintenance program         Screen 1 of 2             |
|  xx Top                xx Add                                                |
|  xx Help               xx Delete              xx Next Screen                 |
|  xx Exit               xx Modify              xx Go Screen 2                 |
|  xx Next               xx Lockmode            xx Switch                      |
|  xx Find               xx Set defaults                                       |
--------------------------------------------------------------------------------

Revenue accounts track the estimated and actual receipts for a school district.
To display a revenue account screen, either place the cursor on the line of the desired revenue account or use the [Find] to locate the desired revenue account and press the [Display] function key. This will take you to the REVSCN - Revenue Account Maintenance Program. The [Exit] key will return the user to the Main Account Screen.*Field Definitions

  • The revenue account description will default to the description from the Revision 13 book provided by the Auditor of State if the user does not enter a specific one.
  • If a start date is entered for this account, then the account will only become active after that date.
  • If a stop date is entered for this account, the account will only be active up until that date.

    If both a start and stop date are entered, no receipts will be allowed to be processed against this account unless the transaction date is between the start/stop dates.

  • The active/inactive flag allows/disallows a receipt account code to be active. The default status is active. An active flag will allow receipts to be processed against this account.An inactive flag will disallow receipts to be processed against this account.
  • The initial revenue is the amount that is initially estimated to be received by this account.
  • Fiscal YTD additions is the total of all additional estimated amounts added to this account during the current fiscal year.
  • Month to date additions is the total of all additional estimated amounts added to this account during the current month.
  • Fiscal YTD deductions is the total of all estimated deduction amounts to this account during the current fiscal year.
  • Month to date deductions is the total of all estimated deduction amounts to this account during the current month.
  • Fiscal YTD receivables is the total of initial revenue estimate + fiscal YTD additions - fiscal YTD deductions. This is a computed field.
  • Fiscal YTD actual receipts is the fiscal year to date total amount receipted to this account.
  • Month to date actual receipts is the month to date total amount receipted to the account.
  • Calendar YTD actual receipts is the calendar year to date total amount receipted to this account.
  • Remaining is the total of fiscal YTD receivables - fiscal YTD actual receipts. This is a computed field.
  • The GAAP Orig. Estimate field contains the first revenue estimate covering the entire fiscal year for the fund. It is used as a comparison to the current revenue estimates throughout the fiscal year. Once this initial revenue estimate is set, the value in this field becomes the benchmark for revenue estimate changes that may occur during the course of the year. This field is user modifiable.

    This field is automatically updated when ADJUST for fiscal year-end is run or when the APPROP options IABMNT or IABMASS are run. In addition, you have the option to update these fields when using APPROP/PABMNT, or by running the program GAAPSET.

  • The Percentage of the Fiscal YTD Receivable that has yet to be received.
  • Next FY proposed amount is the amount of revenue estimated for the next fiscal year.

Revenue Screen 2 of 2

--------------------------------------------------------------------------------
| Find: 03 ___ ____     ____ ______ ___                XREF: ______            |
| Mask: 03 ___ ____     ____ ______ ___                                        |
|       TI FND FUNC     SPCC SUBJCT OPU                                        |
|       03 200 1623     9330 000000 000                                        |
|                                                                              |
|                                                                              |
|                                                                              |
|  PTD Actual Receipts:                                                        |
|                                                                              |
|USER-DEFINED INFORMATION:                                                     |
|  Money 1: _______________    Money 2:  ____________  Code 1: __  Code 2: __  |
|  Date: __/__/____            Text: ___________________________               |
|                                                                              |
|                                                                              |
|                                                                              |
|REVSCN   Revenue Account Maintenance program                   Screen 2 of 2  |
|  xx  Top               xx  Add                       xx  Prev Screen         |
|  xx  Help              xx  Delete                                            |
|  xx  Exit              xx  Modify                    xx  Go Screen 1         |
|  xx  Next              xx  Lockmode                  xx  Switch              |
|  xx  Find              xx  Set defaults                                      |
--------------------------------------------------------------------------------

Field Definitions

  • PTD Actual Receipts field contains the receipts made to this revenue account for a particular project.

    The PTD flag on the related cash account must be set to "Y" in order to track the PTD receipts for the associated revenue accounts.

  • User Money 1 and 2 are optional numeric fields for the district's own use.
  • User Code's 1 and 2 are optional 2 character fields for the district's own use.
  • User Date is an optional 8 character field for the district's own use. Format is MMDDYYYY.
  • User Text is an optional 30 character field for the distict's own use.

Actscn options

ADDING A BUDGET ACCOUNT

This option would be used when a district is first starting on USAS and needs to add all the accounts needed through USAS. It is also used by districts that have been on the system and simply need to add new accounts as required. Examples of this would be new grant accounts.

In order to add accounts to the system, the account dimensions must be valid account dimensions according to the Auditor of State's office. A listing of the valid account dimensions may be obtained by running the report option of the REVEDT program. An error message will be displayed when an invalid account dimension is entered.

It should be noted that when you are adding accounts, you are prompted for an account description. A default description is provided in the program which comes directly from the Revision 13 book from the Auditor of State. You can use this description as shown or you can override it by entering your own description. Also, if the budget account is the first account for a given appropriation account, you will be prompted for the description of the new appropriation account. A default description is provided which comes from the Revision 13 manual, but you may enter another description if desired.

The BUDSCN will default to the last account used when adding accounts. The default will only be used if no Set Defaults settings have been assigned for the account code.

The user will be allowed to add only those accounts for which they have been authorized access.

Use the following procedure to add a budget account through ACTSCN.

  • From main ACTSCN, press the [Add] key.
  • From the following pull-down menu, select the type of account you wish to add. In this case, a budget account.
--Record Type To Add--
|    Cash            |
|    Appropriation   |
|    Budget          |
|    Revenue         |
|                    |
----------------------

If the flag has been set in USASDAT to link Budget and Appropriation accounts, the user will not be allowed to add an appropriation account.

  • Enter a valid new budget account number.
  • Press the [Recalculate] function key to display the default account description according to the Revision 13 book provided by the Auditor of State. The user may change the default description.
  • If desired, enter a corresponding XREF code. The XREF code will be automatically added to the XREF master file.

    The XREF prompt will appear only if the XREF flag is set to "Y" in USASDAT/USACON.

  • Enter the FYTD additions and the MTD additions.
  • Enter any FYTD deductions and any MTD deductions.
  • Enter next year proposed budget amount, if any.
  • Enter any stop/start dates.
  • Enter an active/inactive status.

The following is a sample of
the BUDSCN:

------------------------------------------------------------------------------------------
| FIND:  02                                           XREF:                              |
| MASK:  02                                                                              |
|        TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB                                          |
|        02 200 4670 891 9603 000000 002 00 000       XREF: ______  Start:  __/__/____   |
|Desc:   _____________________________________________              Stop:   __/__/____   |
|                                                                   Active/Inactive: A   |
|               Fiscal Year 1999:        October 1998:    Calendar Year 1998:            |
|  Initial Budget   :                   GAAP Original Budget:                            |
|+ Carryover Encum. :                                                                    |
|+ Additions        :     800.00             800.00                                      |
|- Deductions       :  __________         ____________                                   |
|= Expendable       :                                                                    |
|= Actual Expended  :                                                                    |
|- Encumbered       :                                                                    |
|= Unenc. Bal.      :               0%                                                   |
|                                                                                        |
|                                        Next FY Proposed   : ______________             |
|                                                                                        |
|BUDSCN  Budget Account Maintenance program                     Screen 1 of 2            |
|  xx Add                xx Recalculate                                                  |
|  xx Help                                                                               |
|                        xx Next Screen                                                  |
|  xx Do not add         xx Go Screen 2                                                  |
|  xx Toggle tab                                                                         |
------------------------------------------------------------------------------------------

  • Press the [Recalculate] function key to fill in the computed totals.

If the user enters FYTD totals without entering MTD totals, a message box will appear on the screen with the following message:

----------------------------------------------------------------------
| You have changed the FYTD Additions without changing the MTD       |
| Additions.  Do you want the MTD Additions automatically            |
| recalculated for you?                                              |
|                                                                    |
|     Update Amount         Do Not Update                            |
----------------------------------------------------------------------

  • Press the [Add] function key which will take you to screen 2 of 2.
  • Press the [Add] function key again to add the account to the USAS files.

MODIFYING AN ACCOUNT

You have the ability to change the value of fields which are highlighted or underlined.

The modify option allows you to make changes to start/stop dates, active/ inactive status, MTD and FTD additions and deductions. For example, in the case of an unexpected grant you might need to make an adjustment in an appropriation account by entering a value for a MTD addition or deduction.

The user will be allowed to modify only those accounts for which they have been authorized access.

Use the following procedure to modify a budget account through ACTSCN.

  • Using the [Find] key, enter the account number or XREF code you would like to modify and press [Find].
  • From main ACTSCN, place cursor on account you would like to modify.
  • From main ACTSCN, press the [Modify] key.
  • Enter an active/inactive status.
  • Enter any start/stop dates.
  • Enter any FYTD additions and the MTD additions.
  • Enter any FYTD deductions and any MTD deductions.
  • Enter next year proposed budget amount, if any.

The following
is a sample of the BUDSCN:

--------------------------------------------------------------------------------
| FIND:  02                                                 XREF:              |
| MASK:  02                                                                    |
|        TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB                                |
|        02 007 4143 889 9090 000000 000 00 000           Start: __/__/____    |
|Description: NON_CERTIFIED FLOWER FUND                   Stop:  __/__/____    |
|                                                         Active/Inactive: A   |
|               Fiscal Year 1999:        October 1998:    Calendar Year 1998:  |
|  Initial Budget   :    65.00          GAAP Original Budget:            85.00 |
|+ Carryover Encum. :                                                          |
|+ Additions        :    20.00                20.00                            |
|- Deductions       :  __________         ____________                         |
|= Expendable       :    85.00                                                 |
|= Actual Expended  :    20.00                                   20.00         |
|- Encumbered       :                                                          |
|= Unenc. Bal.      :    65.00  100%                                           |
|                                                                              |
|                                       Next FY Proposed   : ______________    |
|                                                                              |
|BUDSCN  Budget Account Maintenance program                     Screen 1 of 2  |
|  xx Modify                xx Recalculate                                     |
|  xx Help                                                                     |
|                           xx Next Screen                                     |
|  xx Do not modify         xx Go Screen 2                                     |
|  xx Toggle tab                                                               |
--------------------------------------------------------------------------------

  • Press the [Recalculate] function key to fill in the computed totals.

If the user enters FYTD totals without entering MTD totals, a message box will appear on the screen with the following message:

----------------------------------------------------------------------
| You have changed the FYTD Additions without changing the MTD       |
| Additions.  Do you want the MTD Additions automatically            |
| recalculated for you?                                              |
|                                                                    |
|     Update Amount         Do Not Update                            |
----------------------------------------------------------------------

  • Press the [Modify] function key to make the changes to the USAS files.
  • You will be returned to the main ACTSCN with a message "Changes made as requested" displayed.

DELETING AN ACCOUNT

Most users like to occasinally clean up obsolete accounts by using the delete option. It is important that you run the DELACT program prior to deleting an account. The DELACT program will show you all cash, approproriation, budget, and revenue accounts that have no transactions associated with them, and therefore have all zero figures in them. If the accounts show up on the DELACT report, it is safe to use the ACTSCN program and delete the obsolete accounts from the system.

Please refer to the "Mass Delete" section in this chapter for further information on how to delete multiple accounts.

A warning message will be issued if you attempt to delete a cash account which has an open appropriation, budget, or revenue account associated with it. In this case, you will not be allowed to delete the account.

The user will be allowed to delete only those accounts for which they have been authorized access.

Use the following procedure to delete a budget account through ACTSCN.

  • Using the [Find] key, enter the account number or XREF code you would like to delete and press [Find].
  • From main ACTSCN, place cursor on account you would like to delete.
  • From main ACTSCN, press the [Delete] key. This will display the BUDSCN with all of the account information.

The
following is a sample of the BUDSCN:

--------------------------------------------------------------------------------
| FIND:  02                                                  XREF:             |
| MASK:  02                                                                    |
|        TI FND FUNC OBJ SPCC SUBJCT OPU IL JOB                                |
|        02 001 1140 111 0000 000000 000 00 000            Start: __/__/____   |
|Description: GENERAL REG ALTERNATIVE REGULAR SAL-CERT     Stop:  __/__/____   |
|                                                          Active/Inactive: A  |
|               Fiscal Year 1999:        October 1998:    Calendar Year 1998:  |
|  Initial Budget   :                   GAAP Original Budget:                  |
|+ Carryover Encum. :                                                          |
|+ Additions        :  __________         ____________                         |
|- Deductions       :  __________         ____________                         |
|= Expendable       :                                                          |
|= Actual Expended  :                                                          |
|- Encumbered       :                                                          |
|= Unenc. Bal.      :              0%                                          |
|                                                                              |
|                                        Next FY Proposed   : ______________   |
|                                                                              |
|BUDSCN  Budget Account Maintenance program         Screen 1 of 2              |
|  xx Delete                xx Next Screen                                     |
|  xx Help                  xx Go Screen 2                                     |
|                                                                              |
|  xx Do not delete                                                            |
--------------------------------------------------------------------------------

  • Press the [Delete] key again to begin the delete process.
  • You will be returned to the main ACTSCN with a message "Record deleted as requested."

    If you try to delete an account which has amounts in the Initial Budget, Carryover Encumberances, Additions, Deductions, Expendable, or Unencumbered Balance field, you will receive the following WARNING message: WARNING: MTD, FYTD, AND YTD fields are not all zero! Press the [Delete] key if you wish to continue deleting the account.

If you try to delete an account which has amounts in either the Actual Expended or Encumbered fields, you will receive the following message and will NOT be allowed to delete the record: WARNING: MTD, FYTD, AND YTD fields are not all zero! Record cannot be deleted!

If an account with an XREF code is deleted, the XREF code will also be deleted.

MASS ADD ACCOUNTS

Read-only users are restricted from using the Mass Add option.

This option will allow the user to mass-add accounts by specifying an old FUND/SCC and a new FUND/SCC. Both old and new accounts must have a SCC of 9000 or greater. The cash account description is prompted for immediately after the old and new fund codes are entered. The description will default to the old account description. However, if the new fund is different than the old fund, the description will be taken from the Revision 13 manual. The other account descriptions for appropriation, budget, and revenue accounts are filled in one of three ways:

  • Old Account Description: The description will default to the old account description.
  • Revision 13 Description: The description for the fund account found in the Revision 13 manual.
  • Leave Blank: The user may leave the description blank and fill it in later using the ACTDSC program.

The bank code and fund type fields from the original cash account will be copied onto the newly created cash account.

After adding the cash account, ACTSCN will copy each appropriation, budget and revenue account from the 'old' fund and create new accounts in the 'new' fund. All amounts in the new funds created will be zeroes. Also, a report titled MASSADD.TXT will be generated listing all accounts that were added and any error messages that were generated.

Use the following procedure to mass-add accounts through ACTSCN.

  • From main ACTSCN, press the [Mass Add] key. A pop-up menu will be displayed prompting you to enter the old FUND/SCC and the new FUND/SCC.

The following is a sample of the MASS ADD pop-up window:

--------------------------------------------------------------------------------
|                                                                              |
|  Find: __ ___ ____ ___ ____ ______ ___ __ ___       XREF: ______             |
|  Mask: __ ___ ____ ___ ____ ______ ___ __ ___                                |
|        TI FND FURC OBJ SPCC SUBJCT OPU IL JOB                                |
|        00 001          0000                    General Fund                  |
|        00 -------Mass Add Accounts   (PF3 to Cancel)-------BOOKS & INSTRUCT. |
|        00 |                                               |ITAL IMPROVEMENTS |
|        00 | Copy all accounts from FUND: ___  SCC:____    |GET RESERVE       |
|        00 | Create new accounts in FUND: ___  SCC:____    |UND               |
|        00 | Description of new cash account:              |ENT               |
|        00 | _____________________________________________ |PROVEMENT         |
|        00 | Description of other accounts determined by:  |                  |
|        00 | Old acct desc    Rev. 13 desc   Leave Blank   |T                 |
|        00 |                                               | ACADEMIC FUND    |
|        00 |_______________________________________________|RIAL FUND         |
|        00 007          9090                    NON-CERTIFIED FLOWER FUND     |
|        00 008          9084                    JFK MEMORIAL FUND             |
|        00 008          9090                    DAFFY DUCK MEMORIAL FUND      |
|        00 009          0000                    UNIFORM SCHOOL SUPPLIES       |
|                                                                              |
| ACTSCN    Account Maintenance program                                        |
|    xx  Display          xx  Next              xx  Modify                     |
|    xx  Top              xx  Find              xx  Lockmode                   |
|    xx  Help             xx  Add               xx  Mass Add                   |
|    xx  Exit             xx  Delete            xx  Switch                     |
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  • Enter the old FUND/SCC, the new FUND/SCC and the description of the new cash account. Tab down to accept the old account description, the Rev. 13 description or leave the description blank for the other accounts. Press [MASS ADD] to accept the changes.
--------------------------------------------------------------------------------
|                                                                              |
|  Find: __ ___ ____ ___ ____ ______ ___ __ ___          XREF: ______          |
|  Mask: __ ___ ____ ___ ____ ______ ___ __ ___                                |
|        TI FND FURC OBJ SPCC SUBJCT OPU IL JOB                                |
|        00 001          0000                    General Fund                  |
|        00 -------Mass Add Accounts   (PF3 to Cancel)-------BOOKS & INSTRUCT. |
|        00 |                                               |ITAL IMPROVEMENTS |
|        00 | Copy all accounts from FUND: 572  SCC:9099    |GET RESERVE       |
|        00 | Create new accounts in FUND: 572  SCC:9100    |UND               |
|        00 | Description of new cash account:              |ENT               |
|        00 | TITLE I #046706-C1S1-99                       |PROVEMENT         |
|        00 | Description of other accounts determined by:  |                  |
|        00 | Old acct desc    Rev. 13 desc   Leave Blank   |T                 |
|        00 |                                               | ACADEMIC FUND    |
|        00 |  Mass Add    Cancel                           |RIAL FUND         |
|        00 |_______________________________________________|D FLOWER FUND     |
|        00 008          9084                    JFK MEMORIAL FUND             |
|        00 008          9090                    DAFFY DUCK MEMORIAL FUND      |
|        00 009          0000                    UNIFORM SCHOOL SUPPLIES       |
|                                                                              |
| ACTSCN    Account Maintenance program                                        |
|    xx  Display          xx  Next              xx  Modify                     |
|    xx  Top              xx  Find              xx  Lockmode                   |
|    xx  Help             xx  Add               xx  Mass Add                   |
|    xx  Exit             xx  Delete            xx  Switch                     |
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After accepting the changes, another pop-up window will be displayed stating the mass add was successful, all accounts were created, and to see the MASSADD.TXT for more detailed information. The MASSADD.TXT report contains the account codes that were added successfully and any error messages the program encountered while adding the new codes.

MASSADD.TXT Report

DATE: 05/06/99                   SAMPLE LOCAL SCHOOLS                     PAGE:     1
TIME: 12:16:28                  ACCOUNT MASS ADD REPORT                       (ACTSCN)

ACCOUNT NUMBER                 ACCOUNT DESCRIPTION                   STATUS MESSAGE

005729100                      TITLE I #046706-C1S1-99               Added successfully.
0157212001009100               TITLE I SPEC INSTR PRSNL SERV-SALARY  Added successfully.
0157212002009100               TITLE I SPEC INSTR EMP RETIRE/INSUR   Added successfully.
0157224001009100               TITLE I SUP SERV-ADMIN PRSNL SERV-SAL Added successfully.
0157224002009100               TITLE I SUP SERV-ADMIN EMP RETIRE/I   Added successfully.
0157225001009100               TITLE I FISCAL PRSNL SERV-SALARY      Added successfully.
0157225002009100               TITLE I FISCAL EMP RETIRE/INSUR BEN   Added successfully.
025721270111910019000000100000 TITLE I DISADVAN YOUTH REG SAL-CERT   Added successfully.
025721270210910019000000100000 TITLE I DISADVAN YOUTH RETIRE-CERT    Added successfully.
025721270241910019000000100000 TITLE I DISADVAN YOUTH MED/HOSP-CERT  Added successfully.
025721270242910019000000100000 TITLE I DISADVANTAGED YOUTH LIFE-CERT Added successfully.
025721270249910019000000100000 TITLE I DISADVAN YOUTH OTHER INS B    Added successfully.
025722411143910019000000300000 TITLE I OFC OF SUPT SUPPL SAL-CLASS   Added successfully.
025722411220910019000000300000 TITLE I OFFICE OF SUPT RETIRE-CLASS   Added successfully.
025722421113910019000000100000 TITLE I OFC OF PRINCIPAL SUPPL SAL-CE Added successfully.
025722421210910019000000100000 TITLE I OFC OF PRINCIPAL RETIRE-CERT  Added successfully.
025722510143910019000000300000 TITLE I OFFICE OF TREAS SUPPL SAL-    Added successfully.
025722510220910019000000300000 TITLE I OFFICE OF TREAS RETIRE-CLASS  Added successfully.
025722510259910019000000300000 TITLE I OFFICE OF TREAS OTHER INSUR B Added successfully.
0357242209100000000000         TITLE I FED REST GRANT FED-STATE      Added successfully.

MASS DELETE ACCOUNTS

In CASHSCN, you have the option of deleting a cash account as well as deleting all appropriation, budget and revenue accounts associated with the cash account by using the [Delete] key. In APPSCN, you have the option of deleting an appropriation account by using the [Delete] key. You will also have the option to delete all budget accounts within that appropriation account (if the budget and appropriation accounts are linked).

Prior to mass deleting accounts, the DELACT program must be run the same day or previous day in order for a mass delete to work properly. Please keep in mind the account(s) you want deleted needs to be listed in the DELACT file.

The following is a sample of mass deleting a cash account and its associated appropriation, budget and revenue accounts:

  • Run the DELACT program. Make sure the cash account you want deleted is found on the DELACT.TXT file.
  • In ACTSCN, find the cash account number you would like to delete.
  • From the main ACTSCN, place the cursor on the account you would like to delete. The main ACTSCN will transfer you to CASHSCN. Press [Delete]. CASHSCN will ask if you would like to delete the
    associated accounts.
--------------------------------------------------------------------------------
| FIND:  00                                                                    |
| MASK:  00                                                                    |
|        TI              SPCC                                                  |
|        00 599          9797                              Start: __/__/____   |
|Description: SCHOOL-__________________________________________:  __/__/____   |
|                    |                                        |ve/Inactive: A  |
|                    |  All associated appropriation, budget  |dar Year 1998:  |
|  Initial Cash     :|  and revenue accounts will be deleted. |                |
|+ Receipt          :|  Do you wish to continue?              |                |
|- Expenditures     :|                                        |                |
|= Fund Balance     :| Delete Accounts    Do Not Delete       |                |
|- Investments      :|________________________________________|                |
|= Available        :                    Payables:                             |
|- Encumbered       :                    Bank Code: _                          |
|= Unenc. Bal.      :                    Fund Type: 12     Special Revenue     |
|                                                                              |
|                                                                              |
|CASHSCN Cash Account Maintenance program                      Screen 1 of 2   |
|  xx Delete                xx Next Screen                                     |
|  xx Help                  xx Go Screen 2                                     |
|                                                                              |
|  xx Do not delete                                                            |
--------------------------------------------------------------------------------

  • Select "Delete Accounts" to delete the cash account as well as the associated appropriation, budget and revenue accounts. You will be returned to the main ACTSCN with a message "Record deleted as requested."

miscellaneous notes

Linked Appropriation and Budget Accounts

In the program USASDAT, you are prompted to indicate whether your budget and appropriation accounts are linked. If they are linked, that means that the total for the appropriation account will always balance with the associated budget accounts. The way that this flag is marked determines how the ACTSCN program will work for certain options. For instance, if your appropriation and budget accounts are linked, and you decide to make a change to a budget account through ACTSCN, the appropriation account is automatically updated by whatever change is made to the corresponding budget account. It should be noted that when you choose the modify option in ACTSCN and the accounts are linked, you would only be given the option to modify the amounts in the budget account, not the appropriation account. You will still have the option to modify the description field in the appropriation account. If the accounts are not linked and you choose the modify option in ACTSCN, you will be given the option to change budgets or appropriation accounts, as well as cash and revenue accounts. In this case, if you make a change to a budget account, you would also need to make the corresponding change to the appropriation account.

USASDAT/USASEC

USASDAT/USASEC program contains an option that affects ACTSCN processing. This option is an "account filter" function key which can be used to control what accounts a particular user has authorization to READ, MODIFY, or ADD. The MODIFY flag also affects whether the user is allowed or disallowed to delete accounts.

If the account security filters in USASDAT/USASEC are already set up for a particular username, the ACTSCN program will assume that there is no access for any accounts until the new flags are filled in on the USASEC account filter screen. This will cause ACTSCN to appear with a blank screen and the message "End of file reached".

Project To Date Fields

The following transaction programs will update the PTD fields: ACTMOD, CKPROC, EXPROC, USASWEB, VOIDCK, ARF and AUTOPOST. Any expenditures or receipt amounts generated in one of these programs will update the PTD expenditure and receipt fields in the cash, appropriation, budget and revenue accounts in ACTSCN (as long as the "Track PTD Flag" is set to "yes". The EIEIO, USASWEB, BUDSUM, APPSUM and REVSUM programs now include the PTD fields and/or will allow the PTD fields to be displayed on the reports.

Alpha Funds

You have the ability to enter alpha funds when you are adding a budget or a revenue account. Alpha funds are accounts that have a 9 for a starting digit and an alphabetic character in the last digit of the SCC. There are reports that allow you to print only those accounts with alpha SCC's.

Printing Account Reports

You can print a listing of the account balances on the system by using the following reports:

FINSUM

Cash Accounts

USARPT/APPSUM

Appropriation Accounts

USARPT/BUDSUM

Budget Accounts

USARPT/REVSUM

Revenue Accounts

Auditing Additions, Changes, and Deletions of Accounts

The accounts which you add, change, and delete through ACTSCN are tracked. You can run the program AUDITS to generate a report of the additions, changes, and deletions you have made to your accounts. The AUDITS program will allow you various selection options.

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